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Cabinet Explorer Client User Guide

1. Fixed Fixed licensing is based on the number of users who are defined as Cabinet Explorer Cabinet Browser or Cabinet Transmittal users in their User Properties The Licencing page displays the number of Cabinet Explorer Cabinet Browser and Transmittal licences that have been purchased and allocated to users in their User Properties page Smart solutions Real support Page 48 www opentree co uk A Opentree A Cabinet by Opentree To view a list of each user s individual Cabinet Explorer Browser or Transmittal fixed license settings select Configure gt context name select Users and view the Explorer User Browser User and Transmittal User columns in the Users list Each column is only visible if Fixed licencing applies Editing a user s Licence settings If Fixed licencing applies each user s licence settings can be viewed and edited Select Configure gt context name and select the Users page in Context Properties Right click on the user s name select Properties and the Licence Information page Edit the Explorer User Browser User and Transmittal User checkboxes as required The checkboxes are only visible if Fixed licencing applies Note that users with disabled or deleted accounts who are defined as Explorer Browser or Transmittal Users contribute to the respective Allocated figure Edit their license settings if required Requesting additional licenses In the Context s Licencing page see Figure 32 clic
2. aa aE Figure 2 If the Configuration Path form is displayed either e Click OK to proceed using the current i e previously selected Cabinet configuration path Or e Select an alternative configuration path if applicable from the drop down list and click OK Smart solutions Real support Page 10 www opentree co uk A Opentree A Cabinet by Opentree In version 3 0 0 and higher Cabinet Explorer supports database replication so that depending on the network characteristics a local SQL server can be selected to optimize read operations such as navigation through folders Each replicated system is known as a Location P CAR I NET Explorer Sy3 1em Choose Location Please selact sour nearest location Lorat Cet ds Default Figure 3 If the Choose Location form is displayed select the name of the required location from the drop down list Default Location If this location should be selected by default when logging in to Cabinet Explorer tick the Set as Default checkbox This setting can be overridden in one of two ways depending on configuration e lf the Configuration Path form is displayed hold down the Shift key before clicking the OK button e If the Configuration Path form is not displayed hold down the Shift key before clicking the Cabinet Explorer icon Login When the required location is selected click OK to display the login form Please enter your CAB i NET username and password Ge DEER
3. Smart solutions Real support www opentree co uk Page 203 g Cabinet by Opentree Replace Pages Original Replace Pages i To i of 14 Im D O045 0Lpdt Replacement With Pages R To lof from D 0033 01pdf Figure 203 Once you have decided which page to replace click on the OK button and a confirmation of replacing page s window will be displayed see below Click on the Yes button to continue Adobe Acrobat i Are you sure you want to replace pages lta 4 Figure 204 Once the page has been replaced the PDF document will update automatically with the new page s content Smart solutions Real support Page 204 www opentree co uk
4. Cancel Figure 180 Smart solutions Real support Page 182 www opentree co uk A Opentree A Cabinet by Opentree Select the Cabinet Explorer folder to store the emails and click Import Select an email file type and click Next Select an appropriate file name or number and click Next Review the documents in the Final Confirmation page Import Document Final Confirmation Click Finish to create the Document The following documentis will be created ME PI 0803 401 msg ME PI 0804 401 msg Finish Cancel Figure 181 Click Finish to complete the import Smart solutions Real support Page 183 www opentree co uk A Opentree D Cabinet by Opentree Once the Finish button has been clicked you can see that the imported emails are now shown in the listview see below CAB i NET Explorer File Edit Favourites Help O OO BB Asm pre Olt d Address ONCAB NETIBDD NE PIYUmported Emails Folders x Name Version Description Intent Hope H NE FJ 0305 A01 msg it Document My Checked Out Documents NE PI OS06 401 msg A01 Document Documents For My Attention ME PJ 0307 A01 msg DO Document E i BCE ME FJ 0308 401 msg A01 Document fe D Cresatetolderfrboot NE PI 0309 401 msq 401 Document C 13CreateFolderAtRoot NE PI 0500 401 ms A01 Email Import Document 9 BOD Instance Permissions Test ME PI 0501 401 msg ADI Email Import Document 9 ME DAN F NE PJ 0502 401 msq ADI Email Import Document
5. Navigate to the documents you wish to copy right click on the documents and select the copy option from the menu items CAB i NET Explorer File Edit Favourites Help Q ba a P Search E Fetters vom k Miel E Ah CAB i NET Address O WCAB i NET tsaAdvet PJ set testing GE Folders x Name cil tests a S Example O defect testing 02 Sep 13 wh 2_14_0 0001 01 doc Document Tests W 2_14_0 0002 01 doc OD email O export tests file attribute tests gt freetype text tests Get working Copy tests O IDL Tests independent references Keyword columns O Lloyd Sets Test With Param O Localproof store O microstation non electronic files PDF plugin tests O PDF Test Pivotal ID 57740864 O pij set tests PJ TEST 1 PJ TEST 2 Messages Copy Link D Reference Path To Open Explore Add to Favourites CAB i NETitsaAdvet PJiset testing WCAB i NETitsaAdvet PJiset testing Cut Add To Set Copy Delete Properties Lg EN x O reference tests O Replace file non electronic fih Replace file tests Replace functionality tests E 9 set testing S Example aleet 1 Set Selected Name Vv Example Message Deleted Successfully dn C 3 CAB i NET Explorer Smart solutions Real support Figure 122 Page 128 www opentree co uk A Opentree A Cabinet by Opentree To add document s to a set you will
6. AA E icy AB LO Pasted Folder Name ABA Figure 54 Smart solutions Real support Page 66 www opentree co uk A Opentree A Cabinet by Opentree If the source folder is copied and pasted and renamed Project One for example this name is substituted as shown below Sets of folders with appropriate subfolder names can then be created by repeating the process with alternative folder names Project Two Project Three etc E CD Project One E E Project One A DO AB LC Project One ABA CO Project One AA E CO Project Two E CO Project Two A OO AB CO Project Two ABA CO Project Two AA Figure 55 Folder and Document Auto Numbering using Tags The example below shows auto numbering tags Folder Properties Folder Name 0000 Numbered folder Description 4utonumber Numbered folder description Store Description Store 1 Advanced Folder Path WOAB i MET tsaddyvetiP Ji Folder Type Group Global Folder Type 2140 Mumbering Syster Inherit From Parent Filename Prefix Autonumber Inherit Filename Prefix Reference Prefix Inherit Reference Prefix Figure 56 0000 When the folder is pasted create the next available four digit auto number i e the number of auto number digits is determined by the number of digits in the tag lt text gt 0000 Text placed before or after the tag is copied without influencing the next available auto number 0000 lt text gt lt text gt 0000 lt text gt If text is placed before
7. Click Next or Show All Available Documents to view and select other documents to be included Send for Review Please leave notes regarding this document Figure 134 Leave notes as appropriate and click Next Smart solutions Real support Page 136 www opentree co uk A Opentree A Cabinet by Opentree Review and Send for Approval Review and Send for Approval Please select the user s you wish to participate in the next transition O 2 user Test Review amp reviewerl new reviewer2 new i reviewer3 new Comment Onk commenter mew commenters mew commenters mew l Matih i notirier1 new notifier2 new notifierS Mew Figure 135 Users and their roles are listed for nomination in the next stage Note These users have roles assigned in the Workflow Users page and they are members of a group with Workflow Documents permission in the relevant folder Tick the appropriate users and click Next A message is displayed confirming that the transition is completed The document will appear in the nominated users Documents for my Attention for further processing Smart solutions Real support Page 137 www opentree co uk A Opentree A Cabinet by Opentree Accepting Rejecting documents When a Review transition is selected in the workflow menu the Progress so far screen shows the current workflow state Review and Send for Approval workflow doc doc 1 of 1 Draf
8. Figure 150 lf a drawing has one or several references which fail the validation the following form will be displayed Smart solutions Real support Page 152 www opentree co uk A Opentree g Cabinet by Opentree ci ee eye ee E E Workflow Action Validation Workflow Validation Failed One or more references cannot be progressed to their required stage please correct the issues below and then try again Workflow Validation Fail References that would be progressed to their required stage but issues with the other References must be resolved first A NE DAN 04 01 10 0002 A dgn Stage B3 Stage C A NE DAN 04 01 12 0002 B dgn Stage B1 Stage C Ml NE DAN 04 01 15 0002 A dgn Stage B1 Stage C References that are not currently checked in Name Checked Out To Ml NE DAN 04 01 03 0003 A dgn Daniel North References that are in a stage where the transition to reach the required stage is non trivial Name Current Stage A NE DAN 04 01 13 0003 A dgn Stage B4 References that are pending a workflow operation Name H NE DAN 04 01 11 0003 A dgn References that must be moved to a required stage but you do not have the folder and or workflow permission to do so Name Al NE DAN 04 01 07 0003 A dgn Di NE DAN 04 01 08 0002 A dgn Pl NE DAN 04 01 09 0003 A dgn Cancel Figure 151 If you click on the Cancel button the Workflow Action Validation form will close and the workflow wizard will not be displayed
9. Once you have clicked on the Paste As Reference menu item the following screen will be displayed Create Reference As i Independent The document in your clipboard will become a reference to the selected document but will not be copied out when you check out the selected document Used when embedding documents in Office amp Adobe PDF Professional Dependent The document in your clipboard will become a reference to the selected document and will be copied out when you check out the selected document Used for CAD references and Office linked documents Bound The document in your clipboard will become a reference to the selected document and will be checked out when you check out the selected document Used For multi File applications Cancel Figure 175 Smart solutions Real support Page 177 www opentree co uk A Opentree A Cabinet by Opentree There are three types of references available when a document is created as a reference these are Independent Reference Independent references will not be copied out when you Check Out the selected document Dependent Reference Dependent references will be copied out when you Check Out the selected document Bound Reference Bound references will be checked out when you Check Out the selected document Smart solutions Real support Page 178 www opentree co uk A Opentree A Cabinet by Opentree Parent Document Right click on the parent document and sel
10. PU NE DAN 0 A Stage 4 PU NE DAN 0 Preview A Stage A Check Out Workflows Attach POF send for Check Copy Copy Link Rewise Delete Properties Figure 146 Performing a workflow action as shown above results in the Workflow Action Validation form being displayed shown on the next page Smart solutions Real support Page 150 www opentree co uk A Opentree A Cabinet by Opentree The Workflow Action Validation screen Workflow Validation Succeeded Please review the results below References that will be progressed to their required stage Required Stage Bl NE DAN 04 01 05 0002 A dgn Stage B1 Stage C A ME DAN 04 01 05 0003 A dgn Stage B1 Stage C Figure 147 Click on the OK button to continue Click on the Next button and a Processing references form will be displayed see below Processing references 2 Mowing references to required stage Successfully processed references click ok to continue Figure 148 By clicking on the OR button the workflow wizard will then continue as normal Smart solutions Real support Page 151 www opentree co uk A Opentree A Cabinet by Opentree This is the Send for Check screen you can leave any notes in the text field Please leave a note regarding the selected documentis Figure 149 This is the Send for Check screen once you have completed any notes Thank you Tour request was successtully submitted
11. Success W5SC G28 GG W102 22 DCR 008_442 doc Success W5SC G28 GG W102 22 DCR 009_442 doc Success WSSC G28 GG W102 22 DCR 010_442 doc Success W5SC G28 GG W102 22 DCR 011_A442 doc Figure 163 The list can be saved as an XML file by selecting Save List from the right click menu Smart solutions Real support Page 165 www opentree co uk A Opentree A Cabinet by Opentree Purging or restoring from the Recycle Bin Either e Right click on the Instance name in the tree view and select Properties e Select Recycle Bin at the left of the form e Right click on a folder name and select Fo der Properties e Select Recycle Bin at the left of the form The Recycle Bin opens with the current folder selected if it has deleted content folders and or documents Details View Keywords Recycle Bin Permissions Properties Filter show all workflow Users Find EE EJ co DI Previous EI Next SE Wi The selected Folder has not been S I NE DaNn Y deleted but contains items which El ICQ NE PI have been deleted H M 05 DataSource H E 08 Export a Keyword Test G re test LK Transmittal Tests Fl JI NE TEMP H O SH CHESMOND C Default Page J of 34 deleted folders selected Restore 5 of 30 deleted documents selected Purge Figure 164 To show only folders and or documents that satisfy a deletion date condition click on the Filter By Date drop down list and select the required option Expand the f
12. if applicable Note Check Out and Location Check Out cannot be performed on the reference document if e The user does not have the List Contents and Modify Document permissions in the folder that holds the reference document Or e The folder holding the reference document or one of its parent folders is Hidden and the user does not have the View Hidden Folders privilege In both cases a warning is displayed in the Information pane and a copy of the reference document is copied to a References folder structure in the Check Out or Location Check Out folder location Smart solutions Real support Page 197 www opentree co uk A Opentree A Cabinet by Opentree Batch Reference Files Resolution CE allows for the ability to mass Import design files into the system If these imported files reference each other CE needs to resolve the attachments once they the designfiles are imported into the system This can be performed from the interface without requiring Microstation on the workstation as the Workflow Publisher can be employed to do the job through a specific Workflow therefore automating the process Reference File Dependency Update When attachments are removed from files and the master file is closed if the close event of the application in question is captured and CE is invoked CE will remove the attachments from its records This ensures that CE s ability to display References and Referenced By is accurate i e it
13. A Opentree A Cabinet by Opentree If the folder currently shows the system defined view and no Custom View or Folder Type View is set up the options are as shown below Folder Properties KI YA CAB i NET tsaAdvet DI Keywords Permissions Properties Layout Options Field Chooser Workflow Users C Delete the Custom View For this Folder Details View H _ Document Fields E Folder Fields LI t setti Custom VM i Gei Use current settings Custom View o El Keywords Modify the Custom View For this Folder BB workflows Create a _14_0 Folder Type View C Default Page Field Order amp Widths Mame ees Figure 63 In the following description lt gt represents the name of the Folder Type for the selected folder Smart solutions Real support Page 74 www opentree co uk A Opentree A Cabinet by Opentree Creating a Folder Type View Click on Create a lt gt Folder Type View Expand the checkbox lists in the Field Chooser and de select any fields that are not required Select the required document fields keywords standard fields and workflow stages Details Yiew Layout Options Field Chooser workflow Users J Delete the Custom View For this Folder B _ Document Fields i fi Availabilit Use current settings Custom views checked Go By Modify the Custom View For this Folder C checked Out Date Create a 2_14_0 Folder Type view e 0 chec
14. B Pivotal ID 57740864 O pj set tests P 1 SES Example tests O Replace file non electronic f O Replace file tests O Replace functionality tests gt set testing sets testing O test O TEST FOLDER 1 Messages x gt TEST FOLDER 2 O tsaGuides O UAT test scripts S Create a New Set S Example S pj set test 2 bd 0 Folders 1 Set amp 0 Documents R CAB NET Explorer A CAB i NET Go Description Source Name R Yom k 4 b Name Message Figure 126 Smart solutions Real support Page 132 www opentree co uk Opentree D Cabinet by Opentree Double click on the Set you have just moved the documents which were part of the Set have also been moved E CAB i MET Explorer File Edt Favourtes Help 908 search Eeer i 8 w vr mat CAB i NET Address IS WOSEH NET tseAdwet PPI TEST 2 ampge Go come x Mem Stage aen Description Source Name P E Keyword cokumres a II 18 0 0002 01 dot bn stagel A 2 o E Uoyd Sets Test with Param D I 14_0 0001 01 dot ba sagel A 3 Lacalproof shore O mikreskation non electronic files G POF plugin bests O POF Test Fivatel ID 57740864 5 pi sst bests PI TEST 1 EE PI TEST 2 O reference bests Replace file non electronic l Replace file tests E Replace Functionality bests UH set testing H LH sets testing l E test TE A TEST FOLGER
15. Cabinet Explorer system and save them as favourites Figure 9 Help The help option provides information about the software version of Cabinet Explorer File Edit Favourites About CAB i MET Explorer i Figure 10 When you select the About Cabinet Explorer option the following window is displayed Ze CAB i NET Explorer 3 3 0 2003 2015 tsa4D ET limited All rights reserved Warning This computer program is protected by copyright law and international treaties Unauthorised reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and Will be prosecuted to the maximum extent possible under the law Figure 11 Smart solutions Real support Page 14 www opentree co uk A Opentree A Cabinet by Opentree Toolbar Buttons Many of the toolbar buttons remain selected when they are clicked and are turned off by clicking on them again When selected they are highlighted with a border Back Click the button to go back to the previous folder Repeat if the previous folder cannot be selected because it has been deleted The button is greyed out if no previous folder can be selected Forward Click the button to go forward to the folder selected after the current folder Repeat if the next folder cannot be selected because it has been deleted The button is greyed out if no folder can be selected Click the button to move up a level
16. Default Search View If a user does not create a Default Search View the System Default View applies unless a Custom View is selected A Default Search View applies to all the user s saved searches where no Custom View is selected Select the Create a Default Search View button and expand the Field Chooser checkbox lists CAB i NET Explorer File Edt Help Q ky ai SE Address Cg CAB HVETIHR amp PayrolliHR keywords Fitered Saved Searches x Search Criteria A k CH HR amp Payroll Searches ES best P admin search br search My Saved Searches JD Any transition Yi Transition E A7 Draft j ssued gt Mark as Issued Description Type Dn ailability Reference vw Created By Date Created Edited By Dake Edited Checked Out By Date Checked Gut Checked Out On Verson Version Date w Stage Stage Date Template vw Intent Intent Path Path ID vw Employee Status vw Description vw Forename w Initials vw PSE Alo vw Surname Figure 73 Tick the required fields and in the Field Order amp Widths display drag the column names to re order them and adjust the column widths as required Click Apply or Ok to save the changes The new layout is visible in all the user s searches where a Custom View is not selected Smart solutions Real support www opentree co uk Page 85 A Opentree A Cabinet by Opentree Notes Ifa Custom
17. EID 0045 SOT pd d test 604593 pdf tests Craft EA 1873 defect retest mL D 0044 011 EN test 604594 pdf tests Draft 2 1873 sets test H D 0043 01 pd Preview est 604588 pdf tests Draft 3 add new notifications RT D 0042 01 pd SEET testi 604567 pdf tests Draft 1 adobe plugin tests m9 D 0041 01 DO testl 604536 pdf tests Draft C atkins peerlink bests LC D 0040 01 pd Check Out z sdf odF be Draft 9 check in and checkout mL D 0039 01 pdf Open With Adobe Acrobat Frofessional Draft hecki tad t E 5 TE 9 checking out a document 9 D 0038 01 pd Preview With K d Draft CH CH tests 0 0 0037 01 pdf testi 604554 pdF tests Draft C defect testing 02 Sep 13 H D 0036 01 pdf EE EE testi 604560 pdf tests Draft C DEENS H D 0035 01 pdf SE test 604559 pdf tests Draft email 5 D 0034 01 pdf Leet 604551 pdf tests Draft 5 clas SH H D 0033 01 pdf Epari testi 604550 pdf tests Draft m 5 ek ener wl CEET testi 604549 pdf tests Draft Ve LC D 003 1 01 pd Copy testi 6045465 pdF tests Draft 9 Get working Copy tests IDL Tests y ED 0030 01 pdt Copy Link testi 578061 pdf tests Draft e 9 D 0029 01 pd testi 576030 pdF tests Draft E Keyword columns E D 0028 01 pd Delete testi 576029 pdf tests Draft LC Loyd Sets Test With Para Y D 0027 01 pdf l test 578028 pdf tests Draft LC Localproof store wl EEN Properties testi 576027 pdf tests Draft 71 microstation Hj D 0020 01 DC 4 digit major 2 digit minor test 427348 pdf tests Draft 171 non electronic files
18. Export Copy Copy Link Delete pen Containing Folder Properties Figure 119 See the next page for the function behind the menu options Smart solutions Real support Page 125 www opentree co uk A Opentree A Cabinet by Opentree Click on a document in the Documents for my Attention folder and right click to display the menu Open Open the document as a read only file Preview Open the document as a read only file Check Out Take the document to another NN workflow stage Location Check Out Allows you to location check out a NEE document anywhere you wish Workflow Review and Stage 2 to 3 Reset to stage 1 Override Replace Allows the user to replace an existing file with another file type Export File To Folder To Mail Recipient Current View Cll File Copy Link To Clipboard To Mail Recipient Delete Delete the file confirmation is required Open Containing Folder Open a new Cabinet Explorer window showing the files in the folder that holds this document View the document properties Smart solutions Real support Page 126 www opentree co uk A Opentree A Cabinet by Opentree Sets This section guides you through the various features that the Sets functionality brings to Cabinet Explorer The Set Functionality In the table shown below are the options available within the Sets functionality Open the Set to view its contents Open a new Cabinet Explorer window with the Fo
19. Manage gt 9 IN i Al j L Find a Contacy 45 Clean Up ha v SA Team E mail of Done aa D QW Address fook New New Delete Reply Reply Forward amp More Move Rules OneNote Unrend Categorize Follow E mail Items Ss kk All Aas a Reply amp Delete 2 Create New z 7 Read Up Y Filter E mail 7 New Delete Respond Quick Steps Te Move Tags Find CAB NET 4 Favorites ST Search Inbox Ctri E p lt E Sent Items a Deleted Items Anae Oe Date AER 5 There are no items to show in this views Z e 4 PaulJohnson tssadvet co 3 8 gt C3 Inbox 5 A Drafts 5 Ej Sent Items 3 fo Deleted tems S G AVG Virus Vault 4 Le Junk E mail a 3 Outbox GS ASS Feeds Lo gd Search Folders Si a gt Outlook Data File S S E Mail T Calendar SJ Contacts A Tasks kl a A pw Items 0 All folders are up to date Connected to Microsoft Exchange D amp 3 190 Figure 178 Smart solutions Real support Page 181 www opentree co uk A Cabinet by Opentree PS Le A Please confirm the emails to be imported into CAB i NET Subject From Date Sent eem amp Legacy Folder and Set naming convention incorrect Pivotal Tracker Add Outlook Category Import E mails Show Attachments Figure 179 Click Import Emails ze lect a location in OD ME T Ex plor EPa Sch x Look In Imported Emails ing Emails E Imported Emails ge p version Description Intent
20. Once answered click on the OR button you will need to enter your new password Once you have entered your new password then the normal workflow process will begin Smart solutions Real support Page 146 www opentree co uk A Cabinet by Opentree NE PJ 0205 A01 dgn 1 of 1 Progress so far Document Details Reference WE PJ 0205 401 Date Created 16 03 2015 09 45 27 Created By Johnson Paul ES Design gt For Check Show Details A amp Johnson Paul Action Only ye For Check gt For Appro cs Show Detaile amp Johnson Paul Action Only s Figure 143 Now click on the Next button to continue the screen is shown on the next page Smart solutions Real support Page 147 www opentree co uk A Cabinet by Opentree ME PJ 0205 4A01 dgn 1 of 1 Please leave a note regarding the selected documentis This is a note which is being left with regards to this approval Figure 144 Click on the Next button to continue the screen is shown on the next page Smart solutions Real support Page 148 www opentree co uk A Cabinet by Opentree ME FJ 0205 A01 dgn CL of 1 Thank you Tout request was successtully submitted Figure 145 Click on the Finish button to finish Smart solutions Real support Page 149 www opentree co uk A Opentree A Cabinet by Opentree Required Reference Stage This section outlines the functionality of the required reference Stage an
21. PDF Smart solutions Real support Page 200 www opentree co uk Opentree A Cabinet by Opentree WECAB i NET adet ENPF Test b EN 1865 l E 1873 defect retest b UN 1873 sets test l I add new notifications VH adobe plugin tests l atkins peerlink tests l ES check iin and checkout l CD checking out a document with b EN CH tests KH defect testing 02 Sep 13 EH Document Tests b UH email l KH export tests b EN file attribute tests l free type numbering l ED freetype text tests l Get working Copy tests b ED IDL Tests l O independent references H Keyword columns l Lloyd Sets Test With Param l ICD Localproof store l E micrestation b E non electronic files CH PDF plugin tests Osi Marne Numbering System IDL Greug ID Description 2 CO old pdf test files 209626 a D 0045 01 pdf 4 digit major 2 digit minor testi 604593 P D 0044 01 pdf Got major 7 digit mi 1 Se testi jas T 0 0041 01 pdf 4 digit major 2 digit minor E D 0040 01 pdf 4 digit major 2 digit minor L O0 0039 01 pdf 4 digit major 2 digit minor FE D 0036 01 pdf 4 digit major 2 digit minor St 0 0037 01 pdt 4 digit major 2 digit minor FI D 0036 01 pdt 4 digit major 2 digit minor St 0 0033 01 pdf 4 digit major 2 digit minor FT 2 00 01 pdf 4 digit major 2 digit minor T D 0033 0L pdf 4 digit major 2 digit minor D 0032 01 pdt 4 digit major 2 digit minor a C PDF Test a d T Files of type al All Suppor
22. Searches can only be modified if the user is an Administrator or a member of a group with the privilege to modify a system search Run the System Search and in the column header of the document list right click and select Show gt More j ra AB i MET pl ten File Edit Favourttes Help lg Axe Address E CAB NET BDDYNE PJ Saved Searches HHO BDD Searches AD isdaggrd HO New Folder HL paul johnson tsaadyvet co uk fae gt PJ testing 3 ee Tester Sa A A adf EFESE H E My Saved Searches d II 20 Folders 0 Sets amp 1 Document E LG Smart solutions Real support LC Yygrwehyndsdgdfgfdsq sdFdgffd 321 345 SCHEER ne py client Search Criteria Ai RI T IS O Add Criteria Mame 01 Checkin 02 CheckOut 03 Concurrenc 04 Copy and P 05 DataSource 06 Documents 07 Documents For My Attention 908 Export 09 External Links 9 10 Favourite Folders 30 Sets 9 31 Shares 3 32 Shutdown 933 Syncronisation C 34 Thumbnails 935 Workflow Arabic Testing folder test 1000 ij test Transmittal Tests fe NE P1 0081 A01 dor Messages Mame A Figure 71 Page 81 Version Description lt Availability Checked Out By Checked Out Date Checked Out On Created By Created Date Description Edited By Edited Date ID IDL Group Intent Intent Path Mumbering System Marne Path Reference source Mame stage stage Date Template Type V
23. Sequence Y ersion W 102 22 W405_AA1 W 102 22 W404_AA1 W102 22 W002_AC3 Figure 160 If Configure by Intent is selected the documents are grouped by their Intent name instead of their document number Smart solutions Real support Page 162 www opentree co uk A Opentree A Cabinet by Opentree The example and table below illustrate potential issues which may occur Attach Document Wizard Attach Document This wizard imports existing documents and meta data 1 y Review J Please review the tasks listed below click next to proceed and create the documents Docu Action d M I e Document will be created as WeS5C 626 G6 W102 22 DCR 007 A42 doc at version AAZ pis e Document will be created as WSSC 6265 66 W102 22 DCR 008_ AA dor at version 442 Gps D Document will be created as WSSC G268 66 W102 22 DCR 009 442 doc at version 442 pis og Document will be created as WSSC G268 66 W102 22 DCR 010_442 doc at version 442 pis i Document will be created as WSSC G26 66 W102 22 DCR 011_442 doc at version 442 WS Document will not be created at version 442 as WSSC 628 G6 W102 2 DCR 004_ 447 doc WS Document will not be revised to version 442 as version 442 already exists WSSC G26 G6 4 W5 Document will not be revised to version 442 as version 442 already exists WSSC G26 G6 4 EI Wa Document will not be revised to version 442 as WS5C G28 66 W102 22 DCR 005_ 442 doc WS Document WSSC 628 66 W1
24. View is currently selected it still applies for this search after the Default Search View is edited If the column sequence is edited by dragging column headers in the search results list or if additional columns are added by right clicking in the column headers selecting Show and ticking items in the menu a Custom View is automatically created and selected for this search Modifying a Default Search View lf a user has created a Default Search View the Layout Options are as shown below Details View Layout Options TT Delete my Default Search View Use current settings Defaut View CH Create a Custom View for this Search Modify my Default Search View Figure 74 Select Modify my Default Search View select the Field Chooser checkboxes select the column order and widths in the Field Order amp Widths display and click Apply or OK to save the changes Deleting a Default Search View If the user has created a Default Search View but not a Custom View the Layout Options are as shown above Tick the Delete my Default Search View checkbox Details View Layout Options Delete my Default Search view Revert to System View O Create a Custom view for this Search Mot row Det a lt Search view Figure 75 Select one of the options e Revert to System View e Create a Custom View for this Search In this case select the required checkboxes in the Field Chooser set the column order and widths in the Field Order amp Wi
25. and Document Auto Numbering USING Tags 67 cutngand Paimo e e 71 Editing the REENEN 72 creating a Ge e RE 75 Smart solutions Real support Paged www opentree co uk A Opentree A Cabinet by Opentree Eding a Folder KEE 76 Deleting a Folder KiC EI Creating a Custom EE 78 Editing a Custom RTE 78 D leting a EE ei 79 Folder Type View and Custom View SUMMALY ccccccssssecceccsessecceccueuseceeeeaeueeeessueseeeesseaueeeessaeeeeeessaaeeeeesssaaeeees 79 Editing the Details View ofa Searc EE 81 System Searches eege 81 Modifying the System Default Search View 82 E are a System Re een VIC Wa shee cs sectecoaaccntsesaccusaspmcceuonnconteonsesaeesnenaueionacadocssaqetdconcegalassnccaaeeunegsenanaceneonnaceiuancactes 83 Mo diiying a SVN Rer Ce TEE 83 Deleting a System Custom WT 83 My o avel EE ee eee eee eee 84 Creating a Default Search View 85 Modifying a Default Search View 86 Deleting Ee VT 86 SC i aye KK Ce ien WEE 87 Selten cece etl acs sere EEEE E EE EEEE TEE EEEO E EE 87 BEL EE ee 88 Editing Seege 88 Selecting Folder Keywords from an External Data Gource 89 oe UV ONIN Ee 90 WAS Fe IC Sir SUAS e 90 Folder rori SIONS E 90 Creating a new document 92 RoPe DOCUM D E 95 Kopae WI EE 95 Replace with a Previous Version EE 101 Searching or DOCUMEN sssrin NEEE AE EEEE EEE E 103 SI lun 103 VE 103 tel aile ee 104 OIA Outa CS TAU ee 105 OG NOT l 105 Checking In a Document EEN 107 Location Check Msisi aE A ania a a A
26. and time Tick the required page to select it by default when the Document Properties menu item is Palau PAJE selected The default page applies in other folders if the user s permissions allow it Smart solutions Real support Page 28 www opentree co uk A Opentree A Cabinet by Opentree Copy paste special When copying multiple files and Paste Special is selected in the destination folder the following form is displayed Copy Paste Special Please specify the properties tor the copied Documents Source Filename Type Intent Version Choose an Option ESE NE PJ 0115 A01 xls Excel Worksheet Document A0 Ba NE PJ 0116 A01 xls Excel Worksheet Document ADI Intent Sequence Version Filename A Remove Document From List es Figure 24 If Next is clicked files which require options to be selected to allow the paste to succeed are shown with yellow exclamation triangles The status column indicates the type of option to select as shown in the following table Option Description f ction Intent The Intent of the document does not exist Select Intent from the alternatives shown in the destination folder The document number already exists select the next available number Version The version number already exists Select an alternative version number Filename A new filename is required Enter a new filename Remove Document Remove the selected document s from Select the documents which
27. are shown in grey in the current Context and light blue in other Contexts Click Next and review the summary information If any details are incorrect click Back and edit them Click Finish to add the new user Their name appears highlighted in the users list Smart solutions Real support Page 40 www opentree co uk A Opentree A Cabinet by Opentree Editing User Properties Note that Cabinet Explorer can be configured to have more than one Context Users are created and edited in a specific Context To edit user properties right click in the folders files list and select Configure gt context name Select Users at the left of the form to display the Users list for the selected Context Clear the Show Active Users Only checkbox to include users with disabled accounts shown in grey text Clear the Show Current Context Users Only checkbox to include users in other Contexts shown in dark blue for active accounts and light blue for disabled or deleted accounts Dy BDD Context Create New User Previous EI Next workflow Users Surname Forename Username Location Last Log Li Approver Angus DA GI1L1IS Bond James 007 England 18 02 2 Figure 34 To assist navigation through a long list of users e Select the column to be searched for example Surname e Inthe Find text box type the name to be found and click Go e Click Nextor Previous to select other matching names Click on the user s surna
28. authoriser sees the document listed in their Documents for My Attention folder views the document and if it is authorised the next stage is for the system to re publish the document with the names and dates of verifying and authorising A Template is a file or document that determines the basic structure of the document being created In the case of a word processor the Template contains document components and settings such as entries fonts key assignments menus page layout special formatting tags and styles In the case of a CAD package this could be the Prototyoe Drawing AutoCAD or Seed File MicroStation defining AO A4 drawing layouts with their predetermined Attribute Tag data An Intent can be best thought of as a combination of the type of document to be created e g Report Drawing Email etc and the discipline and or department and or function for which the document is intended e g Financial Civil Company Business Wide etc For example the intent of a report being produced for the Financial department would be Financial gt Report Intents are used by Cabinet to allow selection of the correct document template for the selected folder for creation or import The Intents that can be chosen in this folder are determined by its Folder Type and or the folder itself An Instance is a Cabinet Explorer database Several instances could exist in a Cabinet Exp
29. by Opentree amp James Bond Groups User Properties User Details Logon Details Licence Information User Tasks Gei Copy Push Group Tasks Copy Group Membership From an Existing User Review List A Remove this User From All Groups Merge Workflow List workflow Tasks Copy Workflow Roles From an Existing User Review List x Remove this User From All workflows Merge Group List Show Current Context Users Only Filter By Group Show Active Users Only Everyone Apply Figure 38 User Tasks Smart solutions Real support Page 45 www opentree co uk A Opentree g Cabinet by Opentree To Filter by Group select the group from the drop down list Copy group membership and or workflow roles from other users to this user Push group membership and or workflow roles to other users from this user Remove this User from All Groups Typically this operation may be performed before copying group membership from an existing user or users However if this option is selected after starting to copy group membership a name or names are shown in the Review List those names will remain after Remove this User from All Groups is clicked The copying process can be completed when OK is clicked Remove the User from All Typically this operation may be performed before copying workflow roles from Workflows an existing user or users However if this option is selected after starting to copy workflow roles
30. continue Smart solutions Real support Page 173 www opentree co uk A Opentree A Cabinet by Opentree Filename Where the destination folder numbering system is Freetype click Filename to display the Change Filename page ulti Document Paste Special Wizard Copy Paste Special Please specity the properties for the copied Documents d Source Filename New Filename New Reference Numbering Change Filename Back Gfred bloagsOlds john doe Olxk Pete EF fred bloggs 02 xls Fred blaggs 02 xls Free Type Gelee Figure 171 Select one document at a time and enter its Filename and Reference as required When all entries are made click the white green Back button or click Next to continue Smart solutions Real support Page 174 www opentree co uk A Opentree A Cabinet by Opentree Final Review The Final Review page indicates whether the paste will succeed or whether other option selections remain to be made If ready to proceed click the Finish button The progress of the Paste operation is indicated by the Copied and Failed counts A egen Ad A casera 4 ac Ki EH a A Tare Copy Paste Special Please specify the properties for the copied Documents d Source Filename New Filename Status Final Review a Fred bloggs 01 xls johni doe O1 xls Fi Copy Complete with Errors A Fred bloggs 02 xls Fred bloggs 02 xls The Document cannot be created Filename already exists Copied 1 Failed 1 Figur
31. document Folders x Name Version Description Intent Stage Availability CAB NET a NE PJ 0001A A01 txt Aol Document Design Checked In My Checked Out Documents BP NE P3 00024 A01 E 401 Document Design Checked In CO Documents For My Attention A NE PI 0086 A0 401 Document Design Checked In d BDD d Aol Document Design Checked In O 06CreateFolderInRoot O 13CreateFolderAtRoot CH BDD Instance Permissions Test O NE DAN D NE PJ E O 01 Checkin 01 BDD E 02 uat 01 Checkin a document O 02 Checkin Multiple Docume O 03 Checkin Deleted Docume O 04 Attempt Checkin on Diffe O 05 Checkin Warning Messac O 06 Force Checkin O 07 CopyIn a Document O 08 Checkin Documents listec O 09 Checkin Documents Past O 10 Checkin Multiple File App O 02 CheckOut O 03 Concurrency DB 04 Copy and Paste Documents O 05 DataSource O 06 Documents O 07 Documents For My Attention O 08 Export 09 External Links O 10 Favourite Folders Name Message O 30 Sets O 31 Shares O 32 Shutdown O 33 Syncronisation 4 m i Messages 1 Document Selected Figure 92 Smart solutions Real support Page 100 www opentree co uk A Opentree A Cabinet by Opentree Replace with a Previous Version In this section it details how to replace an existing file with a previous version of that file right click on the file you wish to replace and the following window will be displayed From the options select R
32. e H UAT test scripts S Create a hew Set Example S pjsetket2 ain al d 1 Document Selected K CABANET Explorer y Figure 124 Once this option has been selected the file selected will be removed from the Set Smart solutions Real support Page 130 www opentree co uk A Opentree A Cabinet by Opentree Cutting and Pasting a Set This section briefly outlines the process to cut a set and move paste to another folder within Cabinet Explorer The Set will be removed from the listview NB This is only an option when logged into Cabinet Explorer as a System Administrator H CAB i NET Explorer Fie Edt Favourites Help GN i T a Lr O O a PO search By Folders Y Ai vv CAB i NET Ales WCS LEI teabdhuetipieet testing CE Folders game Reference a e CO CH tests sl 3 e Gp defect basting 02 Sep 13 l m 1 Dn pd D CAS THETItsaAdveti Piset testing gt Gocument Tests lie 2_14_0 0002 01 do Explore WOA i HET i tsaddvetPliset testing e VH amal SE 3 export tests G Alle attribute bests 2 freetype bent tests gt Get working Copy bests CO DL Tests G independent references DO Keyword columns G Loyd Sets Test with Param L Localproof store 3 mricrestation 3 non electronic files 2 PDF plugin tests 5 POF Test 5 Pivotal ID 57740854 2 pi set tests G PITEST 1 4 l d PI TEST Messages x reference tests E E Replace file non electronic ft Mame Message O
33. ei Figure 4 e Enter your Username e Enter your Password e Click the Ok button to access the system Smart solutions Real support Page 11 www opentree co uk A Opentree A Cabinet by Opentree The Cabinet Explorer interface is shown below The main features are described in the following pages File Edit Favourites Menu Bar Q wi a P Search Key Folders Vv Au Ers Toolbar Buttons Address G9 CAB i NET BDD NE PI 01 CheckIn 02 UAT O1 Checkin a document Folders x Name version Description gt Houer o NE P3 0001 AD Et A01 My Checked Out Documents gt GE Ne P3 00024 A01 Ah A01 Documents For My Attention BDD O 06CreateFolderInRoot Folder File List O 13CreateFolderAtRoot CH BDD Instance Permissions Test O NE DAN D gt NE PJ E CO 01 Checkin oso Folder Tree View OG uat far 01 Checkin a document O 02 Checkin Multiple Documents O 03 Checkin Deleted Document C 04 Attempt Checkin on Different Machine m Figure 5 Cabinet Explorer Menu bar The menu bar is positioned near the top left corner of the screen A 4 r AR 2 D File Edit Favourites Help Figure 6 File When you click on the File menu option the following options are available to you L Edit Favourites Help Folder Set Document Import 01 Checkin a document V Close Figure 7 New Create a new folder or do
34. folder browse to the folder location and click OK If exporting to a mail recipient an email is created with the selected documents attached and listed in the email body Exporting the Current View The current view of documents selected in the document list with the selected columns can be exported in HTML XML or TXT files HTML and XML files depending on configuration can be viewed in tabular form when opened in a browser E CAB i MET Report Windows Internet Explorer E ER E D C Users p Documents 01 M A kb Bing AH Favorites St bp Suggested Sites BI Web Slice Gallery s tt Ay KE Dages safety Tools i Ee CAB i NET Report CAB 1I NET Report Name Version Description Intent Stage Availability y Checked ME F 0002A Document Design Checked In BOL xis Document Design Checked In CDI vls Selected Folder VV A AE SOO UWE P OT Checkin 0z UAT OI Checkin a document Data Exported 2075 03 16 12 18 16 Be Computer Protected Mode Off Figure 114 Select the documents to be exported right click and select Export gt Current View Select the required name location and file type HTML XML or TXT and save the file The report format is configurable by folder folder type Instance or Context Smart solutions Real support Page 121 www opentree co uk A Opentree A Cabinet by Opentree Editing Document Keywords Depending on the workflow s
35. hold subfolders Click Finish to create the new folder Smart solutions Real support Page 64 www opentree co uk A Opentree A Cabinet by Opentree Using Favourites Folders Frequently used folders can be added to a Favourites list This allows rapid navigation by selecting from the list Creating a Favourites Folder Select the folder to be added to the favourites list in the folder tree Either e Right click on the folder and in the menu select Add to Favourites Or e Click Favourites in the menu bar and select Add to Favourites Or e Click the Favourites button so that it is highlighted Cancel When the same folder name it used repeatedly you may find it useful to change the name of your Favourite to something more meaningful Figure 52 Rename the favourite folder as required to avoid similar names appearing in the favourites list Note that the actual folder name in Cabinet Explorer is unaffected Navigating to a Favourites Folder Click Favourites in the menu bar Add to Favourites 00 Password Figure 53 Select from the list to navigate to the folder Smart solutions Real support Page 65 www opentree co uk A Opentree A Cabinet by Opentree Removing a Favourites Folder Note that the favourite is removed not the folder in Cabinet Explorer Select the folder in the folder tree or select it in the favourites list to navigate to it Either e Right click on the fold
36. is disabled the user is no longer able to log in to Cabinet Explorer but their properties can be viewed Right click on the user s surname and select Disable Account Note that if the Show Active Users Only checkbox is ticked the user is no longer listed Clear the checkbox to include disabled accounts listed in grey text for users in the current Context or light blue for users in other Contexts Deleting Users If a user s account is deleted the user can no longer log in to Cabinet Explorer and their properties cannot be viewed Group membership and workflow roles of users whose account is deleted are maintained so that if they have been actively involved in Cabinet Explorer processes their account can be restored conveniently if required Right click on the user s surname select Delete User and confirm that the user s account should be deleted Note that if the Show Active Users Only checkbox is ticked the deleted account is no longer listed To include deleted accounts clear the checkbox Deleted accounts are listed in grey for users in the current Context or light blue for users in other Contexts with the following icon Restoring Users To restore deleted accounts clear the Show Active Users Only checkbox in the Users page Deleted accounts are listed with the icon shown above Right click on the user s surname and select Restore User from the menu The user s account is then listed with the following icon Sm
37. l atkins peerlink tests UN check in and checkout EN checking out a document with b E CH tests EN defect testing 02 Sep 13 b EY Document Tests EN email EN export tests EN file attribute tests b free type numbering Mame old pdf test files a D 0045 0l pdf gt D 0044 01 pat 0 0043 01 paf gt D 0042 01 pat 4 D 0021 01 paf gt D 0040 01 pat t 0 0039 01 pdt gt D 0038 01 pat Numbering System 4 digit major 2 digit minor 4 digit majar 2 digit minor 4 digit major 2 digit manor 4 digit major 2 digit minor 4 digit major 2 digit manor 4 digit major 2 digit mor 4 digit major 2 digit manor 4 digit major 2 digit minor A Cabinet by Opentree test1 testi testl testi test1 testi Fest EN freetype text tests b E Get working Copy tests e 1 0 0037 01 pdf gt D 0036 01 pf D 0035 01 pdf D 0034 01L pdf D 0033 01 pdf 1 ai D 0032 01 pdf 4 digit majar 2 digit minor est IDL Tests independent references Reward columns Lloyd Sets Test With Param Localproof store microstation non electronic files PDF plugin tests D 229 Test 4 digit major 2 digit mmer testl A digit major 2 digit minor Test 4 digit major 2 digit minor est d digit major 2 digit minar testi d digit major 2 digit minor testl d Files of type l All Supported Filetypes SCSRe Figure 202 The Replace Pages window is displayed see next page
38. mowe the selected documentis fram the root of the chosen folder Cancel Figure 102 e Select Yes to navigate a local copy of the folder structure to move the selected documents e Select No if the selected documents should be moved from the selected Check In folder The message pane should report that the document was Checked In successfully Copying In a Document The Copy In option in the document right click menu allows document updates to be copied in to the server while keeping the document checked out to the user It is a convenient alternative to closing the document checking it in and reopening it Click on the document name in the folders files list so that it is highlighted in blue Right click and select Copy In from the menu The message pane should report that the document was copied in successfully Getting a Working Copy of a Document In some circumstances depending on working practices including use of collaborative software such as Autodesk Revit it may be preferable for users to be able to work with local copies of documents stored in the user s Check Out Path while leaving the documents checked in The user s name is automatically appended to the local file names This option is available in the right click menu according to the configuration of the workflow stage which also determines whether document references if applicable are also copied out Select the document s right click and select Ge
39. new reviewachoner maw reviewactioner2 neve E www opentree co uk A Opentree A Cabinet by Opentree Folder Properties To add a user to a workflow stage for a specific folder right click the folder select Properties and select Workflow Users at the left of the form Select a group from the Filter By Group drop down list to show users that are members of that group only if required Expand the list of users for the required workflow stage Dy BDD Context Workflow Users Workflows Roles Preselected iy Check amp Approve Review amp Action gy Required Reference Stage Primary Action GZ Stage bi gt gt MARK AS STAGE C gt gt Stage C Review dE Add User Comment Administrator System Notified Johnson Paul North Daniel Preview North Paul One User Squires Jayne o Two User Bl Stage B2 gt gt MARK AS STAGE C gt gt Stage C E Stage B4 gt gt MARK AS STAGE C gt gt Stage C H Required Reference Stage Secondary H Required Reference Stage Tertiary workflow Users Filter By Group O Show Current Context Users Only Everyone DI Show Active Users Only Figure 50 Select Show Current Context Users Only and or Show Active Users Only as required Double click on Add User select the user or users to be added and click OK Single User If the user has been assigned to a single role the Roles checkbox in the Folder Properties form is automatically ticked when the user is added If the user ha
40. see below Folder Type Select a folder type from the drop down list The folder type determines which documents can be created in this folder Numbering System Select Inherit from Parent if the numbering system should be the same as that of the parent folder the folder that holds this new folder being created Otherwise select the numbering system from the drop down list Filename Prefix Enter characters to be prefixed to document numbers Inherit Filename Prefix Tick the checkbox if documents in this folder should have the same prefix characters Reference Prefix Enter characters to be prefixed to document reference numbers Inherit Reference Prefix Tick the Inherit Reference Prefix checkbox if documents in this folder should have the same Reference Prefix characters as the parent folder They are shown to the left of the Reference Prefix eniry fields if the checkbox is ticked Inherit Keywords Tick the checkbox if this folder should have the same Keywords as its parent folder When entering Search Criteria they can include searching by Keyword allowing powerful searches to be set up Inherit Intents Intents are selected to impose control over the types of files that can be created or imported in a folder Tick the checkbox if this folder should have the same Intents as its parent folder Documents can be created Select this option to allow documents to be created If this option is not selected the in this Folder folder can only
41. should not be from List the paste operation The selected pasted and click Remove Document from List documents are not deleted Smart solutions Real support Page 29 www opentree co uk A Opentree A Cabinet by Opentree Setting User Preferences Default actions can be set for certain operations instead of routinely clicking buttons in dialog boxes This saves time if the same option is preferred in all cases User Preferences can be edited at any time as appropriate Select Edit gt User Preferences vg LEJ User Preferences User preferences tor System Administrator Default Location Default Datasource Reset Default Location Purge Check Out Path Dialogs and Messages EI Modify EI Reset Dialog Name Message Level Default Action _ Check Out Direct References Show as dialog Copy Out All R _ check Out Nested References Show as dialog Copy Out All R af Check Out Overwrite Warning Show as dialog Ves f Checked Gut Documents Reminder Show in message centre Yes yf Document Referenced Warning Show as dialog OK yf Location Check Gut Folder Structure Show as dialog Yes Missing Linked Text Warning Show as dialog Mone Figure 25 Question marks indicate that prompts are displayed as dialog boxes in this case there is no default action Ticks and crosses indicate Yes No default actions Smart solutions Real support Page 30 www opentree co uk g Cabinet by Opentree Check Out References Pro
42. solutions Real support Page 3 www opentree co uk A Opentree A Cabinet by Opentree Pe et ACO E 33 Adding a New ee de EE 34 Modifying a EOC ATOM EEN 35 Removing a Location ME 35 Ree IW OMI Le EE 36 BOUIN Ee IN ll 36 ele Wee a NW EE SH Editing User D te let 41 Enabling disabling deleting restoring USersS ccccccssccccccsesseeeeccuesseeeeeseeuseeeeceaesseeeessuauseeeessauueeeeessaaeeeeesssasesess 47 ENADE EE 47 RI ei Die RTE 47 HENS NY D 47 Restonng RBE 47 VIEWING LICENCE information cccccceseccccesseecceeseeecsaececceueeeecsaeeecsauseeeseueeessauseeeseaseesssagecessageceeseseeessegeeessegeessseags 48 Editing a User s LICENCE ET ue EE 49 FS CLS STIG additional e 49 eege a NEN 6 0 EE 50 Seege e de INN OS ae cece rece A EN eine vie onc Seat dee N O AE E N A E 51 Adding 7 deleting group Bu net 54 Adding group members 55 D leting group Bun UE 55 NIG WIG ain ediung a usor S GROUNDS EN 55 Adang Tusar loa WOM HOY EE 56 GOMEL GOS ore a E E EAS E EEE E E EE 56 Folder leie 60 Deleting a user from a workfloW cccccsesecccceeeceeceseeecseuseeccauscecseuseeessaeeessauseeeseaseeessageeessauseeeseuseeessadeeessageeessagseessaass 62 Go E E ENA AE O EEA AT ESTE EETA E AE EAT ee eer ere E E 62 FOES aen 63 CS lee Ee 64 USING Favourites elle 65 Creating a Favourites tolder 65 Navigating to a Favourites Ge e 65 R moving EW e EN e e EE 66 Copying and Pacing a E 66 Folder Naming USI RN E Le EE 66 Folder
43. the folder level by right clicking the folder and select Properties gt Permissions Folder permissions can be inherited from the parent folder if required cy CAB i NET BDD NE PJ Details view K Permissions Groups with Permissions Other Groups Group 1 3 NE BENNotificationTestGroup workflow Users ER Group 2 H 8 Group 3 ER 7 Group 4 E Group 5 Powers Austin i User Restricted Inherited Explicit Permissions Allow Deny Allow Deny Modify Folder Delete Folder Change Permissions Create Subfolders Delete Subfolders Create Documents C Default Page Inherit From Parent E Show Current Context Users Only Show Active Users Only Figure 82 Smart solutions Real support Page 90 www opentree co uk A Opentree A Cabinet by Opentree The Permissions page shows Groups with Permissions and Other Groups e Select Show Current Context Users Only and or Show Active Users Only as required e Folder Permissions are inherited from the parent if the checkbox is ticked e Ifa user creates a subfolder in a folder with Inherit Permissions disabled the subfolder has Inherit Permissions enabled by default to set the same permissions as the parent folder e Groups with inherited permissions are shown in grey and groups with permission settings for this folder are shown in bold e Click on a group name to view that group s permissions and view its members e Tosetthe permissions of a group in the Other Groups li
44. workflow and their current stage are the same In the right click menu select Workflow and the appropriate option Note A user must be assigned to a group which has the Workflow Documents permission in the relevant folder to enable the Workflow menu when right clicking documents Depending on the workflow configuration the items in the workflow menu may be displayed in a maximum of four groups as shown Fimo Version Revise Reset Io In Progress Cyenide Figure 131 The groups are arranged in the following order from top to bottom Transitions assigned to user Items only appear in workflow menu of users who are assigned to the transition Transitions the user can Items available to all workflow users who have a role for the transition perform Stage actions Actions available to any user at this stage for example revise action Privilege actions Actions available to a user in a group that has workflow privilege or privileges In the following example a Send for Review transition is performed requiring nomination of users for the next workflow stage Smart solutions Real support Page 135 www opentree co uk A Opentree A Cabinet by Opentree Send for Review SI EA GEES lc Check Out co Location Check Out Send For Review Figure 132 E Send for Review ey check 1 doc 02 09 2008 14 57 59 EA check 3 dor 03 09 2008 09 34 08 Show Al Available Documents Figure 133
45. 0024 401 le Reference NE PJ 00024 401 ets Workflow History Superseded No Version A0 18 February 2015 16 12 13 Path WCAB i NET BDDNE PI 01 CheckIn 02 UAT 01 CheckIn a document Intent Path Document Filetype Excel Worksheet Numbering System Major and Minor IDL Group All Properties Keywords Availability Checked In Created By System Administrator 23 December 2014 07 57 25 C Default Page Last Edited By System Administrator 18 February 2015 16 12 13 Privileged Functions Replace File Apply Figure 23 Filename The filename of the selected file Reference The reference name of the selected file Superseded States whether the document is outdated by another version Version Characters that identify the version of the document Path The full path of the folder that holds this document Intent Path The intent used to create the document Filetype The name of the application to be used for this document Numbering System The name of the document s numbering system IDL Group Intelligent Data Link Group IDL is user to update information automatically from a document to the Cabinet Explorer database or vice versa Configuration of IDL is described in the Cabinet Administrator User Guide Availability The checked in out status of the document Created By The name of the user who created the document creation date and time Last Edited By The name of the user who last edited the document editing date
46. 02 2 DCR 006 442 doc has errors and will not be imported Figure 161 Symbol Description The destination folder already has the document at the current revision The existing document is at a higher revision than the CII revision By default the document will not be imported The CII document is at a higher revision than the existing document but the higher revision A exists in the document history By default the document will not be imported not exist in the document history By default the document will be imported The document has been deleted but still exists in the recycle bin WW The document has errors or was not found in the source folder The Cll document is at a higher revision than the existing document The higher revision does Note If the document is to be revised to allow import select the document and select Revise Document in the right click menu It will be revised from the current version to the Cll import document version see below The relevant override symbol should then be displayed in place of the symbol prior to revision Smart solutions Real support Page 163 www opentree co uk A Opentree A Cabinet by Opentree If a document is right clicked the following menu is displayed Attach Document Wizard Attach Document This wizard imports existing documents and meta data Review Please review the tasks listed below click next to proceed and create the documents
47. 086 EOT zls COL sds CO Document Design Checked In Figure 111 The email lists the previous version document numbers together with the other columns of information currently displayed in the document list The document history displays Export Revised Version Details Exported to Mail Recipient Note that when exporting to mail recipients it is a record that the email was created not that it was sent Smart solutions Real support Page 118 www opentree co uk A Opentree Document History Chronological Everts Wed 11 March 2015 B Mon 16 March 2015 Lisl Revision 11 49 Export Revised Version Version BOI March 2015 A Cabinet by Opentree Version AU 23 12 2014 16 03 2015 Rensed Fie NE PJ Q002A A01 xis Preview Copy Export Reinstate Selected Event Type Export Revised Version Date 2015 03 16 11 49 55 User System Administrator Export Revised ersion Details Evportedto Mal Recipient Machines Name WNE P CLIENT Path C CAB4 NET Email_160315_114957 Figure 112 Export of an earlier version can be performed on individual documents Smart solutions Real support Page 119 www opentree co uk A Opentree A Cabinet by Opentree Exporting Files Select the documents to be exported right click and select Export gt File gt to Folder or Export gt File gt to Mail Recipient If exporting to a folder browse to the folder location and click OK If exporting to a mail recipi
48. 1 Messages x 2 TEST FOLDER 2 Ha Mes E E teaGuides R a UH WAT best scripts Create a New Set Example pi set best 2 T 4 i d b 2 Documents U CABA NET Explorer Figure 127 Double click on the Set you have just added the multiple files too and check that the files are shown CAB i NET Explorer MJE Fie Edt Favourites Heb OH bi ei F Search Address S VICAB NET tesAdvet PI P9 TES Folders x Keyword columns GE roties OW k im CAB i NET ER Description Source Name Reference Path Template Intent 10 Checked Out By 2_14_0 0001 01 VCABH NET tseAdvet P Blank Microsoft Word 9 214 0 521568 2_14_0 0001 01 CAB NET tsandvet P DOCK Document 2 14 0 610326 2_14_0 0002 01 WCAB NET tsaAdvet P Blank Mkrosoft Word a 2_14_0 521569 2_14_0 0002 01 WCAB iNET tsoAdvet P DOCX Document 2140 610327 2_14_0 0010 01 VICABH NET tseadvet P DOCK Document 2140 610335 2_14_0 0015 01 CAB NET tsandvet P Doc Document 2 14 0 610340 2_14_0 0016 01 WCABA NET tsaAdvet P Blank Mkrosoft Excel 9 2 14 0 610341 2_14_0 0017 01 WCAB iNET tsoAdvet P Bock Microsoft Excel 9 2_14_0 610042 7 Stage Al 2 2_14_0 0001 01 dee kwe staged hP ram 2 2_14_0 0001 01 decx stage 1 Locabroof store e Steiere kwstagel AA amp 2_14_0 0002 01 docx stage 1 AA O non electrorigftes E 2_14_0 0010 01 docx stage 1 AA 2_14_0 0015 01 docx stage 1 AA 89 2_14_0 001
49. 33 Microsoft Word jE Computer A Local Disk C3 e la eg Filename Doci we Word Document doch docx e Open re Cancel Figure 89 Once the filetype has been selected click on the Open button The Replace File window will be displayed showing the Replacement File path see below Smart solutions Real support Page 97 www opentree co uk A Cabinet by Opentree LE Replace File Filetype Selection Please select the type of the replacement file d AutoCAD Drawing iF Excel Worksheet ee JPG Image Mail Message File MicroStation hl Design File POF Document ir PowerPoint Presentation Text File visio 2003 Drawing CA Word Document d Zip Files Sdeflacemen File Ci UsersipiiDocuments Doct docx A S SE eg EE ug sg Figure 90 Click on the Next button and the Replace File Confirmation window is displayed Smart solutions Real support Page 98 www opentree co uk A Cabinet by Opentree LE Replace File Confirmation e The Document was successtully replaced To close this wizard click Finish Back Net Cancel Figure 91 Next click on the Finish button you will see that the file has now been changed to a different file type Smart solutions Real support Page 99 www opentree co uk A Opentree D Cabinet by Opentree File Edit Favourites Help O O d a JO search Py Folders Y wv Ers Address O CAB NET BDD NE PJ 01 CheckIn 02 UAT O1 CheckIn a
50. 6 01 xls kw stagel AA 8S 2_14_0 0017 01 x6 kw stoe AA Fj 2_14_0 0021 01 ding kwestagel AA 242 _14_0 0022 01 deg kwstagel AA 2_14_0 0025 01 dwg kw stagel 2_t4_0 0021 01 ICABH NETItseddvet P Blank ACAD Drawing 2 14 0 610346 2_14_0 0022 01 WCAB NET tsandvet P Blank ACAD Drawing 2 14 0 610347 2_14_0 0025 01 WCAB4 NETitsaadvet P Blank ACAD Drawing 2 14 0 610380 T SeLer ete Les Replace file non electronic f O Replace file tests Replace functionalty tests set testing sets testing gg ag D i UAT test scripts Create a New Set Example pj set test 2 pj set test 3 pj test set right cick menu item set test 2 set test 3 SS set testing t PJ TESTING DOCLIMENTATICS D pra Pye wl of gt 11 Documents A2 CAS i NET Explorer End 2 o IS CEA Figure 128 L II E E Smart solutions Real support Page 133 www opentree co uk A Opentree A Cabinet by Opentree Deleting a Set In this section it shows you how to delete a Set should the need arise in the future right click on the Set you wish to delete and select the delete option from the menu items T CAB i NET Explorer Iof s File Edit Favourites Help Era Q B 2 Peat YY Pi ii an CAB i NET ben EN Folders Mame Stage Version Description La SST S Lyset test LC 1873 defect retest sets testing 1873 sets test test 9 adobe plugin tests SE Set 1 9 atkins pee
51. 7014 D February 7015 a Preview i co SA Export d Reinstate B March 2015 gt gt a gt 5 gt D wed 11 March 2015 B Mon 16 March 2015 11 11 Revision Version BOl Revised File ME FJ 0002A A01 xl5 Selected Event Type Revision Date 2015 03 16 11 11 14 User System Administrator D March 7015 Figure 109 Smart solutions Real support Page 116 www opentree co uk A Opentree A Cabinet by Opentree Depending on user privileges the following options are available near the top right corner of the form View the selected version of the document ready only Copy Copy the selected version of the document so that it can be either pasted as a new document or Paste as Reference into another document Export the selected version of the document When prompted browse to the destination folder and click OK Reinstate the selected version of the document as the current version Exporting the Previous Version of Multiple Documents To perform this action e The user must have the required privilege for this operation e All of the selected documents must have a previous version Select the document or documents to be exported right click and select e Export gt Previous Version gt to Folder Or e Export gt Previous Version gt to Mail Recipient Mame Version o Description s gt Intent ME PI 00014 401 Et OU Document ai NE PJ 00024 B01 AD Document Bal NE PI 0086 CO1 i Open
52. 9 04 Confirm Open Containing Fe Replace 9 05 CheckOut a Document with O 06 CheckOut Modify Document Export C OF Checkout Inherited Referer 08 CheckOut Inherited Explicit Copy O 09 Checkout a Document with Copy Link 9 10 CheckOut a Document with O 11 CheckOut a Document at In Delete 9 12 CheckOut a Document with O 13 CheckOut a Document with Properties LH 14 Checkout a Document with LO 15 CheckOut References in Rel 9 16 CheckOut a Document and i O 17 CheckOut a Doc and Copyo 3 18 CheckOut a Doc and Copy C 19 Checkout a Document and 9 20 Checkout a Single Referenc 9 21 CheckOut Multiple Documen Figure 98 Smart solutions Real support Page 105 www opentree co uk A Opentree g Cabinet by Opentree The Location Check Out folder is shown below Please select the Folder you wish to check out to gt 4opData i Contacts k Desktop d E My Documents b A Arabic Testing e CAB NET A Outlook Files IN Downloads b E Favorites BR Links Figure 99 The Location Check Out message box is displayed see below Do you want to create a copy of the CAB i NET folder structure under the chosen folder YD Yes will copy the document into the replica folder structure No will simply copy the document into the chosen folder E Do not show again Figure 100 e Select Yes if the folder structure of the selected documents should be copied to the Check Out folder with the sele
53. A Opentree g Ca binet ntree Cabinet Explorer Client User Guide 23 03 15 Smart solutions Real support www opentree co uk A Opentree g Cabinet by Opentree Document History The following table shows the change history for this guide DEIC Version Description Author 04 03 2015 Initial draft Paul Johnson Smart solutions Real support Page 2 www opentree co uk A Opentree A Cabinet by Opentree Contents Document elei e E 1 EE 3 DO CUMS gi 8 POS O serra E O E O ene earetsocaaposacasrasanace A E O E 8 CODE ee 8 Cabinet Explorer e 9 Ier 10 DeU MOC rie AR 11 Beie BEE 11 Ee Explorer E UE 12 KE 12 aler GE 13 KEE EE 13 ro Iren E 13 Del dE 13 Seil 14 eil A can aoedieaptaeatommaa bie vaanaedesmancesieaamesadanniasacionsaadn iam eeainneadindenanaieainameatcousnd went annbubesasana eaanncesdaneteeuseannaieduninaoeicais 14 TOOD BE UUO EE 15 SEENEN 16 PROG HLS E A ON EE 16 Pados o TONG E 17 Folder File liSl essiens terrene eE a NE EEREN en A SEENE EEE EEE ENEE EEEN EE RNE RERNE RE a S 18 NOTO eoa e AA E E E A E E E E E E 19 Foder MST AEN EE 20 Silke ed 21 Advanced Folder eg 23 Import Folder et 24 Kei 24 MOOT I TST el EE 25 SIE 26 Beie fleegt gelen 28 Copy paste Se EE 29 Setting User EE 30 BR ng Ee d 32 POS CGC e re 32 Accomplishing RETTEN 33 Editing the Cabinet Configuration ccccccccccccccssssesecceeeeceaeesseeceeeeesaeeeseceeeeeseeeeaeeceeeeeessaeeaeeeeeeseessueaeeeceeeeessnaageses 33 Smart
54. Administrator or a user in a group with the Modify System Searches privilege Other users may temporarily edit the column sequence but the change is lost when another search is run 3 Ifa Custom View is currently selected it remains visible for this search after the System Default Search View is edited Smart solutions Real support Page 82 www opentree co uk A Opentree A Cabinet by Opentree Creating a System Custom View Click the Create a Custom View for this Search button Tick the required fields and in the Field Order amp Widths display drag the column names to re order them and adjust the column widths as required Click Apply or Ok to save the changes The new layout is visible to all users when the selected System Search is run When a Custom View is selected the Layout Options are as shown below Details View Layout Options C Delete the Custom View For this Search Gei Lee current settings Custom view Modify the Custom View For this Search Modify the System Default Search view Figure 74 Modifying a System Custom View When a System Custom View is selected the Layout Options are as shown above Select the Modify the Custom View for this Search button edit the Field Chooser checkbox settings the Field Order and Widths and click Apply or Ok to save the changes Deleting a System Custom View Ifa System Custom View is currently selected the Layout Options are as shown above Select the Dele
55. Document Wh NE P1 0204 A01 0 EE Document Check Out Location Check Out Workflow Replace Export File Previous Version i to Folder Copy Copy Link to Mail Recipient Current views o Wal Reciplen CI File Delete Properties Figure 110 Smart solutions Real support Page 117 www opentree co uk A Opentree g Cabinet by Opentree If exporting to a folder browse to the destination folder and click OK If exporting to a mail recipient an email is created with the selected documents attached and listed in the email body as shown below ES Me o a als Attached files exported fram CAB i MET Explorer as Previous Versions on 16 March 2015 File Message Insert Options Format Text Reviews D A sl d Attach File Y Follow Up gt ayy E ZU Hl Attach Item High Importance Paste Address Check F A Baok Names Gat Signature 7 H Low Importance Clipboard M Basic Text Name Include Tags F Whe Il eee II lil Citic Send subject Attached files exported from CAB i MET Explorer as Prewious Wwersions on 16 March 2015 11 49 57 Attached BH NE p oooza A0Lxls 12 Key BEI NE P 0086 601 xl5 12 KE Attached files exported trom CAB 1 NET Explorer as Previous Versions on 16 March 2015 1149 57 EES Name Version Description Intent Stage Availability EES Version Ey NE PJ 00024 NE PJ O002A4 AOL gls BOT zle BO Document Design Checked In NE PJ 0086 NE PJ 0
56. E ONS NE PJ 0503 A01 msq AOL Email Import Document 3 01 Checkin E NE PI 0504 401 msq Add Email Import Document 02 Checkout NE PJ 0505 A01 msq an Email Import Document H 03 Concurrency 4 ME PJ 0800 401 msq 401 Import Emails Document O04 Copy and Paste Documents NE PI 0801 A01 msq DS Import Emails EA 5 05 Datas ataSource 06 Documents RDP rats A Ant Import Emails Document 9 OF Documents For My tbention ell RENE DU Document NE PI 0804 401 msq 401 Document H 08 Export 5 09 External Links CH 10 Favourite Folders 5 30 Sets CH 31 Shares 3 32 Shutdown H 33 Synecronisation 3 34 Thumbnails H 35 workflow Arabic Testing O folder test 1000 far Imported Emails oe Figure 182 Smart solutions Real support Page 184 www opentree co uk A Opentree A Cabinet by Opentree Importing Attachments To import attachments as individual documents in Cabinet Explorer click Show Attachments instead of Import Emails see figure 179 R E Please confirm the attachments to be imported into C4B i NET File Type Filter All Files Pa Date Ta_News_O pdf waterfall model diagram jpg m Sent Email Subject 295 KE 20 03 2015 15 11 Import Emails Paul Johnson 62 7 KB 20 03 2015 15 11 Import Emails Paul Johnson Import Attachments Back to Emails Figure 183 Imports may be performed on attachments with the same file type or multiple file types If required select a f
57. In the folders files pane right click and select Configure gt context name select one of the following e Select Users at the left of the form Above the Users list select Create New User e Select Users at the left of the form right click in the users list and select Create New User from the menu e If the new user is to be a member of an existing group select Groups click on the group name in the groups list double click on Add New User in the members list and enter the user s details Alternatively the user can be added to a group or groups later Enter all of the information in the first page of the Create User Wizard Smart solutions Real support Page 37 www opentree co uk A Cabinet by Opentree Create User User Details Forename Surname Initials Signature Email Location Check Out Path 0 Logon Details Active Windows Security Windows Username Password fo Domain ftsaadvet e lt mem Figure 32 Enter the user s forename surname initials and signature field are automatically updated Email address and location are optional The remaining fields are detailed below Check Out Path Browse to the location to be used for checked out documents Tick if the user s account is active Windows Security Tick the checkbox if Windows security is required clear it if Cabinet security is required Windows Username Enter the Windows or Cabinet username for this account Cabi
58. ME PI 0220 401 docx Word Document Document AD Flease select a Document Figure 167 If preferred documents can be removed from the paste operation by selecting them in the list and clicking Remove Document from List Note that the documents themselves are not deleted The status column indicates the corrective action that applies to each document Smart solutions Real support Page 170 www opentree co uk A Cabinet by Opentree A Opentree Intent Select a document or documents of the same type Click the ntent option to display the Change Intent page Copy Paste Special Please specify the properties for the copied Documents Source Intent Change Intent Back Source Filename WH NE PI 0204 A01 docx Document WE NE P1 0210 401 docx Document El Document ENEE docx Document Soe WW NE PI 0212 A01 docx Document Figure 168 The displayed Intents are those available in the destination folder for the selected document type Select an appropriate ntent for the selected documents Click the white green Back button to return to the previous page or click Next to continue Smart solutions Real support Page 171 www opentree co uk A Opentree A Cabinet by Opentree Sequence Where the document status indicates that the document number already exists select the documents from the list Click Sequence to display the Change Sequence Rule page Multi Docurnent Paste Special Wizard Copy Paste Special
59. Page 188 www opentree co uk A Opentree A Cabinet by Opentree Reference Information When using MicroStation v8 to attach references to a drawing the following alert is displayed Do you want to use CAB i MET to attach a Reference file Mote Files attached outside the control of CAB 1 NET may not be available to other users Cancel Figure 186 Note Multiple attachments may be selected in the Cabinet Explorer Attach References form If Cabinet Explorer is used to attach a reference file and the parent drawing is opened in Cabinet Explorer reference status information may be displayed as shown CAB i NET Explorer References 3 Reference Document Reterence Latest Checked Action Attached Eeists in CE Knownto CE Version in Auf Complete Clear Al eleven A dgn wi wh wf wf x z twelve dgn A IS wh 002 A dgn v x x D Figure 187 The form is only displayed if it provides additional information In the example shown one of the two drawings has been deleted but not purged from the Recycle Bin as shown by the white cross on a red background in the Document Exists in CE column Drawings shown in bold have an action or actions available in addition to No Action Required and Detach Reference or they have been deleted but not purged If there is more than one reference file with the same name and Cabinet Explorer cannot determine which applies a tick with a plus sign is shown Smart solutions Real sup
60. Please specify the properties for the copied Documents Source Filename Sequence Rule Major Sequence Minor Sequence WE NE PI 02 17 401 docx Retain Existing O21 l EH Wh NE P1 0218 A01 doc Retain Existing 0216 Retain existing sequence iW NE PI 0219 CO1 docx Retain Existing 0219 WE NE PI 0220 401 doc Retain Existing O70 Change Sequence Rule Back Next available sequence Figure 169 Select Next Available Sequence if it is appropriate to do so Click the white green Back button to return to the previous page or click Next to continue Smart solutions Real support Page 172 www opentree co uk A Opentree A Cabinet by Opentree Version Select documents which require different version characters Click the Version button to display the Change Version page Copy Paste Special Please specify the properties for the copied Documents Source Filename s gt Source Version New version Change version Back NE PI 0220 401 docx A0 OUT WHNE PI 0219 CO1 docx version WH ME PJ 0216 A01 docx W NE P1 0217 A01 docx Cancel Figure 170 Select documents that require the same version characters and click the Up Down arrows to set their version as required or in place of the displayed characters enter new ones If necessary repeat for other documents requiring different version characters and set their version as required Click the white green Back button to return to the previous page or click Next to
61. RU DD 9 011 pd 4 digit major 2 digit minor testi 427347 pdf tests Draft 17 POF plugin tests A c 0018 01 DC 4 digit major 2 digit minor test 4273546 pdf tests Draft 3 POF Test RT D D01 7 011 pd 4 digit major 2 digit minor testi 427345 pdf tests Draft Pivotal ID 57740864 D 0016 01 odF 4 dioit maior 2 digit minor est __ 427344 Draft e 4 mt t 1 Document Selected Figure 198 E CAB i NET Explorer Click on the file which has been selected Adobe Acrobat Pro launches automatically and displays the file see image below NB However if you are presented with a Cabinet Login window you will be required to enter a Username and Password see below Smart solutions Real support Page 199 www opentree co uk A Opentree A Ca binet Opening the File PER E phe I e L View Window Help Eilen DR SR Isi Tools Comment C Sienature Preview Mode Formal Representation Copyright Adobe Systems Incorporated 2004 2010 All nghts reserved Updated September 21 2010 3 50 x 1100 in 4 Figure 199 Insert Page trom another File The first time in session you may be required to log into Cabinet Explorer where you will be greeted by a login screen From the Adobe tool menu bar select the Insert Page from another File icon EI The Attach References Select Document window is displayed Select the document you wish to insert into the
62. Replace file tests OO Replace Furckionelky tests 3 set testing Sy Example al e DI al E 1 Sat Selected ES CABGNET Explorar g Figure 124 Once you have selected the Cut option you can then navigate to anywhere you wish and paste the Set Smart solutions Real support Page 131 www opentree co uk e Cabinet by Opentree C48 i NET Explorer File Edt Favourtes Help OD gi A races ma CAB i NET Address OJ CAB NETitsaSeveliPIiP TEST 14 EI So Folders x Neme si escript m R 5 keyword columns aj E 2 Lord Sets Tast With Param KH Lo teocf store E microstation KH non electronic Files ID POF plugin tests L POF Test D Pivotal ID 57740364 H KH pj set bests 2 PITEST 1 E C PITEST 2 SS Example D reference tasts 5 Replace He non electronic f D Replace File bests LC Replace Functionality tests E CH set basting E LU sets basting D E test E L3 TEST FOLDER 1 E 3 TEST FOLDER E EH tsaguides E 3 UAT best scripts 8 Create a New Sat Example 3 pj set best 2 4 Folders 0 Sets amp 0 Documents Figure 125 The Set has been successfully pasted into another folder E CaB i NET Explorer Bisi x File Edit Favourites Help a Key Folders Eegen eed Address CAB i NET tsaAdvet PJ PI TEST 3 Folders Hame Stage Version O Keyword columns G Ston O Lloyd Sets Test With Param O Localproof store O microstation O non electronic files PDF plugin tests O PDF Test
63. Revise Document Attach to current Folder Attach to specific Folder Change Source Path save List More Information Figure 162 Set up the sequence and version number Revise the document number Refer to the Action column for version information Attach to current folder Import the document to the current folder Attach to specific folder Select an alternative destination folder for import of the selected document Change source path Select an alternative path for the source document Save List Save the listed information in an XML file More Information Display more information for the selected document When Next is clicked the final Attach Document Wizard screen is displayed with information on any documents which were not imported Smart solutions Real support Page 164 www opentree co uk A Cabinet by Opentree Attach Document Wizard Attach Document This wizard imports existing documents and meta data The Attach Document Wizard is now complete review information below For any Further information Name Message i Information W55C G28 GG W102 22 DCR 002_A42 doc was not revised Information W5S5C G28 GG W102 22 DCR 003_A442 doc was not revised Information WS5SC G28 GG W102 22 DCR 004_442 doc was not created ee Information WSSC G28 GG W102 22 DCR 005_442 doc was not created Information WSSC G28 GG W102 22 DCR 006_A42 doc was not created Success W5SC G28 GG W102 22 DCR 007_A4A42 doc
64. The References sub folder will have sub directories within it to allow for the standard CE attachment paths of Instance DocumentID To use the master design file in a non CE configured Microstation environment simply set a variable within Microstation with a name of CE and a value set to the folder where the exported master design file is located in this example it would be c temp Search 02 UAT D A e Temp CAB i NET BOD WE PJ References amp 02 UAT Share with e KC Favorites Name Type Organize e Include in library e New folder BC e ie Date modified SIze EC Desktop NM Downloads S Recent Places Libraries Ee Document al Music Pictures Ti Videos Bb Computer amp Local Disk C3 ch Network 5 items Smart solutions Real support AU NE PJ 1003 401 AU NE PJ 1006 A01 AU NE Pu 1007 401 NE PJ 1008 401 NE PJ 1009 401 Bentley MicroStation Design Bentley MicroStation Design Bentley MicroStation Design Autodesk Design Autodesk Design Figure 194 Page 195 20102013 09 58 20 11 2013 09 38 20 10 2013 09 35 LiF F200F7 12 20 17072007 1220 www opentree co uk A Opentree A Cabinet by Opentree Check Out and Location Check Out When documents with references are Checked Out or Location Checked Out a message may be displayed as shown below depending on user preference configuration YD What would you like to happen with t
65. Whatis black and white and read all over What was the name of your first pet Figure 145 Smart solutions Real support Page 144 www opentree co uk A Opentree A Cabinet by Opentree Now complete the remaining fields as appropriate then click on the Ok button I CAB i NET Setup Security Question Please provide a security question answer in order to provide an exira layer of secunty to your account Question What colour was your first car M Answer Yellow Password e Figure 146 If your password does not meet the minimum length a warning message will be displayed CAB i NET Verify Credentials Please vert your credentials to perfonm this action A Incorrect Credentials cancel Figure 147 Re enter your password so that it meets the minimum length required once done click on the OR button Smart solutions Real support Page 145 www opentree co uk A Opentree A Cabinet by Opentree Forgotten Password If you should forget your password you can click on the Forgotten Password link shown on the login box below Figure 148 lf however in the unfortunate event of maybe forgetting your password you can click on the Forgotten Password link and the following message box will be displayed CAB i NET Reset Password What was your first job New Password Verify Password Figure 143 Answer the security question then complete the remaining fields with the appropriate answers
66. a name or names are shown in the Review List those names will remain after Remove this User from All Workflows is clicked The copying process can be completed when OK is clicked Show Current Context Users Only To view users in other Contexts when copying Group membership or Workflow roles clear the Show Current Context Users Only checkbox first Users in a different Context are listed in blue text or light blue if their account is disabled deleted Show Active Users Only To view users with disabled or deleted accounts when copying Group membership or Workflow roles clear the Show Active Users Only checkbox first Users in the current Context with disabled or deleted accounts are listed in grey text Smart solutions Real support Page 46 www opentree co uk A Opentree A Cabinet by Opentree Enabling disabling deleting restoring Users In the folders files pane right click and select Configure gt context name Select Users at the left of the form to display the Users list for the selected Context Enabling Users To include users in the list whose account has been disabled clear the Show Active Users Only checkbox Disabled accounts in the current Context are listed in grey text or light blue for other Contexts Right click on the user s surname and select Enable Account from the menu The user becomes listed in black text indicating that their account is enabled Disabling Users If a user s account
67. ad involved in maintaining a document archive It has the look and feel of Windows Explorer which helps users to feel familiar with its interface Cabinet creates a structure for document creation storage retrieval revision approval and issuing and controls the processes involved through workflows It controls the types of folders that can be created the types of documents that can be created or imported into them the document numbering scheme and searches can include keywords by assigning metadata to them Cabinet records an event history who was involved and when it happened and allows users to perform the operations that the configuration allows It does this by requiring users to log in by assigning them to groups of other users and giving the groups permissions to carry out defined sets of operations As an example of a document revision process a typical user might log in to the system and finish working on a document The user then uses the Workflow menu to change the document s workflow stage and nominate another user to verify the document With the CWP optional module the system automatically sends an email to this user which includes a hyperlink to the published document The verifier sees the document listed in their Documents for My Attention folder views the document and if they are satisfied they use the workflow menu to go to the next stage choosing an authoriser The system sends an email to the authoriser The
68. age 79 www opentree co uk to the system view A Cabinet by Opentree Operation Custom View Checkbox Settings View View in other created folders Create a Custom View Copied from system Changes System view defined settings from system view to Custom view Copied from Folder Changes Folder Type View Type View from Folder View to Custom View Modify a Custom View The Current View Custom View System view settings The Current View Custom View Folder Type View settings Delete a Custom View If Create a Folder Reverts System view or if a Type View is from Custom View new Folder Type selected the settings to system view or if View is created the are copied from the Create a Folder Type Folder Type view Custom View View is selected the Folder Type View is shown 8 Custom View Reverts from Custom Folder Type View View to Folder Type View Smart solutions Real support Page 80 www opentree co uk A Cabinet by Opentree A Opentree Editing the Details View of a Search Before editing the details view of a search the search must be run otherwise the columns for the documents in the current folder are displayed When running a search select an appropriate folder from which to start taking into account the search time from a top level folder if many subfolders and documents exist Click the Search button to display the Saved Searches pane System Searches The Details View of System
69. and after the tag the folder name is copied without change It can be edited as required Autonumber Substituted by the number created see above Name Substituted by the complete folder name the number created and other text included in the folder name Smart solutions Real support Page 67 www opentree co uk by Opentree A Opentree A Cabinet Example If the next available number at the paste location is 0003 the Folder Properties when pasted are as shown Folder Properties Folder Name 0003 Numbered folder Description 0003 Numbered folder description Store Description Store 1 Advanced Folder Path WOAB i MET tsadadvetiP Ji Folder Type Group Global Folder Type 2140 Numbering Syster Inherit From Parent Filename Prefix 0003 Inherit Filename Prefix Reference Prefix 9003 Numbered Folk Inherit Reference Prefix Figure 57 If documents are included in the paste operation or created in this folder their Filename Prefix and Reference Prefix is as shown above Note that auto numbering only occurs in the top level pasted folder Further control of auto numbering is available by using the characters and Combinations of these characters can be used before and after the auto numbering tag In each case the number of digits in the tag is matched Folder name format lt prefix gt 00 Matching prefix characters 00 lt suffix gt Matching suffix characters lt prefix gt 00 Matchin
70. art solutions Real support Page 47 www opentree co uk A Opentree g Cabinet by Opentree Viewing Licence information Licencing is organised by Context Right click in the folders files list and select Configure gt context name To view the licencing page select Licencing at the left side of the Context Properties form Licencing Explorer Browser Transmittal workflow Users P Strategy Concurrent MLA Concurrent Purchased 10 0 3 Allocated 1 oh 0 DIE The Mazimum Number of Concurrent Licences Allocated To request a new licence For this context simply select the relevant module and enter the number of licences required Please email the resulting C4B i NET Licence Request file to support tsaadvet co uk referencing your order reference number Module CAB E NET Explorer sl Licences Required e EI Generate To activate a new licence simply browse For the CAB i NET Licence File supplied by tsa4DVET Activate Figure 39 Cabinet Explorer supports two licencing strategies Licensing strategy Description Concurrent Concurrent Licensing is based on the maximum number of users who can be simultaneously logged into Cabinet Explorer The licensing page shows the number of concurrent licences purchased and allocated Two allocated figures are displayed These are the current number of simultaneous users and in bracket the maximum number of simultaneous users that have been logged into Cabinet Explorer at any one time
71. ase the replicated database is no longer used If the master connection is selected it applies until Cabinet Explorer is shut down restarted and an appropriate location is selected If the master connection is not selected it may prove to be possible to continue using Cabinet Explorer replication if Synchronisation is satisfactory Editing External Links External links are displayed when neither the Folders nor the Search button is selected Smart solutions Real support File Edit Favourites Help Orme Address d WOAB MET EDDY Instance Tasks T Create New Folder i Search this Instance File and Folder Tasks CH Create Wew Folder Other Places 2 CAB NET Root 4 My Checked Out Documents Documents For My Attention External Links Lal CAB i NET Remote Assistance tsaadvet Figure 30 Page 36 www opentree co uk A Opentree A Cabinet by Opentree To edit external links right click on the Cabinet root folder select Properties and select Configuration External Links Header External Links Modify Add Mew Remove Caption URL CAB i NET Remote Assistance AKO iie tsaadwet co uklassist CC kabel AEE waat bsaadyet co uk Figure 31 Alternatively click Add New or Remove as required Adding a New User Note that Cabinet Explorer can be configured to have more than one Context and that Users are created in a specific Context
72. ate Modified History Share Size Conkains Date Created Date Modified Published Share Size Contains Date Created Date Modified unknown unknown unknown unknown unknown unknown unknown unknown unknown unknown unknown unknown Request Windows Folder Properties Request Windows Folder Properties Request Windows Folder Properties Request Windows Folder Properties For all Shares Figure 19 Click on Request Windows Folder Properties to display the required Share information Smart solutions Real support www opentree co uk Page 23 A Opentree A Cabinet by Opentree Import Folder Structure The form shown below is for the Import Folder Structure Import Folder Structure This wizard imports an existing Folder structure Folder Information Please select the parent Folder of the Folder structure that you wish to import Parent Folder S Delimiter e g Name Description FilePrefix RefPretixa FolderTypegDC Replace with Replace with Figure 20 Parent Folder Enter the path to the parent folder or click the Browse button see below Use the default delimiter character or enter an alternative Use the default replacement characters replaced by or enter alternative characters Replace 1 Child folders for import can be selected as required on the 277 page of the Import Folder Structure Wizard 2 In its simplest form only the folder str
73. ay 14 March 2015 Recipients Surname 0 Forename Email Add Me Add Recipients EI Remove Recipient workflow History C Default Page A Figure 105 e Enter a description for this notification e Click the Notification Date arrow and select the required date e Click Add Recipient and select the users to receive the notification e Then click on the Ok button Smart solutions Real support Page 112 www opentree co uk A Cabinet by Opentree g Document Properties me S CAB I NET BOD NE P T 02 Checktut 02 UAT 01 CheckOut Confirmation NE PJ 0001 A01 xlIs Document History Notifications Refresh Add New Notification Comment This is a test notification Notification Date Saturday 14 March 2015 Recipients Surname Forename Email to EI add me L Administrator System samcompany com dd Recipients EI Remove Recipient WiorkFlow History C Default Page A Figure 106 Click Save to create the notification The notification is listed as shown on the next page Smart solutions Real support Page 113 www opentree co uk A Cabinet by Opentree g Document Properties EE l Y CAB i NET BDD NE P J5 02 CheckOut 02 UAT 01 CheckOut Confirmation NE PJ 0001 A01 ls Document History keywords Properties References Sets workflow History C Default Page Smart solutions Real support Notifications Refresh Date Comment Recipients Own
74. be added and click OK Select Roles EN Select Roles Choose roles you want to assign to the selected users Available Roles Roles F Review amp Action F Action DW Review F Comment Notified Preselected Figure 48 lf the users are to have the same role or roles select the appropriate checkboxes If no roles are selected in this form they must be selected individually when the users are added lf the users should be pre selected in the workflow transition s nomination page tick the Preselected checkbox Click OK to add the users roles and Preselected checkbox settings Workflow Users Workflows Roles Preselected de new a OL Review amp Action T det new L Action a OCH new C Review T d new C Comment S d new Notified potter new notifier2 new Preview feviewachonerl new Wf Abolished gt gt MARK AS RETURNED TO CA T reviewachoner2 mew 3 Review amp Action Smart solutions Real support reviewachoners new 5 reviewactioner4 mey reviewachoners nev L reviewachonerone maw zt reviewachonerbyo Mew lt reviewer mew d reviewers mew L reviewers new User Test Allocated gt gt MARK AS FOR ISSUE REPLACI Approved gt gt MARK AS FOR ISSUE gt gt For d il gt Figure 49 Page 59 actioner1 new actioner2 new actioner3 new commenter l mew commenters MEN commenters mew OCH new Oe new dc
75. ble click to open a Folder or file in this pane Alternatively click to highlight it and right click to display a menu The name of each document is displayed with other information for reference arranged in columns The displayed columns can be selected by clicking on the folder in the folders pane right click and selecting Properties Details View Alternatively the number of columns displayed can be set up by right clicking in the grey column title area and ticking the required columns see below Click and drag a column name to change its position and click and drag a column separator line in the grey area to change its width Mame ME PJ 00 ME PJ 00 ME PJ 00 d Messages Smart solutions Real support Mame Description Availability Checked Out By Checked Out Date Checked Out On Created By Created Date Description Edited By Edited Date ID IDL Group Intent Intent Path Numbering System Name Path Reference Source Name Vd Stage Stage Date Template Type Version Version Date Intent Document Figure 15 Page 18 Stage Design Design Design Design Design Ay ailability Checked In Checked In Checked In Checked In Checked In www opentree co uk A Opentree A Cabinet by Opentree Click the Thumbnail View button to show a thumbnail image of each document instead of the file type icon It displays the thumbnail images and depends on each document s file type
76. can enter anything which is relevant for your Document Keywords you may also choose what number format you wish to use for a particular document Smart solutions Real support Page 155 www opentree co uk A Opentree A Cabinet by Opentree This is the Import Document Filename and Reference screen Import Document Filename and Reference Sequence Reset Include All Reset Version Reset Reset Filename ME PJ 0215 501 docx Reference ME PI 0715 401 Copies Figure 154 If required adjust the sequence number using the up or down arrows If more than one copy of each document is required set the Copies number and click Next Smart solutions Real support Page 156 www opentree co uk A Opentree A Cabinet by Opentree The Final Confirmation page shows the document numbers which will be created If the numbers are OK click Finish to import the documents The source file name of an imported document can be viewed in the document list by selecting it in the folder s Details View Import Document Final Confirmation Click Finish to create the Document The following documentis will be created ME PI 0215 401 docx NE PI 0216 401 docx NE PJ 0217 401 docx ME PI 0218 401 docx NE PI 0219 401 docx Finish Cancel Figure 155 Smart solutions Real support Page 157 www opentree co uk A Opentree A Cabinet by Opentree Multiple File Types Select the required folder by clicki
77. ck Reset to return characters to their original value if required e Select the number of document copies that are to be created and click Next The Final Confirmation page shows the document numbers which will be created from these settings If a document has the same name or number as a document in the recycle bin a warning is displayed on the Final Confirmation page If Finish is clicked the document in the recycle bin will be automatically deleted Alternatively rename or renumber the new document to retain the document in the recycle bin Click Finish to create the documents which will be shown in the folders files list Smart solutions Real support Page 94 www opentree co uk A Opentree g Cabinet by Opentree Replace Document Replace with a File This section guides you through the functionality of Replacing a Document within Cabinet Explorer system You have two ways in which to replace a document Navigate to your chosen file that you want to replace right click on the file and select the properties options File Edit Favourites Help Key Folders Au Ers O OB Arm Y Address 69 CAB i NET BDDNE PJ 01 CheckIn 02 UAT O1 CheckIn a documenti Folders x Name version Description Intent Stage Availability V CAB i NET A NE PJ 00014 401 txt 401 Document Design Checked In My Checked Out Documents gt SE NE P3 00024 A01 xls A01 Document Design Checked In 3 Docu
78. click and select Do Not Copy From This User Merge Workflow List Merge the workflow list of users see below into the Group list Copy Workflow Roles from Click to select a user and copy their workflow roles to this user an Existing User Repeat to select additional user s workflow roles Merge Group List Merge the Group list of users see above into the Workflow list Show current Context Tick the checkbox to only show users in the current Context in the Copy Group Users Only Membership and Copy Workflow Roles lists Clear the checkbox to include users in other Contexts Show Active Users Only Tick the checkbox to only show active accounts in the Copy Group Membership and Copy Workflow Roles lists Clear the checkbox to include disabled or deleted accounts 1 If no Check Out Path is entered the system default path is used C Cabinet 2 An account can be made active inactive later Select Users click on the user name right click and either a select Enable Account from the menu or b select Properties from the menu and tick the Active checkbox 3 If Windows security is not selected the user will be required to login using a Cabinet username and password 4 Applies to the Fixed licence scheme only 5 If the checkbox is cleared users in other Contexts are shown in dark blue for active accounts and light blue for disabled or deleted accounts 6 If the checkbox is cleared users with disabled or deleted accounts
79. cted documents copied into the structure e Select No if the selected documents should be copied into the Check Out folder The message pane should report that the document was checked out successfully If the document has references a Check Out References prompt is displayed Smart solutions Real support Page 106 www opentree co uk A Opentree Checking In a Document To Check In a Document follow the steps shown below e Click on the document name in the folders files list so that it is highlighted in blue e Right click and select Check In from the menu e The message pane should report that the document was checked in successfully Location Check In A Cabinet by Opentree Select this option if the document is to be checked in from a chosen folder on the user s PC for example Browse for Folder Please select the Folder you wish to check in From a hpi b A 4ppData iB Contacts kz Desktop P ER My Documents gt A Arabic Testing e CAB NET J A LA Location Check Out J b CAB NET A Outlook Files P Downloads Cox Figure 101 Browse to the required Check In folder and click OK Smart solutions Real support Page 107 www opentree co uk A Opentree A Cabinet by Opentree The Navigation Folder message box Do you want the Location Check In process to navigate a local copy of the folder structure from which the selected documentis will be mowed selecting No will simply
80. cument When a folder is created a type is allocated to it which determines the types of document that can be created in that folder Smart solutions Real support Page 12 www opentree co uk A Opentree A Cabinet by Opentree Import Import an existing document file The types of files that can be imported are determined by the Intents that have been set up for the folder that the document will be imported to Close Close closes down the Cabinet Explorer window but keeps the session open running Shutdown When the shutdown option is selected Cabinet Explorer closes down and the session ends Edit Folders or documents can be selected by clicking on their name in the files folders list so that they are highlighted The standard Windows methods apply to the selection of multiple folders or files Ctrl left mouse ke Select multiple individual folders files Shift left mouse key Select a continuous range of folders files between those selected Additionally the edit menu gives you the following options LEE File Edit Favourites Help Figure 8 Select All Select all folders or documents in this folder Invert Selection Select all that are not currently selected Display the User Preferences form to set default actions Smart solutions Real support Page 13 www opentree co uk A Opentree A Cabinet by Opentree Favourites The favourite s menu option allows you to add any folders from within
81. d the reasoning behind why this functionality was introduced as an enhancement The main reason is due to the potential time difference between a user submitting a drawing for processing and it actually being processed i e queue volume During which time the content of the referenced models could have changed Therefore locking the references prior to submitting the drawing for processing is the preferred solution and one which has to be completed by the system Cabinet Explorer has been developed to include a Stage Configuration which on workflow a drawing locks all of its references This locking is achieved by changing the Stage of the references to one which has been configured to not allow edit Furthermore this Stage will have been configured so that the only option available to the user is to unlock the file a configuration which simply revises the reference to an editable Stage The user is warned if they are about to lock any of the drawing s references allowing them to make an informed decision as to whether or not to continue the workflow action It also informs the user if the drawing cannot be processed due to any of its references being Checked Out if they are in a non lockable Stage or if they do not have permission to perform that workflow action An example is shown below showing a drawing in a Stage which is configured to abide by these rules Name Version Description Skage AUINE DAN Dee H Master Design
82. does not display attachments that are no longer required CE will also advise a user when opening a file if it is being referenced in other files Adobe Acrobat Professional Plug in This section guides you through the functionality of the Adobe PDF Pro plug in for Cabinet Explorer The PDF plug in has the following function Insert Page from another File This allows you to insert any file from within the Cabinet Explorer System into a PDF document This allows you to replace and existing page with another file or document It is assumed that Adobe PDF Pro has been installed and is fully working and that Cabinet Explorer is up and running Open Open With Navigate to the PDF file you wish to use in Cabinet once navigated to the file you wish to open right click on the file Then navigate to the following menu item Open If Adobe Acrobat Professional is set as your default application for PDF s then the Open With menu item will not shown If Adobe Acrobat Professional is not set as your default application for PDF s then the Open With menu item will be available Open With gt Adobe Acrobat Professional Smart solutions Real support Page 198 www opentree co uk A Opentree D Cabinet by Opentree The Open With option LEJ CAB i MET Explorer File Edit Favourites Help CH a SOE 7 MR pe Search Wy Fetters Ers Sei CAB i NET YW Folders Name s gt eee Se IDL Group Description Stage Drawin A g 6 FJ
83. dths display and click Apply or OK to save the changes Smart solutions Real support Page 86 www opentree co uk A Opentree g Cabinet by Opentree Creating a Custom View If no Default Search View has been created the Layout Options are as shown below Details View Layout Options Use current settings System Defined Create a Custom View for this Search Create a Default Search view Figure 76 Click the Create a Default Search View button In the Field Chooser expand the checkbox lists Tick the required checkboxes set the field order and widths and click Apply or OK to save the changes The user s Custom View applies to the selected search in the My Saved Searches list Editing a Custom View When a Custom View has been created but not a Default Search View the Layout Options are as shown below Details View Layout Options C Delete the Custom View For this Search Gei Use current settings Custom view Modify the Custom View For this Search Create a Default Search View Figure 77 Click the Modify the Custom View for this Search button select the required checkboxes in the Field Chooser set the column order and widths and click Apply or OK to save the changes Smart solutions Real support Page 87 www opentree co uk A Opentree A Cabinet by Opentree Deleting a Custom View When a Custom View has been created but not a Default Search View the Layout options are as shown above Tick th
84. e Descripti Aligned Aligned Aligned v Aligned Aligned Aligned Aligned Aligned Aligned Aligned Aligned Aligned Aligned ern SOM Element Selection gE Reference does ad H Level 1 The next screenshot illustrates how Microstation resolves the logical CE to be C Cabinet and the two sub folders of 1 for the Instance and 36412 for the document ID of file WV BLR DRS 10022 C002 A dgn Smart solutions Real support Page 187 www opentree co uk A Cabinet by Opentree Tools Settings E RK O_eE 2 Slot File Name Model Descnptt bob VV BLR DRS 10022 C003 4 dan Aligned CB3 dgn Default Aligned C C4B NET 143641 2 VVY BLR DRS 10022 C002 4 don best Aligned CE 143641 4 VVV BLR DRS 10022 C004 4 don Default Aligned CE 1436415 VV V BLR DRS 10022 C005 4 dgn Aligned CE 143641 V VV BLR DRS 10022 C007 4 don Aligned CE 1436421 VVV BLR DRS 10022 C0039 4 dgn Aligned CE 1436470 VV BLR DRS 10022 C01 3 4 don Default Aligned CE 14 36482 VVV BLR DRS 10022 C015 4 dgn Aligned Copy 5 of VY BLR DRS 10022 C001 4 don Aligned VVV BLA DRS 10022 C005 4 dgn Aligned VVV BLR DRS 10022 C008 4 don Aligned VVV BLRA DRS 10022 C008 4 don Default Aligned Scale 1 000000 i 1 000000 Full Path 41436412 vyv blr drs 1 0022 c002 a dgn alae gt ce g fg NoNesting vdeo M bes rene SOM OOO Element Selection gE Reference does lad Level 1 Figure 185 Smart solutions Real support
85. e 172 Note When using copy paste special documents can be created without mandatory keywords This occurs when the keyword is mandatory for the destination document but not for the source document Where a mandatory keyword is required please select the destination document and enter it Smart solutions Real support Page 175 www opentree co uk A Opentree Pasting as a Reference A Cabinet by Opentree If you require document s to be copied as a Reference to other documents then you will need to follow the process shown below Navigate to the document s you wish to copy as a reference then right click on the document s From the menu items displayed click on the Copy option Name Bah fred bloggs 01 xls aF Fred bloggs O2 xls john doe 01 xls Intent Path Document Stage Design Design Design Now right click on the parent document i e the document you want to reference to Smart solutions Real support Prewieuy Check Qut Location Check Out Workflow Replace Export Copy Paste 45 Reference Copy Link Delete Properties Figure 173 Page 176 www opentree co uk A Opentree A Cabinet by Opentree Name Intent Path Stage aa Fred bloggs 01 xls Document Design Fred bloggs 02 SE Gi john doe 01 x Open Design Preview Check Out Location Check Out Workflow Replace Export Copy Paste A Reference Copy Link Delete Properties Figure 174
86. e Delete the Custom View for this Search checkbox Details View Layout Options Delete the Custom view For this Search Revert to System iew Modify the Custom View For this Search Create a Defaut Search view Figure 78 Select one of the options e Revert to System View e Create a Default Search View In this case edit the Field Chooser checkboxes Field Order and Widths and click Apply or OK to save the changes The Default Search View applies to all the user s searches in the My Saved Searches list where no Custom View is selected Editing Folder Keywords Right click on the required folder select Properties from the menu and select Keywords at the left of the form Folder Properties Sie Ki CAB i NET Signalling Design Default Project Folder Keywords Permissions Properties Project Information aye Workflow Users wm Project Number DEFSIGO1 Folder_Information z Control Centre gt Default Project sl Figure 79 Smart solutions Real support Page 88 www opentree co uk A Opentree A Cabinet by Opentree Keywords can be used as Search Criteria see page 14 Folder keywords may be single value multi value or date fields Refer to Figure 118 for further details Selecting Folder Keywords from an External Data Source Depending on configuration folder keywords can be populated from an external data source In this case a button is displayed as shown for the relevant
87. e case shown above it is an Approval On the next page is the screen which you will see Smart solutions Real support Page 142 www opentree co uk Opentree A Cabinet by Opentree Show All Available Documents Figure 141 Now if you click on the Next button and a Cabinet Verify Credentials box is displayed Figure 142 Enter your password then click on the OK button to continue Smart solutions Real support Page 143 www opentree co uk A Opentree g Cabinet by Opentree The first time you have to verify your credentials you will see the following screens 2 CAB i NET Set Security Question Answer Response Would you like to setup a Securty Question Answer You will be prompted with this question if you were to forget your password Figure 143 Click on the Yes button and the Cabinet Setup Security Question box will be displayed see below P CAB i MET S5etup Security Question Please provide a security question answer in order to provide an extra layer of secunty to your account Question Answer Answer Password Password Figure 144 From the drop down box select any question you wish see below p CAB i MET Setup Security Question Please provide a security question answer in order to provide an extra layer of secunty to your account Question D What is the meaning of life ANSWET who Shot Roger Rabbit What colour was your first car Password
88. e select the user s you wish to participate in the next transition O amp user Test Review reviewerl new i reviewer2 new OA reviewers new 088 Comment Only OA commenter mew O E commenter new OA commenter new DR Wem OS notifier1 new SR notifier2 new o notifier new Figure 46 In the following example the Preview pane shows the user s name added to the Action list Workflow Users Workflows Roles Preselected o be d commenter new C Review amp Action dd commenters new Action A del new C Review eg dcz new C Comment de3 new C Notified dc4 new A dc5 new Preview sone notiFier1 new ve lt notiFier new seen lt notifier new nn 4 reviewactionerl new zo reviewackioner nev zo reviewactioners mew reviewactioner4 new reviewactioners nev reviewackionerone new vn reviewerl new a reviewers new SS reviewers new a User Test i Bese Administrator Systern dcl new oo deZ new E dca new vee de4 new vee dc5 new ee reviewactionerl new vee reviewactioner2 nev ee reviewactioners nev Se reviewaclionerone new i User Test E B Review vo amp reviewactionerl new iti Figure 47 Click Ok to save the changes and exit the form Smart solutions Real support Page 58 www opentree co uk Cabinet by Opentree A Opentree A Multiple Users Double click on Add User select the users to
89. eal support Page 129 www opentree co uk A Opentree A Cabinet by Opentree Remove a Document s From a Set To remove a file from a Set right click on the file you want to remove and select the option Remove From Set Once this option has been selected the file selected will be removed from the Set TH CAB i MET Explorer Fie Edit Favourites Help Oo O le Ep rege A CH ta CAB i NET Address E TEAS iNET tsaAadvet PI IPI TEST ZE sample G Search Folders xo hame Stage Version Description Source Mama Reference Path Ea Keyword er pue zj SIE 14 00001 01 doc kwstagel AA 2_14_0 0001 01 E CH Loyd Sets Test Wih Param M2 2_14_0 0001 01 docx stage 1 AA 2_14_0 0001 01 Ej Lecabroof store 4 2_14_0 0002 01 dow kwgtaged AA S La 0 0002 01 E micrestation SIS 14 DOp0S0L docx stage l D 2_14_0 0002 01 CH non electroric fies Ee stage 1 Ad 2_14_0 0010 01 O PDF plugin bests ii 2_14_0 0075 01 docx stage 1 GA _14_0 0015 01 CH PDF Test EFj2_14_0 0016 01 xE kwstagel GA S La 0 0016 01 CO Pivotal ID 57740064 ig 2_14_0 0017 01 xs 2_14_0 0017 01 m E piset tests EN 2140002101 wc G PI TEST 5 2_14_0 0022 01 devg 2_14_0 0022 01 HE e TEST 2 Fj 2_14_0 0025 01 divg 2 14 0 0025 01 3 Example O reference tests O Replace file non electronic F 3 Replace file tests 9 Replace Functionalty tests E H set testing E sets testing E CH test E TEST FOLDER i 3 TEST FOLDER 2 CH teaGuides
90. ect the Properties option from the menu item the following screen will be displayed SE Dac iment Properties bi yA CAB NET BDD NE P 1 01 CheckIn 02 UAT Free type fred bloggs 01 xls Document History Keywords References Notifications SE Properties ay fred bloggs 01 xls Fl References SC Se DCH Documents RE SEH EJ Fred bloggs O2 xls Design SH PI john doe O1 xls Design San Templates EA Referenced by A EI Detach Reference EI Open Containing Folder Independent Reference ok C Default Page Bound Reference Figure 176 Note Any references which are either Independent or Bound Reference will be shown in the references section in which they are identified by the astrix next to them Smart solutions Real support Page 179 www opentree co uk A Opentree A Cabinet by Opentree Copying and Pasting a Previous Version Select the document whose previous version is required and in its Document Properties select the Document History page Click on the required previous version in the Chronological Events list Document History Chronological Events Version B 2003205 20 05 2015 Version A Revised File D March 2015 john doe 01 xls Yersion B a March 2015 Preview copy Export Reinstate E Fri 20 March 2015 14 21 Creation 14 21 Keyword Edit Selected Event Type Revision Dake 015 03 70 14 26 17 User Paul Johnson D March 2015 Figure 177 Click Copy a
91. efault Location on page 10 if a new default location is required Purge Check Out Path Click to purge folders and files in the user s Check Out path Checked Out documents and their folders remain but other folders and files will be deleted including document references that have been copied out The user s Check Out path is shown in the confirmation message Smart solutions Real support Page 32 www opentree co uk A Opentree A Cabinet by Opentree Accomplishing Tasks in Cabinet Explorer Editing the Cabinet Configuration Right click on the Cabinet root folder and select Properties Select Configuration at the left of the form Details View CAB i NET Configuration Locations Primary Service Host http ine bdd server tsaadvet co uk 150 Modify Add Mew EI Remove Figure 27 Primary Service Host Service host details must be entered when using Cabinet notifications They are in the form http lt server name gt lt path gt If further assistance is required please contact Cabinet Support Smart solutions Real support Page 33 www opentree co uk A Opentree Adding a New Location Click on Add New g Cabinet by Opentree W Add New Location Add New Location Location identity and master connection details Write Server Add a datasource Read Server s dd a datasource Connection Timeouk op Command Timeout 120 Packet Size Copy Write Server Details to Read Server Finish F
92. employs a Logicalsystem for attachments The Logical that CE employs is called CE In a typical client install the file open operation of a design file will ensure that Microstation on the workstation resolves the CE Logical to a directory on the local machine The second part of a CE attachment will be a pair of folders to determine the Instance and the Document ID of the design file being attached Thus an attachment could appear as shown SS VVV BLR DRS 10022 C001 A dgn 2D V8 DGN MicroStation v8 E fol Tools Settings i Se References 13 of 13 unique 5 displayed E R amp BK o BR Slot Scale 1 000000 1 000000 Full Path 1436412 wvv blr drs 10022 c002 a dan 6 File Name bob VV BLRA DRS 10022 C003 4 dan CB3 dan CE 143641 2 VV BLRA DRS 10022 C002 4 dgn CE 14 3641 4 YvVVV BLF DRS 10022 C004 4 don CE 1436415 VVV BLR DRS 10022 C005 4 dan CE 143641 YVV BLR DRS 10022 C007 4 dan CE 1436421 YVV BLR DRS 10022 C003 4 dan CE 136470 YVVY BLR DRS 10022 C01 3 4 don CE 1 36482 YVV BLRA DRS 10022 C015 4 dgn Copy 5 of WVV BLR DAS 10022 C001 A dgn VVV BLA DRS 10022 C005 4 don VVV BLR DRS 10022 C008 4 dan VVV BLRA DRS 10022 C008 4 don EM mm SCH ad vin OB Gr zi Default Default Default Default fol kzi o gt Ce E Glo No Nesting v Depth ia Figure 184 In the highlighted example the attachment Is listed as CE 1 36412 WV BLR DRS 10022 C002 A dgn Hilite Mod
93. enced by without the need to open the design file with Microstation Display Referenced Information when opening a design file with Microstation v8 e This functionality allows a user to view additional reference file status information where appropriate Reference Files resolution at file open amp Batch Processing e Microstation reference file attachments can prove to be of massive benefit in the generation of designs based on common data amp complex distributed designs However should the linkage between the master design file and reference attachments become broken they can prove troublesome to fix CE provides a batch solution to this and other potential reference file attachment problems Reference File resolution at Location Checkout amp Export e CE provides a robust consistent and recognized approach to reference file attachments which in turn ensures a simple method of exporting design files with their associated reference file attachments This ensures that their intended recipient can rebuild the structure with minimal configuration simply setting one variable in MicroStation ensures a seamless exchange of design data from a CE controlled environment to a stand alone environment Smart solutions Real support Page 186 www opentree co uk A Opentree Technical Overview d Cabinet by Opentree To deal with the vagaries of requirements for reference file attachments and the myriad of methods of use CE
94. enn 193 Viewing Files a Document is Referenced by cccccccccccceeeseceeeeeeeeeeeseeeeeceeecaeuseceeeesaaeeceeessaaseceeesaaaseeeessaaeeeeenseas 193 Reference Files and Export Check Out amp Location Checkout 195 EDO e E E E T E E E E E E E T 195 Gheck Outand Location Check Dt eisspissirisii innne ne eai a ADINE Ea von ONE AE TEE D ERE SE O AE 196 MOCK T EE 196 Location Check OUl srsnncrs iiinn ninn a anian Eaa ai ni aeran Anasii anainn niii 196 Balch Relerence Te e E 198 Reference File Dependency Update cccccccccccsssseceeceeeeeceeecaeeeceeecseaececeesaaseceesseauseceeessaaseeeesseaeeeeessaageeeessaaaass 198 Adobe Acrobat Professional Plug in eege EE eg 198 Open Open Ree 198 Insert Page from another IMO E 200 Ralf e EE 202 Smart solutions Real support Page www opentree co uk A Opentree A Cabinet by Opentree Document Details Purpose This document describes the features and use of Cabinet Explorer a Document Management System for the management and control of electronic and physical documents Scope The scope of this document is limited to Cabinet Explorer CE up to and including version 3 1 2 It is assumed that readers of this document are familiar with Windows features and usage Smart solutions Real support Page 8 www opentree co uk A Opentree A Cabinet by Opentree Cabinet Explorer Overview The Cabinet Explorer Document Management System is designed to reduce the cost time and worklo
95. ent an email is created with the selected documents attached and listed in the email body as shown on the next page dil Il 9 a y Attached files exported from CAB i MET Explorer as Previous Versions on 16 March 2015 1401 50 Message HTML Message Insert Options Format Text Rewiew d Cut je s 8 o t Si i Follow Up 43 Copy l k l 7 High Importance Paste f 3 Address Check Attach Attach Signature 3f Format Painter a SE Book Name File rem S A Low Importance Clipboard P Basic Text Mames Include Tag Ca Gei Send Subject Attached files exported from CAB i MET Explorer as Previous versions on 16 March 2015 12 01 50 Attached EP NE PI 000 24 40 1215 12 KB Bal E Pu 0086 BOd2x1s 12 KB Attached files exported from CAB 1 MET Explorer as Previous Versions on 16 March 2015 12 01 50 Previous Yersion Name Version Description Intent Stage Availability Checked Out Ey HE FJ 00024 A01zls HE FJ 00024 E01 xzls PO Document Design Checked In HE FJ 0086 E01 zls NE PJ 0086 CO1 xls Col Document Design Checked In Figure 113 The document history displays Export Details Exported to Mail Recipient Smart solutions Real support Page 120 www opentree co uk A Opentree A Cabinet by Opentree Exporting Published Files Select the documents to be exported right click and select Export gt Published File gt to Folder or Export gt Published File gt to Mail Recipient If exporting to a
96. eplace with a previous version see below Select Source Please choose a source for the replacement file GN Replace with a file From my computer WW j Replace with a previous version Figure 93 By clicking on the Next button the Replace File Previous Versions window is displayed Smart solutions Real support Page 101 www opentree co uk g Cabinet by Opentree Previous Yersions Please select the previous version you would like to replace the current file with 2 version 401 Version 401 06 03 2015 09 46 36 13 03 2015 13 46 16 Revised File NE PJ 0086 401 xls Preview Figure 94 Click on the previous version and click the Preview option the file will open automatically and display the content of iton screen allowing you to preview the file before using the previous version If you click on the Next button the Replace File Confirmation window is displayed advising you that the document has been replaced Confirmation Lo J The Document was successfully replaced To close this wizard click Finish Next Cancel Figure 95 Smart solutions Real support Page 102 www opentree co uk A Opentree g Cabinet by Opentree Click on the Finish button if you now look at the properties of the file you have just replaced an entry will be shown in the Document History Searching for Documents Cabinet Explorer allows many combinations of search criteria to be set up This section gi
97. er JA 14 03 2015 This is a test notification Administrator System Administrator Sysl 4 et Add New Notification EI Edit Notification EI Remove Notification Figure 107 Page 114 www opentree co uk A Opentree A Cabinet by Opentree Removing a Recipient Select the recipient and click Remove Recipient Removing a Notification Select the notification and click Remove Notification Adding a Notifications for Multiple Documents Select the required documents right click and select Notifications ultiple Documents Notifications Please Note This Form is For creating new notifications only To edit existing notifications please use the page in the Document Properties Date o Comment Recipients Add New Notification EI Edit Notification EJ Remove Notification Figure 108 Click Add New Notification and select users as described above Note that this form is not intended to show existing notifications for the selected documents Smart solutions Real support Page 115 www opentree co uk A Opentree g Cabinet by Opentree Viewing Reinstating or Exporting a Document Version Click on the document s name in the folders files list right click and select Properties from the menu Click on Document History at the left of the form Click on the required document version in the Chronological Events list Document History Chronological Events Version 401 25 12 2014 16 05 2015 Version AGL D December
98. er and in the menu select Remove from Favourites Or e Click Favourites in the menu bar and select Remove from Favourites Or e Click the Favourites button so that the button is no longer highlighted Copying and Pasting a Folder By default subfolders are included in this operation but not documents The default behaviour can be edited as described below Right click on the source folder and select Copy Right click on the destination folder and select Paste Note that e The Folder Name and Description are copied from the source folder Edit them as required e The Prefix and Reference Prefix are copied from the source folder Edit them as required for example to avoid unintentional duplication of numbering prefixes e If the folder structure including a 30 character filename buffer would exceed the Windows Explorer directory structure length restriction of 255 characters a warning is displayed e Inthe last page of the wizard if documents are to be included the setting overrides the parent folder s Documents can be created in this Folder setting if applicable Folder Naming using Tags In the example shown below various subfolders of the source folder include the name Pasted Folder Name When the source folder is copied and pasted the top level folder name is substituted wherever Pasted Folder Name within square brackets appears in the folder tree H UO Source folder DC Pasted Folder Name A CO Pasted Folder Name
99. ersion Version Date Description More www opentree co uk A Opentree Modifying the System Default Search View A Cabinet by Opentree Select the Modify the System Default Search View button and expand the Field Chooser checkbox lists EC System Properties CAB i NET Configuration Details View Administrator Options Gei Show my own view for the Root Show System view for the Root Field Chooser S _ Folder Fields M Description i Context Layout Options Use current settings System Defined Gei Create a Custom view For the Root Field Order amp Widths Name Description Re Figure 73 Tick the required fields and in the Field Order amp Widths display drag the column names to re order them and adjust the column widths as required Click Apply or Ok to save the changes The new layout is visible to all users in all system searches except where System Custom Views are selected and in user s searches if no Default Search View or Custom View is selected Notes 1 Columns may be added to a System Default View by right clicking in the column header selecting Show and ticking the required columns in the menu In this case a System Custom View is automatically created and selected 2 Ifthe column order of a System Default Search View is edited by dragging the column headers in the search results list a System Custom View is automatically created and selected if the user is an
100. es form see above Click on the group name in the groups list so that it is highlighted The members list shows users who are members of the group Select a group from the Filter By Group drop down list to show users that are members of that group only Viewing Users in Other Contexts Clear the Show Current Context Users Only checkbox Users in other Contexts are shown in blue text or light blue if their account is disabled Viewing Users with Disabled Accounts Clear the Show Active Users Only checkbox Users in the current context with disabled accounts are shown in grey text Smart solutions Real support Page 54 www opentree co uk A Opentree A Cabinet by Opentree Adding group members Click on Add Existing Users To search for a user enter the name or part of the name in the Find textbox and use the Go Next Previous buttons as required Click on column headers to search in that column Select the user s and click OK Deleting group members Right click on the user s name and select either Remove lt user name gt From Group Or Remove Multiple Users from Group Viewing and editing a user s groups In the folders files pane right click and select Configure gt context name Select Users at the left of the form to display the Users list for the selected Context Right click on the user s name select Properties and select Groups at the top left of the form e Context Properties D
101. essageeesseaes 142 Forgotten Password E 146 R gu irsd R lrance e 150 Importing Documents to a Folder EE 154 Se NS ices E 154 Multiple File KEE 158 GTS FG Documents Kom oe eee ite ececne tence aaaea aaa a a i aiiai 160 Purging OF restoring from the Recycle BIM E 166 Copying and Pasing Docume E 167 OE DO N E a E E E E EE E E oe dep een one ioe EE E 167 Smart solutions Real support Deeg www opentree co uk A Opentree A Cabinet by Opentree Document with a numbering system DEE 167 Document wiih a Frestype E 169 Multiple DOCUMEN S EE 169 IC E 171 SEENEN 172 0 ME 173 Su VS eect E E vetoes peep cinmaetieetc oe otras E E eeepc E 174 aler 175 Wee 176 NACI CMGI e 178 Riet Tel gic a1 e 178 BNO II MN En e 178 Parent DOCUMEN sek sats sect iesah ce tesco E EE EE E 179 Copying and Pasting a Previous Version cccccccccccecesseseseceeeeeeeaeeeseeceeeeseeeeseeeeeeeeeseseeeseeeeeeeessseaaaeeeeeeessssaaeeeeeeees 180 Managing Multiple File Applications cccccecccecssesececeeeeeceeeeeeeeeeseeeeseeeeeseaeeeeseaueeesseaeeeeseaeeeeseaeeeessaeeeeeseeeeeeseeeeeseas 181 Importing Emails and Attachments from Microsoft OUNOOK EE 181 PUA gleef un en un 185 Reser File MMGOl a NOM BE 186 MICROS e 186 Technical OV TT 187 Ste SCS te un Er EE 189 Attaching References in Cabinet elle 192 Vleige e Wei Ee E e E E 192 word Exceland OWEN GT EE 192 Viewing Document Heierences rttr SAA EEAEEEESAAEESEEEESAEEEESEEEED AAEE ereenn nEr
102. ets Figure 97 Select the required stage and click the Run Search button Note If stages are re used in more than one workflow as shown the search returns documents in all workflows that are at the selected stage Smart solutions Real support Page 104 www opentree co uk A Opentree A Cabinet by Opentree Checking Out a Document Click on the document name in the folders files list so that it is highlighted in blue Right click and select Check Out from the menu The message pane should report that the document was checked out successfully The document will now be listed in the My Checked Out Documents folder If the document has references a Check Out References prompt may be displayed Location Check Out Select this option if the document is to be checked out to a chosen folder on the user s PC for example VI CAB i NET Explorer File Edit Favourites Help i a Cy gt a a r Search Wey Folders K JLi r Address E MCAB NETIBDDINE F H02 CheckOoutuz UAT 01 CheckOuk Confirmation Folders x Name ID A ailability Version aBa BM YNE P3 0001 A01 xls Hatt 01 Checkin Ba NE PI 0002 401 xls Open A0 E C 02 Checkout Es NE PJ 0003 401 xls Previews DU C 01 BOD S Ba NE PJ 0004 401 xls San orn A01 E C3 02 UAT B NE PJ 0005 A01 xls A01 01 CheckOut Confirmation JM NE P3 0075 801 dgn Location Check Out ADi O 02 CheckOut Multiple Documen LC 03 Checkout Document Listed i Workflows
103. fix Reference Prefix Figure 60 17 Folders A YD Cel Figure 61 Page 70 A Cabinet by Opentree www opentree co uk A Opentree A Cabinet by Opentree Cutting and Pasting a Folder Right click on the folder and select Cut Right click on the destination folder and select Paste The folder with its subfolders and documents if documents are included when copying are pasted to the new location When cutting and pasting folders containing checked out documents from a Direct Share documents opened from the share location to a Normal Share it will no longer be possible to check in documents in the normal way Please ensure that the documents are checked in before performing the cut operation Alternatively privileged users can use Force Check In to return documents to the Checked In state after the cut operation This will not cause data loss because a document on a Direct Share is always the latest version and no changes can be made to the server version after it is moved to a normal share Smart solutions Real support Page 71 www opentree co uk A Opentree Editing the Details View of a Folder A Cabinet by Opentree Right click on the required folder select Properties from the menu and select Details View at the left of the form a CAB i NET tsaAdvet PI Details View Administrator Options rer E Gei Show my own view For this Folder Show System view For this Folder Lay
104. form Dy BDD Context Workflow Users Smart solutions Real support Workflow Users Workflows Gy Check amp Approve Ser Required Reference Stage Primary o E Stage B1 gt gt MARK AS STAGE C gt gt Stage C G Stage B2 gt gt MARK AS STAGE C gt gt Stage C GZ Stage B4 gt gt MARK AS STAGE C gt gt Stage C H Required Reference Stage Secondary H Required Reference Stage Tertiary Filter By Group Everyone Figure 44 Page 56 Roles Preselected Review amp Action Action Review Comment Notified Preview J Stage B1 gt gt MARK AS STAGE C gt gt Stage C l W K Review amp Action E Action Administrator System Johnson Paul North Daniel North Paul One User Squires Jayne i Two User a S3 Review Comment Kai 8 Notified TT Show Current Context Users Only Show Active Users Only www opentree co uk A Cabinet by Opentree A Opentree Select a group in the Filter By Group drop down list to show users who are members of that group only Scroll to the required workflow and click the button of the relevant stage to view the list of users assigned to that stage Viewing Users in Other Contexts Clear the Show Current Context Users Only checkbox Users in other Contexts are shown in blue text or light blue if their account is disabled Viewing Users with Disabled Accounts Clear the Show Active Users Only checkbox Users in the current context with disabled acc
105. g number of prefix characters Smart solutions Real support Page 68 www opentree co uk A Opentree g Cabinet by Opentree Example DEPT 00 PRJ Folder Properties Fodername p re y y y Store Description New Store Advanced Folder Path WOAB NET Wew Context Instance Numbering eer Folder Type Group Integration test Folder Type Integration test M Numbering System Integration test numbering Autonumber Inherit Filename Prefix Name Inherit Reference Prefix Options Inherit Keywords Inherit Intents TT Hidden Lil Documents can be created in this Folder Figure 58 Filename Prefix Reference Prefix Documents are created in this folder with the Filename Prefix in this case Autonumber pei K rier Y LD Ga lumbering test DEPT 00 PRI Figure 59 When pasting this folder the auto number value is determined in this case by matching the prefix characters DEPT and there must be any three suffix characters Smart solutions Real support Page 69 www opentree co uk A Opentree Folder Properties Smart solutions Real support Folder Name DEPTOIPR J store Descripton New Store Folder Path WOAB AMET iNew Context Instance Folder Type Group Integration test Folder Type Integration test Numbering System Integration test numbering o Inherit Filename Prefix DEPTOIPRI Inherit Reference Prefix Options Inherit Keywords Inherit Intents TT Hidden Filename Pre
106. ge 159 www opentree co uk A Opentree A Cabinet by Opentree Importing Documents from Cll In the folder tree right click on the folder into which documents are to be imported from a Cll file In folder properties click on Import Documents from Cll to display the Attach Document Wizard Attach Document Wizard Attach Document This wizard imports existing documents and meta data Document Information Select the location where the document information File exists C Documents and Settings GJ My Documents CII files cabinet export 20071120101231 cii Setup Import Select which documents and information you would like to import mB cabinet export 20071120101231 id 008 A doc WF 009 4 doc Wh 010 A doc Wh 011 A doc Wh 012 A doc Wh 013 A doc iz 014 4 doc A 015 A doc YM 016 4 doc v C Do not show review C Do not validate Figure 158 Click the button to browse for the location of the required cu Cabinet Import Information file In the Setup Import box select which documents are to be imported Do not show a review of the import process Do not validate Import using the CII file without validating it Notes 1 This item must be selected if the files being imported are to be renamed by the folder s numbering system 2 This item speeds up processing but documents may not be successfully imported if invalid data is found Click Next to display the review screen If options m
107. ges Privileges Contexts F Manage contexts C Rename contexts C Manage stores F Manage users F Manage groups 1 Manage workflow users 1 Manage licences rg Instances Manage recycle bin 1 Change system listview layouts F Change instance permissions Folders Create Folders Delete Folders Change folder properties 1 Change folder keywords CutfCopy Paste Folder structure 1 view hidden Folders Export listview data Import Folder structure From windows a Sets F Create sets Delete sets F Change set properties B Documents Export live File Export published file Export revised versions of the document Location check out in Edit keywords at any stage Replace document Undo check out other user s documents F Mass import documents m Figure 41 Smart solutions Real support Page 51 www opentree co uk A Opentree A Cabinet by Opentree Rename Contexts Manage Stores Manage Users Manage Groups Manage Workflow Users Manage Licences Manage Recycle Bin Change System Listview Layouts Change Instance Permissions Create Folders Delete Folders Change Folder Properties Change Folder Keywords Cut Copy Paste folder structure View Hidden Folders Export Listview Data Import Folder Structure from Windows Export Live File Export Published File a Document Location Check Out In Edit keywords at any stage Replace document Und
108. ght click and select Properties Tick the checkbox in the Document IDL Group section of the form to enable selection from the IDL Group drop down list Select the required IDL Group for the selected documents Click Apply or OK to save the changes Viewing My Checked Out Documents Click on My Checked Out Documents in the folder tree Click on a document and right click to display the menu Open the document for editing View the document read only Check In Note that a document cannot be checked in if it was checked out on a different machine Also note that if a document is checked in it no longer appears in My Checked Out Documents Copy In Save document updates to the server while keeping the document checked out Force Check In All changes made to the document will be permanently discarded confirmation is required Export File Published file Previous Version Current View Cll file To Mail Recipient older View the document properties Smart solutions Real support Page 124 www opentree co uk A Opentree Viewing Documents for My Attention A Cabinet by Opentree When a user makes a change to a document s workflow stage it can mean that the document now requires an action to be carried out by another user That user will then see the document and any other similar documents listed in their Documents For My Attention folder Open Preview Check Qut Location Check Out Workflow Replace
109. have had to of copied the documents This section will show you how to add document s into a Set if you right click on the set you have created and select the Add to Set option from the menu items see below CAB i MET Explorer Fie Edt Favourites Help O dei Anh irw Y Ww E ia CAB i NET Address E WOAS METtsoAdvethP iP TEST Example Ga Folders Ki Nave Stage verdon Description Source Manne Reference ES keyword cohung a 2 2_14_0 0001 01 doc hu stoe S 2_14_0 0001 01 E CO loyd Sets Test With Param 2 2_14_0 0001 01 docx stage AA 2 ta 0 0001 01 GA Localproof store 2_14_0 0002 01 dee bo stane AA 214 0 0002 01 CH microstation MP 2_14_0 0002 01 docx stage l AA 2_14_0 0002 01 9 non electronic fies i Gert stage 1 DA 2_14_0 0010 01 PDF plugin tests ia 2_14_0 0015 01 docx stage 1 AA 214 0 0015 01 CO PDF Test 2_14_0 0016 01 xk haw sheged 2 14 0 O016 01 CH Pivotal ID 57740654 SG _14_0 0017 01 26 Open 2_14_0 0017 01 S E piset tests 2_14_0 0021 01 deg Preview 2_14_0 0021 01 i eg 2 19 020 dng check Ove 2_14_0 0022 01 H2 14 oes dwg 2 L 0 0025 01 d BER E pELS Location Check Out BEN 2 reference tests Replace file non electronic f Replace File tests 13 Replace functionality bests E 3 set testing E 3 sets testing H E CH test E TEST FOLDER i E E3 TEST FOLDER 2 E G tsaGuides E Ea UAT test scripts Create a Mew Set Figure 123 Smart solutions R
110. he referenced documents A Please note 4 references are marked as bound and will be automatically checked out Get a read only copy of all references 1 file s Check Out all references 1 file s Do not show again Figure 195 The options shown depend on whether the document has nested references If Do not show again is ticked the user no longer sees the message including when Cabinet Explorer is restarted To re display the message select Edit gt User Preferences and edit the required options Check Out Click the required button References are either copied out as read only documents or checked out to the user s Check Out Path default C Cabinet Instance DocumentID Location Check out Do you want to create a copy of the CAB i NET folder structure under the chosen folder YQ Yes will copy the document into the replica folder structure No will simply copy the document into the chosen folder E Do not show again Figure 196 Smart solutions Real support Page 196 www opentree co uk A Opentree A Cabinet by Opentree If Yes create folder structure is selected Location Check Out creates a local copy of the folder structure and copies the selected document and its references into it re What would you like to happen with the referenced documents Get a read only copy of all references 5 file s E Do not show again Figure 197 Select the required option for references
111. he relevant stage to view the list of users assigned to that stage Properties Ki CAB I NET BOD NWE PJ Details View Keywords Workflow Users Permissions GE Workflows Inherit From Parent Roles Tree ETE ea Check amp Approve Review amp Action lay Required Reference Stage Primary Action DZ Stage B1 gt gt MARK 45 STAGE C gt gt Stage C Review i oe Comment ZS One User Notified a Two User Ai Stage Bz gt gt MARE AS STAGE C gt gt Stage C Fi Stage B4 gt gt MARK 45 STAGE C gt gt Stage C Preview Ser Required Reference Stage Secondary a Stage Bl gt gt MARK 45 STAGE C gt gt Ste ce Stage B1 gt gt MARK 45 STAGE C gt gt Stage C SE E Review amp Action Fl Stage B2 gt gt MARK AS STAGE C gt gt Stage C GE Action Hl Stage B4 gt gt MARK AS STAGE C gt gt Stage C One User GC Required Reference Stage Tertiary Two User cae Stage Bl gt gt MARK AS STAGE C gt gt Stage C C Default Page Filter By Group C show Current Context Users Only Everyone Show Active Users Only Select Show Current Context Users Only and or Show Active Users Only as required Right click on the user to be deleted and choose either to remove that user or remove multiple users If the Remove Multiple Users is chosen highlight the users from the displayed list and click OK Smart solutions Real support Page 62 www opentree co uk A Opentree A Cabinet by Opentree Folde
112. i e the workflow action is cancelled Smart solutions Real support Page 153 www opentree co uk A Opentree A Cabinet by Opentree Importing Documents to a Folder Single File Type Select the required folder by clicking on it in the folder tree In the document list right click and select Import from the menu File Selection Select the Intent or File Type of the File s you wish to import FS Document Dutor AD Drawing SI Excel Worksheet lf JPG Image Mail Message File MicroStation XM 401 Design File POF Document N PowerPoint Presentation He Text File s visio 2003 Drawing word Document zip Files me o A Linked Text None Preview Back Next Figure 152 Expand the ntents tree and select the file type to be imported The file types that are available depend on the Intents that are set up for this folder Click the button and browse to the location of the file or files to be imported Select the file s and click Open Accept the displayed Link Text IDL group or select it if applicable and click Next Enter document keywords as required and click Next Smart solutions Real support Page 154 www opentree co uk A Opentree A Ca binet The Import Document Document Keywords screen Document Keywords Providing values will help to organise your Documents General Description Numbering System Part 1 Part 2 Part 3 Figure 153 In the Description field you
113. ia by clicking the Add Criteria button see below Save the Click the button to save a search for future re use The new search will be shown in the Search Saved Searches pane The default New Search name can be replaced with a more meaningful name and press Enter A search can also be renamed by right clicking it and selecting Rename from the menu To delete a saved search right click its name select Delete from the menu and confirm the deletion Add Criteria Click the Add Criteria button or click the text field below labelled Add Criteria and select options from the menus shown see Add Criteria button below Search a Click the button to enable or disable searching within subdirectories Subdirectories Run Search o Click the button to perform a search The search results are listed in the folders files pane Add Criteria button When the button is clicked a selection of search criteria will be listed for selection in menus All fields shown with can be clicked to allow further selections to be made Search Criteria can be deleted by left clicking or right clicking them and clicking Remove from the menu Search Criteria en H Y im D Add Criteria Document Properties Availability Workflow Created Keywords Filename IDL Group Intent Last Edited Major Version Minor Version Numbering System Reference Source Source Name Template Type Version Date Figure 12 Sma
114. iann naani aaa in naaa 107 COPYING We DOCUMEN EE 108 Getting a Working Copy ora DOCU E E 108 Viewing a documents leien 109 Smart solutions Real support Pages www opentree co uk A Opentree A Cabinet by Opentree SENO NONIGA IONS asea e ceca ee i EE E A AR O E E EE a E EE T 110 Adding a New ee e 111 Removing a Recipient EE 115 Removing a Notification asmeasaneinanctsonteatessnheaoseimandayanenaurnnsdnateneaieaesmbibaaiieaiaianbnnsiatemeniinehaaamectaaranaiensutnelapintaouiatuananenes 115 Adding a Notifications for Multiple Ri un E CET 115 Exporting the Previous Version of Multiple Documents 117 BTR NEE 120 Exporting PUDISNEO a EE 121 Exporing ihe Current VC sssrin a iai aE a a aad aiaiai ai a 121 Edno Document ee E 122 EE DOCU 6 aE E EA EE EEEE 122 PAN STNG CUI EE 123 mada FIER EYW S EEN 124 Editing the IDL Group of Multiple Documents 124 Viewing My Checked Out Documents EEN 124 Viewing Documents for My Attention eege ed eebe a 125 EE 127 lat Meet EE 127 en ER 128 Adding Document s into a Gei 128 R mov a Document s From OU NEE 130 SEENEN 131 DEII a oO er N E eats E EE E E pone E E TE E EE 134 Working WiN We ale ET 135 STIA FON EE 136 Review and Send for Approval ereenn 137 POCO ING Rej ctng QOCUMEN S EE 138 Rrieltteilgtebeleief te 140 eid gel are bale ene 141 Workflow with Password Protection cccccccssscccceesecccsesseccceuseeeceseeecsauseecsauseecseaueeecsagecesseueeeessaseeessagee
115. iew Tick the Delete the Custom View for this Folder checkbox The Revert to System View option is displayed and selected by default as shown below Details Yiew Layout Options Delete the Custom view For this Folder Gei Revert to System view Modify the Custom View For this Folder Create a 2_14_0 Folder Type view Figure 70 Either accept this default or select Create a lt gt Folder Type View and edit the Field Chooser checkboxes Click Apply or OK to save the changes Folder Type View and Custom View summary The behavior when the user edits their own Folder Type View and the Custom View is summarized in the following tables Operation Custom View Checkbox Settings View View in other created folders Create a Folder Type View Copied from system Changes from Changes defined view system view from system view to Folder Type View to Folder Type View Copied from Custom Custom View Changes i from system view to Folder Type View Modify a Folder Type View Folder Type View Folder Type View Folder Type View settings View Delete a Folder Type View If Create a Custom Folder reverts from Revert View is selected the Folder View to from Folder Type settings are copied system view or if View from the Folder Type Create a Custom View View is selected and set up the Current View is shown Custom View Custom View Revert vi from Folder Type View to the system view Smart solutions Real support P
116. igure 28 Smart solutions Real support Page 34 Cancel www opentree co uk A Opentree A Cabinet by Opentree Add a name for the location Click the Write Server button and enter the write server Master connection details Server Database Username Password Test Connection Figure 29 e Click Test Connection confirm successful connection and click OK e Click Copy Write Server Details to Read Server if appropriate or click the Read Server button and enter the read server Master connection details e The Connection Timeout Command Timeout and Packet Size values should remain set to the default values unless there is a need to change them e Click Next e Similarly enter details for the write and read Instance servers e Click Next and Finish Modifying a Location Select a Master location or an Instance from the list and click Modify to edit the details Removing a Location Select a Master location from the list click Remove and confirm deletion Smart solutions Real support Page 35 www opentree co uk A Opentree Database Synchronisation A Cabinet by Opentree If the selected location has different read and write servers i e replication is being used a synchronisation message will be displayed after performing various operations If a synchronisation timeout occurs a form is displayed which offers the option of using the master connection In this c
117. ile type filter in the drop down list Select the attachments to be imported and click mport Attachments Select the required Cabinet Explorer folder and click mport For details of single or multiple file type imports please refer to Importing Documents to a Folder Smart solutions Real support Page 185 www opentree co uk A Opentree A Cabinet by Opentree Reference File Integration Microstation Bentleys MicroStation provides the ability to attach designs to one another such that they reference each other These attachments are called Reference File Attachments and allow an overall design to be constructed from many layers of separate designs A useful analogy reference files are akin to layers of OHP slides overlaid to give an overall picture Slides can be removed or their display turned off at any point For an EDMS to integrate successfully with MicroStation it needs to be able to handle Reference file attachments to ensure that when design files with attachments are opened the files needed to fulfil the reference attachments are also available Cabinet Microstation Reference Functions Displays attached Reference Files e This functionality allows a user to determine which files are attached to a design file without the need to open the design file in Microstation Display files that this file is attached to or referenced by e This functionality allows a user to determine which files a design file is refer
118. in the folder structure Refresh Refresh the screen to show the current state of the system This is useful if the information has been modified since it was last displayed Search When the Search button is clicked The Saved Searches pane is shown and the Filter button is enabled see below If a search has been saved for future re use it can be selected in this pane The saved search Criteria will be shown and these may be edited if required To perform the search the Run Search button is clicked see Search Criteria toolbar below Folders es Folders Click the folders button to open the folder tree view Clicking on a folder expands the tree to show subfolders in the tree view and in the folders files list Click the Filter button to show the Search Criteria toolbar and the Add Criteria button Zur Click the Information button to view the message pane below the folders files list Thumbnail Click to toggle thumbnails of image files on off The thumbnails appear in place of the file type icons in the document list View Favourites Je Click to add remove the selected folder to from the Favourites list Refer to Using Favourite Folders for further details Smart solutions Real support Page 15 www opentree co uk A Opentree A Cabinet by Opentree Search Criteria toolbar Create a New Click the button to clear a previously entered search criteria and results if applicable Start Search entering new criter
119. ing Verifi Show Detsils e 4 doc 1 of 1 ZS Administrator System Action Only y Awaiting Verification gt lt Show Geer amp Administrator System Action Only y amp Administrator System Action Only 4 Awaiting Approval gt A show Details 2 Administrator System Action Only 4 Figure 139 Overriding a Workflow If a user is absent in some circumstances it may be necessary to override the workflow of documents that are awaiting their Review and or Review amp Action responses In this case a user with an Override privilege can select Override in their workflow menu Having overridden the workflow the user or any user with an Action role can take the documents through a workflow transition The override is recorded in the document history Smart solutions Real support Page 141 www opentree co uk A Opentree A Cabinet by Opentree Workflow with Password Protection A workflow stage can be configured to request a password when attempting to move away from that stage The following section details the password protection procedure Select a Document which is at a password protected stage and attempt to perform a workflow action ME PJ 0206 A01 y ME FJ 0207 A01 of NE PI 0208 401 ui NE PI 0209 401 Version Description Preview Workflow Export Copy Copy Link Delete Properties Figure 140 Once you have selected the workflow action you wish to perform as in th
120. ired file template Click Preview to view the template file if applicable Click Next to go to the next page of the Create Document Wizard Document Keywords Providing values will help to organise your Documents General Description Numbering System Part 1 Part 2 Park 3 Figure 84 d Cabinet by Opentree Depending on the configuration for documents in this folder a list of keywords will be displayed with Keyword Group names shown in bold Entries are required for Keywords shown with a red arrow and optional for Keywords with a blue arrow Note that depending on the configuration of the selected numbering system keyword values may contribute to the document number Numbering systems are described in the Cabinet Administrator User Guide Smart solutions Real support Page 93 www opentree co uk A Opentree A Cabinet by Opentree On the next page Filename and Reference If the numbering system is free type enter the document s filename and reference and click Next Note that e The number of characters may be limited to the maximum configured for the free type numbering system that applies to that folder e If the checkbox is ticked see below either during or after text entry the filename is copied to the reference name Filename Free Type Filename Reference Free Type Filename Figure 85 If the numbering system is not free type e Select numbering system options as required e Cli
121. k on the Module drop down list select the module Cabinet Explorer Browser or Transmittal and enter the number of additional licences required Click Generate to create a licence request file and select a convenient location to save the file Email the file to support Opentree co uk referencing your order reference number When a licence file is returned by Opentree save it to a convenient location In the licence page click the Activate button Select the licence file from the location used to save it When the license is successfully updated a confirmation message is displayed and the values in the license page are updated Smart solutions Real support Page 49 www opentree co uk A Opentree g Cabinet by Opentree Adding a New Group Content goes here Dy BDD Context Groups and Group Membership Groups Group Members Workflow Users p New Group C Show Current Context Users Only Filter By Group M Show Active Users Only Everyone DI Figure 40 Right click in the folders files list and select Configure gt context name Select Groups at the left side of the Context Properties form Click on New Group and its name and then press Enter The new group will be added to the Groups list in alphabetical order Smart solutions Real support Page 50 www opentree co uk A Opentree A Cabinet by Opentree Setting Group Privileges Click on the group name see above right click and select Privile
122. ked Out Gn 0 Created By i C Created Date J Edited By i DJ Edited Date Im Group Intent i C Intent Path L b C Numbering System i C Fath i C Reference d 1 Source Name C Default Page 2 C Stage b Stage Date d O Template Field Order amp Widths Mame Availability Figure 64 In the Field Order amp Widths display edit the column order as required by dragging the cursor in a column header to a different position Adjust the column width as required by positioning the cursor on the column separator line When the cursor changes to a double arrow drag the line to a new position Select the column sorting by clicking the required column so that an Up or Down arrow appears next to the column title The arrow indicates ascending or descending order Click again in the column title to change the sorting direction Click Apply or OK to save the changes Smart solutions Real support Page 75 www opentree co uk A Opentree g Cabinet by Opentree Editing a Folder Type View When a Folder Type View has been set up for the selected folder the Layout Options are as shown below Details View Layout Options F Delete the Custom view for this Folder Use current settings Custom View Modify the Custom view For this Folder Create a _14_0 Folder Type view Figure 65 Select Modify my lt gt Folder Type View Expand the checkbox lists in the Field Chooser and edit the checkbo
123. keyword group External Data E rs E Fullname amp new usertest1 new WworkFlowhesk E Email uti tsa cam W Ze a com E Initials amp ut wit Figure 80 Note that the keyword values from an external data source are always locked for editing as shown Click the button and select the required external data rows Multiple selections may be made if all the relevant keywords are multi value types K Keyword Selection for External Data Sle Choose rows to populate keyword values for External Data fullname a EMAIL Initials new usertest uti tsa com uti new usertest ut tsa com ut new workHowtest wh itsa com wt i gt L oe JI Ga 1 Da Wi Figure 81 Click OK to populate the keywords Smart solutions Real support Page 89 www opentree co uk A Opentree A Cabinet by Opentree Setting Permissions The Permissions page allows editing of group permissions to perform the following functions List Contents Modify Folder Delete Folder Change Permissions Create Subfolders Delete Subfolders Create Documents Delete Documents Modify Documents Preview Documents View Published Documents View Revised Documents Workflow Documents Permissions can be set using the same method at the Instance or folder level Instance Permissions Edit permissions at the Instance level by right clicking the Instance name select Properties gt Permissions Folder Permissions Edit permissions at
124. lders but ton enabled Add to Favourites Add the selected Set to the Favourites list for rapid navigation Cut Set right click menu items available Add to Set This allows you to add files to the Set Cop Set right click menu items available Copy Link Copy a link to the Set to the clipboard or create an email with the link included Delete Delete the selected Set confirmation is required Display the Set Properties form Creating a Set Navigate to the folder to where you wish to create the set then right click anywhere in the listview and select New gt Set see below for screen shot Refresh Mew b Folder Jrmport E Set Document Configure Properties Figure 120 Once you have selected the menu item Set The following screen will be displayed you will be required to enter the Name and Description of the Set you are creating Description OO Figure 121 Smart solutions Real support Page 127 www opentree co uk A Opentree Cabinet by Opentree d Once you have created the Set the following icon will be displayed in the listview SS Example Open a Set To open a Set double click or right click on the Set you wish to open and select the Open option once you have opened the Set the contents of the Set is displayed Adding Document s into a Set This section shows you how to Copy a document or documenis into a Set
125. lete Properties 01 Checkin a document Close Shutdown 9 OF Copyin a Document Figure 22 Open Open the document for viewing editing The document is automatically checked out so that other users cannot edit it After editing the document is saved closed and checked In View the document read only Publish Create a published version of the document Check Out Check In A checked out document cannot be edited by other users until it is checked in Location Check Out Check Out the document to a selected location Workflow Take the document to a new workflow stage or revise it Replace Export File Published File Previous Version Current View CII Cabinet Information File Smart solutions Real support Page 26 www opentree co uk g Cabinet by Opentree Copy the selected file so that it can be pasted to a folder location Copy a link to the selected document to the clipboard or create an email with the link Copy Link l included See note below Delete the selected file confirmation is required Display the Document Properties cose o Shutdown Note Links are created using the current folder path and document name If they are changed the link will no longer point to the required document Smart solutions Real support Page 27 www opentree co uk A Opentree A Cabinet by Opentree Document Properties Document History Keywords Document Properties Notifications Filename NE PJ 0
126. lick Next On completion a confirmation message is displayed Smart solutions Real support Page 139 www opentree co uk A Opentree A Cabinet by Opentree Redlining documents It is possible to mark up the published file and save the edits if suitable pdf software is installed and the transition configuration allows editing of the published file The title bar shows Available for Markup and Comment as shown below Li Verify Available for Markup and Comment 5 doc 1 of 1 bed be oo lO ae eS Zoom In 13 lt 3 LA 100 e gors Do A amp R ur Date Created 08 10 2010 16 43 26 Created By Administrator System CA D e 2 Gi d Draft gt Awaiting Verb show Details E 100 y Keep Tool Selected _ 2 Administrator System Action Only at Awaiting Verification gt E Show Details Administrator System Action Only 2 Awaiting Verification gt lt Show Details Administrator System Action Only 2 Figure 138 Remember to save the edits before the Next button in the workflow wizard is clicked If the transition does not allow editing the title bar shows Read Only An example is shown on the next page Smart solutions Real support Page 140 www opentree co uk Opentree A Cabinet by Opentree V Approvel Read Only Progress so far Document Details Reference Date Created 08 10 2010 15 41 21 Created By Administrator System Draft gt Await
127. lorer system located at different physical locations for example Smart solutions Real support Page 9 www opentree co uk A Opentree A Cabinet by Opentree A Context is a configuration grouping Departments could have their own Context for example Unless a user is granted administrator privileges their account group Cabinet Explorer Client User Guide Version 30 Version date 13 3 13 Page 8 of 180 membership and roles in workflows are context specific Cabinet Explorer licencing is also organised by Context Note that an Instance can only have one Context but a Context can have many Instances Interface Features This section is an overview of the basic features of the Interface The next section describes how to use the interface to carry out various tasks and includes a more detailed description of the Cabinet Explorer features used to accomplish them Note that any features available to individuals are user dependent based on the configuration that has been set up for that user The features shown in the screen images and descriptions that follow apply to a user who is logged in as a Systems Administrator Click on the Cabinet Explorer icon to start the application eB CAB i MET Explorer Figure 1 Lo Lab NEI SZ sie Aan Configuration Path Please seed bhe CABET seshem fou wish bo commect bo CAB LNET System ESCHER Current Path Vine central cabinet dee eopkeer elected Pathe Wine central cabinet dew ecspborer
128. me right click and select Properties from the menu User Properties are displayed on four pages as shown Refer to Adding a New User on page 33 for descriptions of the properties Edit the properties as required and click OK to save them Smart solutions Real support Page 41 www opentree co uk g Cabinet by Opentree pe User Properties amp James Bond Groups User Properties User Details Logon Details Licence Information User Details Forename Surname Initials Signature 1 Bond Email paul johnson opentree co Location England Check Out Path C est Data Figure 35 User Details screen Smart solutions Real support Page 42 www opentree co uk g Cabinet by Opentree Mee eer henee amp James Bond Groups User Properties User Details Logon Details Licence Information Logon Details Active Windows Security F CAB MET Username Password SESE EE Change Password Domain isaadvet Last Logged In 1022015 15 49 41 Figure 36 Logon Details screen Smart solutions Real support Page 43 www opentree co uk Opentree g Cabinet by Opentree Kee amp James Bond Groups User Properties User Details Logon Details Licence Information Licence Information Owner Context BOL Concurrent Explorer Licence Concurrent Transmittal Licence Figure 37 Licence Information screen Smart solutions Real support Page 44 www opentree co uk g Cabinet
129. ments For My Attention Ga NE P3 0086 A01 xls A01 Document Design Checked In 19 BDD Am Document Design Checked In O 06CreateFolderInRoot Open O 13CreateFolderAtRoot Preview B BDD Instance Permissions Test NE DAN Check Out E Ne PJ Location Check Out E CO 01 Checkin O 01 BDD Workflow gt El o2 vat Replace 9 01 Checkin a document O 02 Checkin Multiple Docume Export gt 03 Checkin Deleted Docume O 04 Attempt Checkin on Diffe Copy O 05 Checkin Warning Messac eae one s O 06 Force Checkin O 07 CopyIn a Document Delete O 08 CheckIn Documents listec O 09 CheckIn Documents Past Properties O 10 Checkin Multiple File App 02 Checkout O 03 Concurrency B 04 Copy and Paste Documents O 05 DataSource 06 Documents B 07 Documents For My Attention O 08 Export O 09 External Links O 10 Favourite Folders Name _ Message CO 30 Sets O 31 Shares 32 Shutdown O 33 Syncronisation z Messages 4 pe p d 1 Document Selected Figure 86 Once the Replace option has been selected the Replace File window will be displayed see below select the Replace File option Once you have clicked on the Replace File option the Replace File window will be displayed see below Smart solutions Real support Page 95 www opentree co uk A Opentree The Replace File screen A Cabinet by Opentree LE Replace File Select Source Please choose a source for the replacement file Replace with a File Fram my co
130. mpt to Check Out document references in addition to the selected document Checked Out Prompt if Cabinet Explorer is shut down while the user s documents are checked out Documents Reminder Checkout Nested Prompt to copy out all references checkout direct references or checkout all references References Document Referenced Prompt when a checked out document is referenced by another document Warning Location Folder Prompt to include the folder structure in Location Check out Structure ee NII Warn of Missing Linked Prompt when importing multiple file tyoes with no Linked Text IDL Group selected Text on Multiple Import Two message level options are available for each item listed Show as dialog Display a form which allows options to be selected Display a message in the message pane and perform the selected default action centre To edit an item select it and click Modify If Show in message centre is selected also select the required default action Missing Linked Text Warning alert editor Alert Level Figure 26 Note that for prompts displayed in a dialog box if they Do not show this message again checkbox is ticked the user preference is automatically updated to Show in message centre Smart solutions Real support Page 31 www opentree co uk A Opentree A Cabinet by Opentree Reset Default Location Click to cancel a default location if applicable as shown on this form Refer to D
131. mputer Replace with a previous version Mo previous version exists Figure 87 Leave the default selection and then click on the Next button the Replace File Filetype Selection window is displayed see below LE Replace File Filetype Selection Please select the type of the replacement file Duo OD Drawing Excel Worksheet IPs Image Mail Message File MicroStation MM wv Design File H POF Document E PowerPoint Presentation Text File H visio 2003 Drawing l wt Word Document A Zip Files Replacement File snot specified gt Figure 88 Smart solutions Real support Page 96 www opentree co uk A Opentree A Cabinet by Opentree From the list of filetypes select the filetype you would like to use to replace the existing file Once you have decided which file is going to be replaced click it on a Cabinet Replacement File window will be displayed see below L 20 Ee t Libraries Documents p Search Documents Organize New folder EC e we Favorites Documents library EC Desktop Includes 2 locations NW Downloads CL El Recent Places Arrange by Folder Name Date modified Type A Arabic Testing 26 02 2015 14 40 File folder EE A CAB I NET 20 02 2015 16 15 File folder EN Documents al Must Sina AROA Microsoft Word I E Pictures SI test 4 24 02 2015 14 33 Microsoft Word E E Videos ei test 5 24 02 2015 14
132. n Reset Reset Filename ME PJ 0220 401 docx Reference ME PI 02770 401 Copies Figure 165 Adjust the sequence or version characters if required using the up down controls or by entering characters in place of the existing ones Click Reset to return to the default number Tick the Include All checkbox to allow the selection of sequence characters that are lower than the next characters in the sequence Adjust the Copies setting if more than one copy of the document should be pasted into the folder Smart solutions Real support Page 168 www opentree co uk A Opentree A Cabinet by Opentree Document with a Freetype Name Right click and select Paste or Paste Special from the menu e f Paste is selected the document is pasted with its freetype name If the name already exists in the destination folder the document is named Copy of lt document name gt e f Paste Specialis selected the filename and reference of the source document are automatically copied into the text boxes in the Paste Special form Edit them if required and click Next Multiple Documents Select the documents to be copied from the source folder right click and select Copy from the menu Navigate to the destination folder Right click and select either Paste or Paste Special e If Paste is selected documents are numbered or named in the same way as single documents e If Paste Special is selected the documents with their Types Intents Version
133. nd close the Document Properties The previous version can be pasted either as a new document or as a reference Smart solutions Real support Page 180 www opentree co uk A Opentree A Cabinet by Opentree Managing Multiple File Applications Cabinet Explorer manages multiple file applications by zipping the root folder prior to Check In and extracting the managed zip file after Check Out The same process applies to Location Check In Out i e Cabinet Explorer document management is in terms of the zip package While the package is Location Checked Out the project files can be updated potentially by one or more users Ifa key file is present the plug in will rename it to the name of the zip file and open the document project into the relevant application If the extracted document project already exists or if it is currently in use a notification message is displayed The key file is a file that would launch the application into that file when it is opened The plugin runs during Check In Check Out Location Check In Check Out Open Preview Importing Emails and Attachments from Microsoft Outlook In Microsoft Outlook select one or more emails to be imported to Cabinet Explorer Click the Export E Mail to Cabinet Explorer button to run the import plug in al sch oi Sis Inbox PaulJohnson tsaadvet co uk Microsoft Outlook e SR Z Home Send Recewe Folder Mea a j Ty x Ianore Xx U Ca Meeting 23 Move te To
134. net Username Enter the password for this account Select the Domain from the drop down list if Windows security is selected Smart solutions Real support Page 38 www opentree co uk A Opentree g Cabinet by Opentree Click Next to continue to the second page Create User Wizard Create User Licence Information Concurrent Explorer Licence Concurrent Transmittal Licence User Tasks Group Tasks Copy Group Membership from an Existing User Review List Merge Workflow List Workflow Tasks Copy Workflow Roles From an Existing User Review List Merge Group List Show Current Context Users Only Filter By Group Show Active Users Only Everyone Figure 33 If it is preferred to display lists of users filtered by Group select the group in the drop down list Smart solutions Real support Page 39 www opentree co uk A Opentree A Cabinet by Opentree Enter the following details Fixed Explorer Licence Tick if the user is to be licensed to use Cabinet Explorer Fixed Browser Licence Tick if the user is to be to use Cabinet Browser Fixed Transmittal Licence Tick if the user is to be licensed to use Cabinet Transmittal Copy Group Membership Click to select a user and copy their group membership to this user Repeat to select From an Existina User additional user s groups Review List Review the user or users whose groups or workflow roles will be copied To delete a user from the Review list right
135. ng on it in the folder tree In the document list right click and select Import from the menu In the file selection page select the required Intent as shown below so that the file types listed under that Intent can be imported import Document File Selection Select the Filetype of the Document you wish to import WF Microsoft Word 2007 i Transmittal Information File SG Word 97 2003 Document D one Zip File Import File IL Linked Text DES Preview Figure 156 Click the button labelled and select the required documents to be imported Note that they must be located within a single folder When the required documents as selected click Next Smart solutions Real support Page 158 www opentree co uk A Opentree A Cabinet by Opentree The Imported File Type Confirmation Screen Import Document Imported File Type Confirmation Please select a File Type and optional Linked Text For each Extension File Type Linked Text F docx Please select a Filetype None Extension Kl rnp Grip image None File Type Linked Text one Cancel Figure 157 If indicated select an appropriate filetype as shown above Depending on User Preferences a prompt may be displayed to select the required Linked Text IDL Group for each file extension listed or a default selection is made Continue through the remaining pages of the Import Document wizard Smart solutions Real support Pa
136. nk drop down lists remain in that state When all action selections are complete click OK to perform these actions and close the Reference Manager Smart solutions Real support Page 191 www opentree co uk A Opentree A Cabinet by Opentree Attaching References in Cabinet Explorer Open the document to which the reference document should be attached and place the cursor at an appropriate position If the document is an Excel workbook and it is edited Save the changes before attaching the reference Microstation and AutoCAD Right click on the Cabinet Explorer icon in the System Tray and select Attach Reference Select the appropriate application and options if applicable from the menu Attach Reference Into gt Bertier v7 b As Reference As Raster Interactive As Raster Fixed Figure 190 In the Attach File form select the required document and click the Attach button Either navigate the folder tree or if favourite folders have been set up click the Favourites button shown highlighted below to select folders from the list F Attach file Look In i a 161011 Name G70 one doc VWCAB LAETtea dheoet TIN O01 B doc VWCAB H NET tsacudvet ll Figure 191 The document is added at the cursor position Save the changes made to the document Word Excel and PowerPoint Right click on the Cabinet Explorer icon in the System Tray and select nsert Document and select the opened documen
137. nts as its parent folder Intents are selected to control the types of files that can be created or Imported in a folder Tick if this folder should only be visible to privileged groups of users Documents can be created in this Folder Tick this checkbox unless this folder should only hold other folders known as subfolders Create Delete Subfolders select either No one Permitted Privileged Users or Privileged Users Only Import Folder Structure Click this option to open the Import Folder Structure Wizard see Figure 17 Import Documents from CH Click to open the Attach Document Wizard and import documents from a Cabinet Information file see Figure 18 Export Folder Information Export the folder properties in a CII file Default Page Tick to set the current Folder Properties page as the default page when selecting Folder Properties The default page is displayed for other folders if the user s permissions allow it Smart solutions Real support Page 22 www opentree co uk A Cabinet by Opentree A Opentree Advanced Folder Properties Please be aware that requesting the following information may take several minutes depending on the amount of data stored and the location of this folder on the network Mote The content of any subfolders which have been assigned their own Store in CAB i NET Explorer will not be included in this folder s Windows properties Documents Share Size Contains Date Created D
138. o check out other user s documents Mass import documents Edit the keywords IDL Group of multiple documents Override transition co ordinator Reverse workflow Change workflow Rollback to a previous version Smart solutions Real support Page 52 www opentree co uk g Cabinet by Opentree Modify system searches Tick or clear the checkboxes as required and click OK to save the changes Groups configured as Administrators do not have privilege settings they can perform all actions by default Administrator groups are indicated by the following icon Note that Cabinet Explorer behaviour may also be determined by Permission settings For example the ability to create folders is determined by e The Create Folders Privilege of the user s group e The parent folder s Folder Properties gt Add Delete Subfolders setting e The parent folder s Folder Properties gt Permissions gt Create Subfolder setting for the user s group Smart solutions Real support Page 53 www opentree co uk A Opentree A Cabinet by Opentree Adding deleting group members Content goes here Dy BDD Context Licencing Groups and Group Membership Properties Users Groups Group Members Workflow Users Ei New Group BA Administrators BA Administrators Group 1 TT Show Current Context Users Only Filter By Group Show Active Users Only Everyone D Figure 42 Select Groups at the left side of the Context Properti
139. older tree to view subfolders and documents Those that are shown in grey type have been deleted and sent to the recycle bin Smart solutions Real support Page 166 www opentree co uk A Opentree A Cabinet by Opentree To search for folders or documents e Enter the name or part of the name in the Find textbox and click Go e Click Next or Previous to select other search matches e Search results can be filtered by deletion date by selecting a Filter By Date option for example today within the last week etc Select the appropriate folders or documents and either purge permanently delete them or restore them to Cabinet Explorer Copying and Pasting Documents Note The source document names of pasted documents can be viewed in the document list by editing the Details View of the folder Single Document Select the document to be copied from the source folder right click and select Copy from the menu Navigate to the destination folder Document with a numbering system Right click and select Paste or Paste Special from the menu e f Paste is selected the document is pasted with its next available document number e f Paste Special is selected the filename and reference can be adjusted according to the numbering system for this folder as shown in the following example Smart solutions Real support Page 167 www opentree co uk g Cabinet by Opentree Sequence Reset Include all Reset Versio
140. om View for the selected folder If Custom View and a Folder Type View are both set up for the selected folder the Custom View overrides the Folder Type settings Create a lt foldertype gt Folder Type Create the user s view for the selected folder s Folder Type This view View applies to any folder of this type if Folder Type View selected for that folder The Field Chooser checkboxes and the Field Order amp Widths can only be edited when an option to modify the settings is chosen Since the Folder Type settings apply to all folders with this Folder Type unless a Custom View is set up for individual folders it may be preferable to set up the Folder Type settings first if the user wishes to change the system defined settings Custom Views can then be applied to specific folders where both the system defined and Folder Type Views are unsuitable The Layout Options available depend on the layout option that is currently selected If the Administrator Options are available to the user their view is determined by the settings applied when Show my own view for this Folder is selected In this case the initial checkbox settings shown are a combination of the system defined and the user s own view settings Edit the checkbox settings as appropriate and click OK to save the changes Note that the folder view returns to the user s own view after editing is completed Smart solutions Real support Page 73 www opentree co uk
141. on with its subfolders and documents if applicable See page 66 Copy the folder structure so that it can be pasted to another folder See page 61 Copy Link Copy a link to the folder to the clipboard or create an email with the link included Delete Delete the selected folder confirmation is required Display the Folder Properties form Smart solutions Real support Page 20 www opentree co uk A Opentree A Cabinet by Opentree Folder Properties Here is the folder properties form cy CAB I NET BDD NE P7 01 Checkin Details View Keywords Folder Properties Permissions Folder Name OI Checkin Recycle Bin Descrinti workflow Users EEE eT Store Description CAB i MET Advanced Folder Path VWCAB NETIBDDINE F 7 Folder Type Group Global e Folder Type Document Numbering System Major and Minor Filename Prefix BERI O e Inherit Filename Prefix Reference Prefix NEPI O O Inherit Reference Prefix Options Inherit Keywords Inherit Intents C Hidden Documents can be created in this Folder Create Delete Subfolders No one Gei Permitted Privileged Users Privileged Users Only v Default Page Import Documents From CII Import Folder Structure Figure 18 Folder Name The Folder Name can be edited in the text box if required A description of the folder can be entered edited in the text box if required Store Description Description of the storage location Advanced View prope
142. ot shown when multiple documents are selected Document Pro perties J 5 Eg Documents Selected Document Keywords Only the Keywords common to the selected Documents are shown Clear Keyword Values Set Append Keyword Values Mm Company Project Information L Contract Name C Transmitted To Company C Transmitted D ate Document Information Contract Mame Transmitted To Transmitted Date Departmental Information Address 1 Address 2 Address 3 Additional Information Document IDL Group Use this option to change the IDL Group of all the selected documents C None sl Figure 118 Smart solutions Real support Page 123 www opentree co uk A Opentree A Cabinet by Opentree If a Clear Keyword Values checkbox is ticked the selected keyword is cleared from all of the selected documents Keyword entries see Single Document above are applied to all of the selected documents For multi value keywords new keyword entries are appended to the existing values Image File Keywords Note that the keywords of image files JPG etc can be populated automatically from EXIF data in the files where applicable by the Cabinet Thumbnail service The keywords become populated after the files are created or imported in Cabinet Explorer The Cabinet Administrator utility is used to associate EXIF tag names with Cabinet Explorer keywords Editing the IDL Group of Multiple Documents Select the relevant documents ri
143. ounts are shown in grey text Workflow Users Workflows Roles Preselected WorkFlow Users Review amp Action r Check amp Approve Ser Required Reference Stage Primary Action Fle Stage Bl gt gt MARK 45 STAGE C gt gt Stage C Review 2 Add User Comment Administrator System Notified Johnson Paul Morth Daniel Morth Paul One User Squires Jayne Two User D Stage B2 gt gt MARK AS STAGE C gt gt Stage C Bled Stage B4 gt gt MARK AS STAGE C gt gt Stage C Pr Required Reference Stage Secondary ar Required Reference Stage Tertiary Preview F Stage Bl gt gt MARK 45 STAGE C gt gt Stage C B Review amp Action CES Action WE Administrator System Johnson Paul North Daniel North Paul One User Squires Jayne Two User Filter By Group F Show Current Context Users Only Everyone C Show Active Users Only Figure 45 Single User Double click on Add User select the new user from the list and click OK The new user is listed in the workflow transition At this stage the user s role is undefined indicated by the icon Smart solutions Real support www opentree co uk Page 57 A Opentree A Cabinet by Opentree Tick a suitable role or roles Tick the Preselected checkbox if the user should be pre selected for this role In this case when nominating users for this transition the user s checkbox will be ticked by default Review and Send for Approval Pleas
144. out Options C Delete the Custom view For this Folder Gei Use current settings Custom View Modify the Custom view For this Folder Create a _14_0 Folder Type View C Default Page Field Order amp Widths Name Figure 62 Field Chooser m _ Document Fields cm Folder Fields h Keywords i C Workflows Reference Path Administrator Options are only available to Administrators and users in groups with the Change system listview layouts privilege Please Refer to Setting Group Privileges section for further details Smart solutions Real support Page 72 www opentree co uk A Opentree A Cabinet by Opentree Administrator Options Show my own view for this Folder Show the user s own view of this folder The view is determined by the Layout Options see below Show System view for this Folder The system view is the view displayed when Use current settings System Defined is selected The system view applies when the user has no Folder Type View or Custom View selected The view is determined by the Layout Options see below When the system defined view is selected administrators or users with the Change System Listview Layouts privilege may choose to apply it to all users overriding their current view for that folder type or folder Layout Options Use current settings System Defined Show the system defined view Create a Custom View for this Folder Create the users Cust
145. own Historical events are shown greyed out oA CAB I NET BDD NE P J5 02 CheckOut 02 UAT 01 CheckOut Confirmation WE PJ 0001 A01 ls Document History keywords Notifications Froperties Refresh References Sets Date workflow History A Comment Recipients C Default Page 4 A Add New Notification EI Edit Notification EI Remove Notification Figure 103 Smart solutions Real support Page 110 www opentree co uk A Opentree A Cabinet by Opentree Adding a New Notification In Document Properties select Notifications in the list then e Click Add New Notification a Document Properties EE ba 4 CAB i NET BDD WE P T5 02 CheckOut 02 UAT 01 CheckOut Confirmation NE PJ 0001 A01 xIs Document History keywords Notifications Properties Refresh References Sets Date Workflow History Comment Recipients C Default Page 4 Add Mew Notification EI Edit Notification EI Remove Notification Figure 104 Smart solutions Real support Page 111 www opentree co uk A Opentree A Cabinet by Opentree Once the Add New Notification has been clicked on then the following screen will be displayed die m a Ga _ SC Document Properties Rae Ro Exe S CAB I NET BDD NE P J5 02 CheckOut 02 UAT 01 CheckOut Confirmation NE DLOOOL ADT vls Document History Notifications Refresh Add New Notification Comment PT Notification Date Saturd
146. port Page 189 www opentree co uk A Opentree A Cabinet by Opentree Hover over the following items to show further information Displays the location of the reference Auto Complete Fill in All blank actions where a default option is available Clear All Blank all actions Apply where Applicable Apply where the action is blank and the option is available The columns indicate the following reference states Reference Attached The reference is attached to the parent drawing Document Exists in CE The reference was located and opened within the CE folder structure If for example the reference has been deleted and purged a cross is shown Reference Known to CE CE has a record that the document is referenced to the parent drawing Checked In The reference is currently checked in Latest Version The reference is the latest version Note that if for example the first version of a drawing is used as a reference subsequently revised and the first version is reinstated it is not shown as the latest version This is because CE treats these events as three distinct versions A dash indicates that only one version exists If the drawing includes a reference which was not attached using Cabinet Explorer external reference information may be displayed as shown Reference Resolved The reference was located and attached in MicroStation Document Exists in CE A cross indicates that the reference is external to the CE folder struct
147. rlink tests m 0306 01 ms Pen Draft 58612116 pivota I check In and checkout O307 O1 ms Explore Draft D i GDoplzlIp plyota 9 defect testing 02 Sep 13 0308 O1 ms Add to Favourites Draft AA 58612116 pivota CH dek Tests E4 0309 01 ms perlen Draft AA 56612116 pivota CO email 0310 01 m5 Cut Draft D I 55612116 pivota 3 export tests E 0311 01 mS ee Draft G i 58612116 pivota C Get working Copy Fests 0312 01 1115 c Ai Link r Dral D i 9 Lloyd Sets Test With Param E 0313 01 ms eee ee Draft AA GE E 0314 01 ms Draft Ai es LC Pivotal ID 57740864 Bg 0315 01 ma Drar AR CH eet eee H 0316 01 m Draft D i BS Set fx 0325 011194 DralL i 2 set test w 2_14_0 0034 01 doc stage 1 D i best script 6 E sets testing Wh 2_14_0 0035 01 doc kw stage O01 DOC TEST 04 3 test fH _14_0 0036 01 doc stage 1 D i test scripts 6 LO PI TESTING DOCUMENTATION WE 2_i4_0 0164 01 doc ka stage AA DOC TEST 18 w 4 i k di E 1 Set Selected E CAB i NET Explorer Figure 129 Once you have clicked on the Delete option the following message box will be displayed Figure 130 If you select the Yes button the set will be deleted and removed from the listview Smart solutions Real support Page 134 www opentree co uk A Opentree A Cabinet by Opentree Working with Workflows To perform a workflow action on a document select it in a folder or in Documents For My Attention Multiple documents may be selected if their
148. rs Properties To delete a user from a workflow stage for a specific folder Right click the folder select Properties and select Workflow Users at the left of the form Select Show Current Context Users Only and or Show Active Users Only as required Expand the list of users for the required workflow stage Right click the user to be deleted and choose either to remove that user or to remove multiple users as described in Context Properties above Note that inherited users cannot be deleted they are shown with the icon 2 Click Ok to save and exit from the form Smart solutions Real support Page 63 www opentree co uk A Opentree A Cabinet by Opentree Creating a new folder Navigate to the required folder in the folders pane Either Click on File in the menu bar and select New gt Folder Or Right click in the files folders list and select New gt Folder Or Right click in the folders pane and select New gt Folder The Create New Folder form will be displayed Enter the information in the following table presented in two pages Folder Name The name of the folder to be created Description A description of the folder if required Tick the checkbox if the folder is to be visible to privileged users only Add Delete Subfolders Select one of the three options e No one e Permitted Privileged Users Privileged Users Only Folder Type Group Select the Folder Type Group for the required Folder Type
149. rt solutions Real support Page 16 www opentree co uk A Opentree g Cabinet by Opentree An example of multiple search criteria is shown below Search Criteria eg il F Bal D Created by Any User on 25 September 2014 or by System Administrator on 24 July 2014 Template is Blank Text File Transition is Send For Check Check amp Approve Add Criteria Figure 13 Address Field Type the folder or file address into the address field or alternatively use the folder tree to navigate File Edit Favourttes Help O d a JH Search E Folders address ONCAB NETIBDD NE P2 Folders SI CAB i MET My Checked Out Documents Documents For My Attention Ely PD LH 06CreateFolderInRoot LH 13CreateFolderatRoot fe BOD Instance Permissions Test 9 NE DAN El L NE PI 3 01 Checkin El O 02 Checkout G 01 BOD LO OF UAT Figure 14 Name icon Description S Cabinet Explorer m The Cabinet Explorer root folder My Checked Out Documents Click on My Checked Out Documents to list the entire user s checked out documents Click on Documents For My Attention to list all of the documents for which a workflow transition has been performed nominating the user to perform an action Documents for My Attention BE DEE Nanos Click the button to view the folder structure for this Instance Smart solutions Real support Page 17 www opentree co uk A Opentree Folder File list A Cabinet by Opentree Dou
150. rties of the folder s Documents History and Published shares see Figure 16 Folder Path The full folder path for reference Folder Type Group Folder Types are assigned to Folder Type Groups Select the appropriate Folder Type Group to select the required Folder Type see below Folder Type Select the appropriate Folder Type from the drop down list The Folder Type determines the type of files that can be created or imported in this folder Numbering System Select from the drop down list Filename Prefix Type a File Prefix in the text box if this prefix is to be automatically added to the file name of all files created in this folder Smart solutions Real support Page 21 www opentree co uk g Cabinet by Opentree Inherit Filename Prefix Tick the checkbox if the Filename Prefix should be inherited from the parent folder Reference Prefix Type a Reference Prefix in the text box if this prefix is to be automatically added to the reference name of all files created in this folder Inherit Reference Prefix Tick the checkbox if the Reference Prefix should be inherited from the oarent folder Inherit Keywords If the parent folder has document keywords assigned to the folder tick the checkbox if documents in this folder should inherit the parents document keywords Search Criteria can include Keyword searches allowing powerful searches to be set up Inherit Intents Tick the checkbox if this folder should have the same Inte
151. s Folder create 4 2_14_0 Folder Type view Figure 68 Select the required document fields keywords standard fields and workflow stages In the Field Order amp Widths display edit the column order as required by dragging the cursor in a column header to a different position Adjust the column width as required by positioning the cursor on the column separator line When the cursor changes to a double arrow drag the line to a new position Select the column sorting by clicking the required column so that an Up or Down arrow appears next to the column title The arrow indicates ascending or descending order Click again in the column title to change the sorting direction Click Apply or OK to save the changes Editing a Custom View When a Custom View has been set up for the selected folder the Layout Options are as shown below Details View Layout Options TT Delete the Custom view for this Folder Gei Use current settings Custom View Modify the Custom View for this Folder Create a Defauk Folder Type View Figure 69 Select Modify the Custom View for this Folder Expand the checkbox lists in the Field Chooser and edit the checkbox settings as required Edit the column order widths and sort order in the Field Order and Widths display as required Click Apply or OK to save the changes Smart solutions Real support Page 78 www opentree co uk A Opentree A Cabinet by Opentree Deleting a Custom V
152. s and Sequence Rules are listed in the Paste Special Wizard Multi Docurment Paste Special Wizard Copy Paste Special Please specify the properties for the copied Documents Source Filename Type Intent Version Sequence Rule Choose an Option Wh NE PI 0215 401 docx Word Document Document AU Retain Existing Wh NE PI 0216 A01 docx Word Document Document ACM Retain Existing ae Wh ME PJ 0217 A01 docx Word Document Document DU Retain Existing Sequence W NE PJ 0218 A01 docx Word Document Document l Retain Existing ean WH NE PI 0219 CO1 docx Word Document Document AU Retain Existing W NE P 0220 401 docx Word Document Document ADI Retain Existing Filename A Remove Document From List Figure 166 If the Next button is clicked the Final Review page is displayed Documents requiring option selections are indicated by yellow exclamation triangles Unless selections are made for these documents pasting will not succeed Smart solutions Real support Page 169 www opentree co uk A Cabinet by Opentree Multi Document Paste Special Wizard Copy Paste Special Please specify the properties for the copied Documents Source Filename Type Intent ersion Choose an Option AY ME PJ 0215 401 docx Word Document Document AD A ME PI 0216 401 doc Word Document Document IO A ME PI 0217 401 docx Word Document Document AD A ME PJ 0218 401 docx Word Document Document AD A ME PI 0219 CO1 docx Word Document Document 401 AY
153. s been assigned to more than one role tick the required role s Click Ok to save and exit Multiple Users If users have been assigned to more than one role the Select Roles form is displayed Smart solutions Real support Page 60 www opentree co uk A Cabinet by Opentree Select Roles fl Select Roles Choose roles you want to assign to the selected users Available Roles Roles Review amp Action Action Review F Comment Motte Figure 51 Tick the required role s If no roles are selected they must be set for each individual user in the Workflow Users form Click OK to add the users and their role s To inherit the Workflow Users settings of the parent folder tick the nherit from Parent checkbox Inherited users are shown with the icon Click Ok to save and exit Note Only users and their assigned roles set up in the Context Properties form are available for selection for the corresponding workflow stage in Folder Properties Smart solutions Real support Page 61 www opentree co uk A Opentree A Cabinet by Opentree Deleting a user from a workflow Context Properties To delete a user from a workflow stage or stages in the Context Properties Workflow Users page Click on the context name Right click and select Configure gt context name Select Workflow Users at the left side of the Context Properties form Scroll to the required workflow and click the button of t
154. st click on it and drag it across to the Groups with Permissions list To set each permission and override the inherited permissions if applicable tick the appropriate Explicit Allow Deny checkboxes e The Workflow Documents permission is required to enable the Workflow menu in the user s document right click menu e Users with roles assigned in the Workflow Users page and with Workflow Documents permission are listed in the workflow role assignment form If access to a folder is denied the folder is shown with a red symbol ca Smart solutions Real support Page 91 www opentree co uk A Opentree Creating a new document Navigate to the required folder in the folders pane Either e Click on File in the menu bar and select New gt Document Or e Right click in the files folders list and select New gt Document Or e Right click in the folders pane and select New gt Document The Create Document Wizard will be displayed Create Document Wizard Template Selection Select a Template to create the new Document From k n Document GE AutoCAD Drawing SEE Excel Worksheet efi Blank Excel Worksheet ER MicroStation h lt Design File E Mon electronic GE PowerPoint Presentation Text File El Visio 2000 2 Drawing GI Word Document Preview Figure 83 Smart solutions Real support Page 92 A Cabinet by Opentree www opentree co uk A Opentree Expand the Intents tree and click on the requ
155. such as jpg files File Edit Favourites Help O Opa we Y Oil k Address E MCAB NETIBDDINE P 0 CheckIniO2 UAT OL Checkin a document Zei A Search Folders x Name 3 CAB i NET A My Checked Out Documents J Documents For My Attention ME PI 00014 401 txt El BOC LH O6CreateFolderInRoot 9 13CreateFolderAtRoot es BOD Instance Permissions Test 2 NE DAN t I O NE PI ec NE PI 00024 A01 xls E i 01 checkin 9 01 POD E iy 02 UAT 9 01 Checkin a document 9 02 Checkin Multiple Docume 3 03 Checkin Deleted Doum C 04 Attempt CheckIn on Diff Figure 16 Note For optimal soeed when documents are changed or new documents are added to the selected folder their thumbnail view is not shown To update the thumbnail view click the Refresh button or turn the Thumbnail View off and on Select a document by clicking on it so that it is shown with a blue background Alternatively navigate up and down the list using the up and down or left and right arrow keys If Thumbnail View is selected use of the left and right arrow keys also causes the default task to be performed on the selected document Open or Preview depending on the stage The default task is shown in bold text in the document right click menu Smart solutions Real support Page 19 www opentree co uk A Opentree A Cabinet by Opentree Folder list view menu Figure 17 Cut Cut the selected folder so that it can be pasted to a new locati
156. t gt For Review lt 3 Show Deta SI Administrator System Action Only y For Review gt For Approval SF Show Details A actioner1 new Action Only 8 d reviewerl new Review Only 2 reviewer2 new Review Only gt lt A reviewactionerl new Review amp Action 4 Figure 136 Symbol 4 Awaiting the named user s response Accepted by the named user xw Rejected by the named user All of the Reviewers or Review amp Actioners must respond by accepting or rejecting the document When the last Reviewer responds the document is ready to be taken to the next transition by an Actioner or a Review amp Actioner This user must decide to accept or reject the document based not only on their own review but also taking into account the other Reviewers or Commenters acceptance or rejection and any comments they may have entered Click Show Details to view workflow users comments if applicable and the date and time when their response was made Click Next Smart solutions Real support Page 138 www opentree co uk A Opentree g Cabinet by Opentree Review and Send for Approval C Apply to All Remaining Documents Figure 137 Review the document displayed Click either the Accept or Reject radio button Enter any comments as required Tick Apply to All Remaining Documents if applicable If the checkbox is not ticked the review and accept reject is repeated for each document e C
157. t Working Copy or select Open Working Copy to also open it Content goes here Smart solutions Real support Page 108 www opentree co uk A Opentree A Cabinet by Opentree Viewing a document s properties Click on the document s name in the folders files list right click and select Properties from the menu Click on the options at the left of the form as shown in the following table Document Histor Click on the events list to view events that have taken place for this document View the document keywords if they have been created Notifications Set up notifications to be sent by email on the selected date for example as a reminder to review or delete the document Properties View Document Properties Filename Reference Superseded Version Path Intent Path Filetype Numbering System IDL Group Availability Created By Last Edited By References View a document s references and documents that reference it Workflow History View the workflow name its current stage and the Stage Date i e the date that the workflow changed to the current stage Smart solutions Real support Page 109 www opentree co uk A Opentree A Cabinet by Opentree Setting Notifications Cabinet Explorer can notify users by email at a selected date to review or delete a document for example Notification events can be set up for individual or multiple documents Note that there can be more than one notification event per document as sh
158. t type from the sub menu e To insert a picture select the file jog etc from the Attach File form click Attach and at the next prompt select nsert Picture e To insert a linked object select the file click Attach and at the next prompt select Link Object Smart solutions Real support Page 192 www opentree co uk A Opentree Viewing Document References Cabinet Explorer can display a list of files that are referenced by a document e Right click the document and select Properties e Select References at the left of the form Cabinet by Opentree A The documents that are attached to this document are listed with their workflow stage or revision state Documents shown in blue text are currently checked out e Document Properties Di CAB I NET BDD WE PJ References 02 UAT NE PJ 1003 A01 dgn Document History keywords Notifications Properties at NE PJ 1003 A01 dgn SRE References Sa ELCH Documents Workflow History AU NE PJ 1006 401 dgn Design HU ME PJ 1007 A01 dgn Design Aig NE PJ 1008 A01 dwa Design fa NE PI 1009 A01 dwg Design San Templates B48 Referenced by References C Default Page Apply Figure 192 Viewing Files a Document is Referenced by Cabinet Explorer can display a list of files that a document is referenced by e Right click the document and select Properties e Select References at the left of the form Smart solutions Real s
159. tage of the selected document and the user s privileges keyword editing may be disabled In this case a padlock symbol is displayed in the Document Keywords screen General isgrrreat Description amp Figure 115 Single Document Click on the document s name in the folders files list right click and select Properties from the menu Click on the Keywords option at the left of the form Document Keywords Sats blah amp Workflow History Transmittal Details deg Mail Message Details AbLSachinents i Imporkance t Subject p Sent Cp From i Io CC BCC h L Default Page Main anobher added I 28th Mov H General isgrrreat t Figure 116 Keywords may be single value freetype or preset values multi value or date format Click on the keyword value to edit it Smart solutions Real support Page 122 www opentree co uk A Cabinet by Opentree Single value Type in the text box General freetype isgrrreak Description This is atest Multi value To add a value type in Transmittal Details the text box and click to o id add it to the list To delete a value select it in the list and click the A button Figure 117 Multiple Documents Editing of keywords for multiple documents is only available to users with privileges Select the documents in the folders files list right click and select Properties from the menu Note that existing keyword values are n
160. te the Custom View for this Search checkbox Details View Layout Options V Delete the Custom view For this Search Revert to System view ModiFy the Custom View For this Searct O Modify the System Default Search view Figure 75 Select one of the options e Revert to System View e Modify the System Default Search View In this case edit the checkboxes field order and widths and click Apply or OK Smart solutions Real support Page 83 www opentree co uk A Opentree A Cabinet by Opentree My Saved Searches A user s saved searches are shown in the My Saved Searches list Click on the required search and run it so that the search result columns are displayed instead of the columns for the documents in the current folder In the column header of the search results list right click and select Show gt More The Search Properties form is displayed as shown below Search Properties pan A hr2 search Details View Layout Options Field Chooser Gei Use current settings Default view s C Document Fields 0 Keywords Standard Fields C Workflows Create a Custom view for this Search O Modify the System Default Search view Field Order amp Widths Name Type Figure 72 If no Custom View is set for the current search the Layout Options are as shown above Smart solutions Real support Page 84 www opentree co uk Cabinet by Opentree A Opentree A Creating a
161. ted Filetypes Figure 200 Once the document you want to insert into the PDF has been selected click on the OK button the Insert Pages dialog box will be displayed You have multiple choices where you would like to insert the selected file these are as follows The Location has a drop down box where you have two options After or Before You also have the Page options these are First Last or Page number If you are happy with the default choice then just click on the OK button otherwise select your own preferences Smart solutions Real support Page 201 www opentree co uk A Opentree g Cabinet by Opentree Insert Fages Insert File D 0043 01 pdf Location Fage E First E Last 9 Page R of T SC Figure 201 Once you have successfully inserted the file of your choice click on the OK button The document is successfully inserted into the PDF document Replace a File If you wish to replace a file page click on the Replace icon on the toolbar a The Adobe Attach References dialog box will be displayed from the list of files documents select the one you wish to use to replace a page within the PDF document you have open Once you have selected the document click on the OK button Smart solutions Real support Page 202 www opentree co uk WE AS i NET aide Pl Por Test t ED 1855 l ED 1873 defect retest l ED 1873 sets test b D add new notifications EN adobe plugin tests
162. ucture with the corresponding folder names is imported However the folder properties listed below can be conveyed by adding them to the folder names with a suitable delimiter as shown Smart solutions Real support Page 24 www opentree co uk A Cabinet by Opentree File Prefix 3 If required a character that would be unacceptable within a folder name can be replaced by another It would be substituted back when the import is performed In the example above the Reference Prefix would be followed by Import Documents from Cll A CII file is a document information file used for document import See Importing Documents from Cll for further information Attach Document This wizard imports existing documents and meta data Document Information Select the location where the document information File exists TT Setup Import Select which documents and information you would like to import T 1 Do not show review TI Do not validate Cancel Figure 21 Smart solutions Real support Page 25 www opentree co uk A Opentree A Cabinet by Opentree File Menu File Edit Favourites Help Open Preview Check Out l f x Name Vers Location Check Out Le earch By reen Ki s n eckIni0 UATOTL CheckIn a documenti NE PJ 0001A A01 txt ADI Workflow Bal ME PJ O0024 A01 xls Det Replace Export to Folder Copy Cuni Mines to Mail Recipient Copy Link CI File De
163. upport Page 193 EI Detach Reference gt Open Containing Folder Independent Reference Bound Reference www opentree co uk A Opentree A Cabinet by Opentree The documents that the selected document is referenced by are listed with their workflow stage or revision state File names shown in blue text are currently checked out E Document Prape ties A CAB I NET BOD WE P J References 02 UATVNE DL LOO3 A0DT don Document History Keywords References Notifications Gerbe Mt NE PJ 1003 A01 dgn H References LC Documents WI ME PJ 1006 401 dgn Design HI NE PJ 1007 401 dgn Design ea NE PI 1008 401 dwq Design poi ea NE PI 1009 401 dwq Design San Templates are 1 Sets workflow History renced by G Refe AR EI Getach Reference EI Open Containing Folder Independent Reference Th Bound Reference C Default Page Figure 193 Smart solutions Real support Page 194 www opentree co uk A Cabinet by Opentree A Opentree Reference Files and Export Check Out amp Location Checkout Export When files are exported from CE their respective reference file attachments are also exported from the system The design files used for Reference file attachments are placed in a sub directory of the export folder i e if the master design file is exported to c temp the references for that file will be placed in a sub directory called References see below
164. ure The drawing path can be copied out if required by double clicking on the drawing number and pasting into the required application Drop down lists are displayed for each reference e Click Auto Complete to select actions automatically from the drop down lists based on the status information Note that depending on configuration Auto Complete actions are selected by default when the form is displayed e A yellow highlight in the drop down lists show that an action will be performed on the reference Bright yellow highlight Feasecc Action selected automatically Light yellow highlight ee re Action selected manually from the e Click Clear All to cancel all selections if required Smart solutions Real support Page 190 www opentree co uk A Opentree A Cabinet by Opentree e Select alternative actions in the drop down lists where necessary The selected action is displayed above Apply where Applicable Action Auto Complete Clear All No Action Required Apply where Applicable Figure 188 e Apply where Applicable is only displayed if there is more than one reference listed and an action is selected e Click Apply where Applicable if the last selected action is to be applied to all blank drop down lists Action Auto Complete Clear All No Acton Required Figure 189 Note however that if for example the selected action is Reattach Reference and the other references are already attached the bla
165. ust be set up for successful import shown in red in the columns displayed right click on single or multiple documents and select from the menu as shown Smart solutions Real support Page 160 www opentree co uk A Opentree A Cabinet by Opentree The Attach Document Wizard Attach Document Wizard Attach Document This wizard imports existing documents and meta data Warning The documentis below are missing required information to import these documents please supply this information mow Deomen Extension Pay 102 22 W405_AA1 dan r W102 22 W404_AAI dgn F J W102 22 Filetype MicroStat Plicra Stat Attach to current Folder BS Attach to specific Folder Assign Intent Assign Versions Save List Figure 159 Attach to current folder Import the selected document to the current destination folder Attach to specific folder Select an alternative destination folder for import of the selected document Assign Intent Select an appropriate Intent from those available in the destination folder Assign Versions Select sequence and version characters Save List Save the listed information for all the import files in an XML file Smart solutions Real support Page 161 www opentree co uk A Opentree A Cabinet by Opentree Version and Sequence Setup screen ersion and Sequence Setup Configuration Style Configure By Intent ei Configure By Document Major Minor Major Sequence
166. ves some examples of various types of search In each case firstly click on the Search button and the Add Criteria button Filename Select Document Properties gt Filename and enter the name of the file to be found Click the Run Search button Keyword Select Keywords and select the keyword from the submenus as shown In this example the Scale keyword is selected and the document keyword is selected from a list of values Figure 96 Smart solutions Real support Page 103 www opentree co uk A Opentree g Cabinet by Opentree Workflow Stage Select Workflow gt Stage and click on Enter Criteria to display the list of workflows Click on the button to display the stages as shown below File Edit Favourites Help O AB A Address d WOAB NETIBDD j Folders Y i Saved Searches x Search Criteria eg ki J K D BO BDD Searches Stage is Enter Criteria l a Add Criteria S Check amp Approve a Approved E i sdaggrd Name B Design 42 Worwehynd sdgdfgfdsgisdfdgff 3 06CreateFolderInRoot a For Approval PLCH New Folder 3 13CreateFolderAtRoot S For check DCH paul jahnson tsaadvet co uk BOD Instance Permissic Required Reference Stage Primary a FJ testing 9 NE DAN Stage EN test CNe P3 Stage Bl EHO Tester E C EEN NE TEMP 2 2 Stage B2 Pa pa sdf If Ete GE notificationTest NE BE 2 Stage BS L O My Saved Searches S SH CHESMOND Ee 4 Um t 8 Folders amp 0 S
167. x settings as required Edit the column order widths and sort order in the Field Order and Widths display as required Click Apply or OK to save the changes Smart solutions Real support Page 76 www opentree co uk A Opentree A Cabinet by Opentree Deleting a Folder Type View Select the Delete the lt gt Folder Type View checkbox Details View Layout Options Delete the Custom view For this Folder Revert to System view Modify the Custom View For this Folder Create a _ 14 D Folder Type view Figure 66 The Revert to System View option is displayed and selected by default Either accept this option or select Create a Custom View for this folder and edit the Field Chooser checkboxes Click Apply or OK to save the changes After reverting to the system view the Layout Options are as shown below Details View Layout Options T 1 Delete the Custom view For this Folder Use current settings Custom view Modify the Custom view For this Folder Create a 2_14_0 Folder Type View Figure 67 Smart solutions Real support Page 77 www opentree co uk A Opentree A Cabinet by Opentree Creating a Custom View Click on Create a Custom View for this Folder Expand the checkbox lists in the Field Chooser and de select any fields that are not required Details Yiew Layout Options 1 Delete the Custom view For this Folder Use current settings Custom views Gei Modify the Custom view For thi
168. y BDD Context 1 Licencing Properties Groups and Group Membership Uzars Groups Group 5 Members Workflow Users RE New Grou SI Add Existing User s HER Administrators Add New User fe Adroinishy ators E Group 1 Dezbrch Remove Multiple Users From Group F Group 2 Remove Powers Austin From Group 98 Group 3 E Group 4 User Properties D Group 5 E NE BENNotificationTestGroup LI Show Current Context Users Only Fiker By Group E Show Active Users Only Everyone ti sl Figure 43 Smart solutions Real support Page 55 www opentree co uk A Opentree g Cabinet by Opentree Select Filter By Group Show Current Context Users Only Show Current Context Users Only and or Show Active Users Only as required If the user is a member of a group in a different context the context and group names are shown in red Members of these groups are not displayed Click on a group name to list its members The selected user s name is highlighted To add the user to a different group double click on Existing Group and select the group from the list Adding a user to a workflow The user must be assigned to a workflow stage or stages in the Context Properties Workflow Users page before they can be added to the workflow stage for a specific folder Context Properties Right click and select Configure gt context name Select Workflow Users at the left side of the Context Properties

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