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BlueCieloMeridianEnterprise2014User'sGuide
238
Note    TheApplicationIntegrationiconinthesystemtrayofyourdesktopmaybegintoalternatewith
awarningicon.ThisisbecausethefilethatyoucopiedtherehasbeendetectedbyApplicationInteg-
rationandacorrespondingvaultdocumentcannotbefound.Therefore,yourlocalworkspaceisnot
synchronizedwiththevault.
6. Importthelinkedfileintothevaultasdescribedin“Importingfilesusingdraganddrop”onpage121.
Althoughthereisnowacopyofthelinkedfileinthevault,thelinkingdocumentisstilllinkedtothe
copyoutsidethevault.
7. Openthelocalworkspacelogandimportthepicturefileasdescribedin“Resolvinglocalworkspace
conflicts”onpage93.ThepicturefileappearsinthevaultandtheLocalWorkspaceshouldnowbere-
synchronizedwiththevault.However,becauseyousavedtheWorddocumentwhilethepicturefile
residedintheLocalWorkspace,noreferencehasyetbeencreated.
8. Selectthelinking(Word)documentandthenontheDocumentmenu,selectSynchronize
ReferencesfromFile.ReferenceiconsappearontheDocumentpropertypageofbothdocuments.
AnMicrosoft WordReferencetypelinkhasbeenmadefromtheWorddocumenttothepicturefile
thatyoulinkedandimported.Thenameofthereferenceisthefilenameofthelinkedpicture.Thedir-
ectionofthereferenceisfromtheWorddocumenttothepicturedocument.Youcanviewtheref-
erenceasdescribedin“Viewingreferences”onpage158.
TolinkOfficefilesthatbothresideinthevault:
1. InPowerUser,viewbothfilesthatyouwanttolinksothattheyarecachedinyourLocalWorkspace.
2. InyourLocalWorkspace,locatethefiletowhichyouwanttolink.
TofindwherethepicturefileislocatedintheLocalWorkspaceonyourcomputer:
a. Right-clicktheApplicationIntegrationiconinthesystemtray,pointtoLocalWorkspace,and
selectOpenLocalWorkspaceFolder.AnewWindowsExplorerwindowopenswithyourLocal
Workspacefolderselected.
b. OpenthefolderthatisnamedfortheMeridianEnterpriseserverandvaultwherethelinkingdoc-
umentresides.
c. Navigatethesubfolderstofindthecachedpicturefile.ItwillbeinthesamepathinyourLocal
Workspaceasthepathwhereitresidesinthevault.
3. OpenthevaultdocumentinWordinwhichyouwanttocreatethelink.
4. OntheInserttaboftheribbon,clickPicture.TheInsertPicturedialogboxappears.
5. NavigateinyourLocalWorkspaceandselectthecachedpicturefile,clickthedownarrowinthe
Insertbutton,andselectLinktoFile.Thepictureappearsintheopenfile.
6. Saveandclosethefile.Thepictureappearsinthevaultdocumentintheviewingpane.Reference
iconsappearontheDocumentpropertypageofbothdocuments.AnMicrosoft WordReference
typelinkhasbeenmadefromtheWorddocumenttothepicturefilethatyoulinked.Thenameofthe
referenceisthefilenameofthelinkedpicture.ThedirectionofthereferenceisfromtheWorddoc-
umenttothepicturedocument.Youcanviewthereferenceasdescribedin“Viewingreferences”on
page158.
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BlueCieloMeridianEnterprise2014User'sGuide
239
14.10.3
AboutOutlookemailintegration
MeridianEnterpriseintegrateswithMicrosoftOfficeOutlook2003orhighertohelpyoustoreimportantemail
messagesandattachmentsinavault.TheOutlooklinkaddsaBlueCielotoolbarwithcommandsforstoring
messagesandtheirattachmentsandforconfiguringthelinkoptions.
AuniquefeatureoftheOutlookemailintegrationisvirtualfolders.Thesearelocationsthatyouselectwithin
vaultsthatarethenshownasfoldersinaspecialbranchoftheMailFolderstreeinOutlook.Youcanusevir-
tualtwoways:
Draganddropmessagesontoavirtualfoldertostorethemessagesinthecorrespondingvaultloc-
ation
SelectavirtualfoldertoopenitintheMeridianEnterpriseWebAccessinterfaceinthefoldercontents
paneofOutlook.YoumaythenuseWebAccessthesameasifyouhadopeneditinawebbrowser.
Note    TheOutlookapplicationlinkonlysupportsstoringmessagesandattachments.Itdoesnotsupport
storingOutlookcontacts,appointments,tasks,distributionlists,andsoon.
YouusethebuttonsontheBlueCielotoolbartoworkwithmessagesandattachments.
ToshowtheBlueCielotoolbar:
1. In Outlook2010andlater,clicktheAdd-Instaboftheribbon.
OR
1. In Outlookversionspriorto2010,fromtheToolsmenu,selectCustomize.TheCustomizedialog
boxappears.
2. OntheToolbarspage,selectBlueCielo.TheBlueCielotoolbarappears.
3. ClickClose.
Thefollowingtopicsdescribehowtousethesefeatures.
14.10.3.1 Storingmessagesandattachments
Meridianguidesyouthroughtheprocessofselectingthedestinationanddocumenttypesformessagesand
theirattachmentsthatyoustoreinthevault.
TostoreOutlookmessagesandattachments:
1. InOutlook,selecttheemailmessagesthatyouwanttostoreinavaultandontheBlueCielotoolbar,
clickStoreMessage.Ifyouhavenotyetconfiguredvaultcontextsasdescribedin“Configuring
Outlookemailintegrationoptions”onpage241,theOpenVaultdialogboxappears.
a. SelectthevaultwhereyouwanttostorethemessagesandclickOK.TheSelectFolderdialog
boxappears.
b. SelectthefolderwhereyouwanttostorethemessagesandclickOK.TheDocumenttypesdia-
logboxappears.
OR
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BlueCieloMeridianEnterprise2014User'sGuide
240
1. IfyouhavealreadyconfiguredyourfavoritevaultcontextsandenabledtheSupportMeridian
VirtualFoldersoptionasdescribedin“ConfiguringOutlookemailintegrationoptions”onpage241,
selecttheemailmessagesthatyouwanttostoreinavaultanddraganddropthemontooneofthe
contextslistedunderBlueCielointheOutlookMailFolderstreethatappearssimilartothefollowing
figure.TheDocumenttypesdialogboxappears.
TheDocumenttypesdialogliststhemessagesthatyouselected,thedefaultdocumenttypethat
willbeassignedtothemessages,andthedestinationfolderthatyouselected.Theselectedmes-
sagesappearinalistwithanyattachmentslistedbeneatheachmessageaspartsofthemessage.
Thenamespecifiedtoeachmessageisspecifiedasdescribedin“ConfiguringOutlookemailinteg-
rationoptions”onpage241.Attachmentswillbesavedwiththeiroriginalfilenames.Thedialogwill
beemptyifyouhavenotselectedanymessages.
Toviewtheemailandfilepropertiesforamessageorattachment,right-clickthefile.TheProperties
dialogboxappears.
2. ClearthecheckboxesintheXcolumnforanymessagesorattachmentsthatyoudonotwanttosave
inthevault.
Note    Youshouldclearallunnecessaryattachmentssuchasfooterimages,signatures,andsoon
sothattheyarenotsavedinthevault.
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BlueCieloMeridianEnterprise2014User'sGuide
241
3. VerifythatthedocumenttypesshownintheDocumenttypescolumnarecorrect.Toselectadif-
ferentdocumenttype,clickthecurrentvalueandselectadifferenttypefromthelistthatappears.
4. VerifythatthelocationsshowninDestinationFolderarecorrect.
Toselectadifferentdestination:
a. Hoverthepointeroverthelocationthatyouwanttochangeandclickthe
button.The
SelectFolderdialogboxappears.
b. SelectadestinationfolderandclickOK.TheselectedfolderappearsinDestinationFolder.
Note    ScopeshavenoeffectinOutlookemailintegration.
5. Whenallinformationinthedialogiscorrect,clickOK.Themessageanditsattachmentsaresavedin
thevault.
Ifthemessageincludedattachments,theattachmentsaresavedinthesamefolderasthemessageand
linkedwithanEmailAttachmenttypereferencesimilartootherreferenceddocuments.
Note IfasystemadministratorhasconfiguredthevaultwithaField-Pathdefinitionthatusesanyproperties
thatarealsousedbytheOutlookemailintegration,yourmessagewillbestoredinafoldercontrolledbythe
Field-Pathdefinitioninsteadofthefolderthatyouselectedwhenyoustoredthemessage.Contactasystem
administratorforassistance.
14.10.3.2 AddingreferenceIDstomessages
Whenmanyemailmessagesthathavethesameorsimilarpropertiesarestoredinavault,itcanbecomedif-
ficulttoidentifyparticularmessages.Meridiancanhelpbyappendingauniqueidentifierontotheendofthe
subjecttextduringmessagecreation.Thisidentifiercanmakeiteasiertorefertospecificmessageswhen
communicatingwithotherusersorwhencreatingreferencestorelateddocuments.
ToaddareferenceIDtoamessagesubject:
1. WhencreatinganewmessageinOutlook,typetextinSubjectandsavethemessage.Youmust
savethemessageorelseyourtextwillbereplacedbythetextenteredbyMeridian.
2. OntheBlueCielotoolbar,clickCreateRefID.Thetext-RefID:NNNN-NNNNisappendedtothe
endofyoursubjecttextwhereNNNN-NNNNisauniqueeightcharacterhexadecimalnumberbased
onthecurrentdateandtime.
OR
1. WhencreatinganewmessageinOutlook,beforeyoutypetextinSubject,ontheBlueCielotoolbar,
clickCreateRefID.Thetext-RefID:NNNN-NNNNissetasthesubjecttextwhereNNNN-NNNN
isauniqueeightcharacterhexadecimalnumberbasedonthecurrentdateandtime.
2. TypeyourownsubjecttextinSubjectprecedingthetextenteredbyMeridian.
Youmaynowcompleteandsendthemessageasusual.
14.10.3.3 ConfiguringOutlookemailintegrationoptions
YoucanconfigureOutlookemailintegrationtoworkthewayyouwant.
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BlueCieloMeridianEnterprise2014User'sGuide
242
TopersonalizeyourOutlookapplicationlinkconfiguration:
1. OpenMicrosoftOutlook.
2. OntheBlueCielotoolbar,clickOptions.TheUserOptions dialogboxappears.
3. Clickoptionsortypevaluesusingthedescriptionsinthefollowingtable.
Option
Description
BlueCielo
vaults
ListsthevaultcontextsthatyouhaveselectedfordisplayintheOutlookMailFolderstree.
Eachcontextthatyouselectappearsasafolderinthetreeontowhichyoucandropmes-
sagestoquicklystoreinthatlocationinthevault.
Toaddacontext:
1. ClickAdd.TheOpenVaultdialogboxappears.
2. Selectthevaultandworkarea(ifapplicable)thatyouwantaddandclickOK.The
SelectFolderdialogboxappears.
3. SelectthefolderwhereyouwanttostoremessagesandclickOK.Thelocationis
addedtotheContextlist.
4. Ifthenameofthecontextinthetreeistoolongorifyouwouldliketogiveitadifferent
name:
TypeanameintheAliascolumnforthecontext.
Toremoveacontext:
1. SelectthecontextthatyouwanttoremoveandclickRemove.Thecontextis
removed.
Support
BlueCielo
Virtual
Folders
DisplaysthecontextslistedinBlueCielovaultsasfolderswithintheOutlookMailFolders
treefordrag-and-dropimportingofemailandattachments.Forinstructions,see“Storingmes-
sagesandattachments”onpage239.
Message
name
builder
Usetheliststoconstructanamingstandardformessagesthatyousaveinthevault.Eachlist
containsmessagepropertiesfromwhichyoucanselect.Typeseparatorcharacterstoformat
thenamingstandardforbestreadability.OnlyvalidWindowsfilenamecharactersare
allowed.TheExamplefielddisplaysasamplenamebasedonyourcurrentsettings.
Tip
Allusersofavaultshouldconfigurethesamenamingstandardsothattheycanidentify
allmessages.
Outlookintegrationoptions
4. ClickOKtosaveyourchanges
Note    Forassistanceconfiguringtheseoptions,consultasystemadministrator.
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BlueCieloMeridianEnterprise2014User'sGuide
243
14.11
AbouttheLotusNoteslink
MeridianEnterpriseintegrateswithLotusNotesintheformofanEmailExportbuttonforexportingmes-
sagesandtheirattachmentstoaMeridianEnterprisevault.Theprocessallowsyoutochooseadestination
MeridianEnterpriseserver,vault,andfolderaswellasdocumenttypesforeachfileexportedtothevault.
Beforeyoucanexportmessagestoavault,aLotusNotesadministratormustfirstconfigurethevaultto
receivemessages.Theadministratorwillsendyouanemailmessagecontainingabuttonyoumustclickto
createtheEmailExportbuttoninLotusNotes.
Note    YoumusthaveeitherManageraccessorDesignerandCreateLotusScript/Javaagentsaccessto
yourmaildatabasetoinstalltheintegration.
14.11.1
Exporting messagesandattachments
Afteryouhaveinstalledtheintegrationusingthebuttonintheemailmessagesenttoyoubyasystemadmin-
istrator,youcanexportmessagesandattachmentsfromLotusNotesasfollows:
1. OpenLotusNotesandopenyouremaildatabase.
2. Selectthemessagesthatyouwanttoexport.
3. ClicktheEmailExportbutton
ontheUniversaltoolbar.TheLotusNotesExportdialogbox
appears.
4. ClicktheBrowsebuttonstoselectlocationsortypelocationsusingthedescriptionsinthefollowing
table.
Option
Description
Servername
ThenameoftheMeridianEnterpriseserverthathoststhevaulttowhichyouwant
toexportthemessages.
Vaultname
Thenameofthevaultwhereyouwanttoexportthemessages.
WorkArea
Thenameoftheworkareawhereyouwanttoexportthemessages(ifapplicable).
Importedmessages
folder
Thenameofthefolderwhereyouwanttoexportthemessages.
LotusNotesexportoptions
5. ClickProceed.AnotherLotusNotesExportdialogwillappear,listingthemessagesandattach-
mentsthatwillbeexportedtotheselectedvault.
6. Confirmthatthecorrectmessagesandattachmentsarelistedandselectadocumenttypeforeach
oneintheDocumentTypecolumn.
Note    Youshouldclearallunnecessaryattachmentssuchasfooterimages,signatures,andsoon
sothattheyarenotsavedinthevault.
Note    Thedocumenttypeslistedforyourselectionareconfiguredbyasystemadministrator.
Toviewtheemailandfilepropertiesforamessageorattachment,right-clickthefile.TheProperties
dialogboxappears.
BlueCieloMeridianEnterprise2014User'sGuide
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7. ClickExport.Themessagesandtheirattachmentsareexportedtothevault.TheExportsummary
statisticsdialogopenstoshowtheresults.
8. ClickClose.
Iftheexportedmessagesincludedattachments,theattachmentsweresavedinthesamefolderasthemes-
sageandlinkedwithanEmailAttachmenttypereference,similartootherreferenceddocuments.
NoteIfyoursystemadministratorhasconfiguredthevaultwithaField-Pathdefinitionthatusesanyprop-
ertiesthatarealsousedbytheLotusNotesemailintegration,yourmessageswillbestoredinafoldercon-
trolledbytheField-Pathdefinitioninsteadofthefolderyouselectedwhenyoustoredthemessage.Contact
yoursystemadministratorforassistance.
BlueCieloMeridianEnterprise2014User'sGuide
245
GLOSSARY
FollowingaretermsthatareusedtodescribeBlueCieloproducts.Someofthesetermsareusedonlyinref-
erencetocertainproductsandmaynotbeusedelsewhereinthisdocument.
Term
Definition
approved
Aworkflowstatusthatindicatesadocumentthathasbeenapprovedforreproduction,dis-
tribution,manufacture,orconstruction.
archive
Whenusedasanoun,arepositoryofobsoletedocumentskeptforpossiblefutureref-
erence.Whenusedasaverb,theprocessofexportingobsoletedocumentsfromarepos-
itory.
assignto
workarea
Tocreateacopyofadocumentinaworkarea.Changestothecopywillnotbemadetothe
originalrevisionintheMainarea.
attribute
Whenusedinthecontextofafilesystem,apropertyofafilesuchasHidden,System,or
ReadOnly.WhenusedinthecontextofanAutoCAD drawing,anamedobjectinadrawing
thatisincludedinablockdefinitionandusedtostorealphanumericdata.
auditlog
Asystem-generatedrecordofthedateandtimeofuseractionsthatcreate,modify,or
deletebusiness-criticaldata.
baseline
WhenusedinthecontextofMeridianEnterprise,anamedmomentintimeinthehistoryofa
vault,suchasamilestone.
BlueCielo
Application
Manager
ThecentraladministrationconsoleforBlueCieloapplicationssuchasBlueCieloPublisher
andMeridianExplorerbeforerelease2013.BlueCieloApplicationManagerusesaSQL
ServerorOracledatabasetostoretheconfigurationsettingsoftheBlueCieloapplications.
BlueCieloApplicationManagerwasreplacedbytheMeridianEnterpriseServerConfigurator
webapplication.
briefcase
ABlueCieloportabledocumentpackage.Abriefcaseisasinglefileinanarchiveformatthat
maycontainmultiplediscretedocuments.Briefcasesmaybeinstandardopenformats
suchasZIPandRAR,theBlueCieloBRCformat,orcustomformats.Abriefcasemayalso
containdocumentmetadatainadatafileand,intheBlueCieloBRCformat,documentred-
lines.
client
Acomputer,object,orprogramthatobtainsdataorservicesfromaserver.
COM
ComponentObjectModel.
content
Thedatacontainedwithinanelectronicdocumentfile.
content
indexing
Theprocessofextractingandindexingtextdatafromdocumentsforfull-textsearching.
context
WhenusedinthecontextofMeridianEnterprise,aframeofreferenceforviewingavault's
contents.
Standardtermdefinitions
BlueCieloMeridianEnterprise2014User'sGuide
246
Term
Definition
criterion
Asearchfilterconditioncomposedofapropertyname,operator,andvalue.
current
Ingeneral,theobjectthatauserhasselectedoranobjectthatiscurrentlywithinthescope
ofaprogrammingexpression.Whenusedinthecontextofthehistoryofadocument,the
latestrevisionofadocument,whichmightnotyetbereleased.
datasource
Anexternaldatafileordatabasethatprovidesdatapresentedbyorimportedintoan
BlueCieloECMsystem.
database
Astructuredsetofdata.UsedtostoredocumentmetadataforaBlueCieloECMsystem.
ThedatabasemaybemanagedbyHypertrieve,SQLServer,Oracle,orFileNetdepending
onthesystem.
DB
AnOracledatabase.
derive
Tocreateanewdocumentbasedonanexistingdocument.AlsothenameofaMeridian
command.
detailspage
Atypeofpropertypagethatdisplaysadocument'sproperties.
digitalsig-
nature
Adigitizedimageofaperson'shandwrittensignature.Seealso"electronicsignature."
discard
WhenusedinthecontextofMeridianEnterprise,tocancelrevisionofadocumentand
deletethecopybeingedited.
DNS
DomainNameSystem.
document
Informationrecordedonamedium(paper,digitalmedia,andsoon)forcommunicationtooth-
ers.
document
type
Aclassificationofdocumentsthatshareoneormoredocumentmanagementchar-
acteristicssuchasformat,purpose,orsecurity.
document
typework-
flow
Apredeterminedsequenceofstepsthroughwhichadocumentmustbeprocessedtogen-
erateanewapprovedrevision.Theworkflowisdefinedbythedocumenttypefromwhich
thedocumentwascreated.
document
view
AviewofaMeridianExplorerrepositorythatdisplaysdocuments.
document
workflow
interlock
Aruleconsistingofspecificdocumenttypesandpropertyfiltersthatlimitwhenaproject’s
workflowmayadvance.Interlocksareconfiguredbyasystemadministratorwiththe
MeridianEnterpriseConfiguratortool.InterlocksareavailableonlywiththeMeridian
AdvancedProjectWorkflowModule.
dynamiccol-
lection
Asavedsearchinwhichthesearchresultsareupdatedwheneverthecollectionisdis-
played.
Standardtermdefinitions(continued)
BlueCieloMeridianEnterprise2014User'sGuide
247
Term
Definition
ECM
EngineeringContentManagement.
EDM
EngineeringDocumentManagement.
effectivity
Anattributeofapropertythatdetermineswhenchangestoitsvalueapplywithinthelife
cycleofadocument.
electronic
signature
Anelectronicindicationthatapersonadoptsthecontentsofanelectronicmessage.See
also"digitalsignature."
email
Electronicmail.
environment
Anorganization’soverallcomputingplatform.
Explorer
view
TheviewofaMeridianvaultthatdisplaysdocumentsorganizedbythevault'sField-Path
definition.
external
page
Atypeofpropertypagethatdisplaysanexternalwebpage.
Field-Path
definition
Ahierarchicalstructure,definedbyproperties,thatdeterminesthefolderstructureofavault
andthelocationsofdocumentsaccordingtothevaluesoftheproperties.
folderview
Aviewthatdisplaysdocumentsorganizedinahierarchicalstructureoffolders.Seealso
"navigationview."
FS
Filesystem.
full-text
search
Amethodofsearchingfortextcontainedindocumentcontentasopposedtosearchingdoc-
umentmetadata.Seealso"contentindexing."
Gridview
NameoftheMeridianExploreroptiontodisplaysearchresultsintabularformat.
GUID
GloballyUniqueID.
history
AconfigurableoptionofaMeridianvaultthatcausesittosavechangestodocumentsand
metadataovertime.Allowsuserstoviewpriorrevisionsofdocumentsandtheirpropertyval-
uesatspecificmomentsinthepast.
HTTP
HypertextTransferProtocol.
hybriddraw-
ing
Adrawingmadeupofbothvectorgraphicsandrasterimagefiles.
import
Tocreateanewdocumentinavaultfromafilelocatedoutsidethevault.
inactiveuser Auseraccountthathasbeendeactivated.Theaccountisnotdeleted,buttheusercannot
usetheapplication.Theaccountcanbereactivatedlater.
initiate
Tostartanewrevisionofadocumentbyperformingthefirststepofaworkflow.
Standardtermdefinitions(continued)
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