Open Text® Transactional Content

Processing

User Guide

This guide describes how to use an Open Text TCP application

and how to access Open Text TCP through Enterprise Connect. It
also contains information how to use Transactional Content
Processing with PDMS UI.

TCP100001-UGD-EN-4
Open Text® Transactional Content Processing
User Guide
TCP100001-UGD-EN-4
Rev.: 26. Apr. 2010
This documentation has been created for software version 10.0.1.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
Open Text Corporation
275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1
Tel: +1-519-888-7111
Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440
Fax: +1-519-888-0677
E-mail: [email protected]
FTP: ftp://ftp.opentext.com
For more information, visit http://www.opentext.com

Copyright © by Open Text Corporation, Open Text Inc.

Open Text Corporation is the owner of the trademarks Open Text, The Content Experts, Great Minds Working Together,
Livelink, Livelink ECM, Livelink ECM-eDOCS, Livelink MeetingZone, MeetingZone, B2BScene, B2BScene.com, Client/Surfer,
Collaboration, Creative Desktop, Further Faster, Hyperinnovation, Internet Anywhere ,Livelink IRIMS, IRIMS, IXOS, Livelink
OnTime, OnTime, Livelink Remote Cache, Microstar, MyLivelink, O & Design, Odesta, Odesta Helix, Odesta Livelink, Open
Text Intranet, Open Text Web Index, Personality +, Putting Knowledge To Work, Techlib, The Hyperlinked Organization, The
Source For Business Knowledge, Worksmart, and World Of E among others. This list is not exhaustive.
ACKNOWLEDGEMENTS
SAP®, R/3® and SAP ArchiveLink® are registered trademarks of SAP AG.
Adobe® is a trademark of Adobe Systems Incorporated.
Lotus® and Lotus Notes® are registered trademarks of Lotus Development Corporation. Domino is a trademark of Lotus
Development Corporation.
Microsoft®, Microsoft SQL®, and Microsoft SharePoint® are either registered trademarks or trademarks of Microsoft
Corporation in the United States and/or other countries.
Oracle® is a registered trademark of Oracle Corporation.
Netscape and the Netscape N and Ship's Wheel logos are registered trademarks of Netscape Communications Corporation in
the U.S. and other countries.
Firefox® is a registered trademark of the Mozilla Foundation.
Sentry Spelling-Checker Engine Copyright © 2000 Wintertree Software Inc.
WordNet 2.0 Copyright © 2003 by Princeton University. All rights reserved.
Outside In® Viewing Technology © 1992-2002 Stellent Chicago, Inc. All rights reserved. Outside In® HTML Export © 2002
Stellent Chicago, Inc. All rights reserved.
Portions of eDOCS DM are copyrighted by DataDirect Technologies, 1991-2002.
All other products or company names are used for identification purposes only, and are trademarks of their respective own-
ers. All rights reserved.
 Table of Contents

PRE Introduction 9
i What is Open Text Transactional Content Processing? .......................... 9
ii About this documentation ...................................................................... 10
ii.i Target Readership ................................................................................. 10
ii.ii Structure of this documentation ............................................................. 10
ii.iii Conventions ........................................................................................... 12
iii Contact information ................................................................................ 14
iv What is new in version 10.0.1? .............................................................. 15

1 Basic concepts of TCP............................................................ 17

1.1 Documents ............................................................................................. 17
1.2 Queries................................................................................................... 17
1.3 Processes .............................................................................................. 18
1.4 Business Views ...................................................................................... 18
1.5 The versioning concept .......................................................................... 18

Part 1 Open Text TCP Web Client 19

2 Getting started......................................................................... 21
2.1 Prerequisites .......................................................................................... 21
2.2 Accessing TCP Web Client .................................................................... 21
2.3 Exiting TCP Web Client ......................................................................... 22

3 Introducing TCP Web Client ................................................... 23

3.1 The user interface .................................................................................. 23
3.1.1 Sidebar and drawers .............................................................................. 24
3.1.2 Main menu and general functions.......................................................... 26
3.1.3 Navigation path ...................................................................................... 26
3.1.4 Content area .......................................................................................... 27
3.2 Defining user-specific settings ............................................................... 27
3.2.1 Setting general options .......................................................................... 28
3.2.2 Defining regional settings....................................................................... 28
3.2.3 Changing the password ......................................................................... 29
3.2.4 Defining the proxy access settings ........................................................ 29
3.2.5 Checking the user information ............................................................... 32
3.2.6 Defining the out of office settings........................................................... 32

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4 Finding documents..................................................................35
4.1 Using a query ......................................................................................... 35
4.1.1 Entering search criteria .......................................................................... 36
4.2 Using the hit list...................................................................................... 40
4.2.1 Understanding the hit list ....................................................................... 40
4.2.2 Selecting entries in the hit lists............................................................... 41
4.2.3 Defining the length of a hit list page....................................................... 42
4.2.4 Sorting the hit list.................................................................................... 42
4.2.5 Browsing the hit list ................................................................................ 43
4.2.6 Refreshing the hit list ............................................................................. 43
4.2.7 Exporting the hit list................................................................................ 43
4.2.8 Emailing a reference link of a document................................................ 44
4.2.9 Searching for related data...................................................................... 45
4.3 Using Business Views............................................................................ 45

5 Working with documents ........................................................49

5.1 Creating a document.............................................................................. 49
5.2 Inspecting a document........................................................................... 49
5.3 Viewing document versions ................................................................... 50
5.4 Viewing content...................................................................................... 51
5.5 Editing a document ................................................................................ 54
5.6 Editing multiple documents at once ....................................................... 54
5.7 Editing content ....................................................................................... 55
5.8 Submitting a document .......................................................................... 56
5.9 Deleting documents ............................................................................... 56
5.10 Assigning classifications to an item ....................................................... 57

6 Working with processes..........................................................59

6.1 Finding a work item ................................................................................ 59
6.2 Filtering and sorting the work item list ................................................... 60
6.3 Exporting a list of work items ................................................................. 61
6.4 Inspecting and editing a work item......................................................... 62
6.5 Postponing processing of work items .................................................... 66
6.6 Reassigning work items ......................................................................... 67
6.7 Postponing and reassigning a work item ............................................... 68
6.8 Processing the review of work items...................................................... 69
6.9 Starting a new process .......................................................................... 71
6.10 Managing attachments........................................................................... 72
6.10.1 Adding attachments ............................................................................... 72
6.10.2 Removing attachments .......................................................................... 75
6.11 Adding a comment to the work item....................................................... 76
6.12 Selecting users from the address book ................................................. 76
6.13 Auditing a process ................................................................................. 77
6.14 Checking routing graph.......................................................................... 78

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 Table of Contents

7 Working with reports............................................................... 83

8 Reference................................................................................. 87

Part 2 Accessing Open Text TCP through Open Text Enterprise

Connect 91

9 Getting started......................................................................... 93
9.1 Prerequisites .......................................................................................... 93
9.2 Starting Enterprise Connect................................................................... 93

10 Basic settings.......................................................................... 95
10.1 Logging on as a different user ............................................................... 95
10.2 Entering a new password....................................................................... 95

11 Uploading files to Open Text TCP .......................................... 97

11.1 Uploading a Microsoft Word document.................................................. 97
11.2 Uploading an email from Microsoft Outlook ........................................... 98
11.3 Uploading a file from Windows Explorer ................................................ 99

12 Inspecting documents .......................................................... 101

12.1 Inspecting properties............................................................................ 101
12.2 Opening documents from an Office application................................... 101

13 Troubleshooting .................................................................... 103

Part 3 Open Text PDMS Web Client 105

14 General terms and definitions .............................................. 107

14.1 Documents, records, items, properties ................................................ 108
14.2 Query forms ......................................................................................... 109
14.3 The versioning concept of TCP............................................................ 110
14.4 User-defined folders and shortcuts ...................................................... 111
14.5 Dynamic DocuLink folders ................................................................... 111

15 Getting started....................................................................... 113

15.1 Accessing PDMS Web Client............................................................... 113
15.1.1 Logging on ........................................................................................... 113
15.1.2 User groups.......................................................................................... 113
15.1.3 Exiting the application .......................................................................... 114
15.2 The PDMS UI ....................................................................................... 114
15.3 General functions ................................................................................. 117
15.3.1 Standard functions ............................................................................... 118
15.3.2 The selection wizard ............................................................................ 119
15.3.3 The calendar tool ................................................................................. 120

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15.4 User-specific settings ........................................................................... 120

15.4.1 General options.................................................................................... 120
15.4.2 Regional settings.................................................................................. 121
15.4.3 Display options..................................................................................... 122
15.4.4 User data.............................................................................................. 122
15.4.5 Password definition .............................................................................. 123
15.5 Defining user-specific views for pages ................................................ 123
15.5.1 Changing the properties display .......................................................... 124
15.5.2 Changing the sort order for hit lists ...................................................... 125
15.6 Dynamic DocuLink folders ................................................................... 126
15.6.1 Displaying the DocuLink folder structure ............................................. 127
15.6.2 Opening and closing DocuLink folders ................................................ 127

16 Searching for items ...............................................................129

16.1 Query forms ......................................................................................... 129
16.1.1 Property search.................................................................................... 130
16.1.2 Fulltext search...................................................................................... 133
16.1.3 Combined property/fulltext search ....................................................... 134
16.2 Favorites .............................................................................................. 134
16.3 Hit lists.................................................................................................. 136
16.3.1 Navigating in the hit list ........................................................................ 138
16.3.2 Selecting entries in hit lists................................................................... 139
16.3.3 Functions and actions in hit lists .......................................................... 140
16.3.4 Performing actions for hit list entries.................................................... 142
16.3.5 Sorting the hit list.................................................................................. 144
16.3.6 Changing to linked queries - hierarchical search................................. 145
16.3.7 Printing the hit list................................................................................. 146
16.3.8 Storing hit lists as Excel files................................................................ 147
16.3.9 Switching from the hit list to the Properties page................................. 147

17 Displaying, creating, deleting and printing items................149

17.1 Creating new items .............................................................................. 149
17.1.1 Creating a document (file upload)........................................................ 150
17.1.2 Maintaining properties for a new document (indexing) ........................ 152
17.1.3 Storing documents using Drag & Drop and maintaining properties
(File upload + indexing)........................................................................ 157
17.2 Displaying archived documents ........................................................... 158
17.3 Saving archived documents locally (download)................................... 158
17.4 Printing documents .............................................................................. 159
17.5 Deleting items ...................................................................................... 160

18 Editing non-versionable items ..............................................163

18.1 Displaying properties and functions ..................................................... 163
18.2 Editing properties ................................................................................. 165
18.3 Editing properties for several items at once......................................... 166
18.4 Editing items using batch editing ......................................................... 167

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19 Editing versionable documents............................................ 169

19.1 Displaying properties and functions ..................................................... 169
19.1.1 Displaying properties and functions for versions ................................. 169
19.1.2 Displaying properties and functions for working copies....................... 171
19.2 Editing versionable documents/working copies ................................... 173
19.2.1 Editing version-independent properties for versions............................ 174
19.2.2 Editing versionable properties and document contents (working
copies).................................................................................................. 175
19.2.3 Checking out a document version (creating a personal working copy)179
19.2.4 Locking working copies ........................................................................ 179
19.2.5 Checking in a document version/working copy.................................... 180
19.2.6 Unlocking working copies .................................................................... 181
19.2.7 Deleting working copies (reverting to the last version) ........................ 182
19.2.8 Displaying the list of locked (personal) working copies ....................... 183
19.2.9 Editing properties for several versionable documents at once ............ 184
19.2.10 Editing a selection of versionable documents (batch editing).............. 184
19.3 Creating a new version ........................................................................ 185
19.4 Displaying the Version history.............................................................. 186

20 Further functions for items................................................... 189

20.1 Copying item URLs to the clipboard .................................................... 189
20.2 Sending items by e-mail....................................................................... 190
20.2.1 Sending individual items by e-mail....................................................... 191
20.2.2 Sending several documents by e-mail ................................................. 193
20.2.2.1 Sending several documents as attachments to an e-mail ................... 194
20.2.2.2 Rendering several documents to a cumulative document and
sending it.............................................................................................. 194
20.3 Rendering and exporting documents ................................................... 196
20.4 Reading and adding notes ................................................................... 197
20.4.1 Displaying notes................................................................................... 198
20.4.2 Adding notes ........................................................................................ 199
20.5 Checking document authenticity .......................................................... 199
20.6 Displaying audit entries for an item...................................................... 200
20.7 Assigning classifications to an item ..................................................... 201

21 Tasks...................................................................................... 203
21.1 Sending items as tasks ........................................................................ 203
21.2 Working with sent tasks ....................................................................... 205
21.2.1 Searching for sent tasks ...................................................................... 205
21.2.2 Displaying properties for sent tasks ..................................................... 206
21.2.3 Deleting sent tasks from the list ........................................................... 206
21.2.4 Printing the list of sent tasks or storing it as an Excel file .................... 207
21.3 Processing your own tasks .................................................................. 207
21.3.1 Searching for tasks .............................................................................. 208
21.3.2 Displaying properties for tasks............................................................. 208
21.3.3 Printing the list of tasks or storing it as an Excel file............................ 209
21.3.4 Performing actions for tasks ................................................................ 209
21.3.4.1 Finishing tasks ..................................................................................... 210

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21.3.4.2 Forwarding tasks.................................................................................. 211

21.3.4.3 Declining tasks ..................................................................................... 211
21.3.4.4 Resubmitting tasks............................................................................... 212
21.3.4.5 Deleting tasks....................................................................................... 212

22 Folders, shortcuts and Business Views...............................213

22.1 User-defined folders and shortcuts ...................................................... 213
22.1.1 Opening and closing folders ................................................................ 215
22.1.2 Creating new folders ............................................................................ 216
22.1.3 Deleting folders .................................................................................... 216
22.1.4 Moving folders...................................................................................... 217
22.1.5 Renaming folders ................................................................................. 217
22.1.6 Editing shortcuts in folders................................................................... 218
22.1.6.1 Adding shortcuts to a folder ................................................................. 218
22.1.6.2 Moving shortcuts between folders ....................................................... 219
22.1.6.3 Copying shortcuts between folders...................................................... 219
22.1.6.4 Removing shortcuts from folders ......................................................... 220
22.1.6.5 Deleting items in folders....................................................................... 220

23 Reference ...............................................................................223
23.1 Functions.............................................................................................. 223
23.2 Status icons.......................................................................................... 235

IDX Index 237

viii Open Text Transactional Content Processing TCP100001-UGD-EN-4

Preface
Introduction

i What is Open Text Transactional Content

Processing?
Transactional content management is the basis of many core business processes in
any organization. These core business processes are high volume, and highly
repetitive in nature, therefore, requiring structured processing. They span from clerk
style user interaction to application integration.
Transactional Content Processing focuses the structured processing of transactional
content and addresses the following key problem areas:
Open Text Transactional Content Processing (or short TCP) addresses the following
main problem areas:
• Managing the paper burden
• Automating content-centric business processes
• Providing independent access to transactional content being stored by leading
applications (like SAP)
Businesses with a large number of relationships (for example customers) will benefit
in leveraging Open Text’s TCP technology. TCP is an application that has been
deployed in many businesses such as automotive, manufacturing, banking,
insurance and retail.
Managing the The act of manually retrieving information is a slow business process preventing
paper burden rapid access to content that might be used for critical, business decision support in a
customer case inquiry. Undoubtedly, this archaic approach of obtaining information
will render any organization uncompetitive.
Another real world scenario is the catastrophic event, for example, a fire, an
earthquake, or a flood where information will be lost irretrievably if business
continuity guidelines are not pre-established.
In all, paper based information must be available instantly to authorized personnel
throughout the entire organization regardless of whether they operate across
departments, in a centralized or even a distributed environment.
To manage millions of documents, critical metadata describing the documents or
document sections must to be captured and stored. This allows the fast and precise

TCP100001-UGD-EN-4 Open Text Transactional Content Processing ix

Introduction

retrieval of information by employees processing the business transactions. Sample

applications are enterprise archiving initiatives and folder solutions like Electronic
Case Management or Insurance Folders.
Automating Content-centric business processes are often customer facing (internal or external).
content-centric These customer facing processes are often highly repetitive, driven by fixed content
processes
and require integration into existing applications. To provide a faster customer case
management response, organizations are required to react immediately on changing
market requirements and new regulations. The management of transactional
content improves process efficiency, cuts processing cost (that is cost per
transaction), shortens elapsed time, enables change, and provides an audit log and
management overview of transactional processes. Sample applications are Accounts
Payable, Claims Management and Digital Mailroom solutions.
Independent Open Text TCP provides an infrastructure for access to transactional content,
access to independent of third-party software. For example, SAP documents can be accessed
transactional
content securely and consistent by internal or external business entities. Thus, the amount of
inquiries and paper mail will be drastically reduced, leading to cost reduction and
compliance with internal and mandated regulations. Sample applications are self-
service solutions, supplier portals, and compliant internal (or external) access to SAP
documents.
In addition, elaborate user management specifies access rights on various levels, to
meet security policies.

ii About this documentation

This documentation describes how to utilize Transactional Content Processing (in
short TCP). Users work with TCP using a TCP application that is browser-based.
However, users that are accustomed to PDMS UI may still use it. The description is
the second part of this document.

ii.i Target Readership

This documentation is meant for end users and describes how to work with a TCP
application. This documentation assumes that the user has basic knowledge of using
Web browsers and web-based applications.

ii.ii Structure of this documentation

This documentation contains the following parts:

Part “Open Text TCP Web Client” on page 19

This part describes how to use a TCP application with TCP Web Client.
Chapter “Getting started” on page 21
Lists the prerequisites and describes how to access and exit the application.

x Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Introduction

Chapter “Introducing TCP Web Client” on page 23

Describes the user interface and explains how to set your personal settings.
Chapter “Finding documents” on page 35
Describes how to find items, e. g. documents, and how to use the hit list.
Chapter “Working with documents” on page 49
Explains all tasks you can perform with documents, such as inspecting, viewing
and editing.
Chapter “Working with processes” on page 59
Describes how to utilize processes.
Chapter “Working with reports” on page 83
Describes how to monitor the processes with the means of reports.
Chapter “Reference” on page 87
Provides an overview of the icons of TCP Web Client and explains the meaning
of the several icons or their corresponding function.

Part “Accessing Open Text TCP through Open Text Enterprise Connect” on
page 91
This part describes how to access Open Text TCP data with Enterprise Connect.
Chapter “Starting Enterprise Connect” on page 93
Lists the prerequisites and describes how to access Open Text TCP using
Enterprise Connect.
Chapter “Basic settings” on page 95
Describes basic personal settings for Enterprise Connect.
Chapter “Uploading files to Open Text TCP” on page 97
Explains the upload of documents, emails and files from Microsoft Word,
Microsoft Outlook, and Windows explorer.
Chapter “Inspecting documents” on page 101
Describes how to inspect the properties and the content of a file.
Chapter “Troubleshooting” on page 103
Lists typical problems and solutions.

Part “Open Text PDMS Web Client” on page 105

This part describes how to use a TCP application with the classic PDMS UI.
Chapter “General terms and definitions” on page 107
Explains the use of PDMS Web Client, as well as its provided functionality. A
sample scenario is used throughout this manual. This scenario will also illustrate
some general terms and definitions.
Chapter “Getting started” on page 113
Lists the prerequisites and describes how to access and exit the application.

TCP100001-UGD-EN-4 User Guide xi

Introduction

Chapter “Searching for items” on page 129

Explains how to find documents and work items.
Chapter “Displaying, creating, deleting and printing items” on page 149
Describes the ways in that you can work with documents in PDMS Web Client,
depending on your particular permissions.
Chapter “Editing non-versionable items” on page 163
Explains the handling of non-versionable items.
Chapter “Editing versionable documents” on page 169
Describes the checking in and out of versionable documents and explains the
Version history.
Chapter “Further functions for items” on page 189
Describes how you can work with items in addition to editing properties and
documents.
Chapter “Tasks” on page 203
Describes how you can work with tasks.
Chapter “Folders, shortcuts and Business Views” on page 213
Describes user-defined folders, shortcuts and dynamic Business Views.
Chapter “Reference” on page 223
This section provides an overview of all available functions of PDMS Web Client
and their corresponding icons.

ii.iii Conventions
Read the following conventions before you use this documentation.
Typography In general, this documentation uses the following typographical conventions:
New terms
This format is used to introduce new terms, emphasize particular terms,
concepts, long product names, and to refer to other documentation.
User interface
This format is used for elements of the graphical user interface (GUI), such as
buttons, names of icons, menu items, names of dialog boxes, and fields.
Filename
command
sample data
This format is used for file names, paths, URLs, and commands at the command
prompt. It is also used for example data, text to be entered in text boxes, and
other literals.
Note: If a guide provides command prompt examples, these examples may
contain special or hidden characters in the PDF version of the guide (for
technical reasons). To copy commands to your application or command
prompt, use the HTML version of the guide.

xii Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Introduction

Key names
Key names appear in ALL CAPS, for example:
Press CTRL+V.
<Variable name>
The brackets < > are used to denote a variable or placeholder. Enter the correct
value for your situation, for example: Replace <server_name> with the name of
the relevant server, for example serv01.
Hyperlink
Weblink (e.g. http://www.opentext.com)
These formats are used for hyperlinks. In all document formats, these are active
references to other locations in the documentation (hyperlink) and on the Inter-
net (Weblink), providing further information on the same subject or a related
subject. Click the link to move to the respective target page. (Note: The hyperlink
above points to itself and will therefore produce no result).
Cross- The documentation uses different types of cross-references:
references

Internal cross-references
Clicking on the colored part of a cross-reference takes you directly to the target
of the reference. This applies to cross-references in the index and in the table of
contents.
External cross-references
External cross-references are references to other manuals. For technical reasons,
these external cross-references often do not refer to specific chapters but to an
entire manual. If a document is available in HTML format, external references
can be active links though, that directly lead you to the corresponding section in
the other manual.1
Tip: Tips offer information that make your work more efficient or show
alternative ways of performing a task.
Note: Notes provide information that help you avoid problems.

Important
If this important information is ignored, major problems may be
encountered.

Caution
Cautions contain very important information that, if ignored, may cause
irreversible problems. Read this information carefully and follow all
instructions!

1 This applies, if target and source document are shipped together, e.g. on a product or documentation CD-ROM.

TCP100001-UGD-EN-4 User Guide xiii

Introduction

iii Contact information

Open Text Online is a single point of access for the product information provided by
Open Text. Depending on your role, you have access to different scopes of
information (see below for details).
You can access Open Text Online via the Internet at http://online.opentext.com/ or
the support sites at http://support.opentext.com/.
The following information and support sources can be accessed through Open Text
Online:
Knowledge Center
Open Text's corporate extranet and primary site for technical support. It is the
official source for:
• Open Text products and modules.
• Documentation for all Open Text products.
• Open Text Developer Network (OTDN): developer documentation and
programming samples for Open Text products.
• Patches for Open Text products.
The following role-specific information is available:
Partners
• Information on the Open Text Partner Program.
• Programs and support for registered partners.
Business Users
• Tips, help files, and further information from Open Text staff and other users
in one of the Open Text online communities
Administrators/developers
• Downloads and patches
• Documentation
• Product information
• Discussions
• Product previews
Feedback on If you have any comments, questions, or suggestions to improve our
documentation documentation, contact us by e-mail at [email protected].

xiv Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Introduction

iv What is new in version 10.0.1?

If you have already worked with an earlier version of a TCP application, you will be
interested in finding out which new features this version offers:
“Business Views” on page 18:
The term “Business Views” is introduced to what was formerly known as
DocuLink folders.
“Defining user-specific settings” on page 27:
• You can designate a delegate for times when you are out of office, see
“Defining the out of office settings ” on page 32.
• You can grant other users access to your personal inbox, see “Defining the
proxy access settings” on page 29.
“Understanding the hit list” on page 40:
TCP Web Client now supports multiple selection of documents in the hit list.
“Refreshing the hit list” on page 43:
Now, you can refresh the hit list to display new or changed documents or
remove documents that have been deleted in the meantime.
“Exporting the hit list” on page 43:
You can export the hit list and analyze it for example in Microsoft Excel.
“Emailing a reference link of a document” on page 44:
If you want to inform others about a document in TCP, you can send a HTTP
link to a document by email. The recipient can then click the link. After logging
on to TCP, the Properties page of the document opens directly.
“Using Business Views ” on page 45:
You can export a Business View list to an XML file, which you can open and
edit in Microsoft Excel.
“Creating a document” on page 49:
Now, you can create documents also by uploading them from Windows
Explorer or Microsoft Office, using Open Text Enterprise Connect. For details,
see “Uploading files to Open Text TCP” on page 97.
“Deleting documents” on page 56:
Now, you can delete multiple documents at once.
“Filtering and sorting the work item list” on page 60:
Now, date/time fields in Work Queue searches provide range searches.
“Exporting a list of work items” on page 61:
You can export a list of work items in XML format and open the list in
Microsoft Excel. The export function is available for personal and shared work
queues.

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Introduction

“Postponing processing of work items” on page 66:

Now, you can postpone the processing of work items in your inbox or work
queue.
“Reassigning work items” on page 67:
Now, you can reassign a work item in your inbox or work queue to another
user.
“Postponing and reassigning a work item” on page 68:
Now, you can postpone and reassign the processing of a work item in your
inbox or work queue in one step.
“Processing the review of work items” on page 69:
Now, you can send a work item in your inbox or work queue to another user
for review.
“Adding a comment to the work item ” on page 76:
Now, you can add a comment to a work item.
“Checking routing graph” on page 78:
Now, you can display a routing graph for each work item.
“Checking routing graph” on page 78:
You can scale a process graph.
“Working with reports” on page 83:
Now, you can export a report to an XML file and analyze it in Microsoft Excel.
“Getting started” on page 93:
Now, you can create and access Open Text TCP documents using Microsoft Of-
fice and Windows Explorer thanks to the Open Text Enterprise Connect plug-
in.

xvi Open Text Transactional Content Processing TCP100001-UGD-EN-4

Chapter 1
Basic concepts of TCP
The following section describes the basic concepts of TCP to help you get a picture
of the system and how it works.

1.1 Documents
Documents Most of the data of a TCP application is stored in documents. Depending on your
TCP application you deal with different document types. There may be customer
data, orders, accounts, delivery notes and so on. Documents can either be created
and edited independently or they are part of a process. You can create documents,
view them, edit them or delete documents - provided that you have proper access
rights.
Content Documents can have content. Content is a file of any type, for instance Microsoft
Word or Excel files or scanned paper sheets that are related to the document in any
way. Depending on the document type, you can add content to a document. You
can view content using either the internal viewer or external software, download the
content to your local file system, and add a new version of the content to the
document - provided that you have proper access rights.
Properties Each document is identified by its properties. Documents that contain for instance
customer data have properties like “company name” or “address”. Documents that
are orders or delivery notes may have properties such as “quantity” or “price”. You
can find a document by searching for its properties.
Process You can forward a document to be processed by other users. You can do this either
by initiating a process from the document view or you create a new process and
attach the document to it.

1.2 Queries
Queries You use queries to find documents with certain properties. TCP application
provides queries for each document type. For example, you can use the Customer
query to find all documents for customers with the property Name = Miller.
Related data For each document, you can search for related items. For example, you are
interested in all orders of a specific customer. Search for the customer. Then click the
related items search for orders.

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Chapter 1 Basic concepts of TCP

1.3 Processes
A process is a collection of related and consecutive tasks.
Processes are defined in Process Designer and monitored with Process
Administrator.
Working with processes, you have the following options:
1. Work Queues and Inbox folder
Documents that are directed to you by a process are either stored in one of the
Work Queue folders or in your personal Inbox folder. You can open any work
item in these folders, edit and submit it. After submitting, the work item is sent
to the next workflow step according to the process definition.
2. New process
Provided you have sufficient rights, you can start a new process. You select the
process type, fill the mandatory fields in the corresponding form, add a
document and submit it. It depends on the process definition whether you have
influence on who is next receiving the process.

1.4 Business Views

New: The term “Business Views” is introduced to what was formerly known as
DocuLink folders.
If configured, the TCP application offers Business Views. A Business View contains
documents and work items that are all related but origin from different data
sources, for example SAP systems or archives.
The structure of a Business View is pre-defined. The content of the view structure
can be dynamic: what you see in these views depends on your search criteria and
access rights.
Business Views are displayed after executing an initial Business View query for the
first level of the tree. Such queries are indicated by the Business View icon in the
query area.

1.5 The versioning concept

The TCP application allows you to create and save various document versions so
the change history of a document can be stored permanently.
Any document type can be versionable. Documents must be configured to be
editable and you must have sufficient rights to edit them.
In the rare case of two users opening and editing the same document
simultaneously, each user who saves the document creates a new version.

18 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Part 1
Open Text TCP Web Client
Part 1 Open Text TCP Web Client

This part describes how to use the TCP application.

20 Open Text Transactional Content Processing TCP100001-UGD-EN-4

Chapter 2
Getting started

2.1 Prerequisites
Network access You need access to the server that hosts the TCP application. Usually, the server is
part of your company's network. In this case you do not need any further
preparation. If the server is set up to be reached via internet, you also need internet
access.
JavaScript TCP application requires JavaScript. If you have disabled the use of JavaScript in
your Web browser, you cannot work with TCP.
Popup blocker If you have configured your Web browser not to display popups, TCP Web Client
cannot work correctly. Change this setting so that the popups for TCP can be
displayed.

2.2 Accessing TCP Web Client

Single sign-on With the single-sign-on feature, you do not have to log on to TCP Web Client
explicitly. If configured accordingly, your Windows account can be used to access
TCP Web Client directly. In this case, the log on page is skipped and the starting
page is displayed immediately.
Note: If your computer uses the HTTP protocol and SSL (Secure Socket Layer)
to communicate with the server, it may be necessary to install an SSL certificate
on your computer when you start the program for the first time. This SSL
certificate identifies the addressed server as a trustworthy source.
For questions concerning the installation of such certificates, contact your
administrator.
Before you can work with TCP Web Client, you must first log on.

To log on to TCP Web Client:

1. Open a Web browser. In the address box of the browser, enter the URL specified
by your administrator, or use the shortcut on your desktop. The log on page
opens.
2. Enter a valid user ID and your password.
Tip: Log on information is case-sensitive.

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Chapter 2 Getting started

3. From the Domain list box, select the domain, in which you are administered.
4. Click Log On.
5. Each user belongs to at least one user group. The user group defines the
permissions that granted to the user, and defines the functions that are available
when working with TCP Web Client. If you belong to more than one user
group, a page is displayed after you log on where you select the user group you
want to work with.
Choose the user group from the Group name selection box, and click Log On.

Notes:
• As a security precaution, your administrator may have defined a certain
number of failed log on attempts, after which access is denied completely,
even if you eventually enter a correct password. Contact your administrator
for help.
• Your password could have an expiry date. In this case, you will be
prompted to change your password the first time you log on after this date.

2.3 Exiting TCP Web Client

When you have finished working, you should log out from the application rather
than just closing the Web browser. This terminates the connection to the server and
prevents unwanted access.
To log out, click Log out in the general functions area.
After logout, the log on page is displayed. You can now safely close the Web
browser.

22 Open Text Transactional Content Processing TCP100001-UGD-EN-4

Chapter 3
Introducing TCP Web Client
TCP Web Client is a highly flexible HTML application that can be integrated into
your company's portal seamlessly.
High adaptability As each TCP Web Client is tailored to meet your company's purposes, some of the
functions described in this manual may not be available or may be restricted in their
functionality. Also the appearance of certain elements (for example the colors or the
arrangement of the icons) may be different from the default application that is
presented here. For more information, contact your administrator.

Important
• Do not use Web browser functions Forward and Back
Using the Forward and Back functions of your Web browser may cause
application errors. However, your Web browser might already be
configured by your administrator so that these functions are not
available.
• Do not use popup blockers with the Web browser
If you have configured your Web browser not to display popups, TCP
Web Client cannot work correctly. Change this setting so that the popups
for TCP can be displayed. You can do this by allowing pop ups for the
URL of TCP Web Client.

3.1 The user interface

TCP Web Client user interface comprises several distinguishable areas, as shown in
Figure 3-1.

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Chapter 3 Introducing TCP Web Client

Figure 3-1: The areas of the user interface

(1) “Sidebar and drawers”

The sidebar is subdivided into drawers where you can access query forms or
open work items or start reports.
(2) “Main menu and general functions”
On the main menu, you can create new documents and processes and change
your personal settings. You also can access the online help and log out of the
system.
(3) “Navigation path”
The navigation path records your steps through queries, hit lists and documents
etc. You can use it to move back in the navigation.
(4) “Content area”
The content area displays the hit list, the Properties page and other content
depending on the context.

3.1.1 Sidebar and drawers

In the left part of the window, you see the sidebar. It contains several drawers, each
offering a different way of accessing data.

24 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 3.1 The user interface

Expanding To open a drawer of the sidebar, click the title bar of this drawer, for example
drawers Personal. If not already open, this drawer expands. It collapses when you open
another drawer.
Depending on the access rights of the group you belong to, some of the drawer can
be disabled or not visible.
Personal drawer
The Personal drawer contains folders for certain activities, which may be:
Inbox
Contains work items that are sent to you personally.
Sent
Contains work items that you have submitted.
Started
Contains processes that you have started.
Draft
Contains processes you that you have opened and created but that you have
not yet submitted.
Postponed
Contains work items that you have postponed.
Note: Since all drawers can be customized, the list may differ from your
actual TCP Web Client.
Queries drawer
The Queries drawer contains query forms that are available to search for
documents. For detailed information, refer to “Finding documents” on page 35.
Queries that have a Business View as a result are indicated by the Business View
icon .
Work Queues drawer
In the Work Queues drawer you see work item inboxes configured for particular
processes or even only steps in these processes. A team of users has access to
work queues and can process these work items.
Reports drawer
The Reports drawer contains reports to monitor process performances and other
statistics.

To minimize the sidebar:

To use the entire size of your window for the content area, you can minimize the
sidebar.

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Chapter 3 Introducing TCP Web Client

1. Click the bar on the right side of the navigation area. The navigation area is
reduced to a bar similar to a toolbar.
2. To restore the navigation area to its last status, click the arrow icon .
To restore the navigation area and open a specific section, click the respective
icon.

3.1.2 Main menu and general functions

From the main menu, you can access document functions, access help, return to the
start page or log out.
Home
Return to the start page with no query or item selected. If there is a navigation
path, it is reset.
New
Create a new document or start a new process (see “Creating a document” on
page 49 and “Starting a new process” on page 71).
Settings
Open the Settings tabs where you can specify your personal preferences (see
“Defining user-specific settings” on page 27).
Log out
Terminate your working session and display the log on screen (see “Exiting TCP
Web Client” on page 22).
Context-sensitive help
Call the online help for TCP Web Client. Online help is context-sensitive.
Tooltips
TCP Web Client also offers Tooltips for icons as additional user support. If you
keep your mouse placed over the name of an icon, for example in a query or a
properties page, a short description is displayed (if configured).

3.1.3 Navigation path

The navigation path records user actions. For example, you first submit a query for
customers, then receive a hit list, open a customer document and then navigate to

26 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 3.2 Defining user-specific settings

related orders and open an order document. An example for the resulting
navigation path is shown in the following screenshot.

Your current position is stated in a larger font below the path. Click any step of the
navigation path to return to that position. Using the Home icon resets the
navigation path.
Note: Depending on the configuration, the displayed length of the navigation
path may be cut.

3.1.4 Content area

The content area contains data. That can be a query form, where you can enter
search criteria, a hit list or the Properties page of a document or a work item.
System Any system messages are displayed in the top part of the screen, for example
messages information on created documents or error messages. System messages are
indicated by a blue icon, error messages by a red icon, tips and warnings by a
yellow icon.
Action area The action area (below the system messages) contains the buttons for the actions
available in the current context. These actions are, for example, Edit, Delete,
Versions or Back.

3.2 Defining user-specific settings

You can change settings such as the user interface language or the date format to
your personal preferences. You can also change your password for TCP Web Client.
New:
• You can designate a delegate for times when you are out of office, see
“Defining the out of office settings ” on page 32.
• You can grant other users access to your personal inbox, see “Defining the
proxy access settings” on page 29.

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Chapter 3 Introducing TCP Web Client

To set the personal settings:

• Click Settings in the general functions area to specify or check settings in the
following tabs:
• General: for lists and inboxes
• Regional: for the user interface language, date and time entries
• Password: for password settings
• Proxy Access: settings for granting other users access to your personal inbox
• Out of Office: for out of office settings
• User Information: for checking user information
• About: for checking copyright information and the current software version

3.2.1 Setting general options

In the General tab, you can change general settings for lists and inboxes.
After moving or deleting an item open the next item
After moving or deleting an item open the next item automatically displays the next
available work item from the work queue in all work queues or your personal
inbox after you finished processing the previous one. You save time and clicks.
After submitting the last item of the work queue or personal inbox, you see the
work item list of the work queue or personal inbox.
In previous versions, this function was called AutoFeed.
Page size
Define the number of hits in a list or inbox to be displayed per page.
Note: The maximum number of hits to be displayed for one search may be
limited by the administrator.
Click Save to apply the settings.

3.2.2 Defining regional settings

In the Regional tab, you can change regional settings, such as the date and time
formats.
Date format
Format for displaying and entering dates. This does not apply to input fields, for
which the administrator pre-configured any other format.
Time format
Format for displaying and entering times. This does not apply to input fields, for
which the administrator pre-configured any other format.

28 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 3.2 Defining user-specific settings

Date time format

Format for displaying and entering dates and times. This does not apply to input
fields, for which the administrator pre-configured any other format.
Time zone
Select your current time zone.
Language
Change the language of the user interface.
Click Save to apply the settings.

3.2.3 Changing the password

If your TCP Web Client is set up with an internal user administration you can
change your password in the Password tab.
In case your password was assigned an expiry date, you are automatically
prompted to change the first time you log on after the password expires.
Note: Log on information is case-sensitive.

To change your password:

1. Enter your current password in the Current password field.
2. Enter your new password in the New password field.
3. Enter your new password in the Confirm new password field.
4. Click Change Password to apply the settings.

3.2.4 Defining the proxy access settings

If you want to grant other users and user groups access to your personal inbox and
the permission to edit your work items, you can do this in the Proxy Access tab.
Users who have the permission to access your personal inbox must make your inbox
available for them to be able to access your inbox and to edit your work items, that
is to act as your proxies.
Work items that are locked by you cannot be handled by your proxy. The proxy can
open them but not edit them.
Note: TCP Web Client offers also an Out of Office feature. In contrast to the
proxy access, the work items do not remain in your inbox but they are
redirected to a delegate, see “Defining the out of office settings ” on page 32.

To grant other users access to your personal inbox:

To grant other users or user groups access to your personal inbox, make your
settings in the Grant Access area of the Proxy Access tab.
1. Select the Proxy access allowed check box.

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Chapter 3 Introducing TCP Web Client

2. Click Address Book to select one or more users to whom you want to grant
access. The Address Book window opens. For details, see “Selecting users from
the address book” on page 76 but ignore the first step there.
The selected users appear in the Users allowed to access my inbox list.

3. Click Save to apply the settings.

Note: The users who are allowed to access your inbox are not notified by TCP
Web Client. This is up to you.
As a user who is allowed to access an inbox of another user, perform the following
steps to make the inbox available for you.

To access the personal inboxes of other users:

If other users made their personal inboxes available for you so that they appear in
your Personal drawer, you must add these users in the Granted Permission area of
the Proxy Access tab.

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 3.2 Defining user-specific settings

Important
To access other inboxes, you must have the same TCP user profile as the
owner of the inboxes. For more information, contact your administrator.

Notes:
• You can also add inboxes to your list to which you have currently no access
permission. As soon as the owner of such an inbox grants you access, they
are available for you.
• Depending on customizing you may have access to all or only one of the
personal inboxes, for example Inbox, Sent, Draft, Postponed or Started.
1. Click Address Book to select one or more users whose inboxes you want to
access. The Address Book window opens. For details, see “Selecting users from
the address book” on page 76 but ignore the first step there.
The selected users appear in the Other inboxes I have access to list.

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Chapter 3 Introducing TCP Web Client

2. Click Save to apply the settings. If you added inboxes to which you have no
access permission, a system message appears like the following one:
Warning: You are not entitled to act as proxy for user VBISS-user r5.
This message appears every time you log on to TCP Web Client.
3. Log off from TCP Web Client and log on again. Your Personal drawer now
contains all personal work queues of the inboxes you have access to. The names
of the work queues from other users are followed by the user name in
parentheses, for example Inbox (VBISS-user r5).

3.2.5 Checking the user information

The User Information tab, contains detailed information about the user currently
logged on. The user information can not be modified.

3.2.6 Defining the out of office settings

If you want to designate a delegate for times when you are out of office, you can do
this in the Out of Office tab. The delegate receives your work items. If the delegate
opens work items that are meant for you, a message informs the delegate that this
work item was received due to an out of office rule.

Important
• When out of office is activated, only the delegate receives the work items
that were originally intended for you, this means that you do not receive
these work items.
• As soon as your delegate activates out of office as well, all your work
items that you receive after this point in time, will stay in your inbox.
They are not redirected to the delegate of your delegate. If all delegates
are out of office the process is not forwarded and stays in your inbox,
too.

Tip: If you do not see the Out of Office tab, your administrator has turned it
off for all users.

To activate out of office and designate a delegate:

1. Clear the option I am currently in the office.
2. To select a delegate, click Address Book and select a user from the address
book, see “Selecting users from the address book” on page 76.
Tip: You can only select one delegate.
3. Click Save to apply this setting.

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 3.2 Defining user-specific settings

The following system message appears each time you log on to TCP Web Client:
Information: Out Of Office is currently on.

To deactivate out of office:

1. Select I am currently In the Office.
2. Click Save to apply this setting.

TCP100001-UGD-EN-4 User Guide 33

Chapter 4
Finding documents
You use a query to search for a document. You enter your search criteria and find the
document in the subsequent hit list. From the hit list, you can open the document or
the content file. You can also look for related data of a particular document.
Note: Before you start a query, close unsaved work items unless you want to
add a document to a work item (see “Managing attachments ” on page 72).

4.1 Using a query

TCP Web Client provides you with queries with predefined search forms that allow
you search for a document type. Queries provide search field for properties that are
available for that kind of document. For example, query forms for “accounts” and
“orders” have search fields for “price” whereas the query form for “customers” has
address related search fields.
Case-sensitivity In a query, a case-sensitive query field is indicated by the Case icon .
Maximum The maximum number of hits to be displayed for one search may be limited by the
number of hits administrator.
Mandatory fields In some cases, the query form contains mandatory fields that must be completed in
order for the search to execute. These fields are marked with an asterisk or a color
coding.
Business Views Queries that result in a Business View structure are indicated by the Business View
icon . For details, see “Using Business Views ” on page 45.

To use a query form:

1. In the navigation area, open the Queries drawer .
2. Select the query that suits your purposes. The query form opens in the content
area.
3. Enter your search criteria. Leave all fields blank that are not relevant for your
search purpose.
Depending on the type of field, different types of entries are required. For
details on how to enter search criteria, see “Entering search criteria” on page 36.

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Chapter 4 Finding documents

4. Click Submit to start your search. If the search yields a result, the hit list is
displayed. If there are no results, a system message informs you accordingly.
For details on the hit list, see “Using the hit list” on page 40.

To refine a search:
You may want to refine your search if a search produces too many hits and the hit
list is un-manageably long. It may also be that the hit list is cut off due to a
maximum number of hits. You may also want to change your search criteria if the
search did not find the expected items.
1. In the hit list, click Back. The query form opens with all your search entries.
2. Add new search parameters or reduce them.
3. Click Submit to start the new query. The hit list is displayed with all items that
match your new criteria.
4. Repeat this procedure until you are satisfied with the outcome.

4.1.1 Entering search criteria

The following paragraphs describe how to best use the different search fields.
Wildcards Using wildcards is an elegant way to narrow down your search.
Use an asterisk (*) as a substitute for one or more characters.
Use a question mark (?) as a substitute for one character.
For example, use G* to find all values that start with G, or M?ller to search for
Miller and Muller.

Notes:
• If you only enter “*” as a search pattern, documents with an empty property
field will not be found. To include such documents, do not enter any search
pattern for the respective property.
• Wildcards are not supported for date or number fields or for selection list.
• In mandatory query fields, wildcards are not allowed as first characters.
• If you want to search for the characters *, \ or ?, enter \*, \\ or \? in the
search fields.
• If you want to search for the character \ and use a wildcard in the same
search field, enter \\ for each \ you are searching for. For example, if you
are looking for all names that start with A and end with \, you must enter
the following search pattern: A*\\.
Single values
Single values let you restrict the hit list to those documents with the given
properties.

36 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 4.1 Using a query

• Enter the search string in the text field. You can either enter the complete
search string or use wildcards.
Selection lists
A selection lists contains a set of search criteria, from which you can select one.

• Click the arrow on the right side of the selection list box and select the
desired entry.
Value ranges
Value ranges let you restrict the hit list to documents that fall within a particular
range, such as two dates or a price range.

• In the From field, enter the start value of the range. In the To field, enter the
end value of the range. You can leave either of them blank and only define
either the start or the end value of the range.
The fields are formatted according to your personal regional settings (see
“Defining regional settings” on page 28).
Date/time values
Fields that require a date or a date and time value are formatted automatically as
defined in the regional settings (see “Defining regional settings” on page 28.
For date field, you can either enter the date manually or use the calendar tool to
select a date.

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Chapter 4 Finding documents

To use the calendar tool:

1. To open the calendar tool, click the calendar symbol on the right side of the
field.
2. Browse to the desired month by clicking the arrows on either side of the
month name.
3. Click the date.

1. Enter the date and time. If you do not enter a time value, the time is set to
0:00 or 12 am.
2. Click the up and down arrows on the right side of the field, to go to the next
or previous day.
To change the year, month or the time, click in the respective section of the
datetime field and click the arrows up or down. You can also enter the
values manually.
Manual date entries are validated as you type. So you cannot enter 2008/02/30
for February 30, for example. Date and datetime fields can also be used for
ranges.
Logical values
Logical values can be used to include properties with the possible values “true”
and “false” in your search. The third option “empty” means that the property
contains no information about the state.

1. Click the arrow on the right side of the selection list to see all possible values.

38 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 4.1 Using a query

2. Select one of the values. To remove a selection, select the blank entry of the
list.
• -: The property of this field is not considered for the search.
• true: The property of this field is true, for example the invoice is paid.
• false: The property of this field is false, for example the invoice is not
paid.
• empty: The property of this field is actually empty, for example there is
no information if the invoice is paid or not.
Dependent dropdown lists
Dependent dropdown lists can be used to control the content of a second list by a
selection from a first list. For example, selecting a sales representative in the first
list shows all proposals of this person in the second list.
Classifications
One ore more classifications can be added to a query by selecting the designated
classifications.
Note: If the Classification property is included in a query only assignable
classifications are available as search criteria, whereas unassignable
classifications and deleted classifications are not.

1. Select the classification that should be added to the query.

2. Use SHIFT or CTRL to make multiple selections.
Fulltext Search
You can perform a fulltext search in any query form where the fulltext search
field is available. It is also possible to combine a fulltext and property search.

Notes:
• Whether a fulltext search field is available to you in the query form
depends on your company-specific configuration.
• Using wildcards (?, *) for search patterns is not supported here.
The following are possible input values for a fulltext search:
• One word: the items that contain the specified word are returned
• Several words: the items that contain all the specified words (AND operator)
are returned

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Chapter 4 Finding documents

• Several words in quotation marks (“”), for example “Hirschsprung model”:

the items that contain the specified expression are returned.
• A combination of the above, for example log house “Hirschsprung model”: the
items that contain the specified words and expression are returned.

4.2 Using the hit list

When you have performed a search, the results are displayed in a hit list.
Depending on the type of your query, the hit list contains different columns.

4.2.1 Understanding the hit list

After a successful query, that means that there is at least one item that matches your
criteria, the hit list is displayed. Besides access to the desired document, the hit list
provides information and functions as described in the following.
Number of hits and navigation functions
Information about the number of hits and the number of pages. If there are more
hits than can be displayed on one page, the hit list contains several pages. Use
the navigation functions above and below the hit list to navigate through the
pages. For details, see “Defining the length of a hit list page” on page 42 and
“Browsing the hit list” on page 43.
Selection check box
Check the box(es) to select one or multiple documents and perform an action
(see “Working with documents” on page 49). To select all documents on the
current hit list page, check the box in the header line.
New: TCP Web Client now supports multiple selection of documents in the
hit list.
Item status
Whether an item is newly created is indicated by a status symbol in the hit list.
Your administrator has defined how long an item is considered to be “new”.

40 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 4.2 Using the hit list

Note: A new item in the hit list is indicated by the icon.

Inspect document
Opens the Properties page of the document and lets you perform actions (see
“Inspecting a document” on page 49).
Open content file
Indicates the format of the content file, for example a Microsoft Word document
or a PDF file. The icons used for the file format are the same you are accustomed
to from your operating system. Click the icon to open the document (see
“Viewing content” on page 51).
Properties columns
Columns for each property field. One of the properties is used for sorting the list.
For details, see “Sorting the hit list” on page 42. Entries of some columns are
displayed in a different color. They are clickable and open the Properties page of
an item, see “Searching for related data” on page 45.
Different document types in one query form or hit list
Query forms and hit lists can be configured such that properties from
various item types are combined for a search and are then displayed. Thus,
accounts and proposals with the same customer number, for example, can
be combined in one query. This configuration may result in hit lists for
which the individual entries do not have values for some of the properties
(for example a proposal has no account sum or account number).
Navigate to
Opens other documents related to a document in the hit list. For example, after a
customer query, you can follow these links to see all proposals or orders for a
specific customer. For details, see “Searching for related data” on page 45.

4.2.2 Selecting entries in the hit lists

In order to select entries in hit lists, there are check boxes in front of each row. You
select an entry by selecting its check box. Multiple selection over several hit list
pages are not possible. Multiple selected documents can be edited or deleted at once
(see “Editing multiple documents at once” on page 54 and “Deleting documents” on
page 56).

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Chapter 4 Finding documents

Selecting all entries on a hit list page

You can select all entries on the current hit list page at once by selecting the check
box in the header line of the hit list.

4.2.3 Defining the length of a hit list page

You can define how many hits are displayed on one page. For queries that produce
a long hit list, it may be more convenient to have a large number of documents on
one page and thus reduce the total number of pages. However, shorter lists on one
page may be easier to overview.

To define the length of a hit list page:

• From the Show list below the hit list, select an entry. The hit list rebuilds
immediately to reflect your changes.

4.2.4 Sorting the hit list

If configured, the hit list is sorted by a default property. The current sorting order is
indicated by an arrow in one of the column headers. However, you can change the
sorting order to meet your needs.
In general, the following applies to sort operations:
• The sort operation always applies to the entire hit list, not only the currently
displayed page.
• Uppercase/lowercase notation is not considered.
• You cannot sort by columns that contain Navigate to links (see “Searching for
related data” on page 45).

To change the sorting order:

1. Click the header of a column in the hit list. The hit list is sorted by this column
in ascending order, that is from A to Z or from 0 to 100.
2. Click the same column again to sort it in descending order. For example, sort the
Creation date column in descending order to display the most recent
documents first.

Tip: Empty fields are considered “null” and therefore appear first in the
ascending order and last in the descending order.

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 4.2 Using the hit list

Whenever you re-sort the hit list, the first page of the list is displayed,
regardless of the hit list page that was open when you issued the command.
The sort operation is not retained for further searches using the same query. When
another search is performed, the default values are applied again.

4.2.5 Browsing the hit list

Usually, the hit list contains more entries than can be displayed on the screen. In this
case you can browse through the hit list.
Number of hits
Below the hit list on the left, you see the number of total hits and which hits are
currently displayed on the screen.
Number of pages
Below the hit list on the right, you see the number of pages that the hit list
contains.

Navigation options
Use the following functions to navigate within the hit list.
Previous page
Displays the previous page of the hit list.
Page numbers
Click the page numbers to open the page containing the specified hits. The
current page is highlighted.
Go to a specific page
Click the Number icon and then enter the specific page number in the Go to
page field and click RETURN. To close this field, click the Close icon .
Next page
Displays the next page of the hit list.

4.2.6 Refreshing the hit list

New: Now, you can refresh the hit list to display new or changed documents
or remove documents that have been deleted in the meantime.
Refreshing the hit list preserves all filter settings. Therefore, documents that do not
longer match the search criteria will not show anymore.

To refresh the hit list:

• In the hit list, click Refresh.

4.2.7 Exporting the hit list

New: You can export the hit list and analyze it for example in Microsoft Excel.

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Chapter 4 Finding documents

You can either export the current page of the hit list or export the complete hit list.
The exported hit list has the same sorting as the hit list. However, you can change
the sorting later in Microsoft Excel.
The exported hit list contains all columns of the hit list plus additional information
such as the creator's name, the date of creation and the applied search criteria.
You can either open it directly in Microsoft Excel or save it to disk. The exported hit
list is in XML format, and you need Microsoft Excel 2003 Service Pack 3 or Excel
2007 installed to read this format.

To export the hit list:

1. Execute a query. Sort the hit list to meet your needs.
2. Select one of the following options from the Export menu:
• MS Excel (current page): exports the list of items currently displayed
• MS Excel (all pages): exports all items of the current query.
3. In the following dialog, either click Open to open the exported hit list in
Microsoft Excel or click Save to save it to disk.

Tips:
• If you choose to open the report in Microsoft Excel directly, the report file is
stored with a generic name in a temporary directory, for example
Proposal[1].xml. This file is overwritten the next time you export a
exported hit list of the same type, in this case a list of proposals. To keep the
data, save the worksheet with a different name or to a different location.
• Due to limitations in Microsoft Excel, you cannot export and open the same
report twice. Close the first worksheet and then export the hit list again.

4.2.8 Emailing a reference link of a document

New: If you want to inform others about a document in TCP, you can send a
HTTP link to a document by email. The recipient can then click the link. After
logging on to TCP, the Properties page of the document opens directly.
Notes:
• You need an email client, for example Microsoft Outlook, and an email
account to use this function.
• The recipients needs sufficient rights to view the document.
• This function is currently available only for documents but not for work
items, and it must be configured for your system.

To email a reference link:

1. Start a query and find the relevant document in the hit list.

44 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 4.3 Using Business Views

2. Select this document. You can only select one document to email the link.
3. Click Send Email.
The email client starts with a new message. The body of the message contains
the link to the document, the subject is filled automatically with the internal
document name.
4. If necessary, you can edit subject and message text. Then add a recipient and
send the message.

Tip: Alternatively, you can use the Send Email button in the document
properties to email the link, see “Inspecting a document” on page 49.

4.2.9 Searching for related data

A hit list resulting from a query may not be necessarily the end of your search. From
there, you can go on and drill down to more specified related data. For example,
you produced a hit list with customers. You can now view all proposals for a certain
customer. From the proposals you go on to the list of all account positions and then
to a single position. The other way round, you start with an Orders query. In the
resulting hit list, you click the customer's name and can then inspect the Properties
page of that customer. From there you can start going down again to inspect all
orders that specific customer has placed etc.
Tip: Use the navigation path, to keep track of your way through the item
structure (see “Navigation path” on page 26).
There are two different types of links to related data. The related data query results in
another hit list. The single links open the Properties page of that specific item.
To navigate to a related data query, click Navigate to in the corresponding column
of the hit list or on the Properties page of the document. The navigation path is
updated to show the next level. Related items may be proposals for a certain
customer, or account positions of a certain proposal.
Single links Within the property columns, some entries are identifiable as links as they are either
underscored or displayed in a different color. Clicking the link opens the Properties
page of that particular document. The navigation path is updated to show the next
level. Depending on the type of item, you may have the opportunity to go on with
related data queries.

4.3 Using Business Views

In a TCP application, you can use Business Views as a convenient mean to access
data from very different systems and of different types but all related to the same
transaction. The items may originate from various sources, such as TCP Context
Server or external databases.

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Chapter 4 Finding documents

Business View Business Views are displayed after executing a Business View query, which is
query indicated by the Business View icon . After submitting your search criteria, the
current Business View structure is displayed as a tree in the content area. In this
tree, you can navigate down. The hit list for the currently selected view is displayed
in a hit list below the Business View tree. There you can work with these items as
described in “Using the hit list” on page 40.

To execute a Business View query:

1. Select a Business View query from the Queries drawer.
2. Enter the required selection criteria and click Submit (see “Using a query” on
page 35).
The root view is opened and displayed in the hierarchy tree; the contents of the
root view are displayed as a hit list in the display area.

To open and close Business Views:

The Business View structure is displayed as a tree in the content area. You and can
open and view the items.

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 4.3 Using Business Views

There are two different types of Business Views: dynamic Business Views , which
are associated with queries, and static Business Views, which are navigation aids for
structuring the documents. When selecting a dynamic views, its content is displayed
as a hit list; “Using the hit list” on page 40).
1. To expand a view, click the “+” icon. All associated sub-views are displayed in
the tree structure.
2. To collapse a view and hide all associated sub-views, click the “-” icon.
3. To open a Business View completely, click the view name. The view is
automatically expanded: all associated sub-views are displayed in the tree
structure, and at the same time, all items they contain and for which you have
read permission are displayed as a hit list in the content area. A message
informs you if a view has no content, only sub-views. Open a sub-view to view
its content.

To export a Business View tree list:

New: You can export a Business View list to an XML file, which you can open
and edit in Microsoft Excel.
You need Microsoft Excel 2003 Service Pack 3 or Excel 2007 installed to read this
format.
The exported Business View list contains all columns of the hit list plus additional
information such as the creator's name, the date of creation and the selected
Business View. The exported list has the same sorting as the Business View list.
However, you can change the sorting later in Microsoft Excel.
1. Execute a query.
2. Select one of the following options from the Export menu:
• MS Excel (current page): exports the list of items currently displayed
• MS Excel (all pages): exports all items of the currently selected Business
View.
3. In the following dialog, either click Open to open the exported tree list in
Microsoft Excel or click Save to save it to disk.

Tips:
• If you choose to open the report in Microsoft Excel directly, the report file is
stored with a generic name in a temporary directory, for example
CustomerDocuments[1].xml. This file is overwritten the next time you
export a Business View list of the same type, in this case a Business View
list of customer documents. To keep the data, save the worksheet with a
different name or to a different location.
• Due to limitations in Microsoft Excel, you cannot export and open the same
report twice. Close the first worksheet and then export the Business View
list again.

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Chapter 5
Working with documents
Usually, documents are attached to work items by a process. However, you can
create a single document, such as a proposal. Depending on the process and your
access rights, you can inspect and edit the properties and the content of documents.

5.1 Creating a document

Usually, documents are added by a process that produces large numbers of
documents, for example scanning processes. However, you can create a single
document, such as a proposal.
New: Now, you can create documents also by uploading them from Windows
Explorer or Microsoft Office, using Open Text Enterprise Connect. For details,
see “Uploading files to Open Text TCP” on page 97.

To create a single document:

1. On the main menu bar, go to New - Document.
2. From the selection list, select the type of document you want to create, for
example Proposal, and click New.
3. Enter the required information in the form. Mandatory fields are indicated by
an asterisk.
Tip: In forms you may find dependent dropdown lists. This means that a
selection in the first list controls the options of the second list. For example,
selecting a sales representative in the first list shows all proposals of this
person in the second list.
4. If you want to add content to your document, click Browse. Navigate to the
desired file and click Open.
5. Click Save to create the document. A system message informs you about the
successful creation.

5.2 Inspecting a document

After a query, the results are displayed in a hit list. You can now inspect the
properties of a document.

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Chapter 5 Working with documents

A document also might reach you as an attachment of a work item. You can then
open it from the Attachments tab of the work item (see “Inspecting and editing a
work item” on page 62).

To inspect the properties of a document:

• To open the properties for one of the entries in a hit list, click the Show
properties and actions icon in the corresponding line.
Note: You can only select one document at a time to view its properties.
If the document has content attached and can be opened with the internal
viewer, you see the properties and the content file simultaneously. For
documents with content files that open in an external application such as Adobe
Acrobat or Microsoft Word, you only see their properties.
If the document has no file attached, also you only see the properties of that
document.
You have the following options:
• Inspect details of the document.
• View the attached content (see “Viewing content” on page 51).
• View versions of the document, if the document type is versionable (see
“Viewing document versions” on page 50).
• Download the content file (see “Viewing content” on page 51).
• Edit the properties of the document (see “Editing a document” on page 54).
• Send a reference link to this document by email (see “Emailing a reference
link of a document” on page 44).
• Search for related documents (see “Searching for related data” on page 45).
• Submit the document as an attachment of a process (see “Submitting a
document” on page 56).
• Delete the document (see “Deleting documents” on page 56).

5.3 Viewing document versions

If the document type is versionable, each editing and saving of the document creates
a new version. You can inspect how many versions of that document have been
created. You can open previous versions and inspect them.

To view document versions:

1. On the Properties page of the document, click Versions.
A hit list with all versions of that document opens.
2. Click the Show properties and actions icon of the version you want to
inspect.

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 5.4 Viewing content

5.4 Viewing content

If a document has content attached, you have several options to view the content:
• Open the content file from the hit list. Depending on the type of the document, it
is opened in the Java Viewer, in Web Viewer, or in the software that matches the
document type. For example, PDF files will be opened in Acrobat and spread
sheets in Microsoft Excel. The actual behavior of content viewing depends on
what file types occur in your company, what software you have installed and
how the TCP application is configured. Contact you administrator for further
details.
• View it on the properties page, if the content file can be displayed with the Java
Viewer or Web Viewer.
• Download the content file, save it to disk or open it with a suitable application.

To view the content from the hit list:

You can view the attached file of a document without inspecting the properties of
that document.
1. In the hit list, click the symbol for the document type, for example or .
Depending on the document type, a viewer window opens where you can read
the file and print it.

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Chapter 5 Working with documents

Figure 5-1: Document viewed with Java Viewer in new window

Tip: For further details on how to use the viewer, open the online help
from the Help menu of the viewer window.
2. When you finished reading, you can either close the window, or open other
content in the viewer.

To view content on the properties page:

1. Open the Properties page of a document (see “Inspecting a document” on
page 49).
If there is content attached to the document and it can be viewed in the Java
Viewer or Web Viewer, the window will be divided into two parts. On the left
side, you see the properties of the document. On the right side, you see the
content in a viewer window.

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 5.4 Viewing content

Important
If you use the annotations tool of either the Java Viewer or the Web
Viewer you must explicitly save the annotations to keep added or
changed annotations. If you close the document without saving, the
changes are lost!
Java Viewer – Click Annotations - Save.
Web Viewer – To save the new annotations, click Save the annotations.

Figure 5-2: Document viewed with Java Viewer in attached window

Tip: For further details on how to use the viewer, open the content in an
extra viewer window and open the online help from the Help menu.
2. Click Back to return to the hit list.

To download content from the Properties page:

1. Open the Properties page of the document (see “Inspecting a document” on
page 49).
2. Click Download to download the attachment.
3. Depending on your Web browser settings, you have the option to open the file
directly in a compatible program or save it to disk.

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Chapter 5 Working with documents

5.5 Editing a document

You can edit a document provided you have sufficient access rights to do so. For
versionable document types, each editing creates a new version of the document.
You can inspect previous versions of a document (see “Inspecting a document” on
page 49). For non versionable document types, each editing overwrites the
properties of the document.

To edit a document:
1. Open the document from the hit list (see “Inspecting a document” on page 49).
2. Click Edit to open the Properties page of the document.
3. Change the information as needed.
All information that you do not change, keeps the same as in the underlying
version, also content files.

Important
If you enter text that should be enclosed by angle brackets, ensure that a
blank is entered after the opening bracket and before the closing bracket.
E.g. “< my text entry >”. If not, the text gets lost, if you try to save the
changes.

Tip: In forms you may find dependent dropdown lists. This means that a
selection in the first list controls the options of the second list. For example,
selecting a sales representative in the first list shows all proposals of this
person in the second list.
4. Click Save to save the changed properties and return to the Properties page.

Warning
You can open and edit a document that is already opened and edited by
another user. You will both be able to save your changes. They are applied
consecutively. For versionable document types, each editing creates a new
version of the document. For non versionable document types, the last save
overwrites the properties of the document. If in doubt, check the Properties
page if your changes have been applied.

5.6 Editing multiple documents at once

You can also edit a selection of documents at once, to assign equal values of
properties to documents.

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 5.7 Editing content

To edit multiple documents via the hit list

1. In the hit list, select the checkbox in front of the documents you want to edit and
click Edit. A list opens with the selected documents, showing an icon for each
document whether it can be edited or not.
2. Check the selection of the documents to be edited.
• Click Edit to open the properties page of the documents with the icon.
These documents can be edited. Properties of the documents with the
icon cannot be changed.
• Click Cancel to go back to the hit list without changes.
3. Enter a new value to add the changed property to all selected documents. To
delete an entry for all selected documents, select the check box in front of the
field and keep the field empty.
4. Click Save to confirm your changes.

Warning
You can open and edit documents that are already opened and edited by
another user. You will both be able to save your changes. They are applied
consecutively. For versionable document types, each editing creates a new
version of the document. For non versionable document types, the last save
overwrites the properties of the document. If in doubt, check the Properties
page if your changes have been applied.

5.7 Editing content

You can add a new version of a content file. For this, you download the content file,
edit it, and upload it, provided the following applies:
• You have sufficient access rights.
• The document is enabled for editing.
• The content file has an editable format, for example a Microsoft Word or Excel
file.
• The document is not reserved by another user.
For versionable document types, uploading a new content file creates a new version
of the document. Otherwise, the current content file will be replaced.

To add a new version of the content file:

1. Open the Properties page of the document that contains the content file (see
“Inspecting a document” on page 49).
2. Click Edit to open the Edit page of the document.

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Chapter 5 Working with documents

3. Click Browse, navigate to the desired document and click Open.

4. Click Save to save the new content file. For versionable documents a new
version is created.

5.8 Submitting a document

You can submit a document to another user by attaching it to a process. Depending
on the selected process, the document will be routed to a person or a group of
persons to be processed.
Tip: Alternatively, you can start a new process and - in a second step - attach
the document to it (see “Starting a new process” on page 71).

To submit a document:
You can start a new process either from the hit list or from the Properties page of
that document.
1. Navigate to the document you want to submit:
a. In the hit list
Select the document you want to attach to a process.
Click New Process.
Tip: Multiple selections will be supported in future versions.
b. In the Properties page
Open the Properties page of the document (see “Inspecting a document” on
page 49).
Click New Process.
2. Select a process from the list and click New.
The process has been created and the process form opens. It has the document
attached (see “Inspecting and editing a work item” on page 62).
3. Fill out the fields of the process form as required (see “Starting a new process”
on page 71).
4. Click Submit to start the process and submit the work item with the attached
document to the next step in the workflow.

5.9 Deleting documents

New: Now, you can delete multiple documents at once.
You can delete documents if you have sufficient user rights to do so. There are two
ways to delete documents:

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 5.10 Assigning classifications to an item

To delete multiple documents via the hit list

1. In the hit list, select the checkbox in front of the documents you want to delete
and click Delete. A list opens with the selected documents, showing an icon for
each document whether it can be deleted or not.
2. Check the selection of the documents to be deleted and confirm or cancel.
• Click Delete to confirm the deletion of the documents with the icon.
These documents are deleted. Documents with the icon cannot be
deleted.
• Click Cancel if you do not want to delete the documents.

If an error occurs during the deletion, a result list is shown. It contains the name,
status, and an error message for each document that could not be deleted.

To delete a single document via the Properties page

1. Open the Properties page of the document you want to delete.
2. Click Delete and confirm your action.
The document is deleted.

5.10 Assigning classifications to an item

Classification is another means of structuring large amounts of data. A classification
is similar to a multivalue property that you assign to an item. That way you
organize items into groups by assigning the same classification. Each item can be
assigned to several classifications. Classifications can be defined hierarchically, thus
creating a classification tree of classifications and subclassifications, to reflect the
company's organizational structure or business rules. Assigning classifications to
items is done in the Edit properties page of the item, and is allowed by any user
with Change properties permission.
Tip: A special Business View may be configured by the administrator that
displays the classification hierarchy. For each classification, the documents
assigned to it are displayed. For details on working with Business Views, see
“Using Business Views ” on page 45.

To assign classifications to an item:

1. Perform a query to search for the item you want to assign a classification.
2. In the resulting hit list, select the Edit properties function for the item.
3. In the Classification field, select each classification you want to assign to the
item. You can remove assigned classifications any time by deselecting each
classification in this field.
Note: When you edit the Classification property, assigned classifications
that are configured to be no longer Assignable, and also deleted
classifications, are still listed in this field. However, if you deselect such a

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Chapter 5 Working with documents

classification and save the settings, the unassignable or deleted

classification is no longer available.

Note: If the Classification property is included in a query only assignable clas-

sifications are available as search criteria, whereas unassignable classifications
and deleted classifications are not.

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Chapter 6
Working with processes
Processes are a vital part of TCP. They deliver the work packages to be done to the
right person at the right time.
Process A process routes a work item from one user to the next so that the user can
contribute to the process and possibly complete it. An example for a process can be
the handling of incoming invoices from scanning to checking to booking and finally
to paying it.
Work item A work item is one part of a process at a certain step of the process. What you see in
your Inbox or in the Work Queues are work items.
Inbox The Inbox and other personal folders like the Sent folder contain work items that are
appointed to one user.
Work Queue A Work Queue is a shared inbox for a group of users who have the same role and
therefore process the same kind of work items. Everyone of that group has access to
the items in the work queue and can edit them. Work items currently being
processed by one user are reserved and cannot be changed by others.

6.1 Finding a work item

Your personal folders like your inbox and the work queues are organized in work
item lists similar to a hit list produced by a query. For details on how to utilize the hit
list, see:
• “Defining the length of a hit list page” on page 42
• “Sorting the hit list” on page 42
• “Browsing the hit list” on page 43
• “Refreshing the hit list” on page 43

Icons of the work item list

The work item list features the following icons.

Icon Name Description

Inspect work Opens the properties page of a work item and provides
items appropriate actions.
New New work item. A work item is considered new for
about one hour.

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Chapter 6 Working with processes

Icon Name Description

High priority Work item with high priority.

Low priority Work item with low priority.

Locked Work item currently locked by yourself.

Work item currently locked by another user.

To open the inbox or a work queue:

1. From the sidebar, select the Personal drawer
or select the Work Queues drawer .
2. Click one of the folders in that drawer, for example Inbox in your Personal
drawer.
The work items of that folder open in a hit list in the content area.

6.2 Filtering and sorting the work item list

If your work item list is too long to be overseen or if you are looking for work items
with special properties, you can filter the work item list. For example, you can select
work items by their due time to extract all items that need immediate attention, or
you can select them by priority.

Important
Consider that your work item list can provide predefined filters. The filter
criteria may not be displayed in the header line, although they are applied!
If you change the filter criteria and apply it, the predefined filter is replaced
by your settings and cannot be reset. If you clear the filter, also the
predefined filter is cleared.

To filter the work item list:

1. Enter your filter criteria in the field above the corresponding column. You can
either select criteria from a list, for example the priority, enter a date or date
range or search for certain words. For details about search criteria, see “Entering
search criteria” on page 36.
2. Click the Search icon next to the field or click Apply filter.
The work item list displays all work items that match your filter criteria. The
applied filter is indicated below the filtered list.

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 6.3 Exporting a list of work items

Note: The filter persists until you remove it or apply another filter.

New: Now, date/time fields in Work Queue searches provide range searches.

To apply a date/time range filter:

Range searches are indicated by the Range Search icon . You can provide both
the start and the end date of the range or only one of each. You can enter the date
directly or use the calendar tool.

1. To enter a date/time range, click the Range Search icon .

2. Enter your search criteria:
• Provide both dates to define the start and the end date of your range search.
• Provide only the first date to find all items starting from the date.
• Provide only the second date to find all items up to this date.
3. To remove the date/time range fields, click the Close icon next to the second
date field.

To remove the filter:

• Click Clear filter to remove all filters and see the complete content of your inbox
or work queue.

Warning
If you use the Clear filter function, predefined filter criteria of the
current filter are removed and cannot be reset!

To sort the work item list:

• Click the column title above the search field, e.g. Priority. The entries are sorted
in ascending order. Click the column title again to sort in descending order.
Note: Your administrator may have disabled the sorting function for
certain columns to increase sorting speed.

6.3 Exporting a list of work items

New: You can export a list of work items in XML format and open the list in
Microsoft Excel. The export function is available for personal and shared work
queues.

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The exported list contains all columns of the work item list plus additional
information such as the creator's name, the date of creation and the exported work
queue type.

To export a list of work items:

1. Find the work items you want to export. Filter and sort the list (see “Filtering
and sorting the work item list” on page 60).
Tip: If necessary, adjust the number of items displayed since only the items
of the current page will be exported.
2. Click Export - MS Excel (current page).
3. In the following dialog, either click Open to open the exported report in MS
Excel or click Save to save it to disk.
Tips:
• If you choose to open the report in Microsoft Excel directly, the report
file is stored with a generic name in a temporary directory, for example
Inbox[1].xml. This file is overwritten the next time you export a work
item list of the same type, in this case an Inbox . To keep the data, save
the worksheet with a different name or to a different location.
• Due to limitations in Microsoft Excel, you cannot export and open the
same report twice. Close the first worksheet and then export the work
item list again.

6.4 Inspecting and editing a work item

You can edit a work item or only inspect it. Work items that are reserved by another
user can only be viewed but not edited.
After moving or If you have enabled the After moving or deleting an item open the next item option
deleting an item (formerly known as AutoFeed), you only need to open the first item. The next item
open the next
item will be opened automatically when you submit the current one. The next item is the
oldest work item in your current work item list with or without filter applied. For
information on how to enable After moving or deleting an item open the next item, see
“Setting general options” on page 28.

To open a work item:

• In the work item list, click the Edit Work Item icon next to the work item
you want to open.
The work item opens.

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 6.4 Inspecting and editing a work item

Work item view

The work item view consists of the following areas:
Menu
The main menu at the top of the work item view contains the following
functions:
• Submit
Submit the process to the next processing step according to the process
definition. Depending on the process definition you might also find other
buttons to submit your work item, for example Approve and Reject. It may
also be necessary to first accept the work item to edit it.
• Reroute - Postpone
Postpone the processing time to a later point in time. To postpone a work
item, it must be accepted first (see “Postponing processing of work items” on
page 66).
• Reroute - Reassign
Assign the work item to another user. To reassign a work item, it must be
accepted first (see “Reassigning work items” on page 67).
• Reroute - Postpone & Reassign
Combines postponing and reassigning in one step. To postpone and reassign
a work item, it must be accepted first (see “Postponing and reassigning a
work item” on page 68).
• Reroute - Send for Review
Sends a work item to another user for review. To send a work item for
review, it must be accepted first (see “Processing the review of work items”
on page 69).
• Save
Save your changes to the process, but do not submit it. The work item stays
open.

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• Add - Attachment
Add document to the process (see “Managing attachments ” on page 72). This
function is part of the process configuration and may only be visible for users
with sufficient access permissions.
Depending on the configuration there may also be other options to attach a
document, for example Add - Invoice. In this case, you can only add
documents of the type Invoice to the work item.
• Add - Attachment from desktop
Add a file from your desktop to the process (see “Managing attachments ” on
page 72). This function is part of the process configuration and may only be
visible for users with sufficient access permissions.
• Add - Comment
Add a comment to the process (see “Adding a comment to the work item ”
on page 76). This function is part of the process configuration and may only
be visible for users with sufficient access permissions.
• Close
Close the work item without saving it. A message informs you if there are
any changes in the work item and you have the option to save it.
Form tab
Shows the form assigned to the work item.
Customer Documents or File tab
Shows all documents related to a customer or a transaction in a Business View.
It depends on the configuration of the process, which kind of structure you see in
this tab. For information how to work with Business View, see “Using Business
Views ” on page 45.
Attachments tab
Lists all attached documents. With sufficient access rights, you can inspect
attachments and view their content (see “Inspecting a document” on page 49).
You can also add other documents (see “Managing attachments ” on page 72).
This tab is part of the process configuration and may only be visible for users
with sufficient access permissions.
Comments tab
Lists all comments of the work item. This tab contains a list of comments with
the columns Comment, Created by and Created at. The default sort order is by
Created at descending. You can change the sort order. With sufficient access
rights, you can view comments. You can also add other comments. However, in
this version of TCP, you cannot remove a comment form a work item.
This tab is part of the process configuration and may only be visible for users
with sufficient access permissions.

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 6.4 Inspecting and editing a work item

Audit tab
Contains information about the life cycle of the process (see “Auditing a
process” on page 77).
This tab is part of the process configuration. The whole tab or certain audit
entries may only be visible for users with sufficient access permissions.
Routing graph tab
The routing graph shows all steps of a process with the designated work items.
The current step is indicated. For details see “Checking routing graph” on
page 78).
Instructions tab
Contains instructions on how to work with the process and process steps. It also
contains information about the process, such as the process class, the initiator,
the date when it was started, the priority etc.

To accept a work item:

A work item can be sent to a group of users and then handled by only one of them.
Such work items appear in your inbox, but are read-only when you open them.
They will be assigned to you personally when you accept them. Other users of your
group do not see the work item anymore.
1. Open the work item from your inbox.
2. Inspect it, if necessary.
3. Click Accept. You can now edit the work item and submit it.

To edit and submit a work item:

1. In the open work item, fill out all required fields. Mandatory fields are
highlighted by another background color.
2. Attachments – To view the attached documents, open the Attachment tab. Edit
the attached document or add another one (see “Managing attachments ” on
page 72).
3. Submitting – When you finished processing the work item you submit it to the
next step of the process. Depending on the process definition, you may have
different options. The most common is Submit. You can save your changes
without submitting the work item clicking Save.

To index a document:
Documents that are routed to you from an automated source like a scanning
application may need to be indexed. Indexing means, you define the type of
document. Work items with attached documents that need to be indexed do not
show a form with input fields when you open them from a work queue.
1. Open the work item from your inbox or work queue.

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2. Select the type of the document from the list. The form changes and shows input
fields that match the selected document type. This step is not necessary if the
document was type was already set by the source application.
3. Enter your information and click Save.

6.5 Postponing processing of work items

New: Now, you can postpone the processing of work items in your inbox or
work queue.
If you want to process a work item at a later point in time, you can postpone the
processing time. A postponed work item is moved to a Postponed work queue (the
administrator defines the name of this work queue). You can process the work item
in this work queue or wait until the work item is moved back to your inbox or work
queue. At the resubmission time, the work item is moved back to your inbox or
work queue.
Note: Consider that postponed or resubmitted work items are not marked
specially. Thus they cannot be identified directly in work queues or inboxes.

To postpone a work item:

1. In the work item list, click the Edit Work Item icon next to the work item
you want to open.
The work item opens.
2. In the action area, go to the Reroute menu and click Postpone. The Postpone
Work Item page opens.
3. Enter the new date and time you want to process the work item in the
Resubmission date and Resubmission time fields.
4. Click Submit. A dialog box shows the approximate time the work item is
resubmitted (more or less than a hour, day, month, year).
5. Click Yes to confirm. The postponed work item is moved to the Postponed work
queue.

To postpone multiple work items:

1. In the work item list, select the checkbox in front of the work items you want to
postpone at once. If you want to postpone all work items on the current page,
click the checkbox in the header line.
2. Click Postpone in the action area. A list opens with the selected documents,
showing an icon for each document whether it can be postponed or not.
3. Check the selection of the documents to be postponed.
• Click Postpone to postpone the selected documents. The Postpone Work
Item page opens.

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 6.6 Reassigning work items

• Click Cancel to go back without postponing. Ensure that you use Cancel to
leave this dialog, otherwise the selected work items remain locked.
4. On the Postpone Work Item page enter the new date and time you want to
process the work items in the Resubmission date and Resubmission time
fields.
5. Click Submit. A dialog box shows the approximate time the work item is
resubmitted (more or less than a hour, day, month, year).
6. Click Yes to confirm. The postponed work items are moved to the Postponed
work queue.

6.6 Reassigning work items

New: Now, you can reassign a work item in your inbox or work queue to
another user.
If you want that a work item is handled by another user or a user group, you can
reassign the work item. It depends on customizing whether you can reassign it to a
user or a group.
Note: Consider that reassigned work items are not marked specially. Thus they
cannot be identified directly in work queues or inboxes.

To reassign a work item:

1. In the work item list, click the Edit Work Item icon next to the work item
you want to open.
The work item opens.
2. In the action area, go to the Reroute menu and click Reassign. The Reassign
Work Item page opens.
3. Perform a search and select the recipient:
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.
b. Select a search option in the within field (consider that the availability of
options depends on customizing):
• Search user
• Search login
• Search group
c. Click Search to start the search.
d. Select a user or a group from the results.
4. Enter a comment for the next user.

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5. Click Submit. The reassigned work item is sent to the designated user or group
of users.

To reassign multiple work items:

Important
Consider that only work items of the same process class and the same step
can be reassigned at once!

1. In the work item list, click the checkbox in front of the work items you want to
reassign at once.
2. Click Reassign in the action area. A list opens with the selected documents,
showing an icon for each document whether it can be reassigned or not.
3. Check the selection of the documents to be reassigned.
• Click Reassign to reassign the selected documents. The Reassign Work Item
page opens.
• Click Cancel to go back without reassigning. Ensure that you use Cancel to
leave this dialog, otherwise the selected work items remain locked.
4. On the Reassign Work Item page perform a search and select the recipient:
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.
b. Select a search option in the within field (consider that the availability of
options depends on customizing):
• Search user
• Search login
• Search group
c. Click Search to start the search.
d. Select a user or a group from the results.
5. Enter a comment for the next user.
6. Click Submit. The reassigned work items are sent to the designated user or
group of users.

6.7 Postponing and reassigning a work item

New: Now, you can postpone and reassign the processing of a work item in
your inbox or work queue in one step.

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 6.8 Processing the review of work items

If you want to postpone and reassign a work item you can perform it in one step.
“Postponing processing of work items” on page 66 and “Reassigning work items”
on page 67 are combined for this.
Note: Consider that postponed and reassigned work items are not marked
specially. Thus they cannot be identified directly in work queues or inboxes.

To postpone and reassign a work item:

1. In the work item list, click the Edit Work Item icon next to the work item
you want to open.
The work item opens.
2. In the action area, go to the Reroute menu and click Postpone & Reassign. The
Postpone & Reassign Work Item page opens.
3. Enter the new date and time you want to process the work item in the
Resubmission date and Resubmission time fields.
4. Perform a search and select the recipient:
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.
b. Select a search option in the within field (consider that the availability of
options depends on customizing):
• Search user
• Search login
• Search group
c. Click Search to start the search.
d. Select a user or a group from the results.
5. Enter a comment for the next user.
6. Click Submit. A dialog box shows the time until the work items are
resubmitted.
7. Click Yes to confirm. The postponed and reassigned work item is moved to the
Postponed work queue of the designated user.

6.8 Processing the review of work items

New: Now, you can send a work item in your inbox or work queue to another
user for review.
If you want that a work item is reviewed by another user or a user group, you can
send the work item to them. It depends on customizing whether you can submit it
to a user or a group.

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Note: Consider that items sent for review are not marked specially. Thus they
cannot be identified directly in work queues or inboxes.

To send a work item for review:

1. In the work item list, click the Edit Work Item icon next to the work item
you want to open.
The work item opens.
2. In the action area, go to the Reroute menu and click Send for Review. A dialog
to select the recipient opens.
3. Perform a search and select the recipient:
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.
b. Select a search option in the within field (consider that the availability of
options depends on customizing):
• Search user
• Search login
• Search group
c. Click Search to start the search.
d. Select a user or a group from the results.
4. Enter a comment for the next user.
5. Click Submit. The work item is submitted to the designated user.

To send multiple work items for review:

1. In the work item list, click the checkbox in front of the work items you want to
send at once.
2. Click Send for Review in the action area. A list opens with the selected
documents, showing an icon for each document whether it can be submitted for
review or not.
3. Check the selection of the documents to be submitted for review.
• Click Send for Review to send the selected documents.
• Click Cancel to go back without sending. Ensure that you use Cancel to
leave this dialog, otherwise the selected work items remain locked.
4. Perform a search and select the recipient:
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.

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 6.9 Starting a new process

b. Select a search option in the within field (consider that the availability of
options depends on customizing):
• Search user
• Search login
• Search group
c. Click Search to start the search.
d. Select a user or a group from the results.
5. Enter a comment for the next user.
6. Click Submit. The work items are submitted to the designated user.

To review a work item and send it back:

1. In your inbox, click the Edit Work Item icon next to the work item you
should review.
The work item opens.
2. Read the comment to get further instructions according to the review task.
3. If you have finished the review, add a comment and click Submit.
4. The work item is submitted back to the user who requested the review.

6.9 Starting a new process

You can start a new process provided that you have sufficient access rights to do so.
Alternatively to creating a work item, you can start a new process from a document.
This creates a work item and attaches the document in one step (see “Submitting a
document” on page 56).

To create a new process:

1. From the main menu, go to New - Process.
2. From the selection list, select the process type and click New. A message
informs you that you successfully created a new process.
3. Fill out the process form as required.
4. Optionally, attach a document to be forwarded with the process (see “Managing
attachments ”).
5. If the process definition requires to select the next user, select the user from the
address book (see “Selecting users from the address book” on page 76).
6. Click Submit to start the process.

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Tips:
• Click Save to save any changes you made so far but keep on editing the
process.
• Click Close to close the process. You can decide if you want to save any
changes. You can then later submit it.
• Click Delete to cancel the creation of the process and remove it from your
Drafts folder.

To delete a draft work item:

You can delete work items that are still drafts, for example they are not yet
submitted.
1. Open the Drafts folder from your Personal drawer.
2. Open the work item you want to delete.
3. Click Delete. The work item will be deleted immediately.

6.10 Managing attachments

You can attach a document to a process by attaching it to a work item. You have the
following options:
• attach any existing document, for example a customer document or a proposal.
• add a file from your desktop, for example a PDF file, and create a new
document.
Note: Depending on the process definition, you may also add documents of a
predefined record type, for example only proposals.
Depending on the configuration, you may only add one attachment of one type
to the process. The option for adding a second attachment of the same kind is
then not available.
Tip: If you want to access the properties of the attached document before you
add it, use Add - <Specific attachment type> (for example Add - Invoice).
With sufficient permissions, you can also remove an attached document from a
work item.

6.10.1 Adding attachments

To attach a document of any record type:
1. Find the work item in your inbox or work queue and open it (see “Inspecting
and editing a work item” on page 62).
2. Select Add - Attachment.

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 6.10 Managing attachments

3. Open the Queries drawer and search for the document (see “Finding
documents” on page 35). If there is a query in your current navigation path, this
query opens automatically.
4. Find the document you want to attach and select the checkbox next to it.
Note: Select only one document at a time because only one attachment can
be added at a time.

5. On the hit list menu, click Add.

The document is attached to the work item and to the process. You return to the
work item.
The Attachment tab of the process now contains the document. From here, you
can inspect and edit the attached document (see “Inspecting a document” on
page 49).
Tip: In this state, you can still remove the document from the work item
(process). Click Close and select not to save any changes.
6. Click Save or Submit to permanently attach the document to your work item
(process).
To add another document, repeat this procedure.

To attach a document of a predefined record type:

Depending on the process definition, you can select from predefined record types.
1. Find the work item in your inbox or work queue and open it (see “Inspecting
and editing a work item” on page 62).
2. Select Add - <Specific attachment type> (for example Add - Invoice).
3. Execute a query of the predefined record type, in this example Invoices, and
search for the document (see “Finding documents” on page 35). If there is a
query in your current navigation path, this query opens automatically.
4. Find the document you want to attach and select the checkbox next to it.
Note: Select only one document at a time because only one attachment can
be added at a time.
5. On the hit list menu, click Add.
The document is attached to the work item and to the process. You return to the
work item.

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The Attachment tab of the process now contains the document. From here, you
can inspect and edit the attached document (see “Inspecting a document” on
page 49).
Tip: In this state, you can still remove the document from the work item
(process). Click Close and select not to save any changes.
6. Click Save or Submit to permanently attach the document to your work item
(process).

To attach a file to the process:

Depending on the process definition, you can add a file to the process.
1. Find the work item in your inbox or work queue and open it (see “Inspecting
and editing a work item” on page 62).
2. Select Add - Attachment from desktop.
3. Enter a name for the attachment and select a record type. It depends on the
process definition, which kind of record types are available and whether it is
necessary to enter a name for the attachment.
Click Add.
4. In the following screen, you create a new document of the selected record type
and add the file you want to attach:

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 6.10 Managing attachments

a. Fill in at least the required fields.

b. To add a file from your desktop, click Browse next to the field Document
upload.
c. Navigate to the desired document and click Open.
5. Click Add to create the document and to add it to the work item.
Tip: After this step, the document is created and added to the work item. If
you want to remove it, you close the work item and discard all changes
you've made so far. Click Close and select not to save any changes.
6. Click Save or Submit to permanently attach the document to your work item
(process).
To add another document, repeat this procedure.

6.10.2 Removing attachments

With sufficient rights, you can remove a document from the process.

To remove a document from the process:

1. In the work item, open the Attachments tab.

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2. Click the Remove attachment icon .

3. Confirm the following message.

6.11 Adding a comment to the work item

New: Now, you can add a comment to a work item.
Note: In this version of TCP, you cannot remove a comment once the work
item is saved.

To add a comment to the work item:

1. Open the work item from your inbox or work queue (see “Inspecting and
editing a work item” on page 62).
2. In the action area, go to Add - Comment. The comment field opens above the
action area.

Important
If you enter text that should be enclosed by angle brackets, ensure that a
blank is entered after the opening bracket and before the closing bracket.
E.g. “< my text entry >”. If not, the text gets lost, if you try to save the
changes.

3. Enter a comment text and click Submit. The comment is added to the work
item. The maximum length is 500 characters.
4. The Comments tab of the process now contains the comment. Here, you can
view the comments of this work item.
In this state, you can still remove the comment from the work item. Click Close
and select not to save any changes.
5. Click Save to permanently add the comment to your work item.

To add another comment, repeat this procedure.

6.12 Selecting users from the address book

Sometimes you are required to select the next user or user groups for the next
process step or as a delegate. You can select the users or user groups from the
address book.

To select users from the address book:

1. Click the arrow next to the address field or in other cases click Address Book.
The address book window opens.

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 6.13 Auditing a process

2. You can filter the list:

a. From the Find list, select the search criterion, for example the user's e-mail
address.
b. Enter character(s) of the criterion. You may use wildcards, see “Entering
search criteria” on page 36..
c. Click Submit.
The Found list contains all users or user groups that match your criteria.
3. Click the Add icon next to each user, you want to be the next user of your
process.
4. The user's name is now in the Selected Users list.
5. Repeat this step if necessary.
6. To remove a user, click the Remove icon next to the user in the Selected list.
7. Click OK.

6.13 Auditing a process

You can audit a process by analyzing its progress. All relevant process actions such
as forwarding, creating comments or adding attachments are listed in the process
audit log and can be checked there.
Note: Auditing and the audit level must be configured with the process. You
need sufficient access rights to view the audit log.

1. Open the work item from your inbox or work queue (see “Inspecting and
editing a work item” on page 62).

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2. Open the Audit tab.

The audit information contains a description of all actions the process went
through, the respective user and the date and time of the action.

6.14 Checking routing graph

New: Now, you can display a routing graph for each work item.
The routing graph shows all steps of a process with their dedicated work items. The
current work item is indicated, thus enables you to check the progress of the
process. A properties box gives additional information to the selected work item.
Note: Whether you see status information of other users depends on the given
permissions in the process permissions.

To display the routing graph:

1. Open the work item from your inbox or work queue (see “Inspecting and
editing a work item” on page 62).
2. Select the Route tab. The routing graph is displayed
3. Select a step in the routing graph to display further information in the table
below the process map.

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 6.14 Checking routing graph

(1) Process steps

Shows the sequence of the several steps of the process graphically.
Descriptions of the symbols:

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• A symbol with a green or yellow frame represents an active step.

• Green: current user

• Yellow: other user
• Solid line: user is currently on this work item
• Dotted line: user is not currently on this work item

A symbol with a blue frame represents the forwarding status.

• The work item has been forwarded.
• The work item still needs to be forwarded.

A shadow around the symbol represents a step that has been passed
through many times, for example a split step.

A yellow exclamation mark shows that the work item has been sus-
pended.

A red exclamation mark highlights an error. The step was not exe-
cuted.
The red exclamation mark and the shadow around the symbol can be
combined with the other graphics.

A symbol with a broken black frame represents a status other then

new, active, waiting, suspended, forwarded or completed.

• The work item was in a pool of work items to be accepted but

another work item has been accepted.
• The work item needs to be sent to the same user again.
• The work item is waiting for an agent action.
• The work item can be removed. This is used in the join scenario.
• The work item is waiting for the postpone action.
• The work item is in draft status.
• The work item is in a sub-process.

A symbol with a solid black frame represents a completed status.

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 6.14 Checking routing graph

(2) Detailed step information

A table below the routing graph gives additional information (User Name,
Received, Sent and Status) according to the selected step.

To zoom the graph:

New: You can scale a process graph.
1. Click Zoom In to see a more detailed view of the process graph.
2. Click Zoom Out to see the process at large.
3. Click 100% to return to the initial zoom factor.

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Chapter 7
Working with reports
Users with proper access rights may view reports.
Reports Regular reports evaluate the results of a work item list. Depending on the
configuration of the report, certain columns of the work item list are presented in a
chart.
BAM reports Business Activity Monitoring (short BAM) reports are used to monitor processes.
The data of these reports is provided by special functionality implemented in each
report.

To view a report:
1. From the sidebar, select the Reports drawer .
2. Click the name of the report you are interested in.
The report opens in the content area.
Note: Some reports can be controlled with additional input similar to a
query form, for example the number of days that should be included in the
report's scope. Enter the desired or required data and click Submit.
You can customize the hit list like a hit list resulting from a query or the work
item list. For further information, see:
• “Defining the length of a hit list page” on page 42.
• “Sorting the hit list” on page 42
• “Browsing the hit list” on page 43
Note: The chart always reflects the hits of the current page. Sorting the hit
list or reducing the number of hits of a page changes the chart.

To export a report:
New: Now, you can export a report to an XML file and analyze it in Microsoft
Excel.
The exported report contains all columns of the report list plus additional
information such as the creator's name, the date of creation and the footer of the
report if available.
1. Create the report you want to export.

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Chapter 7 Working with reports

Tip: If necessary, adjust the number of items displayed since only the items
of the currently selected page will be exported.
2. Click Export - MS Excel (current page).
3. In the following dialog, either click Open to open the exported report in MS
Excel or click Save to save it to disk.
Tips:
• If you choose to open the report in Microsoft Excel directly, the report
file is stored with a generic name in a temporary directory, for example
Report[1].xml. This file is overwritten the next time you export a
report of the same type. To keep the data, save the worksheet with a
different name or to a different location.
• Due to limitations in Microsoft Excel, you cannot export and open the
same report twice. Close the first worksheet and then export the report
again.

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 Figure 7-1: Example for a TCP report with hit list

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Chapter 7 Working with reports

Figure 7-2: Example for a BAM report

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Chapter 8
Reference
This chapter provides an overview of the icons of TCP Web Client and explains the
meaning of the several icons or their corresponding function.

Main menu and general functions

Icon Name Description

Home Home Return to the start page with no query or item selected.
The navigation path is reset.
New New Menu that provides entries to create a new document or
to start a new process.
Settings Settings To change your personal settings like password and lan-
guage and to inspect user information.
Log out Log out To log out of TCP Web Client.
Online help Opens the context-sensitive online help.

System mes- Indicates an info corresponding to the current action.

sage “Info”
System mes- Shows the expected result of the current step. Must be
sage “Confir- confirmed or canceled to resume.
mation”
System mes- Shows a tip corresponding to the current action to alle-
sage “Tip” viate your work.
System mes- Indicates a warning corresponding to the current action
sage “Warn- that must be considered!
ing”
System mes- Indicates an error corresponding to the current action.
sage “Error”

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Chapter 8 Reference

Sidebar with drawers

Icon Name Description

Personal Opens the Personal drawer, that contains folders for
drawer certain activities, which may be:
• Inbox
• Sent
• Started
• Draft
• Postponed

Note: Since all drawers can be customized, the list

may differ from your actual TCP Web Client.

Queries Opens the Queries drawer that contains query forms

drawer that are available to search for documents. For detailed
information, refer to “Finding documents” on page 35.
Work Queues Opens the Work Queues drawer that contains work
drawer item inboxes configured for particular processes or even
only steps in these processes. A team of users has access
to work queues and can process these work items.
Reports Opens the Reports drawer that contains reports to moni-
drawer tor process performances and other statistics.
Reduce sidebar Reduces the sidebar with the navigation area to a small
toolbar.

Restore sidebar Restores the sidebar to its last status.

Navigation path
In front of the navigation path an icon indicates what kind of data the content area
shows.

Icon Name Description

Work item list Indicates that a work item list is displayed.

Query Indicates that a query form is displayed.

Hit list Indicates that a hit list, as a result of a query, is dis-

played.

Settings Indicates that your personal settings are displayed for

changing or inspecting.

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 Icon Name Description
Creating a Indicates that you are adding a new document.
document

Inspecting a Indicates that you are inspecting a document.

document

Editing Indicates that you are editing a document or a work

item.

Multiple edit- Indicates that you are editing multiple documents at

ing once.

Starting a new Indicated that you are starting a new process.

process

Icons of the navigation area in the sidebar

Icon Name Description

Inbox and Indicates work queues and inbox folders. Documents
work queue that are directed to you by a process are either stored in
one of the Work Queue folders or in your personal In-
box folder.
Queries Indicates preconfigured queries.

Business View Indicates queries that have a Business View as a result.

Reports Indicates preconfigured reports.

Icons of the work item list

Icon Name Description

Inspect work Opens the properties page of a work item and provides
items appropriate actions.
New New work item. A work item is considered new for
about one hour.
High priority Work item with high priority.

Low priority Work item with low priority.

Locked Work item currently locked by yourself.

Work item currently locked by another user.

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Chapter 8 Reference

Icons of the query form

Icon Name Description

* Mandatory Indicates mandatory fields.
Case icon Indicates case sensitive fields.

Icons of the hit list

Icon Name Description

Inspect docu- Opens the properties page of a document and provides
ments appropriate actions.
Open content The icon indicates the type of the content file (e.g. MS
file Word or Adobe Acrobat). Click the icon to open the
document.
Navigate to Navigates to other documents related to a document in
the hit list.

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 Part 2
Accessing Open Text TCP through Open Text
Enterprise Connect
Part 2 Accessing Open Text TCP through Open Text Enterprise Connect

This part describes how to access Open Text TCP documents with Open Text
Enterprise Connect.

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Chapter 9
Getting started
New: Now, you can create and access Open Text TCP documents using
Microsoft Office and Windows Explorer thanks to the Open Text Enterprise
Connect plug-in.
The Explorer window is extended by an Enterprise Connect node in the folder tree
and an Enterprise Connect menu in the Explorer menu bar.
The Enterprise Connect plug-in provides features for working with Open Text TCP
documents within Microsoft Office applications. You can use Microsoft Outlook, or
Microsoft Office to upload documents to a TCP application.

9.1 Prerequisites
Enterprise The Enterprise Connect framework and the Enterprise Connect plug-in for Open
Connect plug-in Text TCP must be installed on your computer. For details, see Open Text
and framework
Transactional Content Processing - Installation Guide (TCP-IGD).
Network access You need access to the server that hosts the TCP application. Usually, the server is
part of your company's network. In this case you do not need any further
preparation. If the server is set up to be reached via internet, you also need internet
access.

9.2 Starting Enterprise Connect

Before you can work with Enterprise Connect, you must first log on to a Open Text
TCP system. If Single Sign-On (SSO) is enabled, you do not have to log on explicitly.
Contact your administrator to find out whether SSO is activated or not.

To start Enterprise Connect:

1. Go to Start - Programs - Enterprise Connect - Enterprise Connect, or use the
shortcut on your desktop marked by the icon.
If SSO is not activated and you connect the first time to an Open Text TCP
system using Enterprise Connect, the TCP - Options dialog appears. Enter the
user name and the password for the Open Text TCP system you want to connect
to.
The Windows Explorer opens with the Enterprise Connect node in the folder
tree.

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Chapter 9 Getting started

2. Click the + symbol of the Enterprise Connect node in the folder tree and then
the + symbol of the Open Text TCP node.
The Open Text TCP node expands and the list of queries appears. The search
criteria are fixed. The query list may show only a part of the queries you can see
in Open Text TCP Web Client. For details, ask your administrator.

Notes:
• As a security precaution, your administrator may have defined a certain
number of failed log on attempts after which access is denied completely,
even if you eventually enter a correct password. Contact your administrator
for help.
• Your password could have an expiry date. If SSO is activated, there is
nothing to do. If SSO is not activated and the password expires, you must
log on to Open Text TCP Web Client to change your password. When you
log on to Enterprise Connect the next time, the TCP - Options dialog
appears. Enter the new user name and password. See also “Logging on as a
different user” on page 95.
• The Enterprise Connect search does not apply to Open Text TCP. The
Search Enterprise Connect does not return any results from Open Text
TCP.

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Chapter 10
Basic settings

10.1 Logging on as a different user

If you want to connect to Enterprise Connect as a different user, you must first clear
the cached user name and password before you can enter a new user name and
password. Afterwards you must log off from your Windows session to clear the
cache completely.

To clear the cached user name and password and log on again
1. In the Windows Explorer, go to Enterprise Connect - Options - Advanced.
2. Click Clear Credentials.
3. Log off from your Windows session.
4. Log on to Windows again.
5. Wait until the cookie for Enterprise Connect expires. The default expiration time
is 10 minutes. Ask your administrator for the expiration time in your system.
6. Start Enterprise Connect and enter the user name and password of the other
user in the TCP - Options dialog.

10.2 Entering a new password

This is only relevant if SSO is not activated. If you have changed your password in
Open Text TCP Web Client and log on to Enterprise Connect the next time, the TCP
- Options dialog appears. Enter the new user name and password. If this dialog
does not appear, you must first clear the cached user name and password before
you can enter a new user name and password. Afterwards you must log off from
your Windows session to clear the cache completely. For details see “Logging on as
a different user” on page 95.

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Chapter 11
Uploading files to Open Text TCP
By way of example, this chapter describes the upload of a Microsoft Word
document and a Microsoft Outlook email. The upload of a document in Microsoft
Excel or Microsoft PowerPoint document is similar to the upload of a Microsoft
Word document. Beyond that, this chapter covers the file upload from Windows
Explorer to Open Text TCP.

11.1 Uploading a Microsoft Word document

To upload a document from Microsoft Word
1. Open, create or edit a document in Microsoft Word.
2. In Microsoft Word, go to File - Enterprise Connect - Save As. The Enterprise
Connect Save dialog opens. This dialog displays a navigation structure as in
Windows Explorer.
3. In the tree, select the type of TCP document you want to create (for example
Order). In the right pane, the form for the selected type appears.
4. Enter the required information in the form. Mandatory fields are marked with a
yellow asterisk symbol.
Notes:
• TCP supports only the Save As option New Document.
• Your input is checked for consistency after you click OK. If there are
errors in your input (for example empty mandatory fields), the
following error message appears and the upload is cancelled.
The form was filled out incorrectly. Make sure to complete all
mandatory fields.
You have to start the upload again which means that you must enter all
information again (unfortunately, you cannot save the data entered
before).

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Chapter 11 Uploading files to Open Text TCP

5. Click Save. The Word document is saved along with the given properties in
Open Text TCP.

Note: If you open a document that is already stored in Open Text TCP, you can
save modifications of this document only as new document to Open Text TCP.
The options New version and Update content are not supported. If you want
to modify an existing document, use Open Text TCP Web Client.

11.2 Uploading an email from Microsoft Outlook

To upload an email from Microsoft Outlook to TCP by “Drag & Drop”
1. In the Outlook Navigation Pane, click the Enterprise Connect node and expand
the Open Text TCP node to display the queries (document types).
2. Select the email you want to upload to TCP. Drag it to the desired TCP
document type (for example Order) and drop it there. The Add dialog opens.
This dialog displays the form for the selected type.
3. Enter the required information in the form. Mandatory fields are marked with a
yellow asterisk symbol.
Note: Your input is checked for consistency after you click OK. If there are
errors in your input (for example empty mandatory fields), the following
error message appears and the upload is cancelled.
The form was filled out incorrectly. Make sure to complete all
mandatory fields.

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 11.3 Uploading a file from Windows Explorer

You have to start the upload again which means that you must enter all
information again (unfortunately, you cannot save the data entered before).

4. Click OK. The email document is moved to Open Text TCP and saved there
along with the given properties.

Note: You can upload multiple emails at once using drag & drop. However,
the email documents uploaded together receive the same input from you for
the fields (properties).
Alternatively, you can upload an email using the context menu of the email:

To upload an email from Microsoft Outlook to TCP using the context menu
1. Right-click an email and select Copy/Move to Enterprise Connect. The Select
Destination dialog opens.
2. Expand the Open Text TCP node and select a folder.
3. Select Copy or Move.
4. The Add dialog opens. Proceed as described in the procedure for drag & drop
before.

11.3 Uploading a file from Windows Explorer

To upload a file from Windows Explorer to TCP by “Drag & Drop”
1. In Windows Explorer, select the file you want to upload to TCP.

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Chapter 11 Uploading files to Open Text TCP

2. Drag it to the desired TCP folder type (for example Order) below the Open Text
TCP node and drop it there. The Add dialog opens. This dialog displays the
form for the selected type.
3. Enter the required information in the form. Mandatory fields are marked with a
yellow asterisk symbol.
Note: Your input is checked for consistency after you click OK. If there are
errors in your input (for example empty mandatory fields), the following
error message appears and the upload is cancelled.
The form was filled out incorrectly. Make sure to complete all
mandatory fields.
You have to start the upload again which means that you must enter all
information again (unfortunately, you cannot save the data entered before).

4. Click OK. The file is copied to Open Text TCP and saved there along with the
given properties.

Note: You can upload multiple documents at once using “Drag & Drop”.
However, the documents uploaded together receive the same input from you
for the fields (properties).

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Chapter 12
Inspecting documents

12.1 Inspecting properties

To inspect properties of an Open Text TCP document
1. In Windows Explorer, click a query below the node Enterprise Connect - Open
Text TCP. The query result (hit list) appears. The number of displayed hits is
limited by the fetch limit. The administrator defines this fetch limit. If the fetch
limit has been exceeded, the following system message appears in the header of
the hit list:
The number of possible hits has been exceeded.
To view documents beyond the fetch limit, use the search functionality of Open
Text TCP Web Client.
2. Select a document in the hit list and click the Preview button. The preview pane
opens below the hit list and shows the properties of the selected document.

Note: If you click on a link in the properties of the selected document, the
linked document opens in the same pane. You can only navigate back pressing
the keys ALT + .

12.2 Opening documents from an Office application

To open Open Text TCP documents from a Microsoft Office application
1. In a Microsoft Office application (Word, Excel, PowerPoint), go to File -
Enterprise Connect - Open. The Enterprise Connect Open dialog opens.
2. In the navigation tree, select a folder out of which you want to open an Open
Text TCP document. A document list opens in the right pane.
3. Click a document in the right pane and click Open in the button bar at the
bottom.

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Chapter 13
Troubleshooting
Empty list of documents in hitlist pane of Windows Explorer or Microsoft Office
application
• Description - You do not see any Open Text TCP documents in the hitlist pane
when you click on a query in Windows Explorer or in a Microsoft Office
application.
• Solution - In the Enterprise Connect menu, click Refresh.
“Authentication mechanism not supported. Aborting” message appears
• Description - The message “Authentication mechanism not supported.
Aborting” appears in Windows Explorer. This may happen when the Open
Text TCP system configuration is updated. This message may have other
reasons.
• Solution - Close Windows Explorer and open it again.
“Unable to complete the operation” message appears
• Description - The message “Unable to complete the operation” appears in
Windows Explorer. This may happen when you are not a member of the
group configured to access Open Text TCP via Open Text Enterprise
Connect.
• Solution - Contact your administrator.
“The form was filled out incorrectly. Make sure to complete all mandatory fields”
message appears
• Description - The message “The form was filled out incorrectly. Make sure to
complete all mandatory fields” appears after you filled in the form for
uploading a document and clicked OK. This happens when you did not fill in
the form correctly (in particular all mandatory fields).
• Solution - Click OK and start the upload again which means that you must
enter all information again (unfortunately, you cannot save the data entered
before).

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 Part 3
Open Text PDMS Web Client
Part 3 Open Text PDMS Web Client

This part describes how to use the TCP application with PDMS Web Client.

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Chapter 14
General terms and definitions
To explain the use of PDMS Web Client, as well as its provided functionality, a
sample scenario is used throughout this manual. This scenario will also illustrate
some general terms and definitions.

Sample scenario
Consider an office where several projects are being carried out for various
customers, and each project is assigned to only one customer. During the process of
completing a project, several types of documents are created, such as accounts,
proposals, order confirmations, or faxes. The proposals and accounts can be edited
by various employees at the same time or successively. Thus the documents are
stored in several versions, which mean they are versionable. To create a customer
folder, you define a query for documents of different types, and for this query you
can display the hit list.

Figure 14-1: A sample scenario

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Chapter 14 General terms and definitions

14.1 Documents, records, items, properties

You can store different types of data in the archive. This may be:
• Simple records, for example a customer card.
• Records with one or more documents attached, for example a project with a
project plan and a technical specification.
• Simple documents, for example an incoming fax.
Regardless of the type of data, a record is always stored. For simple documents, the
corresponding record contains additional data, that is the properties (see “Documents
and properties” on page 108).
For records, it makes a difference whether documents may or may not be attached
to them. The term documents refer to records that may principally have a document
attached, even if they currently do not. The term data records refer to simple records
that may not have a document attached.
The term items is a collective term for documents and data records.
This key property is specified directly when the data is stored by assigning an
appropriate item type.

Documents and properties

Documents are In the archive, all documents are stored together with their properties. Generally,
stored with the properties give additional information or keywords, which help to identify a
properties
document within the archive. For example, the following properties could be used
to describe a document: Format, language, creation date, name of the project to
which the document was assigned, customer name or customer number.
Often properties are not unique to a specific document but rather apply to more
than one document. Examples are properties like the name of a customer, the
customer's address or the project for which the document was created.
When you search for a specific document in the archive, you often do not know the
values of all the properties or have the unique document ID in order to identify the
document immediately. However, you usually do have some information, for
instance, the name of the customer the document belongs to or the name of the
project. In this case, you could search for all items that belong to that customer or
that project.
Which properties are stored for a certain document depends on the corresponding
item type.

Item type
The item type (either a document type or a data record type) is assigned when new
items are created. The item type determines, among other things, which properties
will describe the document, whether a document can be attached to the record (see
“Documents, records, items, properties” on page 108), as well as whether a

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 14.2 Query forms

document is versionable. The functionality available for a certain item in PDMS Web
Client may also depend on the item type.

Renditions (document formats)

Document formats converted from an original document are called renditions. For
instance, text files can be converted into PDF or TIFF, in order to save the contents in
a permanent, non-editable format.

14.2 Query forms

Queries based on the defined item types are supplied. You can use these queries to
find items with certain properties. For example, using the Customer query, you can
find all items for customers with the property Name= Müller.
Queries can also be based on the properties of several item types, enabling you to
find items of different types.

Hierarchical search
If different item types depend on each other, they contain some of the same
properties. For example, both customers and proposals contain the property
customer name. In this case, the result of a query may offer the opportunity to
restrict the hit list further by a common property. Then you will find a link to
another query in the hit list of the first query, as an additional property (an
additional column in the table).
A hierarchical search occurs when you follow a link from one query to another. This
reflects the fact that you have found the results through several consecutive queries,
first by defining the properties in the first query, then by navigating to a linked
query. Each search limits the amount of data that meet your search criteria. This is a
very intuitive way to find a certain item.

Example 14-1: Hierarchical search

Assume that a security problem has occurred concerning a certain Glass door
(Classic Model) that is often built into conservatories. Thus you are looking for all
customers for whom you have created a proposal for a Conservatory that includes
this glass door as an account position.
To do so, you perform a search using the Account position query first to look for
the item Glass door (Classic Model).
Now you need to find out which proposals for conservatories contain these glass
doors. You could search for the dependent proposal data using the Proposals
query. However, you would find all existing proposals. Instead, it is better to stay in
the Account position hit list and click Navigate to items of type in the Proposals
column, since this will return only those proposals that are linked to the account
position Glass door (Classic Model).

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Chapter 14 General terms and definitions

From the resulting hit list, you can obtain the information for the customers linked
to those proposals.

14.3 The versioning concept of TCP

The DMS (Document Management System) functionality allows you to create and
save various document versions, so that on the one hand several users can work on
the same document without causing conflicts (check-in/check-out functionality),
and on the other hand, the change history of a document can be stored permanently.
Versioning is only supported for documents, not for simple data records (see
“Documents, records, items, properties” on page 108).
Types of content Versionable documents may have different types of content:
• Version-independent properties
• Versionable properties
• Versionable content (document)
Version- Version-independent properties are valid independently of the individual versions
independent and can also be edited after versioning, directly in the document version. For
properties
example, this could be a comment or a list of keywords for a search function.
However, changes to version-independent properties only affect the current version,
not older ones. You do not have to check out a document version in order to edit
such properties.
Version- Version-dependent information on the other hand is subject to the locking mechanism.
dependent Versionable properties and document contents are thus always only edited in the
properties
working copy.
Working copies You always edit the contents of a document using a working copy. It is created
automatically when the document is entered in the system, or when an existing
document version is checked in or out. A working copy can only be created from the
most recently stored document version, and may go through any number of
processing steps by different users.
Checking out To edit a document version for which no working copy exists, the document must
be checked out. A working copy is created in the process. To store changes to a
working copy, you must check it back in.
Locking By locking a document, the working copy is temporarily set to read-only mode for
other users. Locked documents stay locked until the same user unlocks it by
checking it in or explicitly unlocking it. If a document is locked, other users can edit
neither version-dependent properties nor the content.
When you check in a working copy, it is automatically locked for you if this was not
already the case. If the working copy is already locked by another user, it is only
editable after it has been unlocked by the other user (usually by checking it in).

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 14.4 User-defined folders and shortcuts

Personal All working copies that are locked for you are stored in your workplace under
working copies Working copies. Your personal working copies are write-protected for all other users.
File upload and When a working copy is created, the document is not automatically stored locally on
download your computer (download); you must do that yourself. After editing the document,
you must upload it back to the server, so that the changes are stored. This is done
when you check in the working copy.
Unlocking The working copy is unlocked either automatically during check-in or manually from
the Properties page.
Saving When you check in a document, you can either create a new document version or
document simply store the working copy back to the server. Any user can create a new version
statuses
of a document as long as it is not locked by another user.
Versionable In hit lists, as a rule, only the most currently stored version of a document is
documents in hit displayed. Only if a new document has been created and not yet stored as a version
lists
is the initial working copy displayed. For existing working copies, you can also see
which users have locked them as personal working copies.
Version history Thus a Version history develops for the documents, with which you can trace their
development.

14.4 User-defined folders and shortcuts

You can sort items that are stored in a TCP Context Server into folders. This
represents a further user-defined option to quickly access the required items.
Depending on the configuration, several users may have access to the same folders,
however each user only ever has access to the data for which he or she has
permission. In this case, not the physical items, but rather shortcuts to them are
stored, possibly even in several folders.
The folder structure is displayed as a tree in the navigation area of the user interface
and can be opened and closed as required. The content of the currently open folder
is displayed as a hit list in the working area. Starting from a root folder, any number
of subfolders can be created. The folders may contain any number of shortcuts to
items. Shortcuts to items can be inserted in any number of folders. Thus you can
access the same data in different ways, navigating through different folders, even
though the physical data itself is only stored once.

14.5 Dynamic DocuLink folders

In addition to the user-defined folders with shortcuts to items, PDMS Web Client
also offers DocuLink folders you may be familiar with from the SAP integration.
Unlike the user-defined folders, the DocuLink folder structure - also called the
hierarchy tree - consists of preconfigured dynamic and static folders. Dynamic
means that the folder displays only those items whose properties match certain
selection criteria. Thus, various access methods are available for the same items.
The items in dynamic folders may originate from various sources, for example
several SAP applications and a TCP or a Livelink ECM – Enterprise Server database.

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Chapter 14 General terms and definitions

Therefore, you can create a customer folder, for example, that contains a customer
number and address information, as well as a subfolder for invoices, another for
proposals and another for correspondence.
DocuLink folders are displayed after executing a DocuLink query for the required
selection criteria. Such queries are indicated by a special icon ( ) in the query area.

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Chapter 15
Getting started

15.1 Accessing PDMS Web Client

15.1.1 Logging on
Before you can work with PDMS Web Client, you must first log on.

To log on to PDMS Web Client:

1. Select a project.
2. Enter a valid user ID and your password.
Tip: Log on information is case-sensitive.
3. In the Domain selection box, choose the domain in which you are administered.
4. Click Login or click the Enter icon.
5. If you belong to more than one user group, a page is displayed after you log on,
where you must select the user group you want to work with.
Choose the user group in the selection box, and click Login or click Enter.

Notes:
• As a security precaution, your administrator may have defined a certain
number of failed log on attempts after which access is denied completely
(even with a correct password). If you are sure you have entered the correct
password and still cannot log on to PDMS Web Client, contact your
administrator for help.
• Your password could have an expiry date. In this case, you will be
prompted to change your password the first time you log on after this date.

15.1.2 User groups

Each user belongs to at least one user group. The user group defines which
permissions are granted to the user, which defines the functions that are available
when working with PDMS Web Client.

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Chapter 15 Getting started

If you belong to more than one user group, a page is displayed after you log on,
where you must select the user group you want to work with.
Choose the user group in the selection box, and click Login or click Enter.

15.1.3 Exiting the application

When you have finished working, you should exit the application.
To do this, click Logout in the general functions area.
Click OK to confirm that you really want to end the session.

15.2 The PDMS UI

The PDMS Web Client graphical user interface (short PDMS UI) is a highly flexible
HTML application, which can be integrated into your company's portal seamlessly.
Because of this high degree of adaptability and the dependence of the solution on
your corporate configuration, some of the functions described in this manual may
not be available or may be restricted in their functionality, or the appearance of
certain elements (for example the colors or the arrangement of the icons) may be
different from the default application that is presented here. For more information,
contact your administrator.

Important
• Important: Do not use Web browser functions Forward and Back
Using the Forward and Back functions of your Web browser may cause
application errors. Your application might already be configured by your
administrator so that these functions are not available.
• Important: Using popup blockers in the Web browser
If you have configured your Web browser not to display popups, PDMS
Web Client cannot work correctly. Change this setting so that the popups
for TCP can be displayed. You can do this by allowing pop ups for the
URL of the application.

Using JavaScript
This application requires JavaScript for some of the functionality. If you have
disabled the use of JavaScripts in your Web browser, some functions may not work,
or not work properly. The following are some of the restrictions that may apply if
JavaScript is disabled:
• The calendar input help is not available.
• In the indexing and batch editing views, the corresponding document is not
displayed.

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 15.2 The PDMS UI

• Additional windows (for example for help or print dialogs) are not automatically
closed when you log out of the application.
• Functions in function selection lists are not automatically executed; you must
click on another button first.
• Searching for recipients when sending tasks is not performed as a background
task.
• Input validation is not performed directly when you leave a field in an input
screen. Instead, it is performed when you try to save entries in an input screen or
submit a query form.
If such (or similar) restrictions arise while you work with PDMS Web Client, contact
your administrator.

The areas of the user interface

The PDMS Web Client user interface comprises several distinguishable areas, as
shown in Figure 15-1.

Figure 15-1: The areas of the user interface

Navigation area
The navigation area offers you various ways to access the required items. This
may be via a search, by browsing in a folder structure or by using the user-
specific workplace.

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The navigation area contains several configurable sub areas, each offering a
different way of accessing data.
You can expand and collapse the individual sub areas to improve the display by
clicking on the title bar of the respective area.
In addition to expanding and collapsing, you can also maximize or minimize
each sub area so that only the currently relevant information can be displayed in
appropriate detail.

When you click Maximize ( ), the respective area is displayed as large as

possible (that is with a configurable width), while all other areas are collapsed
down to the title bar. When you click Restore size ( ), all areas are restored to
their previous size.
Folder area (tree structure)
The folder area displays the current folder structure as created by the
authorized users (see “User-defined folders and shortcuts” on page 213).
Furthermore, you can find special functions for working with folders here.
The user-defined folder area is only available alternatively to the DocuLink
folder area.
DocuLink folder area
The DocuLink folder area displays the current DocuLink folder structure as a
tree, according to the selection criteria specified in a query.
The DocuLink folder area is only available alternatively to the user-defined
folder area.
Workplace area
The workplace area contains predefined lists for certain activities, which may
be:
• Tasks: Tasks assigned to you for processing
• Sent tasks: Tasks you sent to other users
• (Personal) Working copies: List of your personal working copies that
were created when you checked out a document version (or the initial
working copies) and that you have locked for other users
• Indexing: List of the documents awaiting indexing
Query forms area
The query forms area contains the query forms available to search for items.
For detailed information, refer to “Searching for items” on page 129.
Queries that have a DocuLink folder as a result are indicated by a special icon
( ).

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 15.3 General functions

Favorites area
The Favorites area contains stored favorites (filled query forms) and the
corresponding functions. For detailed information, refer to “Favorites” on
page 134.
General functions area
From the general functions, you can modify options, views or user data, access
help, or return to the start page or log out. For detailed information, refer to
“General functions” on page 117.
Working area
The working area is subdivided into various segments that are visually
separated. The order in which these segments are displayed (if they are
displayed at all) depends on the context or possibly the configuration.
• Path bar
If there is a path specification, it is always located at the very top. The path
acts as a useful aid to orientation; you can also use it to navigate backward.
• Information area
Any system messages that may occur, for example providing information on
created working copies or error messages are displayed in the top part of the
screen. System messages are indicated by a blue icon, error messages by a red
icon.
• Input fields
The various input fields allow you to enter search criteria, save notes relating
to items, make user-specific settings etc.
• Display area
All found data is displayed in the display area. This includes hit lists for a
search or properties.
• Function bar
The icons of the available functions are arranged in the function bar.
Information about each icon is presented in the associated step-by-step
instructions or descriptions. For a general overview, refer to “Functions” on
page 223.

15.3 General functions

The following general functions are available throughout PDMS Web Client.

Icon Name Description

- (selection list) Opens the dialog to create a new item (see “Creating a
document (file upload)” on page 150).

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Icon Name Description

Upload Opens the area to store a new document using “Drag &
Drop” (see “Creating new items” on page 149).
Home Returns to the initial starting page.

Options Opens the page in which you can set various options, for
example the data format (see “General options” on
page 120).
Views Opens the page in which you can design the individual
areas of the available pages to suit your needs, for ex-
ample the selection or arrangement of the properties in
the query form or Properties page, or whether individ-
ual columns are displayed or hidden in the hit list (see
“Defining user-specific views for pages” on page 123).
Favorites Opens the page in which you can delete favorites (see
“Favorites” on page 134).
Logout Exits the application. Depending on the configuration,
either a log-out page is displayed or you return to the
log on page (see “Exiting the application” on page 114).
Help Calls the online help, which opens in a separate browser
window.

You can obtain information about the current version of PDMS Web Client by
clicking on the Powered by logo.

Context- In addition to the online help, a context-sensitive help is available. Using the Help
sensitive help button directly in the individual dialogs, you obtain detailed descriptions of the
currently relevant options and fields.
Tooltips for PDMS Web Client also offers Tooltips for properties as additional user support. If
properties you keep your mouse placed over the name of a property, for example in a query or
a properties page, a short description is displayed (if configured).

15.3.1 Standard functions

The following standard functions are usually available in all dialogs.

Icon Name Description

Save Stores the entered data and closes the dialog.

Reset Resets the field contents to their initial values without

closing the dialog.
Cancel Closes the dialog without executing the function.

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 15.3 General functions

Icon Name Description

Help Displays context-sensitive help for the current options
and fields.

15.3.2 The selection wizard

For fields with extensive proposal lists in queries and property screens, a selection
wizard is available. Using this wizard you can easily restrict the number of possible
input values for the field to those values relevant for you. Obviously, you can
always change this selection again.
The selection wizard is always available when not all existing values for an input
field can be provided for the proposal list at once. The amount of values (n) is
defined by the administrator depending on the item type (Fetch Limit). In this case,
only the first n values are displayed. To display any other than these n values, use
the selection wizard.

To restrict the proposal list using the wizard:

1. Click on Restrict entries next to the corresponding input field to start the
wizard.
2. Enter criteria to define a preselection, for example a language so that only
values maintained in the current log on language are returned.
For details on entering search criteria, see “Property search” on page 130.
Reverting criteria
To delete the criteria you have already entered, click Clear in the function
bar.
Note: Once you start the wizard, you cannot start another wizard
recursively for another property. In this case, if the number of existing
values is higher than the number of values to display, only the first n
existing property values are available for preselection.
3. Click Search in the function bar to start searching for matching values. A hit list
with the values that match the criteria you entered is displayed.
4. In the hit list, select the check box for each value that you want to have in the
proposal list for the field. For details on selecting entries in hit lists, see
Section 16.3.2 on page 139.
5. Click Finish wizard in the function bar to accept the selected values for the
proposal list for the field.

The proposal list now only contains the values that you selected.
Note: The restriction for the proposal list is only valid for the current session.
The next time you log on to the system, the initial selection is displayed again.

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Resetting the selection

If you want to reset the proposal list to the initial selection of n values, click Reset
next to the corresponding input field.

15.3.3 The calendar tool

A standard calendar tool is available for entering dates.
Click on the calendar icon next to the input field and select a date in the displayed
calendar. For date/time fields, the current time and time zone are also inserted. You
can edit the automatically inserted date/time entry manually.

15.4 User-specific settings

Besides the general settings for the display and regional settings, such as the date
format and the language, you also find the user-specific settings, as well as the
password settings, under Options.
Click on Options in the general functions area to specify settings in the following
tabs:
• General: for queries and hit lists
• Regional: for the user interface language, date and time entries
• Display: for document display, indexing, and batch editing
• User: for user data
• Password: for password settings
The following general functions are available for these settings:

Icon Name Description

Save Stores the entered data and closes the dialog.

Apply Stores the entered data without closing the dialog.

Use default Reverts to the default settings defined by the administra-

values tor.
Cancel Cancels any unapplied changes (that is resets to the pre-
viously applied settings) and closes the dialog.

15.4.1 General options

In the General tab, you can change general settings for the queries and hit lists. Any
changes you make here apply to the entire program.

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 15.4 User-specific settings

Max. number of hits per page

Define the maximum number of hits in a hit list to be displayed per page. The
maximum value is 1000.
Note: The maximum number of hits to be displayed for one search may be
limited by the administrator.
Show query form with hit list
Displays the query after a search has been performed. The default setting is for
the query form to be hidden so that the hit list is always visible in the working
area.
Note: If a large number of search criteria are available, modifying this
default setting may mean that the query results are displayed outside the
visible area. In this case, you will have to scroll down to view the hit list.
Display tasks that will be resubmitted
Displays tasks that are meant to be resubmitted at a later time and thus currently
are not displayed in the Tasks list.
Print hit list
Specify whether the entire hit list is to be printed or only the current page, that is
the number of hits defined per page. By default, only the current page is printed.
New indicator duration
Choose how long a newly created item is to be indicated as “New” in the hit list
(see “Hit lists” on page 136).
Modified indicator duration
Choose how long a modified item is to be indicated as “Modified” in the hit list
(see “Hit lists” on page 136).

15.4.2 Regional settings

In the Regional tab, you can change regional settings, such as the date and time
formats.
Language
Change the language of the user interface and online help texts.
Time zone
Select your current time zone.
Date format
Select the format for displaying and entering dates (does not apply to input
fields for which the administrator preconfigured any other format).
Date time format
Select the format for displaying and entering dates and times (does not apply to
input fields for which the administrator preconfigured any other format).
Time format
Select the format for displaying and entering times (does not apply to input
fields for which the administrator preconfigured any other format).

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15.4.3 Display options

In the Display tab, you can change display settings.
Display documents with
Select the viewer to display the documents with. Currently, the following
viewers are available:
• Open Text Imaging Windows Viewer – extensive functionality, requires
client installation
• Open Text Imaging Java Viewer – restricted functionality, requires SUN
Java Virtual Machine
• Open Text Imaging Web Viewer – restricted functionality, no prerequisites
Indexing frame size
Define how wide the left area in the special indexing view is to be. By default,
the stored value is preset in the input field. The currently set width is indicated in
parenthesis in the label. To use this value for future sessions with PDMS Web
Client as well, enter the value in the input field and store your setting.

15.4.4 User data

In the User tab, you find user information, for example the data you used to log on
to PDMS Web Client, or personal presettings.
For the rendering functions, you can define default values for various parameters
and options, which are then preset in the rendering dialog, for example the printer
to use or the render profile.
The following fields are available in the User tab:

User login For information only. The account you used

to log on to PDMS Web Client.
User name For information only. The name assigned to
the account (which is used for e-mail infor-
mation, for example).
User group For information only. The group you se-
lected to log on to PDMS Web Client.
Domain For information only. The domain you se-
lected to log on to PDMS Web Client.
Organization For information only. The organization you
are assigned to.

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 15.5 Defining user-specific views for pages

Session timeout If the time displayed here is exceeded with-

out you performing any action in PDMS
Web Client, the program automatically
switches to the log on page the next time
you attempt to perform an operation and
you have to log on again. This helps pre-
vent unauthorized data access.
E-mail address Your system e-mail address.
Target format Presetting for the target format to be used
when you render documents.
Printer Presetting for the printer to output docu-
ments.
Export path Presetting for the destination of exported
documents.

15.4.5 Password definition

Users who work with an internal user administration can change their password for
PDMS Web Client in the Password tab.
In case your password was assigned an expiry date, you are automatically asked to
change the first time you log on after the password expires.
Note: Log on information is case-sensitive.

To change your password:

1. Enter your current password in the Old password field.
2. Enter your new password in the New password field.
The password may not contain more than 64 characters. If you enter a longer
password, it is cropped to 64 characters and you are notified.
3. Enter your new password in the Confirm new password field.
4. Click Save.
If your new password does not comply with the security requirements in your
system, you are asked to choose a different password. For more information,
contact your administrator.

15.5 Defining user-specific views for pages

The settings you define in Views only apply to a certain area of the application, for
example the inbox, a workplace list, or a specific query (namely the currently
selected one), not to the complete application. Thus, for example, you can define
different settings for the hit list for the Customer query than for the hit list for the
Document query.

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Which view options are available depends on the context of the current area, that is
if a query form or hit list is currently displayed, you can define the options for
precisely that view. On the other hand, if a Properties page is displayed, only the
view options for that area are available. The available pages for which you can
define display options are provided as tabs.
You can define user-specific view options for the following pages if available:
• Query forms
• Hit lists
• Version history
• Properties dialog
• Edit properties dialog
• New item dialog
The hit lists also comprise the following special lists:
• Tasks
• Sent tasks
• Indexing
• Folders
For each hit list, you can define which of the available properties are to be displayed
or hidden. Furthermore, you can define a sort order for the hit lists.

Example 15-1: Displaying properties in different ways

If you generally use only customer ID or customer name to search for customers,
you can hide all the other available property fields for the Customer query form.
You can still view all the available data for these customers in the Properties page
by selecting all the properties available for display there.

15.5.1 Changing the properties display

You can define the properties display for each page using the Views dialog.

To modify the properties display:

1. Open the page for which you want to change the display options, such as the
Customer query, a personal folder, or the Indexing list.

2. Click Views in the general functions area.

The tab for the page is displayed in the Views dialog.

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 15.5 Defining user-specific views for pages

3. To display a property select it in the Available list, and then click Add . To hide
a property, select it in the Selected list, and then click Remove to movie it to the
Available list.
Note: Mandatory fields are indicated by an asterisk (*).
4. To sort the properties, select the property whose position you want to change,
and then do one of the following:
• Click Up or Down to move the property up or down one position.
• Click Last entry or First entry to move the entry to first or last position.
5. Click Apply to save the settings and keep the dialog open, or click Save to save
the settings and close the dialog.

Important: Saving changes before switching areas

Before switching to another tab in the Views dialog, be sure to save any
changes you might have made in the current tab, otherwise they will be
lost. Both Save and Apply store only the settings for the current page.

15.5.2 Changing the sort order for hit lists

You can define the properties display for hit lists using the Views dialog, where you
can also set the sort order for property columns permanently. For each column, you
can specify whether to sort the properties in descending or ascending order.

To set the sort order for a hit list:

1. Display the hit list for which you want to define the sort order, for example
Customer.

2. Click Views in the general functions area.

3. In the Sort hit list area in the Views dialog, select a property from the Sort by
and Then by lists, and select the Ascending or Descending option under each
list.

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4. Click Apply to save the settings and keep the dialog open, or click Save to save
the settings and close the dialog.

15.6 Dynamic DocuLink folders

In addition to the user-defined folders with shortcuts to items, PDMS Web Client
also offers DocuLink folders you may be familiar with from the SAP integration.
Unlike the user-defined folders, the DocuLink folder structure - also called the
hierarchy tree - consists of preconfigured dynamic and static folders. Dynamic
means that the folder displays only those items whose properties match certain
selection criteria. Thus, various access methods are available for the same items. The
items in dynamic folders may originate from various sources, for example several
SAP applications and a TCP or a Livelink ECM – Enterprise Server database.
DocuLink folders are displayed after executing a DocuLink query for the required
selection criteria. Such queries are indicated by a special icon ( ) in the query area.
The current DocuLink folder structure is displayed as a tree in the DocuLink folder
area. In this tree, you can navigate down, as in the user-defined folders. The hit list
for the currently selected folder is displayed in the workplace area. There you can
work with the items as described in “Hit lists” on page 136.
Notes:
• The DocuLink folder area is only available alternatively to the user-defined
folder area.
• Only one DocuLink hierarchy tree is displayed at one time. When you start
a new DocuLink query, the previous hierarchy tree is replaced.
• Since the DocuLink folder structure is pre-configured, as opposed to the
user-defined folders, you cannot change the structure manually, for
example by moving or renaming folders or shortcuts.

Example 15-2: Creating a customer folder using DocuLink folders

You can create a customer folder, which contains a customer number and address
information, as well as a subfolder for invoices, one for proposals and one for
correspondence. When you start the corresponding query, you enter the required
customer number, postal code or the sales employee. As a result, you obtain a
selection of customers as a hit list and a hierarchy tree. There you can display the
address information, invoices, proposals, or correspondence for those customers by
navigating to the corresponding folder in the tree.

Tip: A special DocuLink folder may be configured by the administrator that

displays the classification hierarchy. For each classification, the documents
assigned to it are displayed. For details on classification, see “Assigning
classifications to an item” on page 201.

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 15.6 Dynamic DocuLink folders

Overview of DocuLink folder functions

Icon Name Description

Expand folder Expands DocuLink folders in the tree structure

Collapse Collapses DocuLink folders in the tree structure

folder
Open folder Displays DocuLink folder contents as a hit list in
-
the display area
Refreshing the Updates the DocuLink folder structure display
-
folder display

15.6.1 Displaying the DocuLink folder structure

DocuLink folder structures are preconfigured and display the contents that match
the particular selection criteria dynamically. You enter the selection criteria in a
query (see “Query forms” on page 129).
To display a DocuLink folder structure, select a query that has been configured
accordingly from the query area and enter the required selection criteria. Execute
the query. The root folder is opened and displayed in the hierarchy tree in the
DocuLink folder area; the folder contents of the root folder are displayed as a hit list
in the display area.
Note: For dynamic (DocuLink) folders, for technical reasons, no message
appears if the maximum number of hits is exceeded. If you assume that further
documents are available but are not displayed, contact your administrator to
increase the maximum number of hits.

15.6.2 Opening and closing DocuLink folders

The DocuLink folder structure is displayed as a tree in the navigation area of the
user interface and can be opened and closed as required. The content of the
currently open folder is displayed as a hit list in the working area (see “The PDMS
UI” on page 114). You can define a user-specific view of the hit list for the folder
content (see “Defining user-specific views for pages” on page 123). The available
DocuLink folder functions are displayed in a selection list below the title bar of the
area. Currently, it is only possible to update the display.
Expanding and You can expand and collapse DocuLink folders to keep the tree structure clear and
collapsing only display the currently required folders. When expanding folders, only the
DocuLink folders
corresponding subfolders are displayed in the navigation area; the display in the
display area remains unchanged. To display the hit list for the folder, you must open
the corresponding folder.
To expand a folder, click “+” ( ). All associated subfolders are displayed in the tree
structure.
To collapse a folder and hide all associated subfolders, click “-” ( ).

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Opening To open a DocuLink folder, click on the folder name. The folder is automatically
DocuLink folders expanded, that is all associated subfolders are displayed in the tree structure, and at
the same time, all shortcuts to items they contain and for which you have read
permission are displayed as a hit list in the working area.
Notes:
• For dynamic (DocuLink) folders, for technical reasons, no message appears
if the maximum number of hits is exceeded. If you assume that further
documents are available but are not displayed, contact your administrator
to increase the maximum number of hits.
• For performance reasons, the display for hit lists is not always automati-
cally refreshed after a function is executed. However, you can manually re-
fresh the display by selecting Refresh tree from the selection list.

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Chapter 16
Searching for items
With the help of PDMS Web Client, you can search for items in large, global
archives.
You can retrieve items either by entering properties in a query form or by reusing a
query form defined as a favorite. In both cases, only those results whose properties
match the values given in the query form are displayed.
You can perform a fulltext search (if configured accordingly) and, in addition,
combine a fulltext and property search. A fulltext search can also be repeated
several times within the query results in order to progressively restrict the hit list.
Query forms and hit lists can be configured such that properties from various item
types are combined for a search and are then displayed. Thus, accounts and
proposals with the same customer number, for example, can be combined in one
query (customer folder).

16.1 Query forms

If you want to search for an item, there are usually several query forms available.
This offers you various possibilities to find the same item, depending on what
information is available to you. For example, one user might look for an item from a
specific customer, knowing only the customer's name, while another user will look
for an item belonging to a particular project. Nevertheless, both users might find the
same item as a result in their hit list.
The queries contain different property fields, depending on the configuration (see
“The PDMS UI” on page 114). In addition, a field for a fulltext search may be
available, thus allowing you to search for item contents. If both search modes -
property and fulltext search - are available, you can combine them.
If a query field is case-sensitive, this is indicated in the query by the icon.
Queries that have a DocuLink folder as a result are indicated by a special icon ( )
in the query area.
Tips:
• You can hide or display the query form as required by changing the setting
in the Options dialog in the general functions.

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To see the hit list despite a large amount of properties, scroll down or hide
the query form.
• You can store frequently used queries as favorites (see “Favorites” on
page 134).

Functions in the Query form

Icon Name Description

Search Starts the search using the values specified in the current
query form.
Clear Clears all specified values in the current query form.

Add to favor- Saves the current query form as a favorite.

ites

16.1.1 Property search

You can use the following entries in the property fields of query forms:
Single values
Single values let you restrict the hit list to those items with specific properties.
Value ranges
Value ranges let you restrict the hit list to items that fall within a particular
range, such as two dates.
Multiple selection
Use a multiple selection to perform a search within a specified selection of
values, for example customers from Munich, Berlin or Stuttgart. In this case,
all items whose property matches one of the specified values are hits.
You can select the values from the list, or use the selection wizard to display the
required values in the list (see “The selection wizard” on page 119).
Date/time values
Use date and time values entered in the correct format, as defined in the regional
settings. If you use the calendar tool to enter a date or time value, the value is
formatted automatically.
For manual entries in date/time fields, the time is automatically inserted as
12:00:00 AM if you do not enter a time value. For searches, however, the time is
only included in the selection criteria if you insert it manually.
Boolean values
Boolean values can be used to include properties with only two possible values
(yes/no) in your search.

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 16.1 Query forms

Null values
You can search for properties with a value that is not yet defined, for example a
Boolean field for a property that has not yet been entered. For Boolean fields, the
value =Null is available in addition to Yes and No.
Search patterns containing wildcards (*, ?)
Use an asterisk (*) as a substitute for one or more characters.
Use a question mark (?) as a substitute for one character.
For example, use G* to find all values that start with G, or M?ier to search for
Meier and Maier.

Notes:
• If you only enter “*” as a search pattern, items with an empty property
field will not be found. To include such items, do not enter any search
pattern for the respective property.
• Wildcards are not supported for date or number fields or for multiple
selection in an input list.
• If you want to search for the characters *, \ or ?, enter \*, \\ or \? in the
search fields.
• If you want to search for the character \ and use a wildcard in the same
search field, enter \\ for each \ you are searching for.
For example, if you are looking for all names that start with A and end
with \, you must enter the following search pattern: A*\\.
Selection in proposal lists
If proposal lists are available, you can select entries from them. If necessary, use
the selection wizard to display the required values in the list (see “The selection
wizard” on page 119).
If the Determine entries icon is displayed next to a list, the list is called a
dependent proposal list. Click on the icon to further restrict the entries displayed in
this proposal list.
You can define a multiple selection list for dependent proposal lists to search
within a specified selection of values. All items with a property that matches one
of the specified values are hits.
To reset the values to the original ones in the proposal list, click Reset.

Example 16-1: Determining entries in dependent proposal lists

Suppose there are two proposal lists, Country and Language. If, for example,
you now choose Great Britain as the country and then click Determine entries
( ) next to the dependent proposal list Language, the program filters the
languages that are relevant for Great Britain, that is English, Irish and
Welsh.

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No value
To find all items, leave the property fields empty.
Case-sensitivity In a query, a case-sensitive query field is indicated by the icon.
Maximum The maximum number of hits to be displayed for one search may be limited by the
number of hits administrator.
Mandatory fields In some cases, the query form contains mandatory fields, which must be completed
in order for the search to execute. These fields are usually highlighted.
Mandatory field Several query form fields may be combined in a group, in which at least one field
groups must have an entry. Such mandatory field groups are also highlighted.

Example 16-2: Searching for specific proposals

The following query lets you search for all proposals with the title Conservatory
for the customer Thomas.
1. Click on the required query, in this case Proposals.
2. Enter the required values in the query form, that is in this case, Record Title =
Conservatory and Customer = Thomas.

3. Click Search to start the search.

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 16.1 Query forms

The hit list for this example query contains only a single entry:

16.1.2 Fulltext search

A fulltext search is possible whenever you perform a search in the query form. You
can also further restrict the results of a property search by performing one or more
subsequent fulltext searches.
Notes:
• Whether a fulltext search field is available to you in the query form or the
hit list depends on your company-specific configuration.
The following are possible input values for a fulltext search:
• One word: the items that contain the specified word are returned
• Several words: the items that contain all the specified words (AND operator) are
returned
• Several words in quotation marks (“”), for example “Hirschsprung model”: the
items that contain the specified expression are returned.
• A combination of the above, for example log house “Hirschsprung model”: the
items that contain the specified words and expression are returned.

To perform a fulltext search:

1. Enter one or more parameters in the Fulltext query field in the query form or in
the corresponding area in the hit list.
Tip: In case the area for a fulltext search is not available in the hit list,
contact your administrator to activate the required configuration setting.

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2. Click Search .
Once the search has been completed, you see a further hit list in which you can
further restrict the results.

16.1.3 Combined property/fulltext search

You can combine property and fulltext searches, that is you can simultaneously
search for specific properties and for item contents in the query form.

To combine a property and fulltext search:

1. Enter the appropriate values in the associated property fields as described in
“Property search” on page 130.
2. Enter the search criteria in the Fulltext query field. Note the entry options
described in “Fulltext search” on page 133.
3. Click Search .
A hit list is displayed in which you can restrict the results further if necessary.

16.2 Favorites
Favorites are query forms that have been defined and saved for reuse later on. This
feature is similar to the Favorites function in your web browser and is useful if you
frequently need to work with the same items. As a rule, your favorites are available
to you every time you log on to the same domain and the same user group.
Notes:
• Favorites store only the query, not the corresponding hit list. When a
favorite is used, the query either is automatically started or must be started
manually.
• If the Favorites function is not available, the configuration of your
application may have been changed, or you do not have the appropriate
rights. For further information, contact your administrator.

Example 16-3: Saving favorites

In the sample scenario, you can save the query form for all proposals concerning
conservatories as a favorite named Proposals_conservatory.

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 16.2 Favorites

Functions for favorites

Icon Name Description

Delete favor- Opens the page in which you can delete favorites.
ites
Favorite Show query Transfers the values from the stored query form to the
name property fields but does not run the search.
Perform Starts the search using the values stored in the query
search form.

Tips:
• The Delete favorites ( ) function is located in the general functions area
(see “General functions” on page 117).
• It is not possible to edit favorites that have already been created. If you
want to edit a favorite search, you must store it under a different name.

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To define a favorite:
1. Enter the property values in the query form fields, or a search pattern in the
fulltext search field.
2. In the Favorite name field, enter a name for the favorite that complies with the
following:
• The name must be unique within the list of favorites.
• The name must not be longer than 30 characters.
The maximum permitted number of characters can be configured. For more
information, contact your administrator.
• Do not use special characters in favorite names, for example /, \, <, >.
3. Click Add to favorites in the Favorites area.
The query form is stored for the current user (in the current domain and user
group) and is displayed with the other favorites in alphabetical order.

To perform a search using favorites

You can perform a search quickly using your favorites, or you can transfer the
defined search properties to the query form first, for example in order to check or
edit them before running the search.
• To perform a search quickly, click Perform search in the Favorites area. The
favorite's stored values are used and the results are displayed in the hit list.
• To display a favorite's properties in a query form, click on the favorite's name.
The stored values are transferred to the query form's property fields, where you
can edit them if required. To start the search, click Search in the working area.

To delete favorites:
If you no longer need your favorites, you can delete them.
1. Click Delete favorites ( ) in the general functions area. A list of defined
favorites is displayed.
2. Select the check box of each favorite that you want to delete.
3. Click OK.
4. Click Close to return to the previous page.

16.3 Hit lists

When you have performed a search, the results are displayed in a hit list. This lists
the items in such a way that every property appears in a separate column.

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 16.3 Hit lists

Different item types in one hit list/query form

Query forms and hit lists can be configured such that properties from various item
types are combined for a search and are then displayed. Thus, accounts and
proposals with the same customer number, for example, can be combined in one
query (customer folder).
This configuration may result in hit lists for which the individual entries do not
have values for some of the properties (for example a proposal has no account sum
or account number).
Documents and document properties
A search returns a hit list with document properties, not the documents them-
selves. In some cases, an entry in the hit list may already represent a document.
However, some properties can lead you directly to the actual document.
Properties and Click Show properties and actions ( ) to open the corresponding Properties page.
functions Additionally, columns with links to other queries may also be displayed (for more
information, refer to “Changing to linked queries - hierarchical search” on
page 145).
Note: Details for working copies
For versionable documents, this icon displays the properties of the document
version. To display the properties of an existing working copy, click on the
status symbol of the working copy (Show properties and actions of working
copy) (see “Document status (versionable documents)” on page 138).
Executing Depending on the configuration, you may be able to work with the items directly
functions from the hit list, for example display or download an archived document, save it to
your hard disk, edit properties, or add notes. By default, only the display function
for documents is available. All other functions are only available when you switch
to the Properties view of an item.
Selection list in Other functions may be available in a selection list in the function bar (for example
the function bar copying shortcuts). These functions only apply to the selected entries (see “Selecting
entries in hit lists” on page 139).
Item status Whether an item is newly created or has been modified is indicated by a status
symbol in the hit list. You can define how long an item is considered “new” or
“modified” (see “General options” on page 120).

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Icon Status
New
Modified

Document status For versionable documents, the status icon of the working copy in the hit list (or
(versionable Version history) indicates whether a working copy is available and, if so, whether it
documents)
is locked and by whom. The working copy status icons also serve as a quick way to
edit the properties and contents of the working copies.

Icon Status
Personal working copy

Working copy locked by [other user]

The working copy is not locked.

Current Version (only in the Version history)

Old version (only in the Version history)

Number of hits Depending on how many hits were found and on your settings, the hit list can
contain several pages. The number of hits displayed and found is always indicated
in the function bar at the foot of the table.
Fulltext search You can restrict the search results in the hit list even further by using the fulltext
search. For further information, see “Fulltext search” on page 133.

16.3.1 Navigating in the hit list

The current search path is always displayed at the top of the working area. This
indicates which pages you selected to get the displayed results (see “Changing to
linked queries - hierarchical search” on page 145). The name of the current page is
always displayed in the title bar. If you performed a hierarchical search, you can
switch back to the hit lists of each level by clicking on the corresponding page name
in the current search path.

Example 16-4: The current search path

You can search for the customer of the conservatory proposal you are working on
by looking for your name under sales employees, then navigating to the proposals
under your name, selecting the related proposal for the conservatory, and then
switching to the assigned customer. The search path would be as follows: Sales
employee> Sales employee> Proposal.

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 16.3 Hit lists

Now you can switch from the properties page for the customer, which is currently
displayed, back to the Proposals hit list or the Sales employees hit list by clicking
on the corresponding page name in the current search path.

16.3.2 Selecting entries in hit lists

In order to select entries in hit lists, there are check boxes in front of each row.
Furthermore, a selection list with available functions (for example copying) is
displayed in the function bar below the hits. The functions are only applied to those
entries whose check boxes are selected. Multiple selection over several hit list pages
is also possible. You select an entry by selecting its check box.

Selecting all entries on a hit list page

You can select all entries on the current hit list page at once by selecting the check
box in the function bar.

Selecting and deselecting all entries in a hit list

You can use the Select all action to select all entries on all hit list pages at once. To
deselect all the selected entries at once, use the Deselect all action.

Multiple selection
A long hit list may consist of several pages.

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To select entries on several hit list pages:

1. Select the entries you want on a page.
2. Click Add to multiselection in the function bar.
3. Browse to the next page in the hit list and continue your selection.
For details on navigating within hit lists, see “Navigating in the hit list” on
page 138.

Note: After you Refresh a page, any multiple selection you may have made is
automatically deselected.

Inverting the multiple selection

Using the Invert selection action, you can invert the selection of entries, that is all
selected entries on all hit list pages are deselected, and the previously deselected
entries are now selected.

16.3.3 Functions and actions in hit lists

The following functions are available in the hit list by default. Furthermore, other
functions may be available, such as Delete or Download document, which by
default are also located in the Properties page (see “Displaying properties and
functions” on page 163).

Icon Name Description

, Sort descend- Sorts the column in descending order, or indicates that
ing this column is sorted in descending order.
, Sort ascending Sorts the column in ascending order, or indicates that
this column is sorted in ascending order.
Show proper- Opens the Properties page for the corresponding item.
ties and ac-
tions

, , Show proper- For versionable documents and working copies only: Opens
ties and ac- the Properties page for the corresponding working copy.
tions of work- The displayed icon also indicates the working copy's
ing copy status (see “Document status (versionable documents)”
on page 138).

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
First page Displays the first page of the hit list.

Previous page Displays the previous page of the hit list.

1-10 11- - Opens the hit list page that contains the specified hits (in
20... accordance with the settings in Options).
Next page Displays the next page of the hit list.

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 16.3 Hit lists

Icon Name Description

Last page Displays the last page of the hit list.

Back Returns to the previous view.

Print hit list Prints the current page or the entire hit list (depending
on the settings in Options).
Save hit list as Stores the current page or the entire hit list (depending
Excel file on the settings in Options) as an Excel file in the local
file system.
Add to mul- Adds the selected entries to the multiple selection (see
tiselection “Selecting entries in hit lists” on page 139).
Refresh Refresh of the current hit list.

Actions for selected entries

Depending on the configuration, some additional actions may be available in a
selection list in the function bar. These functions are only performed for the selected
entries (see “Selecting entries in hit lists” on page 139).
Some actions can be performed for one or more selected items, for example deleting,
sending as e-mail, printing or rendering. When you select an action for a multiple
selection, the items are first checked to determine the items on which the action can
be performed successfully. Afterwards, a success report indicates the items for
which the action was performed successfully.

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Action Description
Select all Selects all entries on all hit list pages at
once (see “Selecting entries in hit lists” on
page 139).
Deselect all Deselects all entries on all hit list pages at
once (see “Selecting entries in hit lists” on
page 139).
Invert selection Inverts the selection, that is all selected
entries on all hit list pages are deselected
and vice versa.
Copy Copies a link to a document in order to
add it to a folder (see step 4).
Print Prints the selected documents one after
the other (see “Printing documents” on
page 159).
Render & Mail Renders the selected documents to a sin-
gle document in a chosen format and then
sends this document (see “Rendering sev-
eral documents to a cumulative document
and sending it” on page 194)
Render & Export Renders the selected documents to a sin-
gle document in a chosen format and then
exports this document (see “Rendering
and exporting documents” on page 196).
Delete Deletes the selected items (see “Deleting
items” on page 160).
Send e-mail Attaches the selected documents to an e-
mail and then sends it (see “Sending sev-
eral documents as attachments to an e-
mail” on page 194).
Edit properties Allows you to edit the properties of sev-
eral documents of the same type in one
step (see “Editing properties for several
items at once” on page 166).
Start batch edit Allows you to edit several documents one
after the other (see “Editing items using
batch editing” on page 167).

16.3.4 Performing actions for hit list entries

1. Select the items you want to perform an action on as described in “Selecting
entries in hit lists” on page 139.
2. Select the required action from the selection list in the hit list function bar.

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 16.3 Hit lists

3. Before an action is performed, the items are checked to determine the items on
which the action can be performed successfully. Therefore, a list of the selected
items is displayed, showing the status and a message for each.

The following information may be displayed:

Status Message Meaning

OK Action can be performed success-
fully
Error message with cause Action cannot be performed for
this item.

Click on one of the following:

• OK to perform the action on the applicable items, or
• Cancel to cancel the action, for example to make a new selection
4. The action is performed. For some actions, not all options are available for a
multiple selection. For details, see the description for the individual action.
Maximum number of items
The actions can only be performed for a limited number of items at once.
The maximum number is defined separately for each action. If the
maximum number of items is exceeded, this is indicated when the action is
performed. In this case, all selected items are counted, not only those for
which the action would indeed be performed successfully.
5. After an action is performed, a result overview is displayed, which indicates the
items on which the action was performed successfully.

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The following information may be displayed:

Status Message Meaning

Performed action Action was performed success-
fully
Error message with cause Action could not be performed
for this item

Click on OK to close the page and return to the hit list.

Note: For technical reasons, no success message can be displayed after a
rendering or print action since these actions are performed in the
background by another application and, possibly, at a later time.

16.3.5 Sorting the hit list

Extensive sorting options are available to you in the hit list.
After you perform a search, the hit list is sorted according to the presettings defined
in the view options (see “Changing the sort order for hit lists” on page 125). These
default values may vary for the different queries.
In general, the following applies to sort operations:
• The sort operation always applies to the entire hit list, not only the currently
displayed page.
• Uppercase/lowercase notation is not considered.
• You cannot sort by columns that contain multiple links (m:n relationships). You
can recognize such columns by clicking .
You can change the sort order for your specific hit list to meet your requirements.
However, this sort order is only valid for the current display and is overwritten by
the presettings for the next hit list for the same query.

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 16.3 Hit lists

To sort the hit list:

Click in the table's title bar.

Sorts the hit list in ascending order on this column, that is from A to Z or
from 1 to 100.
Sorts the hit list on this column in descending alphabetical order. For exam-
ple, if you click on this icon in the Creation date column, the most recent
documents are displayed first.
Whenever you re-sort the hit list, the first page of the list is always displayed,
regardless of the hit list page that was open when you issued the command.
Note: If the number of located hits exceeds the defined limit, hits that should
be located right at the top of the list according to the defined sort order may
not be visible. The reason for this is that the limited number of hits are
retrieved into memory and that this hit list is then sorted.
The sort operation is not retained for further searches using the same query. When
another search is performed, the default values are applied again.
If the default sort order has been changed, you can recognize the column on which
sorting is performed by the color of the icon.

16.3.6 Changing to linked queries - hierarchical search

Some hit lists include additional properties with a link to another query. This link
can point to a hit list (multiple links, that is m:n relation) that contains only entries
whose property values match those of the result selected from the first hit list. On
the other hand, a link may also point to only a single entry in another query (single
link, n:1 relationship). In this case, the properties are displayed directly.
Navigating through linked queries in this manner is called a hierarchical search.

Multiple links
To navigate to a linked query, click Navigate to items of type in the corresponding
column of the hit list. The current search path is updated to show the next level.

Single links
If an entry in the table is identifiable as a link, that is the entry is underscored, then
this means that the link points to only a single entry in the other query. Clicking on

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this link displays the properties for this item directly rather than a hit list with a
single entry.
Note: Depending on the configuration, the link to a unique entry in another
query may also be represented by Display the referenced item ( ).

Example 16-5: Displaying properties of a hierarchical query

In the example scenario, a proposal is always assigned to only one customer. For
example, if a hit list is displayed for Proposals, each entry is linked to only one
customer and the customer names in the Customer columns contain the customer
names as links. If you click on a customer name, the properties for this customer are
displayed.

16.3.7 Printing the hit list

When you print a hit list, you can decide whether to print the entire list or just the
current page.
The print options apply to the entire application and are therefore defined centrally
under Options (see “General options” on page 120).

To print hit lists:

1. If necessary, check the print settings under Options, edit them as required and
return to the hit list.
2. Click Print hit list in the hit list's function bar.
A print preview is displayed in a separate browser window.

Tip: If a hit list has been configured to accommodate a very large number
of property columns, the hit list may not print completely via the browser.
In this case, store the hit list as Excel file and edit it before printing (see
“Storing hit lists as Excel files” on page 147).
3. To print the displayed print list, choose the required printer in the Print dialog
box and click OK.
Depending on the settings, either the entire hit list or only the displayed page is
printed.

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 16.3 Hit lists

16.3.8 Storing hit lists as Excel files

You can store hit lists as Excel files in order to process them further in external
applications. Again, you can either store the complete list or the current page only.
This is defined in the Options setting (see “General options” on page 120).
Click Save hit list as Excel file ( ) in the function bar below the hit list. The
standard file selection dialog is opened, where you can select the storage location in
your local file system.

16.3.9 Switching from the hit list to the Properties page

After a query, the results are displayed in a hit list. Some functions are available
directly from there as icons, or in the selection list in the function bar. To edit a
document, you have to switch to the Properties page for the document or working
copy.
To open the properties and functions for one of the entries in a hit list, click Show
properties and actions in the corresponding line.
To open the properties for one of the working copies in a hit list, click Show
properties and actions of working copy for the working copy in the corresponding
line.

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Chapter 17
Displaying, creating, deleting and printing items
The following sections describe the ways in which you can work with documents in
PDMS Web Client, depending on your particular permissions. You cannot only
display existing documents and save them locally, you can also create new items
and maintain the corresponding properties immediately or at a later time. Finally,
you can delete items from the archive.

17.1 Creating new items

In PDMS Web Client, you can retrieve, edit and create new items. You do not need
to define where the data will be stored; this information is specified by the
administrator. To perform these tasks, however, you must possess the appropriate
permissions. Depending on the item type, you can create records with or without
documents.
There are different ways to create new items:
• By creating a record with property values and storing a document directly in
PDMS Web Client.
• By automatic storage of a document by an external application and creating a
corresponding record with property values later in PDMS Web Client (Indexing).
• By using Drag & Drop from the Windows Explorer to store several documents
(even entire folders of documents) in one step in PDMS Web Client. Afterwards,
they can be indexed (File upload + indexing (see “Storing documents using Drag &
Drop and maintaining properties (File upload + indexing)” on page 157).

Example 17-1: Creating a document

In the sample scenario, you can create a record for a customer when a customer
inquiry arrives, and at the same time add the document that was sent to you.
Additionally, you add a shortcut to the document to the Customer inquiries
folder. Then you create a template for a proposal as a working copy. This template
will be edited by various employees later, before the final customer version can be
sent off.

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17.1.1 Creating a document (file upload)

In this case, you create a record first, maintain the property values for it, and then
store a document to the record if necessary.
You select the item type when the document is newly created. Depending on the
item type, a document may be attached to a record, and the document may be
versionable or non-versionable.
You can also assign a document to the newly created record after you create it if the
item type allows it.
Tip: If you want to add the item to a personal folder during creation (see
“User-defined folders and shortcuts” on page 213), select the folder in the
navigation area before creating the item.

To create an item:
1. Expand the selection list in the general functions area and select an item type.
Note: Versionable item types are indicated by an asterisk (*).

Depending on the selected item type, a preconfigured property screen, possibly

with default values for the new item, is displayed.
2. Creating several items one after the other
You can create several items of the same type one after the other. To do so,
activate the Enable fast entry of similar items option in the Create dialog. The
dialog is displayed again after an item is created. For the last item, deactivate
the option or click Cancel to close the dialog.
Creating several items in one step
To create several documents in one step and then index them, use the Drag
& Drop method (see “Storing documents using Drag & Drop and
maintaining properties (File upload + indexing)” on page 157).
3. Enter the properties. Mandatory fields are highlighted and must be filled in,
otherwise the records cannot be saved. If necessary, use the selection wizard to
display the required values in the list (see “The selection wizard” on page 119).
Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.

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 17.1 Creating new items

If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.
Tip: Depending on the configuration, there may be a Store value option for
individual fields. If you activate it, the current entry is preset whenever
you open the same page for the duration of the current session.
4. For versionable item types only: select a Save function:
Option Result
Personal working copy Creates an initial working copy, stores it
on the server and locks it for you for edit-
ing. The working copy is stored in your
Working copies list.
Status: Personal working copy ( )
Version Creates a document version on the
server. A working copy can be created
later by checking out the document.
Status: no icon available

Tip: The specified status is displayed in the hit list for versionable
documents.
5. Adding item shortcuts to a folder
Optionally: In the Link to folder area, select an option to add a shortcut to an
item in a folder and thus to create a new access path to the item (see “User-
defined folders and shortcuts” on page 213).
• Add shortcut to folder <folder name> if a folder has already been selected
• Copy to clipboard if no folder has been selected yet; in this case you can
paste the shortcut to the folder after it is created (see Section 22.1.6.1), as of
step 4.
The shortcuts remain in the clipboard until the session is closed or another
Cut or Copy function is performed.
6. File upload
Using Document Upload, you can assign a document to the record. Enter the
path and file name for the document you want to add from your (local) file
system.
Alternatively, you can click Browse to open a file selection dialog box and
navigate to the required file.
Notes:
• This field is only available if the selected item type was configured
accordingly.

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• Only one file can be assigned at a time. Multiple file selection is not
possible.
• You can also assign a document later if the item type allows. To do so,
enter the file name of the document in the Document Upload field on
the Edit properties page, which you can access via the Properties page
of the respective item.
7. Click Save to save the specified properties and, if necessary, archive the selected
documents.
If the save operation was completed successfully, a message and the Properties
page for the new item is displayed.
Tip: In the hit list, the item is indicated as new by the New ( ) icon. You
can define how long an item is considered “new” (see “General options”
on page 120).

17.1.2 Maintaining properties for a new document (indexing)

There is another way to store new items in PDMS Web Client. In this case,
documents are stored in advance via the external application Open Text Imaging
Enterprise Scan and copied to the Indexing list of a user. From this Indexing list, the
user can assign an item type with the required properties for the document at a later
time. Then the new document appears in the assigned query. This task is called
indexing.
Notes:
• Using the Upload function, several documents (even entire folders of
documents) can be stored in one step using Drag & Drop from the Windows
Explorer. Afterwards, they can be indexed (File upload + indexing). For
further information, see “Storing documents using Drag & Drop and
maintaining properties (File upload + indexing)” on page 157.
• Batch indexing is managed via a multiple selection. Thus, a selection of
items can be designated for indexing and then processed one after the
other. Only items that can actually be indexed are considered. Batch
indexing is started using the Start indexing action in the function bar of the
hit list.

The Indexing list

The Indexing list is located in your workplace area. There you can find all
documents that are awaiting indexing. Click on Indexing to display a list of the
documents.
Depending on how the documents got to the Indexing list (for example by scanning
or Drag & Drop), and depending on the configuration, the documents in the list may
be displayed differently, and not all the following functions are available for all
documents. Some functions are not available directly from the list, but only in the
actual indexing page.

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 17.1 Creating new items

Functions for Indexing

Icon Name Description

Skip&Next Skips the current document.

Reject indexing Sends the document back to the administrator (for

scanned documents only).
Delete Deletes the document from the list (only for docu-
ments that were stored there by the users them-
selves).
Save Creates the record.

Save&Next Creates the record and opens the next document in

the selection for indexing.
Reset Deletes the current entries in the properties fields
for the current document.
Cancel Rejects the entries, closes the dialog without index-
ing the document, and returns to the document list.
Continue Continues with the next indexing step (defining
properties).
Back Returns to the previous indexing step (assigning
the item type).

To edit the documents, proceed as follows:

Tip: If you want to add the document to a folder during indexing (see “User-
defined folders and shortcuts” on page 213), select the folder in the navigation
area before indexing the document.

To index documents:
1. Displaying documents
Select one or more documents you want to index and then select the Start
Indexing action from the function bar in the document list.
On the left side of the window, a special indexing view is displayed, while on
the right side, you see the first document in the selection.

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Important
If you use the annotations tool of an Imaging Viewer you must save
added annotations. If you continue indexing without saving
annotations, the annotations are lost!

Tip: You can enlarge or shrink the width of the left area of the indexing
view to any size by clicking on the separation line and dragging it in the
direction. The defined width is retained for the duration of the session. If
you want to define the width permanently, store it in the display settings
(see Section 15.4.3 on page 122).
2. Assigning the document type
First assign a document type to the document. To do so, select a document type
from the selection list and then click Continue.
Tip: If you want to assign the same document type to further document in
the same session, activate the Store value option. The current entry will
then be preset for the next document.
3. Defining properties
Depending on the assigned document type, the available property fields are
displayed in the Indexing area. Enter the values for the document.
If necessary, use the selection wizard to display the required values in the list
(see “The selection wizard” on page 119).

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 17.1 Creating new items

Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.
If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.
Tip: Depending on the configuration, there may be a Store value option for
individual fields. If you activate it, the current entry is preset whenever
you open the same page for the duration of the current session.
4. Selecting a Save option
For versionable item types only: select a Save function:

Option Result
Personal working copy Creates an initial working copy, stores it
on the server and locks it for you for edit-
ing. The working copy is stored in your
Working copies list.
Status: Personal working copy ( )
Version Creates a document version on the
server. A working copy can be created
later by checking out the document.
Status: no icon available

Tip: The specified status is displayed in the hit list for versionable
documents.
5. Adding item shortcuts to a folder
In the Link to folder area, select whether you want to add a shortcut to an item
in a folder and thus create a new access path to the item (see “User-defined
folders and shortcuts” on page 213).
• Add shortcut to folder <folder name> if a folder has already been selected
• Link to folder/Link to other folder if no folder has been selected yet or you
want to insert the shortcut in a different folder; in this case, another dialog
appears after storing, where you can select the folder.
• Do not create any shortcut if you do not want to create a shortcut to the
item.
6. Saving the document
Store your entries. Click on:
• Save : to save the property values for the document and thus create a record.
The document is assigned to the record and at the same time removed from
the Indexing list. You return to the Indexing list.
• Save&Next : same as Save, but after processing, the next document in the
selection is automatically opened (batch indexing).

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7. If the option Link to folder/Link to other folder was selected:

a. Select the folder by clicking on it in the displayed folder tree.

The option's label is adapted to the selected folder.

b. Activate the option to create a shortcut in the selected folder.
c. Click Continue.
Note: If you click Cancel, only the shortcut creation is aborted. The
document is nevertheless indexed and stored. You can only cancel the
actual indexing process before you execute the storage function.
The document is stored and, if selected, a shortcut is created in the specified
folder.

Other functions in the Indexing list

The following functions are also available for documents in the Indexing list:
Notes:
• A document is only removed from the Indexing list after it has been
rejected or a record has been created for it.
• Multiple selection is also available in the Indexing list, for example to index
several documents one after the other or to delete them all at once.
• Reject indexing : If the document is not legible, for example, or a false document
was scanned, you can reject processing it. In this case, the document is
forwarded to a predefined user (for example the administrator).
This function is only available for scanned documents.
• Delete : To remove the document from the Indexing list.

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 17.1 Creating new items

This function is only available to the user who created the document. You can
use this function to remove documents that were accidentally placed in the list.

17.1.3 Storing documents using Drag & Drop and maintaining

properties (File upload + indexing)
Several documents (even entire folders of documents) can be stored in one step in
PDMS Web Client using Drag & Drop from the Windows Explorer. Afterwards, they
can be indexed (File upload + indexing).

1. Click on Upload ( ) in the general functions area of the PDMS UI.

In the working area of the Upload file page, there is an area from which you can
drag the documents or folders to be stored.

Note: The first time you use this function, you have to accept a certificate
from Open Text.
2. Select the documents/folders to be stored in the Windows Explorer and then
drag the mouse to the designated area in PDMS Web Client. In an additional
screen, a progress bar indicates the status of the document upload.
Afterwards, the Indexing hit list is displayed. The uploaded documents are
displayed in this list and can now be indexed.

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3. Index the newly created document as described in “To index documents:” on

page 153.

17.2 Displaying archived documents

Once you have found the item you need to work with, you can open the archived
document (for example text file or fax). Depending on the file format and your
configuration, either the Open Text Imaging Client or any other available external
Viewer is used.
To display an archived document, click on the corresponding file format icon (for
example on for a Word document, or for a viewer document) in the
Properties page or in the hit list. You can access the Properties for a record via the
hit list (Show properties and actions icon ).
Tip: You can change the display options in the general settings (see “Display
options” on page 122).
If the document exists in various document formats (Renditions), for example as a
Word document and as a PDF document, you will see several file format icons on
the Properties page if configured accordingly.
Note: If your computer uses the HTTP protocol and SSL (Secure Socket Layer)
to communicate with TCP Context Server, it may be necessary to install an SSL
certificate on your computer when you open a document for the first time. This
SSL certificate identifies the addressed server as a trusted source.
For questions concerning the installation of such certificates, contact your
administrator.

17.3 Saving archived documents locally (download)

Instead of opening an archived document directly, you may want to store a copy of
it in your (local) file system in order to work with it later. You can do this from the
hit list or the property view, similar to opening a document.
Notes:
• Saving a document requires the permission to read the document.
• Storing locally means you copy the document from the archive to your local
file system (for example on your computer's hard disk). The document
remains unchanged in the archive.
• Some document types cannot be saved, for example text files with forms
overlay. In this case, the Download document icon is either unavailable or
deactivated.
• The name of the downloaded file may differ from the file name that was
used to upload the same document. This happens when the application is
configured such that the name of the downloaded file consists of a certain
set of properties.

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 17.4 Printing documents

To save a document locally (download):

1. In the hit list, find the record to the document you want to save, and click Show
properties and actions to switch to the Properties page.
2. Click Download document.
Tip: For versionable documents, you can only store the document version
using this function in the hit list. To download an existing working copy,
navigate to the Properties page for the working copy first (see “Displaying
properties and functions for working copies” on page 171) and then select
Download document.
3. Depending on your Web browser, there may be an additional File Download
dialog. Select Download document and click OK.
4. In the file selection dialog, select the target folder in which the document is to be
be stored.
5. Click Save. The selected document is stored in the specified folder of your file
system.

Example 17-2: Saving archived documents locally (download)

Since you have already worked on a similar project for a conservatory, you can
download the archived proposal document from the previous project to your
computer for comparison.

17.4 Printing documents

You cannot only print a hit list of documents, but also the documents contained in it,
either individually or a selection thereof. In this case, the documents are rendered to
a single cumulative document, optionally separated by separating pages and with a
table of contents appended, and then sent to the printer as a background process.
Note that only documents can be printed.

Printing documents
1. Select the documents you want to print as described in “Selecting entries in hit
lists” on page 139.
Alternatively, this function is also available from the Properties page for an
individual item.
2. Select the Print action from the selection list in the function bar.
3. Before an action is performed, the items are checked to determine the items on
which the action can be performed successfully (see step 3).
Click OK to print the documents that can be printed.
4. Select the required print parameters and options:

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Printer The printer to be used

Render Profile Optional (depending on the configura-
tion): defines the rendering parameters,
for example the paper size or output for-
mat.
Create table of contents For multiple selection only:
Creates a table of contents for the indi-
vidual documents contained in the cumu-
lative document.
Insert separating pages For multiple selection only (or if proper-
ties are included):
Creates a separating page between the
individual documents, possibly with ad-
ditional information such as a title and
document properties, depending on the
configuration.

Tip: You can define user-specific default values for the print and rendering
parameters that are then preset in the dialog (see “User data” on page 122).
5. The documents are printed. The result protocol indicates documents for which
processing was started successfully.
Note: Rendering is performed in the background, possibly at a later time,
by the Rendition Service. Therefore, for technical reasons the result
protocol cannot indicate which documents were rendered successfully in
this case.

17.5 Deleting items

Besides retrieving and working with documents that have already been archived,
you can delete existing items if you have the necessary permissions.
Deleting includes:
• The complete item.
• Assigned documents, including existing Renditions.
• Related shortcuts in folders (see “User-defined folders and shortcuts” on
page 213).
• For versionable documents: all existing versions and working copies.
Note: Deleting working copies
If you only want to delete the working copy of a versionable document, use the
Revert to last version function (see “Deleting working copies (reverting to the
last version)” on page 182).

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 17.5 Deleting items

To delete items:
1. In the hit list, find the item you want to delete, and click Delete.
If the icon is not available in the hit list, click to switch to the Properties page
and select the Delete function there.
Note: This function is only available if you have the required permission.
However, it is also possible that deletion of a document may not be
possible due to the configuration of TCP Context Server. In this case, a
corresponding error message is issued.
2. Click Confirm to confirm deletion of the item.
The entire record, including, if necessary, the linked document, is deleted.

Deleting several items in one step

Using the hit list action Delete, you can delete several items in a hit list in one
step. This is done via multiple selection. To do so, select the items to be deleted
as described in “Selecting entries in hit lists” on page 139 and then select the
Delete action from the selection list in the function bar of the hit list.

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Chapter 18
Editing non-versionable items
Note: The following description refers to non-versionable items. For
versionable documents (see “Editing versionable documents” on page 169).

18.1 Displaying properties and functions

Starting page for item functions
The Properties page is the starting point for all document processing
operations since, by default, all item functions are available here. From this
page you can edit the documents themselves or their properties, send items as
tasks or e-mails, attach them to processes or start new processes. You can find a
detailed description of these functions in the following sections.
Depending on the configuration of your application, it may also be possible to open,
save or delete archived documents from the hit list. For a description, refer to
“Displaying archived documents” on page 158, “Saving archived documents locally
(download)” on page 158 or “Deleting items” on page 160.
When an item is created, certain properties are defined for it. Later when you
display details for an item, for example in a hit list, precisely those properties are
displayed. Which properties are displayed is defined by the query or the settings
made under Views.
You can display and, if you have the necessary permissions, edit the properties of
each entry in the hit list.

To display properties:
To open the properties of one of the entries in the hit list, click Show properties and
actions in the corresponding line.
The properties of the selected item are displayed in read-only mode. The path
displayed at the top of the page indicates the path you navigated through.

Functions available in the Properties page

Note: Depending on the configuration, the following functions can be executed
using either their icon or the selection list in the function bar.

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Chapter 18 Editing non-versionable items

Icon Name Description

Edit properties Displays property values of the selected item in the edit
mode. See “Editing properties” on page 165.

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.
Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Delete Deletes the item from the archive. See “Deleting items”
on page 160.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list
Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item.
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159
- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)
- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

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 18.2 Editing properties

18.2 Editing properties

Note: The following description refers to non-versionable items. For
versionable documents, see “Editing versionable documents/working copies”
on page 173.
The properties, or more precisely the property values, of a given record can be
edited in the Edit properties page, which you can access via the Properties page.
You can edit the properties of several documents of the same type in one step (see
“Editing properties for several items at once” on page 166).
You can edit the properties for several successive documents of the same or
different type, without having to return to the hit list after each document is
modified (see “Editing items using batch editing” on page 167).

To edit item properties:

1. In the hit list, click Show properties and actions in the table row corresponding
to the required item.
The properties of the selected item are displayed in read-only mode.
2. Select the Edit properties function. This function is only available if you have
the required permission.
The properties are displayed in edit mode. Mandatory fields are highlighted for
easy identification.
3. Edit the values of the properties as required. If necessary, use the selection
wizard to display the required values in the list (see “The selection wizard” on
page 119).
Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.
If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.

Adding documents later

You can also assign a document to the newly created record after you create it if
the item type allows it.
To do so, enter the path and file name for the document you want to add from
your (local) file system in the Document Upload field. Alternatively, you can
click Browse to open a file selection dialog box and navigate to the required file.

Important: Overwriting existing files

Existing documents will be overwritten if you enter a file name here and
save.

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Tip: If necessary, you can use the Reset button to reset your entries to the
last stored values.
4. Click Save to save your changes.
The Properties page is displayed.

Tip: In the hit list, the item is indicated as Modified by the icon. You can
define how long an item is considered “modified” (see “General options” on
page 120).

18.3 Editing properties for several items at once

You can edit the properties of several documents of the same type in one step. In
this case, all selected documents have the same property value after editing. For
multivalue fields, the edited values can either replace or extend the previous
selection.

To edit properties for several items at once:

1. Select the documents you want to edit as described in “Selecting entries in hit
lists” on page 139.
2. Select the Edit properties action from the selection list in the hit list function bar.
3. Before an action is performed, the items are checked to determine the items on
which the action can be performed successfully (see step 3).
Click OK to edit the documents that can be edited.
4. The common Edit properties page for the document type is displayed. Enter or
remove the values that are to be edited for all selected documents. Note that
while mandatory fields are indicated, you need not enter values in those fields,
as the existing documents must already contain mandatory values.
For single value fields, you can specify whether the field should be cleared or
whether the inserted value should replace the existing value. To add or
overwrite an existing value, enter the new value. To clear the field, activate the
Clear value option and leave the field empty.
For multivalue fields, you can specify whether the inserted values should
replace or extend the previous selection. For example, if a field contains the
Positions A and B for a document in a multiple selection, and you enter the
value C in the Positions field, the new selection list for Positions after editing
may be either “A, B, C” or “C” only.
• To overwrite (i.e. clear) any existing selection lists in multivalue fields,
activate the Clear value option.
• To extend any existing selection lists in multivalue fields, deactivate the
Clear value option.

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 18.4 Editing items using batch editing

5. Click Save to save your changes.

The changes are applied to each item in the selection successively. The result
protocol indicates the documents for which processing was successful.

18.4 Editing items using batch editing

Using the batch editing mode, you can edit several documents one after the other. In
this case, after editing a document, you automatically switch to the next document.
Batch processing is now managed via multiple selection. Thus, a selection of items
can be designated for editing and then processed one after the other. Batch editing is
started using the Start batch edit action in the function bar of the hit list. Batch
editing items corresponds with the indexing procedure.
The screen is divided in two parts, with the edit dialog for document properties
displayed on the left (see “Editing properties” on page 165), and the original
document displayed on the right. From this view you can switch to the next or
previous document in the multiple selection directly.

Example 18-1: Batch editing for documents

In the sample scenario, you could process a hit list of orders one after the other by
processing one order and then switching to the next one directly.

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Functions for batch editing items

Icon Name Description

Save Stores the entries and returns to the hit list.

Save&Next Stores the entries and displays the next item in the
selection.
Skip and Next Rejects the entries in the current item and displays
the next item in the selection.
Skip and Previ- Rejects the entries in the current item and displays
ous the previous item in the selection.
Reset Deletes the current entries in the properties fields
for the current item.
Cancel Rejects the entries in the current item and returns
to the hit list.

Note: For technical reasons, the Save function is not available if the item type
allows for file upload (indicated by the Document Upload field). Instead, use
the Save&Next function to store the entries, and then return to the hit list using
Cancel.

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Chapter 19
Editing versionable documents
Using the DMS (Document Management System) functionality allows you to create
and save various document versions, so that on the one hand several users can work
on the same document without causing conflicts (checkin/check-out functionality),
and on the other hand, the change history of a document can be stored permanently.

19.1 Displaying properties and functions

When an item is created, certain properties are defined for it. Later when you
display details for a document, for example in a hit list, precisely those properties
are displayed. Which properties are displayed is defined by the query or the settings
made under Views.
Starting page for document functions
The Properties page is the starting point for all document processing
operations since, by default, all item functions are available here. From this
page you can edit the documents themselves or their properties, send items as
tasks or e-mails, attach them to processes or start new processes. You can find a
detailed description of these functions in the following sections.

19.1.1 Displaying properties and functions for versions

To open the properties for a document version in a hit list, click Show properties
and actions in the corresponding line.
The properties of the selected document are displayed in read-only mode. The path
displayed at the top of the page indicates the path you navigated through.
Depending on the configuration, you will find - among other things - the following
information for the document version:
• Creator of the version
• Date and time of creation
• Version number
• Document title
• Document-specific properties

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Chapter 19 Editing versionable documents

Functions available in the Properties page (document versions)

Note: Depending on the configuration, the following functions can be executed
using either their icons, or the selection list in the function bar.

Icon Name Description

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
New version Only available if no working copy exists yet.
Creates a personal working copy of the document
(checking out) and opens the Check in: edit properties
and upload file to server page. See “To edit the proper-
ties and check in the working copy (unlock it):” on
page 177.
Check out: Only available if no working copy exists yet.
create working Creates a personal working copy and opens the Proper-
copy ties page for the working copy. See “Creating working
copies (check-out)” on page 176.
Check in: edit Only available if the working copy is not locked by an-
properties and other user.
upload file to Opens the Properties page for the corresponding work-
server ing copy in edit mode and locks it for you if necessary.
Allows you to upload a file to the server while storing
and to create a version.
To working In the selection list only:
- copy Opens the Properties page for the working copy (see
step 1).
Version his- Displays an overview of version information for the
tory document. See “Displaying the Version history” on
page 186.
Edit properties Opens the page to edit properties for the latest docu-
ment version. See “Editing version-independent proper-
ties for versions” on page 174.
Delete Deletes the complete document, including the working
copy, from the archive. See “Deleting items” on
page 160.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.
Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.

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 19.1 Displaying properties and functions

Icon Name Description

Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list
Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item (see “Displaying
audit entries for an item” on page 200).
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159
- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)
- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

19.1.2 Displaying properties and functions for working copies

To open the properties for one of the working copies in a hit list, click Show
properties and actions of working copy for the working copy in the corresponding
line.
From the Properties page for a document version, select the To working copy
function from the function bar.
From the Working copies list, click Show properties and actions of working copy .
The properties of the selected document are displayed in read-only mode. The path
displayed at the top of the page indicates the path you navigated through.
Depending on the configuration, you will find - among other things - the following
information for the working copy:
• Creator of the version

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• Version number of the latest (current) version

• Date and time of creation
• Date and time when the working copy was locked for you
• Document title
• Working copy status (see “Document status (versionable documents)” on
page 138)
• Document-specific properties

Functions available in the Properties page (working copies)

Icon Name Description

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
Lock working Only available if the working copy is not locked.
copy (create Locks the working copy for you and stores a copy in
personal your Working copies list. See “Locking working copies”
working copy) on page 176.
Unlock work- Only available if the working copy is already locked for
ing copy you.
Unlocks the working copy. See “Unlocking working cop-
ies” on page 181.
Check in: edit Only available if the working copy is not locked by an-
properties and other user.
upload file to Opens the Properties page for the corresponding work-
server ing copy in edit mode and locks it for you if necessary.
Allows you to upload a file to the server while storing
and to create a version.
Version his- Displays an overview with version information for the
tory document (not for initial working copies). See
“Displaying the Version history” on page 186.
Revert to last Only available if the working copy is not locked by an-
version other user:
Deletes the working copy and undoes the changes to the
properties and contents till the status of the last version-
ing is reset. See “Deleting working copies (reverting to
the last version)” on page 182.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.

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 19.2 Editing versionable documents/working copies

Icon Name Description

Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.
Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list
Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item (see “Displaying
audit entries for an item” on page 200).
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159
- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)
- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

19.2 Editing versionable documents/working copies

For a user to obtain the exclusive right to edit a document's versionable content or
properties, they must check out the version (if no working copy exists yet) or lock an
existing working copy of the version. Only the current version, that is the most
recently stored version, can be checked out and edited.
The New version function combines the check-out and check-in functions, so that a
new version can be stored without further steps. The personal copy is created in the
background during this process. Thus, this function is only available for document
versions without an existing working copy.
You can find a list of all working copies that are locked for you for editing in your
workplace area in the Working copies list (see “Displaying the list of locked
(personal) working copies” on page 183).

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19.2.1 Editing version-independent properties for versions

The properties, or more precisely the property values, for a document version can be
edited in the Edit properties page, which you can access via the Properties page.
Versionable properties, on the other hand, are subject to the locking mechanism and
thus can only be edited in the working copy (see “Editing versionable
documents/working copies” on page 173). If a working copy exists for the
document version, you can edit both the versionable and the version-independent
properties in the Checkin/Edit properties of working copy page (see “Editing
versionable properties and document contents (working copies)” on page 175).
Note: You must possess the necessary permissions before you can edit
properties.

To edit version-independent properties for a version:

1. In the hit list, click Show properties and actions in the table row corresponding
to the required document.
The properties of the selected document version are displayed in read-only
mode.
2. Select the Edit properties function. This function is only available if you have
the required permission.
The version-independent properties are displayed in edit mode; all other
properties are read-only. Mandatory fields are highlighted for easy
identification.
3. Edit the values of the properties as required. If necessary, use the selection
wizard to display the required values in the list (see “The selection wizard” on
page 119).
Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.
If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.
Tip: If necessary, you can use the Reset button to reset your entries to the
last stored values.
4. Click Save to save your changes.
The Properties page is displayed.

To edit properties of several documents:

1. In the hit list, select the documents for which you want to edit the properties
(see “Selecting entries in hit lists” on page 139).
2. Select the document action Edit properties. You see a summary of all
documents, that will be affected by the properties changes.

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 19.2 Editing versionable documents/working copies

3. Click to proceed.
4. For each field you want to change, select the checkbox and enter your data. The
original data will be deleted and replaced by the new entry. If you select the
checkbox and enter no new data, the field will be emptied for all documents.
However, you cannot leave mandatory fields empty.
5. Click to apply your changes.
6. Review the result and click to return to your hit list.
Note: If one of the changes fails due to plausibility checks, no changes at
all will be carried out.

Tip: In the hit list, the document is indicated as Modified by the icon. You
can define how long a document is considered “modified” (see “General
options” on page 120).

19.2.2 Editing versionable properties and document contents

(working copies)
Locking for Versionable properties and document content for a versionable document are
versionable subject to the locking mechanism and can only be edited in a working copy (see
contents
“Editing versionable documents/working copies” on page 173).
Checking out A personal working copy is created as soon as a document is created in the system
and locking or a document version is checked out. Only the current version, that is the most
recently stored version, can be checked out. If a working copy of a document
version exists, it is automatically locked for you when you edit it.
Working copies You can find a list of all working copies that are locked for you in your workplace
list area in the Working copies list (see “Displaying the list of locked (personal)
working copies” on page 183).
File upload and When a working copy is created, the document is not automatically stored locally on
download your computer (download); you must do that yourself. After editing the document,
you must upload it back to the server, so that the changes are stored. This is done
when you check in the working copy.
The New version function combines the check-out and check-in functions, so that a
new version can be stored without further steps. The personal copy is created in the
background during this process. Thus, this function is only available for document
versions without an existing working copy.
To edit versionable properties and document contents, you must perform the
following steps:

1. Create a working copy (check out the document) or

lock the working copy.
2. Store the working copy locally (download it).

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3. Edit the working copy.

4. Edit the properties and check in the working copy.
5. Upload the document to the server.

Notes:
• You must possess the necessary permissions before you can edit working
copies.
• These steps are only necessary to edit the document. For other functions, for
example to send a working copy as a task or an e-mail, you neither have to
check it out nor lock it.

Example 19-1: Editing properties and functions for working copies

After you have collected all the required information on the conservatory, you want
to edit the first version of the proposal created by your colleague and store it as a
new version. To do so, you must check it out and lock it. Also, you must download
it to your computer. After editing it, you add a comment on your changes and check
in the document as a version.

Creating working copies (check-out)

If no working copy exists yet:
1. In the hit list, click Show properties and actions in the table row corresponding
to the required document.
The Properties page for the selected document version is displayed.
2. Select the Check out: create working copy function. This function is only
available if you have the required rights and no working copy exists yet for the
document version.
This function performs the following tasks:
• A working copy is created and locked for you.
• A shortcut to your personal working copy is created in the Personal
Working copies list.
• In the hit list, the status icon for the Personal working copy is displayed.
• The Properties page for the selected working copy is displayed.

Locking working copies

If a working copy exists and is not yet locked:

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 19.2 Editing versionable documents/working copies

1. Open the Properties page for the working copy by performing one of the
following steps:
• In the hit list, click on the working copy's status icon if available.
• From the Properties page of a document version, select Switch to working
copy from the function bar.
2. Select the Lock working copy (create personal working copy) function.
This function performs the following tasks:
• The working copy is locked for you.
• A shortcut to your personal working copy is created in the Personal
Working copies list.
• In the hit list, the status icon for the Personal working copy is displayed.

To store the working copy locally and edit it:

1. Open the Properties page for the working copy by performing one of the
following steps:
• In the hit list, click on the working copy's status icon if available.
• From the Properties page of a document version, select Switch to working
copy from the function bar.
2. Store the working copy locally (download it)
Store the working copy on your computer. To do so, click Download document
and select the destination in your file system (for details see “Saving archived
documents locally (download)” on page 158).
Now you can edit and save the document in the corresponding application.

To edit the properties and check in the working copy (unlock it):
1. The Check in: edit properties and upload file to server function is available
from various pages:
• From the Properties page for the document version, if a personal or
unlocked working copy exists (see “Creating working copies (check-out)” on
page 176).
• From the Properties page for the working copy (see step 1 under “To store
the working copy locally and edit it:” on page 177).
• From the Working copies list if the working copy was locked for you.
The Checkin/Edit properties of working copy page is displayed in edit mode. If
the working copy was not yet locked for you, it is locked now automatically.
Mandatory fields are highlighted.

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2. Edit the values of the properties as required. Both the versionable and the
version-independent properties can be edited. If necessary, use the selection
wizard to display the required values in the list (see “The selection wizard” on
page 119).
Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.
If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.
Tip: If necessary, you can use the Reset button to reset your entries to the
last stored values.
3. Choose an option for document versioning.
a. Upload the document to the server
Select the required save option:

Option Result
Save changes and keep working copy The changes are saved, but the work-
locked ing copy remains locked by you for
editing. A new version is not created.

Status: Personal working copy ( )

Create version The working copy is stored as a new
document version. All existing work-
ing copies for this document are re-
moved.
The icon for the working copy is re-
moved.

b. If you edited the document content and want to save your changes, you
must upload the file back to the server. To do so, enter the path and file
name for the document from your (local) file system in the Document
Upload field.
Alternatively, you can click Browse to open a file selection dialog box and
navigate to the required file.

Important: Overwriting existing working copies

Existing documents on the server will be overwritten if you enter a
file name here and save.

Tip: To unlock the working copy without saving the changes you most
recently made to the working copy and did not yet save use the
Unlock working copy function.

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 19.2 Editing versionable documents/working copies

c. Click OK to save your changes and check in the document.

Tip: In the hit list, the document is indicated as Modified by the icon. You
can define how long a document is considered “modified” (see “General
options” on page 120).

19.2.3 Checking out a document version (creating a personal

working copy)
To create a personal working copy, you must check out a document version. Only
the current version, that is the most recently stored version, can be checked out.

Creating working copies (check-out)

1. In the hit list, click Show properties and actions in the table row corresponding
to the required document.
The Properties page for the selected document version is displayed.
2. Select the Check out: create working copy function. This function is only
available if you have the required rights and no working copy exists yet for the
document version.
This function performs the following tasks:
• A working copy is created and locked for you.
• A shortcut to your personal working copy is created in the Personal
Working copies list.
• In the hit list, the status icon for the Personal working copy is displayed.
• The Properties page for the selected working copy is displayed.

19.2.4 Locking working copies

Versionable properties and document content for a versionable document are
subject to the locking mechanism and can only be edited in a working copy (see
“Editing versionable documents/working copies” on page 173). If a working copy
exists for a document version, you must lock it before you can edit it.
Tip: If you select the Check in: edit properties and upload file to server
function from the Properties page, the working copy is automatically locked
for you.

Locking working copies

1. Open the Properties page for the working copy by clicking Show properties
and actions of working copy ( ).
Note: In the hit list, click on the working copy's status icon if available.

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2. Select the Lock working copy (create personal working copy) function.
This function performs the following tasks:
• The working copy is locked for you.
• A shortcut to your personal working copy is created in the (Personal)
Working copies list.
• In the hit list, the status icon for the Personal working copy is displayed.

19.2.5 Checking in a document version/working copy

After editing the contents, you have to check the document version or working copy
back in to store the changes on the server. If you only want to edit the properties,
editing and check-in can be done in one step.

Edit the properties and check in the working copy (unlock it)
1. The Check in: edit properties and upload file to server function is available
from various pages:
• From the Properties page for the document version for which a personal or
unlocked working copy exists (see “Creating working copies (check-out)” on
page 176).
• From the Properties page for the working copy (see step 1 under “To store
the working copy locally and edit it:” on page 177).
• From the Working copies list if the working copy was locked for you.
The Checkin/Edit properties of working copy page is displayed in edit mode. If
the working copy was not yet locked for you, it is locked now automatically.
Mandatory fields are highlighted.
2. Edit the values of the properties as required. Both the versionable and the
version-independent properties can be edited. If necessary, use the selection
wizard to display the required values in the list (see “The selection wizard” on
page 119).
Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.
If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.
Tip: If necessary, you can use the Reset button to reset your entries to the
last stored values.
3. Choose an option for document versioning.
a. Upload the document to the server
Select the required save option:

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 19.2 Editing versionable documents/working copies

Option Result
Save changes and keep working copy The changes are saved, but the work-
locked ing copy remains locked by you for
editing. A new version is not created.

Status: Personal working copy ( )

Create version The working copy is stored as a new
document version. The existing work-
ing copy for this document is removed.

The icon for the working copy is re-

moved.

b. If you edited the document content and want to save your changes, you
must upload the file back to the server. To do so, enter the path and file
name for the document from your (local) file system in the Document
Upload field.
Alternatively, you can click Browse to open a file selection dialog box and
navigate to the required file.

Important: Overwriting existing working copies

Existing documents on the server will be overwritten if you enter a
file name here and save.

Tip: To unlock the working copy without saving the changes you most
recently made to the working copy and did not yet save use the
Unlock working copy function.
c. Click OK to save your changes and check in the document.

19.2.6 Unlocking working copies

You cannot manually unlock the working copy for other users. As a rule, only the
user, who locked the working copy, as well as an administrator with the required
rights, may unlock the document.

Example 19-2: Unlocking working copies

Your colleague has created a working copy for a proposal, however, now he will be
off on holidays for some time. As you are to take over the proposal, he must unlock
the working copy manually.

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Unlocking working copies

1. Open the Properties page for the locked working copy by performing one of the
following steps:
• In the hit list, click on the working copy's status icon if available.
• From the Properties page of a document version, select Switch to working
copy from the function bar.
• From the Working copies list, click Show properties and actions of
working copy ( ).
2. Select the Unlock working copy function.
The working copy is unlocked and removed from the Working copies list.

19.2.7 Deleting working copies (reverting to the last version)

Working copies are created as drafts for future document versions. As long as they
are not saved as a version, they can be deleted by any user if they are not locked by
another user.
Note: The document version the working copies were created from remains
unchanged. For the next edit function executed for the document version, a
new working copy is created.

Example 19-3: Deleting working copies (reverting to the last version)

You have edited the working copy of the proposal for the conservatory and then
notice you have based your calculations on entirely the wrong model. Thus you
want to delete your changes and revert to the last version.

To delete a working copy:

1. Open the Properties page for the locked working copy by performing one of the
following steps:
• In the hit list, click on the working copy's status icon if available.
• From the Properties page of a document version, select Switch to working
copy from the function bar.
• From the Working copies list, click Show properties and actions of
working copy ( ).
2. Select the Revert to last version function.
3. Confirm whether you want to revert to the previous version.

The working copy and thus all changes that were carried out to the properties and
content of the document by all users since the last document version was created are
removed from the server.

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 19.2 Editing versionable documents/working copies

To delete an initial working copy, use the Delete function (see “Deleting items” on
page 160).

19.2.8 Displaying the list of locked (personal) working copies

The Working copies list is located in your workplace area. There you will find a list
of working copies for versionable documents that were locked for you for editing.
Note: Here you find shortcuts to all working copies that were locked using
your user name, independently of the user group you were logged in as.
However, editing these working copies is still subject to the user-group specific
rights.
From this list, you can display the properties and functions for the working copies,
check in individual working copies or print the entire list. If there are several pages
of working copies, you can navigate in the list (see “Navigating in the hit list” on
page 138).
If necessary, you can Refresh the list.
You can find a description of the properties displayed in the list in the following
section (“Displaying properties for a working copy” on page 183).

Example 19-4: Displaying the list of personal working copies

After your holidays, you want to get an overview of the projects you are currently
working on. To do so, you display the list of your personal working copies.

Displaying properties for a working copy

You can display the properties for a working copy. To do so, click Show properties
and actions of working copy for the working copy. The Properties page for the
selected working copy is displayed (see “Displaying properties and functions for
working copies” on page 171).

Editing working copies

You can switch from the overview directly to the edit page for a working copy and
then check it in. To do so, click Check in: edit properties and upload file to server
for the working copy. You can find a description of the functions available for
editing working copies in “Editing versionable properties and document contents
(working copies)” on page 175.

Printing the list of working copies

You can print the complete list of working copies. To do so, click Print in the
function bar. A separate window is opened, displaying a printable version of the
list, and the standard print dialog for your operating system is started.

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19.2.9 Editing properties for several versionable documents at

once
You can edit the properties of several documents of the same type in one step. In
this case, all selected documents have the same property value after editing. For
multivalue fields, the edited values can either replace or extend the previous
selection. When editing several documents in one step, no versioning is possible;
versionable content cannot be edited.

19.2.10 Editing a selection of versionable documents (batch

editing)
You can edit several documents one after the other using the batch editing mode,
and display the corresponding original document at the same time. In this case, after
editing a document, you automatically switch to the next document. Depending on
the document status, that is whether a personal or unlocked working copy exists, or
no working copy exists, either the version-independent properties only can be
edited, or all of them. Non-editable document versions are skipped. Batch editing
documents corresponds with the indexing procedure.
Batch editing is managed via multiple selection. Thus, a selection of items can be
designated for editing and then processed one after the other. Only items that can
actually be edited are considered. Batch editing is started using the Start batch edit
action in the function bar of the hit list.
The screen is divided in two parts, with the edit dialog for document properties
displayed on the left (see “Editing versionable documents/working copies” on
page 173), and the original document displayed on the right. From this view, you
can switch to the next or previous document in the selection directly. If a working
copy exists and is locked by another user, the corresponding document is skipped
during batch editing.

Example 19-5: Batch editing for documents

In the sample scenario, you can process a hit list of orders one after the other by
selecting all orders beforehand, processing one order and then switching to the next
one directly.

Functions for batch editing versionable documents

Icon Name Description

Save For document versions without a working copy: Stores
the entries and returns to the hit list.
For document versions with a working copy: Executes
the selected storage function and then returns to
the hit list.

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 19.3 Creating a new version

Icon Name Description

Save&Next For document versions without a working copy: Stores
the entries and displays the next editable document
in the selection.
For document versions with a working copy: Executes
the selected storage function and then displays the
next editable document in the selection.
Skip and Next Rejects the entries in the current document and
displays the next editable document in the selec-
tion.
Skip and Previ- Rejects the entries in the current document and
ous displays the previous editable document in the se-
lection.
Reset Deletes the current entries in the properties fields
for the current document.
Cancel Rejects the entries in the current document and
returns to the hit list.

Note: For technical reasons, the Save function is not available if the item type
allows for file upload (indicated by the Document Upload field). Instead, use
the Save&Next function to store the entries, and then return to the hit list using
Cancel.

19.3 Creating a new version

When you create a new document, you can choose whether you want to create a
document version or an initial working copy. If an initial working copy is created,
the first document version is only created when the document is explicitly stored as
a version (during check-in). From then on, every time this document is saved as a
version, another new document version is created. To create a new document
version, you can first check out the document to create a working copy of the
current version and then explicitly save it as a new version during check-in.
Alternatively, you can use the New version function.
The New version function combines the check-out and check-in functions, so that a
new version can be stored without further steps. The personal copy is created in the
background during this process. Thus, this function is only available for document
versions without an existing working copy.

To create a new version:

1. Open the Properties page for the document version.
2. Select the New version ( ) function.
Working copy is automatically created and locked for you. The Checkin/Edit
properties of working copy page is displayed in edit mode. Mandatory fields
are highlighted.

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3. Edit the values of the properties as required. Both the versionable and the
version-independent properties can be edited. If necessary, use the selection
wizard to display the required values in the list (see “The selection wizard” on
page 119).
Input validation – When you enter property values, the input can be checked
immediately after you leave the field, according to customized validation rules.
If the input does not match the rules, for example a wrong date format is used,
or a numerical value is outside of the valid range, an error message is displayed
and the screen cannot be submitted.
Tip: If necessary, you can use the Reset button to reset your entries to the
last stored values.
4. If you edited the document content and want to save your changes, you must
upload the file back to the server. To do so, enter the path and file name for the
document from your (local) file system in the Document Upload field.
Alternatively, you can click Browse to open a file selection dialog box and
navigate to the required file.
5. Click OK to save your changes and check in the document.
Note: If you end the check-in process using OK or Cancel, the personal
working copy that was created automatically is removed. However, if you
cancel the process any other way, for example by clicking in another area
of the user interface, the working copy is retained.

Tip: In the hit list, the document is indicated as Modified by the icon. You
can define how long a document is considered “modified” (see “General
options” on page 120).

19.4 Displaying the Version history

In hit lists, only the most currently stored version of a document is displayed. The
initial working copy is displayed only if a new document has been created, but not
yet stored as a version.
The Version history lets you obtain information on previous versions of a
versionable document. However, a history only exists for documents that have
already been saved as a version, not for initial working copies. You can access the
history from the Properties page for the corresponding document version or
working copy, or from the hit list if configured appropriately. Select the Version
history function.

Example 19-6: Displaying the Version history

You want to find out who has already worked on the proposal for the conservatory
and read the version comments on the changes. To do so, you display the Version
history.

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 19.4 Displaying the Version history

An overview with all the version information for all stored versions, as well as the
working copy if available, is displayed. The status is displayed as well (see
“Document status (versionable documents)” on page 138).
In this overview, you can display the Properties page for any version or working
copy (if available), display or download documents for the individual versions, or
print a complete list. If there are several pages of versions, you can navigate in the
list (see “Navigating in the hit list” on page 138).

Displaying properties for a document version

You can display the properties for any document version. To do so, click on the
status icon (Show properties and actions) for the document version or working
copy. A list of properties is displayed (see “Displaying properties and functions for
versions” on page 169 or “Displaying properties and functions for working copies”
on page 171).
Notes:
• You cannot edit properties for older document versions (even those that
were not “frozen” with the version). The properties for the latest (current)
version or working copy can only be edited on the Edit properties page for
the version, or the Checkin/Edit properties of working copy page for the
working copy (see “Editing version-independent properties for versions”
on page 174 or “Editing versionable properties and document contents
(working copies)” on page 175).
• Older versions cannot be edited. However, you can work with these
documents in the Properties page, for example, save them locally or check
their authenticity (see “Functions available in the Properties page
(document versions)” on page 170).

Displaying document versions

You can display any archived document version (for example a text file or a fax). To
do so, click on the corresponding file format icon for the document version as in the
Properties page, for example on for a Word document. For details and
restrictions, see “Displaying archived documents” on page 158.

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Printing the Version history

You can print the current page or the complete Version history. This is defined in
the Options setting (see “General options” on page 120). To do so, click Print in the
function bar. A separate window is opened, displaying a printable version of the
list, and the standard print dialog for your operating system is started.

Storing the Version history as an Excel file

You can store the current page or the complete Version history as an Excel file. This
is defined in the Options setting (see “General options” on page 120). To do so, click
Save hit list as Excel file in the function bar. The standard file selection dialog is
opened, where you can select the storage location in your local file system.

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Chapter 20
Further functions for items
In the following sections, you will find a description of how you can work with
items in addition to editing properties and documents. For example, you can also
copy the link to a document to the clipboard, send items as e-mail or tasks to
another user, or add notes to items and display others' notes. You can also use the
time-stamp verification function to determine whether a document has been edited
after it was created.

20.1 Copying item URLs to the clipboard

It is possible to copy a URL of an item to the clipboard. This allows you to paste this
as a link into any other electronic document you like, thus offering quick and easy
access to the item wherever required.

To copy an item's URL to the clipboard:

1. In the hit list, find the item you want to copy the URL for, and click to switch
to the Properties page.
2. Click Copy URL in the function list.
A message is displayed informing you that the URL was copied to the
clipboard.
3. Paste the URL into any other electronic document in any application that can
access the clipboard.

Note for Firefox users

In Firefox Web browsers, depending on the configuration, the URL may not be
automatically copied to the clipboard, but rather to a separate screen that is
displayed when you click Copy URL. From there, you can copy the link to any
application just as from the clipboard. In order to change this behavior and use
the clipboard for this function, change the browser configuration as follows:

1. In the browser Address Bar, enter about:config.

2. In the displayed list of configuration parameters, find
signed.applets.codebase_principal_support. Edit the value to true,
for example by double-clicking on the entry.

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The next time you copy a URL, it will be available in the clipboard.

20.2 Sending items by e-mail

You can send both documents and document properties, or document properties
only, as an e-mail. You have the following options:
• Sending document properties only, without the document
You can include the document properties in the message by activating the
corresponding option when sending the e-mail.
• Sending an individual document as an attachment
The document is sent as an attachment to the e-mail (by selecting the appropriate
option) (see “Sending individual items by e-mail” on page 191).
• Sending renditions by e-mail
You can also send converted document formats (Renditions) of the original
document by e-mail if available (see “Sending individual items by e-mail” on
page 191).
• Sending several documents as attachments
Using multiple selection you can attach several documents to an e-mail and send
them. In this case, the defined default rendition of the document is sent (see
“Sending several documents by e-mail” on page 193).
• Rendering several documents to a cumulative document and sending it as
an attachment
You can render several documents to one cumulative document and then attach
that document to an e-mail and send it. In this case, you can select the target
format and the rendering profile and optionally insert separating pages with
additional information to the individual documents.
This is described in “Sending several documents by e-mail” on page 193.
As the sender of the e-mail, the name of the user who logged on to PDMS Web
Client is always used; therefore, it is not possible to send e-mails anonymously. The
sender's e-mail address is stored in the user profile and used as the default value.
The maximum size of items allowed to be sent by e-mail is defined by the
administrator. Some document types cannot be sent by e-mail, for example text files
with forms overlay.

Example 20-1: Sending documents and renditions by e-mail

After the proposal is released, the file is converted to PDF and sent to the customer
by e-mail.

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 20.2 Sending items by e-mail

When you have found the item you were looking for in the hit list, you may want to
send it to somebody else. It is possible to send a copy of an archived item as an
attachment to an e-mail.
Notes:
• In order to send an item in an e-mail, you must have permissions to read
and send the item.
• Documents that are attached to an e-mail cannot be larger than 10 MB. This
file size may be restricted further in the administration.
• You can edit the e-mail address displayed in the User field as described in
“User data” on page 122.
• The name of the attached file may differ from the file name that was used to
upload the same document. This happens when the attached file is
configured to be named by a certain set of properties.

20.2.1 Sending individual items by e-mail

To send an item by e-mail:
1. In the hit list, find the item you want to send by e-mail, and click Send e-mail.
If the icon is not available in the hit list, click to switch to the Properties page
and select the function there.
The page for sending e-mails is displayed.
Notes:
• Mandatory fields are highlighted and must be filled in order to send an
e-mail.
• The size of the message text is restricted to a maximum of 28 KB; it may
be restricted further by the administrator.
2. Enter the missing information as described in the following table.
To: One or more addresses to which the e-mail shall be sent.
Multiple addresses are separated by a semicolon (;).
Cc: One or more addresses to which a copy of the e-mail
shall be sent. Multiple addresses are separated by a
semicolon (;).
Bcc: One or more addresses to which a blind copy of the e-
mail shall be sent (recipient does not appear in the re-
cipient list). Multiple addresses are separated by a semi-
colon (;).
Subject: Text field containing a summary of the message's con-
tent.

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3. If you want to execute any of the following functions, select the corresponding
box.
Copy to own address
A copy of the mail is sent to your own address.
Include properties
The document properties are included in the e-mail. In the example, these
are the properties Title and Creation date.
Including hyperlink
A hyperlink to the item is inserted in the e-mail. Using this hyperlink, the
recipient can access the item after logging on to PDMS Web Client.
4. If you want to send a document as an attachment, select the document format in
the Attachment area (in case several are available). Otherwise select Do not
attach document.
Note: This area is only displayed if a file that can be sent is available. Take
note of any information or error messages that are displayed here.
5. Enter your text in the input area.
6. Click Send to send the e-mail.
In our example, the recipient now receives the following e-mail:

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 20.2 Sending items by e-mail

Functions in the e-mail page

Icon Name Description

Send Sends the e-mail to the defined recipients.

Reset Clears the entries in the e-mail page.

Cancel Closes the e-mail page without sending the e-mail and
returns to the properties display or the hit list.

20.2.2 Sending several documents by e-mail

Using multiple selection, you can attach several documents to an e-mail and send
them. In this case, either the individual documents are sent as attachments in the
defined default rendition, or they are rendered to a cumulative document and sent as
one attachment to an e-mail.
Note that in a multiple selection only documents can be sent.

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20.2.2.1 Sending several documents as attachments to an e-mail

1. Select the documents you want to send as described in “Selecting entries in hit
lists” on page 139.
2. Select the Send e-mail action from the selection list in the hit list function bar.
3. Before an action is performed, the items are checked to determine the items on
which the action can be performed successfully.
Click OK to send the documents that can be sent.
4. Select the required send parameters and options:
To: One or more addresses to which the e-mail shall be sent.
Multiple addresses are separated by a semicolon (;).
Cc: One or more addresses to which a copy of the e-mail
shall be sent. Multiple addresses are separated by a
semicolon (;).
Bcc: One or more addresses to which a blind copy of the e-
mail shall be sent (recipient does not appear in the re-
cipient list). Multiple addresses are separated by a semi-
colon (;).
Subject: Text field containing a summary of the message's con-
tent.
Copy to own address A copy of the mail is sent to your own address.

5. Enter your Message text in the input area.

6. Click Send to send the e-mail. The selected documents are sent as attachments
to the e-mail in their defined default rendition. The result protocol indicates the
documents for which processing was started successfully.

20.2.2.2 Rendering several documents to a cumulative document and

sending it
1. Select the documents you want to send as described in “Selecting entries in hit
lists” on page 139.
Alternatively, this function is also available from the Properties page for an
individual item.
2. Select the Render & Mail action from the selection list in the function bar.
3. Before an action is performed, the items are checked to determine the items on
which the action can be performed successfully (see step 3 in “Functions and
actions in hit lists” on page 140).
Click OK to send the documents that can be sent.
4. Select the required send and rendering parameters and options:

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 20.2 Sending items by e-mail

To: One or more addresses to which the e-mail shall be sent.

Multiple addresses are separated by a semicolon (;).
Cc: One or more addresses to which a copy of the e-mail
shall be sent. Multiple addresses are separated by a
semicolon (;).
Bcc: One or more addresses to which a blind copy of the e-
mail shall be sent (recipient does not appear in the re-
cipient list). Multiple addresses are separated by a semi-
colon (;).
Subject: Text field containing a summary of the message's con-
tent.
Copy to own address A copy of the mail is send to your own address.
Message text The message text.
Attachment file name File name of the rendered cumulative document.
Render profile Optional (depending on the configuration): defines the
rendering parameters, for example the paper size or
output format.
Target format Format of the rendered cumulative document.
Create table of contents For multiple selection only:
Creates a table of contents for the individual documents
contained in the cumulative document.
Insert separating pages For multiple selection only (or if properties are in-
cluded):
Creates a separating page between the individual docu-
ments, possibly with additional information such as a
title and document properties, depending on the con-
figuration.

Tip: You can define user-specific default values for the rendering
parameters that are then preset in the dialog (see “User data” on page 122).
5. Click OK to send the e-mail. The selected documents are rendered to a
cumulative document in the specified format and this document is sent as an
attachment to the e-mail. The result protocol indicates documents for which
processing was started successfully.
Note: Rendering is performed in the background, possibly at a later time,
by the Rendition Service. Therefore, for technical reasons the result
protocol cannot indicate which documents were rendered and sent
successfully in this case.

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20.3 Rendering and exporting documents

You can also render several documents to one cumulative document and export that
document to a file system. In this case, you can select the target format and the
rendering profile and optionally insert separating pages with additional information
to the individual documents.

Rendering several documents to a cumulative document and exporting it

1. Select the documents you want to render and export as described in “Selecting
entries in hit lists” on page 139.
Alternatively, this function is also available from the Properties page for an
individual item.
2. Select the Render & Export action from the selection list in the function bar.
3. Before an action is performed, the items are checked to determine the items on
which the action can be performed successfully (see step 3).
Click OK to export the documents that can be exported.
4. Select the required export and rendering parameters and options:
Export to Directory (below the preset default path) to store the
rendered cumulative document; if necessary, it is cre-
ated;
if not defined, the file is stored directly in the preset di-
rectory.
File name File name of the rendered cumulative document.
Render profile Optional (depending on the configuration): defines the
rendering parameters, for example the paper size or
output format.
Target format Format of the rendered cumulative document.
Create table of contents For multiple selection only:
Creates a table of contents for the individual documents
contained in the cumulative document.
Insert separating pages For multiple selection only (or if properties are in-
cluded):
Creates a separating page between the individual docu-
ments, possibly with additional information such as a
title and document properties, depending on the con-
figuration.

Tip: You can define user-specific default values for the export and
rendering parameters that are then preset in the dialog (see “User data” on
page 122).
5. Click OK to export the documents. The selected documents are rendered to a
cumulative file in the specified format, which is then stored in the defined

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 20.4 Reading and adding notes

directory. The result protocol indicates documents for which processing was
started successfully.
Note: Rendering is performed in the background, possibly at a later time,
by the Rendition Service. Therefore, for technical reasons the result
protocol cannot indicate which documents were rendered and exported
successfully in this case.

20.4 Reading and adding notes

In some cases, it is convenient to add a note to a document without editing the
archived item (for example text file or fax) itself. The Note Editor allows authorized
users to display the notes for a particular item and to add further notes. Existing
notes cannot be edited or deleted.

Example 20-2: Reading and adding notes

As your colleague is supposed to check the proposal, you add a note telling him
what he is supposed to do.

The Note Editor

The Note Editor is subdivided into two areas, which, by default, are displayed in the
following order:

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New note
You can create new notes in this area.
Existing notes
The existing notes are displayed in their order of creation.

Note Editor functions

Icon Name Description

Save note Saves the note.

Refresh notes Refreshes the display of existing notes.

Close Closes the Note Editor.

20.4.1 Displaying notes

By default, any existing notes are displayed in the order they were created.
The icon in the Properties page or in the hit list (if configured) indicates whether
any notes exist.
• means that there are no notes.
• means that at least one note exists.
Note: The sequence of notes and the icons can be configured to meet specific
corporate requirements. For more information, contact your administrator.

To display existing notes:

1. Click Open NoteEditor, or select the function from the selection list in the
function bar in the Properties page to open the Note Editor.
Note: If you do not have the permission to display notes, this icon is
deactivated or not available. Alternatively, an error message is displayed.

2. To determine whether other users have subsequently created notes for an item,
click Refresh notes.

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 20.5 Checking document authenticity

20.4.2 Adding notes

Authorized users can add notes to items in the Note Editor. The author's user ID
and the date the note was created are automatically included when the note is
created.
Note: Notes may contain a maximum of 1024 bytes.

To add a new note:

1. Click Open NoteEditor, or select the function from the selection list in the
function bar in the Properties page for the item.
2. Enter a title for the note. It is displayed above the notes text (optional).
3. Enter the text in the text field below.
4. Click Save note.
You are informed whenever a note is stored. The entered text is now displayed
in the lower area and the input area is now cleared for the entry of new notes.

20.5 Checking document authenticity

The time-stamp verification function can be used to determine whether the stored
time-stamp matches the document.
If TCP Context Server has assigned time-stamps to documents, you can use this
function to check their authenticity.
In the case of large documents, this operation can take considerable time. For this
reason, messages relating to the progress of the authentication check are displayed
in a separate window, allowing you to continue working during the operation. A
message is issued if a document does not possess a time-stamp.

Example 20-3: Checking document authenticity

A customer of a completed project claims that a porch ordered for his conservatory
was not built, although it was included in the plan. In your files, however, the
construction plan does not include a porch. Thus you check the time-stamp of the
archived plan in order to find out whether the document has been changed since it
was stored.

To check the authenticity of a document:

1. In the hit list, find the document you want to check, and click Verify
authenticity.

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If the icon is not available in the hit list, click to switch to the Properties page
and select Verify authenticity from the selection list in the function bar.
• If the document possesses a time-stamp, the progress of the authentication
check is displayed. You see information relating to the authenticated
certificates and the results of the check. An example is illustrated below:

2. Close the Timestamp verification window once the check has been performed.

20.6 Displaying audit entries for an item

Open Text TCP offers a tool to log user actions on items. Any user with the
appropriate rights can display audit entries for a specific item directly from the
Properties page in PDMS Web Client. To display application-related entries or to
search for entries that match specific criteria and delete them, a special audit officer
and a special application (TCP Application Manager) is required.

To display all available audit entries for a particular item:

1. Perform a query to search for the item.
2. In the resulting hit list, open the Properties page for the item.
3. Select the Audit entries action.
All available audit entries for that item are displayed as a hit list.

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 20.7 Assigning classifications to an item

20.7 Assigning classifications to an item

Classification is another means of structuring large amounts of data. A classification
is similar to a multivalue property that you assign to an item. That way you
organize items into groups by assigning the same classification. Each item can be
assigned to several classifications. Classifications can be defined hierarchically, thus
creating a classification tree of classifications and subclassifications, to reflect the
company's organizational structure or business rules. Assigning classifications to
items is done in the Edit properties page of the item, and is allowed by any user
with Change properties permission.
Tip: A special DocuLink folder may be configured by the administrator that
displays the classification hierarchy. For each classification, the documents
assigned to it are displayed. For details on working with DocuLink folders, see
“Dynamic DocuLink folders” on page 126.

To assign classifications to an item:

1. Perform a query to search for the item you want to assign a classification to.
2. In the resulting hit list, open the Properties page for the item.
3. Select the Edit properties function. This function is only available if you have
the required permission.

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4. In the Classification field, select each classification you want to assign to the
item. You can remove assigned classifications any time by deselecting each
classification in this field.
Note: When you edit the Classification property, assigned classifications
that are configured to be no longer Assignable, and also deleted
classifications, are still listed in this field. However, if you deselect such a
classification and save the settings, the unassignable or deleted
classification is no longer available.
If the Classification property is included in a query, unassignable classifi-
cations are also listed as search criteria, whereas deleted classifications are
not.

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Chapter 21
Tasks

21.1 Sending items as tasks

You can add descriptive text and additional information (such as a due date,
comments) to items and then send them to other users for processing. These tasks
then appear in the Tasks list of the respective user, so that the assigned items can be
processed.
You can also forward tasks or return them to the sender. In that case, a new version
of the task is created internally. You can always trace the task's previous
development in the Task history (see “Task history” on page 209).
Notes:
• Sending tasks requires you to have the correct permissions.
• Versionable documents can be sent as tasks, as well. However, for technical
reasons, when you send a working copy, the recipient of the task will only
be able to access the document for the latest version, not the one for the
working copy. Access to the working copy is possible via the Version
history.

Example 21-1: Sending items as tasks

After you have created the initial version of the proposal, you send the document to
the assigned person responsible for further editing. As this person is leaving for
holidays the next day, he forwards the task to another colleague. After the proposal
is completed, it is forwarded to the boss, who releases the document. In order to
find out when the proposal is completed, you activate the Send me a status report
option.

To send items as tasks:

1. In the hit list, find the item you want to send as a task, and click Send task .
If the icon is not available in the hit list, click to switch to the Properties page
and select the function there.
The page to send a task is displayed.

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Chapter 21 Tasks

Note: Mandatory fields are highlighted and must be filled in order to send
a task.
2. Enter the required information as described in the following table. Depending
on the configuration, the number of available properties may vary.
Subject: Text field containing a summary of the task's con-
tent.
Comment: Additional information for the user.
Delivery date: Date the task should be sent on. If not specified, the
task is sent immediately.
In case the specified date has passed, the task is
also sent immediately, but the user receives a mes-
sage.
Due date: The date until which the user should process the
task. If the date is exceeded, that is if the task is still
located in your Tasks list on the due date, it is
highlighted in the list.

3. Searching recipients
Perform a search for each recipient:
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.
b. Select a search option:
• Search user
• Search login
• Search group
Notes:
• If you specify a user group as the recipient, the task is only assigned
to one member of the group, not to all of them (which member
depends on the configuration).
• Tasks can only be sent to users who have logged on to the
application at least once. Only those users are found during the
search for recipients.
c. Click Search to start the search.
d. Select the recipient from the results.
4. Further options
If you want to execute any of the following functions, select the corresponding
check box.

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 21.2 Working with sent tasks

Send me a status report

You will receive a message as soon as the user completes the task you sent
them.
Note: If the user you specified sent the task to another user, the
delegated user is identified.
Save a copy to the Sent Tasks folder
A copy of the task is stored in your Sent tasks list when it is sent.
5. Click OK .

After the delivery date, the task will appear in the specified user's Tasks list, as well
as in your own Sent tasks list if you activated the corresponding option.

21.2 Working with sent tasks

The Sent tasks list is located in your workplace area. There you will find copies of
all tasks you sent to other users if you activated the Save a copy to the Sent Tasks
folder option for them.
In this list, you can search the sent tasks by various criteria, display properties for a
task, remove one or all tasks from the list, or print the complete list. If there are
several pages of tasks you can navigate in the list (see “Navigating in the hit list” on
page 138).
You can find a description of the properties displayed in the list in “Displaying
properties for sent tasks” on page 206.

Example 21-2: Working with sent tasks

The customer with the conservatory calls you to ask about the status of the proposal.
To find that information, you look for the corresponding proposal in your list of sent
tasks and display the properties for it. By checking the properties, you can see that
the proposal was forwarded since the original person responsible is on holidays.

21.2.1 Searching for sent tasks

In the list of sent tasks, you can search for tasks with specific properties, for example
Sender, Status, or Due date.

To search for sent tasks:

1. In the Restrict number of displayed tasks area, select the property you want to
use as a search criterion, for example Sender.
2. In the input field, enter a search pattern for the property value, for example a
user name.
3. Click Search to start the search.

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The hit list is restricted to the specific tasks.

21.2.2 Displaying properties for sent tasks

You can display the properties that were specified when the task was sent. To do so,
click Show properties and actions for the task. A list of properties is displayed.
Depending on the configuration, you will find - among other things - the following
information for the task:
• Status, for example Finished, Forwarded, Declined.
• Recipient; depending on the status this may be:
• for Forwarded: the new recipient
• for Declined or Finished: the original sender
• Receive date
• Subject
• Information on whether a message should be sent when the task is completed.
• Due date; when exceeded, the task is highlighted in the list
• Version information, if available
• Comments from other users
• Shortcuts to the item
Note: If a working copy was sent, for technical reasons you only have
access to the document for the latest version, not for the working copy.
• Link to the task if it has not been deleted yet; thus you can find out about the
current status of the task, for example.

Browsing
From this window, you can browse directly to the property list of the previous or
next task by clicking on the double arrows .

Returning to the list

To return to the list of sent tasks, click Back .

21.2.3 Deleting sent tasks from the list

In your Sent tasks list, only tasks you explicitly requested a copy of are displayed.
Thus you can delete tasks from the list at any time.

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 21.3 Processing your own tasks

Example 21-3: Deleting sent tasks from the list

After the boss has released the proposal, you receive a message that the task has
been finished. Thus you can delete the proposal from your list of sent tasks.

To delete sent tasks from the list:

1. Select the task you want to delete in the list by selecting the corresponding
check box. If you want to delete all tasks, select the check box in the function
bar.
2. Click Delete .

The selected tasks are removed from the Sent tasks list.

21.2.4 Printing the list of sent tasks or storing it as an Excel

file
You can print the current page or complete list of sent tasks. This is defined in the
Options setting (see “General options” on page 120). To do so, click Print in the
function bar. A separate window is opened, displaying a printable version of the
list, and the standard print dialog for your operating system is started.
Similarly, you can store the current page or complete list of sent tasks as an Excel
file. To do so, click Save hit list as Excel file in the function bar. The standard file
selection dialog is opened, where you can select the storage location in your local
file system.

21.3 Processing your own tasks

The Tasks list is located in your workplace area. There you find the tasks that other
users have sent to you.
In this list, you can search for tasks with specific criteria, perform various actions for
a task, display properties for a task or print the complete list. If there are several
pages of tasks, you can navigate in the list (see “Navigating in the hit list” on
page 138).
If necessary, you can Refresh the list.
You can find a description of the properties displayed in the list in “Displaying
properties for tasks” on page 208. Overdue and finished tasks are highlighted.
Note: After you Refresh a page, any multiple selection you may have made is
automatically deactivated.

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Example 21-4: Processing your own tasks

You want to find out which new projects have been assigned to you. To do so, you
display the list of your own tasks.

21.3.1 Searching for tasks

In the list of tasks, you can search for tasks with specific properties, for example
Sender or Due date, or a certain Status.

To search for tasks:

1. In the Restrict number of displayed tasks area, select the property you want to
use as a search criterion, for example Sender.
2. In the input field, enter a search pattern for the property value, for example a
user name.
3. Click Search to start the search.

The hit list is restricted to the tasks.

21.3.2 Displaying properties for tasks

You can display the properties that were specified when the task was sent. To do so,
click Show properties for the task. A list of properties is displayed.
Depending on the configuration, you will find - among other things - the following
information for the task:
• Status, for example Finished, Forwarded, Declined.
• Sender
• Receive date
• Subject
• Information on whether a message should be sent when the task is completed.
• Due date; when exceeded, the task is highlighted in the list.
• Version information, if available.
• Comments from previous users.
• Shortcuts to the item.
Note: If a working copy was sent, for technical reasons you only have
access to the document for the latest version, not for the working copy.
From this window, you can browse directly to the property list of the previous or
next task by clicking on the double arrows .

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 21.3 Processing your own tasks

To return to the list of sent tasks, click Back.

Task history
An overview of the task's development is displayed if you click Show task history.
There you can find all senders and recipients who sent or forwarded this task, as
well as the various item statuses (for example New, Forwarded) and other
document-specific properties.

21.3.3 Printing the list of tasks or storing it as an Excel file

You can print the current page or complete list of tasks. This is defined in the
Options setting (see “General options” on page 120). To do so, click Print in the
function bar. A separate window is opened, displaying a printable version of the
list, and the standard print dialog for your operating system is started.
Similarly, you can store the current page or complete list of tasks as an Excel file. To
do so, click Save hit list as Excel file in the function bar. The standard file selection
dialog is opened, where you can select the storage location in your local file system.

21.3.4 Performing actions for tasks

There are various actions you can perform for tasks in order to process them. The
effects of each action on the items differ and are described in the following sections.
To perform an action, select the action from the selection list in the Tasks list, or
click on the corresponding icon if available.

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Note: In addition to the actions described here, you might find other project-
specific actions in your application. For more information, contact your
administrator.
Finish
Completes the task permanently. The task is removed from your Tasks list and
returned to the original (that is the first) sender of the task, if the appropriate
option was selected when the task was sent (see “Sending items as tasks” on
page 203, Send me a status report). Finished tasks are highlighted.
Finish and Save
Like Finish; however, a copy of the task is stored in your Sent tasks list.
Finished tasks are highlighted.
Forward
The task is forwarded to another user and removed from your Tasks list. Before
the task is forwarded, you can add a comment.
Decline
The task is rejected and returned to the sender. It is removed from your Tasks
list and returned to the previous user's Tasks list. Before the task is sent back,
you can add a comment.
Resubmit
The task is put aside for processing later, that is it is temporarily removed from
your Tasks list and returned there at a defined time. However, this is only
possible until the due date is reached. If necessary, tasks that are to be
resubmitted can be displayed in the Tasks list ahead of time as well (see
“General options” on page 120).
Delete
You can only delete tasks that have the status Finished from the Tasks list
yourself. This may be the case, for example, for automatic notifications, if the
Send me a status report option was activated when you sent the task (see
“Sending items as tasks” on page 203).

21.3.4.1 Finishing tasks

When you have finished processing a task in your Tasks list, you can set its status to
Finished. You can also choose whether a copy of the task should be saved in your
Sent tasks list (Finish and Save). Finished tasks are highlighted.
Select Finish or Finish and Save from the selection list for the action.
Tip: If available, you can click Finish ( ) or Finish and Save ( ).
The task is removed from your Tasks list and returned to the original (that is the
first) sender of the task if the appropriate option was selected when the task was
sent (see “Sending items as tasks” on page 203, Send me a status report).
Additionally, a copy of the task is saved in your Sent tasks list if you selected the
Finish and Save action.

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 21.3 Processing your own tasks

21.3.4.2 Forwarding tasks

You can forward a task to another user for processing.

To forward tasks:
1. Select Forward from the selection list for the action.
Tip: If available, you can click Forward ( ).
2. Optionally, enter a comment for the next user.
3. Searching recipients
Perform a search for the recipient(s):
a. Enter the name or a part of the name of the recipient in the Look for field.
Note: Using wildcards (?, *) for search patterns is not supported here.
b. Select a search option:
• Search user
• Search login
• Search group
Notes:
• If you specify a user group as the recipient, the task is only assigned
to one member of the group, not to all of them (which member
depends on the configuration).
• Tasks can only be sent to users who have logged on to the
application at least once. Only those users are found during the
search for recipients.
c. Click Search to start the search.
d. Select the recipient from the results.
4. If you want to keep a copy of the forwarded task, activate the Save a copy to the
Sent Tasks folder option.
5. Click OK.

The task is sent to the selected recipient and removed from your Tasks list.
Additionally, a copy of the task is saved in your Sent tasks list if you selected the
Save a copy to the Sent Tasks folder option when you forwarded the task (see
“Sending items as tasks” on page 203).

21.3.4.3 Declining tasks

If you do not want to process a task in your Tasks list, for example because it was
assigned to you accidentally, you can reject it.

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To decline tasks:
1. Select Decline from the selection list for the action.
Tip: If available, you can click Decline ( ).
2. Optionally, enter a comment for the next user.
3. If you want to keep a copy of the declined task, activate the Save a copy to the
Sent Tasks folder option.
4. Click OK.

The task is removed from your Tasks list and returned to the sender of the task.
Additionally, a copy of the task is saved in your Sent tasks list if you selected the
Save a copy to the Sent Tasks folder option when you rejected the task (see
“Sending items as tasks” on page 203).

21.3.4.4 Resubmitting tasks

If you want to postpone processing a task in your Tasks list, for example because
you require further information, you can have it resubmitted.

To resubmit a task:
1. Select Resubmit from the selection list for the action.
Tip: If available, you can click Resubmit ( ).
2. Select a resubmittal date using the calendar tool.
3. Click OK.

The task is removed from your Tasks list temporarily and returned there at the
specified date.
Tip: If necessary, tasks that are to be resubmitted can be displayed in the Tasks
list ahead of time as well (see “General options” on page 120).

21.3.4.5 Deleting tasks

You can delete completed tasks that have the Finished status from your Tasks list.
Such tasks appear in your Tasks list if you activated the Send me a status report
option when you sent the task (see “Sending items as tasks” on page 203).

To delete a task:
• Select Delete from the selection list for the action.

Tip: If available, you can click Delete ( ).

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Chapter 22
Folders, shortcuts and Business Views
PDMS Web Client now provides two different types of folders, in addition to
queries, to ensure easy and quick access to the required items. Depending on your
requirements (and the configuration), you can choose between:
• User-defined folders and shortcuts
• Dynamic Business Views
The main difference between these types of folders is that the user-defined folders
contain shortcuts to precisely those items that you or other users explicitly stored
there, whereas the content of DocuLink folders is generated dynamically, depending
on the selection criteria.

22.1 User-defined folders and shortcuts

You can sort items that are stored in a TCP Context Server into folders. This
represents a further user-defined option to quickly access required items.
Depending on the configuration, several users may have access to the same folders;
however, each user only ever has access to the data for which he or she has
permission. In this case, not the physical items, but rather shortcuts to them are
stored, possibly even in several folders.
The folder structure is displayed as a tree in the navigation area of the user interface
and can be opened and closed as required. The content of the currently open folder
is displayed as a hit list in the working area. There you can work with the items as
described in “Hit lists” on page 136.
Starting from a root folder, any number of subfolders can be created. These
subfolders can contain any number of links to items, and links to the same item can
be added to any number of folders. Thus you can access the same data in different
ways, navigating through different folders, even though the physical data itself is
only stored once.
Note: As a rule, folders may contain any number of shortcuts. However, due to
the fetch limit (see “The selection wizard” on page 119), the shortcuts may not
all be displayed in the hit list. Contact your administrator to increase the fetch
limit.

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Chapter 22 Folders, shortcuts and Business Views

For these folders, some special functions are available, for example creating,
deleting, moving or renaming folders, as well as adding, moving or removing links
to items. These functions are described in the following sections.
Folders only contain links (shortcuts)
Folders always contain only links to items, not physical items. That means that
when you add or remove folder content, you only edit access paths; you do not
add new or existing items.

Example 22-1: Folders and shortcuts

You can create a folder for all proposals in order to access those documents quickly.
Then when you create new proposals (or later when you edit them), you can create
shortcuts to the documents in that folder. When you open a folder, a hit list of all
document shortcuts stored there is displayed.

Overview of folder functions

Note: To use these folder functions, you require special permissions.

Icon Name Description

Expand folder Expands folders in the tree structure (see “Opening
and closing folders” on page 215).
Collapse Collapses folders in the tree structure (see
folder “Opening and closing folders” on page 215).
Open folder Displays folder contents as a hit list in the display
- area (see “Opening and closing folders” on
page 215).

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 22.1 User-defined folders and shortcuts

Icon Name Description

Select folder Selects a folder for a function (see “Opening and
closing folders” on page 215).
Create new Inserts folders in the tree structure (see “Creating
-
folder new folders” on page 216).
Cut folder Cutting folders from the tree structure to paste
- them in a different place (see “Moving folders” on
page 217)
Paste Pastes folders (or shortcuts) in a different place in
- the tree structure (see “Moving folders” on
page 217).
Delete folder Removes folders from the tree structure (see
-
“Deleting folders” on page 216).
Rename folder Renames folders (see “Renaming folders” on
-
page 217).
- Refresh tree Updates the folder structure display.

22.1.1 Opening and closing folders

The folder structure is displayed as a tree in the navigation area of the user interface
and can be opened and closed as required. The content of the currently open folder
(shortcuts only) is displayed as a hit list in the working area (see “The PDMS UI” on
page 114). You can define a user-specific view of the hit list for the folder content
(see “Defining user-specific views for pages” on page 123). The available folder
functions are displayed in a selection list below the title bar of the area.
Expanding and You can expand and collapse folders to keep the tree structure clear and only
collapsing display the currently required folders. When expanding folders, only the respective
folders
subfolders are displayed in the navigation area; possibly existing shortcuts to items
contained in them are not displayed in the display area. To display the hit list for the
shortcuts, you must open the corresponding folder. Expanding does not affect a
selection.
To expand a folder, click “+” ( ). All associated subfolders are displayed in the tree
structure.
To collapse a folder and hide all associated subfolders, click “-” ( ).
Opening folders To open a folder, click on the folder name. The folder is automatically selected and
expanded, that is all associated subfolders are displayed in the tree structure, and at
the same time, all shortcuts to items they contain and for which you have read
permission are displayed as a hit list in the working area. An opened folder is
indicated by an open folder icon.
Notes:
• The maximum number of hits to be displayed for folders may be limited by
the administrator.

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• For performance reasons, the display for shortcut hit lists is not always
automatically refreshed after a folder function is executed. However, you
can manually refresh the display if necessary (see below, “Refreshing the
folder display” on page 216).
Selecting folders To select a folder, click on the folder ( ) icon. A selected folder name is
highlighted.
Before you can execute a folder function, you must select the folder. The selected
folder function always affects only the currently selected folder. When a folder is
open, it is automatically selected as well.
Note: Selecting a folder only changes the display of the tree structure in the
navigation area, not, however, the display in the working area. The display in
the working area is only changed by opening a folder.
Executing a To execute a folder function (for example Delete folder, Rename folder), select the
folder function affected folder first and then select the function from the selection list.
The selected folder function always affects only the currently selected folder. To use
these folder functions, you require special permissions.
Refreshing the You can refresh the display for the folder structure, for example to recognize
folder display changes made by other users. For this function, you do not have to select a folder
first. Select Refresh tree from the selection list

22.1.2 Creating new folders

You can extend the existing tree structure by any number of subfolders. However,
other users may be able to work with the same folders and items, and they may sort
them differently.

To create a folder:
1. Select the folder for which you want to create a new subfolder by clicking on the
folder icon. As long as no folder is selected, the Create new folder function is
not available.
2. Select Create new folder from the selection list in the navigation area.
3. Enter a name for the new folder in the display area. Note, however, that for each
folder, the names of all subfolders must be unique. Do not use special characters
in folder names, for example /, \, <, >.
4. Click OK.
The new folder is inserted in the folder structure.

22.1.3 Deleting folders

You can remove folders from the existing tree structure at any time. Merely the root
folder must be retained and may not be deleted. Together with a folder, all
subfolders and shortcuts contained within it are deleted. However, that does not

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 22.1 User-defined folders and shortcuts

mean that you can no longer access the affected items at all. You can still access the
items by performing a search, for example.

Deleting folders
1. Select the folder you want to delete by clicking on the folder icon. As long as no
folder is selected, the Delete folder function is not available.
2. Select Delete folder from the selection list in the navigation area.
3. Click Confirm to confirm the deletion of the folder.

22.1.4 Moving folders

You can change the existing tree structure by cutting out individual folders and
pasting them in a different place. Merely the root folder must be retained and may
not be moved. However, other users may be able to work with the same folders and
items, and they may sort them differently.
Also note that for each folder, the names of all subfolders must be unique. If
necessary, you are asked to change the folder name when it is inserted.

To move folders in the tree:

1. Cutting folders
a. Select the folder you want to move by clicking on the folder icon. As long as
no folder is selected, the Cut folder function is not available.
b. Select Cut folder from the selection list in the navigation area.
The cut folder is indicated by the or icon.
2. Pasting folders
a. Select the folder in which you want to insert the folder you cut by clicking
on the folder icon.
b. Select Paste from the selection list in the navigation area.
The cut folder is inserted at the specified place in the tree. In case another
subfolder with the same name exists, you are requested to rename the
pasted folder before it is inserted.
Note: You can only paste a folder once.

22.1.5 Renaming folders

You can rename existing folders as you like. Note, however, that for each folder, the
names of all subfolders must be unique. Different folders, on the other hand, may
have subfolders with the same name.

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To rename a folder:
1. Select the folder you want to rename by clicking on the folder icon in the
navigation area. As long as no folder is selected, the Rename folder function is
not available.
2. Select Rename folder from the selection list in the navigation area.
3. Enter a new name for the folder in the display area. Note, however, that for each
folder, the names of all subfolders must be unique.
4. Click OK .
The folder is renamed in the folder structure.

22.1.6 Editing shortcuts in folders

Folders only contain links (shortcuts)
Folders always contain only links to items, not physical items. That means that
when you add or remove folder content, you only edit access paths; you do not
add or remove new items.
Only shortcuts to items stored in a TCP Context Server can be stored in a folder.
As a rule, folders may contain any number of shortcuts. However, due to the fetch
limit (see “The selection wizard” on page 119), the shortcuts may not all be
displayed in the hit list. Contact your administrator to increase the fetch limit.

22.1.6.1 Adding shortcuts to a folder

You can add a new shortcut to an item to any folder. Thus you create a further
access path to the item. You can save a link to an item in a folder:
• Directly when you create a new item in PDMS Web Client (see “Creating a
document (file upload)” on page 150).
• When indexing (see “Maintaining properties for a new document (indexing)” on
page 152).
• At a later time, for example after a search.
Tip: If a shortcut to the item exists in another folder, you can copy it (see
“Copying shortcuts between folders” on page 219).

To add an existing item to a new folder:

1. Perform a search for the item.
2. Select the item in the hit list.
3. Select Copy from the selection list in the function bar below the hit list.
4. Select the folder in which you want to insert the shortcut by clicking on the
folder icon.

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 22.1 User-defined folders and shortcuts

5. Select Paste from the folder functions.

The link appears in this folder. Click on the folder name to display the contents of
the folder in the display area.
Notes:
• You can insert the shortcuts several times. In this case, repeat step 4 to
step 5.
• The shortcuts remain in the clipboard until the session is closed or another
Cut or Copy function is performed.

22.1.6.2 Moving shortcuts between folders

You can move shortcuts from one folder to another and thus change the access path.

To move shortcuts in the tree:

1. Displaying shortcuts
Open the folder that contains the shortcuts.
2. Cutting shortcuts
a. Select the shortcuts you want to cut in the hit list.
b. Select Cut from the selection list in the function bar below the hit list.
The cut shortcuts are highlighted.
3. Pasting shortcuts
a. Select the folder in which you want to insert the shortcuts you cut by
clicking on the folder icon.
b. Select Paste from the selection list in the navigation area.
The cut shortcuts are inserted in the specified folder in the tree.
Notes:
• You can only paste a cut shortcut once. To insert the shortcuts in several
folders in the tree, use the Copy function.
• The shortcuts remain in the original folder until a Paste action is
performed successfully.
• The shortcuts remain in the clipboard until the session is closed or
another Cut or Copy function is performed.

22.1.6.3 Copying shortcuts between folders

You can copy items (that is, item shortcuts) from one folder to another and thus
create additional access paths to the item.

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To copy shortcuts in the tree:

1. Displaying shortcuts
Open the folder that contains the shortcuts.
2. Copying shortcuts
a. Select the shortcuts you want to copy in the hit list.
b. Select Copy from the selection list in the function bar below the hit list.
3. Pasting shortcuts
a. Select the folder in which you want to insert the copied shortcuts by clicking
on the folder icon.
b. Select Paste from the selection list in the navigation area.
The copied shortcuts are inserted in the specified folder in the tree.
Notes:
• You can insert the shortcuts several times. To do so, repeat step 3 as
often as necessary.

22.1.6.4 Removing shortcuts from folders

You can remove shortcuts from folders when you no longer need them. Note,
however, that only the shortcut, not the item itself is deleted. That means that even
if you remove all shortcuts to a specific item from all folders, the item still remains
in the system and you can still access it, for example using a search.
If you indeed want to remove the item from the system, use the Delete function (see
“Deleting items in folders” on page 220).

To remove shortcuts from folders:

1. Open the folder that contains the shortcuts.
2. Select the shortcuts you want to remove in the hit list.
3. Select Delete link from the selection list in the function bar below the hit list.
4. In the dialog, confirm the removal of the shortcuts.
The selected shortcuts are removed from the folder.

22.1.6.5 Deleting items in folders

You cannot only remove item shortcuts from a folder (see “Removing shortcuts
from folders” on page 220), but also the item itself. In this case, the item no longer
exists in the system and you cannot access it any other way anymore. Together with
the item, all shortcuts that may have been created in any folders are automatically
deleted.

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 22.1 User-defined folders and shortcuts

Items are deleted from the Properties page, which you can access via the folder's hit
list. For details on deleting, see “Deleting items” on page 160.

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Chapter 23
Reference
This section provides an overview of all available functions of PDMS Web Client
and their corresponding icons.

23.1 Functions
General functions

Icon Name Description

- (selection list) Opens the dialog to create a new item (see “Creating a
document (file upload)” on page 150).
Upload Opens the area to store a new document using “Drag &
Drop” (see “Creating new items” on page 149).
Home Returns to the initial starting page.

Options Opens the page in which you can set various options, for
example the data format (see “General options” on
page 120).
Views Opens the page in which you can design the individual
areas of the available pages to suit your needs, for ex-
ample the selection or arrangement of the properties in
the query form or Properties page, or whether individ-
ual columns are displayed or hidden in the hit list (see
“Defining user-specific views for pages” on page 123).
Favorites Opens the page in which you can delete favorites (see
“Favorites” on page 134).
Logout Exits the application. Depending on the configuration,
either a log-out page is displayed or you return to the
log on page (see “Exiting the application” on page 114).
Help Calls the online help, which opens in a separate browser
window.

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Chapter 23 Reference

Standard functions

Icon Name Description

Save Stores the entered data and closes the dialog.

Reset Resets the field contents to their initial values without

closing the dialog.
Cancel Closes the dialog without executing the function.

Help Displays context-sensitive help for the current options

and fields.

Functions for user settings

Icon Name Description

Save Stores the entered data and closes the dialog.

Apply Stores the entered data without closing the dialog.

Use default Reverts to the default settings defined by the administra-

values tor.
Cancel Cancels any unapplied changes (that is resets to the pre-
viously applied settings) and closes the dialog.

Functions for entering properties

Icon Name Description

Restrict en- Restricts the selection of possible input values for the
tries field.
Calendar Opens a calendar tool to select a date.

Determining Dependent selection list; restricts the entries shown in

entries this selection list, depending on the other property field.
- Store value If configured for a certain input field: Stores the current in-
put for the duration of the session; the value is preset the
next time the same page is opened.

Query forms functions

Icon Name Description

Search Starts the search using the values specified in the current
query form.

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 23.1 Functions

Icon Name Description

Clear Clears all specified values in the current query form.

Add to favor- Saves the current query form as a favorite.

ites

Functions for favorites

Icon Name Description

Delete favor- Opens the page in which you can delete favorites.
ites
Favorite Show query Transfers the values from the stored query form to the
name property fields but does not run the search.
Perform Starts the search using the values stored in the query
search form.

Hit list functions

The following functions are available in the hit list by default. In addition, it is also
possible to configure additional functions in the hit list (see the table below, Actions
for hit list entries, as well as Functions available in the Properties page).

Icon Name Description

, Sort descend- Sorts the column in descending order, or indicates that
ing this column is sorted in descending order.
, Sort ascending Sorts the column in ascending order, or indicates that
this column is sorted in ascending order.
Show proper- Opens the Properties page for the corresponding item.
ties and ac-
tions

, , Show proper- For versionable documents and working copies only: Opens
ties and ac- the Properties page for the corresponding working copy.
tions of work- The displayed icon also indicates the working copy's
ing copy status (see “Document status (versionable documents)”
on page 138).

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
First page Displays the first page of the hit list.

Previous page Displays the previous page of the hit list.

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Icon Name Description

1-10 11- - Opens the hit list page that contains the specified hits (in
20... accordance with the settings in Options).
Next page Displays the next page of the hit list.

Last page Displays the last page of the hit list.

Back Returns to the previous view.

Print hit list Prints the current page or the entire hit list (depending
on the settings in Options).
Save hit list as Stores the current page or the entire hit list (depending
Excel file on the settings in Options) as an Excel file in the local
file system.
Add to mul- Adds the selected entries to the multiple selection (see
tiselection “Selecting entries in hit lists” on page 139).
Refresh Refresh of the current hit list.

Actions for hit list entries

Action Description
Select all Selects all entries on all hit list pages at
once (see “Selecting entries in hit lists” on
page 139).
Deselect all Deselects all entries on all hit list pages at
once (see “Selecting entries in hit lists” on
page 139).
Invert selection Inverts the selection, that is all selected
entries on all hit list pages are deselected
and vice versa.
Copy Copies a link to a document in order to
add it to a folder (see step 4).
Print Prints the selected documents one after
the other (see “Printing documents” on
page 159).
Render & Mail Renders the selected documents to a sin-
gle document in a chosen format and then
sends this document (see “Rendering sev-
eral documents to a cumulative document
and sending it” on page 194)
Render & Export Renders the selected documents to a sin-
gle document in a chosen format and then
exports this document (see “Rendering
and exporting documents” on page 196).

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 23.1 Functions

Action Description
Delete Deletes the selected items (see “Deleting
items” on page 160).
Send e-mail Attaches the selected documents to an e-
mail and then sends it (see “Sending sev-
eral documents as attachments to an e-
mail” on page 194).
Edit properties Allows you to edit the properties of sev-
eral documents of the same type in one
step (see “Editing properties for several
items at once” on page 166).
Start batch edit Allows you to edit several documents one
after the other (see “Editing items using
batch editing” on page 167).

Functions available in the Properties page

Icon Name Description

Edit properties Displays property values of the selected item in the edit
mode. See “Editing properties” on page 165.

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.
Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Delete Deletes the item from the archive. See “Deleting items”
on page 160.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list

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Chapter 23 Reference

Icon Name Description

Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item.
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159
- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)
- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

Functions available in the Properties page (document versions)

Icon Name Description

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
New version Only available if no working copy exists yet.
Creates a personal working copy of the document
(checking out) and opens the Check in: edit properties
and upload file to server page. See “To edit the proper-
ties and check in the working copy (unlock it):” on
page 177.
Check out: Only available if no working copy exists yet.
create working Creates a personal working copy and opens the Proper-
copy ties page for the working copy. See “Creating working
copies (check-out)” on page 176.
Check in: edit Only available if the working copy is not locked by an-
properties and other user.
upload file to Opens the Properties page for the corresponding work-
server ing copy in edit mode and locks it for you if necessary.
Allows you to upload a file to the server while storing
and to create a version.

228 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 23.1 Functions

Icon Name Description

To working In the selection list only:
- copy Opens the Properties page for the working copy (see
step 1).
Version his- Displays an overview of version information for the
tory document. See “Displaying the Version history” on
page 186.
Edit properties Opens the page to edit properties for the latest docu-
ment version. See “Editing version-independent proper-
ties for versions” on page 174.
Delete Deletes the complete document, including the working
copy, from the archive. See “Deleting items” on
page 160.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.
Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.
Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list
Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item (see “Displaying
audit entries for an item” on page 200).
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159
- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)

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Chapter 23 Reference

Icon Name Description

- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

Functions for working copies

Icon Name Description

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
Lock working Only available if the working copy is not locked.
copy (create Locks the working copy for you and stores a copy in
personal your Working copies list. See “Locking working copies”
working copy) on page 176.
Unlock work- Only available if the working copy is already locked for
ing copy you.
Unlocks the working copy. See “Unlocking working cop-
ies” on page 181.
Check in: edit Only available if the working copy is not locked by an-
properties and other user.
upload file to Opens the Properties page for the corresponding work-
server ing copy in edit mode and locks it for you if necessary.
Allows you to upload a file to the server while storing
and to create a version.
Version his- Displays an overview with version information for the
tory document (not for initial working copies). See
“Displaying the Version history” on page 186.
Revert to last Only available if the working copy is not locked by an-
version other user:
Deletes the working copy and undoes the changes to the
properties and contents till the status of the last version-
ing is reset. See “Deleting working copies (reverting to
the last version)” on page 182.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.
Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.

230 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 23.1 Functions

Icon Name Description

Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list
Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item (see “Displaying
audit entries for an item” on page 200).
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159
- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)
- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

Functions available in the Properties page (working copies)

Icon Name Description

, ... Show docu- Opens an archived document in a viewer. See

ment “Displaying archived documents” on page 158.
Download Opens a dialog box to save archived documents to the
document local file system. See “Saving archived documents lo-
cally (download)” on page 158.
Lock working Only available if the working copy is not locked.
copy (create Locks the working copy for you and stores a copy in
personal your Working copies list. See “Locking working copies”
working copy) on page 176.

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Chapter 23 Reference

Icon Name Description

Unlock work- Only available if the working copy is already locked for
ing copy you.
Unlocks the working copy. See “Unlocking working cop-
ies” on page 181.
Check in: edit Only available if the working copy is not locked by an-
properties and other user.
upload file to Opens the Properties page for the corresponding work-
server ing copy in edit mode and locks it for you if necessary.
Allows you to upload a file to the server while storing
and to create a version.
Version his- Displays an overview with version information for the
tory document (not for initial working copies). See
“Displaying the Version history” on page 186.
Revert to last Only available if the working copy is not locked by an-
version other user:
Deletes the working copy and undoes the changes to the
properties and contents till the status of the last version-
ing is reset. See “Deleting working copies (reverting to
the last version)” on page 182.
Send task Opens a dialog to send a task. See “Sending items as
tasks” on page 203.
Send e-mail Opens a dialog to send an e-mail. See “Sending items by
e-mail” on page 190.
Open Opens the Note Editor. See “Reading and adding notes”
NoteEditor on page 197.
Verify authen- Checks whether the document has been modified since it
ticity was created. See “Checking document authenticity” on
page 199.
Show next Opens the properties of the next item in the hit list.
item in hit list
Show previ- Opens the properties of the previous item in the hit list.
ous item in hit
list
Back Returns to the last view.

- Audit entries In the selection list only:

Displays the audit entries for an item (see “Displaying
audit entries for an item” on page 200).
- Copy URL In the selection list only:
Copies the URL of the document to the clipboard (see
“Copying item URLs to the clipboard” on page 189).
- Print In the selection list only:
Prints the document (see “Printing documents” on
page 159

232 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 23.1 Functions

Icon Name Description

- Render & Mail In the selection list only:
Renders the document to a chosen format and then
sends this document (see “Rendering several documents
to a cumulative document and sending it” on page 194)
- Render & Ex- In the selection list only:
port Renders the document to a chosen format and then ex-
ports this document (see “Rendering and exporting
documents” on page 196)

Functions for Indexing

Icon Name Description

Skip&Next Skips the current document.

Reject indexing Sends the document back to the administrator (for

scanned documents only).
Delete Deletes the document from the list (only for docu-
ments that were stored there by the users them-
selves).
Save Creates the record.

Save&Next Creates the record and opens the next document in

the selection for indexing.
Reset Deletes the current entries in the properties fields
for the current document.
Cancel Rejects the entries, closes the dialog without index-
ing the document, and returns to the document list.
Continue Continues with the next indexing step (defining
properties).
Back Returns to the previous indexing step (assigning
the item type).

Functions for batch editing items

Icon Name Description

Save Stores the entries and returns to the hit list.

Save&Next Stores the entries and displays the next item in the
selection.
Skip and Next Rejects the entries in the current item and displays
the next item in the selection.

TCP100001-UGD-EN-4 User Guide 233

Chapter 23 Reference

Icon Name Description

Skip and Previ- Rejects the entries in the current item and displays
ous the previous item in the selection.
Reset Deletes the current entries in the properties fields
for the current item.
Cancel Rejects the entries in the current item and returns
to the hit list.

Note Editor functions

See also “Reading and adding notes” on page 197

Icon Name Description

Save note Saves the note.

Refresh notes Refreshes the display of existing notes.

Close Closes the Note Editor.

Functions in the E-mail page

Icon Name Description

Send Sends the e-mail to the defined recipients.

Reset Clears the entries in the e-mail page.

Cancel Closes the e-mail page without sending the e-mail and
returns to the properties display or the hit list.

Folder functions

Icon Name Description

Expand folder Expands folders in the tree structure (see “Opening
and closing folders” on page 215).
Collapse Collapses folders in the tree structure (see
folder “Opening and closing folders” on page 215).
Open folder Displays folder contents as a hit list in the display
- area (see “Opening and closing folders” on
page 215).
Select folder Selects a folder for a function (see “Opening and
closing folders” on page 215).

234 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 23.2 Status icons

Icon Name Description

Create new Inserts folders in the tree structure (see “Creating
-
folder new folders” on page 216).
Cut folder Cutting folders from the tree structure to paste
- them in a different place (see “Moving folders” on
page 217)
Paste Pastes folders (or shortcuts) in a different place in
- the tree structure (see “Moving folders” on
page 217).
Delete folder Removes folders from the tree structure (see
-
“Deleting folders” on page 216).
Rename folder Renames folders (see “Renaming folders” on
-
page 217).
- Refresh tree Updates the folder structure display.

DocuLink folder functions

Icon Name Description

Expand folder Expands DocuLink folders in the tree structure

Collapse Collapses DocuLink folders in the tree structure

folder
Open folder Displays DocuLink folder contents as a hit list in
-
the display area
Refreshing the Updates the DocuLink folder structure display
-
folder display

23.2 Status icons

The following table provides an overview of all item status icons that are displayed
in PDMS Web Client.

Item status

Icon Status
New
Modified

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Chapter 23 Reference

Document status (versionable documents)

Icon Status
Personal working copy

Working copy locked by [other user]

The working copy is not locked.

Current Version (only in the Version history)

Old version (only in the Version history)

236 Open Text Transactional Content Processing TCP100001-UGD-EN-4

Index
Attachments 192
Sending files 192
Audit 65
Audit (process) 77
A Audit entries
Accept (work item) 65 Displaying 163, 200
Action area 27 Properties 163, 200
Actions
Clear value 166 B
Copy 140 Back 114
Copy URL 140 Batch editing
Declining tasks 212 Editing items 167
Delete 140 Editing versionable documents 184
Deleting tasks 212 Indexing 152
Deselect all 140 Batch mode
Forwarding tasks 211 See “Batch editing”
Hit list entries 140 Browse
Hit lists 140 hit list 43
Performing 209 work item list 59
Print 140 Browser 21
Render & Export 140 Business Views 18, 64
Render & Mail 140 query 45
Resubmitting tasks 212
Select all 140
C
Send e-mail 140
Calendar tool 36, 120
Tasks 209
Changes
Add
Reject 178, 181
attachment to process 72
Checking in
file to process 72
Documents 111
Adding
Checking out 176, 179
Records 149
Documents 110
Shortcuts 218
Classification 57, 201
Address book 76
Closing
After moving or deleting an item open the
DocuLink folders 127
next item (AutoFeed) 28, 62
Folders 215
Attachment 64
Collapsing
add to process 72
DocuLink folders 127
adding to a process 72
Folders 215
remove 75
Combined search 134
removing from a process 72

TCP100001-UGD-EN-4 Open Text Transactional Content Processing 237

Index

Comment Working copies 160, 173, 182

attach to process 76 Details
for work item 64 Displaying 163, 169, 171
Content area 23, 27 Display area
Content file Graphical user interface 117
add version 55 Displaying
edit 55 Audit entries 165, 200
view 51 DocuLink folder content 128
Conventions DocuLink folder structure 127
Conventions in this documentation 12 Folder content 215
Conversion profile 159 Folders 216
Copying DocuLink folders 111, 126
Shortcuts 219 Closing 127
Create Collapsing 127
document 49 Displaying 127
process 71 Displaying content 128
Creating Expanding 127
Folders 216 Functions 126
Records 149 Navigation 127
Shortcut 151 Opening 127, 127, 128
Versionable documents 151 DocuLink query forms 126
Criteria for search 36 Document
Current search path 138 add version 54, 54
Cutting attach to process 64, 72
Folders 217 create 49
definition 17
D delete 56
Data record types edit 54, 54
See “Item types” hit list 40
Date format 28 inspect 49
Options 121 overview 49
Date time format search 35
Options 121 status 40
Decline submit 56
Tasks 211 versions 18
Delegate for out of office 29, 32 view content 51
Delete view version 50
Tasks 212 Document (Word)
Delete document 56 Upload to TCP 97
Deleting Document formats 108
Document versions 171 (See also “Renditions”)
Documents 160, 220 E-mails 192
Folders 216 Document properties
Indexing 156 See “Properties”
Records 160 Document reference 44
Renditions 160 Document types
Sent tasks 206 See “Item types”
Shortcuts 160, 220 Document versions 110
Versionable documents 160 Attaching to process 169

238 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Index

Checking out 176, 179 Printing 159

Creating 178, 185 Processing 147
Deleting 171 Rendering 193, 196
Displaying 186 Saving 158, 163
Displaying properties 169, 187 Saving locally 158
Edit properties 169 Searching 129
Editing 173 Sending as e-mail 190
Editing contents 175 Sending e-mails 165
Editing version-independent properties Sending tasks 163, 203
174 Separating pages 159
Functions 170 Shortcuts 214, 218
History 186, 186 Starting process 165
Hit lists 111 Status 137
Open NoteEditor 171 Table of contents 159
Opening 171 Unlocking 111
Reverting 182 Upload 111, 150, 175, 178
Saving 169, 180 Verify authenticity 163, 199
Saving locally 159 Versioning 169
Sending e-mails 171 Versions 110
Sending tasks 169 Domain 113
Start workflow with selected items 171 Download 51, 111, 158, 175
Status 138, 176, 178, 179, 180, 180, 187 Download (hit list) 43
Verify authenticity 169 Draft (work item) 72
Version history 111, 169 Drag & drop
Working copies 171, 173 email (Outlook) to TCP 98
Documents 108, 108 Windows Explorer to TCP 99
Attaching to process 163 Drag & Drop 150
Changing 169 Storing documents 157
Checking in 111 Drawer 23, 24
Checking out 110 Due date
Copying to server 151, 165 Tasks 204, 210
Copying URLs to the clipboard 189 Dynamic 111, 126
Creating 149, 169
Creating manually 150 E
Defining properties 154 E-mails
Deleting 160, 165 Attaching documents 190
Displaying 158 Attachment 194
Download 111, 158 Changing the address 122
Edit properties 165 Sending 165, 171, 171
Exporting 196 Sending individual items 191
Folders 214, 218 Sending properties 190
Functions 163 Sending several documents 193, 194
Hit lists 137 Edit
Indexing 152, 157 content file 55
Indexing later 149 document 54, 54
Locking 110, 173 work item 62
New version 185 work item (from other users) 29
Open NoteEditor 165 Edit properties
Opening 163, 165, 169, 171 Document versions 171

TCP100001-UGD-EN-4 User Guide 239

Index

Documents 163 Closing 215

Working copies 173 Collapsing 215
Editing Copying shortcuts 219
Batch editing 167, 184 Creating 216
Document version 173 Cutting 217
Properties 166, 184 Deleting 216
Email (Outlook) Deleting documents 220
Upload to TCP 98 Displaying content 215
Email document reference 44 DocuLink 116
Enterprise Connect 93 Documents 214
entering new password 95 Editing contents 218
inspecting documents 101 Expanding 215
logging on as a different user 95 Functions 213, 216
Troubleshooting 103 Moving 217
Error messages 27, 117 Moving shortcuts 219
Excel Navigation 215
Sent tasks 207 New 216
Storing hit lists as Excel files 147 Opening 215, 215, 215
Tasks 209 Pasting 217
Exiting 22, 114 Refreshing the display 216
Expanding Removing shortcuts 220
DocuLink folders 127 Renaming 217
Folders 215 Selecting 216
Exporting Shortcuts 214, 218
hit list 43 Formats
Rendering 196 Renditions 158
Forward 114
F Tasks 211
Favorites 117, 134 Fulltext search
Adding a query 129 PDMS UI 133
Defining 136 Properties 134
Deleting 136 Function bar 117
Functions 134 Functions
Feedback 14 Displaying 163, 169
Fetch Limit 119, 213, 218 DocuLink folders 126
See “Fetch Limit” Folders 213, 216
File PDMS Web Client 223
add to process 72 Properties page 163, 170, 171
File tab (work item) 64 Standard 118
File upload 111, 150 Functions (hit list) 40
Filter (work item) 60
Find G
document 35 General functions 24, 26, 117
work item 59 Calendar 120
Finished Graphical user interface 23
Tasks 210 action area 27
Folders 116, 213 Areas 114, 114
(See also “DocuLink folders”) content area 27
Adding documents 218 Display area 117

240 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Index

DocuLink folders 116 Hit lists 136

Favorites 117 Actions 140, 140
Folders 116 Attaching processes 140
Function bar 117 Displaying documents 140
general functions 24, 26 Displaying properties 140
General functions 117 Document versions 111
information area 27 Editing the properties view 124
Information area 117 Functions 140
Input fields 117 Indexing 152, 155
Navigation area 115, 213 Navigation 138
navigation path 26 Printing 140, 146
overview 23 Selecting 41, 139
personal drawers 25 Sorting 140, 144
query 25 Status 138
Query forms area 116 Storing as Excel files 147
sidebar 24 Switching to Edit page 147
Working area 117 Version history 186
Workplace 116 View 123, 125
Graphical user interface – PDMS Web Working copy status 176, 177, 179, 180
Client Home
Functions 223 General functions 117
Icons 223 HTTP protocol 158

H I
Help 26 Icons
General functions 117 PDMS Web Client 223
Properties 118 Inbox 24
Hierarchical search 109, 145 inboxes from other users (accessing) 29
See “Related data” Indexing 152, 157
History Batch editing 152
Document versions Creating a shortcut 155
See “Version history” Later 149
Navigation 26 List 116, 155
Tasks Versionable documents 155
See “Task history” Information
Versions PDMS Web Client version 118
See “Version history” Information area
Hit list 40 Graphical user interface 117
browse 43 Initiate (process) 71
download 43 Input fields
elements 40 Graphical user interface 117
email link 44 Inspect (document) 49
export 43 Instructions 65
length 42 Internet access 21, 93
navigate 43 Item
page size 28 See “Document”
refresh 43 Item types 108, 108
sorting 42 Assigning 150, 154
update 43 Versionable 150

TCP100001-UGD-EN-4 User Guide 241

Index

Items Logging on 114

Attaching to process 163 PDMS Web Client 113
Copying URLs to the clipboard 189 Login
Creating 149 Page 113
Deleting 160, 165, 220
Folders 214 M
Functions 163 Main menu 23
Searching 129 Mandatory fields 35, 62
Sending as e-mail 190 Max. number of hits per page
Sending e-mails 163 Options 121
Sending tasks 163, 203 Maximum number of hits per search 127,
Shortcuts 214 128, 132
Starting process 165 Menu 23
Status 137 Monitor (process) 77, 83
Moving
J Folders 217
Java Viewer 51, 158 Shortcuts 219
JavaScript 21 Multiple selection 140, 207
Editing properties 166
L Maximum number of items 143
Language 28 Performing actions 142
Options 121 Render & Mail 194
Linked queries 145 Search 130
(See also “Query forms”, “Related data”) Selection wizard 139
Displaying properties 145 Sending e-mails 193, 194
Editing properties 145
Navigation 145 N
Lists Naviagation history 26
Indexing 116, 155 Navigate (hit list) 43
Restricting 119 Navigate to items of type
Sent tasks 116, 205 Linked queries 145
Tasks 116, 207 Navigation area 111, 115
Working copies 176, 177 Navigation path 26, 117
Locking 179 Note Editor 197
Document version 173 Notes 197
Documents 110 Adding 198, 199
Undoing 182 Document versions 169
Unlocking 181 Title 199
Working copies 176, 179 Working copies 171
Locking mechanism 110, 174, 175, 179 XML 197
Log on 21, 113 Number of hits (hit list) 42
False input 113
User group 113 O
Log on (Enterprise Connect) 93 Online help 26
Log out 22 Open
Log-out 114 content file 51
Logging off 114 document 49
General functions 117 work item 62

242 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Index

Open NoteEditor audit 65, 77

Documents 165 definition 18
Open Text Online 14 start from document 56
Open TextImagingJava Viewer 158 start new 71
Opening Processes
DocuLink folders 127, 128 Attaching documents 163
Folders 215, 215 Document versions 169
Options 118 Starting 165
Display 122 Working copies 171
Exporting 147 Processing
General 120 Documents 163, 165
Printing 146 Folder contents 218
Regional 121 Older versions 187
Out of office settings 32 Properties 165
Overview Records 149, 165
DocuLink folder functions 126 Shortcuts 218
Folder functions 213 Version-independent properties 174
Versionable properties 175
P Versions 174, 175
Password 21, 29 Working copies 175
Changing 122 Properties 49, 108
Error 113 Audit entries 165, 200
Pasting Changing 145, 165
Folders 217 Creating 149, 169
Path bar 117 Defining 154
Personal 25 Deleting 160
Popup Blocker 21 Displaying 163, 169, 171
Postpone edit 45
work item 66 Editing the view 124
Preferences Functions 163, 170, 171
See “Settings” hit list 40
Prerequisites 21, 93 Hit lists 137
Print options 121 Selecting for display 124
Printer Sending as e-mail 190
Presetting 122 Sent tasks 206
Selecting 159 Tasks 208
Printing Version-independent 178, 180
Conversion profile 159 Versionable 110, 110
Create table of contents 159 Versioning 169
Documents 159 view 45
Hit lists 146 View 123
Insert separating pages 159 Working copies 183
Sent tasks 207 Property search 36, 130
Tasks 209 Fulltext 134
Version history 186 Proposal lists 131
Working copies 183 Restricting 119
Process Wizard 119
(See also “Work item”) Proxy access settings 29
add document 72

TCP100001-UGD-EN-4 User Guide 243

Index

Q Exporting 196
Queries 25 Presetting 122
Query 35 Profile 194, 196
Business Views 25, 45 Sending e-mails 194
definition 17 Separating pages 194, 196
related data 45 Target format 122, 194
Query forms 109, 129 Rendition Service 160, 195, 197
DocuLink 116, 129 Renditions 108, 158
Editing the properties view 124 Deleting 160
Favorites 134 Sending e-mails 190
Functions 129 Report 83
Linked 145 Requirements 21, 93
Options 121 Resubmittal
View 123 Tasks 212
Resubmittal date
R Task 212
Reassign Reverting
work item 67 Document version 182
Record Review
See “Document” work item 69
Records 108 Routing graph 65, 78
Adding 149
Creating 149, 150 S
Creating manually 150 Sample scenario 107
Deleting 160 Save as
Processing 149 Word document to TCP 97
With document 108 Saving
Without document 108 Archived documents 158
Refresh 140, 207 Document versions 178, 180
hit list 43 Indexing 155
Refreshing Intermediate statuses 111
Folder display 216 Locally 158
Task list 207 Saving locally
Working copies 183 Document versions 171
Reject (work item) 65 Working copies 173
Reject indexing Search 25, 116, 129
Indexing 156 Combined 134
Related data 17 definition 17
Business Views 45 Documents 129
definition 17 Favorites 134
query 45 Hierarchical 109, 145
Remove Multiple selection 130
attachment 75 Properties 130
Removing Recipient 204, 211
Shortcuts 220 related data 17, 45
Renaming Sent tasks 205
Folders 217 Tasks 208
Rendering wildcards 36
Directory 122, 196 work item 59

244 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Index

Search pattern 131 Sorting (hit list) 42

Search – Fulltext SSL certificate 158
PDMS UI 133 SSO
Selecting Enterprise Connect 93
Folders 216 Start (Enterprise Connect) 93
Hit lists 41, 139 Start process 71
Selection Start TCP Web Client 21
Restricting 119 Statistics 83
Selection wizard 131, 174 Status 178, 181
Sending Document versions 178, 187
E-mail 190 Documents 137
Sent tasks Version history 138
Deleting 206 Status (documents) 40
Displaying properties 206 Status reports
Excel 207 Tasks 205, 210
List 116, 205 Storing copies
Printing 207 Tasks 210, 212
Processing 205 Submit
Searching 205 document 56
Separating pages work item 62
Document list 159 System adaptations 120
E-mails 194
Printing 159 T
Rendering 194, 196 Table of contents
Settings 27 Document list 159
Display 122 Printing 159
general 28 Task history 203, 209
General 120 Tasks 203
regional 28 Actions 209
Regional 121 Decline 211
User-specific 120, 122 Delete 212
Views 123 Displaying properties 208
Shortcut Document versions 171
Adding 151 Due date 204
Shortcuts 111, 213, 213 Excel 209
Copying 219 Finished 210
Deleting 160 Finishing 210
Documents 214 Forward 211
Folders 214 List 116, 207
Moving 219 Options 121
Processing 218 Own 207
Removing 220 Printing 209
Sidebar 23, 24 Processing 207
Single Sign-On 21 Resubmit 212
Enterprise Connect 93 Searching 208
Sort order Searching recipients 204, 211
Hit lists 125 Send date 204
Sorting Sending 163, 203
Hit lists 125, 144 Status reports 205, 210, 210

TCP100001-UGD-EN-4 User Guide 245

Index

Storing copies 205, 210 V

Task history 203, 209 Verify authenticity
Working copies 173 Document versions 169
TCP document Documents 163
open from Microsoft Office 101 Working copies 171
TCP Web Client Version
exit 22 content file 55
GUI 23 document 18, 49, 54, 54
start 21 Version history 111
Time format 28 Displaying 171, 173, 186
Options 121 Displaying properties 187
Time zone 28 Displaying versions 186
Options 121 Printing 186
time-stamp 199 Status 138
Timeout 122 Versionable documents
Title (See also “Document versions”)
Note 199 Creating 151
Tool tips 26 Deleting 160
Troubleshooting Indexing 155
Enterprise Connect 103 Processing 169
Typography 12 Save options 151, 155
Versioning
U Author 169, 171
Undo Time 169, 171
Working copies 178, 181 Versions
Unlocking (See also “Document versions”)
Documents 111 Creating 185
Locking 181 Displaying the history 186
Update Editing older ones 187
hit list 43 Locking 173
Upload 178, 180 View
file to work item 72 attached file 51
Upload to TCP content file 51
files 97 document 49
from Windows Explorer 99 Hit lists 123, 125
Outlook email 98 Properties 123
Word document 97 Query forms 123
URL 21, 113 Sort order for hit lists 125
User (process) 76 versions 49
User data 122 versions of document 50
User groups 113 work item 62
Searching 204, 211 Views
User Information 32 General functions 117
User Interface 23
User settings 120 W
(See also “Settings”) Web Viewer 51
General functions 117 Wildcard
Search 131

246 Open Text Transactional Content Processing TCP100001-UGD-EN-4

 Index

Wildcards 36 Start workflow with selected items 171

See “Wildcard” Status 138
Windows Explorer Unlocking 181
Upload to TCP 99 Verify authenticity 173
Work item Version history 171
accept 65 Working copy status 176, 177, 179, 180
comments 64 Workplace 116
delete draft 72 Workplace area 152
edit 62
filter 60 X
find 59 XML 197
index 65
open 62
overview 59
postpone 66
postponing and reassigning 68
reassigning 67
reject 65
review 69
routing graph 78
submit 62
view 62
Work item (process)
add document 76
Work Queues 18, 24
Working area 117
Working copies 110
Attaching to process 173
Creating 176, 179
Creating and editing 169, 171
Deleting 171, 182
Displaying list 183
Displaying properties 171, 183
Edit properties 171
Editing properties 175
Functions 171
List 176, 180
Locked 183
Locking 179, 179
Open NoteEditor 171
Opening 171
Personal 111
Printing an overview 183
Processing 171, 175
Saving 173
Sending e-mails 173
Sending tasks 173, 203, 206, 208
Show properties and actions of working
copy 138

TCP100001-UGD-EN-4 User Guide 247