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DocuShare User Guide

1. 0 00 605 2c en een ee 2 15 User Guide About DocuShare accounts Users and groups About DocuShare 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 the 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 2 2 User Guide Users and groups DocuShare user accounts DocuShare user
2. 0 002 eee 5 3 Changing the access permissions of an object 2220200000 5 4 Changing the owner of an object 0 2 0 eee 5 5 Applying permissions to the objects in a container 0000 eee eee 5 6 Applying permissions to a document and its versions 5 7 Chapter 6 DocuShare calendars AD utcalendals Sener ine a a a AA Eaa T TEE a E 6 2 Adding a calendar acnee onae have hing See Wa EAE WO eae ERO 6 3 Changing the calendar VieW 0 0 c cee 6 4 Viewing and changing calendar properties 0 6 5 Viewing the change history 0 0000 e ee ee ae 6 5 Changing the location of acalendar 0 0 eee eee 6 6 User Guide Table of Contents Deleting a Calendar roewe riore oA toed die Pek ead pe ESY ae ed ENORA 6 7 Adding an event to a calendar aaan aaaaaaauaaa naana aana 6 8 Viewing and changing calendar event properties 0 000 e eee eae 6 9 Viewing the change history 0 0000 ee eee 6 9 Changing the location of a calendar event 1 2 2 0 0000 ee 6 10 Deleting a calendar event 0 0 ccc eee 6 11 Chapter 7 DocuShare workspaces About workspaces 24 2 5 5 osteo eb aed eer oa Ha eee a ae tte edad 7 2 Adding a workspace 6 6 teens 7 3 Controlling access to the workspace 0 0 0 e eee eee eae 7 4 Changing the users and groups in the membership group 7 4 Re assigning the memb
3. 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 Index A abstract document showing and hiding in search results 14 4 14 7 access list 5 2 access permissions 1 6 5 2 See also initial permissions setting for objects and DocuShare administrator 1 6 applying to container 5 6 applying to document versions 5 7 changes processed in the background 5 6 changing 5 4 changing for workspace 7 5 to 7 6 viewing 5 3 accounts See group account user account Accrue operator using in searches 14 7 activity history viewing 2 6 Add to Favorites Edit Selected menu 3 7 adding comments to a document 4 14 adding objects calendars 6 3 collections 3 3 content rules 13 3 discussions 10 3 documents 4 3 events to calendars 6 8 group accounts 2 9 to 2 10 notifications 12 3 topics to discussions 10 7 URLs 11 3 user accounts 2 3 weblogs 9 3 wikis 8 3 workspaces 7 3 And Not operator using in searches 14 8 And operator using in searches 14 7 Archive Edit Selected menu 3 7 Archive Server 19 2 User Guide archiving content to 19 3 to 19 4 restoring conte
4. 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 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 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 6 12 6 you want to use the notification again you can enable it Click Apply User Guide DocuShare notifications Deleting a notification Deleting a notification You can delete a notification if you are the logged in owner of a notification or a logged in user with Manager permission to the notification After deleting a notification it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a notification 1 2 Locate the object whose notification you want to delete Do one of the following e Click the objects Notifications icon e Click the object s Properties icon T
5. The single personal calendar appears under Favorite Calendars Using the View menu you can switch between daily and weekly views of the calendar User Guide 15 5 Using your personal trashcan My DocuShare Using your personal trashcan Your personal trashcan holds both the objects you delete as well as the objects you own that other users delete You can use your personal trashcan to restore a deleted object Only your administrator can expunge deleted objects To restore a deleted object 1 Go to My DocuShare 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 15 6 User Guide My DocuShare Viewing your online meetings Viewing your online meetings G 2i Only for DocuShare CPX The meetings you schedule display under the Online Meetings heading You can click a meeting name to join the online meeting See 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
6. 1 Locate the URL whose properties you want to view and change 2 Click the URL 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 C Di Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the URL whose change history you want to view Click the URL 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 a fF ON gt 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 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 events to display 7 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 La
7. 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 Click the Browse button 8 Navigate to the location on your local drive in which you saved the edited document select it and click Open The path to the document appears in the Filename field 9 Inthe Title field you can change the document title By default the new version is assigned the original document title 10 Optionally enter any comments in the Version Comments field 11 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 User Guide 4 7 Editing a document DocuShare documents 12 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 13 Click Apply User Guide DocuShare documents Adding a new version of a document Adding 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 you must either be the logged in owner of the document or have Writer permission to it To add a new version of a document 1 2
8. DB Wiki A collaborative web site Weblog A simple web site for frequent postings Discussion An online forum Topic A posting to a amp after a change occurs to a specified object web page ret where topics can be posted discussion Calendar An online monthly Event A calendar entry Ez or weekly calendar et Mail Message An email Saved Query Saved search bX message Po query terms that can be used for a search Notification Email notification URL An Internet address for a User Guide 1 5 Understanding DocuShare objects Getting started Object permissions Every object on a site has an owner who can control the type of access that users and groups have to it by assigning permissions Initially the object s owner is the user who added the object However any user with the appropriate permission can change the owner DocuShare allows you to assign these access permissions to users and groups e Reader allows the user or group to read the contents of the object and view its associated properties and permissions Writer allows the user or group to edit the object s properties and add new objects including new versions of documents e Manager allows the user or group to delete the object and change the object s permissions and owner Your DocuShare administrator has full permissions to all of the objects on your site Access permissions provides a complete exp
9. 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 e What s New lists the new and changed objects 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 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 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 displa
10. s title On the View Properties page click the Locations link The Change Location page appears 3 Inthe Sort By field select Title to display the possible containers in alphabetical order or select Handle to display the possible containers in numerical order 4 Doone of the following e To find specific containers enter any part of a container title in the Search field and click Go e To display all containers click Show All e To display your favorite containers click Show Favorites 5 Inthe Possible Locations field select the container s in which you want the document to appear and click the Add button To select multiple containers use the CTRL key Windows or the Command key Macintosh 6 Inthe Selected Locations field select any containers in which you do not want the document 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 document will become orphaned which means it will not appear in any container 7 Click Update Locations 4 16 User Guide DocuShare documents Deleting a document Deleting a document You can delete a document if you are the logged in owner of the document or a logged in user with Manager permission to it After deleting a document it goes to your personal trashcan on My DocuShare You can restore an obje
11. 10 User Guide DocuShare documents Managing document versions 3 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 To always have the latest version of the document be the preferred version click the radio button next to Use Latest Version 4 Click Apply Viewing the renditions of a version Each version of a document can consist of a number of renditions A rendition is the version 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 Display a document s Version History page 2 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 4 Click Hide Renditions to not view the renditions Viewing and changing version properties If you are logged in and have Reader permission to a version you can view its properties You can change a version s properties if you are the logged in owner of the version or a logged in user with Writer permission to the version To view and change a version s properties 1 Display a document s Versi
12. Click Next to go to the Add Recipients page 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 display all accounts click Show All 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 To move the recipient before another recipient click Move Up To move the recipient after another recipient click 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 da
13. 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 1 On the navigation bar click your username 2 On the View Properties page click the Federation Settings link The Federation Settings page lists the servers in your federation 2 6 User Guide Users and groups DocuShare user accounts Note 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 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 Click Show All to display 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 A
14. changing properties 10 8 deleting 10 10 deleting expired 10 11 replying to 10 7 viewing change history 10 8 viewing expired 10 11 viewing properties 10 8 U unlocking a document 4 12 uploading a document 4 3 URL about 11 2 Index 7 adding to container 11 3 changing access permissions 5 4 changing its location 11 5 changing owner 5 5 changing properties 11 4 deleting 11 6 restoring after deleting 11 6 viewing change history 11 4 viewing properties 11 4 user account and user levels 2 2 changing domain 2 6 changing password 2 5 changing properties 2 4 changing username 2 5 creating 2 3 mapping to federated server 2 6 to 2 7 removing user account mapped to federated server 2 8 searching for 2 15 viewing activity history 2 6 viewing list of 2 15 viewing properties 2 4 user icon and indication of logged in status 2 15 7 4 user levels 2 2 username changing 2 5 V version comments adding 4 7 4 9 version history viewing 4 10 version document adding edited document 4 7 adding new document 4 9 changing preferred version 4 10 changing properties 4 11 publishing routed document 17 10 specifying maximum to save 4 3 viewing 4 10 viewing properties 4 11 viewing renditions 4 11 viewing a document 4 4 a document in HTML format 4 5 a document in PDF format 4 5 access permissions 5 3 document comments 4 14 document content and pro
15. select Collection The Add Collection page appears 3 Inthe Title field enter a name for the collection The name should be short but descriptive and can contain spaces and punctuation marks 4 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 5 Click Apply The collection is added to the container To change the collection s permissions see Access permissions User Guide 3 3 Viewing and changing collection properties DocuShare collections Viewing and changing collection properties If you are logged in and have Reader permission to a collection you can view its properties You can change a collection s properties if you are the logged in owner of the collection or a logged in user with Writer permission to it To view and change a collection s properties 1 Locate the collection whose properties you want to view and change 2 Click the collection 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 C 2K Only for DocuSha
16. 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 display all accounts click Show All 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 7 4 User Guide DocuShare workspaces Controlling access to the workspace The Members page appears 8 To give one or more members Manager permission to the group click the checkbox next to each member s name and then click Apply Manager permission allows the member to change the group s properties and membership 9 To assign Manager permission to the membership group display the Permissions page for the workspace Click the Manager box for the group and click Apply Re assigning the membership group As needed you can change the membership group that is associated with the workspace by assigning a different group to the workspace You can re assign the membership group if you are the workspace owner or a user with Manager per
17. All from the Select User menu 6 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 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 10 8 User Guide DocuShare discussions Changing the location of a topic Changing the location of a topic You can move a topic and its message thread to another discussion or have it appear in several discussions To move a topic you must be logged in and have Writer permission to both the topic and the new discussion Although a topic can appear in several discussions there is only one copy of it which saves space on your DocuShare site To change the location of a topic 1 2 Note 8 Navigate to and open the discussion that contains the topic you want to move Click the Properties icon that appears to the right of the topic s title The View Properties page appears Click the Locations link The Locations page appears showing the topic s current location s In the Sort By field select Title to display the possible locations in alphabetical order or select Handle to display the possible locations in numerical order Do one of the following e To find specific discussions enter any part of a discussion title in the Search field Click the Go bu
18. 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 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 4 9 Managing document versions DocuShare documents 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
19. Manager access to it 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 Delete 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 Manager access 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 User Guide 16 7 Deleting an online meeting Online meetings 16 8 User Guide Routing documents e About routing documents e Routing a document e Setting up a collection for routing documents e Checking the status of routing tasks you assigned Viewing the tasks assigned to you sass 400 004s ene eens e Viewing your deleted tasks 2 ccecccdeeiiewwe deere eeewa eave owns e Viewing the routing tasks of adocument 00000 e eee eae User Guide About routing documents Routing documents About routing documents During a document s dev
20. 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 Address field To view the tasks assigned to you 1 Doone 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 2 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 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 oa F oN Click Save as private if you do not want other recipients to view your comments User Guide 17 11 Viewing the tasks assigned to you Routing documents 7 Do one of the following To complete the task and approve the document click th
21. Summary then objects that contain just one of the search terms either Advanced in the Title or Administrator in the Summary User Guide 14 7 Running an advanced search DocuShare searches Table 14 1 Logical operators Logical operator Meaning 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 14 8 User Guide DocuShare 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 For example corp returns corporal corporate corporation corpulent etc Note To find objects that include a wildcard character use the equals operator precede the character with two backslashes and select the specific property name For example to search for a document named ReadFirst enter equals ReadFirst In Title To find objects that include non alphanumeric characters such as at signs and equal signs or nonalphanumeric and wildcard characters select the specific property name
22. 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 objects title User Guide 19 5 Restoring archived content Archiving content 19 6 User Guide FAQs e Answers to frequently asked questions User Guide Answers to frequently asked questions FAQs Answers to frequently asked questions This section provides answers to some frequently asked questions about DocuShare Table 20 1 FAQs Problem Solution Why am I unable to create an account on DocuShare Your administrator may have restricted account creation to either registered users or an administrator Check with your DocuShare administrator Why am unable to log into DocuShare Make sure you are using a browser that supports logging into a system Check with your DocuShare administrator to find out which browsers support logging Also make sure your browser is set to accept cookies This problem can also occur when your browser is not set to refresh the page with every visit to it In this case you are actually logged in but are seeing an out of date page forgot my DocuShare
23. 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 Note When applying the permissions to a container and its objects the change occurs in the background You can check the status of the background job on the information bar at the top of the Permissions page For details on the job and to delete the job from the queue click the Job ID number displayed on the information bar In addition you can access your background jobs from My DocuShare 5 6 User Guide Access permissions Applying permissions to a document and its versions Applying permissions to a document and its versions Since each version of a document has its own access list when you change a document s access permissions you can choose how you want to apply the changes to the document s versions You can change a document s access permissions if you are the logged in owner of the document or a logged in user with Manager permission to it To apply a document s access permission to its versions 1 Locate the document whose permissio
24. 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 On the navigation bar click Users amp Groups 2 Click the Add User link On the Add User page enter the following information Username The 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 This field appears if your site uses the LDAP feature the menu lists both internal and LDAP domains 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 4 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 5 Click Apply The View Properties page for the user account appears If DocuShare was unable to create a new a
25. address entered in the To field Compose your message and click Send to email the message to the members of the group User Guide 2 13 DocuShare group accounts Users and groups Viewing the change history G Di Only for DocuShare CPX 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 a e w v a Locate the group whose change history you want to view Click the group 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 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 and then choose the user from the Select User menu Choose All from the Select User menu 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 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 Deleting a group You can delete a group if you are the logged in owner of the group To delete a group 1 2 2 14 On the navigation bar click Users amp Groups On the List page select Groups in the Show field Do one of the following To f
26. 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 7 9 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 Inthe Page Size field enter the number of objects to show on each page b In the 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 7 10 User Guide DocuShare workspaces Viewing and changing workspace properties Viewing and changing workspace properties You can change a workspace s properties if you are the logged in owner of the workspace or a logged in user with Writer permission to it To view and change a workspace s properties 1 Locate the workspace whose properties you want to view and change 2 Click the workspace s Properties icon 3 On the View Properties page click the Edit li
27. e Search for the workspace that you want to delete On the Search Results page click Delete from the workspace s More Actions menu e Go to My DocuShare In the workspaces portlet open the workspace that you want to delete Click the Properties icon and then click Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the workspace then you do not have Manager permission to the object and cannot delete it 2 From the For workspaces delete menu do one of the following e Select Workspace and Contents to delete the workspace and all of the objects in it e Select Workspace Only to delete the workspace but not its contents 3 In the Membership group field choose whether or not to delete the workspace membership group 4 Click Delete to remove the workspace from your site User Guide 7 13 Deleting a workspace DocuShare workspaces 7 14 User Guide DocuShare wikis OOM VING lt lt cose ca een Hot et hehe PRE DEER OE Ae EE HES EG ReR ES 8 2 AGN GW cncis teed dee ka dara eeea krini Woah Nre ar 8 3 Adding content to awik asec scbedaeve sees diced eee eeeeeeooeesns 8 4 gt RENOWN WIK PRICE ossi kinei RAAE REE DAAR EAE 8 6 PNG ARP G erraiten EE a a 8 7 e Viewing and changing wiki properties 0 00 8 8 Changing the location ofa wiki ccc s0es44cesdeesseeeesvewnsedass oe 8 9 ISN Ae gotchas k Me hae eon Ah aN Oe eS 8 10 User Guide
28. 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 Team Project includes one workspace collection a calendar anda 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 User Guide 7 3 Controlling access to the workspace DocuShare workspaces 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 memb
29. in PDF format 4 5 viewing its version history 4 10 viewing properties 4 15 viewing routing tasks in progress 17 15 DocuShare 1 2 accessing 1 3 and WebDAV folders A 2 FAQs 20 2 to 20 5 icons 1 5 logging in 1 7 logging out 1 7 navigating 1 4 DocuShare Archive Server 19 2 DocuShare Client applications DocuShare Outlook Client 1 9 DocuShare Windows Client 1 9 PaperPort Link to DocuShare 1 9 DocuShare federated server 2 6 DocuShare federation 2 6 DocuShare objects See objects DocuShare Outlook Client 1 9 DocuShare user 2 2 DocuShare User Group 1 8 DocuShare Windows Client 1 9 domain changing for group 2 12 changing for user 2 6 downloading a document 4 4 E Edit Selected menu 3 7 editing a document 4 7 email message limiting number received for notifications 12 3 Index 3 receiving for a notification 12 3 receiving when routing task is assigned 17 11 sending to a group 2 13 event See also recurring event adding to calendar 6 8 changing access permissions 5 4 changing its location 6 10 changing owner 5 5 changing properties 6 9 deleting 6 11 viewing properties 6 9 expired topic deleting 10 11 viewing 10 11 exporting a document 4 13 F FAQs 20 2 to 20 5 favorites adding objects to 15 3 removing objects from 15 3 viewing 15 3 federated server mapping to 2 6 to 2 7 removing mapping 2 8 searching 14 4 14 6 to 14 7 feed using to vie
30. 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 5 Click Go Your username appears on the navigation bar indicating that you are logged in To log out of DocuShare 1 Doone 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 1 7 How to get help Getting started 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 DocuShare User Group The DocuShare User Group DoUG provides access to additional product information hints and tips from other user group members and knowledge base articles To sign up with the user group go to http docushare xerox com doug 1 8 User Guide Getting started DocuShare Client applications DocuShare Client applications The Downloads page on the Help Desk provides several Client applications to extend DocuShare s functionality DocuShare Windows Client A Windows based application that seamlessly inte
31. in alphabetical order or select 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 and click Go e To display all containers click Show All 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 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 The Locations page appears displaying the container title s in which the object now appears User Guide 8 9 Deleting a wiki DocuShare wikis Deleting a wiki You can delete a wiki which deletes all of its pages or delete an individual wiki page if you are the logged in owner of the wiki or have Manager permission to it After deleting a wiki it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged t
32. object whose content rules you want to view Do one 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 To view the settings of a content rule 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 settings are read only you cannot change any of the settings If a content rule is disabled it is because it has run too many times due to the rule repeating itself If you want a disabled content rule to run again you must recreate it User Guide DocuShare content rules Deleting a content rule Deleting a content rule You can delete a content rule if you are the logged in owner of a content rule or a logged in user with Manager permission to the content rule After deleting a content rule it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a content rule 1 2 Locate the object whose content rule you want to delete Do one of the following 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
33. possible locations in alphabetical order or select Handle to display the possible locations in numerical order Do one of the following e To find specific calendars enter any part of a calendar title in the Search field Click the Go button e To display all calendars click Show All e To display your favorite calendars click Show Favorites In the Possible Locations field select the calendar s in which you want the event to appear and click the Add button To select multiple calendars use the CTRL key Windows or the Command key Macintosh In the Selected Locations field select any calendars in which you do not want the event to appear and click the Remove button To select multiple calendars use the CTRL key Windows or the Command key Macintosh Make sure at least one calendar appears in the Selected Locations field Otherwise the event will become orphaned which means it will not appear in any calendar Click Update Locations User Guide DocuShare calendars Deleting a calendar event Deleting a calendar event You can delete a calendar event if you are the logged in owner of the event or a logged in user with Manager permission to it However if the event is one of a recurring series you need only Writer permission to the event to delete it To delete a calendar event 1 Navigate to and open the calendar that contains the event you want to delete 2 Click the title of the event The View Properties p
34. scanned document to a collection 18 6 search query 14 11 scan cover sheet creating 18 3 deleting 18 4 using 4 3 18 4 scan template 18 5 scanned document checking length of time in temporary collection 18 5 receiving URL after saving 18 6 saving to a collection 18 6 scanning documents about 18 2 at a WorkCentre 18 5 using scan cover sheets 4 3 18 3 Search Available to defined 5 4 search words separator 14 4 searches 14 2 See also saved query how to specify exact phrase 14 4 14 6 running 14 4 to 14 7 saving 14 11 stop words 14 10 using minus signs 14 4 using non alphanumeric characters 14 9 User Guide using plus signs 14 4 using wildcards 14 9 searching for objects 14 4 to 14 7 combining search terms 14 6 to 14 7 finding user and group accounts 2 15 on federated servers 14 4 14 6 to 14 7 running a word search 14 4 using search options 14 5 shortcuts adding to workspace 7 8 removing from workspace 7 8 shortcuts portlet 7 2 changing properties 7 10 snippet document showing and hiding in search results 14 4 14 7 stemming 14 2 stop words 14 10 T tasks See routing tasks temporary scan collection checking how long scanned documents are stored 18 5 moving scanned document from 18 6 TIFF file creating by scanning 18 5 topic adding to discussion 10 7 changing access permissions 5 4 changing its location 10 9 changing owner 5 5
35. templates are available for your use and whether 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 ona 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 oa fF WN gt 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 18 5 Scanning documents to a temporary scan collection Scanning documents Saving a scanned document to a collection To save a scanned document to a collection you must be logged in and have Writer permission to the collection To save a scanned documen
36. 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 which 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 Routing documents User Guide 15 7 Viewing your routing tasks My DocuShare 15 8 User Guide Online meetings e About online meetings e Scheduling an online meeting e Launching an online meeting e Joining an online meeting e Deleting an online meeting User Guide About online meetings Online meetings About online meetings G 2i Only for DocuShare CPX 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 16 2 User Guide Online meetings Scheduling an online meeting Scheduling an online meeting You schedule an online m
37. the discussion then you do not have Manager permission to the object and cannot delete it 3 Click Delete to remove the discussion from your site 10 6 User Guide DocuShare discussions Adding a topic to a discussion Adding a topic 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 You can add a topic to a discussion if you are logged in and have Writer permission to 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 Inthe Description field enter the body of the topic Click Submit The topic is added to the discussion To change the topic s permissions see Access permissions Adding replies If you are logged in and have Writer permission to the topic or reply you can add a reply To add a reply 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 a fF WN gt If you want to include the previous message and the name of the user who added it click Quote Post 6 Click Submit User Guide 10 7 Viewing and ch
38. you are the logged in owner of the calendar or a logged in user with Writer permission to it To view and change a calendar s properties 1 Locate the calendar whose properties you want to view and change 2 Click the calendar 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 C 2K Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the calendar whose change history you want to view Click the calendar 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 a fF ON gt 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 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 events to display 7 To display the activity during a specific date
39. 1 weblog 9 7 wiki 8 8 workspace 7 11 checking in an edited document 4 7 checking out a document 4 7 collection 3 2 See also personal collection about 1 5 adding 3 3 adding document to 4 3 applying permissions to contents 5 6 changing access permissions 5 4 changing its location 3 5 changing owner 5 5 Index 2 Index changing properties 3 4 deleting 3 6 editing multiple objects in 3 7 restoring after deleting 3 6 4 17 6 7 setting up for routing documents 17 6 viewing change history 3 4 viewing properties 3 4 comment deleting from weblog entry 9 6 viewing 9 6 comments adding to a document 4 14 adding to weblog entry 9 6 viewing for documents 4 14 content portlet 7 2 changing properties 7 10 content rule about 13 2 about disabled content rules 13 4 creating 13 3 deleting 13 5 event triggers 13 2 restoring after deleting 13 5 tips when creating 13 3 viewing 13 4 Copy Edit Selected menu 3 7 Copy Shortcuts Edit Selected menu 3 7 cover sheet See scan cover sheet CPX user 2 2 creating group account 2 9 to 2 10 user account 2 3 Cut Edit Selected menu 3 7 D DataGlyph 18 3 day view calendar 6 2 Delete Edit Selected menu 3 7 deleted tasks viewing all 17 14 deleted tasks viewing for document 17 15 deleting calendar 6 7 collection 3 6 completed routing tasks you assigned 17 8 User Guide Index content rule 13 5 discuss
40. 3 Searching for objects DocuShare searches Searching for objects The navigation 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 one or more words in the Search field Separate each word with a space Note If you want DocuShare to search for an exact phrase or a phrase that includes a logical operator such as And or Or enclose the phrase in quotation marks for example war and peace If you want the search results to exclude objects that contain a word precede that word with a minus sign For example if you want to find content on green vegetables but not broccoli enter green vegetables broccoli If you want the search results to include objects that contain a word precede that word with a plus sign For example if you want to find content on green vegetables that definitely includes broccoli enter green vegetables broccoli 2 Depending on the page from which you are running the search and whether or not your site is part of a federation select a search scope from the In menu 3 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 but
41. 7 3 adding content 7 7 adding shortcuts 7 8 changing access permissions 7 5 to 7 6 changing its location 7 12 changing membership group members 7 4 to 7 5 changing portlet properties 7 10 changing properties 7 11 controlling access to 7 4 deleting 7 13 re assigning membership group 7 5 removing shortcuts 7 8 restoring after deleting 7 13 viewing calendars 7 9 viewing change history 7 11 viewing properties 7 11 Writer access permission 1 6 5 2 WYSIWYG editor and wikis 8 4 User Guide Index 9
42. 8 1 About wikis DocuShare wikis About wikis 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 8 2 User Guide DocuShare wikis Adding a wiki Adding a wiki To get started you first add a wiki to a collection or workspace DocuShare CPX only and then add content to it You can add a wiki if you are logged in and have Writer permission to the container 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 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 To change the wiki s permissions see Access permissions User Guide 8 3 Adding content to a wiki DocuShare wikis Adding content to a wiki You add content to the wiki by editing the wiki home page creating and linking additional wiki pages inserti
43. 9 5 Chapter 20 FAQs Answers to frequently asked questions 0 00 0c eee eee 20 2 Appendix A WebDAV folders Using WebDAV folders 0 0 000 ee eae A 2 Document titles in WebDAV folders 0 0 00000000 ccc eee A 2 Appendix B DocuShare portal integration Accessing DocuShare in a portlet 0 0 0 c ee eee B 2 viii User Guide Getting started MORONE cc dace eee Ree ERA EOE HERERO REA AEA 1 2 Accessing DocuShare it4ccs ioera dees der rd ewebadapaeeata riari 1 3 e Understanding DocuShare objects 0c eee eee eens 1 5 s Gogoi MAn OM iace guy rin teh Phd dee eee Chee awe Ree awe 1 7 E POVIGOGIb ac ebeuid ens Teeee ree arERedenw ee he ee tend Geena 1 8 DocuShare Client applications 04 ceec4e0 i seeedvoseeedeeavenaace 1 9 User Guide 1 1 Welcome Getting started Welcome The Xerox 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 co
44. 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 Click the Delete icon in the upper right corner of the window The Confirm Delete page appears Click Delete User Guide 13 5 Deleting a content rule DocuShare content rules 13 6 User Guide DocuShare searches e About searches e Viewing new content on your site e Searching for objects e Running an advanced search e Using reserved characters ina search 0 02000e cece eeees E SOO WOMS cvccratesneegeeaaar ta Aha aun Gade nE EE EERE EES e Savitig ASCs guey 22255 occu s dari xeee 4 Soe od Rew eS ee eee SASS e Changing saved query properties 220000 cee eee e Changing the location of a saved query 2220000 eee eee e Deleting a saved query 2 scsi ceed ee desde eee deve en ee eee boners User Guide About searches DocuShare searches 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 p
45. Handle to display the possible containers in numerical order 4 Doone 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 display all containers click Show All e To display your favorite containers click Show Favorites 5 Inthe Possible Locations field select the container s in which you want the calendar to appear and click the Add button To select multiple containers use the CTRL key Windows or the Command key Macintosh 6 Inthe Selected Locations field select any containers in which you do not want the calendar 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 calendar will become orphaned which means it will not appear in any container 7 Click Update Locations 6 6 User Guide DocuShare calendars Deleting a calendar Deleting a calendar You can delete a calendar if you are the logged in owner of the calendar or a logged in user with Manager permission to it When you delete a calendar all of the events in it are also deleted After deleting a calendar it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare f
46. 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 summary 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 If you are receiving too many email messages from notifications you can choose to not receive messages for one or more types of events f
47. TML conversion feature cannot convert documents that contain encrypted 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 G Di Only for DocuShare CPX 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 User Guide 4 5 Finding duplicate documents DocuShare documents Finding duplicate documents G 2X Only for DocuShare CPX DocuShare provides a finder feature that enables you to find documents with identical content regardless of their format 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 cont
48. X 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 From the Edit Selected menu select Export Document The Confirm Export Document page appears 4 Inthe Location field select the external location for the document Click the Confirm button User Guide 4 13 Adding comments to a document DocuShare 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 Any logged in user with Reader permission to a document can post comments on it To post a comment on a document 1 Locate the document on which you want to post a comment 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 14 User Guide DocuShare documents Viewing and changing document properties Viewing and changing document properti
49. XEROX DocuShare User Guide Publication date April 2007 This document supports DocuShare Release 6 0 DocuShare CPX Release 6 0 Prepared by Xerox Corporation DocuShare Business Unit 3400 Hillview Avenue Palo Alto California 94304 USA Copyright 2007 Xerox Corporation All Rights Reserved Xerox and DocuShare are trademarks of Xerox Corporation All other trademarks are the property of their respective companies and are hereby acknowledged Table of Contents Chapter1 Getting started WeICOme s 2 5 So as ete Oy ada eat boleh ak Sole ee Mol ede ee koe 1 2 Accessing DocuShare 0 eens 1 3 Navigating your Site 2 tees 1 4 Understanding DocuShare objects asuaan aaaea 1 5 Object permissions 0 0 0 0 ee eae 1 6 Object properties a nss ye eem a aa i eee 1 6 Logging nand out heres E erea EAEE E edie a ee pam aeeeene eacke 1 7 How to get help iste wichita e aa E A Sana ets 1 8 DocuShare User Group ankh ah ala eee eee 1 8 DocuShare Client applications 000 0c cece eee 1 9 Chapter 2 Users and groups About DocuShare accounts uaaa aaa 2 2 DocuShare user accountS 0 0 ccc ee eae 2 3 Creating a user account 0 eee 2 3 Viewing user account properties 00 0000 e eee eee eee 2 4 Changing your user account properties 1 0 00 0c eee 2 4 Changing your password 1 0 0 ee 2 5 Changing your username 0 0 eee 2 5 Chan
50. You can change the default setting by changing the document s Max Versions property See Viewing and changing document properties on page 4 15 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 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 Ifthe 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 4
51. You can change the properties and search terms of a saved query if you are the logged in owner of the query or you are logged in and have Writer permission to it To change a saved query s properties Locate the saved query whose properties you want to change Click the Properties icon that appears to the right of the saved query s title On the View Properties page click the Edit link Change the properties you want Click Apply Click the Edit Query link Change the search terms you want Click Apply DocuShare saves the changes to the saved query oN Oa PF wON SF Viewing the change history C Di Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the saved query whose change history you want to view Click the saved query 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 af oN gt Do one 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 Click Show All 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 events to display 7 To display the activity
52. about 16 2 adding attendees 16 3 to 16 4 deleting 16 7 joining 16 6 launching 16 5 scheduling 16 3 to 16 4 viewing ones you scheduled 15 7 Or operator using in searches 14 7 orphan object 4 16 8 9 9 8 adding to collection after restoring from Archive Server 19 5 owner changing for group 2 12 changing for object 5 5 Index 5 P page footer 1 4 PaperPort Link to DocuShare 1 9 password changing 2 5 Paste Edit Selected menu 3 7 PDF file creating by scanning 18 3 PDF format viewing a document in 4 5 permissions See access permissions personal calendar 15 5 creating 15 5 personal collection 15 4 adding objects to 15 4 personal trashcan using 15 6 placeholder document 4 3 plus sign using in searches 14 4 portal application and DocuShare B 2 portlet accessing DocuShare in B 2 preferred version and maximum versions 4 3 changing 4 10 defined 4 10 progress reports viewing 17 9 properties viewing and editing with document content 4 4 properties and objects 1 6 Q question mark using in searches 14 9 quotation marks using in searches 14 4 14 6 R Reader access permission 1 6 5 2 Read Only user 2 2 recipient list changing for document routing 17 4 creating for notification 12 5 recurring event adding to calendar 6 8 Index 6 Index deleting series of 6 11 removing user account mapping from a federated server 2 8 Rename Edit Sel
53. age appears Click the event s Delete icon 4 On the Confirm Delete page do one of the following e Ifthe event is a single occurrence click the Delete button Ifthe event occurs more than once click the Delete All Events in This Series button to delete all occurrences of the event from the calendar click the Delete Just This Event button to delete the event from the date you selected User Guide 6 11 Deleting a calendar event DocuShare calendars 6 12 User Guide DocuShare workspaces ADU WOIKSRACES oad cc dbdae Rhed Sob OH EER reki En uA R RENNA 7 2 Adding G WOKSHECE 2c eek sd deead Eee ddae a Dd Eb EDGER EEE ER 7 3 e Controlling access to the workspace 02000 cee e eee eee 7 4 Adding content to INS WOMSHECe ny 165 4b end Gde Sede de eeGrel dnd veneers 7 7 Managing MOS 26ks dete rar AETA phere iene e arene a eanades 7 8 Using Calendars ccccscegestouee Cob bdigews Pehtateraeaneeiserdes 7 9 Changing portlet properes c is e545 e3ek sic edenedadsdvsesbers ae 7 10 e Viewing and changing workspace properties 00 e eee eee 7 11 e Changing the location of a workspace 0 2200 eee cence 7 12 Deleting a workspace cece eer ee eee eae ea PEe de eae ee eEee deans 7 13 User Guide 7 1 About workspaces DocuShare workspaces About workspaces E 2X Only for DocuShare CPX A workspace provides a shared area for project and team collaboration From a single page
54. anging the properties of a topic or reply DocuShare discussions Viewing and changing the properties of a topic or reply If you are logged in and have Reader permission to a topic or reply you can view its properties You can change the properties of a topic or reply if you are logged into DocuShare and have Writer permission to the object To view and change the properties of a topic or reply 1 Navigate to and open the discussion that contains the topic or reply you want to change 2 Click the Properties icon that appears to the right of the object 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 5 Click Apply Viewing the change history G Di Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the topic or reply 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 Or ONS oS Do one 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 Click Show All and then choose the user from the Select User menu e Choose
55. 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 User Guide 17 3 Routing a document Routing documents 13 14 15 17 4 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 At the 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 Inthe Subject field enter a brief topic that appears in the notification or email that the user receives Inthe Comments field enter a message
56. ar rotated 20 4 You need to change the browser s cache setting Open the Preferences window and click Advanced then Cache Under Compare the page in the cache to the page on the network select Everytime view the page User Guide FAQs Answers to frequently asked questions Table 20 1 FAQs Problem Solution Why can changing the permissions of The time it takes to change the permissions of a collection and its objects take longer a collection and its objects is dependent on than expected the number of collection objects which includes all nested collections and their contents When changing the collection s permissions DocuShare must examine each objec s access list and either merge the changes or replace the access list That is why DocuShare processes the permissions change in the background which allows you to complete other tasks As an alternative your administrator can use a command line utility to change the permissions of a collection that contains a large number of objects User Guide 20 5 Answers to frequently asked questions FAQs 20 6 User Guide WebDAV folders Using WebDAV IGS oc icc eee ede ced ae her dete deen shee a4Gew WE User Guide Using WebDAV folders Using WebDAV folders DocuShare supports the WebDAV Web Distributed Authoring and Versioning protocol which enables you to access DocuShare collections and documents through a WebDAV compliant folder You do not
57. arated oly deat E ESDA EREI EENE a 4 2 Adding a document enrere wi ie no e ea Ee E eee 4 3 Viewing a document ses esner oaee piner A eee een ee eens 4 4 Viewing a document and its properties 2200000 cee eee 4 4 Viewing an HTML rendition of adocument 000 eee eee 4 5 Viewing a PDF rendition of a document 000 0 cee eee 4 5 Finding duplicate documents aaan auaa eee 4 6 Editing a document esker 22 beatae na beta we ta adewhedeWe EE fac 4 7 Adding a new version of adocument 00 000 cece nee 4 9 Managing document versions 0000 cece tees 4 10 Viewing document versionS 0 00 e eee tte ee 4 10 Changing the preferred version 0 0 0 0 c eee eee 4 10 Viewing the renditions of a version 000 eee 4 11 Viewing and changing version properties 0 00 e eee eee 4 11 Locking and unlocking a document 0 000 cece eee eae 4 12 Exporting a document 2 s a0u 2 Padua cuit aay petite etapa dial eed php ade R 4 13 Adding comments to a document 0000 e eae 4 14 Viewing and changing document properties 0 00 e ee eee 4 15 Viewing the change history 00 000 e eee eee 4 15 Changing the location of adocument 0000 eee eee 4 16 Deleting a document 000 ccc ee eae 4 17 Chapter5 Access permissions About access permissions 000 eee eee teens 5 2 Viewing the access permissions of an object
58. 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 Click the Go button e To display all containers click Show All 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 14 11 Changing saved query properties DocuShare searches Changing saved query properties
59. bers and properties unless you have Manager permission to the group To change the owner of a group 1 On the navigation bar click Users amp Groups 2 On the List page select Groups in the Show field Do one of the following To find a specific group account enter part of the group s title in the Search field Click the Go button e To display all group accounts click Show All 4 From the displayed list click the group whose owner you want to change The View Properties page for that group appears 5 Click the Edit link Click Change Owner The Change Owner page appears 7 Doone 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 display all user accounts click Show All e To display your favorite accounts click Show Favorites 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 10 Click Update Owner Changing the domain of a group If your site uses the LDAP feature you can change a group s domain to an internal domain on the DocuShare server 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 On the navigation bar click Users amp Groups 2 On the List page select Groups in th
60. bject is deleted Properties edited The properties of the object are changed Permissions edited The permissions of the object are changed Change in ownership The owner 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 uploaded 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 12 2 User Guide DocuShare notifications Adding a notification Adding a notification You can add a notification for an object if you are logged in and have Reader permission to the object 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 Note 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
61. ccount a message page appears describing the problem User Guide 2 3 DocuShare user accounts Users and groups Viewing user account properties You can view the properties of any DocuShare user account To view a user s account properties 1 2 3 4 On the navigation bar click Users amp Groups On the List page select Users in the Show field From the User Level menu select a single user level or all levels 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 display all user accounts click Show All From the displayed list click the name of the user whose properties you want to view 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 2 On the navigation bar click your username On the View Properties page click the Edit link Change the properties you want Click a field name for a description of each property Click Apply User Guide Users and groups DocuShare user accounts Changing your password You must be logged in as the user whose password you want to change You cannot change anot
62. ch field Click the Go button e To display all group accounts click Show All From the displayed list click the group whose members you want to change The View Properties page for that group appears 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 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 display all accounts click Show All 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 2 11 DocuShare group accounts Users and groups 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 mem
63. ch for User field and then choose the user from the Select User menu e Click Show All 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 events to display 7 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 8 8 User Guide DocuShare wikis Changing the location of a wiki Changing the location of a wiki You can move a wiki to another container or have the wiki appear in several containers on your site Although a wiki can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a wiki s location you must be logged in and have Writer permission to both the wiki and the new location To change a wiki s location 1 2 Note 7 Locate the wiki that you want to move Do one of the following e Click the checkbox that appears next to the wiki s title From the Edit Selected menu select Change Location On the Confirm Change Location page click Confirm e Click the wiki s Properties icon On the Properties page for the wiki click the Locations tab The Change Location page appears In the Sort By field select Title to display the possible containers
64. container To add a document 1 Navigate to and open the container 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 e Uploading a document now to upload a document immediately e Scanning a document using a cover sheet to scan a paper document Uploading a document later to upload a document at a later time 4 If you 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 a document with a scan cover sheet on page 18 4 If you are uploading a document later you can add the docu
65. containers on your site Although a discussion can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a discussion s location you must be logged in and have Writer permission to both the discussion and the new container Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a discussion See Editing multiple objects in a collection on page 3 7 To change a discussion s location 1 Locate the discussion whose location you want to change 2 Doone of the following e Click the checkbox that appears to the left of the discussion 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 discussion s title Click the Locations link The Change Location page appears 3 Inthe Sort By field select Title to display the possible containers in alphabetical order or select Handle to display the possible containers in numerical order 4 Doone 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 display all containers click Show All e To display your favorite containers click Show Favorites 5 Inthe Possible Locations field select the container s in which you want the discussion to appear and click the Add button T
66. cription field enter the page content using either the WYSIWYG editor or wiki syntax 6 Click Apply The pages are linked 8 4 User Guide DocuShare wikis Adding content to a wiki 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 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 Doone 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 e To insert an image located on the same DocuShare server enter image Document 2 Click Apply To insert an image on a wiki page using wiki syntax 1 Doone of the following To insert an image located on an external URL enter image url To insert an image located on the same DocuShare server enter image Document 2 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 Open a wiki page and click Attach The Add Document page appears 2 Enter the complete path and filename of the document in the Filename field or click the Browse button to navigate to and select the docum
67. ct from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a document 1 Locate the document that you want to delete 2 Doone of the following e Click the checkbox that appears next to the document s title From the Edit Selected menu select Delete From the document s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the document then you do not have Manager permission to the object and cannot delete it 3 Click Delete to remove the document from your site User Guide 4 17 Deleting a document DocuShare documents 4 18 User Guide Access permissions About ACCESS PENMNISSIONS 4 0c4ccc0 008 ee sdti yarns RT ERED REO 5 2 e Viewing the access permissions of an object 0 000 c eee eee 5 3 e Changing the access permissions of an object 2 20 5 4 Changing the owner ofan OBJEC coc ce ssdcadiawiasdeeageee sea bee awe 5 5 e Applying permissions to the objects in a container 000 5 6 e Applying permissions to a document and its versions 5 7 User Guide 5 1 About access permissions Access permissions About access permissions Every DocuShare object has a set of associated permissions called its access list Permissions are the access rights that a defined set of
68. ct s Description or Summary You should limit use of HTML to simple formatting commands like font changes and lists Including header commands like lt HTML gt lt HEAD gt or lt BODY gt will most likely interfere with DocuShare s own HTML commands leaving a page that is either blank or very poorly formatted You should also avoid using any tags in Title and Summary properties that affects the vertical layout such as IMG and list directives because those two properties are displayed in contexts that assume simple strings What should do if cannot find an object or a document User Guide DocuShare provides a variety of search features to help you quickly find objects See DocuShare searches for information on how to run a search Answers to frequently asked questions FAQs Table 20 1 FAQs Problem Solution am logged into DocuShare and when try to access an object receive a message that states Not Authorized What should do Contact the object s owner who can give you access accidentally deleted a collection without deleting the objects it contained Now cannot find those objects What should do When 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 However the objects are still stored on your site Your administrator can relocate orphan
69. ct to the clipboard so it can be pasted to a shortcuts portlet on a workspace DocuShare CPX only e Cut Cut the object to the clipboard The clipboard can contain a maximum of 100 objects e Paste Paste the object from the clipboard e Delete Remove the object from your site Rename Change the title of the object e Route Send the document to users for approval review or information See Routing documents for more information To edit multiple collection objects 1 Navigate to and open the collection 2 Doone 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 3 From the Edit Selected menu select the command you want A confirm window appears 4 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 User Guide 3 7 Editing multiple objects in a collection DocuShare collections Using Copy Cut and Paste to change the location of an object To copy or cut objects 1 2 Note 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 whet
70. cussions e Adding a discussion e Viewing and changing discussion properties Changing the location of a discussion 2 2 0 0 0045 cece eee nee Diu AURCUSSIWic aitete phere a ian beeEEr eed ee auws Adding a topic tod diSGUSSION i eect c ee ed ia ereidaverer weeded dered e Viewing and changing the properties of a topic or reply Changing the location of AOD tcc eke cea adda sac eeb ad kusa oe eave DER AIGhIC ONS cicetere ce racacaeen Rae thon nedceeaawes e Viewing and deleting expired topics 2 0 060 ee ee ee eee User Guide About discussions DocuShare discussions About discussions 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 10 2 User Guide DocuShare discussions Adding a discussion Adding a discussion You can add a discussion to a collection or workspace DocuShare CPX only if you are logged in and have Writer permission to the container 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 Inthe Title field enter a name for the discussion The name should b
71. 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 14 12 User Guide DocuShare searches Changing the location of a saved query Changing the location of a saved query You can move a saved query to another container or have the saved query appear in several containers on your site Although a saved query can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a saved query s location you must be logged in and have Writer permission to both the saved query and the new container Note You can also use the Copy Cut and Paste commands to change the location of a saved query See Editing multiple objects in a collection on page 3 7 To change a saved query s location 1 Locate the saved query whose location you want to change 2 Doone of the following e Click the checkbox that appears to the left of the saved query 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 saved query s title Click the Locations link 3 Inthe Sort By field select Title to display the possible containers in alphabetical order or select Handle to display the possible containers in
72. e Users Groups field User Guide 7 5 Controlling access to the workspace DocuShare workspaces 11 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 display all accounts click Show All e To display your favorite accounts click 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 For Search Available To do one of the following e Click Anyone to allow guests and users to view the workspace in a search results list e Click Access List Only to allow only those accounts in the workspace s access list that have at least Reader permission to see the object in a search results list For Options select one of the following Apply all permissions to Assigns all of the permissions e Apply only changes to Assigns only the changed permissions Select one of the following This container only Applies the permissions to the container only The permission
73. e document but has not taken any action 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 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 5 To view the user s changes to the document click the document s title Close the document after viewing the changes Then close the Response to Routing window 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 e To complete the task later click Keep for Later The task remains in the Tasks Assigned by Me list 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
74. e Approved button The task is removed from the Tasks Assigned to Me list To complete the task but not approve the document click the Disapproved button The task is removed from the Tasks Assigned to Me list To not complete the task at this time click the Respond Later button The task remains in the Tasks Assigned to Me list Reviewing a document 1 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 2 Review the document and make any changes you want 3 ONO 17 12 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 b emoao Click the Properties icon that appears to the right of the document s title 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 ve
75. e Show field 2 12 User Guide Users and groups DocuShare group accounts Do one of the following To find a specific group account enter any part of the group s title in the Search field Click the Go button e To display all group accounts click Show All From the displayed list click the group whose domain you want to change The View Properties page for that group appears Click the Change Domain link Select a new domain from the Domain menu Click Apply 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 2 On the navigation bar click Users amp Groups On the List page select Groups in the Show field Do one of the following To find a specific group account enter part of the group s title in the Search field Click the Go button e To display all group accounts click Show All From the displayed list click the group that you want to send an email message to The View Properties page for that group appears 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
76. e account 2 8 User Guide Users and groups DocuShare group accounts DocuShare 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 instead 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 This field appears if your site uses the LDAP feature the menu lists both internal and LDAP domains 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 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 Do one of the f
77. e eee eee eee eee eee 6 11 User Guide 6 1 About calendars DocuShare calendars About calendars You can add a calendar to your site to keep track of your appointments meetings and other activities If you and a group of co workers are responsible for a project you can share a calendar to manage the tasks and schedules The entries you add to a calendar are called events An event can occur all day or during a specified time period In addition an event can occur once or repeatedly such as a weekly staff meeting or a class You can display a calendar in any of the following views 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 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 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 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 e
78. e 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 the 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 To change the discussion s permissions see Access permissions User Guide 10 3 Viewing and changing discussion properties DocuShare discussions Viewing and changing discussion properties If you are logged in and have Reader permission to a discussion you can view its properties You can change a discussion s properties if you are the logged in owner of the discussion or a logged in user with Writer permission to it To view and change a discussion s properties 1 Locate the discussion whose properties you want to view and change 2 Click the discussion 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 administrat
79. e the weblog whose properties you want to view and change 2 Click the weblog 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 5 Click Apply Viewing the change history C Di Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the weblog whose change history you want to view Click the weblog 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 a fF ON gt 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 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 events to display 7 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 User Guide 9 7 Changing the location of a weblog DocuShare weblogs Changing the location
80. eader Writer and Manager permissions The name of the previous owner remains in the access list User Guide 5 5 Applying permissions to the objects in a container Access permissions Applying permissions to the objects ina container When you change the access 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 You can change a container s access permissions if you are the logged in owner of the container or a logged in user with Manager permission to it To apply a container s access permission to the objects in it 1 Locate the container whose permissions you want to change 2 Doone of the following From the container s More Actions menu select Permissions e If visible click the key icon that appears to the right of the container s title DocuShare CPX only The Permissions page for the container appears Make the changes you want to the access list 4 For Options select one of the following Apply all permissions to Assigns all of the access permissions 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
81. eared 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 You can restore an object if you are the logged in owner of the object or a logged in user with Manager permission to it To restore an archived object 1 On the navigation bar click the Advanced link The Advanced Search page displays 2 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 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
82. ect User menu 6 From the Show Last menu select the number of change events to display 7 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 User Guide 4 15 Changing the location of a document DocuShare documents Changing the location of a document You can move a document to another container or have the document appear in several containers on your site Moving a document eliminates the need to delete the document and then upload it again Although a document can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a document s location you must be logged in and have Reader permission to the document and Writer permission to the new container Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a document See Editing multiple objects in a collection on page 3 7 To change a document s location 1 Locate the document that you want to move 2 Doone of the following e Click the checkbox that appears next to the documents 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 document
83. ected menu 3 7 rendition viewing for versions 4 11 viewing HTML 4 5 viewing PDF 4 5 reply adding to topic 10 7 changing properties 10 8 deleting 10 10 viewing change history 10 8 viewing properties 10 8 reserved characters using in searches 14 9 Restore Edit Selected menu 3 7 restoring archived content 19 5 restoring deleted objects 3 6 4 17 6 7 7 13 8 10 9 9 10 6 11 6 12 7 13 5 14 14 retain login for future 1 7 Route Edit Selected menu 3 7 routed document acknowledging receipt of 17 13 approving 17 11 disapproving 17 11 publishing new version of 17 10 removing after sent for information 17 13 reviewing 17 12 routing a document about 17 2 automatically after adding to collection 17 6 including additional documents 17 3 routing order 17 4 to users 17 3 to 17 5 types of routing tasks 17 3 using a saved Routing Slip 17 3 Routing Slip 17 2 re using 17 3 saving 17 5 routing tasks checking status of your tasks 17 7 to 17 8 deleting completed 17 8 User Guide Index viewing all deleted 17 14 viewing for document 17 15 viewing tasks assigned to you 15 7 17 11 RSS feed See feed 12 2 S saved query adding to container 14 11 changing access permissions 5 4 changing its location 14 13 changing owner 5 5 changing properties 14 12 restoring after deleting 14 14 viewing change history 14 12 saved Routing Slip using 17 3 saving a Routing Slip 17 5
84. ed objects in a collection so you can access them again Or you can access an orphaned object if you know its unique address for example http sales acme com docushare dsweb Get Document 128 After moving a collection to a new location why am unable to find it in either the new or the old location You accidentally orphaned the collection which means you cannot access it from another collection The collection is still stored in DocuShare Your administrator can recover the orphaned collection by relocating it ina collection Or you can access the collection if you know its unique address for example http sales acme com docushare dsweb Get Collection 12 deleted an object from a collection Why can still see it when navigate to the collection page If you used the browser s Back button Favorites or Bookmarks to navigate you may have accessed a cached version of the collection page Click the browser s Refresh or Reload button to display the latest version of the page logged into DocuShare navigated the site and then used my browser s Back button a few times Why am now logged in as a Guest You have accessed a cached version of the page Click the browser s Refresh or Reload button to display the latest version of the page You should see your username on the navigation bar use Netscape Navigator to access DocuShare After rotating a scanned image why does it not appe
85. ee 9 2 Adding a weblog serris e e a a wid Deseo sade a head 9 3 Posting weblog entries 2 0 eee 9 4 Editing weblog entries 2 0 eine eae ae a E ra eN ah 9 4 User Guide v Table of Contents Deleting weblog entries 0 eae 9 5 APPrOVinG Ene 222424 eea e EEEE Vase tae ee ee heads PPh ee SE ase 9 5 Adding comments to entries 0 1 ee 9 6 Viewing comments 2 060 eee bees 9 6 Deleting comments eres epre cee eee eee nee ee 9 6 Viewing and changing weblog properties 0 000 ee 9 7 Viewing the change history 0 0 cee ee ae 9 7 Changing the location of aweblog 0 eee 9 8 Deleting a weblog oo ereere ee eee E A E D eee 9 9 Chapter 10 DocuShare discussions AD ut discussions sadenia tne nea e raaa a aaa a aa E e 10 2 Adding aAdiscussom eee eeka oee Er AA a has Bo E a bce ead 10 3 Viewing and changing discussion properties 0 00 c eee ee 10 4 Viewing the change history 0 0000 eee te eee 10 4 Changing the location of a discussion nasua 000 cee eee 10 5 Deleting adiSCUSSION iii erena Bade ee Oy Bad deta Reba oad dees 10 6 Adding a topic to a discussion 0 2 0 6c eae 10 7 Adding replies 0 0 ee denen ene eee 10 7 Viewing and changing the properties of a topic or reply 004 10 8 Viewing the change history 2 2 00 c cee eee 10 8 Changing the location of a topic 0 2 0 te eee 10 9 Deleting a topic or r
86. eeting 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 Locate and open 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
87. elete 2 Doone of the following e Click the checkbox that appears next to the saved query s title From the Edit Selected menu select Delete e Click the Properties icon that appears to the right of the saved query s title On the View Properties page for the saved query click the Delete button The Confirm Delete page appears 3 Click Delete to remove the saved query from your site 14 14 User Guide My DocuShare AOU My DOGUSNEIG cyicerecace dae eed ered ase EPR REET ASRS RA Managing favorites ices dace raderrteeee bere ee aba deer eke baaaees e Using your personal collection 0 2 2 0 60 cece eee es Using your personel Calendar i 2c 02 ehteede eed iiite nidh ena dnaws Using your personal trashcan iscceseecks been dane bea t rarr arn ara Viewing your online meetings 0 66 0 c eee eee eee eee owen ne See yow groups cio dv eis oR eed eel se SER oo E ERN SS Gee ead Viewing Your routing TASKS i ccd shade hoot daddo ns aRiadiued ceed User Guide About My DocuShare My DocuShare 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 tr
88. elopment cycle you often need to solicit feedback 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 17 2 User Guide Routing documents Routing a document Routing a document 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 create a routing task to send a document to a group of users for the
89. ent 3 Inthe Title field enter a document name 4 Click Apply 5 On the wiki page click Edit This Page 6 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 7 Click Apply User Guide 8 5 Renaming wiki pages DocuShare wikis Renaming wiki pages If you are a logged in user with Writer permission to the wiki can change the name of a wiki page To rename a wiki page 1 Locate and open the wiki page that you want to rename 2 Click Rename This Page 3 Inthe Title field enter a new name then click Rename 4 On the confirmation page click OK Note You cannot rename the wiki home page 8 6 User Guide DocuShare wikis Printing wiki pages 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 e To add one level of pages to the view click Add One Level 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 le
90. ent display 4 6 User Guide DocuShare documents Editing a 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 control 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 Writer permission to it In addition the document s Add Versions property must be set to Allowed default setting Note If DocuShare Windows 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 Windows 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
91. ent on page 4 3 Creating a scan cover sheet You can create a scan cover sheet if your are logged in and have Writer permission to the object To create a scan cover sheet 1 Doone of the following 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 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 User Guide 18 3 Scanning documents using scan cover sheets Scanning documents 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 4 Press the Start button The device scans the docu
92. ents 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 a In the Use Routing Slip field select the Routing Slip that you want to use Click Apply 17 6 User Guide Routing documents Checking the status of routing tasks you assigned 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 Doone 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 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 17 1 describes the status information Table 17 1 Task status Status Description Approved The
93. eply 6 teens 10 10 Viewing and deleting expired topics 0 0 eee 10 11 Chapter 11 DocuShare URLs About URLS erren 0 sick asl date at Meee ei ees Ped TE 11 2 Adding a URL rers lernanta psu hates Fale aan Pie a eat aed ep R Seek ee 11 3 Viewing and changing URL properties 0 0 00 cece eee 11 4 Viewing the change history 0 00 eee eee 11 4 Changing the location of AURL 1 eee 11 5 Deleting a URE yerd etn Piette ie ele tate Teche Pia eis 11 6 Chapter 12 DocuShare notifications About notifications serris rive peeta ge nad oul ale hide ga eee gag hae eda 12 2 Adding a notification 0 aa E TE a E E 12 3 Viewing notifications 0 0 eee ae 12 4 Creating a recipient list for a notification 0 0 eee ee 12 5 Viewing and changing notification properties s 0 0 0 c eee 12 6 Deleting a notification 2 tt eae 12 7 Chapter 13 DocuShare content rules About content rules octet ag oie pee heeded bee ede eek ee EOE ead ee ead 13 2 Creating a content rule 2 0 ee tte ee 13 3 vi User Guide Table of Contents Viewing content ruleS 2 eee eee 13 4 Deleting a content tdle oeroet erann irea a a a ae a a ee eee 13 5 Chapter 14 DocuShare searches About Searches 5 2st ee pat Ae eee alee Sale ae A nual baie cides 14 2 Viewing new content on your site 1 eee 14 3 Searching fOr Objects s 454 283 a Meet ect keds PN ys te Pe laa 14 4 Search optio
94. ership group 00 cece eee eee 7 5 Changing the workspace s permissions 0c eee eee eee 7 5 Adding content to the workspace 1 1 2 0 0 7 7 Managing shortcuts peite eet en tee eae 7 8 Using calendars 08 ac4 o hed heed ded ay RA Ae he OE Bled Abad da edad 7 9 Changing portlet properties n anaana 7 10 Viewing and changing workspace properties n naana aaa 7 11 Viewing the change history 00 000 eee te eee 7 11 Changing the location of a workspace 000 cee eee 7 12 Deleting a workspace 2 ccc rore nioa ee eee eee eee eee 7 13 Chapter8 DocuShare wikis About WiKiSsi ca da etaae pita She Wad see Cem septate a Ale eda Pe Wad sellin 8 2 Adding a WIKI esere rastne ae 2 a Ange as Ania pale bate hal a ETARA 8 3 Adding content to a Wki eede nnee nee 8 4 Adding content to the wiki home page nasua auaa 00 ee ee 8 4 Linking pages to a wikia r rrun tr tees 8 4 Msering mages rreri ve en hee Na E ARNEE ESEN ER E ea vas 8 5 Attaching docUmMentS oao aa A a A E A 8 5 Renaming wiki pageS 1 eee eee eae 8 6 Printing Wiki pagas 2420 eei ceeds ee oe ees deed ee eee Pelee pe eee ea 8 7 Viewing and changing wiki properties 0 0 cee ee 8 8 Viewing the change history 0 0 cee eae 8 8 Changing the location of a wiki 1 6 2 ee 8 9 Deleting a Wiki essen tanen enas ee eee ee eee 8 10 Chapter9 DocuShare weblogs About weblogs 0 be eee
95. ership group Any user or group that you add to the group is assigned Reader and Writer permissions to the workspace You can choose to give the group Manager 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 Manager 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 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
96. es If you are logged in and have Reader permission to a document you can view its properties You can change a document s properties if you are the logged in owner of the document or a logged in user with Writer permission to the it To view and change a document s properties 1 Locate the document whose properties you want to view and change 2 Click the document 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 C 2K Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the document whose change history you want to view Click the document 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 a fF ON gt 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 and then choose the user from the Select User menu e Choose All from the Sel
97. eview 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 button 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 10 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 Routing documents Viewing the tasks assigned to you 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
98. ey also display on the page See your administrator for information about custom properties 6 Click Apply The event is added to the calendar 7 You can click the event name to open it To change the event s permissions see Access permissions 6 8 User Guide DocuShare calendars Viewing and changing calendar event properties Viewing and changing calendar event properties You can view and change the properties of a calendar event such as the title or time If the event is recurring the change is made to each event in the series To change the properties you must be the logged in owner of the event or a logged in user with Writer permission to the event To view and change a calendar event s properties 1 Navigate to and open the calendar that contains the event you want to view and change 2 Click the title of the event 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 5 Click Apply Viewing the change history G K Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the calendar event whose change history you want to view Click the event s Properties icon On the View Properties page click the Change History link Fr
99. 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 display all accounts click Show All 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 User Guide 16 3 Scheduling an online meeting Online meetings 11 To invite external attendees do the following In the Email field enter the email address of the person you want to invite a 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 16 4 User Guide Online meetings Launching an online meeting Launching an online meeting All of the online meetings you scheduled display on My DocuShare This lets you conveniently access your meeti
100. ge after opening the document do one of the following e If the 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 4 4 User Guide DocuShare documents Viewing a document 3 Change any of the properties and click Update 4 Click Close to close the window 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 H
101. ging your domain uana e e tees 2 6 Viewing your activity history 0 0 0 0 ee eee 2 6 Changing federation settings 0 0 eee 2 6 Deleting a user account 00 ee tees 2 8 DocuShare group accountS 0 0 0 ee eee 2 9 Creating a Group sre e s ey se atie ete Ma eke ae wath ahs OM ate A 2 9 Viewing group properties 0 00 cee ee 2 10 Changing group properties 1 00 eee 2 10 Changing the members of a group 1 ee 2 11 Changing the owner of Agroup 1 eee 2 12 Changing the domain of a group sssaaa ee 2 12 Sending mail to group members 0 0 00 ee 2 13 Viewing the change history 0 000 eee eee eee 2 14 Deleting a Group Sar 6 ea cea oe aoa Soe i ee eels 2 14 Finding and listing DocuShare accounts 0 00 cece eee 2 15 Chapter 3 DocuShare collections About collections sens irer iwa ia e o eee 3 2 Adding a olection vic i oe a As ee Le ile i i i BAA Cob a 3 3 Viewing and changing collection properties 0 2 0 0 eee 3 4 Viewing the change history 0 0000 ee eae 3 4 User Guide iii Table of Contents Changing the location of acollection 2 00 cee eee 3 5 Deleting a colecti a Tadon nwa eae eae eh eee Ob eee SRG 3 6 Editing multiple objects in a collection 0 0 0 0 00 ee 3 7 Using Copy Cut and Paste to change the location of an object 3 8 Chapter 4 DocuShare documents About docume tsss ceria
102. grates DocuShare s document management features within your Windows desktop environment From your Windows desktop you can easily access DocuShare content drag and drop documents between DocuShare collections and your local and network drives and open edit and save DocuShare documents from a variety of applications DocuShare Outlook Client A Windows based application that enables you to conveniently manage and share information within Microsoft Outlook Mapped DocuShare servers and collections appear as mail folders in your Inbox s Folder List Open a folder to browse the contents of a collection open documents for editing and save new versions of documents You can easily archive and share mail messages and attachments by dragging and dropping them to a collection When you need to find information quickly you can perform keyword searches PaperPort Link to DocuShare A program link for the popular Nuance PaperPort application that is included with many desktop scanners The link enables you drag and drop scanned documents from your PaperPort desktop to DocuShare User Guide 1 9 DocuShare Client applications Getting started 1 10 User Guide Users and groups e About DocuShare accounts 4 i c4 sbane es cae 04005 Ake AERO RAE 2 2 DocuShare user accounts ccc ee eta sierra veesararea acta reeva va 2 3 DocuShare Group SCCOUNG 4 csc ev ieeseoee hodweeaseRideeees ecards 2 9 Finding and listing DocuShare accounts
103. 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 Reader 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 display all accounts click Show All e To display your favorite accounts click 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 User Guide Access permissions Changing the owner of an object Changi
104. h 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 This field appears if an object has a numeric property 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 User Guide DocuShare searches Running an advanced search 9 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 10 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 displays the document s abstract if the search term is not found in the co
105. he object from the site wide trashcan See My DocuShare for more information To delete a wiki or a wiki page 1 Locate the wiki or the wiki page that you want to delete 2 From the More menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the wiki or wiki page then you do not have Manager permission to the object and cannot delete it 3 Click Delete to remove the wiki or wiki page from your site 8 10 User Guide DocuShare weblogs OOO WOO utara dcapisd ce bar edeee eee eg eeeeaee en nee endauwes 9 2 Addinga weblog cs teck dees ddera tease deere eeheneGew ee baatar 9 3 Posting weblog SNUIGS cicss dane coed ee eeeeodee eee Ee ode ERE HeES Oe 9 4 Adding comments tO entries oii cake ey retipe e l ohhaea ne 9 6 e Viewing and changing weblog properties assausssuasanaanesane eee 9 7 Changing the location of a weblog 600 cee ee eee eee eee eee eee 9 8 Delstiga Weld 020s suds eden Loe Sh eed 50 Sh be eiaa ey ee bas 9 9 User Guide 9 1 About weblogs DocuShare weblogs About weblogs 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 Manager permission to the weblog to approve i
106. hen 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 the Delete icon The Confirm Delete page appears Click Delete User Guide 12 7 Deleting a notification DocuShare notifications 12 8 User Guide DocuShare content rules Abou COneh TIES oc ccc cc casera neers dase Pacer d ASCE VERLAG ERE S Creating a content rule ccs cekavekaa dara veesad case evabanguxas e Viewing content rules Delsing a Connie 00 cceitcae tated ddd dane shar soaedoer Ade seer User Guide About content rules DocuShare content rules About content rules E 2i Only for DocuShare CPX 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 e Any change Any change to an object 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 doc
107. her or not to remove any objects from the clipboard before the copy or cut Click Confirm When using the Cut command the object is grayed until you Paste it to another container Open the container in which you want to paste the object 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 DocuShare documents AOU dOc E ss ccGnvececneGeeGeeeeder deseo daaeeaaeeea dase ne 4 2 ACdNG GHOCUMEN tock contac gerateeeadared sehen rarai nabartar ii 4 3 Viowing SUC MINN oso eX ead eadlnbede ri P AERAR sade eee eee eerds 4 4 Finding duplicate COCUNGING cis s00c00 rs dceton ee ed ewee wer ede Beas 4 6 SURI a docum 6220 Jenne eben ene gamed le pee ebeniiend ee ae 4 7 e Adding a new version of a document 0 6 00 cee eee eee eee ee 4 9 e Managing document versions 000 cece eee ee ee eens 4 10 Locking and unlocking a document x 226 cussaves caves sndeen aeusaes 4 12 Exponmg A CORUM 9 4 deh ARE PRE e KIRA LES Rae ea E Ry 4 13 Adding comments to a document 20 0 60 cee eee ee eee 4 14 e Viewing and changing document properties 2 0c eee 4 15 Changing the location of a document 2 ccceceup didcusaneesdadae ens 4 16 Die A docume chee akan gage reeda neha i eiaanekeetenasqanxs 4 17 User Guide About documents DocuShare docu
108. her 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 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 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 af oO SN gt User Guide 2 5 DocuShare user accounts Users and groups Changing your domain If your site uses the LDAP feature you can change your domain to an internal domain on the DocuShare se
109. iangle 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 e Site Home The top level collections 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 In addition you can access your background jobs from My DocuShare When you change the permissions of a container and its objects the change occurs in the background If you have any background jobs a link appears under the navigation bar you can click the link to check the status of and delete background jobs 15 2 User Guide My DocuShare Managing favorites 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 ti
110. ies 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 occur and click Next 6 On the Content Property Conditions page refine the event trigger by specifying property conditions Then click Next 7 On the 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 the action you selected in the previous step Enter the appropriate information and click Next 9 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 User Guide 13 3 Viewing content rules DocuShare content rules Viewing content rules You must be logged into DocuShare and have Reader permission to the object to view its content rules To view an object s content rules 1 2 Note 13 4 Locate the
111. ies to it By default entries appear in chronological order with the most recent entries displayed first If you are logged in and have Writer permission to a weblog you can post entries to it 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 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 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 Manager permission to the weblog approves it Editing weblog entries If you are logged in and have Writer permission to a weblog you can edit the entries in it To edit an entry 1 Locate and open the weblog that contains the entry you want to edit 2 Click the Edit icon next to the entry 3 Make the changes you want 4 Click Apply 9 4 User Guide DocuShare weblogs Posting weblog entries Deleting weblog entries You can delete a
112. in which you do not want the collection to appear and click the Remove button To select multiple containers use the CTRL key Windows or the Command key Macintosh Make sure at least one container appears in the Selected Locations field Otherwise the collection will become orphaned which means it will not appear in any container Click Update Locations User Guide 3 5 Deleting a collection DocuShare collections Deleting a collection You can delete a collection if you are the logged in owner of the collection or have Manager permission to it If the collection contains other objects you can choose to delete the collection only or the collection and its contents To delete the collection and its contents you must be the owner of the objects in the collection or have Manager permission to them After deleting a collection it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information 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 To delete a collection 1 Locate the collection that you want to delete 2 Doone of the fol
113. 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 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 The Locations page appears displaying the container title s in which the object now appears User Guide DocuShare weblogs Deleting a weblog Deleting a weblog You can delete a weblog which deletes all of its entries or delete an individual entry if you are the logged in owner of the weblog or a logged in user with Manager permission to it After deleting a weblog it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a weblog or an entry 1 Locate the weblog or entry that you want to delete 2 From the More menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the weblog or entry then you do not have Manager permission to the object and cannot delete it 3 Click Delete to remove the weblog or entry from your site User Guide 9 9 Deleting a weblog DocuShare weblogs 9 10 User Guide DocuShare discussions e About dis
114. ind a specific group account enter any part of the group s title in the Search field Click the Go button e To display all group accounts click Show All From the displayed list click the group that you want to delete The View Properties page for that group appears At the bottom of the page click the Delete button The Confirm Delete page appears Click Delete to remove the group from your site User Guide Users and groups Finding and listing DocuShare accounts Finding and listing DocuShare 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 On the navigation bar click Users amp Groups On the List page select the type of account you want to find in the Show field From the User Level menu select a single user level or all levels In the Search field enter a complete name or part of a name Click Go The search results display listing the users groups or both who match the search text Oo eis 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 The list of all registered accounts displays G x Only for DocuShare CPX When displaying the list of accounts the List page enables you to see which user
115. ion 10 6 document 4 17 event 6 11 expired topics 10 11 group account 2 14 notification 12 7 online meeting 16 7 reply 10 10 saved query 14 14 topic 10 10 URL 11 6 weblog 9 9 wiki 8 10 workspace 7 13 discussion about 10 2 adding to a container 10 3 adding topics 10 7 applying permissions to contents 5 6 changing access permissions 5 4 changing its location 10 5 changing owner 5 5 changing properties 10 4 deleting 10 6 restoring after deleting 10 6 setting expiration date for topics 10 3 viewing change history 10 4 viewing properties 10 4 document about 4 2 adding comments to 4 14 adding new version of existing 4 9 adding to collection 4 3 applying permissions to versions 5 7 archiving 19 3 to 19 4 changing access permissions 5 4 changing its location 4 16 changing owner 5 5 changing properties 4 15 checking in new version 4 7 checking out 4 7 deleting 4 17 downloading 4 4 editing 4 7 exporting 4 13 locking 4 12 restoring from Archive Server 19 5 routing to users 17 3 to 17 5 saving scanned document to a collection 18 6 scanning at a WorkCentre 18 5 User Guide scanning using scan cover sheets 18 unlocking 4 12 viewing 4 4 viewing change history 4 15 viewing comments 4 14 viewing content and properties 4 4 viewing deleted routing tasks 17 15 viewing duplicates 4 6 viewing in HTML format 4 5 viewing
116. ir 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 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 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 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 2 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 3 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 saved Routing Slips and the public Routing Slips saved by all site users Select a Routing Slip 4 Under Routing Action choose one of the following Approve or Disapprove Requires users to
117. isplayed list click the name of the group whose properties you want to view 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 2 2 10 On the navigation bar click Users amp Groups On the List page select Groups in the Show field Do one of the following To find a specific group account enter part of the group s title in the Search field Click the Go button e To display all group accounts click Show All From the displayed list click the group whose properties you want to change The View Properties page for that group appears Click the Edit link Change the properties that you want Click a field name for a description of each property Click Apply User Guide Users and groups DocuShare group 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 3 10 11 On the navigation bar click Users amp Groups On the List page select Groups in the Show field Do one of the following To find a specific group account enter part of the group s title in the Sear
118. k the document s title You can save the user s revised document as a new version of your routed document See the next section Publishing a new version of your routed document on page 17 10 5 Close the document after viewing the changes 6 Inthe Response to Routing window do one of the following 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 User Guide 17 9 Checking the status of routing tasks you assigned Routing documents 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 17 10 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 R
119. lanation of how to assign permissions to objects Object properties In addition to permissions every object has a set of 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 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 1 6 User Guide Getting started Logging in and out 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 In a web browser enter the URL of your DocuShare site 2 Inthe 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 4 Ifthe 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
120. lowing e Click the checkbox that appears next to the collection s title From the Edit Selected menu select Delete From the collection s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the collection then you do not have Manager permission to the object and cannot delete it 3 From the For collections delete menu do one of the following e Select Collection and Contents to delete the collection and all of the objects in it e Select Collection Only to delete the collection but not its contents 4 Click Delete to remove the collection from your site 3 6 User Guide DocuShare collections Editing multiple objects in a collection 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 e 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 e Change Location Add the object to another location e Change Owner Change the owner of the object e Copy cCopy a reference of the object to the clipboard The clipboard can contain a maximum of 100 objects e Copy Shortcuts Copy a reference of the obje
121. ment content by adding a new version See Adding a new version of a document on page 4 9 If you chose to route the document a Routing Slip appears For information on how to use the Routing Slip see Routing documents User Guide 4 3 Viewing a document DocuShare documents 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 Unless access to a document is restricted you can view any document on your site 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 pa
122. ment and then 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 18 4 User Guide Scanning documents Scanning documents to a temporary scan collection Scanning documents to a temporary scan collection If you have access to a Xerox 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
123. ments 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 4 2 User Guide DocuShare documents Adding a document 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 you must be logged in and have Writer permission to the
124. ments Viewing the routing tasks of a document 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 deleted 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 17 15 Viewing the routing tasks of a document Routing documents 17 16 User Guide scanning documents About scanning documents 0 Scanning documents using scan cover sheets Scanning documents to a temporary scan collection User Guide About scanning documents Scanning documents About 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 e You can scan document
125. mission to it To re assign the membership group 1 On the workspace home page click the Properties icon 2 On the Properties page click the Permissions link Click the Re assign Membership Group button The Re assign Membership Group page appears 4 Doone of the following e To find a specific group enter part of the group s title in the Search field Click the Go button e To display all groups click Show All e To display your favorite groups click Show Favorites 5 In the New Membership Group field select the group you want to associate with the workspace 6 Click Save The previous membership group remains in the workspace s access list Changing the workspace s permissions Using the Permissions page you can change the users and groups in the workspace s access list and assign permissions Users and groups in the access list do not appear in the membership portlet on the workspace home page the members of the membership group are listed in the portlet You can change the workspace s permissions if you are the workspace owner or a user with Manager permission to it To change the workspace s permissions 1 On the workspace home page select Permissions from the More Actions menu The Permissions page displays the workspace s access list 2 Click the Change Access List button The Change Access List page appears 3 In the Show field select the type of account you want to display in the Possibl
126. n move a workspace to another workspace or have it appear in several workspaces on your site Although a workspace can appear in several workspaces there is only one copy of it which saves space on your DocuShare site To change a workspace s location you must be logged in and have Writer permission to both the current and new workspace Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a workspace To change a workspace s location 1 Locate the workspace whose location you want to change 2 Doone of the following In the content portlet click the Properties icon that appears next to the workspace s title On the Properties page click the Locations link e Click the Content heading Click the checkbox that appears next to the workspace s title From the Edit Selected menu select Change Location On the Confirm Change Location page click Confirm The Locations page appears Click the Add Locations button 4 Inthe Sort By field select Title to display the possible locations in alphabetical order or select Handle to display the possible locations in numerical order 5 Do one of the following e To find specific workspaces enter any part of a workspace title in the Search field Click the Go button e To display all workspaces click Show All e To display your favorite workspaces click Show Favorites 6 Inthe Possible Locations field select the
127. n 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 2 Go to My DocuShare Click the Personal Collection heading The objects display in a collection listing In this view you can use standard collection 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 15 4 next time you access My DocuShare your personal collection appears User Guide My DocuShare Using your personal calendar Using your personal calendar Your personal calendar is a combination of all your favorite calendars 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 create a personal calendar 1 2 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
128. need client software installed on your computer If you are a Windows 2000 or XP user simply go to My Network Places to add a DocuShare server as a network place If you are using a Macintosh with OS X 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 A 2 User Guide DocuShare portal integration e Accessing DocuShare in a portlet 0 02 cee ee ee ees User Guide Accessing DocuShare in a portlet 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 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
129. ng email to group 2 13 membership group 7 3 changing group assigned to workspace pers group members 7 4 to 7 5 membership portlet 7 2 changing properties 7 10 minus sign using in searches 14 4 month view calendar 6 2 My DocuShare about 15 2 launching an online meeting 16 5 viewing favorites 15 3 viewing groups of which you are a member 15 7 viewing personal calendar 15 5 viewing personal collection 15 4 viewing personal trashcan 15 6 viewing routing tasks 15 7 My Tasks using to check tasks you assigned 17 7 using to view progress reports 17 9 17 14 using to view tasks assigned to you 17 11 N navigating DocuShare 1 4 User Guide navigation bar 1 4 non alphanumeric characters using in searches 14 9 notification about 12 2 adding 12 3 changing properties 12 6 creating a recipient list for 12 5 deleting 12 7 events of interest 12 2 requirements for using 12 2 restoring after deleting 12 7 time periods 12 3 turning off and on 12 6 turning off selected event notifications 12 3 viewing 12 4 viewing properties 12 6 O object properties 1 6 objects See also calendar collection discussion document event group account saved query topic URL user account Weblog wiki workspace about 1 5 changing access permissions 5 4 changing owner 5 5 editing multiple in collection 3 7 icons 1 5 searching for 14 4 to 14 7 online meeting
130. ng images and attaching documents You can add content to the wiki if you are logged in and have Writer permission to it 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 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 2 In the Description field enter the page content using one of the following methods e Use the WYSIWYG editor The editor appears when the wysiwyg checkbox is selected e Deselect the wysiwyg checkbox Use the wiki syntax displayed in the sidebar 3 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 and then enter content on the page To link a page to the wiki 1 Open a wiki page and click Edit This Page 2 On the Edit Wiki page enter the new page name between double square brackets Example New Wiki Page 3 Click Apply The page appears showing the page name you entered followed by a question mark 4 Click the page name The Add WikiPage appears 5 Inthe Des
131. ng the owner of an object The default owner of an object is the user who initially created the object You can change an object s owner if you are the logged in owner of the object or a logged in user with Manager permission to the object Note When you change the owner of a container only that objects owner is changed the owners of the container s objects are not changed 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 e From the object s More Actions menu select Permissions On the Permissions page click the Change Owner button e If visible click the key icon that appears to the right of the object s title On the Permissions page click the Change Owner button DocuShare CPX only The Change Owner page appears Do one of the following e 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 display all user accounts click Show All e To display your favorite user accounts click Show Favorites Select a username from the New Owner field 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 R
132. ngs 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 container from which you scheduled the meeting User Guide 16 5 Joining an online meeting Online meetings 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 16 6 User Guide Online meetings Deleting an online meeting 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 you must be the logged in owner of the meeting or a logged in user with
133. nguage XML format for use with other applications 11 4 User Guide DocuShare URLs Changing the location of a URL Changing the location of a URL You can move a URL to another container or have the URL appear in several containers on your site Although a URL can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a URL s location you must be logged in and have Writer permission to both the URL and the new container Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a URL See Editing multiple objects in a collection on page 3 7 To change a URL s location 1 Locate the URL whose location you want to change 2 Doone of the following e Click the checkbox that appears to the left of the URL 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 URL s title Click the Locations link The Change Location page appears 3 Inthe Sort By field select Title to display the possible containers in alphabetical order or select Handle to display the possible containers in numerical order 4 Doone 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 display all containers click Show All e To display your favori
134. ning an advanced search DocuShare searches 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 Note Note 8 14 6 On the navigation bar click the Advanced link Under Search Text Contained In 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 phrase or a phrase that includes a logical operator enclose the phrase in quotation marks for example war and peace You can click add search term to create another search term using a logical operator See Table 14 1 for a description of each logical operator For information on how to use wildcard and nonalphanumeric characters in a search term see Using reserved characters in a search on page 14 9 Depending on the page from which you are running the search and whether or not your site is part of a federation 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 searc
135. nk 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 You can view the changes to any object to which you have Reader permission To view the change history Locate the workspace whose change history you want to view Click the workspace 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 a fF ONA Do one 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 Click Show All and then choose the user from the Select User menu e Choose All from the Select User menu From the Show Last menu select the number of change events to display 7 To display the activity during a specific date range enter start and end dates 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 User Guide 7 11 Changing the location of a workspace DocuShare workspaces Changing the location of a workspace You ca
136. ns 0 0002 eee 14 5 Running an advanced search 0 0 eae 14 6 Using reserved characters inasearch 00 000 e eee eee 14 9 St p Word See ia hadi hae dhe ge eee het ea bee eed 14 10 Saving a search GUEN 2 0 ee ka 14 11 Changing saved query properties 0 0 0 c cee ee 14 12 Viewing the change history 00 000 e cee ee 14 12 Changing the location of a saved query n nasaan 14 13 Deleting a saved query 0 ccc tee 14 14 Chapter 15 My DocuShare About My DocuShare naunan aaua 15 2 Managing favorites 0 2 0 ee eae 15 3 Using your personal collection 0 0 0 cee eee 15 4 Using your personal calendar 0 cece eee 15 5 Using your personal trashcan 0 0 ee eee 15 6 Viewing your online meetingS 0 0 c eae 15 7 Viewing your QrOUPS sa e ra eee eae 15 7 Viewing your routing taskS 1 eae 15 7 Chapter 16 Online meetings About online meetings 0 0 0 0 0c eae 16 2 Scheduling an online meeting 0 0 eee 16 3 Launching an online meeting 0 000 cee ee 16 5 Joining an online meeting 0 0 cee 16 6 Deleting an online meeting 0 0 00 16 7 Chapter 17 Routing documents About routing documents 0 0 0 0 eee 17 2 Routing a document meria ea eek od eee ae en Sao oe Sa wi ee 17 3 Setting up a collection for routing documents 00 eee eee 17 6 Checking the status of routing tasks you as
137. ns you want to change 2 Doone of the following e From the document s More Actions menu select Permissions e If visible click the key icon that appears to the right of the document s title DocuShare CPX only The Permissions page for the document appears Make the changes you want to the access list 4 For Apply 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 5 7 Applying permissions to a document and its versions Access permissions 5 8 User Guide DocuShare calendars APCS c45ce i dicedarne vee theeeareaeeag enn nase anew 6 2 Adding a calendar ici ccekaceevaadesasaava veabaGava vax basaynns 6 3 e Changing the calendar view 0666 ce eens 6 4 e Viewing and changing calendar properties a n asuaan 6 5 Changing ihe location of a calendar srssssrscsssrersrssnss ise a bawe va 6 6 Deleting a calendar 1 cecrcieeec sa ded ree wan db asard a eaendeawans 6 7 e Adding an event to acalendar 0 06 c eee eens 6 8 e Viewing and changing calendar event properties 000 6 9 e Changing the location of a calendar event 2000000505 6 10 Deleting a calendar event 2 0 6 6 cec
138. nt from 19 5 archiving content about 19 3 automatically 19 3 manually 19 3 to 19 4 asterisk using in searches 14 9 B background jobs 5 6 15 2 blog See weblog booleans See logical operators breadcrumbs for navigation 1 4 browsing history viewing 1 3 1 4 C calendar See also personal calendar about 6 2 adding events 6 8 adding to container 6 3 applying permissions to contents 5 6 changing access permissions 5 4 changing its location 6 6 changing its view 6 4 changing owner 5 5 changing properties 6 5 deleting 6 7 viewing change history 6 5 viewing properties 6 5 calendar event viewing change history 6 9 calendar event See event calendar view changing 6 4 7 9 day view 6 2 7 9 Index 1 month view 6 2 week view 6 2 7 9 calendars portlet 7 2 changing properties 7 10 change history viewing for objects 2 14 3 4 4 15 6 5 6 9 7 11 8 8 9 7 10 4 10 8 11 4 14 12 Change Location Edit Selected menu 3 7 Change Owner Edit Selected menu 3 7 changing location calendar 6 6 collection 3 5 discussion 10 5 document 4 16 event 6 10 saved query 14 13 topic 10 9 URL 11 5 weblog 9 8 wiki 8 9 workspace 7 12 changing properties calendar 6 5 collection 3 4 discussion 10 4 document 4 15 event 6 9 group account 2 10 notification 12 6 reply 10 8 saved query 14 12 topic 10 8 URL 11 4 user account 2 4 version 4 1
139. ntent 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 This guide describes how to use the features in both DocuShare and DocuShare CPX Any feature unique to DocuShare CPX is indicated by the following icon and note C Di Only for DocuShare CPX 1 2 User Guide Getting started Accessing DocuShare 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 J D ary Log n exi account Don t have an account Communities k here to create one Explore our community areas Username 1 e Forgot your password k A rd Ooo Oe Contact your administ
140. ntent You can click the Show Hide Details button 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 14 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 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 Accrue Searches for objects that contain at least one of the search terms and relevance ranks the results by displaying the objects that contain the largest number of search terms first For example Search objects where Title contains Advanced Accrue Summary contains Administrator The search would first return objects that have both Advanced in the Title and Administrator in the
141. numerical order 4 Doone 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 display all containers click Show All e To display your favorite containers click Show Favorites 5 Inthe 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 6 Inthe 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 Note Make sure at least one container appears in the Selected Locations field Otherwise the saved query will become orphaned which means it will not appear in any container 7 Click Update Locations User Guide 14 13 Deleting a saved query DocuShare searches Deleting a saved query You can delete a saved query if you are the logged in owner of the query or a logged in user with Manager permission to it After deleting a saved query it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a saved query 1 Locate the saved query that you want to d
142. o select multiple containers use the CTRL key Windows or the Command key Macintosh 6 Inthe Selected Locations field select any containers in which you do not want the discussion 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 discussion will become orphaned which means it will not appear in any container 7 Click Update Locations User Guide 10 5 Deleting a discussion DocuShare discussions Deleting a discussion You can delete a discussion on your DocuShare site if you are the logged in owner of the discussion or have Manager permission to it When you delete a discussion all of its current and expired topics are also deleted After deleting a discussion it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a discussion 1 Locate the discussion that you want to delete 2 Doone of the following e Click the checkbox that appears next to the discussion s title From the Edit Selected menu select Delete e From the discussion s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes
143. ocate and 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 OV GN a Viewing comments If you are logged in and have Reader permission to a weblog you can view the comments on entries 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 2 Click the comment title From the More Actions menu select Delete The Confirm Delete page appears 4 Click Delete to remove the object from your site If you do not want to delete the object click Cancel 9 6 User Guide DocuShare weblogs Viewing and changing weblog properties Viewing and changing weblog properties If you are logged in and have Reader permission to a weblog you can view its properties You can change a weblog s properties if you are the logged in owner of the object or a logged in user with Writer permission to it To view and change a weblog s properties 1 Locat
144. of a weblog You can move a weblog to another container or have the weblog appear in several containers on your site Although a weblog can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a weblog s location you must be logged in and have Writer permission to both the weblog and the new container To change a weblog s location 1 2 Note 7 Locate the weblog that you want to move Do one of the following e Click the checkbox that appears next to the weblog s title From the Edit Selected menu select Change Location On the Confirm Change Location page click Confirm e Click the weblog s Properties icon On the View Properties page click the Locations tab The Change Location page appears In the Sort By field select Title to display the possible containers in alphabetical order or select 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 and click Go e To display all containers click Show All 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
145. ollowing 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 display all accounts click Show All e To display your favorite accounts click Show Favorites 9 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 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 User Guide 2 9 DocuShare group accounts Users and groups 11 12 Click Update The group members display on the Members page To give one or more members Manager permission to the group click the checkbox next to each member s name and click Apply Manager permission allows the member to change the group s properties and membership Viewing group properties You can view the properties of any DocuShare group To view a group s properties 1 2 3 On the navigation bar click Users amp Groups On the List page select Groups in the Show field Do one of the following To find a specific group account enter part of the group s title in the Search field Click the Go button e To display all group accounts click Show All From the d
146. om the Change menu select the type of change you want to view of oO NS Do one 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 Click Show All and then choose the user from the Select User menu e Choose All from the Select User menu From the Show Last menu select the number of change events to display 7 To display the activity during a specific date range enter start and end dates 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 User Guide 6 9 Changing the location of a calendar event DocuShare calendars Changing the location of a calendar event You can move an event to another calendar or have it appear in several calenders To move an event you must be logged in and have Writer permission to both the event and the new calendar Although an event can appear in several calendars there is only one copy of it which saves space on your DocuShare site To change the location of a calendar event 1 2 Note 8 6 10 Navigate to and open the calendar that contains the event you want to move Click the title of the event The View Properties page appears Click the Locations link The Locations page appears showing the event s current location s In the Sort By field select Title to display the
147. on History page 2 Click the document version s Properties icon The View Properties page appears Click the Edit link 4 Change the properties you want Click a field name for a description of each property 5 Click Apply To change a version s permissions see Access permissions User Guide 4 11 Locking and unlocking a document DocuShare documents Locking and unlocking a document You can lock a document when you want to keep other users from editing it To lock a document you must be the logged in owner of the document or a logged in user with Writer permission to 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 owner of the document or a logged in user with Writer permission to it 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 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 4 12 User Guide DocuShare documents Exporting a document Exporting a document E 2X Only for DocuShare CP
148. ons 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 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 display all accounts click Show All 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 12 5 Viewing and changing notification properties DocuShare notifications Viewing and changing notification properties To view an object s notification properties you must be logged in and have Reader permission to the object You must be the logged in owner of a notification or a logged in user with Writer permission to the notification to change the notification s properties
149. or 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 12 3 Viewing notifications DocuShare notifications Viewing notifications You must be logged into DocuShare and have Reader permission to the object to view its notifications To view an object s notifications 1 Locate the object whose notifications you want to view 2 Doone 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 12 4 User Guide DocuShare notifications Creating a recipient list for a notification 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 You must be the logged in owner of a notification or a logged in user with Writer permission to the notification to create a recipient list 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 Notificati
150. or created custom properties they also display on the page See your administrator for information about custom properties 5 Click Apply Viewing the change history C 2K Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the discussion whose change history you want to view Click the discussion 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 a fF ON gt 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 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 events to display 7 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 10 4 User Guide DocuShare discussions Changing the location of a discussion Changing the location of a discussion You can move a discussion to another container or have the discussion appear in several
151. or more information To delete a calendar 1 Locate the calendar that you want to delete 2 Doone of the following e Click the checkbox that appears next to the calendar s title From the Edit Selected menu select Delete From the calendar s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the calendar then you do not have Manager permission to the object and cannot delete it 3 Click Delete to remove the calendar from your site User Guide 6 7 Adding an event to a calendar DocuShare calendars Adding an event to a calendar You can add an event to a calendar if you are logged in and have Writer permission to the calendar You can set the event so that it occurs on a regular basis such as every Monday or every two weeks To add a calendar event 1 Open the calendar to which you want to add an event 2 Doone of the following e Click the Add Event icon corresponding to the date on which you want to add the event From the Add menu select Event Note If your administrator created a custom event it appears in the Add menu In the Title field enter a name for the event 4 Ifthe event is to occur on a regular basis select the Repeat frequency and number of occurrences 5 Enter any optional information Click a field name for a description of each property Note If your administrator created custom properties th
152. out URLs A DocuShare URL is a link to a web page Adding a URL to your site enables you to easily share useful and interesting web pages with other DocuShare users and guests 11 2 User Guide DocuShare URLs Adding a URL Adding a URL You can add a URL to a collection or workspace DocuShare CPX only if you are logged in and have Writer permission to the container To add a URL 1 2 Navigate to and open the container to which you want to add a URL From the Add menu select URL The Add URL page appears In the URL field enter the Internet address of the web page for example http docushare xerox com While viewing the web page in a browser you can copy the URL from the Address or Location field and paste it into the URL field In the Title field enter a name for the URL The name should be short but descriptive and can contain spaces and punctuation marks Enter any optional information Click a field name for a description of each property Click Apply The URL is added to the container To change the URL s permissions see Access permissions User Guide 11 3 Viewing and changing URL properties DocuShare URLs Viewing and changing URL properties If you are logged in and have Reader permission to a URL you can view its properties You can change a URL s properties if you are the logged in owner of the URL or a logged in user with Writer permission to it To view and change a URL s properties
153. page click the Publish This Version 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 document s title 17 8 User Guide Routing documents Checking the status of routing tasks you assigned 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 Doone 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 2 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 17 2 describes the report types Table 17 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 3 To view a task s progress report click its Description A Response to Routing window appears which includes the routed document and shows the user s comments 4 To view the user s changes to the document clic
154. perties 4 4 Index 8 Index document version history 4 10 duplicate documents 4 6 expired topics 10 11 new content 14 3 progress reports for routing tasks 17 9 version renditions 4 11 your activity history 2 6 viewing properties calendar 6 5 collection 3 4 discussion 10 4 document 4 15 event 6 9 group account 2 10 notification 12 6 reply 10 8 topic 10 8 URL 11 4 user account 2 4 weblog 9 7 wiki 8 8 workspace 7 11 W WebDAV folder using with DocuShare A 2 WebEx Meeting Center 16 2 weblog about 9 2 adding to container 9 3 changing its location 9 8 changing properties 9 7 deleting 9 9 moderated 9 2 posting entries 9 4 restoring after deleting 9 9 viewing change history 9 7 viewing properties 9 7 weblog entry adding comment to 9 6 adding to weblog 9 4 approving 9 5 deleting 9 5 editing 9 4 week view calendar 6 2 What s New using 14 3 wiki about 8 2 User Guide Index adding 8 3 adding content 8 4 attaching documents 8 5 changing its location 8 9 changing page name 8 6 changing properties 8 8 deleting 8 10 inserting images 8 5 linking pages 8 4 printing wiki pages 8 7 restoring after deleting 8 10 viewing change history 8 8 viewing linked pages 8 5 viewing properties 8 8 wildcards using in searches 14 9 WorkCentre and scanning documents 18 5 workflow See routing a document workspace about 1 5 7 2 adding
155. play 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 In the Title field enter a title for the document Enter any additional information Click a field name for a description of each property User Guide Scanning documents Scanning documents to a temporary scan collection 15 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 User Guide 18 7 Scanning documents to a temporary scan collection Scanning documents 18 8 User Guide Archiving content e About archiving content e Archiving content e Restoring archived content User Guide About archiving content Archiving content 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 19 2 User Guide Archiving content Archiving conten
156. pply Your username appears on the Federation Settings page To create a user account on a federated server 1 Note w yon e On the Edit Mapping page click the Create a new user account on this server link The Add User page on the server on which you are creating the account appears 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 Click Choose from list Display your account and select it Enter your password Click Apply Your username appears on the Federation Settings page User Guide 2 7 DocuShare user accounts Users and groups To remove an account mapping 1 On the navigation bar click your username 2 On the View Properties page click the Federation Settings link The Federation Settings page lists the servers in your federation 3 Click the Edit Mapping link that appears to the right of the server whose mapping you want to remove 4 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 on
157. py 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 calendars 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
158. 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 User Guide 6 5 Changing the location of a calendar DocuShare calendars Changing the location of a calendar You can move a calendar to another container or have the calendar appear in several containers on your site Although a calendar can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a calendar s location you must be logged in and have Writer permission to both the calendar and the new container Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a calendar See Editing multiple objects in a collection on page 3 7 To change a calendar s location 1 Locate the calendar whose location you want to change 2 Doone of the following e Click the checkbox that appears next to the calendar 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 calendar s title On the View Properties page for the calendar click the Locations link The Change Location page appears 3 Inthe Sort By field select Title to display the possible containers in alphabetical order or select
159. rator Workspaces more E MEE DocuShare E Retain login for future B Wikis 3 Weblogs more more What s New Collections Other Links Lists all modified content See what s new today Explore our site collections Links to other content inthe lasthour m Initial Top Level Collection A WorkCentre Scan Repository Temporary storage for scanned documents Getting Started G Initial Top Level Collection B Not sure what to do Take a Tutorial B Initial Top Level Collection C Initial Top Level Collection D Home About DocuShare C Content Map Site Statistics What s New Tutorials Users amp Groups DocuShare Downloads Help DocuShare xerox com 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 User Guide 1 3 Accessing DocuShare Getting started Navigating your site 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
160. re CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the collection whose change history you want to view Click the collection 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 a fF ON gt 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 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 events to display 7 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 4 User Guide DocuShare collections Changing the location of a collection Changing the location of a collection You can move a collection to another container or have the collection appear in several containers on your site Although a collection can appear in several containers there is only one copy of it which saves space on your DocuShare site To change a collection s location you mu
161. rmation 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 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 2 When you are finished viewing the document close it You can repeat steps 1 and 2 for each routed document 4 Doone of the following e 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 User Guide 17 13 Viewing your deleted tasks Routing documents 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 Viewing the routing tasks of a document on page 17 15 To view all of your deleted tasks 1 Doone 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 2 From the Show menu select Deleted Tasks Your deleted routing tasks display 17 14 User Guide Routing docu
162. roperties also called metadata and if the object is a document its content A search 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 14 2 User Guide DocuShare searches Viewing new content on your site 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 14 6 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 User Guide 14
163. rsion Click Yes to change the preferred version otherwise click No On the View Properties page click the For Your Review link in the Location path You can repeat steps 1 through 4 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 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 User Guide Routing documents Viewing the tasks assigned to you Acknowledging receipt of a document 1 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 2 When you are finished viewing the document close it You can repeat steps 1 and 2 for each routed document 4 Doone of the following e To complete the task and remove it from the Tasks Assigned to Me list click the Acknowledged button e 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 info
164. rver 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 Viewing your activity history G 2i Only for DocuShare CPX 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 o 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 7 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 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
165. s 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 User Guide 2 15 Finding and listing DocuShare accounts Users and groups 2 16 User Guide DocuShare collections POM CONSCIOUS c 4cdactadcedayevene th eeeawaeed naGaw uae ead awaws 3 2 Adding SCOUGHION cckoceecdiera tessa daar deeb aderwaP aba ddaxad s 3 3 e Viewing and changing collection properties 0 0002 cee eee 3 4 Changing the location of a collection a a aaaaaaanaaanurannenenna 3 5 Det A CONPHION Git ieeie phe be iekee Women ieee ben debe s Hanae 3 6 Editing multiple objects in a collection 2 6 cee ee ee eee eee 3 7 User Guide 3 1 About collections DocuShare collections About collections Your DocuShare site consists of any number of repositories called collections in which you store documents and other objects The administrator determines which initial set of collections appears on the DocuShare home page As a registered user you can add collections to your site 3 2 User Guide DocuShare collections Adding a collection Adding a collection You can add a collection to another collection or to a workspace DocuShare CPX only if you are logged in and have Writer permission to the container To add a collection 1 Navigate to and open the container to which you want to add a collection 2 From the Add menu
166. s of the container s objects are not changed e This container and its objects including objects that appear in multiple locations 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 objects that appear in multiple locations 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 Click Apply 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 you must be logged in and have Writer permission to the 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 7 7 Managing shortcuts DocuShare workspaces 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 co
167. s the object on the date you specified OM Gen ah Archiving content manually To archive content manually 1 Doone 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 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 Archive User Guide 19 3 Archiving content Archiving content The Confirm Move to Archive page appears Note If a minus sign appears in the checkbox that precedes an object then you do not have Manager permission to the object and cannot archive it 4 Click the Confirm button to move the objects to the Archive Server 19 4 User Guide Archiving content Restoring archived 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 app
168. s to a temporary scan collection that your administrator sets up on your site Using a Xerox WorkCentre with the Scan to File feature you scan a 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 18 2 User Guide Scanning documents Scanning documents using scan cover sheets 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 e collections to scan a document to a collection DocuShare CPX only 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 When you create a scan cover sheet information about the scan location and the cover sheet owner is stored in a DataGlyph on the cover sheet 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 sheet for a document when using the Add Document page to upload a document For more information see Adding a docum
169. signed 0 000 0 0 17 7 Viewing progress reports 0 eee 17 9 Publishing a new version of your routed document 2 4 17 10 Viewing the tasks assigned to you 0 2 eee 17 11 Approving or disapproving a document 2220000e eee 17 11 Reviewing a document 00 ce tee 17 12 User Guide vii Table of Contents Acknowledging receipt of adocument 000 eee ee eee 17 13 Removing a document sent for information 0 0c eee 17 13 Viewing your deleted tasks 0 0 00 tees 17 14 Viewing the routing tasks of adocument 0 000 eee ee 17 15 Chapter 18 Scanning documents About scanning documents 00 00 cee eee 18 2 Scanning documents using scan cover sheets 0 cee eee eee eae 18 3 Creating a scan cover sheet 0 0 c cee 18 3 Scanning a document with a scan cover sheet 0 0 00 eee eee 18 4 Deleting a scan cover sheet 0 0 0 tee 18 4 Scanning documents to a temporary scan collection 000005 18 5 Saving a scanned document to a collection 00 0a eee ee 18 6 Chapter 19 Archiving content About archiving content 0 0 saaa aaaea 19 2 Archiving CONTENT 46 steaca sets gate eas OSEA Pras ats et aae da RERE 19 3 Archiving content automatically 0 0 0 ccc eee 19 3 Archiving content manually 00 00 cee eee 19 3 Restoring archived content 2 0 00 cece tees 1
170. single step 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 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 User Guide The task is pending and is on a specific step of a multi step task Checking the status of routing tasks you assigned Routing documents Table 17 1 Task status Status Description 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 th
171. st be logged in and have Writer permission to both the collection and the new container Note You can also use the Copy Cut and Paste commands from the Edit Selected menu to change the location of a collection See Editing multiple objects in a collection on page 3 7 To change a collection s location 1 2 Note 7 Locate the collection whose location you want to change Do one of the following e Click the checkbox that appears next to the collection 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 collection s title On the Properties page for the collection 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 select 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 display all containers click Show All e To display your favorite containers click Show Favorites In the Possible Locations field select the container s in which you want the collection 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
172. t Archiving content You can archive documents Interact pages 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 Interact pages 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 select 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 You can archive an object if you are the logged in owner of the object or a logged in user with Manager permission to it 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 1 Locate the object document Interact page 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 archive
173. t to a collection 1 2 3 11 12 13 14 18 6 Go to the DocuShare home page Click WorkCentre Scan Repository If the Passcode field appears enter the password you 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 display all collections click Show All e To display your favorite collections click Show Favorites e To dis
174. te select By and enter a date or select Within and specify a time period User Guide Routing documents Routing a document 16 17 18 19 Note 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 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 If you chose Route the document and publish it later in step 1 you must publish the document for it appear in DocuShare For information on how to publish the document see Checking the status of routing tasks you assigned on page 17 7 User Guide 17 5 Setting up a collection for routing documents Routing docum
175. te containers click Show Favorites 5 Inthe Possible Locations field select the container s in which you want the URL to appear and click the Add button To select multiple containers use the CTRL key Windows or the Command key Macintosh 6 Inthe Selected Locations field select any containers in which you do not want the URL 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 URL will become orphaned which means it will not appear in any container 7 Click Update Locations User Guide 11 5 Deleting a URL DocuShare URLs Deleting a URL You can delete a URL if you are the logged in owner of the URL or a logged in user with Manager permission to it After deleting a URL it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a URL 1 Locate the URL that you want to delete 2 Doone of the following e Click the checkbox that appears next to the URL s title From the Edit Selected menu select Delete From the URL s More Actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the URL then yo
176. the site administrator Red key lIndicates that the object can be accessed by the site administrator a only 5 2 User Guide Access permissions Viewing the access permissions of an object Viewing the access permissions of an object If you have Reader permission to an object you can view the its access permissions To view an object s access permissions 1 Locate the object whose permissions you want to view 2 Doone of the following From the objects More Actions menu select Permissions e If visible click the key icon that appears to the right of the object s title DocuShare CPX only The Permissions page displays the users and groups in the access list and the permissions each account is assigned User Guide 5 3 Changing the access permissions of an object Access permissions Changing the access permissions of an object You can change an object s access permissions if you are the logged in owner of the object or a logged in user with Manager permission to the object To change an object s access permissions 1 2 10 11 Locate the object whose permissions you want to change Do one of the following From the objects More Actions menu select Permissions e If visible 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
177. the upload again This is a suspected bug in the Netscape Windows interaction Why am unable to see a document uploaded to DocuShare did not have any problems during the upload Check your browser s proxy settings You should not be using a proxy server to access your DocuShare server uploaded a document to DocuShare and received an error saying it had an invalid index or was unable to open the collection What should do If you return to the collection to which the document was added you should find that it was correctly uploaded If so the problem was with the search indexing step that occurs after your document has been uploaded The document is stored but not indexed Report the problem to your administrator When click the title of a document in DocuShare get the message Unknown File Type You have started to download a file of type application What should do Make sure your browser is configured to use a helper application to view this type of document am using Internet Explorer When click a PDF document in DocuShare just get a blank page Why does the file not open This is a known interaction problem between Internet Explorer and Acrobat PDF files Contact your administrator for help Why does the page not display properly after add HTML tags to the object s properties DocuShare allows you to add HTML tags to text based properties such as an obje
178. then you do not have Manager permission to the object and cannot delete it 3 On the Confirm Delete page click the Delete button 10 10 User Guide DocuShare discussions Viewing and deleting expired topics 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 delete expired topics you must be logged in and have Manager permission to the 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 e Click Select All to select all of the topics Click Delete Selected User Guide 10 11 Viewing and deleting expired topics DocuShare discussions 10 12 User Guide DocuShare URLs PROUOURES cctpoasen iad iad ene peeked epee eee eae Res eedeR ees 11 2 Addnmga URL occa sgeedeeeeaderdh Geka abe PR eee EE EHR ER hee 11 3 e Viewing and changing URL properties 0 0 eee 11 4 x Changing ine Westin ore UR Linask odes kt cu teeeehene torr ada dea ts 11 5 e Dob AWiliied sp aeae Deh aed eee eae ee a ede aes 11 6 User Guide 11 1 About URLs DocuShare URLs Ab
179. tle 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 View 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 Go to My DocuShare Click the 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 15 3 Using your personal collection My DocuShare 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 To add an object to your personal collection OU oP oe IIe 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 Go to My DocuShare The object you added appears under Personal Collection The View menu lets you display one type of object such as documents Note You also can add a
180. ton 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 14 4 User Guide DocuShare searches Searching for objects Search options When running a quick 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 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 Text 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 14 5 Run
181. ts entries before they are posted for all users to read 9 2 User Guide DocuShare weblogs Adding a weblog Adding a weblog You can add a weblog to a collection or workspace DocuShare CPX only if you are logged in and have Writer permission to the container By default when you add a weblog you are the only user with Writer permission to the object 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 administrator for information about custom properties 5 Click Apply The weblog is added to the container To change the weblog s permissions see Access permissions User Guide 9 3 Posting weblog entries DocuShare weblogs Posting weblog entries To add content to a weblog you post entr
182. tton e To display all discussions click Show All e To display your favorite discussions click Show Favorites In the Possible Locations field select the discussion s in which you want the topic to appear and click the Add button To select multiple discussions use the CTRL key Windows or the Command key Macintosh In the Selected Locations field select any discussions in which you do not want the topic to appear and click the Remove button To select multiple discussions use the CTRL key Windows or the Command key Macintosh Make sure at least one discussion appears in the Selected Locations field Otherwise the topic will become orphaned which means it will not appear in any discussion Click Update Locations User Guide 10 9 Deleting a topic or reply DocuShare discussions Deleting a topic or reply You can delete a topic or reply if you are the logged in owner of the object or have Manager permission to it When you delete a topic or reply any message threads also are deleted To delete a topic or reply 1 Navigate to and open the discussion that contains the topic or reply that you want to delete 2 Doone of the following From the object s More Actions menu select Delete e Select the checkbox that appears next to the object s title From the Edit Selected menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the topic or reply
183. u do not have Manager permission to the object and cannot delete it 3 Click Delete to remove the URL from your site 11 6 User Guide User Guide DocuShare notifications FOO POUSAN Fi Veter OES RUE Cd eL SSE EE RIAL Red GRRS 12 2 Adding a notification ssri ae dd ee a eRe eS EE EMERG EHR CEA eae aS 12 3 VIEWING NOUNCAUONS ass oeta cena tatii Area A AERA 12 4 Creating a recipient list for a notification 00 60 0206 2 0s eee eee 12 5 Viewing and changing notification properties 2 0 eae 12 6 Deleting a NOUNERUON c2ccaceeeacasiaediva tekid araa arahia 12 7 About notifications DocuShare notifications 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 uploaded Something deleted The o
184. ument version added A document is updated with a newer version 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 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 13 2 User Guide DocuShare content rules Creating a content rule 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 You can create a content rule for an object if you are logged in and have Manager permission to the object Note Avoid creating a content rule that repeats itself as it will be disabled after a certain number of repetitions For example if you create a content rule that changes a property action to run when either any change or a property change occurs event trigger the rule will continue to repeat until it is disabled It is a good idea to refine the event by specifying additional options on the Content Property Conditions page 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 object s Content Rules icon e Click the object s Propert
185. use the equals operator and enclose the search text within single quotation marks Example To search for jorown mycompany com enter equals jbrown mycompany com n User Email Address Example To search for jorown enter equals jbrown n User Email Address Note Three nonalphanumeric characters the ampersand amp dash and underscore _ 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 14 9 Stop words DocuShare searches Stop words To speed up the search results display DocuShare ignores certain common words referred to as stop words Therefore you do not need to enter the words when running a search However if you want DocuShare to search for a stop word enclose the word in quotation marks The stop words are listed in Table 14 2 Table 14 2 Stop words a had that also has the an have there and how to any too am I m want are if was as in were at is what be it when but its where can it s whether did like which do not who does of whose find on why for or will from should with get sO would got than lt or gt 14 10 User Guide DocuShare searches Saving a search query Saving a search query After running an advanced search you can save the search query so you can run the same search again
186. username What should do On the navigation bar click the Users amp Groups link On the List page click Show All to display all the users on your site Locate and then click your name The Username field on the Properties page displays your username forgot my DocuShare password What should do Do not create another user account Contact your DocuShare administrator who can set another password for you Why does a newly added object not display when search for it After adding an object to your site wait a few seconds before searching for it as DocuShare needs to finish indexing the object and its properties Why does DocuShare find objects that contain a property value did not specify 20 2 When a property is assigned several comma separated values DocuShare treats the comma like a space Therefore DocuShare will find objects that contain adjacent property values For example if a document s Author property value is Susan George Taylor Jones DocuShare will find the document if you search for Author or Any Part contains Susan George Taylor Jones or George Taylor User Guide FAQs Answers to frequently asked questions Table 20 1 FAQs Problem Solution Why does Netscape Navigator hang when try to upload a document to DocuShare Check to see if the document is open in its associated application for example Word or PowerPoint If it is close the document and try
187. users and groups has to view delete or change a DocuShare object The object s owner or any user with Manager permission to the object can assign and change the permissions As the owner of the DocuShare objects that you add to your site you can control the type of access users and groups have to those objects When you add an object to a container you set the object s initial permissions At any time you can change the users and groups who have access to the object and the type of access each user or group has DocuShare provides the following access permissions that you can assign to users and groups e Reader allows the user or group to read the contents of the object and view its associated properties and permissions e Writer allows the user or group to edit the object s properties and add new objects including new versions of documents e Manager allows the user or group to delete the object and change the object s access permissions and owner In addition you can control who can see an object in a search results list By default colored key icons appear next to objects indicating who in addition to the owner can access the objects DocuShare CPX only Table 5 1 Access permission icons Access permission icon and its description Green key Indicates that the object can be accessed by all users all groups and the site administrator Yellow key Indicates that the object can be accessed by all groups and
188. vels of the wiki 4 Use the Print command from the File menu to print the wiki view User Guide 8 7 Viewing and changing wiki properties DocuShare wikis Viewing and changing wiki properties If you are logged in and have Reader permission to a wiki you can view its properties You can change a wiki s properties if you are the logged in owner of the object or a logged in user with Writer permission to it To view and change a wiki s properties 1 Locate the wiki whose properties you want to view and change 2 Click the wiki 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 C 2K Only for DocuShare CPX DocuShare keeps track of all the changes to site objects which provides an audit trail of the changes to objects You can view the changes to any object to which you have Reader permission To view the change history Locate the wiki whose change history you want to view Click the wiki 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 a Ff ON gt Do one of the following Enter part of a name in the Sear
189. vent added to the date User Guide DocuShare calendars Adding a calendar Adding a calendar You can add a calendar to a collection or workspace DocuShare CPX only if you are logged in and have Writer permission to the container To add a calendar 1 Navigate to and open the container to which you want to add a calendar 2 From the Add menu select Calendar The Add Calendar page appears 3 In the Title field enter a name for the calendar The name should be short but descriptive and can contain spaces and punctuation marks 4 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 5 Click Apply The calendar is added to the container To change the calendar s permissions see Access permissions User Guide 6 3 Changing the calendar view DocuShare calendars Changing the calendar view When viewing a calendar you can change among the three views To change the calendar view 1 Locate the calendar 2 From the View menu select either Month View Week View or Day View 6 4 User Guide DocuShare calendars Viewing and changing calendar properties Viewing and changing calendar properties If you are logged in and have Reader permission to a calendar you can view its properties You can change a calendar s properties if
190. w updated content on DocuShare 12 2 frequently asked questions See FAQs G group viewing change history 2 14 group account changing domain 2 12 changing group members 2 11 changing group owner 2 12 changing properties 2 10 creating 2 9 to 2 10 deleting 2 14 searching for 2 15 sending email to members 2 13 viewing list of 2 15 Index 4 Index viewing list of groups of which you are a member 15 7 viewing properties 2 10 guest viewing what s new on DocuShare 14 3 guest user 2 2 H history activity viewing 2 6 browsing viewing 1 3 1 4 change viewing 2 14 3 4 4 15 6 5 6 9 7 11 8 8 9 7 10 4 10 8 11 4 14 12 document version viewing 4 10 home page 1 3 features 1 3 HTML format viewing a document in 4 5 icons for access permissions 5 2 for objects 1 5 J JSR 168 portlet accessing DocuShare in B 2 K key icons 5 2 L LDAP Lightweight Directory Access Protocol and user accounts 2 2 changing group domain 2 12 changing user domain 2 6 changing user password 2 5 changing username 2 5 User Guide Index locking a document 4 12 logged in user and appearance of user icon 2 15 7 4 logging in 1 7 logging out 1 7 logical operators types 14 7 using in searches 14 6 to 14 7 Manager access permission 1 6 5 2 mapping a user account to a federated server 2 6 to 2 7 members changing for group 2 11 sendi
191. weblog entry if you are the logged in owner of the object or a logged in user with Manager permission to it To delete a weblog entry 1 Locate and open the weblog that contains the entry you want to delete 2 Click the weblog entry title 3 From the weblog entry s More actions menu select Delete The Confirm Delete page appears Note If a minus sign appears in the checkbox that precedes the weblog entry then you do not have Manager permission to the object and cannot delete it 4 Click Delete to remove the object from your site Approving entries If you are a user with Manager 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 Doone 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 2 Click the title of the entry to review the text 3 Click the Approved button User Guide 9 5 Adding comments to entries DocuShare weblogs Adding comments to entries If you are logged in and have Reader permission to a weblog you can add a comment to a weblog entry To add a comment L
192. 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 Calendars portlet Shows a combination of the calendars in the content portlet e 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 7 2 User Guide DocuShare workspaces Adding a workspace Adding a workspace You can add a workspace to another workspace to which you have Writer permission 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 Administrator 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
193. workspace s in which you want the workspace to appear and click the Add button To select multiple workspaces use the CTRL key Windows or the Command key Macintosh 7 Inthe Selected Locations field select any workspaces in which you do not want the workspace to appear and click the Remove button To select multiple workspaces use the CTRL key Windows or the Command key Macintosh Note Make sure at least one workspace appears in the Selected Locations field Otherwise the workspace will become orphaned which means it will not appear in any workspace 8 Click Update Locations The Properties page for the workspace appears displaying the workspace title s in which the workspace now appears 7 12 User Guide DocuShare workspaces Deleting a workspace Deleting a workspace You can delete a workspace if you are the logged in owner of the workspace or have Manager permission to it When you delete a workspace you can choose to delete the workspace only or the workspace and its contents To delete the workspace and its contents you must be the owner of the objects in the workspace or have Manager permission to them After deleting a workspace it goes to your personal trashcan on My DocuShare You can restore an object from your personal trashcan as long as your administrator has not expunged the object from the site wide trashcan See My DocuShare for more information To delete a workspace 1 Doone of the following
194. yed when you Click the triangle under Location Location Home gt Initial Top Level Collection D gt My Collection Listing v 1 4 User Guide Getting started Understanding DocuShare objects Understanding DocuShare objects You create content on your site by adding different types of DocuShare objects You organize site content in container objects called collections On a DocuShare CPX site 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 wikis weblogs discussions and URLs DocuShare identifies each object ona 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 1 1 shows the current DocuShare icons Table 1 1 DocuShare icons DocuShare object and its icon User A registered DocuShare Group One or more user DocuShare users groups or both Collection A container for Document A document stored on the DocuShare site The icon can vary depending on the document s file type storing DocuShare objects Workspace A shared area for Content Rule A configurable project and team collaboration rule for running an action after a DocuShare CPX only change occurs to a specified object DocuShare CPX only D Dl amp

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