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DocuShare User Guide

1. Overdue For a single step task or one step of a multi step task that is overdue the word Overdue appears after the task s description Terminated The task is stopped because it cannot continue This can occur when Cancel Task is set for Then Escalate or when a document or user is deleted from your site 3 To view more information about the task click the task s description A Report on Routing window appears which shows the status of each user assigned the task 4 Doone of the following e To view an individual recipient s comments click the user s name e To view all recipient comments click Show all User Comments If you want you can save the comments to a text file Close the window after viewing the comments To view the user s changes to the document click the document s title 6 Close the document after viewing the changes 7 Ifthe task is complete do one of the following e To move a task from the Tasks Assigned by Me list to your Deleted Tasks click Delete This Job User Guide 8 5 Routing documents Automating work processes e To complete the task later click Keep for Later The task remains in the Tasks Assigned by Me list e To publish a document that has not been added to DocuShare the word Unpublished appears after the document s title click the Properties icon that appears to the right of the document s title At the bottom of the View Properties page click the Publish This V
2. In the Comments field enter an optional message Click Save as private if you do not want other recipients to view your comments Do one of the following e To complete the task and remove it from the Tasks Assigned to Me list click the Reviewed button To not complete the task at this time click the Review Later button The task remains in the Tasks Assigned to Me list Acknowledging receipt of a document 1 2 3 In the For Your Acknowledgement window click the document s title The document opens in its native editor or a window appears allowing you to download the document Note If the document version sent to you is not the latest version a Latest published version link is included You can click the link to view the latest version of the document When you are finished viewing the document close it You can repeat steps 1 and 2 for each routed document User Guide 8 9 Routing documents Automating work processes Do one of the following To complete the task and remove it from the Tasks Assigned to Me list click the Acknowledged button To not complete the task at this time click the Acknowledge Later button The task remains in the Tasks Assigned to Me list Removing a document sent for information 1 In the For Your Information window click the document s title The document opens in its native editor or a window appears allowing you to download the document Note If the docume
3. This guide describes how to use the features in both DocuShare and DocuShare CPX Any feature unique to DocuShare CPX is indicated by the text DocuShare CPX only User Guide 1 1 Accessing DocuShare Getting started Accessing DocuShare You access DocuShare by entering the URL of your DocuShare site in a web browser window Depending on how your site is set up you may be required to log in or you see the DocuShare home page From the site home page you can log in as well as access the content and features on your site Although your administrator can customize your site home page and different browsers may not display site elements the same your home page should look similar to the example shown below Xerox DocuShare Home Content Map What s New Users amp Groups Help fa Guest Login using an ex count Don t have an account Communities Click here to e one Explore our community areas ay Forgot your password ee A Contact your aristotor El 1G Webioe more more aris DocuShare v E Retain login for future mrm What s New Login s ad Lists all modified content See what s new today F Note You must login to add content or se ntent inthe last hour m Collections Other Links Getting Started G Top level collections Links to other content Not sure what to do Take a Tutoria Initial Top Level Collection A WorkCentre Scan Repository Temporary storage for scanned ave i documents
4. As needed you can change the membership group that is associated with the workspace by assigning a different group to the workspace To re assign the membership group 1 2 3 6 4 On the workspace home page click the Properties icon On the Properties page click the Permissions link Click the Re assign Membership Group button The Re assign Membership Group page appears Do one of the following To find a specific group enter part of the group s title in the Search field Click the Go button e To list all groups click Show All if displayed e To display your favorite groups click Show Favorites In the New Membership Group field select the group you want to associate with the workspace Click Save The previous membership group remains in the workspace s access list User Guide DocuShare workspaces Adding content to the workspace Adding content to the workspace You can add any type of object including another workspace to a workspace To add content to the workspace 1 Inthe content portlet select the type of object that you want to add from the Add menu 2 On the Add page enter the required information and click Apply The object appears in the content portlet To use workspace view features 1 From the Show menu select the type of object you want to display 2 Click a View icon to switch between the icon and list views User Guide 6 5 Managing shortcuts DocuShare workspa
5. Click the Go button e To display all containers click Show All if displayed e To display your favorite containers click Show Favorites In the Possible Locations field select the container s in which you want the saved query to appear and click the Add button To select multiple containers use the CTRL key Windows or the Command key Macintosh In the Selected Locations field select any containers in which you do not want the saved query to appear and click the Remove button To select multiple containers use the CTRL key Windows or the Command key Macintosh Click Update Locations DocuShare adds your search query to the container When you click the saved query DocuShare runs the search using the saved search terms and displays the results User Guide Using your personal home page 10 About My DocuShare My DocuShare provides a single location from which you can conveniently manage personal content as well as access the content on your site A link to My DocuShare appears on the site home page on the navigation bar and under My Links on the page footer My DocuShare consists of areas called portlets each portlet has a different use You can close a portlet and reopen it by clicking the small triangle next to the portlet title e Personal Collection A collection for private content Workspaces The workspaces you have access to and own DocuShare CPX only Site Home The top level colle
6. You can also display calendars for previous and following years The start time and title of each calendar event is shown on the date to which it was added e Week view Displays an entire week with the current day highlighted From the current week you can click a link for the previous week and the next week You can also display calendars for previous and following years The duration title and owner of each event is shown on the date to which it was added e Day view Displays the current day From the current day you can click a link for the previous day and the next day You can also display a day from another month or year The day view shows the duration title and owner of each event added to the date To set the number of objects to display per page 1 On the navigation bar click your username 2 On the View Properties page click the Edit link In the Page Size field enter the number of objects you want to view on pages with object listings for example collections and search results 4 Click Apply User Guide 3 5 Viewing and changing object properties Adding and managing content Viewing and changing object properties Every object has a set of assigned properties For example the properties for all objects include a title a description and an owner Each object has a number of specific properties For example the sort order property is unique to collections and documents have a maximum versions
7. information To view an HTML rendition of a document 1 Locate the document that you want to view 2 From the document s More Actions menu select View in HTML DocuShare converts the document to HTML and displays the document 3 Click the browser s Back button to return to the container page Viewing a PDF rendition of a document DocuShare provides a PDF conversion feature that lets you view supported document types in PDF format This feature eliminates the need to configure your browser to display certain document types Note The PDF conversion feature cannot convert documents that contain encrypted information You must have Adobe Reader installed on your computer To view a PDF rendition of a document 1 Locate the document that you want to view 2 From the document s More Actions menu select View in PDF DocuShare converts the document to PDF and displays the document 4 4 User Guide Working with documents Adding a new document version Adding a new document version There are two ways to add a new document version e Check out and edit an existing document and check in the revised document as a new version e Upload a document as a new version of an existing document Editing a document DocuShare supports the complete development cycle of a document allowing users to collaborate on a project Document check out and locking ensures that only one user ata time edits a document Version contr
8. wiki pages inserting images and attaching documents By default each wiki page includes a WYSIWYG editor for easy formatting of content Alternatively you can use the wiki syntax provided in a sidebar on a wiki page However when editing a wiki page you should use the same method you used to create the page 7 8 User Guide Using social computing features Adding a wiki Adding content to the wiki home page After adding the wiki your first step is to add content to the home page To add content to the home page 1 Locate and open the wiki to which you want to add content The Add WikiPage appears and the page is titled HomePage In the Description field enter the page content using one of the following methods e Use the WYSIWYG editor The editor appears when your user account property Text Composition Format is set to Rich Text and the wysiwyg checkbox is selected on the Add WikiPage e Deselect the wysiwyg checkbox Use the wiki syntax displayed in the sidebar Note When using wiki syntax HTML tags are used on the page When you want to include angle brackets on the page either use the WYSIWYG editor or type amp It text gt to have the angle brackets and text appear Similarly to have the ampersand character amp appear type amp amp Click Apply The wiki home page appears with your content Linking pages to a wiki You can add any number of web pages to the wiki You first add the link to the page an
9. 1 archiving content to 12 2 to 12 3 restoring content from 12 4 archiving content about 12 2 automatically 12 2 manually 12 2 to 12 3 asterisk using in searches 9 7 User Guide B background jobs 3 8 blog See weblog booleans See logical operators breadcrumbs for navigation 1 3 browsing history viewing 1 2 1 3 C calendar See also favorite calendars adding to a container 3 4 applying permissions to contents 3 10 changing access list 3 8 changing its location 3 12 changing owner 3 9 changing properties 3 6 changing views 3 5 deleting 3 15 viewing change history 3 6 viewing properties 3 6 calendar portlet workspace 6 1 changing properties 6 8 changing views 6 7 calendar view day view 3 5 6 7 month view 3 5 week view 3 5 6 7 change history viewing for objects 2 12 3 6 Change Location Edit Selected menu 3 14 Change Owner Edit Selected menu 3 14 changing location of object 3 12 using copy cut and paste 3 13 changing properties content rule 8 13 Index 1 group account 2 9 notification 5 5 object 3 6 user account 2 3 version 4 8 checking in an edited document 4 5 checking out a document 4 5 collection See also personal collection about 3 1 adding 3 4 adding document to 4 2 applying permissions to contents 3 10 changing access list 3 8 changing its location 3 12 changing owner 3 9 changing properties 3 6 changing views 3 5 deleting 3 15 editing multiple objects in 3 14 settin
10. 2 11 changing user domain 2 5 changing user password 2 3 changing username 2 4 list view collection 3 5 locking a document 4 9 logged in user and appearance of user Index 4 Index icon 2 14 6 3 logging in 1 4 logging out 1 4 logical operators types 9 6 using in searches 9 5 to 9 6 Manage permission 3 3 Manager permission 3 3 mapping a user account to a federated server 2 6 members changing for group 2 10 sending email to group 2 12 membership group for workspace 6 2 changing group assigned 6 4 changing group members 6 3 to 6 4 membership portlet workspace 6 1 changing properties 6 8 month view calendar 3 5 My DocuShare about 10 1 launching an online meeting 11 4 viewing favorite calendars 10 4 viewing favorites 10 2 viewing groups of which you are a member 10 6 viewing personal collection 10 3 viewing personal trashcan 10 5 viewing routing tasks 10 6 My Tasks using to check tasks you assigned 8 4 using to view progress reports 8 6 8 10 using to view tasks assigned to you 8 8 N navigating DocuShare 1 3 navigation bar 1 3 non alphanumeric characters using in searches 9 7 notification User Guide Index about 5 1 adding 5 2 changing properties 5 5 creating a recipient list for 5 4 deleting 5 6 events of interest 5 1 requirements for using 5 1 restoring after deleting 5 6 time periods 5 2 turning off and on 5 5 turning off selected event notifications 5 2
11. 8 1 automatically after adding to collection 8 4 including additional documents 8 2 routing order 8 2 Index 6 Index to users 8 1 to 8 3 types of routing tasks 8 2 using a saved Routing Slip 8 2 Routing Slip 8 1 private 8 3 8 4 re using 8 2 saving 8 3 routing tasks checking status of your tasks 8 4 to 8 6 deleting completed 8 5 viewing all deleted 8 10 viewing for document 8 11 viewing tasks assigned to you 8 8 10 6 RSS feed See feed 5 1 S saved query adding to container 9 8 changing access list 3 8 changing its location 3 12 changing owner 3 9 changing properties 3 6 deleting 3 15 viewing change history 3 6 viewing properties 3 6 saved Routing Slip using 8 2 saving a Routing Slip 8 3 scanned document to a collection 4 16 search query 9 8 scan cover sheet creating 4 13 deleting 4 14 using 4 2 4 14 scan template 4 15 scanned document checking length of time in temporary collection 4 15 receiving URL after saving 4 16 saving to a collection 4 16 scanning documents about 4 13 at a WorkCentre 4 15 using scan cover sheets 4 2 4 13 Search Available To defined 3 8 search words separator 9 3 User Guide Index searches 9 1 See also saved query how to specify exact word 9 5 running 9 3 to 9 5 saving 9 8 using non alphanumeric characters 9 7 using wildcards 9 7 searching for objects 9 3 to 9 5 combining search terms 9 5 to 9 6 finding user and group accounts 2 14 on feder
12. In the Title field enter a title for the document Enter any additional information Click a field name for a description of each property Click Save The document is saved to the collection you specified Note Your administrator may have given you access to a collection named Temporary Scan Repository Alternatively you can open this collection to move or delete your scanned document 4 16 User Guide Setting up notifications 5 About notifications A notification allows you to receive an email message when a change occurs to an object You can add a notification for any object on your site For example you can add a notification for a document to have DocuShare email you when a new version of the document is uploaded You might want to add a notification for a collection to know when new content is added to the collection To use notifications your administrator must enable and set up the feature In addition your user account properties must include an email address You can add a notification for any of the following changes to an object Any change Any change to the object Something added A new object is added to a container New document version added A new version of a document is added Something deleted An object is deleted from a container Properties edited The properties of the object are changed Permissions edited The permissions of the object are changed Change in ownership tThe owner
13. Summary contains Basic Product The search would return only objects that have the word Training in the Title and the phrase Basic Product in the Summary Or Searches for objects that contain one of the search terms For example Search for objects where Title contains Advanced Or Summary contains Administrator The search would return objects that have either the word Advanced in the Title or the word Administrator in the Summary or both the word Advanced in the Title and Administrator in the Summary And Not Searches for objects that contain one search term and not the other For example Search objects where Title contains Technology And Not Title contains Marketing The search would return only those objects where Technology was in the Title but not return objects if Marketing was also in the Title 9 6 User Guide Running searches Using reserved characters in a search Using reserved characters in a search You can use these wildcard characters when building a search Question mark Specifies any single alphanumeric character For example an returns ban can dan fan etc Asterisk Specifies any number of alphanumeric characters in one word For example corp returns corporal corporate corporation corpulent etc To find objects that include a wildcard character tilde or double quotation mark use the equals operator prece
14. To change your current password 1 On the navigation bar click your username 2 On the View Properties page click the Change Password link 3 Enter your current password in the Old Password field 4 Enter your new password in the New Password field Your administrator can specify that your password adhere to a set of rules If specified the rules appear on the page Enter your new password in the New Password Confirm field Click Apply User Guide 2 3 User accounts Managing accounts Changing your username You must be logged in as the user whose username you want to change You cannot change another user s username Note If your site uses the LDAP feature you cannot change your username Your administrator must change your username on the LDAP server To change your username On the navigation bar click your username On the View Properties page click the Change Username link Enter your current password in the Password field Enter a new username in the Username field Click Apply The View Properties page appears displaying your new username The new name also appears on the navigation bar Oro an Ne oS Viewing your usage quotas Your administrator can restrict the number of documents that you own as well as the maximum size allocated to all of your documents You can view your quotas and your current usage Note Documents include email attachments and documents attached to discussion topics and w
15. accounts Group accounts Deleting a group You can delete a group if you are the logged in owner of the group To delete a group 1 Locate and select the group that you want to delete To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Delete Group link The Confirm Delete page appears 3 Click Delete to remove the group from your site User Guide 2 13 Finding and listing site accounts Managing accounts Finding and listing site accounts From the List page you can quickly search the users and groups registry to determine whether or not a user or group has an account on the DocuShare site You also can list all of the user and group accounts registered on the site To search for a user or group 1 On the navigation bar click Users amp Groups 2 On the List page select the type of account you want to find in the Show field When searching for a user select a single user level or all levels from the User Level menu 4 Inthe Search field enter any part of a username or group title Click Go The search results display listing the users groups or both who match the search text To list the accounts on your site 1 On the List page select the type of account you want to list in the Show field 2 Click Show All if displayed The list of all registered accounts displays C Di DocuShare CPX only When displaying the list of accounts the L
16. adds it to DocuShare as specified in the cover sheet Deleting a scan cover sheet When you no longer want a cover sheet to be used to scan a document you can delete it Deleting the cover sheet invalidates any printed copies of it You might want to delete a cover sheet if you misplace it and do not want anyone else to use the cover sheet To delete a scan cover sheet 1 Locate the object whose cover sheet you want to delete 2 Click the object s Properties icon 3 On the View Properties page click the Scan Cover Sheet link 4 Click the Trashcan icon that appears to the right of the cover sheet 4 14 User Guide Working with documents Scanning documents Scanning documents to a temporary scan collection If you have access to a WorkCentre with the Scan to File feature enabled you can scan documents to DocuShare Your WorkCentre administrator must set up a scan template before you can scan documents to DocuShare When setting up a scan template the administrator can choose to save each document page to a TIFF file or to save all of the document pages to a single TIFF file Also you may be able to use a scan template to enter DocuShare property values at the device before scanning the document After the document is scanned to a collection the values you entered appear on the View Properties page for the document Before you begin check with your administrator to find out which templates are available for your use and whet
17. and software In addition DocuShare currently supports image only file formats when scanning TIFF non searchable PDF etc Searchable PDF file formats are not supported for use with scan cover sheets e You can scan documents to a temporary scan collection that your administrator sets up on your site Using a WorkCentre with the Scan to File feature you scana document to convert it to TIFF format and add the digital document to the temporary scan collection You then save the scanned document to a permanent collection on your site Your administrator determines which method you can use for scanning documents Therefore check with your administrator to find out how your site is set up Scanning documents using scan cover sheets You can scan documents to specific locations and as new document versions using scan cover sheets You can create scan cover sheets for these types of objects e documents to scan a document as a new document version collections to scan a document to a collection e workspaces to scan a document to the content portlet of a workspace DocuShare CPX only e user to scan a document to your personal collection A scan cover sheet includes a DataGlyph which encodes machine readable information about the scan location and the cover sheet owner You place the cover sheet on top of a document and scan both to add the resulting PDF document to DocuShare In addition you can choose to create a cover shee
18. any part of the object s location path you can narrow the search scope to speed the search 4 Inthe Server to Search field select Archive Server Click Search The Search Results page displays The words Appeared In followed by the collection name display under each object whose collection exists on DocuShare If Appeared In and the collection name do not display then the object s collection was deleted You can restore the object as an orphan and then add it to another collection 6 Select the objects to restore 7 From the Edit Selected menu select Restore 8 On the Confirm Restore From Archive page click Confirm The Archive Restore Results page displays 9 Ifthe object is an orphan do the following a Click the checkbox that precedes it b From the Edit Selected menu select Change Location c On the Confirm Change Location page click Confirm d Use the Change Location page to relocate the orphaned object The Archive Restore Results page displays and lists the new collection in which the object appears under the object s title 12 4 User Guide Task permissions A Permissions required for tasks on a site using three permissions Table A 1 lists the permission required for each task on a site that is set up to use three permissions Table A 1 Permissions required for tasks User Task Reader Writer ETE Te GLi All Objects Add object X View object content X View objec
19. enter the search term Create a search term by selecting an operator entering the search word or words separate each word with a space and then selecting where the search words should occur If you want DocuShare to search for an exact word enclose the word in quotation marks You can click add search term to create another search term using a logical operator See Table 9 1 for a description of each logical operator Note For information on how to use wildcard and non alphanumeric characters in a search term see Using reserved characters in a search on page 9 7 If you are running the search from a page other than the site home page select a search scope from the Search Within menu In the Maximum Results field select the maximum number of objects to display in the search results list DocuShare orders the results by displaying the most relevant objects first In the Sort Results field select the order in which to display the search results Under Limit Search to Date Range enter the date range to use when searching for objects Create a date range by selecting options from the menus and entering a date You can click add date range to create a second date range Under Find Results with Numeric Range enter the numeric range to use when searching for objects whose properties have numeric values You can click add numeric range to create a second numeric range Note This field appears if an object has a numeric p
20. entered at the WorkCentre to scan the document and then click Enter Passcode Locate your scanned document Click Save If you do not want to save the document to a collection click Delete to remove the document from the temporary scan repository If you want to rotate the document select the number of degrees from the Rotate Image menu and click Go From the Document Type menu select the type of document to save the scanned document as The menu contains types in addition to Document if your administrator created custom documents on your site If your administrator specified a default collection in which to save scanned documents its title appears in the Destination field Do one of the following e Ifyou want to use the default collection go to step 13 e Ifyou want to change the collection click Select The Select Destination page appears In the Sort By field select Title to display the collections in alphabetical order or select Handle to display the collections in numerical order Do one of the following e To find specific collections enter any part of a collection title in the Search field Click the Go button e To list all collections click Show All if displayed e To display your favorite collections click Show Favorites e To display your personal collection click Show Personal Collection In the Possible Locations field select the collection to which you want to save the document Click Apply
21. insert an image located on the same DocuShare server enter image Document The pound symbol represents a number Click Apply Attaching documents On a wiki page you can add a link to a document that you upload to DocuShare To attach a document to a wiki page 1 oa w w 7 10 Open a wiki page and click Attach The Add Document page appears Enter the complete path and filename of the document in the Filename field or click the Browse button to navigate to and select the document In the Title field enter a document name Click Apply On the wiki page click Edit This Page On the Edit Wiki page enter the document name that you used in step 3 between double square brackets Example For more information see our brochure Click Apply User Guide Using social computing features Adding a wiki Using interwiki links The use of interwiki links allows you to create links to external wiki sites on your wiki pages without typing or pasting URLs Before adding the links to your wiki pages you must map each wiki name to its URL To use interwiki links 1 Locate the wiki and click its Properties icon 2 Click the Edit link Under Inter Wiki Links enter the following e Name The name to enter when creating the link on the wiki page Example wikipedia e Prefix The URL of the wiki Example http en wikipedia org wiki 4 To add another interwiki link click the plus sign 5 If you need
22. object are changed e Routing A change occurred to the status of a routing task e Something added A new object is added to a container Creating a content rule DocuShare provides a wizard to guide you in creating a content rule Using the wizard you provide a brief description of the content rule select the event that triggers the action select the action to run and enter settings specific to the selected action To create a content rule 1 Locate the object for which you want to create a content rule 2 Doone of the following e Click the objects Content Rules icon e Click the object s Properties icon Then click the Content Rules link 3 On the Content Rules page click Create a New Content Rule The Create a New Content Rule wizard appears The following steps describe the required fields For information about any of the optional fields in the wizard click the appropriate field name 4 On the Description page enter a Title for the content rule and click Next On the Event Triggers page select the event that will cause the action to run and click Next 8 12 User Guide Automating work processes Using content rules 6 On the Content Property Conditions page refine the event trigger by specifying property conditions Then click Next 7 Onthe Action Performed page select the action to run when the event occurs and click Next The Action Settings page appears The options on the page vary depending on
23. of the object is changed Location edited The location of the object is changed Document locked or checked out The document is locked or checked out Document unlocked The document is unlocked after being locked but a new version of it was not added Note DocuShare offers feeds to site collections and other types of containers If you are using a browser with built in feed support or you have a feed reader installed on your computer you can add a feed to a DocuShare container This enables you to view updated content in the container provided you have the necessary permissions without having to go to the DocuShare site in your browser User Guide 5 1 Adding a notification Setting up notifications Adding a notification You can quickly add a simple notification to have DocuShare email you when new content is added to an object or you can choose advanced options to customize the notification To add a notification 1 2 Locate the object for which you want to add a notification Do one of the following e Click the object s Notifications icon e Click the object s Properties icon Then click the Notifications link On the Notifications page click Create a New Notification In the Period field select one of the following time periods e Immediate provides notification immediately after the event occurs e Daily provides notification in a daily summary report e Weekly provides notification in a weekly summar
24. saved Routing Slips and the public Routing Slips saved by all site users Select a Routing Slip Under Routing Action choose one of the following Approve or Disapprove Requires users to approve or not approve the document e Review and Make Changes Allows users to provide comments and a revised version of the document Click Share Changes with Recipients if you want each recipient to see the previous recipient s changes e Acknowledge Receipt Provides the document to users for information and requires the users to confirm receiving the document Information Provides the document to users for information only Depending on the routing action you selected choose one of the following Routing Orders In Order Routes the document to users in the order in which they are listed in the Selected Users Groups field If a user does not approve the document it is not routed to subsequent users Atthe Same Time Single Reply Routes the document to all users simultaneously and only one user s reply is needed to complete the routing task Atthe Same Time All Reply Routes the document to all users simultaneously and all users must reply to complete the routing task Atthe Same Time Majority Reply Routes the document to all users simultaneously and more than half of the users must reply to complete the routing task Under Routing Message do the following e Inthe Subject field enter a brief topic th
25. started How to get help How to get help In addition to this guide the Help Desk includes other guides and a tutorial The Documentation page provides user guides for the features available on your site The Training page includes a User Tutorial which helps you get started using DocuShare by following a series of step by step exercises User Guide 1 5 How to get help Getting started 1 6 User Guide Managing accounts 2 About accounts DocuShare provides two types of accounts individual user accounts and group accounts Your administrator determines who can create each type of account on your site For example your site might allow a guest someone who can view public content to create a user account but require an administrator to create group accounts When a user account is created either by you or an administrator it is assigned a user level The user level controls the level of access to site content and functions One or more of the following user levels are provided when creating a user account e Read Only Allows the user to view content and manage personal content on My DocuShare e DocuShare Allows the user to access all DocuShare content management functions e _CPX Allows the user to access all DocuShare CPX content and process management functions DocuShare CPX only After the user account is created the user level assigned to the account is indicated by the superscript letters appearing after th
26. the Delete icon The Confirm Delete page appears Click Delete User Guide DocuShare workspaces 6 About workspaces C Di DocuShare CPX only A workspace provides a shared area for project and team collaboration From a single page within DocuShare you and other workspace members can gather and manage shared content access collaboration tools to facilitate your work and communicate with each other A workspace consists of four distinct areas called portlets each portlet has a different use e Content portlet The area in which you add and manage shared content e Shortcuts portlet Displays frequently used objects e Calendar portlet Shows a combination of the calendars in the content portlet Membership portlet Lists the users who are members of the workspace membership group You can close a portlet and reopen it by clicking the small triangle next to the portlet title User Guide 6 1 Adding a workspace DocuShare workspaces Adding a workspace You can add a workspace to another workspace or you add a workspace to My DocuShare To guide you in creating a workspace DocuShare provides templates and a wizard When adding a workspace a membership group is created automatically and initially includes you as its member You can add members to the group after the workspace is added The members are listed in the membership portlet on the workspace home page Note If you are a Site Administrator or a Content Ad
27. the access list For Options select one of the following Apply all permissions to Assigns all of the access permissions e Apply only changes to Assigns only the changed access permissions 5 Select one of the following e This container only Applies the permissions to the container only The permissions of the container s objects are not changed e This container and its objects including same objects that appear in other containers Applies the permissions to the container and the objects in it The permissions of the same objects that appear in other containers also are changed e This container and its objects excluding same objects that appear in other containers Applies the permissions to the container and the objects in it The permissions of the same objects that appear in other containers are not changed 6 Click Apply 3 10 User Guide Adding and managing content Managing access to objects Applying permissions to a document and its versions Each version of a document has its own access list Therefore when you change a document s permissions you can choose how you want to apply the changes to the document s versions To apply a document s permissions to its versions 1 Locate the document whose permissions you want to change 2 From the document s More Actions menu select Permissions The Permissions page for the document appears Make the changes you want to the access list 4 For App
28. the action you selected in the previous step 8 Enter the appropriate information and click Next On the Completion Settings page you can choose to set a property value on the object when the content rule completes In addition you can append the property value to any existing property values Then click Done The View Properties page for the content rule appears and provides a summary of the content rule Changing content rules At any time after creating a content rule you can change its settings To change a content rule 1 Locate the object whose content rule you want to change 2 Doone of the following e From the objects More Actions menu select Content Rules e Click the object s Content Rules icon The Content Rules page lists the object s current content rules 3 Do one of the following e Click the Properties icon that appears to the right of the content rule e Click the title of the content rule The View Properties page provides a summary of the content rule 4 Click the Edit link 5 On each Edit Content Rule page make the changes you want and click Next 6 On the last page click Done Note If a content rule is disabled it is because it has run too many times your administrator can set a maximum number of runs If you want a disabled content rule to run again you must recreate it User Guide 8 13 Using content rules Automating work processes Deleting a content rule Depending on how your site i
29. to remove an interwiki link click the trashcan located to the right of the link 6 To create a link on a wiki page edit the page by entering page title wiki name Example Italy wikipedia Renaming wiki pages To rename a wiki page 1 Locate and open the wiki page that you want to rename 2 Click Rename This Page 3 In the Title field enter a new name then click Rename 4 On the confirmation page click OK Note You cannot rename the wiki home page Printing wiki pages You can print some or all of your wiki pages to review the content on the pages or to have a printed copy of the wiki To print wiki pages 1 Locate and open the homepage of the wiki that you want to print 2 Click Printable View The view shows the top two levels of the wiki with the homepage as the top level or level one 3 To view other wiki pages do any of the following e To remove one level of pages from the view click Subtract One Level To add one level of pages to the view click Add One Level User Guide 7 11 Adding a wiki Using social computing features e To display all levels of pages click Show All Levels When viewing all levels you can click Show Two Levels to view the top two levels of the wiki 4 Use the Print command from the File menu to print the wiki view 7 12 User Guide Automating work processes 8 Routing documents During a document s development cycle you often need to solicit feedbac
30. version number To return to the Version History page do one of the following If the document opened in a separate window select Exit from the File menu If the document opened within the browser window click the browser s Back button Changing the preferred version By default a document s preferred version is the latest version When there is more than one version of a document you can change the document s preferred version This is the version of the document that opens when users view edit and route the document However users can route a specific document version from the document s Version History page DocuShare always saves the preferred version regardless of the number of Max Versions specified To change a document s preferred version 1 Display a document s Version History page 2 Click Change Preferred Version Radio buttons display next to each version and the Use Latest Version option appears User Guide 4 7 Managing document versions Working with documents 3 4 Do one of the following e To select one of the existing versions as the preferred version click the radio button next to the version you want e To always have the latest version of the document be the preferred version click the radio button next to Use Latest Version Click Apply Viewing the renditions of a version Each version of a document can consist of a number of renditions A rendition is the versi
31. viewing 5 3 viewing properties 5 5 viewing the ones you own 5 3 O object properties 3 6 objects See also calendar collection discussion document event group account saved query topic URL user account weblog wiki workspace about 3 1 adding 3 4 changing access list 3 8 changing owner 3 9 deleting 3 15 editing multiple in collection 3 14 icons 3 1 restoring after deleting 3 15 searching for 9 3 to 9 5 online meeting about 11 1 adding attendees 11 2 to 11 3 deleting 11 6 joining 11 5 launching 11 4 scheduling 11 2 to 11 3 viewing ones you scheduled 10 6 Or operator using in searches 9 6 orphan object 3 12 3 15 adding to collection after restoring from Archive Server 12 4 owner changing for group 2 11 changing for object 3 9 User Guide P page footer 1 3 Page Size property using 3 5 paging setting number of objects to display per page 3 5 password changing 2 3 Paste Edit Selected menu 3 13 3 14 PDF file creating by scanning 4 13 PDF format viewing a document in 4 4 permissions 3 3 See also access list initial permissions setting for objects applying to container 3 10 applying to document versions 3 11 changes processed in the background 3 8 Manage permission 3 3 Manager permission 3 3 Read Content permission 3 3 Read History permission 3 3 Read Properties permission 3 3 Reader permission 3 3 required for tasks on six permission site A 4 requir
32. 1 2 On the navigation bar click your username On the View Properties page click the Federation Settings link The Federation Settings page lists the servers in your federation Click the Edit Mapping link that appears to the right of the server to which you want to map The Edit Mapping page appears If you know your username on the server continue with step 4 To search for your username go to step 5 Note If you do not have an account on the server see the procedure To create a user account on a federated server below To enter your account information click Enter manually and do the following a Enter your username password and domain if applicable b Click Apply Your username appears on the Federation Settings page To select your user account from a list click Choose from list and do the following a Find your account by doing one of the following e Enter part of your first name last name or username in the Search field and click the Go button e If displayed click Show All to list all user accounts e Click Show users with my email address to display the accounts with your email address b Select your account c Enter the password for the account d Click Apply Your username appears on the Federation Settings page To create a user account on a federated server 1 On the Edit Mapping page click the Create a new user account on this server link The Add User page on the server on wh
33. Archive The Confirm Move to Archive page appears 12 2 User Guide Archiving content Archiving content Note If a minus sign appears in the checkbox that precedes an object then you do not have Manage permission to the object and cannot archive it 4 Click the Confirm button to move the objects to the Archive Server User Guide 12 3 Restoring archived content Archiving content Restoring archived content You can restore any object that you moved to the Archive Server to its previous location on DocuShare If the DocuShare collection in which the object was located was deleted you can add the object to another collection after restoring it An object is restored with its associated properties and access list However if a user who previously appeared in the object s access list was deleted from the DocuShare site the user will not appear in the restored object s access list Also if you are restoring an object that was owned by another user whose DocuShare account was deleted you will become the new owner To restore an archived object 1 On the navigation bar click the Advanced link The Advanced Search page displays Specify the search terms and options you want Depending on the page from which you are running the search select a search scope from the Search Within menu Note The search scope you select is used on the Archive Server When an object is archived it retains its original location path If you know
34. Change Owner page appears Do one of the following To find a specific user account enter part of the user s first name last name or username in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite user accounts click Show Favorites Select a username from the New Owner field If the object is a document choose how to apply the new owner to the document and its versions If the object is a collection choose how to apply the new owner to the collection and its content Click Update Owner The Permissions page for the object appears displaying the name of the new owner at the top of the access list The new owner has full permissions The name of the previous owner remains in the access list User Guide 3 9 Managing access to objects Adding and managing content Applying permissions to the objects in a container When you change the permissions of a container that includes objects you can choose how to apply the container s permissions to its contents You can choose to apply all of the permissions or only the changed permissions to either the container or the container and its contents To apply a container s permissions to the objects in it 1 Locate the container whose permissions you want to change 2 From the container s More Actions menu select Permissions The Permissions page for the container appears Make the changes you want to
35. DocuShare workspaces Controlling access to the workspace Controlling access to the workspace To change the users and groups that have access to the workspace you simply change the members of the workspace membership group Any user or group that you add to the group is assigned full read and write permissions to the workspace You can choose to give the group manage permission to the workspace In addition to listing the group members the membership portlet enables you to see which users are logged into DocuShare The user icon next to the user s name in the portlet indicates whether or not the user is logged in the icon is grayed when the user is not logged in Like other DocuShare objects a workspace has an access list which you can use to give users and groups access to the workspace However any users and groups that you add to the access list are not listed in the membership portlet Changing the users and groups in the membership group If you are the workspace owner or a member of the membership group and the group is assigned manage permission to the workspace you change the users and groups in the group Note The membership portlet lists users only Therefore individual group members are listed and not the group titles To change the members of the membership group 1 On the workspace home page do one of the following e Click the Membership heading e Click the Properties icon On the Properties page click the
36. Favorites heading From the Edit Selected menu select Remove Favorite On the Confirm Remove from Favorites page click Confirm The object no longer appears in favorites However the object still appears in its original location s User Guide Using your personal home page Using your personal collection Using your personal collection Your personal collection on My DocuShare is a private repository for your objects By default only you and a group of administrators called Content Administrators have full access to the collection Note Your administrator can choose to set up your site to not use personal collections To add an object to your personal collection Go to My DocuShare Click the Personal Collection heading From the Add menu select the type of object you want to add On the Add page enter the required information and click Apply OL Or IN S Go to My DocuShare The object you added appears under Personal Collection The Show menu lets you display one type of object such as documents Note You also can add an object to your personal collection using an object s Locations page Display and select you personal collection in the Possible Locations field and then click the Add and Update Locations buttons To view your personal collection in full page 1 Go to My DocuShare 2 Click the Personal Collection heading The objects display in a collection listing In this view you can use standard collect
37. IWYG editor Rich Text or wiki syntax Plain Text Should you want to use wiki syntax change the Text Composition Format property or after adding the wiki deselect the wysiwyg checkbox on the Add WikiPage Once you have selected the editing method you should continue to use it after adding the page To get started you first add a wiki to a collection or workspace DocuShare CPX only and then add content to it To add a wiki 1 Navigate to and open the container to which you want to add a wiki 2 From the Add menu select Wiki The Add Wiki page appears 3 In the Title field enter a name for the wiki The name can contain spaces and punctuation marks 4 Enter any optional information Click a field name for a description of each property To add interwiki links see Using interwiki links on page 7 11 Note If your administrator created custom properties they also display on the page See your administrator for information about custom properties 5 Click Apply The wiki is added to the container Note When you create a wiki using a custom theme that theme is used to display wiki pages Any theme you select on your User Properties page has no affect on the wiki pages When you create a wiki using a default or clean theme the theme you select on your User Properties page is used to display wiki pages Adding content to a wiki You add content to the wiki by editing the wiki home page creating and linking additional
38. If your administrator created custom properties they also display on the page See your administrator for information about custom properties Click Apply The View Properties page for the user account appears If DocuShare was unable to create a new account a message page appears describing the problem User Guide Managing accounts User accounts Viewing user account properties You can view the properties of any DocuShare user account To view a user s account properties 1 Locate and select the user whose properties you want to view To search for a user see Finding and listing site accounts on page 2 14 The View Properties page appears displaying the user s properties Click a field name for a description of each property Changing your user account properties You must be logged in as the user whose properties you want to change You can view but not change another user s properties To change your user account properties 1 On the navigation bar click your username 2 On the View Properties page click the Edit link 3 Change the properties you want Click a field name for a description of each property 4 Click Apply Changing your password You must be logged in as the user whose password you want to change You cannot change another user s password Note If your site uses the LDAP feature you cannot change your password Your administrator must change your password on the LDAP server
39. Initial Top Level Collection B B Initial Top Level Collection C Initial Top Level Collection D Home About DocuShare Login As a Different User O Home C Content Map Site Statistics My DocuShare What s New Tutorials Personal Collection Users amp Groups DocuShare Downloads My Tasks Help DocuShare xerox com Account Settings Guest The DocuShare home page includes these features A Login area B The site s top level collections which your administrator sets up C Page footer which includes links to other DocuShare pages and related information and displays your browsing history D Navigation bar which includes links to other DocuShare pages and a search area for running quick searches and accessing advanced search features E Access to community areas F What s New menu which you can use to see the content that has been added or changed G Help on getting started using DocuShare 1 2 User Guide Getting started Navigating DocuShare Navigating DocuShare DocuShare navigation features make it easy to find what you need Navigation bar lIncludes links to pages and features that are used frequently e Home returns to the home page e Content Map provides a hierarchical display of the objects on your site based on your current location You can click any object in the Content Map to open it Depending on how your site is set up this link may not appear e What s New lists the new and changed object
40. Membership link The Membership page appears showing the current members Click the Change Membership link In the Show field select the type of account you want to display in the Possible Users Groups field 4 Doone of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click Show Favorites 5 Inthe Possible Users Groups field select the accounts to add to the group and click the Add button To select multiple accounts use the CTRL key Windows or the Command key Macintosh 6 Inthe Selected Users Groups field select any accounts that you want to remove from the group and click the Remove button To select multiple accounts use the CTRL key Windows or the Command key Macintosh 7 Click Update User Guide 6 3 Controlling access to the workspace DocuShare workspaces The Members page appears To give one or more members manage permission to the group click the checkbox next to each member s name and then click Apply Manage permission allows the member to change the group s properties and membership To assign manage permission to the membership group display the Permissions page for the workspace Click the Manage or Manager box for the group and click Apply Re assigning the membership group
41. Show Favorites In the Possible Users Groups field select the accounts to add to the access list and click the Add button To select multiple accounts use the CTRL key Windows or the Command key Macintosh In the Selected Users Groups field select any accounts that you want to remove from the access list and click the Remove button To select multiple accounts use the CTRL key Windows or the Command key Macintosh Click Update Access List The Permissions page appears displaying the new access list Check the permission boxes you want for each user and group displayed in the access list Click Apply Note When you change the access list and permissions of an object the change occurs in the background A link to your background jobs appears under the navigation bar you can click the link to check the status of and delete background jobs User Guide Adding and managing content Managing access to objects Changing the owner of an object The default owner of an object is the user who initially created the object To change the owner of an object 1 2 Locate the object whose owner you want to change Do one of the following e Click the checkbox that appears to the left of the object s title From the Edit Selected menu select Change Owner On the confirmation page click Confirm From the object s More Actions menu select Permissions On the Permissions page click the Change Owner button The
42. Xerox DocuShare DocuShare User Guide Publication date November 2008 This document supports DocuShare Release 6 5 DocuShare CPX Release 6 5 Prepared by Xerox Corporation DocuShare Business Unit 3400 Hillview Avenue Palo Alto California 94304 USA 2008 Xerox Corporation All rights reserved Xerox DocuShare and Fuji Xerox are trademarks of Xerox Corporation in the United States and or other countries All other trademarks are the property of their respective companies and are recognized as such Table of Contents Chapter1 Getting started WECOME 0 5 Sas eee Oyada eet hoe ah ak Solera ee Sol ade ee Roe 1 1 Accessing DocuShare 0 0 EEEE EA TENETE EEE ERAST EE ERR 1 2 Navigating DocuShare 0 0 0 neda e eee 1 3 LOGGING INANG OUl ose sya Nines bid a Rees Bp aa a ee AR ae eg ae 1 4 How to get help ecreis ce ee eee tees 1 5 Chapter 2 Managing accounts About accounts 3 enaa ee ee ee ed ed ae Bae a 2 1 WSCr ACCOUNTS oie cc etiu aoe ate ae ek aan cae bar eta aoe dane wate ea Fag 2 2 Creating a user account 0 eee 2 2 Viewing user account properties 000 020 eee eee 2 3 Changing your user account properties 1 0 2 0 ce ee 2 3 Changing your password 0 0 0 ccs 2 3 Changing your username carre Grrr e erderia ee 2 4 Viewing your usage quotas 0 eee 2 4 Changing your domain 0 tees 2 5 Selecting a theme onerar ana eae a a n a a A E 2 5 Vi
43. after a change occurs to a specified object DocuShare CPX only Wiki A collaborative web site Weblog A simple web site for frequent postings va Discussion An online forum where topics can be posted User Guide Topic A posting to a discussion 3 1 About DocuShare objects Adding and managing content Table 3 1 DocuShare icons DocuShare object and its icon Calendar An online monthly or weekly calendar Event A calendar entry X Mail Message An email message B Saved Query Saved search query terms that can be used for a search Notification Email notification after a change occurs to a specified object URL An Internet address for a web page User Guide Adding and managing content Object permissions Object permissions Every DocuShare object has an access list which identifies the users and groups who have permissions to the object and the type of permission each account has The type of permission controls what a user can do with the object Depending on how your administrator set up your site either three or six permissions are available for use In addition you can control who can see an object in a search results list Table 3 2 provides a description of each permission Table 3 2 Permissions Three Permissions Six Permissions Reader allows the user or group to read the content of the object and view its associated pr
44. ainer to which you want to add the document 2 From the Add menu select Document The Add Document page appears 3 Inthe Add Document By field select one of the following Uploading a document now to upload a document immediately e Scanning a document using a cover sheet to scan a paper document This option appears if scanning is set up on your site Uploading a document later to upload a document at a later time 4 Ifyou are uploading a document now enter the complete path and filename of the document in the Filename field or click the Browse button to navigate to and select the document If you enter the path and filename of a document that does not appear on the drive DocuShare uploads an empty document 5 Enter the following information Title The title of the document The title can contain spaces and punctuation marks Max Versions The maximum number of versions to save When a new version of a document is saved to DocuShare the oldest version is deleted unless it is the preferred version 6 Enter any optional information Click a field name for a description of each property 7 Click Apply If you are uploading a document it is added to the container If you are scanning a document a cover sheet appears Print the cover sheet For information on how to use the cover sheet see Scanning documents using scan cover sheets on page 4 14 If you are uploading a document later you can add the docume
45. anage Properties Content History Properties Content Export a document Route a document Approve or Disapprove Review and Make Changes Acknowledge Receipt Information Archive document email message Restore archived document email message Comment Add comment to document weblog entry View comment on document weblog entry Content Rule Create content rule View content rule Change content rule Notification Add notification to object View object notifications Create recipient list for notification Scan Cover Sheet Create and use scan cover sheet for object Weblog User Guide Permissions required for tasks on a site using six permissions Table A 2 Permissions required for tasks Read Read Read Write Write User Task UEIF 1 Properties Content History Properties Content Add weblog entry X text Edit weblog entry X text Approve weblog X entry Wiki Add wiki page X Edit wiki page text X Rename wiki page X Delete wiki page X Workspace Re assign X membership group Not controlled by permissions user who locked the document and content administrators can unlock the document A 6 User Guide WebDAV folders K Using WebDAV folders DocuShare supports the WebDAV Web based Distributed Authoring and Versi
46. ars The calendars portlet shows all of the calendars from the content portlet This allows you and other workspace members to quickly access individual calendars as well as to view the events from all calendars To use the calendars portlet 1 From the Show menu select the calendar that you want to view or select All Calendars to view all calendars 2 Using the View icons you can switch between daily and weekly calendar views User Guide 6 7 Changing portlet properties DocuShare workspaces Changing portlet properties Each portlet has default display properties that you can change For example you can set the default view to list view to display objects in a collection style listing To change the properties of a portlet 1 Click the portlet s Edit button 2 Depending on which portlet properties you are changing do one or all of the following a In the Page Size field enter the number of objects to show on each page b Inthe Sort Order field enter the order in which to display objects c In the View Type field enter the type of view used to display objects Click a field name for a description of each property 3 Click Apply 6 8 User Guide Using social computing features T About social computing features DocuShare enables you and other users to discuss share and collaborate regardless of location using its social computing features e Discussions A discussion is an online forum that allow
47. art of the user s first name last name or username in the Search field Click the Go button e To list all user accounts click Show All if displayed e To display your favorite accounts click Show Favorites 5 Select a name from the New Owner field In the Add Owner to Group field click Yes to add the new owner to the group Click Update Owner Changing the domain of a group If your site uses domains you can change a group s domain to another internal domain on DocuShare You must be the logged in owner of the group to change its domain Note Changing the group s domain does not change a group member s domain if one is used To change a group s domain 1 Locate and select the group whose domain you want to change To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Change Domain link Select a new domain from the Domain menu 4 Click Apply User Guide 2 11 Group accounts Managing accounts Sending mail to group members To easily communicate with a DocuShare group you can send an email message to the group s members The message is sent to each member whose user properties include an email address To send email your web browser must be correctly configured with a mail client such as Microsoft Outlook or Netscape Communicator To send email to the members of a group 1 Locate and select the group that you want to send an email mes
48. at appears in the notification or email that the user receives Inthe Comments field enter a message Click Next to go to the Add Recipients page User Guide Automating work processes Routing documents 10 11 12 13 14 16 18 19 In the Show field select the type of account you want to display in the Possible Users Groups field Do one of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click Show Favorites In the Possible Users Groups field select the accounts to add to the list of recipients and click the Add button To select multiple accounts use the CTRL key Windows or the Command key Macintosh In the Selected Users Groups field select any accounts that you want to remove from the list of recipients and click the Remove button To show the members in a group select the group in the Selected Users Groups field and click Show Group Members The group members replace the group title and the routing task is sent to each user and not to the group To reorder the recipients in the Selected Users Groups field select an account and do one of the following e To move the recipient before another recipient click Move Up To move the recipient after another recipient cli
49. ated servers 9 3 9 5 running a word search 9 3 using search options 9 4 shortcuts portlet workspace 6 1 adding objects to 6 6 changing properties 6 8 removing objects from 6 6 site wide trashcan 3 15 snippet document showing and hiding in search results 9 3 9 5 stemming 9 1 T tasks See routing tasks temporary scan collection checking how long scanned documents are stored 4 15 moving scanned document from 4 16 theme and weblogs 7 5 and wikis 7 8 selecting for site 2 5 TIFF file creating by scanning 4 15 topic adding to discussion 7 2 attaching documents 7 3 changing access list 3 8 changing owner 3 9 deleting expired 7 3 replying to 7 2 viewing expired 7 3 trashcan personal 3 15 site wide 3 15 User Guide U unlocking a document 4 9 uploading a document 4 2 URL adding 3 4 changing access list 3 8 changing its location 3 12 changing owner 3 9 changing properties 3 6 deleting 3 15 viewing change history 3 6 viewing properties 3 6 usage quotas viewing 2 4 2 9 user account and user levels 2 1 changing domain 2 5 changing password 2 3 changing properties 2 3 changing username 2 4 creating 2 2 mapping to federated server 2 6 removing user account mapped to federated server 2 7 searching for 2 14 using a theme 2 5 viewing activity history 2 5 viewing list of 2 14 viewing properties 2 3 viewing usage quotas 2 4 user icon and indication of logged in status 2 14 6 3 user
50. bar provides a search area that lets you quickly search for objects and content You do not need to be logged into DocuShare to run a search To run a quick search 1 On the navigation bar enter a word or phrase in the Search field If you want to find objects that include any one of several words separate each word with a comma DocuShare searches are not case sensitive You can exclude common words such as from it and where Note You can combine search words using the logical operators AND NOT and OR Type the operator in uppercase letters and type a plus sign before and after the operator instead of a space for example fruits AND vegetables fruitst AND vegetables NOT produce If you are running the search from a page other than the site home page select a search scope from the In menu Click Search DocuShare displays the search results For documents DocuShare either provides a snippet of the document content with the search term highlighted or displays the document s abstract if the search term is not found in the content You can click the Show Hide Details link to control this display If you searched all federated sites DocuShare displays the search results from the site on which you ran the search To display the results from the other sites in the federation click each site name under Select a Federation Site User Guide 9 3 Searching for objects Running searches Search options When running a qu
51. ces Managing shortcuts To conveniently access frequently used objects from a workspace you can add shortcuts to them Any object you add as a shortcut is a link to the original object not a copy If the original object is deleted it will no longer appear as a shortcut To add a shortcut to a workspace NO aA FON gt Locate the object that you want to add as a shortcut Click the checkbox that appears next to the object s title From the Edit Selected menu select Copy Shortcuts On the Confirm Copy Shortcuts page click Confirm Navigate to and open the workspace to which you want to add the shortcut In the shortcuts portlet click the Paste Shortcuts icon On the Confirm Paste Shortcut page click Confirm The object you added appears in the shortcuts portlets You can use the Show menu to display one type of object such as documents The View icons let you switch between the icon and list views To remove a shortcut from a workspace 1 Navigate to and open the workspace that contains the shortcut that you want to remove In the shortcuts portlet click the List View icon to display the shortcuts in a list Click the Remove Shortcut icon that appears next to the object you want to remove On the Confirm Remove Shortcut page click Confirm The object no longer appears in shortcuts However the object still appears in its original location s User Guide DocuShare workspaces Using calendars Using calend
52. ch checks the database to find the objects that match your search terms In addition DocuShare uses a process called stemming to find objects that contain variations of the word you specify For example a search for the word mouse will find the word mice User Guide 9 1 Viewing new content on your site Running searches Viewing new content on your site From any page you can display a list of the content that has been added or changed on your site This lets you quickly find any new or recently changed object or content that might be of interest to you To find out what s new 1 On the navigation bar click What s New DocuShare displays the list of content that has been added or changed 2 To change the search query used to display the list of new or changed content click the Refine Search link The Refine Search page appears 3 Change any of the search properties and click the Search button Click a field name for a description of the property or see Running an advanced search on page 9 5 Note If you are a guest and you click What s New on the navigation bar DocuShare lists the content that has been added or changed during the past 24 hours If you are a logged in user and you click What s New on the navigation bar DocuShare lists the content that has been added or changed since you last clicked What s New 9 2 User Guide Running searches Searching for objects Searching for objects The navigation
53. change The View Properties page appears Click the Recipients link Click Change Recipients In the Show field select the type of account you want to display in the Possible Users Groups field Do one of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click Show Favorites In the Possible Users Groups field select the accounts to add to the recipient list and click the Add button To select multiple accounts use the CTRL key Windows or the Command key Macintosh In the Selected Users Groups field select any accounts that you want to remove from the recipient list and click the Remove button To select multiple accounts use the CTRL key Windows or the Command key Macintosh Click Update User Guide Setting up notifications Viewing and changing notification properties Viewing and changing notification properties When you add a notification a default name is assigned to it You may want to change the name to something more descriptive as well as change other properties To view and change an object s notification properties 1 2 Locate the object whose notification properties you want to view and change Do one of the following e Click the object s Notifications icon e Click the obje
54. ck Move Down Click Next to go to the Choose Escalation and Notification page the page does not appear if you are routing the document for information Select If Not Complete and do the following e To specify a completion date select By and enter a date or select Within and specify a time period e To specify an escalation action if the routing task is not complete by the specified date choose an action from the Then Escalate menu Under Notify Me choose any of the following e Of Escalation Notifies you of the escalation action e Of Task Progress Notifies you of the routing status after each user action e When Task Is Complete Notifies you when each routing step is complete To check for notifications click the My Tasks link on the navigation bar and select Tasks Assigned to Me Click Done and review the routing information for the task on the Routing Step Review page To save the Routing Slip click Save Routing Slip Enter a name for the Routing Slip and keep Save as private selected if you do not want to share the Routing Slip with other users Then click OK Do one of the following e Click Submit to start the routing task e Click Back to change any of the routing information e Click Add Step to add another step to the routing task User Guide 8 3 Routing documents Automating work processes Note If you chose Route the document and publish it later in step 1 you must publish the document for it appea
55. ct s Properties icon Then click the Notifications link The object s current notifications display Click the Properties icon that appears to the right of the notification you want to change The View Properties page appears Click the Edit link Change the properties you want Click a field name for a description of each property Note The Enabled property allows you to turn off a notification without deleting it When you want to use the notification again you can enable it Click Apply User Guide 5 5 Deleting a notification Setting up notifications Deleting a notification Depending on how your site is set up a deleted notification can go to either your personal trashcan on My DocuShare or the site wide trashcan Contact your administrator to find out which trashcans are used on your site If you have a personal trashcan you can restore an object from it as long as your administrator has not expunged the object from the site wide trashcan See Using your personal home page for more information To delete a notification 1 2 5 6 Locate the object whose notification you want to delete Do one of the following e Click the object s Notifications icon e Click the object s Properties icon Then click the Notifications link The object s current notifications display Click the Properties icon that appears to the right of the notification you want to delete The View Properties page appears Click
56. ct Handle to display the possible containers in numerical order Do one of the following e To find specific containers enter any part of a container title in the Search field Click the Go button e To list all containers click Show All if displayed e To display your favorite containers click Show Favorites In the Possible Locations field select the container s in which you want the object to appear and click the Add button To select multiple containers use the CTRL key Windows or the Command key Macintosh In the Selected Locations field select any containers in which you do not want the object to appear and click the Remove button To select multiple containers use the CTRL key Windows or the Command key Macintosh Note Make sure at least one container appears in the Selected Locations field Otherwise the object will become orphaned which means it will not appear in any container Click Update Locations User Guide Adding and managing content Changing the location of objects Using Copy Cut and Paste to change the location of an object To copy or cut objects 1 2 Locate the object that you want to copy or cut Click the checkbox next to the object From the Edit Selected menu select either Copy or Cut A confirm window appears Choose whether or not to remove any objects from the clipboard before the copy or cut Click Confirm Note When using the Cut command the object title is
57. ct the objects you want to archive and use the Archive command After an object is archived it retains its properties access list and previous location on the DocuShare server Archiving content automatically By default DocuShare uses the object s Expiration Date property to archive content automatically Your DocuShare administrator can specify a different date property to use for archiving so check with your administrator to find out which property you should use To archive content automatically Locate the object document or email message that you want to archive Click the object s Properties icon Click the Edit link In the appropriate date field enter the date on which you want the object archived Click Apply DocuShare archives the object on the date you specified O10 oe w Ne o gt Archiving content manually To archive content manually 1 Do one of the following e Navigate to and open the collection that contains the objects you want to archive e Runa search to find the objects you want to archive e Navigate to but do not open the collection that contains the objects you want to archive 2 Doone of the following e To archive objects in an open collection or from a search click the checkbox that appears next to the title of each object e To archive the contents of a collection click the checkbox that appears next to the title of the collection 3 From the Edit Selected menu select
58. ctions on your site e Favorite Calendars A combination of the calendars in your Favorites e Personal Trashcan Your deleted objects e Favorites Links to your frequently used objects e Online Meetings The online meetings you scheduled DocuShare CPX only e My Groups tThe groups of which you are a member e Tasks The routing tasks assigned to you User Guide 10 1 Managing favorites Using your personal home page Managing favorites To conveniently access frequently used objects from a single location you can add them to your favorites Any object you add as a favorite is a link to the original object not a copy If the original object is deleted it will no longer appear in your favorites To add an object to your favorites 1 2 Locate the object that you want to add to favorites Do one of the following e Click the object s Add to Favorites icon e Click the checkbox that appears next to the object s title From the Edit Selected menu select Add to Favorites On the Confirm Add to Favorites page click Confirm Go to My DocuShare The object you added appears under Favorites The Show menu lets you display one type of favorite object such as favorite documents You can click the Favorites heading to display your favorites in a collection listing In this view you can use standard collection features To remove an object from your favorites 1 2 3 4 10 2 Go to My DocuShare Click the
59. d then enter content on the page To link a page to the wiki 1 2 Open a wiki page and click Edit This Page On the Edit Wiki page enter the new page name between double square brackets Example New Wiki Page Click Apply The page appears showing the page name you entered followed by a question mark Click the page name The Add WikiPage appears In the Description field enter the page content using either the WYSIWYG editor or wiki syntax Click Apply The pages are linked Note To list the pages linked to a wiki page view the wiki page and click Backlinks The linked pages are listed on the Search Results page User Guide 7 9 Adding a wiki Using social computing features Inserting images On a wiki page you can insert an image that is located on an external URL or on the same DocuShare server To insert an image on a wiki page using the WYSIWYG editor 1 2 Do one of the following To insert an image located on an external URL select the text to link to the image and click the Insert Edit Link button on the WYSIWYG bar Enter the complete URL to the image and click Insert To insert an image located on the same DocuShare server enter image Document The pound symbol represents a number Click Apply To insert an image on a wiki page using wiki syntax 1 2 Do one of the following e To insert an image located on an external URL enter image url e To
60. d of to each user Creating a group The DocuShare administrator can choose to allow logged in users to create group accounts or to have group account creation under administrative control If after logging into DocuShare you do not see the Add Group link on the Users and Groups Registry page then an administrator will need to create a group for you To create a group 1 On the navigation bar click Users amp Groups 2 Click the Add Group link In the Title field enter a name for the group The name can contain spaces and punctuation marks and can be identical to another group name 4 Inthe Domain field select a domain name The menu lists internal domains only Enter any optional information Click a field name for a description of each property Note If your administrator created custom properties they also display on the page See your administrator for information about custom properties 6 Click Apply The Pick Members for Group page appears 7 Inthe Show field select the type of account you want to display in the Possible Users Groups field 8 Doone of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click Show Favorites 9 Inthe Possible Users Groups field select the accounts to add to th
61. dd page appears In the Title field enter a name for the object The name should be short but descriptive and can contain spaces and punctuation marks Enter any additional required information as well as optional information Click a field name for a description of each property Note If your administrator created custom properties they also display on the page See your administrator for information about custom properties Click Apply The object is added to the container For more information on adding documents see Adding a document on page 4 2 For more information on adding discussions weblogs and wikis see Using social computing features User Guide Adding and managing content Viewing objects in containers Viewing objects in containers When viewing objects in a collection or events in a calendar you can change how the objects are displayed in the container In addition you can control the number of objects to display per page You can display a collection in any of the following views e List view Displays objects in a list e Images view Displays image files as thumbnails and all other object types as large icons e Email view Displays the properties associated with email messages You can display a calendar in any of the following views e Month view Displays an entire month with the current day highlighted From the current month you can click a link for the previous month and the next month
62. de the character with one backslash and select the specific property name Example To search for a document named ReadFirst enter equals ReadFirst In Title To find objects that include other non alphanumeric characters such as a parenthesis or an equal sign use the equals operator and select the specific property name Example To search for 650 123 4567 enter equals 650 123 4567 n User Phone Note Five non alphanumeric characters the ampersand amp at sign dash underscore _ and period are considered alphanumeric characters and do not require any special treatment For example to search for my_document doc enter my_document doc User Guide 9 7 Saving a search query Running searches Saving a search query After running an advanced search you can save the search query so you can run the same search again at a later time or share it with other users To save a search query you must be logged in To save the query used in a search 1 Define your search terms and run a search The search results display From the Add menu select Saved Query The Add Saved Query page appears In the Title field enter a title for the saved query Enter any optional information Click a field name for a description of each property Click Save Search The Locations page appears Do one of the following e To find specific containers enter any part of a container title in the Search field
63. document s More Actions menu select Lock A Lock icon appears to the left of the document title Users can view the document but they cannot edit it To unlock a locked document 1 Locate the document that you want to unlock 2 From the document s More Actions menu select Unlock A Lock icon no longer appears to the left of the document s title Users can now edit the document User Guide 4 9 Finding duplicate documents Working with documents Finding duplicate documents DocuShare provides a finder feature that enables you to find documents with identical content regardless of their format Before you can use this feature your administrator must enable it To find duplicate documents 1 Locate the document that you want to check for duplicates 2 From the document s More Actions menu select Find Duplicates Any documents with the same content display 4 10 User Guide Working with documents Exporting documents Exporting documents C Di DocuShare CPX only Your administrator can set up locations on external servers to which you can export documents You can export a single document or several documents at a time To export a document 1 Locate the document that you want to export 2 Click the checkbox that appears next to the document s title 3 From the Edit Selected menu select Export Document The Confirm Export Document page appears 4 Inthe Location field select the external location f
64. document name d Click Apply The document appears on the topic To add a reply Ot Se Ne oS 9 Navigate to and open the discussion Locate the topic or reply to which you want to reply Click the Reply button Enter a title and description If you want to include the previous message and the name of the user who added it click Quote Post Click Submit If you want to attach a document to the reply do the following a Click the Attach button The Add Document page appears b Enter the complete path and filename of the document in the Filename field or click the Browse button to navigate to and select the document c In the Title field enter a document name d Click Apply The document appears on the reply Viewing and deleting expired topics If you set an expiration for the topics added to a discussion you can view and delete the expired topics To view and delete expired topics 1 2 Locate the discussion whose expired topics you want to view Click the Properties icon that appears to the right of the discussion s title The View Properties page appears Click the View Expired link The page displays all of the expired topics that no longer appear on the discussion Do one of the following e Select the individual topics that you want to delete User Guide 7 3 Adding a discussion Using social computing features e Click Select All to select all of the topics 5 Click Delete Selec
65. e document opened in a separate window select Exit from the File menu Ifthe document opened within the browser window click the browser s Back button Note If you click the X in the top right corner of the browser or select Close from the File menu your browser closes and you lose your connection to the DocuShare site Viewing a document and its properties For PDF documents a variety of image documents GIF JPEG PNG TIFF and other document formats you can view the document content while viewing and editing the document s properties Note To view Microsoft Word and PowerPoint documents you should use Internet Explorer Also make sure your Folder Options are configured to open each document type within the same browser window To view a document and its properties 1 Locate the document that you want to view 2 From the document s More Actions menu select View Document amp Properties Both the document and its properties display in a separate window Change any of the properties and click Update 4 Click Close to close the window User Guide 4 3 Viewing a document Working with documents Viewing an HTML rendition of a document DocuShare provides an HTML conversion feature that lets you view supported document types in HTML format This feature eliminates the need to configure your browser to display certain document types Note The HTML conversion feature cannot convert documents that contain encrypted
66. e group and click the Add button To select multiple accounts use the CTRL key Windows or the Command key Macintosh 10 Inthe Selected Users Groups field select any accounts that you want to remove from the group and click the Remove button To select multiple accounts use the CTRL key Windows or the Command key Macintosh 11 Click Update The group members display on the Members page 12 To give one or more members manage permission to the group click the checkbox next to each member s name and click Apply Manage permission allows the member to change the group s properties and membership 2 8 User Guide Managing accounts Group accounts Viewing group properties You can view the properties of any DocuShare group To view a group s properties 1 Locate and select the group whose properties you want to view To search for a group see Finding and listing site accounts on page 2 14 The View Properties page for the group appears Click a field name for a description of each property Changing group properties Depending on how the group was set up either the logged in owner of the group ora logged in group member can change the properties of a group To change a group s properties 1 Locate and select the group whose properties you want to change To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Edit link Change the properties that y
67. e the CTRL key Windows or the Command key Macintosh In the Selected Users Groups field select any accounts that you want to remove from the list of recipients and click the Remove button User Guide Scheduling online meetings Scheduling an online meeting 11 To invite external attendees do the following a Inthe Email field enter the email address of the person you want to invite b Click the Add button c Repeat steps a and b for each person d To remove a person from the Selected Users field select the person s email address and click Remove 12 Click Create The Summary page appears and displays the meeting creation status 13 Click OK Two meeting URLs are added to the container The meeting URLs for a workspace are located in a meetings collection in the content portlet User Guide 11 3 Launching an online meeting Scheduling online meetings Launching an online meeting All of the online meetings you scheduled display on My DocuShare This lets you conveniently access your meetings from one location To launch a scheduled meeting 1 Goto My DocuShare 2 IfLog in to display meetings appears under Online Meetings click the link to log into WebEx The meetings you scheduled display under Online Meetings 3 Click the meeting that you want to launch The WebEx Meeting Manager window opens Note You also can launch an online meeting by clicking the meeting Host URL that is located in the contai
68. e username read only DS or CPX Note If your site uses the LDAP Lightweight Directory Access Protocol feature to manage user accounts an administrator creates an account for you To find out how your site is configured see your DocuShare administrator User Guide 2 1 User accounts Managing accounts User accounts To add and edit content you must have a DocuShare user account Creating a user account If your site allows a guest to create accounts you can create a user account If account creation is restricted an administrator will need to create a user account for you To create a user account 1 2 On the navigation bar click Users amp Groups Click the Add User link On the Add User page enter the following information Username tThe name to use to log into DocuShare Password and Password Confirm The password to use to log into DocuShare Your administrator can specify that passwords adhere to a set of rules If specified the rules appear on the page Passwords are case sensitive and must be typed as specified when logging in Domain An organization or other entity on your DocuShare site The menu lists internal domains only User Level The level of access to site content and functions Last Name The last name of the user Users are listed on the DocuShare site by their first and last names Enter any optional information Click a field name for a description of each property Note
69. eate a routing task to send a document to a group of users for their review and comment before sending the revised document for approval To route a document 1 Doone of the following e To route a single document locate the document or document version that you want to route and click its Route icon A Route icon does not appear if the document is locked Note Document versions are located on a document s Version History page e To route several documents locate the documents and click the checkbox next to each document From the Edit Selected menu select Route On the Confirmation page click Confirm User Guide 8 1 Routing documents Automating work processes e To route a document after adding it to DocuShare select Document from the Add menu Enter the required information and click Publish and then route the document before clicking Apply e To route a document before it appears in DocuShare select Document from the Add menu Enter the required information and click Route the document and publish it later before clicking Apply A Routing Slip appears If you want to include another document click the Add button Locate the document and click its Route command then confirm adding the document to the Routing Slip If you want to use a saved Routing Slip do one of the following and then go to step 19 e Select one of your saved Routing Slips and click Load e Click View all Saved Routing Slips to display your
70. ed for tasks on three permission site A 1 Write Content permission 3 3 Write Properties permission 3 3 Writer permission 3 3 personal collection 10 3 adding objects to 10 3 personal trashcan 3 15 using 10 5 placeholder document 4 2 portal application and DocuShare C 1 portlet accessing DocuShare in C 1 preferred version and maximum versions 4 2 changing 4 7 defined 4 7 progress reports viewing 8 6 to 8 7 properties viewing and changing for objects 3 6 viewing and editing with document content 4 3 Index 5 Q question mark using in searches 9 7 quotas usage viewing 2 4 2 9 R Read Content permission 3 3 Read History permission 3 3 Read Properties permission 3 3 Reader permission 3 3 Read Only user 2 1 recipient list changing for document routing 8 3 creating for notification 5 4 removing user account mapping from a federated server 2 7 Rename Edit Selected menu 3 14 rendition viewing for versions 4 8 viewing HTML 4 4 viewing PDF 4 4 reply adding to topic 7 2 attaching documents 7 3 reserved characters using in searches 9 7 Restore Edit Selected menu 3 14 restoring archived content 12 4 restoring deleted objects 3 15 5 6 8 14 retain login for future 1 4 Route Edit Selected menu 3 14 routed document acknowledging receipt of 8 9 approving 8 8 disapproving 8 8 publishing new version of 8 7 removing after sent for information 8 10 reviewing 8 9 routing a document about
71. elete You can use your personal trashcan to restore a deleted object Only your administrator can expunge deleted objects Note Your administrator can choose to set up your site to not use personal trashcans To restore a deleted object 1 Go to My DocuShare 2 Under Personal Trashcan select the object that you want to restore Click the Go button next to Restore The object is restored to the location from which it was deleted Note If the location is a collection or workspace DocuShare CPX only and it was deleted then the object is restored to your personal collection If the location is a non collection type of container such as a calendar or a discussion and it was deleted then the object becomes an orphaned object your administrator can relocate an orphaned object User Guide 10 5 Viewing your online meetings Using your personal home page Viewing your online meetings C x DocuShare CPX only The meetings you schedule display under the Online Meetings heading You can click a meeting name to join the online meeting See Scheduling online meetings for information on using the online meetings feature Viewing your groups All of the groups of which you are a member display under the Groups heading You can click a group name to display its Properties page Viewing your routing tasks All of the routing tasks assigned to you are listed under the Tasks heading This provides you with a quick view of the tasks to whic
72. emes link Select a theme Note If you choose to not use a theme the default theme is used 4 Click Apply Viewing your activity history DocuShare keeps track of all user activity on your site which provides an audit trail of the actions of each user You can view your site activity only An administrator can view the activity of all site users To view activity history 1 Click your username on the navigation bar 2 On the View Properties page click the Activity History link 3 From the Activity menu select the type of activity you want to view 4 From the Object Type menu select an object to limit the activity displayed to a specific object type an From the Show Last menu select the number of activity events to display To display the activity during a specific date range enter start and end dates Click Go Information about the activity displays You can click Show as XML to convert the information to Extensible Markup Language XML format for use with other applications User Guide 2 5 User accounts Managing accounts Changing federation settings DocuShare federation enables you to search multiple DocuShare sites to easily access content located on several servers If your site is a member of a DocuShare federation a Federation icon appears at the bottom of a DocuShare page you must map your user account information to the other member servers that you want to access To map your user account
73. ermissions The Permissions page displays the users and groups in the access list and the permissions each account is assigned User Guide 3 7 Managing access to objects Adding and managing content Changing the access list of an object To change an object s access list 1 2 10 11 Locate the object whose access list you want to change Do one of the following From the object s More Actions menu select Permissions e If displayed click the key icon that appears to the right of the object s title DocuShare CPX only The Permissions page for the object appears For Search Available To do one of the following e Click Anyone to allow guests and users to view the object in a search results list e Click Access List Only to allow only those accounts in the object s access list that have at least Read Properties permission to see the object in a search results list If you want to change the list of users and groups who have access to the object click the Change Access List button The Change Access List page appears In the Show field select the type of account you want to display in the Possible Users Groups field Do one of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click
74. ermissions required for tasks on a site using three permissions Table A 1 Permissions required for tasks User Task Reader Writer OUELLET 1E Workspace Re assign membership group X Not controlled by permissions user who locked the document and content administrators can unlock the document User Guide A 3 Permissions required for tasks on a site using six permissions Permissions required for tasks on a site using six permissions Table A 2 lists the permission required for each task on a site that is set up to use six permissions User Task Table A 2 Permissions required for tasks Read Properties Read Content Read History Write Properties Write Content Manage All Objects Add object View object content View object properties Change object properties View object change history View object permissions Change object permissions Change object owner Change object location object current location for copy current location for move new location Delete object Document View document and versions Add new document version Edit document Lock document Unlock document A 4 User Guide User Task Permissions required for tasks on a site using six permissions Table A 2 Permissions required for tasks Read Read Read Write Write M
75. ersion button If the document was routed for approval and it was not approved you can reroute the unpublished document by clicking the Route icon that appears to the right of the documents title Viewing progress reports If you chose to be notified of a task s progress completion or overdue status on the Routing Slip you can view the notifications in the Routing Tasks window To view a task s progress report 1 Do one of the following e On the navigation bar click My Tasks e On the navigation bar click My DocuShare Then click Tasks The My Tasks window appears From the Show menu select Tasks Assigned to Me The page lists the routing tasks under Description the date the task was assigned and the type of report Table 8 2 describes the report types Table 8 2 Report type Type Description Response The recipient responded to the task Completion The task is complete Overdue The task is in progress past the completion date Termination The task is stopped because it cannot continue This can occur when a document or user is deleted from your site To view a task s progress report click its Description A window appears which includes the routed document and shows the user s comments To view the user s changes to the document click the document s title You can save the user s revised document as a new version of your routed document See the next section Checking the
76. event adding to calendar 3 4 changing access list 3 8 changing owner 3 9 expired topic deleting 7 3 viewing 7 3 exporting a document 4 11 F favorite calendars 10 4 adding 10 4 favorites adding objects to 10 2 removing objects from 10 2 viewing 10 2 federated server mapping to 2 6 removing mapping 2 7 searching 9 3 9 5 feed using to view updated content on DocuShare 5 1 G Go to menu 1 3 group account changing domain 2 11 changing group members 2 10 changing group owner 2 11 changing properties 2 9 creating 2 8 deleting 2 13 searching for 2 14 sending email to members 2 12 viewing change history 2 12 viewing list of 2 14 viewing list of groups of which you are a member 10 6 viewing properties 2 9 viewing usage quotas 2 9 guest user 2 1 viewing what s new on DocuShare 9 2 Index 3 H history activity viewing 2 5 browsing viewing 1 2 1 3 change viewing 2 12 3 6 document version viewing 4 7 home page 1 2 features 1 2 HTML format viewing a document in 4 4 HTML tags and wiki syntax 7 9 icons for objects 3 1 for permissions 3 7 images view collection 3 5 initial permissions setting for objects 3 7 interwiki links 7 11 J Javascript use with document routing 8 1 use with online meetings 11 1 JSR 168 portlet accessing DocuShare in C 1 K key icons 3 7 L LDAP Lightweight Directory Access Protocol and user accounts 2 1 changing group domain
77. ewing your activity history 0 0 0 0 0 eae 2 5 Changing federation settings 0 0 ee eee 2 6 Deleting a user account 0 0 ete 2 7 Group account mna e Pi a eR Pe ene eee oles 2 8 Creating a Group nick oss ead es Be A ee ke Eon Sed oh 2 8 Viewing group properties 0 00 c eee eee 2 9 Changing group properties 1 0 eee 2 9 Viewing the usage quotas fora group s saasaa aaaea 2 9 Changing the members of a group 6 2 ee ee 2 10 Changing the owner of Agroup 1 ees 2 11 Changing the domain of a group sssaaa ee 2 11 Sending mail to group Members 0 00 eee 2 12 Viewing the change history 0 0 c eee eee 2 12 Deleting a Oroup 2 tei et ot pene aay Ras Gaal ad aa ee 2 13 Finding and listing site accounts 0 00 ee 2 14 Chapter 3 Adding and managing content About DocuShare objects 0 0 0c tees 3 1 ODJSECtiIPErMISSIONS rers re a oaks Se head ENE EER EEEE VE cae ow bene aes 3 3 Adding objects 2 0 05 gt eee ee ee Ded be ee tg ae aed ee 3 4 Viewing objects in containers ssas ee 3 5 Viewing and changing object properties 0 0 ec ee 3 6 Viewing the change history 00 00 eane na ee eae 3 6 User Guide iii Table of Contents Managing access to objects 6 1 eee 3 7 Viewing the access list of an object 0 uuaa uuaa 3 7 Changing the access list of an object 2 2 2 ee eee 3 8 Changing the owner of a
78. faint until you Paste it to another container Open the container in which you want to paste the object Note To paste a workspace open the workspace in which you want to paste the object and then click Content Map DocuShare CPX only From the Edit Selected menu select Paste A confirm window appears Choose whether or not to remove any objects from the clipboard after the paste Click Confirm The object appears in the container User Guide 3 13 Editing multiple objects in a collection Adding and managing content Editing multiple objects in a collection When viewing an open collection you can use the Edit Selected menu to perform a variety of tasks on one or more objects The menu includes these commands Add to Favorites Add the object to Favorites on My DocuShare Archive and Restore Move the object to and retrieve the object from an Archive Server commands appear if your site uses an Archive Server See Archiving content for more information Change Location Add the object to another location Change Owner Change the owner of the object Copy Copy a reference of the object to the clipboard The clipboard can contain a maximum of 100 objects Copy Shortcuts Copy a reference of the object to the clipboard so it can be pasted to a shortcuts portlet on a workspace DocuShare CPX only Cut Cut the object to the clipboard The clipboard can contain a maximum of 100 objects Paste Paste the objec
79. for objec eccere reki errea paker eee ee 9 3 Search Options ii e ea t aa O e aa a a E 9 4 User Guide V Table of Contents Running an advanced search 0 0 eee 9 5 Using reserved characters inasearch uuaa uaaa ee eee 9 7 Saving a search QUErY 1 eee ae 9 8 Chapter 10 Using your personal home page About My DocuShare 0 0 eee ae 10 1 Managing favorites 0 ce ee ee eee 10 2 Using your personal collection 0 0 0 cece nee 10 3 Using your favorite calendars auaa 0 0 0c eee 10 4 Using your personal trashcan 0 0 eee 10 5 Viewing your online meetings 0 0 c eae 10 6 VIEWING YOUrQrOUPS 2a soa daa ee eG ake ee ad Db a Seed a wae Bade 10 6 Viewing your routing taskS 1 eae 10 6 Chapter 11 Scheduling online meetings About online meetings 0 0 0 0 cee eae 11 1 Scheduling an online meeting 0 0 te eee 11 2 Launching an online meeting 0 000 eee 11 4 Joining an online meeting 0 0 0c ee 11 5 Deleting an online meeting 0 0 000 eae 11 6 Chapter 12 Archiving content About archiving content 0 0 00 eae 12 1 Archiving content erasana t e EEE a ene 12 2 Archiving content automatically 0 0 00 cee eee 12 2 Archiving content manually 00 00 e et eee 12 2 Restoring archived content 0 0 0 cece tees 12 4 Appendix A Task permissions Permissions required for tasks on a site using three per
80. g up for routing documents 8 4 viewing change history 3 6 viewing properties 3 6 collection view email view 3 5 images view 3 5 list view 3 5 comments adding to a document 4 12 adding to weblog entry 7 7 deleting from weblog entry 7 7 viewing for document 4 12 viewing for weblog entry 7 7 content portlet workspace 6 1 changing properties 6 8 content rule about 8 12 about disabled content rules 8 13 changing 8 13 creating 8 12 deleting 8 14 event triggers 8 12 restoring after deleting 8 14 Copy Edit Selected menu 3 13 3 14 Copy Shortcuts Edit Selected menu 3 14 cover sheet See scan cover sheet CPX user 2 1 creating accounts Index 2 Index group account 2 8 user account 2 2 Cut Edit Selected menu 3 13 3 14 D DataGlyph 4 13 day view calendar 3 5 6 7 Delete Edit Selected menu 3 14 deleted routing tasks viewing all 8 10 viewing for document 8 11 deleting completed routing tasks you assigned 8 5 content rule 8 14 expired topics 7 3 group account 2 13 notification 5 6 object 3 15 online meeting 11 6 discussion about 7 2 adding to a container 7 2 adding topics 7 2 applying permissions to contents 3 10 changing access list 3 8 changing its location 3 12 changing owner 3 9 changing properties 3 6 deleting 3 15 setting expiration date for topics 7 2 viewing change history 3 6 viewing properties 3 6 document about 4 1 adding comments to 4 12 addi
81. h you need to respond You can click a task to open its window In addition clicking the Tasks heading displays the My Tasks window You can view both the tasks assigned to you and the tasks you assigned and your routing task history in this window For more information on document routing see Automating work processes 10 6 User Guide Scheduling online meetings 1 1 About online meetings C 2K DocuShare CPX only DocuShare is integrated with WebEx Meeting Center which allows you to schedule and attend online meetings with other DocuShare users Using a Web browser you can easily and cost effectively communicate with co workers regardless of their geographic location Note To use online meetings your administrator must configure the server to allow Javascript Your user account properties must have Enable Javascript set to Yes User Guide 11 1 Scheduling an online meeting Scheduling online meetings Scheduling an online meeting You schedule an online meeting by specifying the meeting information and selecting the attendees When you are finished an email message is sent to each attendee with the information needed to join the meeting An online meeting is associated with a collection or a workspace as two URLs are added to the container after the meeting is created one URL is for the meeting host and the second URL is for the meeting attendees To schedule an online meeting 1 2 10 11 2 Locate and o
82. he duration you select it no longer appears in the discussion You can view and delete expired topics on the discussion s View Expired page 5 Enter any optional information Click a field name for a description of each property Note If your administrator created custom properties they also display on the page See your administrator for information about custom properties 6 Click Apply The discussion is added to the container Adding topics and replies to a discussion A topic is the first message added to a discussion and initiates the online conversation Users can reply to the topic as well as to individual replies By default replies are indented which provides a hierarchical display of the discussion To add a topic 1 Open the discussion to which you want to add a topic 2 Click the Add Topic button Note If your administrator created a custom topic it appears in the Add menu In the Title field enter a name for the topic 4 In the Description field enter the body of the topic Click Submit The topic is added to the discussion 7 2 User Guide Using social computing features Adding a discussion 6 If you want to attach a document to the topic do the following a Click the Attach button The Add Document page appears b Enter the complete path and filename of the document in the Filename field or click the Browse button to navigate to and select the document c In the Title field enter a
83. her or not a password is required Note Depending on which WorkCentre model you use the steps for scanning a document can vary DocuShare does not support scanning color images on a WorkCentre Pro 40 using JPEG compression JPEG in TIFF To scan a document Place a document on the document glass or in the document feeder Press the Features button On the touch screen press the Scan tab Press Scan to File Select the scan template Dye ON Or IND S If the template requires a password do the following Press Added Features Press Filing Setups Press Login Name Password Press Password Type your password and press Save Press Save o a9 5 7 Ifthe template allows you to specify property values enter values for the ones you want 8 Press the Start button The WorkCentre scans the document and then sends it to the temporary scan collection on your DocuShare site The document is stored in this collection for a designated time period You can check the time period by clicking WorkCentre Scan Repository on the DocuShare home page To keep the document you need to save it to a permanent collection User Guide 4 15 Scanning documents Working with documents Saving a scanned document to a collection To save a scanned document to a collection 1 2 11 12 13 14 15 Go to the DocuShare home page Click WorkCentre Scan Repository If the Passcode field appears enter the password you
84. ible Users Groups field Do one of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click Show Favorites In the Possible Users Groups field select the accounts to add to the group and click the Add button To select multiple accounts use the CTRL key Windows or the Command key Macintosh In the Selected Users Groups field select any accounts that you want to remove from the group and click the Remove button To select multiple accounts use the CTRL key Windows or the Command key Macintosh Click Update The group members display on the Members page User Guide Managing accounts Group accounts Changing the owner of a group Only the logged in owner of the group can change its owner After changing the group s owner to another user you will no longer be able to change the group s members and properties unless you have manage permission to the group To change the owner of a group 1 Locate and select the group whose owner you want to change To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Edit link 3 Click Change Owner The Change Owner page appears 4 Doone of the following To find a specific user account enter p
85. ications added for an object as well as the notifications you own for site objects To view an object s notifications 1 2 Locate the object whose notifications you want to view Do one of the following e Click the object s Notifications icon e Click the object s Properties icon Then click the Notifications link The object s current notifications display To view your notifications On the navigation bar click your username On the View Properties page scroll to locate the Subscribed To property The notifications you added for objects display in the field You can click a notification to view its properties User Guide 5 3 Creating a recipient list for a notification Setting up notifications Creating a recipient list for a notification You can create a recipient list for a notification to have DocuShare notify others when a change occurs to an object For example you may want co workers to know when a new version of a document is uploaded or when an object is moved to another location To create a recipient list for a notification 1 Locate the object that has the notification for which you want to create a recipient list Do one of the following e Click the object s Notifications icon e Click the object s Properties icon Then click the Notifications link The object s current notifications display Click the Properties icon that appears to the right of the notification you want to
86. ich you are creating the account appears Note If the site does not allow guest access you cannot create an account Enter your account information and click Apply Click the browser s Back button until you return to the Edit Mapping page on the initial server User Guide Managing accounts User accounts NO on 5 Click Choose from list Display your account and select it Enter your password Click Apply Your username appears on the Federation Settings page To remove an account mapping On the navigation bar click your username On the View Properties page click the Federation Settings link The Federation Settings page lists the servers in your federation Click the Edit Mapping link that appears to the right of the server whose mapping you want to remove On the Edit Mapping page click No user mapping Click Apply Your username does not appear next to the server on the Federation Settings page Deleting a user account Only an administrator can delete an existing user account Contact your administrator if you want to delete your user account If you have several user accounts your administrator can combine any number of the accounts into one account User Guide 2 7 Group accounts Managing accounts Group accounts A group consists of any number of DocuShare users groups or both When your site includes groups you can more easily manage access to objects by assigning permissions to the group instea
87. ick search you can specify several options to narrow the search and to control how the search results are displayed To run a quick search using search options 1 9 4 Enter the search words in the Search field and if the In field appears select the search scope Click the small triangle next to the Search field and specify any of the following information Search Text Contained In Specifies the location of the search words Any Part searches the object s content and properties Last Modified Limits the search to objects that were last changed within a specific time period Object Types Specifies the type of objects to search Document Types Searches for all types of documents or a specific type The Object Types must be set to All Object Types or Documents Only Maximum Results The maximum number of objects to display in the search results list DocuShare orders the results by displaying the most relevant objects first Sort Results The order in which to display the search results Click Search DocuShare displays the search results User Guide Running searches Running an advanced search Running an advanced search Using the Advanced Search page you can further narrow a search by combining search terms specifying ranges and searching for specific objects and documents To run an advanced search 1 2 10 On the navigation bar click the Advanced link Under Search Text Contained In
88. iki pages To view your usage quotas 1 On the navigation bar click your username 2 On the View Properties page click the Quotas link If set the page displays your quotas Note When Not set default to highest group setting is used DocuShare checks the quotas assigned to all the groups you are a member of and uses the highest If none of the groups have quotas set then your quotas default to unlimited 3 To view your current usage click the Show Quota Usage button The meters display your current usage information Should you exceed your usage quotas you will receive an error message when you try to add another document to your site Contact your administrator should this occur 2 4 User Guide Managing accounts User accounts Changing your domain If your site uses domains you can change to another internal domain on DocuShare You must be logged in as the user whose domain you want to change you cannot change another user s domain To change your current domain 1 On the navigation bar click your username 2 On the View Properties page click the Change Domain link 3 Select a new domain from the Domain menu 4 Click Apply Selecting a theme Themes let you personalize the look of your DocuShare site Four pre defined themes are provided each changes the color scheme used on site pages To select a theme 1 On the navigation bar click your username 2 On the View Properties page click the Th
89. ing with documents 4 About documents Using DocuShare you can store access and manage documents created in a variety of popular formats You add documents to DocuShare by uploading documents from your computer or a network drive or by scanning paper documents With the documents stored on DocuShare users connected to the network can use their browser to search for view edit and download a document For document management DocuShare supports version control and document locking By default DocuShare saves four versions of a document you can change the number of versions DocuShare saves on a per document basis In addition you can change a document s preferred version which is the version that opens when users view edit and route the document By default a document s preferred version is its latest version User Guide 4 1 Adding a document Working with documents Adding a document You add a document to a collection or workspace DocuShare CPX only to make it available to others for viewing or collaborative work When adding a document by uploading a document now the document is added immediately to DocuShare When adding a document by scanning a document or uploading a document later a placeholder document is added The placeholder does not contain any content you add content to the placeholder by scanning a document using a cover sheet or by uploading a new version To add a document 1 Navigate to and open the cont
90. ion features such as adding new objects and changing the collection s properties Note You can delete your personal collection and optionally its contents However the next time you access My DocuShare your personal collection appears User Guide 10 3 Using your favorite calendars Using your personal home page Using your favorite calendars All of your favorite calendars are combined and displayed in one calendar under the Favorite Calendars heading This allows you to merge the events from separate calendars into a master calendar For example you can add individual vacation calendars to your favorites to create a single vacation calendar for a group To add favorite calendars 1 2 10 4 Locate the calendar that you want to add to favorites Do one of the following e Click the calendar s Add to Favorites icon e Click the checkbox that appears next to the calendar s title From the Edit Selected menu select Add to Favorites On the Confirm Add to Favorites page click Confirm Repeat steps 1 through 3 to add additional calendars to favorites Go to My DocuShare The single calendar appears under Favorite Calendars Using the Show menu you can switch between daily and weekly views of the calendar User Guide Using your personal home page Using your personal trashcan Using your personal trashcan Your personal trashcan holds both the objects you delete as well as the objects you own that other users d
91. ist page enables you to see which users are logged into DocuShare The user icon next to the user s name indicates whether or not the user is logged in the icon is grayed when the user is not logged in 2 14 User Guide Adding and managing content 3 About DocuShare objects You create content on your site by adding different types of DocuShare objects You organize site content in container objects called collections Using DocuShare CPX you manage the content and resources associated with projects in objects called workspaces Objects that you can add to collections and workspaces include documents calendars discussions weblogs wikis and URLs DocuShare identifies each object on your site with a unique handle for example Document 37 and Calendar 102 The type and number of objects on your site are dependent on your organization s needs Each DocuShare object is indicated by an icon Table 3 1 shows the current DocuShare icons Table 3 1 DocuShare icons DocuShare object and its icon User A registered DocuShare user Group One or more DocuShare users groups or both Collection A container for storing DocuShare objects Document A document stored on the DocuShare site The icon can vary depending on the document s file type 3 S Workspace A shared area for project and team collaboration DocuShare CPX only Content Rule A configurable rule for running an action
92. k from others receive approval of the document s content or simply share the information in the document DocuShare enables you to automate the routing of documents to users and request a specific action after the users receive the documents On a form called a Routing Slip you indicate the users to whom the document should be sent the type of action you want the users to take and a message describing the document task You then submit the Routing Slip DocuShare notifies the specified users of the document task While a task is in progress you can monitor its status Note To use document routing your administrator must configure the server to allow Javascript Your user account properties must have Enable Javascript set to Yes Creating a routing task You can route an existing document on your site or you can choose to route a document when adding it to DocuShare In addition you can route an individual document version On the Routing Slip that accompanies the document you can request users to approve the document review the document and provide changes or acknowledge receipt of the document or you can provide the document for information only When creating a routing task you can define a single routing step or several sequential steps A single routing step consists of one type of action such as sending a document to users for approval A multi step routing task enables you to automate a document process For example you can cr
93. k the Respond Later button The task remains in the Tasks Assigned to Me list User Guide Automating work processes Routing documents Reviewing a document 1 ONO In the For Your Review window click the document s title The document opens in its native editor or a window appears allowing you to download the document Note If the document version sent to you is not the latest version a Latest published version link is included You can click the link to view the latest version of the document Review the document and make any changes you want Close the document and if you made changes save it to a location on your computer If you changed the document do the following a Click the Properties icon that appears to the right of the document s title b At the bottom of the View Properties page click the Add Draft Version button On the Add Version page click the Browse button Navigate to and select the document you changed and then click Open Optionally change the document title and add a version comment On the Add Version page click Apply If a document version other than the latest is the preferred version you are asked if you would like to set this version as the preferred version Click Yes to change the preferred version otherwise click No h On the View Properties page click the For Your Review link in the Location path amo ao You can repeat steps 1 through 4 for each routed document
94. levels 2 1 username changing 2 4 V version comments adding 4 5 4 6 version history viewing 4 7 version document adding edited document 4 5 adding new document 4 6 changing preferred version 4 7 changing properties 4 8 publishing routed document 8 7 specifying maximum to save 4 2 viewing 4 7 viewing properties 4 8 viewing renditions 4 8 Index 7 viewing a document 4 3 a document in HTML format 4 4 a document in PDF format 4 4 access list 3 7 document comments 4 12 document content and properties 4 3 document version history 4 7 duplicate documents 4 10 expired topics 7 3 new content 9 2 progress reports for routing tasks 8 6 to 8 7 version renditions 4 8 your activity history 2 5 viewing properties group account 2 9 notification 5 5 object 3 6 user account 2 3 W WebDAV folder using with DocuShare B 1 WebEx Meeting Center 11 1 weblog about 7 5 adding to container 7 5 and site themes 7 5 changing its location 3 12 changing properties 3 6 deleting 3 15 moderated 7 5 posting entries 7 5 viewing change history 3 6 viewing properties 3 6 weblog entry adding comment to 7 7 adding to weblog 7 5 approving 7 6 deleting 7 6 editing 7 6 week view calendar 3 5 6 7 What s New using 9 2 wiki about 7 8 adding content 7 8 Index 8 Index adding to container 7 8 and site themes 7 8 attaching documents 7 10 changing its location 3 12 changing page name 7 11 changing properties 3 6 deleti
95. local drive in which you saved the edited document select it and click Open The path to the document appears in the Filename field User Guide 4 5 Adding a new document version Working with documents 10 11 12 13 In the Title field you can change the document title By default the new version is assigned the original document title Optionally enter any comments in the Version Comments field If you locked the document choose whether or not you want to unlock the document after adding the new version in the Unlock Document field When a document version other than the latest is the preferred version you can click Yes in the Make This The Preferred Version field to set this version as the preferred one Otherwise click No to not change the preferred version Click Apply Uploading a new version of a document You can add a new version of a document by uploading a document from a folder on your local drive or a network drive To add a new version of a document 1 2 Locate the document that you want to update with a new version Click the document s Upload a New Version icon The Add Version page appears Click the Browse button Navigate to the location that contains the document you want to add as a new version select it and click Open The path to the document appears in the Filename field In the Title field you can change the document title By default the new version is assigned the
96. ly all permissions to select one of the following e This document and its versions Assigns the changed permissions to the document and all of its versions e This document only Assigns the changed permissions to the document only The document and its versions will have different access permissions 5 Click Apply User Guide 3 11 Changing the location of objects Adding and managing content Changing the location of objects You can move an object to another container or have the object appear in several containers on your site Although an object can appear in several containers there is only one copy of it which saves space on your DocuShare site Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a collection See Using Copy Cut and Paste to change the location of an object on page 3 13 To change the location of an object 1 2 3 12 Locate the object whose location you want to change Do one of the following e Click the checkbox that appears next to the object s title From the Edit Selected menu select Change Location On the Confirm Change Location page click Confirm e Click the Properties icon that appears to the right of the object s title On the Properties page for the object click the Locations link The Change Location page appears In the Sort By field select Title to display the possible containers in alphabetical order or sele
97. m the site wide trashcan See Using your personal home page for more information If your site uses the site wide trashcan only then objects you delete go to it To restore an object from the site wide trashcan you need to contact your administrator If trashcans are not used on your site deleted objects are expunged immediately To delete an object 1 Locate the object that you want to delete 2 Doone of the following e Click the checkbox that appears next to the object s title From the Edit Selected menu select Delete e From the object s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the object then you do not have Manage permission to the object and cannot delete it 3 Ifyou are deleting a collection select one of the following from the For collections delete menu e Collection and Contents to delete the collection and all of the objects in it e Collection Only to delete the collection but not its contents Note If you delete a collection but not its contents and the objects are not located in another collection they become orphaned You are unable to access orphaned objects from a collection Your administrator can relocate orphaned objects in a collection so you can access them again 4 Click Delete to remove the object from your site User Guide 3 15 Deleting objects Adding and managing content 3 16 User Guide Work
98. ministrator an add link appears on the home page This allows you to add a workspace to your site home page To add a workspace 1 To add a workspace to another workspace do one of the following and then go to step 3 On the DocuShare home page click more under Workspaces Search for the workspace to which you want to add a workspace Open the workspace and select Workspace from the Add menu e Go to My DocuShare In the workspaces portlet search for the workspace to which you want to add a workspace Open the workspace and select Workspace from the Add menu e Navigate to and open the workspace to which you want to add a workspace In the content portlet select Workspace from the Add menu 2 To add a workspace to My DocuShare do one of the following e On the DocuShare home page click more under Workspaces Then click Add a Workspace e Go to My DocuShare In the workspaces portlet click Add a Workspace 3 On the Add a New Workspace page select one of the following templates e Document Storage includes four workspace collections in the content portlet e Team Project includes one workspace collection a calendar and a collection for online meeting URLs in the content portlet 4 Click Next In the Title field enter a name for the workspace 6 Enter any optional information Click a field name for a description of each property 7 Click Done The workspace home page appears 6 2 User Guide
99. missions A 1 Permissions required for tasks on a site using six permissions A 4 Appendix B WebDAV folders Using WebDAV folders 0 0 00 ce teas B 1 Document titles in WebDAV folders n n nananana anaana ee B 1 Appendix C DocuShare portal integration Accessing DocuShare in a portlet 0 0 0 c eee eee C 1 Index vi User Guide Getting started 1 Welcome The DocuShare family of products allow you to easily and efficiently manage electronic content using a web browser Using DocuShare you can create organize and share content collaborate with other users on projects search for and retrieve content and automate work processes Based on one core platform your site can provide the capabilities of one or both products DocuShare and DocuShare CPX Key features in the products enable you to e Create and maintain your own account and personal work area without the assistance of a web master or site administrator Add and control access to site content e Maintain multiple versions of a document track its revision history and lock a document to prevent simultaneous editing e Collaborate on content using wikis and weblogs e Scan paper documents to site locations e Route documents for approval or review e Create project oriented areas for managing the content people and tasks DocuShare CPX only e Set up content rules to automate a work process DocuShare CPX only
100. n object 0 0 0 cee ee eee 3 9 Applying permissions to the objects in a container 000 3 10 Applying permissions to a document and its versions 3 11 Changing the location of objects 0 2 0 2 eee 3 12 Using Copy Cut and Paste to change the location of an object 3 13 Editing multiple objects in a collection 0 0 c eee eae 3 14 Deleting objects erda a a ee eee ene nee 3 15 Chapter 4 Working with documents About documentS s2 7 whack ee eee tes a hey aa steak Ph Gam ae SS 4 1 Adding a document c 2 ced pends oo na Seta oad bendino die pe ohana 4 2 Viewing a document 00 oh eee eer ee he Bees 4 3 Viewing a document and its properties 00000 22 eee eae 4 3 Viewing an HTML rendition of adocument 0200 eee eee 4 4 Viewing a PDF rendition of a document 0 0 0 eee eee 4 4 Adding a new document version 0 00 e cee tenes 4 5 Editing a document errare 00 0 eee eet eee eens 4 5 Uploading a new version of adocument 0 00 eee eee eee 4 6 Managing document versions aaaea eee 4 7 Viewing document versions 0c ee eae 4 7 Changing the preferred version 1 0 0 0 00 cee eee 4 7 Viewing the renditions of aversion 0000 e ee ee 4 8 Viewing and changing version properties 00 0 e eee ee 4 8 Locking and unlocking a document 2 0 2 2 0 000 eee eae 4 9 Fi
101. n to the weblog approves it Editing weblog entries To edit an entry 1 2 3 4 Locate and open the weblog that contains the entry you want to edit Click the Edit icon next to the entry Make the changes you want Click Apply Deleting weblog entries To delete a weblog entry 1 2 Locate and open the weblog that contains the entry you want to delete Click the weblog entry title From the weblog entry s More actions menu select Delete The Confirm Delete page appears Click Delete to remove the object from your site Approving weblog entries If you are a user with manage permission to a weblog that is moderated you must approve an entry before it is posted for all users to read To approve an entry 1 Do one of the following e Locate and open the weblog that contains the entry you need to approve Click the checkmark next to the entry e On the navigation bar click My Tasks From the Show menu select Tasks Assigned to Me Click the weblog entry title e On the navigation bar click My DocuShare The tasks assigned to you display under Tasks Click the weblog entry title A For Your Approval window appears Click the title of the entry to review the text Click the Approved button User Guide Using social computing features Adding a weblog Adding comments to entries To provide feedback or commentary on a weblog entry you can add a comment to it To add a comment Locate and
102. nding duplicate documents 0 00 cee eee 4 10 Exporting documents eoe era rrene e ree A Er tne eee 4 11 Adding comments to a document 0000 eae 4 12 Scanning documents a e eee tee eee eee eee 4 13 Scanning documents using scan cover sheets 0000 c ee eae 4 13 Scanning documents to a temporary scan collection 4 15 Chapter5 Setting up notifications About notifications 0 0 eee 5 1 Adding a notification 0 0 0 eee 5 2 Viewing notifications 0 0 eee 5 3 Creating a recipient list for a notification 2 00 eee 5 4 Viewing and changing notification properties 0 cee 5 5 Deleting a notification 0 0 eee 5 6 iv User Guide Table of Contents Chapter6 DocuShare workspaces About WOrkKSPACES os cote ad a Goelden a Aana Vas due a pbs ane unl Dialed ane geneva 6 1 Adding a workspace 6 tee 6 2 Controlling access to the workspace 0 0 0 aaae 6 3 Changing the users and groups in the membership group 6 3 Re assigning the membership group 0 00 cece eee eee 6 4 Adding content to the workspace 0 0c eee 6 5 Managing Shortcuts ei isc tected ad Read ha woe hae Reed eee eee ge Rae 6 6 Using calendars ci eewe se e238 geese eee dew aN deena baka ge eh eben 6 7 Changing portlet properties 0000 c ee eee 6 8 Chapter 7 Using social computing features About social compu
103. ner from which you scheduled the meeting 11 4 User Guide Scheduling online meetings Joining an online meeting Joining an online meeting Each attendee receives an email message with a link to the online meeting the meeting passcode and any additional information the host provides To join a meeting as an attendee 1 Open the email message that contains the meeting invitation 2 Doone of the following e Click the WebEx Join URL link e Click the collection link In the open collection click the meeting name Note You also can join an online meeting by opening the container that contains the Join URL for the meeting and clicking the meeting name User Guide 11 5 Deleting an online meeting Scheduling online meetings Deleting an online meeting You can delete the online meeting from the WebEx server which also deletes the meeting URLs from DocuShare and you can delete the online meeting URLs from your DocuShare site To delete an online meeting from the WebEx server 1 Go to My DocuShare 2 Under Online Meetings click the Delete icon next to the meeting that you want to delete 3 Click Delete to remove the meeting from the WebEx server and the meeting URLs from DocuShare To delete the online meeting URLs from DocuShare 1 Locate the online meeting that you want to delete 2 Doone of the following e Click the checkbox that appears next to the meeting s title From the Edit Selected menu select Dele
104. ng 3 15 editing methods 7 8 inserting images 7 10 linking pages 7 8 printing wiki pages 7 11 using interwiki links 7 11 viewing change history 3 6 viewing linked pages 7 9 viewing properties 3 6 wiki syntax and wikis 7 8 wildcards using in searches 9 7 WorkCentre and scanning documents 4 15 workflow See routing a document workspace about 3 1 6 1 adding 6 2 adding content 6 5 adding shortcuts 6 6 changing membership group members 6 3 to 6 4 changing portlet properties 6 8 controlling access to 6 3 re assigning membership group 6 4 removing shortcuts 6 6 viewing calendars 6 7 Write Content permission 3 3 Write Properties permission 3 3 Writer permission 3 3 WYSIWYG editor and wikis 7 8 User Guide
105. ng new version of existing 4 6 adding to collection 4 2 applying permissions to versions 3 11 archiving 12 2 to 12 3 changing access list 3 8 changing its location 3 12 changing owner 3 9 changing properties 3 6 checking in new version 4 5 checking out 4 5 deleting 3 15 downloading 4 3 User Guide Index editing 4 5 exporting 4 11 locking 4 9 restoring from Archive Server 12 4 routing to users 8 1 to 8 3 saving scanned document to a collection 4 16 scanning at a WorkCentre 4 15 scanning using scan cover sheets 4 13 unlocking 4 9 viewing 4 3 viewing comments 4 12 viewing content and properties 4 3 viewing deleted routing tasks 8 11 viewing duplicates 4 10 viewing in HTML format 4 4 viewing in PDF format 4 4 viewing its version history 4 7 viewing properties 3 6 viewing routing tasks in progress 8 11 DocuShare 1 1 accessing 1 2 and WebDAV folders B 1 icons 3 1 logging in 1 4 logging out 1 4 navigating 1 3 DocuShare Archive Server 12 1 DocuShare federated server 2 6 DocuShare federation 2 6 DocuShare objects See objects DocuShare user 2 1 domain changing for group 2 11 changing for user 2 5 downloading a document 4 3 E Edit Selected menu 3 14 editing a document 4 5 email message limiting number received for notifications 5 2 receiving for a notification 5 2 receiving when routing task is assigned 8 8 sending to a group 2 12 User Guide email view collection 3 5
106. nt content by adding a new version See Adding a new document version on page 4 6 If you chose to route the document a Routing Slip appears For information on how to use the Routing Slip see Managing access to objects on page 3 7 4 2 User Guide Working with documents Viewing a document Viewing a document When opening a document to view it you choose to either open or save download the document The download copies the document and keeps the original document on DocuShare Your browser controls how a document is displayed By design browsers are able to handle several types of documents and files such as HTML GIF and JPEG However for some documents such as Microsoft Word and Excel your browser launches a helper application viewer to run or display the document either outside or within the browser window To play multimedia files the browser uses a plug in which opens the file within the browser window Your browser is preconfigured to use specific helper applications and plug ins Generally if you try to open a document or file that your browser does not recognize it displays a window that guides you in finding the application to use for that type of file To view a document 1 Locate the document that you want to view 2 Click the document s title A window appears allowing you to open or download the document 3 To return to the container page after opening the document do one of the following e If th
107. nt version sent to you is not the latest version a Latest published version link is included You can click the link to view the latest version of the document 2 When you are finished viewing the document close it 3 You can repeat steps 1 and 2 for each routed document 4 Doone of the following To complete the task and remove it from the Tasks Assigned to Me list click the Remove button To not complete the task at this time click the Remove Later button The task remains in the Tasks Assigned to Me list Viewing your deleted tasks After you delete a completed task that you assigned by clicking the Delete This Job button DocuShare saves the task This provides you with a record of the completed routing tasks you assigned In addition you can view the deleted routing tasks of a specific document See Routing documents on page 8 11 To view all of your deleted tasks 1 8 10 Do one of the following e On the navigation bar click My Tasks e On the navigation bar click My DocuShare Then click Tasks The My Tasks window appears From the Show menu select Deleted Tasks Your deleted routing tasks display User Guide Automating work processes Routing documents Viewing the routing tasks of a document The routing task owner and each recipient can view the routing status of a document or any of its versions on the Routing page for the document The page displays both tasks in progress and dele
108. ol maintains a user specified number of document versions To edit a document and create a new version you must be either the logged in owner of the document or a logged in user with Write Content permission to it In addition the document s Add Versions property must be set to Allowed default setting Note If the DocuShare Client is installed on your computer and you enabled the Handle checkout from web browser property in the DocuShare Client Properties window the DocuShare Client Checkin Wizard displays after you edit and save the document When using this feature make sure DocuShare s URL in the browser is the same as the server s address in the DocuShare Client To check the server s address right click the server name and select Properties To edit a document 1 Locate the document that you want to edit 2 Click the document s Check Out icon A window appears allowing you to open or download the document Edit the document 4 Doone of the following e If the document opened in the browser click the Back button Click Yes to save your edits If the document opened in its native editor select Save As from the File menu 5 Inthe Save As window save the document to a location on your local drive Do not change the name of the document 6 On the container page click the document s Upload a New Version icon The Add Version page appears 7 Click the Browse button 8 Navigate to the location on your
109. on s display format such as Microsoft Word Adobe PDF or HTML and can be comprised of content files For example an HTML rendition of a particular document version would consist of the HTML file and several image files if the rendition contained graphics To view a version s renditions 1 2 Display a document s Version History page To view the version renditions click Show Renditions The version renditions display and if a rendition contains content files those files display You can click a rendition or a content file to view it Click Hide Renditions to not view the renditions Viewing and changing version properties To view and change a version s properties 1 2 Display a document s Version History page Click the document version s Properties icon The View Properties page appears Click the Edit link Change the properties you want Click a field name for a description of each property Click Apply User Guide Working with documents Locking and unlocking a document Locking and unlocking a document You can lock a document when you want to keep other users from editing it To allow users to edit a locked document you need to unlock the document To unlock a document you must be the logged in user who locked the document A document is locked if a Lock icon appears to the left of the document s title To lock a document 1 Locate the document that you want to lock 2 From the
110. on D gt My Collection Listing v User Guide 1 3 Logging in and out Getting started Logging in and out Your administrator determines the access policies for your site Therefore you may be able to browse and view content without logging in as a guest or you may be required to log in before you can access any site content To log into DocuShare 1 2 In a web browser enter the URL of your DocuShare site In the Login area enter your registered username and password in the fields Your password is case sensitive In the Domain field select your internal domain name if applicable If the Retain login for future checkbox appears click it if you want to remain logged into DocuShare after you close and reopen your browser Note The Retain login for future checkbox appears if your administrator configured your site to allow users to remain logged in after closing their browser For DocuShare to save your password Internet Explorer s Do not save encrypted pages to disk option cannot be enabled You can check the option s setting by selecting Internet Options from the Tools menu and then clicking the Advanced tab Click Login Your username appears on the navigation bar indicating that you are logged in To log out of DocuShare 1 Do one of the following e Close the browser window e f you selected the retain login for future checkbox click the Logout link on the navigation bar User Guide Getting
111. oning protocol which enables you to access DocuShare collections and documents through a WebDAV compliant folder You do not need client software installed on your computer Depending on your operating system do one of the following e Ifyou are a Windows XP user simply go to My Network Places to add a DocuShare server as a network place e Ifyou are a Windows Vista user open My Computer right click in the Network Location pane and select Add a Network Location to add a DocuShare server as a network location e Ifyou are a Macintosh OS X user select Connect to Server to add the URL for a DocuShare server Note In both Windows and OS X you must append the DocuShare server s URL with webdav When you are prompted to log in use your DocuShare username and password Document titles in WebDAV folders Your DocuShare administrator controls how document titles are displayed in collections For example a title might have a file extension appended to it If you have any questions about how document titles are displayed see your administrator User Guide B 1 Using WebDAV folders B 2 User Guide DocuShare portal integration C Accessing DocuShare in a portlet If you use a desktop portal application you can access DocuShare in a portlet Before you can use this feature your DocuShare administrator and a portal administrator must set up your site to support the feature To access DocuShare in a portlet 1 Set up
112. open the weblog entry to which you want to add a comment Click the Add a Comment link In the Title field enter a comment title In the Description field enter the comment text Click Apply OI Sn Oe Ne oS Viewing comments To view comments 1 Locate and open the weblog The weblog entries display A Comments link appears for an entry that includes comments 2 Click a Comments link The comments display in reverse chronological order and include the name of the user who posted the comment Deleting comments If you are the user who added the comment or the user who added the entry you can delete the comment To delete a comment 1 Locate and open the weblog entry that includes the comment you want to delete Click the comment title From the More Actions menu select Delete The Confirm Delete page appears 4 Click Delete to remove the comment User Guide 7 7 Adding a wiki Using social computing features Adding a wiki A wiki allows you and other users to quickly and easily publish content on the web Using a web browser and either the built in WYSIWYG What You See Is What You Get editor or simple wiki syntax you can add and link web pages and edit content instantly Wikis are well suited for any type of project that requires collaborative writing By default you use the WYSIWYG editor to create wiki content Your user account property Text Composition Format specifies whether or not to use the WYS
113. operties and permissions Read Properties allows the user or group to view the object s properties and permissions Writer allows the user or group to change the object s properties and add new objects including new versions of documents Read Content allows the user or group to read the content of the object Manager allows the user or group to delete the object and change the object s permissions and owner Read History allows the user or group to view the object s change history Write Properties allows the user or group to change the object s properties Write Content allows the user or group to add new objects including new versions of documents and change the object such as its location Manage allows the user or group to delete the object and change the object s permissions and owner Appendix A Task permissions details the type of permission required for each object task User Guide 3 3 Adding objects Adding and managing content Adding objects You can add an object to your site if you are logged in and have the required permission to the container You can add any type of object to collections and workspaces DocuShare CPX only You can add events to calendars and topics to discussions To add an object 1 2 3 4 Navigate to and open the container to which you want to add an object From the Add menu select the type of object that you want to add The A
114. or the document Click the Confirm button User Guide 4 11 Adding comments to a document Working with documents Adding comments to a document You can post comments on a document to maintain an informal commentary on it For instance when co authoring a document you can add helpful comments for the other document authors To post a comment on a document 1 Locate the document on which you want to post a comment 2 Click the document s Comments icon If the are current comments on the document click the Add a comment link The Add Comments page appears 4 Inthe Title field enter a name for the comment In the Description field enter the comment text 6 Click Apply You can view the comments on a document by clicking its Comments icon To edit a comment click the comment s Edit icon 4 12 User Guide Working with documents Scanning documents Scanning documents You can add documents to your DocuShare site by scanning them DocuShare provides two methods for scanning documents e You can use a scan cover sheet to scan documents to specific locations and as new document versions At a multifunction device you scan a cover sheet with a document to convert it to PDF format and add the digital document to DocuShare as specified in the cover sheet Note The scan cover sheet feature has been optimized for use with Xerox multifunction devices Therefore the feature does not support all non Xerox multifunction devices
115. original document title Optionally enter any comments in the Version Comments field If the previous version of the document was locked the Unlock Document field appears Click No if you do not want to unlock the document after adding the new version When a document version other than the latest is the preferred version you can click Yes in the Make This The Preferred Version field to set this version as the preferred one Otherwise click No to not change the preferred version Click Apply User Guide Working with documents Managing document versions Managing document versions DocuShare s version control feature enables you to maintain a record of a document s history For each version DocuShare saves you can view the content the date and time the version was added the user who added the version and any user provided comment You can also view and edit each version s properties and permissions and route individual versions By default DocuShare saves four versions of a document You can change the default setting by changing the document s Max Versions property Viewing document versions To view a document s version history 1 Locate the document whose version history you want to view 2 Click the document s Properties icon The View Properties page appears 3 Click the Version History link The page displays all saved versions of the document 4 To view a specific version of the document click its type or
116. ou want Click a field name for a description of each property 4 Click Apply Viewing the usage quotas for a group Your administrator can restrict the number of documents that each group member can own as well as the maximum size allocated to all of the documents You can view the quotas assigned to a group Note Documents include email attachments and documents attached to discussion topics and wiki pages To view the usage quotas for a group 1 Locate and select the group whose usage quotas you want to view To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Quotas link If set the page displays the quotas Note Any quotas set for a user take precedence over the quotas set for a group the user is a member of User Guide 2 9 Group accounts Managing accounts Changing the members of a group Depending on how the group was set up either the logged in owner of the group ora logged in group member can change the members of the group To change a group s members 1 2 10 Locate and select the group whose members you want to change To search for a group see Finding and listing site accounts on page 2 14 On the View Properties page click the Members link The Members page shows the current group members To change group members click the Change Membership button In the Show field select the type of account you want to display in the Poss
117. p task or one step of a multi step task is complete and the recipient s approved the document s Disapproved The single step task or one step of a multi step task is complete and the recipient s did not approve the document s Reviewed The single step task or one step of a multi step task is complete and the recipient s reviewed the document s 8 4 User Guide Automating work processes Routing documents Table 8 1 Task status Status Description Acknowledged The single step task or one step of a multi step task is complete and the recipient s acknowledged receiving the document s Delivered The single step task or one step of a multi step task is complete and the recipient s received the document s for their information All Steps Completed The multi step task is complete Started The task is pending It is currently being routed to all recipients at the same time for approval review or acknowledgement Username The task is pending It is currently being routed to all recipients in order the user whose name is displayed has received the document but has not taken any action Step The task is pending and is on a specific step of a multi step task Step Username The task is pending and is on a specific step of a multi step task It is currently being routed to all recipients in order the user whose name is displayed has received the document but has not taken any action
118. pen a site collection or workspace Click the Meet Online icon in the upper right corner of the window If the WebEx Login Page appears enter your WebEx login information and click the Login button The WebEx Login Page appears if you have not logged into the WebEx meeting site during your current DocuShare session On the Properties page enter the following information Meeting Name The name of the meeting Meeting Passcode The passcode required to join the meeting Start Date The date of the meeting Immediately schedules the meeting right away Start Time The meeting start time Duration The length in minutes of the meeting Time Zone The time zone in which the meeting is to occur Invitation Text optional The meeting invitation message Click Next to go the Attendees page In the Your Email field enter the email address from which the meeting invitation will be sent In the Show field select the type of account you want to display in the Possible Users Groups field Do one of the following To find a specific account enter part of the user s first name last name or username or the group s title in the Search field Click the Go button e To list all accounts click Show All if displayed e To display your favorite accounts click Show Favorites In the Possible Users Groups field select the accounts to add to the list of recipients and click the Add button To select multiple accounts us
119. property Your DocuShare administrator also can create custom properties for use at your site You can assign property values to objects which allows you to categorize objects provide information about objects to other users and facilitate searches To view and change the properties of an object 1 Locate the object whose properties you want to view and change 2 Click the object s Properties icon 3 On the View Properties page click the Edit link 4 Change the properties you want Click a field name for a description of each property Note If your administrator created custom properties they also display on the page See your administrator for information about custom properties 5 Click Apply Viewing the change history DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects To view the change history Locate the object whose change history you want to view Click the object s Properties icon On the View Properties page click the Change History link From the Change menu select the type of change you want to view Ole Ae ee IN FS Do one of the following Enter part of a name in the Search for User field and then choose the user from the Select User menu e Click Show All if displayed and then choose the user from the Select User menu e Choose All from the Select User menu 6 From the Show Last menu select the number of change event
120. r in DocuShare For information on how to publish the document see Routing documents on page 8 4 Setting up a collection for routing documents You can have any document added to a collection automatically routed by associating one of your saved private Routing Slips with the collection To use a Routing Slip with a collection 1 Locate the collection you want to use for routing documents 2 Click the Properties icon that appears to the right of the collection s title 3 Click the Edit link 4 In the Route Before Publishing field select Yes to route the document before it is added to the collection o In the Use Routing Slip field select the Routing Slip that you want to use Click Apply Checking the status of routing tasks you assigned You can check the status of completed and pending routing tasks that you assigned to other users Once a task is complete you can choose to delete it keep a record of it or publish the document to add it to DocuShare To check the status of a routing task 1 Do one of the following e On the navigation bar click My Tasks On the navigation bar click My DocuShare Then click Tasks The My Tasks window appears 2 From the Show menu select Tasks Assigned by Me The page lists the routing tasks under Description the date the task began and the status Table 8 1 describes the status information Table 8 1 Task status Status Description Approved The single ste
121. roperty that is searchable Under Object Types to Search do one of the following e To search all of the objects on the site click Search all object types e To search specific objects only click Limit search to selected object types and select the objects to search from the list If you are searching for documents under Document Types to Search do one of the following e To search all types of documents click Search all document types e To search specific types of documents click Limit search to selected document types and select the types of documents to search from the list Each document type is specified by its MIME type Click the Search button DocuShare displays the search results For documents DocuShare either provides a snippet of the document content with the search term highlighted or User Guide 9 5 Running an advanced search Running searches displays the document s abstract if the search term is not found in the content You can click the Show Hide Details link to control this display If you searched all federated sites DocuShare displays the search results from the site on which you ran the search To display the results from the other sites in the federation click each site name under Select a Federation Site Table 9 1 Logical operators Logical operator Meaning And Searches for objects that contain all of the search terms For example Search for objects where Title contains Training And
122. s on your site e Users amp Groups provides links to listing finding and creating user and group accounts e Help provides access to user guides tutorials and software downloads e Username displays your user account properties Your username displays after you log into DocuShare e Logout logs you out of DocuShare The link displays after you log in e My DocuShare displays your personal home page which includes your favorites and a personal collection and calendar The link displays after you log in and on pages other than the DocuShare home page e My Tasks shows the routing tasks assigned to you and the tasks you assigned The link displays after you log in e Search area includes an area for running quick searches as well as a link to the Advanced Search page Go to menu On a site with spaces enables you to switch among spaces and the main DocuShare site Page footer lIn addition to including some of the same links shown on the navigation bar provides links to related information personal pages and account information and displays your browsing history Breadcrumbs Provide a path from the home page to your current location or list the last few pages you visited You can click any link in the breadcrumbs to go to the page For objects that appear in more than one location multiple breadcrumbs are displayed when you Click the triangle under Location Location Home gt Initial Top Level Collecti
123. s set up a deleted content rule can go to either your personal trashcan on My DocuShare or the site wide trashcan Contact your administrator to find out which trashcans are used on your site If you have a personal trashcan you can restore an object from it as long as your administrator has not expunged the object from the site wide trashcan See Using your personal home page for more information To delete a content rule 1 Locate the object whose content rule you want to delete 2 Doone of the following e From the object s More Actions menu select Content Rules e Click the object s Content Rules icon The Content Rules page lists the object s current content rules 3 Click the Delete icon for the content rule that you want to delete The Confirm Delete page appears 4 Click Delete 8 14 User Guide Running searches 9 About searches DocuShare search features enable you to quickly find objects on your site You can perform simple word searches by having DocuShare find the objects that contain the text you specify You also can combine several search terms to find specific objects such as all documents authored by one user that contain the word DocuShare in their titles When searching for objects you can choose the scope of a search When an object is added to a container DocuShare indexes and stores in a database the object s properties also called metadata and if the object is a document its content A sear
124. s to display To display the activity during a specific date range enter start and end dates 8 Click Go Information about the change displays You can click Show as XML to convert the information to Extensible Markup Language XML format for use with other applications 3 6 User Guide Adding and managing content Managing access to objects Managing access to objects When you add an object to your site you set the object s initial permissions As the user who added the object you are its owner and have full permission to it As needed you can change the users and groups in the access list and the type of permissions each user or group has Depending on how your administrator set up your site colored key icons may appear next to objects indicating who in addition to the owner can access the objects You can click the key icon next to an object to display its Permissions page DocuShare CPX only Table 3 3 Permission icons Permission icon and its description Green key Indicates that the object can be accessed by all users all groups q and the administrator Yellow key lndicates that the object can be accessed by all groups and the administrator Red key Indicates that the object can be accessed by the administrator only Viewing the access list of an object To view an object s access list 1 Locate the object whose access list you want to view 2 From the object s More Actions menu select P
125. s users to interact by posting topics and replies to topics e Weblogs A weblog allows a user to create and share a personal website on a particular subject The weblog includes postings in reverse chronological order and allows others to comment on the postings e Wikis A wiki enables a group of users to collaborate on a website by creating editing and linking web pages User Guide 7 1 Adding a discussion Using social computing features Adding a discussion To facilitate an online exchange of ideas DocuShare supports threaded discussions You can add a container called a discussion in which users add topics for other users to read and reply to As users reply to a topic their responses are sequentially linked or threaded to the original topic Users can read or reply to any of the topics or replies in a thread as well as attach a document to a topic or reply You can add a discussion to a collection or workspace DocuShare CPX only To add a discussion 1 Navigate to and open the container to which you want to add a discussion 2 From the Add menu select Discussion The Add Discussion page appears 3 In the Title field enter a name for the discussion The name should be short but descriptive and can contain spaces and punctuation marks 4 Inthe Topics Expire In field select the length of time to retain topics and their message threads in the discussion after they are added When a topic becomes older than t
126. sage to To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Email link To write your message click the here link Your browser launches an untitled message window with each group member s email address entered in the To field 4 Compose your message and click Send to email the message to the members of the group Viewing the change history DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects To view the change history 1 Locate and select the group whose change history you want to view To search for a group see Finding and listing site accounts on page 2 14 2 On the View Properties page click the Change History link From the Change menu select the type of change you want to view 4 Doone of the following e Enter part of a name in the Search for User field and then choose the user from the Select User menu e If displayed click Show All and then choose the user from the Select User menu e Choose All from the Select User menu 5 From the Show Last menu select the number of change events to display To display the activity during a specific date range enter start and end dates 7 Click Go Information about the change displays You can click Show as XML to convert the information to Extensible Markup Language XML format for use with other applications 2 12 User Guide Managing
127. ss field To view the tasks assigned to you 1 2 Do one of the following e On the navigation bar click My Tasks From the Show menu select Tasks Assigned to Me Any task marked Request is a task assigned to you e On the navigation bar click My DocuShare The tasks assigned to you display under Tasks Click a task to view it A window appears displaying your task The following sections describe how to respond to routing tasks Approving or disapproving a document 1 NOOR WN In the For Your Approval window click the document s title The document opens in its native editor or a window appears allowing you to download the document Note If the document version sent to you is not the latest version a Latest published version link is included You can click the link to view the latest version of the document Review the document When your review is complete close the document You can repeat steps 1 through 3 for each routed document In the Comments field enter an optional message Click Save as private if you do not want other recipients to view your comments Do one of the following e To complete the task and approve the document click the Approved button The task is removed from the Tasks Assigned to Me list e To complete the task but not approve the document click the Disapproved button The task is removed from the Tasks Assigned to Me list e To not complete the task at this time clic
128. status of routing tasks you assigned on page 8 7 Close the document after viewing the changes In the Response to Routing window do one of the following User Guide Automating work processes Routing documents To schedule a new due date for an overdue task enter a new date in the Due Date field and click the Acknowledged button e To confirm reviewing the report click the Acknowledged button e To review the report at a later time click the Acknowledge Later button Publishing a new version of your routed document If you routed a document for review you can save a document that a recipient changed as a new version of your routed document In the For Your Review window the word New appears after the title of a document that a recipient changed To publish a new version of your routed document 1 2 o 11 12 13 14 15 So MN In the My Tasks window select Tasks Assigned by Me Under Description click the task that includes the changed document In the Report on Routing for Review window click the name of the recipient who provided the changed document Click the document title to open it Save the document to a location on your computer and then close the document window In the Report on Routing for Review window click the Close button Click the Properties icon that appears to the right of the document s title At the bottom of the View Properties page click the Publish New Version b
129. t for a document when using the Add Document page to upload a document For more information see Adding a document on page 4 2 Creating a scan cover sheet To create a scan cover sheet 1 Doone of the following e To create a cover sheet for a document collection or workspace locate the object Then click the object s Properties icon e To create a cover sheet for your personal collection click your username on the navigation bar User Guide 4 13 Scanning documents Working with documents 2 On the View Properties page click the Scan Cover Sheet link 3 Click the Create Scan Cover Sheet link The cover sheet is created and opens in a separate window 4 Print the cover sheet Then close it The Scan Cover Sheet page lists the cover sheet and provides the date and time at which it was created Scanning a document with a scan cover sheet If you have access to a multifunction device that supports Scan to File you can scan a cover sheet with a document to add a PDF version of the document to DocuShare Note Since the user interface for multifunction devices can vary the following procedure provides general steps for scanning a document to DocuShare To scan a document 1 Put the cover sheet on top of a document and place the pages in the document feeder 2 Display the scan to file screen Follow any instructions specific to the type of device Press the Start button The device scans the document and then
130. t from the clipboard command appears when an object has been copied or cut to the clipboard Delete Remove the object from your site Rename Change the title of the object Route Send the document to users for approval review or information See Automating work processes for more information To edit multiple collection objects Navigate to and open the collection Do one of the following e To edit some of the objects click the checkbox next to the objects you want e To edit all of the objects click the checkbox to the left of the Type column heading From the Edit Selected menu select the command you want A confirm window appears Click Confirm to continue Depending on which command you selected additional pages may appear Note When using the Change Location command if an object appears in more than one collection only the current collection is listed in the Selected Locations field 3 14 User Guide Adding and managing content Deleting objects Deleting objects DocuShare provides both a site wide trashcan and a personal trashcan for each user Your administrator determines which trashcans are used on your site If your site uses both the site wide trashcan and personal trashcans your trashcan appears on your My DocuShare page When you delete an object it goes to your personal trashcan You can restore an object from your personal trashcan as long as your administrator has not expunged the object fro
131. t properties X Change object properties X View object change history X View object permissions X Change object permissions X Change object owner X Change object location object X current location for copy X current location for move X new location X Delete object X Document View document and versions X Add new document version X Edit document X Lock document X User Guide A 1 Permissions required for tasks on a site using three permissions Table A 1 Permissions required for tasks User Task Reader Writer Manager Unlock document Export a document X Route a document X Approve or Disapprove X Review and Make Changes Acknowledge Receipt X Information Archive document email message X Restore archived document email message X Comment Add comment to document weblog entry X View comment on document weblog entry X Content Rule Create content rule X View content rule X Change content rule X Notification Add notification to object X View object notifications X Create recipient list for notification X Scan Cover Sheet Create and use scan cover sheet for object X Weblog Add weblog entry text X Edit weblog entry text X Approve weblog entry X Wiki Add wiki page X Edit wiki page text X Rename wiki page X Delete wiki page X A 2 User Guide P
132. te From the meeting s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the meeting then you do not have manage permission to the object and cannot delete it 3 Click Delete to remove the meeting URLs from DocuShare The meeting is not removed from the WebEx server 11 6 User Guide Archiving content 1 2 About archiving content The DocuShare Archive Server enables your organization to conveniently increase document storage capacity while providing a safe location for archived content If your site includes an Archive Server you can move content from your site to a secondary server When you need to retrieve your archived content you can search for the object and if needed restore it Check with your DocuShare administrator to find out if your site uses an Archive Server User Guide 12 1 Archiving content Archiving content Archiving content You can archive documents and email messages with attachments When you archive a document all of its versions also are archived To quickly archive the contents of a collection you can select the collection and archive it However only the documents and email messages in the collection and its subcollections are archived the collection is not archived and remains on the DocuShare server There are two ways to archive content Specify a date on which to have objects archived automatically or sele
133. ted 7 4 User Guide Using social computing features Adding a weblog Adding a weblog A weblog is a simple web site on which you post entries about a specific topic on a regular basis Entries are displayed in reverse chronological order and include the name of the user who posted the entry When adding a weblog you can choose to have it moderated A moderated weblog requires a user with manage permission to the weblog to approve its entries before they are posted for all users to read You can add a weblog to a collection or workspace DocuShare CPX only By default when you add a weblog you are the only user who can post entries to it Initial Permissions is set to Same as container except write restricted to owner If you want other users and groups to add entries to the weblog either change the Initial Permissions setting when adding the object or change the object s permissions after adding it To add a weblog 1 Navigate to and open the container to which you want to add a weblog 2 From the Add menu select Weblog The Add Weblog page appears 3 Inthe Title field enter a name for the weblog The name should be short but descriptive and can contain spaces and punctuation marks 4 Change any of the default property values and enter any optional information Click a field name for a description of each property Note If your administrator created custom properties they also display on the page See your adminis
134. ted tasks To view a document s routing tasks 1 Doone of the following e Locate the document whose tasks you want to view e Open a routing report or request window that contains the document whose tasks you want to view 2 Click the Properties icon that appears to the right of the document s title The View Properties page appears 3 Click the Routing link The tasks and their status display User Guide 8 11 Using content rules Automating work processes Using content rules C Di DocuShare CPX only A content rule allows you to have an action run automatically when a specific event occurs For example you can create a content rule for a collection to route any document added to the collection Or you can create a content rule for a document to receive an email message when a new version of the document authored by a specific user is added You can add a content rule for any object on your site You can have an action run when any of the following events occur Any change Any change to an object e Document locked or checked out The document is locked or is being edited Document unlocked The document is unlocked e Location edited The location of an object is changed New document version added A document is updated with a newer version e Owner changed The owner of an object is changed e Permissions changed The permissions of an object are changed e Properties edited The properties of an
135. ting features 0 00 eee 7 1 Adding a diSCUSSION aai e e ia a e e a tees 7 2 Adding topics and replies to a discussion 2000000 eee 7 2 Viewing and deleting expired topics 0 0 cee ee ee 7 3 Adding a weblog s3 dies then ete ee ne ee otaned edd da ede AOE 7 5 Posting weblog entries 20 cee ek eee ee bbe 7 5 Adding comments to entries 0 0 aaaea eae 7 7 Adding a WiKi 82222 ee casein a agate eae twee dWe dew tad Wes A oo kad 7 8 Adding content to a WiKi 6 eee 7 8 Using interwiki linkS 2 0 tee 7 11 Renaming wiki pages 00 0 eee 7 11 Printing wiki pageS 6 ee 7 11 Chapter8 Automating work processes Routing documents 0 0 eee ae 8 1 Creating a routing task To eyra AN EE ER a ka E ee AEA a 8 1 Setting up a collection for routing documents aanas aaaeeeaa 8 4 Checking the status of routing tasks you assigned s s auauua aana 8 4 Viewing the tasks assigned to yOu 1 2 0 ee 8 8 Viewing your deleted tasks 0 0 0 cece eee 8 10 Viewing the routing tasks of adocument 00 0000 eee eee 8 11 Using content rules eene eia ren eee eee bee ee ee 8 12 Creating a content rule 0 0 eae 8 12 Changing content rules 0 0 0 eee 8 13 Deleting a content rule 0 0 0 2 ee 8 14 Chapter9 Running searches About searches eras tek e D eee Aa ea 9 1 Viewing new content on your Site 1 auaa 9 2 Searching
136. trator for information about custom properties 5 Click Apply The weblog is added to the container Note When you create a weblog using a custom theme that theme is used to display weblog pages Any theme you select on your User Properties page has no affect on the weblog pages When you create a weblog using a default or clean theme the theme you select on your User Properties page is used to display weblog pages Posting weblog entries To add content to a weblog you post entries to it By default entries appear in reverse chronological order To post an entry 1 Locate and open the weblog to which you want to post an entry 2 Click the Add Entry link The Add Weblog Entry page appears 3 Inthe Title field enter a name for the entry The name should be short but descriptive and can contain spaces and punctuation marks 4 In the Description field enter the body of the entry User Guide 7 5 Adding a weblog Using social computing features 5 Enter any optional information Click a field name for a description of each property Note If your administrator created custom properties they also display on the page See your administrator for information about custom properties Click Apply The entry appears in the weblog and includes the date the entry was posted and your username If the weblog is moderated Approval Pending precedes your username Users cannot read the entry until a user with manage permissio
137. utton On the Add Version page click the Browse button Navigate to the location on your local drive in which you saved the document in step 5 select it and click Open The path to the document appears in the Filename field Optionally change the document title and add a version comment Click Apply If a document version other than the latest is the preferred version you are asked if you would like to set this version as the preferred version Click Yes to change the preferred version otherwise click No For more information on document versions and the preferred version see Managing document versions on page 4 7 Click the Report on Routing for Review link in the Location path In the Report on Routing for Review window do one of the following To move the task from the Tasks Assigned by Me list to your Deleted Tasks click Delete This Job e To remove the task later click Keep for Later The task remains in the Tasks Assigned by Me list User Guide 8 7 Routing documents Automating work processes Viewing the tasks assigned to you The tasks assigned to you display in the My Tasks window or on My DocuShare If you chose to receive an email message when a new task is assigned to you the message includes a URL to the task Note To receive an email message when a new task is assigned to you your user account property Routing Task Notification must be set to Email and your email address must appear in the Email Addre
138. y report To select advanced options click Show Advanced Options and choose from the following Events of Interest The event or events of which you want to be notified To select multiple events use the CTRL key Windows or the Command key Macintosh Include Recipient Activity Specifies whether or not to also notify the user whose action caused the notification Select Yes to notify the user otherwise select No External Recipients The email addresses for recipients who are not registered users on the DocuShare site Separate email addresses with a comma This field is optional Sender The username that appears in the email message From field Admin or Owner Notification Applies To lf the object is a collection specifies how to apply the notification to the collection and the objects in it Initial Permissions Specifies the permissions for the notification Click Apply The notification does not appear as an object in a container Notifications appear on the object s Notifications page Note If you are receiving too many email messages from notifications you can choose to not receive messages for one or more types of events for all of your notifications Click your username on the navigation bar and use the Suppress Notification Messages menu on the Edit page to turn off the events you want User Guide Setting up notifications Viewing notifications Viewing notifications You can easily view the notif
139. your browser to accept cookies from your DocuShare server Refer to your browser documentation for details Launch your desktop portal application DocuShare appears in a portlet To change the view in the portlet click the Edit button located in the upper right corner of the portlet From the Show menu select the collection or workspace DocuShare CPX only that you want to view In the Portlet Height px field enter a number to change the height of the portlet The height is measured in pixels Click Submit The collection or workspace appears in the portlet You can navigate the container to view the content to which you have access User Guide C 1 Accessing DocuShare in a portlet DocuShare portal integration C 2 User Guide Index A abstract document showing and hiding in search results 9 3 9 5 access list 3 3 changing 3 8 viewing 3 7 access permissions See permissions accounts See group account user account activity history viewing 2 5 Add to Favorites Edit Selected menu 3 14 adding comments to a document 4 12 adding objects calendars 3 4 collections 3 4 content rules 8 12 discussions 7 2 documents 4 2 events to calendars 3 4 group accounts 2 8 notifications 5 2 topics to discussions 7 2 URLs 3 4 user accounts 2 2 weblogs 7 5 wikis 7 8 workspaces 6 2 And Not operator using in searches 9 6 And operator using in searches 9 6 Archive Edit Selected menu 3 14 Archive Server 12

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