Navigating and Using D2
Rankingprinciple
Example
IfthesearchtermusesanORstatement,theresultis
ratedhigherwhenbothtermsarefoundthancontent
withonlyonematch.
Givenasearchqueryfordog OR cat,anarticle
aboutanimalsthatincludesdogandcatisastronger
matchthananarticleaboutdogs,regardlessofhow
oftendogisused.
Morerecentcontentisratedhigher.
Aguidewrittenayearagoisastrongermatchthana
guidewrittenthreeyearsago.
Dependingonconfigurations,youmayseemultipleinstancesofthesamefileintheresults.
EMCDocumentumVersion4.5UserGuide
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Chapter6
WorkingwithContent
Thischaptercontainsthefollowingtopics:
• UnderstandingContent
• CreatingContent
• ImportingContent
• ImportingaFolderStructure
• CopyingandPastingContentbetweenRepositories
• UnderstandingPasteasLinkActioninMultipleRepositories
• CopyingandLinkingContentbetweenRepositories
• CopyingContentfromD2toDesktopusingDragandDrop
• DragandDropBehaviors
• ImportingContentasaNewVersion
• ImportinganEmailandAttachments
• CreatinganXMLFiletoFillPropertiesDuringImport
• ExportingContent
• CheckingInContent
• UnderstandingProperties
• UnderstandingPermissions
• UnderstandingWhyContentwasRenamedorMoved
• UnderstandingRelationships
• CreatingaRelationship
• UnderstandingRenditions
• UnderstandingVirtualDocuments
• ConvertingFolderStructuretoVirtualDocument
• UnderstandingMicrosoftWordAnnotations
• UnderstandingPDFAnnotations
• AnnotatingPDFContent
• UnderstandingComments
• SharingFoldersUsingSyncplicity
• UsingIntelligentURLstoInteractwithContent
EMCDocumentumVersion4.5UserGuide
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WorkingwithContent
UnderstandingContent
ThefollowinglistdescribesthethreetypesofcontenthandledbyDocumentum:
• Cabinetsarefolderslocatedatthehighestleveloftherepository.
• Foldersarecontainersforcontentandorganizetherepository.
• Filescanbeofanyformattypeandincludeapplications,scripts,videofiles,audiofiles,and
documents.
Youcancreate,import,delete,andmanipulatethepermissionsandpropertiesofcontentasdescribed
inthefollowingtable:
Action
Toperformthisaction
Viewingcontent
Double-clickcontent.
IftheC2plug-inisinstalledandconfigured,D2alwaysusesthedefault
C2configurationwhenviewingPortableDocumentFormat(PDF)files.
Creatingcontent
NavigatetoNew>Contentfromthemenubar.CreatingContent,page
48containsfurtherinstructions.
Editingcontent
Right-clickcontentandselectEdit.
Importingcontent
Youcanimportcontentfromthefilesystemtotherepository.Importing
Content,page49containsfurtherinstructions.
Importingcontentasanewversion
Youcanimportcontentasanewversionofexistingcontent.Right-click
theoriginatingcontentandselectImportasversionImporting
ContentasaNewVersion,page57containsfurtherinstructions.
Exportingcontent
Right-clickcontentandselectExportExportingContent,page60
containsfurtherinstructions.
Checkinginandcheckingout
content
Right-clickcontentandselectCheckinorCheckout.CheckingIn
Content,page61containsfurtherinformationaboutcheckinoptions.
Deletingcontent
IfD2-Binisinstalled,D2movesthe
contenttotherecyclebin
Right-clickcontentandselectDelete.
Youcannotdeletecontentifthecontentispartofavirtualdocument.
Ifyouaredeletingabranchversion,D2doesnotmovethecontentto
therecyclebinbecauseD2-Binisnotcompatiblewithbranchversions.
Renamingcontent
Right-clickcontent,selectProperties,modifythecontentnameinthe
Namefield,andclickOK.
Ifyourenamecontent,youdonotseetheupdatednameinthe
Favoriteswidgetuntilyoulogoutandlogbackin.
Viewingcontentpermissions
ClickcontentandselectPermissions.
Viewingcontentproperties
Right-clickcontentandselectProperties.
IfyouhaveD2Bininstalledandviewthepropertiesofcontentinthe
recyclebin,D2canshowsomepropertieswithincorrectvalues.
44
EMCDocumentumVersion4.5UserGuide
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Working with Content
Action
Toperformthisaction
Copyingandpastingcontent
Youcancopyandpastethecontentwithinasinglerepositoryor
betweenmultiplerepositories.
1. Right-clickcontentandselectCopy.
2. Navigatetothefoldertowhichyouwanttopastethecontent.
3. Right-clickthefolderandselectPaste.
Youcannotusecopyandpastewhenanautolinkruleisconfigured
becauseD2usestheautolinkruletomovethecontenttoaspecified
location.
D2doesnotcopyandpasteannotationsattachedtotheoriginalcontent.
Cuttingandpastingcontent
1. Right-clickcontentandselectCut.
2. Navigatetothefoldertowhichyouwanttopastethecontent.
3. Right-clickthefolderandselectPaste.
Youcannotusecutandpastewhenanautolinkruleisconfigured
becauseD2usestheautolinkruletomovethecontenttoaspecified
location.
Copyingandlinkingcontent
1. Right-clickcontentandselectCopy.
2. Navigatetothefoldertowhichyouwanttopastethecontent.
3. Right-clickthefolderandselectPasteaslink.
Youcancreate,delete,rename,andviewthepermissionsandpropertiesoffoldersasdescribedinthe
followingtable:
Action
Toperformthisaction
Creatingafolder
NavigatetoNew>Folderfromthemenubar.
Importingafolder
DraganddropafolderfromthelocalfiledirectorytoaListwidget,
thenfillouttheImportFiledialogbox.
AdministratorscandisablefolderimportinyourimplementationofD2.
Exportingafolderanditscontent
Right-clickthefolder,selectExportfolder,andselectthelocationin
thelocalfiledirectorytowhichyouwanttoexport.
Deletingafolder
Right-clickthefolder,selectDelete,andselectoneoftheoptions.
Renamingafolder
Right-clickthefolder,selectProperties,modifythefoldernameinthe
Namefield,andclickOK.
Ifyourenameafolder,youdonotseetheupdatednameinthe
Favoriteswidgetuntilyoulogoutandlogbackin.
Viewingfolderpermissions
Right-clickthefolderandselectPermissions.
Viewingfolderproperties
Right-clickthefolderandselectProperties.
Copyingafolderusingdragand
drop
Draganddropafoldertoaselectedfolder.D2copiesallthecontent
withinthefolderalongwithitssubfolders.
Youcandraganddropafolderwithinasinglerepositoryorbetween
multiplerepositories.
EMCDocumentumVersion4.5UserGuide
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WorkingwithContent
Ifyouwanttocreatecabinets,navigatetotherepositoryroot,asdescribedinthefollowingtable:
Action
Toperformthisaction
Creatingacabinet
NavigatetotherepositoryrootandclickNew>
Cabinet.
Inadditiontousingwidgetstobrowsecontent,youcanalsouseactions,asdescribedinthefollowing
table:
Action
Description
Converttovirtualdocument
Right-clickcontentandselectConverttoVirtual
Document.Thisactionconvertstheselectedcontent
toavirtualdocumentparent.UnderstandingVirtual
Documents,page66containsmoreinformationabout
usingvirtualdocuments.
Locate
Right-clickcontentandselectLocate. Theaction
automaticallynavigatestheDocumentlistwidgetto
thefoldercontainingtheselectedcontent.
Comment
SelectcontentandopenaninstanceoftheComment
widget.
Favorite
Right-clickcontentandselectAddtofavorites.
Theactiontogglesthevisibilityofthecontentinthe
Favoriteswidget.
Subscribe
1. Right-clickcontentandselectSubscribe.
Ifyouselectedmultiplecontent,D2mightdisable
Subscribedependingonconfigurationstoprevent
subscriptioneventconflictsbetweenoneormore
ofthecontent.
2. Usethelistcontrolstoaddorremovesubscription
eventstoreceivenotifications.Youcanconfigure
thewayyoureceivenotificationsinyouruser
preferences.
Ifyouselectedmultiplecontent,thedialogbox
showsanemptylistofeventsevenifyouhad
previouslyaddedevents. D2appliesthelistof
eventstoallselectedcontentandreplacesprevious
configurations.
3. ClickOK.
Sendemail
Right-clickcontentandselectSendemail,thenfill
outtheformandclickSendSendingContentby
emailfromD2,page105containsfurtherinstructions
onsendingcontentbyemailfromtheD2interface.
Copylinktoclipboard
Right-clickcontentandselectCopylinkto
clipboard.
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EMCDocumentumVersion4.5UserGuide
Working with Content
Action
Description
Lifecycle
Right-clickcontent,selectLifecycle,andthen
selectthelifecycleactionyouwanttoperform.
UnderstandingLifecycles,page97containsmore
informationaboutusinglifecycles.
SendtoWorkflow
Right-clickcontent,selectWorkflow,andthenselect
theworkflowthroughwhichyouwanttopassthe
content.UnderstandingWorkflows,page99contains
moreinformationaboutusingworkflows.
Distribution
Right-clickcontent,selectDistributions,andthen
selectthedistributionthroughwhichyouwanttosend
thecontent. UnderstandingDistributions,page104
containsmoreinformationaboutusingdistributions.
Massupdate
1. Right-clickcontent,selectMassupdate,then
selectthemassupdateprocessyouwantto
configureandrun.
2. Filloutthepropertiesformforthemassupdate
process.
3. ClickOK.
Filter
FiltercontentintheDocumentlistwidgetusingthe
filterlistboxnexttothemenu.
Filtersdonotaffectsearchresults.
IfyouhaveC2installed,youcanusefunctionalityspecifictoPDFcontent,asdescribedinthe
followingtable:
Action
Description
ViewingthroughC2
Right-clickcontent,selectViewthroughC2,and
selectaviewconfiguration.
ExportingthroughC2
Right-clickcontent,selectExportthroughC2,select
alocation,thenclickOK.
PrintingthroughC2
1. Right-clickcontentandnavigatetoPrintthrough
C2,thenselectaC2printconfigurationand
printer.
2. FillouttheformandclickOK.
Recallingacontrolledprint
1. Right-clickcontentandnavigatetoPrintthrough
C2>Recallprintfromthemenubar.
2. SelecttheRecipientandtypetheReasonfor
recall,thenclickOK.Thelistofrecipientsreflects
thelistofusersenteredinthecontrolledprint
dialogbox.
IfyouhaveD2-Bininstalled,contentismovedtotherecyclebinupondeletionandyoucanuse
functionalityspecifictotheRecycleBinwidget,asdescribedinthefollowingtable:
EMCDocumentumVersion4.5UserGuide
47
WorkingwithContent
Action
Description
Restoringcontentfromtherecyclebintotheoriginal
locationintherepository
Right-clickcontentintheRecycleBinandselect
Restore.
Permanentlyremovingcontentfromtherepository
Right-clickcontentintheRecycleBinandselect
Delete.
Emptyingtherecyclebin
ClickEmptyRecycleBin.
IfyouhaveDocumentumConnectorforSyncplicityinstalledandareamemberofthe
dmc_sync_usersgroup,youcansharefolders. SharingFoldersUsingSyncplicity,page71
containsfurtherinstructions.
CreatingContent
Ifonlyoneoptionisavailableforastep,thecontentcreationwizardautomaticallyselectstheoption
andproceedstothenextstep.
1. NavigatetoNew>Contentfromthemenubar.
Note:NewmenuoptionisdisabledforuserswithclientcapabilityasConsumer.
2. OntheFillcreationprofilepage:
a. SelectaCreationprofilefromthelistbox.
b. SelectaDocumenttypefromthelistbox.
c. Ifyouwanttoinheritproperties,fillouttheInheritanceformasdescribedinthefollowing
table:
Field
Description
Source
IfyouareusingD2Client3.1,clickBrowse,
selectthecontentfromwhichyouwanttoinherit,
andclickOK.
Properties
Selecttoinheritproperties.
Content
Selecttoinheritnon-propertycontent.
d. ClickNext.
3. OntheEditpropertiespage,filloutthepropertiesformandclickNext.
4. OntheChoosetemplatepage,selectatemplateforthecontent.
5. Determineifyouneedtocreatealinkeddocument.Thetemplatepagecontainsbuttonsthatchange
dependingonthecombinationoftheselectedcreationprofileandthecontentproperties.Youcan:
• ClickCreateLinkedDocumentorNext.Gotostep6.
• ClickEditMainContentorEditContenttomakechangestothecontentbeingcreatedbefore
checkingitintotherepository. Gotostep7.
• ClickCheckInandFinishtocheckinthecontentwithoutmakingchanges.Gotostep8.
6. Createalinkeddocument:
a. OntheFillcreationprofilepage,selectaCreationprofileandaDocumenttype.
b. OntheEditpropertiespage,filloutthepropertiesofthelinkeddocument.
c. OntheChoosetemplatepage,selectatemplateforthelinkeddocument.
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EMCDocumentumVersion4.5UserGuide
Working with Content
d. ClickNext.
7. Savethecontentaftermakingchanges,thenclickCheckInandFinish.
8. Finishcheckingincontent:
a. SelecttheversionofthecontentontheGeneraltab.
b. FillouttheOptionstabasconfiguredbyadministrationsasdescribedinthefollowingtable:
Field
Description
Setascurrentversion
Selecttosetthecontentasthecurrentversion.
Retainlockinrepository
Leavethisfieldblank.
Checkinfromfile
Leavethisfieldblank.
Format
Selectthefileformatofthecontent.
D2performscheckoutandcheckinautomaticallyasaccordingtoconfigurations.
c. ClickCheckInandFinishtoconfirmcheckin.
Dependingonyourconfiguration,D2createsthefileinafolderasdescribedinthefollowing
table:
Ifyouhave
Contentisplaced
Anautolinkrulesetforthecreatedcontent.
Inafolder,asindicatedbytheautolinkrule.
UnderstandingWhyContentwasRenamedor
Moved,page63containsfurtherinformation.
Noautolinkrulesetandselectedoropeneda
folderintheactivewidget.
Intheselectedfolder.
Noautolinkrulesetandnofolderselectedor
openedintheactivewidget.
Inthehomecabinet.
ContactanadministratorifyoureceivetheerrormessageCheckin from m file is s not
allowed.
ImportingContent
Ifonlyoneoptionisavailableforastep,thecontentcreationwizardautomaticallyselectstheoption
andproceedstothenextstep.
1. NavigatetoImport>Filefromthemenubar.
Note:ImportmenuoptionisdisabledforuserswithclientcapabilityasConsumer.
Youcanalsodraganddropcontentfromthefilesystemtoanactivewidget.
2. OntheSelectFilespage:
a. ClickBrowseandaddoneormorecontenttoimport.IfyoucreatedanXMLfiletoimport
properties,youdonotneedtoselecttheXMLforimportbecauseD2automaticallylocates
andrelatesXMLfileswiththesamefilename.CreatinganXMLFiletoFillPropertiesDuring
Import,page59containsfurtherinformationaboutcreatingandconfiguringtheXMLfiles.
b. Selectafileformatforthecontentbeingimported.
c. SelectSamecreationprofileandpropertiesforallfilestousethesamecreationprofile
andpropertiesforallfilesbeingimported.
EMCDocumentumVersion4.5UserGuide
49
WorkingwithContent
Whenthisoptionisselected,onlythefirstfilebeingimportedischeckedforanapplicable
XMLfileforpropertyimport.
Note:RelationshipsarenotinheritedfortheselecteddocumentswhenSamecreationprofile
andpropertiesforallfilesisselected.
3. OntheFillcreationprofilepage:
a. SelectaCreationprofilefromthelistbox.
b. SelectaDocumenttypefromthelistbox.
c. Ifyouwanttoinheritproperties,fillouttheInheritanceformasdescribedinthefollowing
table:
Field
Description
Source
IfyouareusingD2Client3.1,clickBrowse,
selectthecontentfromwhichyouwanttoinherit,
andclickOK.
Properties
Selecttoinheritproperties.
Note: Relationshipsarenotinheritedforthe
selecteddocumentswhenSamecreationprofile
andpropertiesforallfilesisselected.
IfyouhavetheO2plug-ininstalledand
theimportedcontenthasanassociatedO2
configuration,thecontentautomaticallyinherits
propertiesasconfiguredbyadministrators.
Propertiesinheritedfromcontentselectedin
Sourcehavehigherinheritanceprioritythan
propertiesinheritedthroughO2.
Content
Selecttoinheritnon-propertycontent.
D2assignsvaluestopropertiesaccordingtothefollowingorderofpriorities:
1. Manualinput
2. PropertiesfromanXMLfile
3. Valuesfrominheritance
4. Defaultvalues
d. ClickNext.
4. OntheEditpropertiespage,filloutthepropertiesform.
5. Determineifyouneedtocreatealinkeddocument.Thetemplatepagecontainsbuttonsthatchange
dependingonthecombinationoftheselectedcreationprofileandthecontentproperties.Youcan:
• ClickCreateLinkedDocumentorNext.Gotostep6.
• ClickEditMainContentorEditContenttomakechangestothecontentbeingcreatedbefore
checkingitintotherepository. Gotostep7.
IfyouselectEditContentwhenimportingmultiplecontent,D2automaticallymovestocontent
checkin.
• ClickCheckInandFinishtocheckinthecontentwithoutmakingchanges.Gotostep8.
6. Createalinkeddocument:
a. OntheFillcreationprofilepage,selectaCreationprofileandaDocumenttype.
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EMCDocumentumVersion4.5UserGuide
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