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FileNet User Manual v2.0 1

The document provides instructions for using the Content Navigator software. It describes how to log in, search for documents, add new documents from various sources like email attachments or Word files, and share or delete documents. The document contains detailed steps and screenshots to guide users.

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Yohanna Monsalvez Rojas
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© © All Rights Reserved
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64 views

FileNet User Manual v2.0 1

The document provides instructions for using the Content Navigator software. It describes how to log in, search for documents, add new documents from various sources like email attachments or Word files, and share or delete documents. The document contains detailed steps and screenshots to guide users.

Uploaded by

Yohanna Monsalvez Rojas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 17

User Manual – Content Navigator

Revised Date Description/Changes Revision Revised by


June 21, 2018 A new guideline for Content Navigator 1.0 Derek Olson /
Linh Nguyen
May 15, 2020 Added Share files securely via OneDrive (p. 15) 2.0 Ce Li
Added ‘Move to Recycle Bin’ (p. 17)
Table of Content

1. Login...................................................................................................................... 3
2. Understand a Main Dashboard .............................................................................. 5
3. Search / Lookup a Document ................................................................................. 5
4. Add New Document .............................................................................................. 7
5. Add an Email message via MS Outlook .................................................................. 9
6. Add an Email attachment via MS Outlook .............................................................. 11
7. Add a new Document via MS Word ....................................................................... 13
8. Share files securely with OneDrive ......................................................................... 15
9. Move to Recycle Bin .............................................................................................. 17

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 2


Login
 Launch a browser (Firefox, Chrome, IE)
 Go to UCI Zot!Portal, https://portal.uci.edu
 Click on an Applications tab

 Click on FileNet Enterprise Content Management (ECM) under My Applications widget

 Login with your UCInetID and password. If you have Duo enabled, you will receive a push
notification.

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 3


FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 4
Understand a Main Dashboard

Search/Lookup for a Document


1. From a main navigator, click on a Search button on the left menu
2. Select “All Searches” folder
3. Select a pre-defined search

Text Search Tips


1. Matching Term Exactly: Surrounding a name or phrase with double quotation marks (")
returns search results that contain that exact phrase in the order that the words are
displayed in the query.
2. Searching for unknown or variable characters or terms: (*) or (?)

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 5


Wildcard characters, such as an asterisk (*) or question mark (?), are useful when
you are not sure of the spelling, exact name, or variations of a term. Use the
asterisk (*) to match none or multiple characters, but only one term. Use the
question mark (?) for a single character.

Using (*) example, the query czech* returns documents with the terms czech,
czechoslovakia, czechoslovakian, and other words that start with the characters
czech, including the word czech without any following characters.
You can also use the wildcard characters in a phrase search. For example, the
query John * Kennedy returns documents with the terms John Fitzgerald Kennedy
and John F Kennedy.

Using (?) example, the search term ra?or matches razor or rasor, but not raptor.
Multiple question marks in a row stand for the same number of characters as there are
question marks. For example, psych????y matches either psychology or psychiatry but
not psychotherapy.

Understand a Search Results window

 View options: FileNet Content Navigator comes with 3 different view modes: Detail, Magazine
and Filmstrip View.

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 6


Add New Document
FileNet is a file folder system similar to your windows file system. There are multiple ways
to add a new document to FileNet:
1. You can browse/navigate to a designated folder, then click on the Add Document
button

2. Or you can click on the Quick tool button and choose “Add New Document using Entry
Template”

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 7


3. Choose file to add and enter document information

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 8


Add an Email Message via MS Outlook
Note: you need an IBM plug-in for Microsoft Office. Please contact OIT Helpdesk to install the plug-in on
your PC.

1. Open email, click attachment and view within MS Outlook. (Note: do not download the
PDF)
2. Launch KFS website, https://systems.oit.uci.edu/kfs/portal.do
3. Lookup and update change in KFS.
4. Write down KFS Vendor number or copy it to a clipboard
5. Go back to MS outlook,
6. Click a UCI-ECM button on the toolbar
7. Click on a Connect button

8. Login with your UCInetID and Password


9. Go to your Inbox or any email box, right-click an email
10. Select ECM Add -> Add attachment with Entry Template to UCI-ECM

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 9


11. Choose UCI from a “Add to Location” dropdown list

12. Choose your template from the “Using entry template” (e.g., W9)
13. Enter Document’s information and click on an Add button.

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 10


Add an Email Attachment via MS Outlook

1. Open email, click attachment and view within MS Outlook. (Note: do not download the
PDF)
2. Launch KFS website, https://systems.oit.uci.edu/kfs/portal.do
3. Lookup and update change in KFS.
4. Write down KFS Vendor number or copy it to a clipboard
5. Go back to MS outlook,
6. Click a UCI-ECM button on the toolbar
7. Click on a Connect button

8. Login with your UCInetID and Password


9. Go to the email, open the message, then right-click on email’s attachment.
10. Select ECM Add -> Add attachment with Entry Template to UCI-ECM

11. Choose UCI from a “Add to Location” dropdown list

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 11


12. Choose W9/ACH from the “Using entry template”

13. Enter Document’s information and click on an Add button.

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 12


Add New Document via MS Word
 Open Word and click on UCI-ECM to connect to the FileNet Repository, then Connect

 Log in with your UCInetId

 Create document, then press Add, then Add with template from the dropdown menu that
appears.

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 13


 Choose the template, then press Add

 Add document from repository

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 14


Share Files Securely via OneDrive
This feature is for sharing documents with someone that
may not have or need access to FileNet. This allows for
users who have FileNet access to share documents with
outside venders or other departments on campus and so
forth. OneDrive is regulated and approved for sensitive and restricted data so even PII can be shared
securely. Recipients do not need to have their own OneDrive account. Shared documents have
retention built in. Here are the steps to share a document securely:

1. Right-click a document you want to share


2. Click Share Document with OneDrive
3. Type in the email you want to share the document with and select the retention period which
you want the document to stay on OneDrive.
4. Optional: check the checkbox to receive a copy of the email sent to the recipient. Your email
should show up if the checkbox is checked.
5. Click Share

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 15


A successful share will return this screen

And an example email that will be received by the recipient

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 16


Move to Recycle Bin

Deleting a Document in FileNet is permanent


with no way to recover so Recycle Bin has been
implemented to give users a chance to recover
documents. Recycled documents have a 180 day
retention period in which they can be recovered.
Here are the steps to move to recycle bin:

 Right-click the document you want to


move to the recycle bin
 Select Move to Recycle Bin

Steps to restore a document:

 Go to the Recycle Bin which is located on


the menu at the left side of the screen
 Select the document you want to restore
 Click Restore

If deletion is the end goal, you are able to permanently delete the document once you locate it
in the recycle bin.

FileNet User Manual, 2nd Edition (May 15, 2020) | pg. 17

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