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EMC ® Documentum ® D2 Premium

Release 3.1

User Guide

EMC ® Documentum ® D2 Premium Release 3.1 User Guide © Copyright 2012 EMC Corporation. All

Copyright

EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice.

The information in this publication is provided as is. EMC Corporation makes no representations or warranties of any kind with respect to the information in this publication, and specifically disclaims implied warranties of merchantability or fitness for a particular purpose. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license.

For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners.

© Copyright 2012 EMC Corporation. All rights reserved.

© Copyright 2012 EMC Corporation. All rights reserved. © Copyright 2012 EMC Corporation. All rights reserved.

Introduction

D2 is a solution made up of two applications:

A configuration layer for administrators : D2 - Configuration

A user interface to work on documents : D2 - Client

D2 makes it possible to:

Facilitate the configuration for all components of the documentation base, and to quickly model your business processes and needs

Update this configuration, by simple settings, in order to take into account the new standards and needs

This user guide is dedicated to the use of the D2-Client

• This user guide is dedicated to the use of the D2-Client © Copyright 2012 EMC

Table of Contents

Authentication and Interface

Display

Document Information

Document Properties

Import and Creation

Edition and Checkout

Version and Checkin

Virtual Document

Rendition

Annotations

Deletion

Relations

Hyperlinks

To Copy/ Paste /Link

Sending Mail

Export

Searches

Tools

Notifications

Filters

Lifecycles

Workflows

Subscriptions

Favorites

Administration

 Subscriptions  Favorites  Administration © Copyright 2012 EMC Corporation. All rights reserved. 4

Authentication and Interface

Authentication and Interface © Copyright 2012 EMC Corporation. All rights reserved. 5

Connection to a DocBase

When you run the D2-Client you see the following screen

The available DocBase list is displayed in the left-hand side window

Click the desired DocBase

in the left-hand side window • Click the desired DocBase © Copyright 2012 EMC Corporation. All
in the left-hand side window • Click the desired DocBase © Copyright 2012 EMC Corporation. All

Connection to a DocBase

Enter your login and password

Connection to a DocBase • Enter your login and password © Copyright 2012 EMC Corporation. All
Connection to a DocBase • Enter your login and password © Copyright 2012 EMC Corporation. All

Interface

The D2 interface allows simple and quick access to all documents in your DocBases. This new generation interface is a “thin client” and does not require any deployment.

D2 is accessible via Internet Explorer and has all the features of a “thick client.”

Explorer and has all the features of a “thick client.” © Copyright 2012 EMC Corporation. All
Explorer and has all the features of a “thick client.” © Copyright 2012 EMC Corporation. All

D2 – Client Interface and Navigation

Menu Bar Shortcut Bar Workspace Window (list of documents and properties) Navigation Virtual window for
Menu Bar
Shortcut Bar
Workspace Window (list of documents and properties)
Navigation
Virtual
window for
Documents
DocBase
(VD) Editor
content
and
features

Toolbar for Details selection

Details Window to view complementary information on documents

Details Window to view complementary information on documents © Copyright 2012 EMC Corporation. All rights reserved.

Navigation Window

Navigation Window • Opened DocBase with Network Location • Inbox (Tasks and Notifications) • Favorites (direct

Opened DocBase with Network Location

Inbox (Tasks and Notifications)

Favorites (direct link to favorite documents)

• Favorites (direct link to favorite documents) • Distribution (quick validation of document) •
• Favorites (direct link to favorite documents) • Distribution (quick validation of document) •
• Favorites (direct link to favorite documents) • Distribution (quick validation of document) •

Distribution (quick validation of document)

documents) • Distribution (quick validation of document) • Docbase checked out documents • Administration –

Docbase checked out documents

Administration

Dictionary, Taxonomy, Register table, Template

Groups and users management

Pre-defined searches

Groups and users management • Pre-defined searches – Last, Personal, Public, Asynchronous • Docbase Cabinets

Last, Personal, Public, Asynchronous

Docbase Cabinets

Navigation Into the DocBase

Navigation is identical to that of the Windows explorer, to select a folder, mouse click on it

Information Bar of the selected folder

mouse click on it Information Bar of the selected folder The tree structure will be expanded

The tree structure will be expanded a level and the contents of the folder displayed in the right-hand side window.

of the folder displayed in the right-hand side window. © Copyright 2012 EMC Corporation. All rights

Options

Options • You can modify some options of D2-Client, click on the menu « Tools »

You can modify some options of D2-Client, click on the menu « Tools » then « Options … »

click on the menu « Tools » then « Options … » • You can modify:
click on the menu « Tools » then « Options … » • You can modify:

You can modify:

menu « Tools » then « Options … » • You can modify: – The starting

The starting selected DocBase node in the Navigation window

The temporary folder

The working folder

The date format

The default user language

– The date format – The default user language © Copyright 2012 EMC Corporation. All rights

Options

On « Navigation » tab, access the following preferences to:

Hide folders in main window

Hide VD in Docbase browser

Sort by grouping folders into main window

Activate interface pagination

Disable the animation of sliding panels (to improve navigation performances)

Define a default dimension to display thumbnails

– Define a default dimension to display thumbnails © Copyright 2012 EMC Corporation. All rights reserved.
– Define a default dimension to display thumbnails © Copyright 2012 EMC Corporation. All rights reserved.

Disconnection of the DocBase

To disconnect yourself from the DocBase, click on the menu « File » then « Disconnect »

DocBase, click on the menu « File » then « Disconnect » Then click on «
DocBase, click on the menu « File » then « Disconnect » Then click on «

Then click on « Ok »

menu « File » then « Disconnect » Then click on « Ok » © Copyright

Display

Display © Copyright 2012 EMC Corporation. All rights reserved. 15

Thumbnail and Detailed Views

Thumbnail and Detailed Views Set up the view you want for the Workspace Window The default

Set up the view you want for the Workspace Window

Views Set up the view you want for the Workspace Window The default view is the

The default view is the detailed view

Workspace Window The default view is the detailed view • You can also use item in

You can also use item in the toolbar

the detailed view • You can also use item in the toolbar • By selecting thumbnail
the detailed view • You can also use item in the toolbar • By selecting thumbnail

By selecting thumbnail view, user can preview documents content in two different ways (ADTS pre requisite):

With “Quick view” menu option

With preview option, from the document’s thumbnail, an automatic scrolling is activated when your mouse is over the thumbnail

scrolling is activated when your mouse is over the thumbnail © Copyright 2012 EMC Corporation. All

Thumbnail View

In thumbnail view, documents are displayed one after the other according to the sorting option set from the detailed view mode

to the sorting option set from the detailed view mode © Copyright 2012 EMC Corporation. All
to the sorting option set from the detailed view mode © Copyright 2012 EMC Corporation. All

Thumbnail View: Preview and Tooltip

To preview a document with the auto scrolling, make sure you have an ADTS rendition configuration

• Then, place the mouse over the thumbnail. The document content is scrolling onto the
Then, place the mouse over the thumbnail. The document content is scrolling onto
the thumbnail area.

Information related to the displayed columns from detailed view are available on the document tooltip, doing a simple mouse over and staying still on the thumbnail.

doing a simple mouse over and staying still on the thumbnail. © Copyright 2012 EMC Corporation.
doing a simple mouse over and staying still on the thumbnail. © Copyright 2012 EMC Corporation.

Thumbnail View: Quick View

Documents, with ADTS rendition, are also viewable from a quick view window

ADTS rendition, are also viewable from a quick view window • Use the arrow keys to
ADTS rendition, are also viewable from a quick view window • Use the arrow keys to

Use the arrow keys to change pages and browse the document content

Select a document, and from the toolbar, click on the quick view menu option

You can use the keyboard shortcut Alt + space, after selection

can use the keyboard shortcut Alt + space , after selection To close the quick view

To close the quick view window, click anywhere on the D2 Workspace window

quick view window, click anywhere on the D2 Workspace window © Copyright 2012 EMC Corporation. All

Multi Windows

You can use several windows at the same time connected on different user accounts

• To open a new VD editor Click on • To open a new workspace
To open a new VD editor
Click on
To open a new workspace
click on
VD editor Click on • To open a new workspace click on © Copyright 2012 EMC

Viewing Properties of the Documents

• You can add additional properties in the list of the main window. Right-click on
You can add additional properties in the list of the main window. Right-click
on the properties bar .
Or, click on the « View » menu
then on « Windows settings »
then the desired window type
– Workspace window
– Virtual document editor
The operation is the same one for the two types of windows
The operation is the same one for the two types of windows © Copyright 2012 EMC

Viewing Properties of the Documents

Select the document type

of the Documents • Select the document type • • Then the property Click on« >

Then the property

• Select the document type • • Then the property Click on« > » You can
• Select the document type • • Then the property Click on« > » You can

Click on« > »

You can add several, then click on “OK”

on« > » You can add several, then click on “OK” © Copyright 2012 EMC Corporation.

Viewing Properties of the Documents

Organize document properties in a list

of the Documents • Organize document properties in a list • Select a property Click on

Select a property

document properties in a list • Select a property Click on the arrow to go up

Click on the arrow to go up the property

And on the arrow to go down the property

Then click on « OK » to add these properties
Then click on « OK » to add these properties
property • Then click on « OK » to add these properties © Copyright 2012 EMC

Viewing Properties of the Documents

• • •

To remove one, select it in the right - hand list

• To remove one, select it in the right - hand list Click on « <
• To remove one, select it in the right - hand list Click on « <

Click on « < »

one, select it in the right - hand list Click on « < » To restore

To restore the default list, click on the button « Restore »

restore the default list, click on the button « Restore » © Copyright 2012 EMC Corporation.
restore the default list, click on the button « Restore » © Copyright 2012 EMC Corporation.

Document

Information

Document Information © Copyright 2012 EMC Corporation. All rights reserved. 25

To Locate a Document

To locate a linked document, click on the document

Document To locate a linked document, click on the document Then click on the button «
Document To locate a linked document, click on the document Then click on the button «
Document To locate a linked document, click on the document Then click on the button «

Then click on the button « Location » to see its links

Click with the right button of the mouse on the desired link and select « locate »

of the mouse on the desired link and select « locate » © Copyright 2012 EMC
of the mouse on the desired link and select « locate » © Copyright 2012 EMC
of the mouse on the desired link and select « locate » © Copyright 2012 EMC

To Locate a Document

You will be automatically focused on it

a Document • You will be automatically focused on it © Copyright 2012 EMC Corporation. All
a Document • You will be automatically focused on it © Copyright 2012 EMC Corporation. All

Information on a Document

Click on the document to select it

on a Document • • Click on the document to select it Select on the detail
on a Document • • Click on the document to select it Select on the detail

Select on the detail bar for more information

Click on it to display (or hide) the details bar

t t o d i s p l a y (or hide) the details bar ©

Information on a Document

Locations : displays all the locations of the document

• Locations : displays all the locations of the document • Versions : displays all versions

Versions : displays all versions of the document

• Versions : displays all versions of the document • Renditions : displays all renditions of

Renditions : displays all renditions of the document

• Renditions : displays all renditions of the document • Relations : displays all linked documents

Relations : displays all linked documents of the document and distributions

all linked documents of the document and distributions © Copyright 2012 EMC Corporation. All rights reserved.

Information on a Document

Audits : displays records relative to the document

• Snapshots (for virtual documents only)
Snapshots (for virtual documents only)
to the document • Snapshots (for virtual documents only) Workflow • You can also select this
to the document • Snapshots (for virtual documents only) Workflow • You can also select this

Workflow

• Snapshots (for virtual documents only) Workflow • You can also select this information from the

You can also select this information from the « View » menu.

can also select this information from the « View » menu. © Copyright 2012 EMC Corporation.

Information on a Document

Other information is displayed in the Workspace window

The displayed properties are configurable

Columns are resizable

properties are configurable – Columns are resizable • Information for checked out documents: The green

Information for checked out documents:

The green padlock indicates that the document is locked in writing

padlock indicates that the document is locked in writing © Copyright 2012 EMC Corporation. All rights

To Increase Performance

Close the Virtual Documents editor when not in use

Close the « Details » area at the bottom of the window when not in use

Do not include repeating properties in the windows settings:

One of the most used properties, suitable to decrease performance, is the property « r_version_label »

Do not include specific properties (that do not belong to dm_document) in the viewing preferences if not useful

Generally, limit the number of properties in the preferences displayed, as far as possible

Navigate by clicking on “+” in the tree structure, rather than on the folders themselves

Using “+” does not run the refresh of the main window or the “Details”, area and is carried out consequently much faster

Do not deploy several branches of the tree structure at the same time if not necessary:

Deploying only the branch leading to the document used makes it possible to optimize the performances

document used makes it possible to optimize the performances © Copyright 2012 EMC Corporation. All rights

Properties

Properties © Copyright 2012 EMC Corporation. All rights reserved. 33

To View the Properties Sheet of a Document

•

Select the document

Properties Sheet of a Document • • Select the document – Or right-click on the selected
– Or right-click on the selected file and select « Properties » – Or click
– Or right-click on the selected file
and select « Properties »
– Or click on the File menu
then on « Properties »
» – Or click on the File menu then on « Properties » Then click on

Then click on the icon « properties »

on « Properties » Then click on the icon « properties » © Copyright 2012 EMC

To View the Properties Sheet of a Document

• The properties sheet of a document will be displayed in a new window •
The properties sheet of a document will be displayed in a new window
If a value appears
in
orange in a field,
this means that the value
has been deactivated in
the dictionary associated
to the combo
If a value appears in
red in a field,
this means that the value
has been removed in
the dictionary associated
to the combo

Mass Update

To mass update properties of several documents, select them

Click on« Tools » then « Mass update » then select a properties dialog

» then « Mass update » then select a properties dialog If selection contains virtual documents,
» then « Mass update » then select a properties dialog If selection contains virtual documents,
» then « Mass update » then select a properties dialog If selection contains virtual documents,

If selection contains virtual documents, select if you want to update only properties of the head of the VD or also the properties of Childs

of the head of the VD or also the properties of Childs © Copyright 2012 EMC
of the head of the VD or also the properties of Childs © Copyright 2012 EMC

Mass Update

Mass Update • Modify the properties in the dialog • Documentum properties beginning by r_ are

Modify the properties in the dialog

Documentum properties beginning by r_ are not managed, except:

r_is_virtual_doc

r_frozen_flag

When the value is different on all documents, it is replaced by « ##### »

Click on « Ok » to save modified values (values replaced by a ##### and not changed stay identical)

(values replaced by a ##### and not changed stay identical) © Copyright 2012 EMC Corporation. All

To View the Properties Sheet of a Document

• Select the document • Click on the File menu • Select « Permissions »
• Select the document
• Click on the File menu
• Select « Permissions »

To View a Document

To view a document, right - click and select « View »

• To view a document, right - click and select « View » • Or, select

Or, select the document then click on the « Document » menu then select « View primary content». The document will be opened in the application corresponding to its format.

be opened in the application corresponding to its format. © Copyright 2012 EMC Corporation. All rights
be opened in the application corresponding to its format. © Copyright 2012 EMC Corporation. All rights
be opened in the application corresponding to its format. © Copyright 2012 EMC Corporation. All rights

To View a Document

You can choose the application in which you want to view the document, for that, click on the document in the main window

Then click on the « Document » menu and select « View with … »

Then select the desired application

« View with … » • Then select the desired application The document will be opened
« View with … » • Then select the desired application The document will be opened
« View with … » • Then select the desired application The document will be opened
« View with … » • Then select the desired application The document will be opened

The document will be opened (in « read only »mode) in this application

will be opened (in « read only »mode) in this application © Copyright 2012 EMC Corporation.

To View a Document Rendition

To view a rendition, click on the document of which you want to visualize the rendition

Then click on the « Document » menu and select « View PDF rendition »

the « Document » menu and select « View PDF rendition » The rendition will be
the « Document » menu and select « View PDF rendition » The rendition will be
the « Document » menu and select « View PDF rendition » The rendition will be

The rendition will be displayed in « Adobe Acrobat » applicationthe « Document » menu and select « View PDF rendition » If a rendition for

If a rendition for this document does not exist, the following message will appearwill be displayed in « Adobe Acrobat » application © Copyright 2012 EMC Corporation. All rights

document does not exist, the following message will appear © Copyright 2012 EMC Corporation. All rights
document does not exist, the following message will appear © Copyright 2012 EMC Corporation. All rights

Import and Creation

Import and Creation © Copyright 2012 EMC Corporation. All rights reserved. 42

To Create a Document

To create a document , Click on « New Document »

• To create a document , Click on « New Document » – Or click on
• To create a document , Click on « New Document » – Or click on

Or click on the menu « File » then « New » then « Document »

on the menu « File » then « New » then « Document » © Copyright
on the menu « File » then « New » then « Document » © Copyright

To Create a Document

The creation window will appear. Select the document type to create

window will appear. Select the document type to create • You can also create a document
window will appear. Select the document type to create • You can also create a document

You can also create a document while inheriting its properties and/or the content of another document, to do that click on the tab « Inheritance »

document, to do that click on the tab « Inheritance » © Copyright 2012 EMC Corporation.
document, to do that click on the tab « Inheritance » © Copyright 2012 EMC Corporation.

To Create a Document

Click on « … » to open the DocBase Browser to select the file to inherit

» to open the DocBase Browser to select the file to inherit © Copyright 2012 EMC
» to open the DocBase Browser to select the file to inherit © Copyright 2012 EMC

To Create a Document

Browse the DocBase to find your file and select it.

Click « OK »

the DocBase to find your file and select it. Click « OK » © Copyright 2012
the DocBase to find your file and select it. Click « OK » © Copyright 2012

To Create a Document

The document is selected

To Create a Document • The document is selected • If you want to inherit the
To Create a Document • The document is selected • If you want to inherit the

If you want to inherit the properties, check the box.

• If you want to inherit the properties, check the box. • If you want to

If you want to inherit the content, check the box. You can check both boxes.

•

If the document is a VD, you can inherit its structure

• If the document is a VD, you can inherit its structure • Click « OK
• If the document is a VD, you can inherit its structure • Click « OK
• If the document is a VD, you can inherit its structure • Click « OK

Click « OK »

is a VD, you can inherit its structure • Click « OK » © Copyright 2012

To Create a Document

Complete the properties sheet

• • To Create a Document Complete the properties sheet Click « OK » © Copyright
• • To Create a Document Complete the properties sheet Click « OK » © Copyright

Click « OK »

a Document Complete the properties sheet Click « OK » © Copyright 2012 EMC Corporation. All

To Create a Document

If you have configured a linked document, the following dialog will appear:

a linked document, the following dialog will appear: Click on « OK » and the corresponding

Click on « OK » and the corresponding properties dialog will appeara linked document, the following dialog will appear: © Copyright 2012 EMC Corporation. All rights reserved.

« OK » and the corresponding properties dialog will appear © Copyright 2012 EMC Corporation. All
« OK » and the corresponding properties dialog will appear © Copyright 2012 EMC Corporation. All

To Create a Document

Select in the list the desired template

a Document • Select in the list the desired template • Then click on « Ok

Then click on « Ok ».The template will automatically be opened and the document created.

• •

If it exists just one template for this set of document, it will be automatically selected and the selection window will not appear

A document associated with a uniqueness configuration into D2-config won’t be created if required conditions are not controlled.

won’t be created if required conditions are not controlled. © Copyright 2012 EMC Corporation. All rights

To Create a Document

•

If the selected document for the inheritance is a VD and you have chosen to inherit the structure of the VD and you have several inheritance Templates selected in the matrix, choose the desired inheritance Template in the list

matrix, choose the desired inheritance Template in the list Then click on « Ok » •
matrix, choose the desired inheritance Template in the list Then click on « Ok » •

Then click on « Ok »

If it exists just one template for this set of document, it will be automatically selected and the selection window will not appear

selected and the selection window will not appear © Copyright 2012 EMC Corporation. All rights reserved.

To Import a Document

To Import a Document • To import a document , click on the menu « File
To Import a Document • To import a document , click on the menu « File
To Import a Document • To import a document , click on the menu « File

To import a document , click on the menu « File » then on « Import …»

Click on « + » to select the files on your hard disk

• Click on « + » to select the files on your hard disk The format
• Click on « + » to select the files on your hard disk The format

The format is automatic

If you want to open it after the import, uncheck the box

If you want to open it after the import, uncheck the box • If you want

If you want to set up the same properties for all documents check off the box

The following is the same one than for the document creation.

The following is the same one than for the document creation. © Copyright 2012 EMC Corporation.

To Import a Document

D2JobImportMassCreate

D2 allows to import documents by a simple « drag’n’drop »

Select from your workstation one or many documents to import



Drag it (them) to the D2 workspace window and then drop it (them)

Creation

matrix

window opens and allows to create a new document type

matrix window opens and allows to create a new document type The « Drag n Drop

The « Drag n Drop » feature cannot be used with files using Cyrillic character set in the name or content.

files using Cyrillic character set in the name or content. © Copyright 2012 EMC Corporation. All

To Import a Document – XML file

XML property files can be used while importing document, concurrently to default values and inherited configuration, as loading files for properties.

In order to make the transfer possible, it is necessary at the import time to have:

The XML file containing properties, named like the document, only the file extension changes

This file located under the same directory as the imported document

Moreover, the XML document content must be

structured like the example :

Root node « d2_import_xml »

Document properties as specified into the property page

<value> node are for repeating properties

« read only » properties (excepted r_object_type) will not be taken into account for the transfer

« format » attribut is an option for date property type.

This automatic property transfer can be used with already in place inherited configuration and default values. This order of predominance is as following:

Default Value < Inherited value < XML property value < User input

Import of document with XML file can also be achieved automatically with a Job cf

XML file can also be achieved automatically with a Job cf © Copyright 2012 EMC Corporation.

To Import a Document – XML file

XML File Template:

Root node Use <value> with repeating attributes Use <format> with date
Root node
Use <value> with repeating attributes
Use <format>
with date

To Import a Document – XML file

You can also use an XML file which name contains –meta.xml to import an xml document and its properties.

It is named with file name followed by –meta.xml:

filename-meta.xml

« Filename » correspond to linked/associated document.

This XML file, when you import it into the Docbase, must contains same characteristics as previous XML file (see previous slide).

characteristics as previous XML file ( see previous slide ). © Copyright 2012 EMC Corporation. All

To Import a Tree Folder Structure

Folders structure can be imported into a Docbase from D2-Client

To do so, structure import must connected

be configured in D 2 - Config for the user

Then, to import a structure, access to the following menu:

Then, to import a structure, access to the following menu: • And select folder to import
Then, to import a structure, access to the following menu: • And select folder to import

And select folder to import through this window

Structure import process is the same as the document creation

Auto-link, naming and security rules will be applied at the time of import

and security rules will be applied at the time of import © Copyright 2012 EMC Corporation.

To Import an XML Application

To import a XML Application, use the following menu :

• To import a XML Application, use the following menu : Then select in the window
• To import a XML Application, use the following menu : Then select in the window

Then select in the window XML file of the application to import

The folder application is going to be imported in the Docbase following linking, security and naming rules defined in D2 hypermatrix

To perform this operation properly, the DocApp of Xml application must be set up prior in the Docbase

DocApp of Xml application must be set up prior in the Docbase © Copyright 2012 EMC

Edition and Checkout

Edition and Checkout © Copyright 2012 EMC Corporation. All rights reserved. 59

To Checkout a Document

To Checkout a Document • To check out a document, click on it • Then click

To check out a document, click on it

•
a Document • To check out a document, click on it • Then click on the

Then click on the « Document » menu and select « Check Out »

click on the « Document » menu and select « Check Out » • The document

The document will be checked out of the DocBase

Out » • The document will be checked out of the DocBase © Copyright 2012 EMC
Out » • The document will be checked out of the DocBase © Copyright 2012 EMC

To Cancel the Checkout of a Document

To cancel the checkout of a document, click with the right button on this document and select « Cancel Checkout / Edit»

on this document and select « Cancel Checkout / Edit» Or click on the document then

Or click on the document then on the « Document » menu then on « Cancel Checkout »

then on the « Document » menu then on « Cancel Checkout » © Copyright 2012
then on the « Document » menu then on « Cancel Checkout » © Copyright 2012
then on the « Document » menu then on « Cancel Checkout » © Copyright 2012

To Modify a Document

• To modify a document , select it in the main window
• To modify a document , select it in the main window

Then click on the modification icon

Or click with the right button of the mouse on the document and select « Modify »

button of the mouse on the document and select « Modify » © Copyright 2012 EMC
button of the mouse on the document and select « Modify » © Copyright 2012 EMC
button of the mouse on the document and select « Modify » © Copyright 2012 EMC

To Modify a Document

Or click on the « Document » menu then select « Edit »

click on the « Document » menu then select « Edit » • The document will

The document will be opened in the application corresponding to its format (ex: Word) and it will be marked as « checkout » of the DocBase (green padlock)

be marked as « checkout » of the DocBase (green padlock) © Copyright 2012 EMC Corporation.
be marked as « checkout » of the DocBase (green padlock) © Copyright 2012 EMC Corporation.

Version and Check In

Version and Check In © Copyright 2012 EMC Corporation. All rights reserved. 64

To Check In a Document

To check in a document , select it in the main window

Then click on the check in icon – Or click with the right button of
Then click on the check in icon
Or click with the right button of the mouse
on the document and select « Check In …»
of the mouse on the document and select « Check In …» © Copyright 2012 EMC

To Check In a Document

Or click on the « Document » menu then select « Check In …»

on the « Document » menu then select « Check In …» © Copyright 2012 EMC
on the « Document » menu then select « Check In …» © Copyright 2012 EMC

To Check In a Document

The checkin window will appear. Select the desired version

The checkin window will appear. Select the desired version • If the settings allows you to

If the settings allows you to do so, you can enter a description

the settings allows you to do so, you can enter a description © Copyright 2012 EMC

To Check In a Document

To Check In a Document • Select the tab « options » • If you want

Select the tab « options »

If you want to make it the current version, check off the box

•
want to make it the current version, check off the box • If you want to
want to make it the current version, check off the box • If you want to

If you want to maintain the lock, check off the box

If you want to check in the document from an external file, click on « … » to select the file on your hard disk. The format will be automatically set

Then click on « OK » to check in the document

set • Then click on « OK » to check in the document If you have

If you have configured the silent check in, the document will be automatically checked in, without these options being proposed

checked in, without these options being proposed © Copyright 2012 EMC Corporation. All rights reserved. 68

To Check In a Document

You can also check in several documents at the same time

Select several documents, then run the check in

same time Select several documents, then run the check in Operation is the same than the

Operation is the same than the unitary check in with one more button « Ok for all » which acts on all the selected files

button « Ok for all » which acts on all the selected files © Copyright 2012
button « Ok for all » which acts on all the selected files © Copyright 2012
button « Ok for all » which acts on all the selected files © Copyright 2012

To Import a Version

To import a new version of a document from a « File System », Select it in the main window

from a « File System », Select it in the main window • Then click on
from a « File System », Select it in the main window • Then click on

Then click on « Document » then « Import as version »

Then select the file on the « File System »

Then click on « Ok »

The Checkout will be done automatically and the Checkin will be done according to the Check in configuration

Checkin will be done according to the Check in configuration © Copyright 2012 EMC Corporation. All
Checkin will be done according to the Check in configuration © Copyright 2012 EMC Corporation. All

Virtual Document

Virtual Document © Copyright 2012 EMC Corporation. All rights reserved. 71

To Create a Virtual Document

To create a virtual document, click on the desired document

To create a virtual document, click on the desired document • Click on the menu «
To create a virtual document, click on the desired document • Click on the menu «
•

Click on the menu « Document » then « Convert to VD » or on the corresponding icon

» then « Convert to VD » or on the corresponding icon © Copyright 2012 EMC
» then « Convert to VD » or on the corresponding icon © Copyright 2012 EMC
» then « Convert to VD » or on the corresponding icon © Copyright 2012 EMC

To Drag and Drop a Document in a Virtual Document (VD)

To drag and drop a document in a Virtual Document, click on the desired one from the Workspace window with the right button of the mouse

from the Workspace window with the right button of the mouse Maintain the button down and
Maintain the button down and drag it into the VD editor and drop it at
Maintain the button down and drag it into the VD editor and drop it at the
desired place

If you drop it on a document surrounded by dotted lines, the document will be inserted inside the target document which will be transformed into a VD

the target document which will be transformed into a VD © Copyright 2012 EMC Corporation. All

Insert an Inherited Component

Use the Virtual Document editor to insert under a node an inherited component

editor to insert under a node an inherited component • Select the parent element from the

Select the parent element from the virtual document, and Right click > Insert an inherited component

A cabinet explorer window opens

an inherited component • A cabinet explorer window opens • In this explorer, choose a single

In this explorer, choose a single node to insert from the main view (right part)

Apply by clicking OK

The node is inserted into virtual document tree

OK • The node is inserted into virtual document tree © Copyright 2012 EMC Corporation. All

To Drag and Drop a Document in a Virtual Document (VD)

If you drop it on an underlined document,

Document (VD) • If you drop it on an underlined document, The document will be inserted
Document (VD) • If you drop it on an underlined document, The document will be inserted

The document will be inserted under the target documentDocument (VD) • If you drop it on an underlined document, • You can also do

The document will be inserted under the target document • You can also do these drops

You can also do these drops inside the VD editor to modify the displayed VD

these drops inside the VD editor to modify the displayed VD © Copyright 2012 EMC Corporation.

To View a Virtual Document

To view a Virtual Document (VD), select the VD on the left - hand window and double-click on it or click here

the left - hand window and double-click on it or click here • The VD editor

The VD editor will appear on the left-hand part of the window

The VD editor will appear on the left-hand part of the window © Copyright 2012 EMC
The VD editor will appear on the left-hand part of the window © Copyright 2012 EMC

To View a Virtual Document

You can display the position and/or the version number of documents

 
 
 

You can unfold the VD completely or fold up it

  • You can unfold the VD completely or fold up it © Copyright 2012 EMC
  • You can unfold the VD completely or fold up it © Copyright 2012 EMC
  • You can unfold the VD completely or fold up it © Copyright 2012 EMC

To View a Virtual Document

To move a document, click on the document in the VD editor then click on the arrow

on the document in the VD editor then click on the arrow • The document is
on the document in the VD editor then click on the arrow • The document is
on the document in the VD editor then click on the arrow • The document is

The document is moved of a level upward (from 3.2 to 3.1) and the VD to which it belongs have been checked out (keys on the left)

To descend a document the procedure is the same one with the arrow downwards

the procedure is the same one with the arrow downwards © Copyright 2012 EMC Corporation. All

To View a Virtual Document

• To maximize the VD editor click here. To go back, click here • To
To maximize the VD editor click here. To go back, click here
To close it, click here
and the VD editor will be closed

To Create a Snapshot from a Virtual Document

To create a snapshot from a Virtual Document, display the desired VD in the VD editor by double clicking on it in the navigation window (left-hand side)

Then click on the camera icon in the VD editor

side) • Then click on the camera icon in the VD editor • Enter the title
side) • Then click on the camera icon in the VD editor • Enter the title

Enter the title of the snapshot

The snapshot will appear in the detail window

snapshot • The snapshot will appear in the detail window © Copyright 2012 EMC Corporation. All
snapshot • The snapshot will appear in the detail window © Copyright 2012 EMC Corporation. All

Rendition

Rendition © Copyright 2012 EMC Corporation. All rights reserved. 81

To Create a Rendition

To Create a Rendition • To create a rendition, Click on the document • Then click
To Create a Rendition • To create a rendition, Click on the document • Then click

To create a rendition, Click on the document

Then click on the menu « Document » and select « Create rendition »

on the menu « Document » and select « Create rendition » • The rendition will
•

The rendition will be sent to the rendition server

» • The rendition will be sent to the rendition server If the rendition request already

If the rendition request already exists, you will have the following message

already exists, you will have the following message • © Copyright 2012 EMC Corporation. All rights
already exists, you will have the following message • © Copyright 2012 EMC Corporation. All rights
already exists, you will have the following message • © Copyright 2012 EMC Corporation. All rights

To Import a Rendition

To Import a Rendition • To import a rendition, Click on the document • Then click
To Import a Rendition • To import a rendition, Click on the document • Then click
To Import a Rendition • To import a rendition, Click on the document • Then click

To import a rendition, Click on the document

Then click on the menu « Document » and select « Import Rendition»

•

Click on « … » to select the file on your hard disk (The format is automatic)

select the file on your hard disk (The format is automatic) • Then click on «

the file on your hard disk (The format is automatic) • Then click on « Ok

Then click on « Ok » and the rendition will be imported

• Then click on « Ok » and the rendition will be imported © Copyright 2012

To Remove a Rendition

To remove a rendition, click on it with the right button of the mouse and select « Remove Rendition »

right button of the mouse and select « Remove Rendition » • The rendition will be

The rendition will be removed

You can export document rendition, for example native fomat.« Remove Rendition » • The rendition will be removed • To do so use “Export

To do so use “Export rendition” menu

native fomat. • To do so use “Export rendition” menu © Copyright 2012 EMC Corporation. All

Annotations

Annotations © Copyright 2012 EMC Corporation. All rights reserved. 85

To Annotate a Document

•

To annotate a document, click on the desired document

• To annotate a document, click on the desired document Click on the menu « Document
• To annotate a document, click on the desired document Click on the menu « Document

Click on the menu « Document » then « annotations » or on the annotations icon

Document » then « annotations » or on the annotations icon © Copyright 2012 EMC Corporation.

To Annotate a Document

The document will be opened in Adobe Acrobat to be annotated

Annotate the document, then close Acrobat

Once the document is annotated, a relation which points on the annotation will be created

This annotation can be visualised in the tab relation of the details window under the label « DM_ANNOTATE »

of the details window under the label « DM_ANNOTATE » © Copyright 2012 EMC Corporation. All
of the details window under the label « DM_ANNOTATE » © Copyright 2012 EMC Corporation. All

To Annotate a Document in Native Format

D2 makes it possible to annotate a document in its native format like Word

This allows to do annotations in parallel on the same file and to merge them after in revision mode, without entering them again

To annotate a document, click on the selected document

•

•
a document, click on the selected document • • • Click on the menu « Document

Click on the menu « Document » then on « Annotations native format »

menu « Document » then on « Annotations native format » Or on the icon «

Or on the icon « Annotations native format »

Or through the workflow tasks

« Annotations native format » Or through the workflow tasks © Copyright 2012 EMC Corporation. All
« Annotations native format » Or through the workflow tasks © Copyright 2012 EMC Corporation. All
« Annotations native format » Or through the workflow tasks © Copyright 2012 EMC Corporation. All

To Annotate a Document in Native Format

The document will be opened in its native format (Word)

Enter modification in the text

Once the document has been modified, a relation pointing on the annotation will be created

This annotation can be displayed in the tab Relations of the detailed window on the label « Contains annotations »

the detailed window on the label « Contains annotations » • Once ended, check in the

Once ended, check in the annotation by clicking with the right hand button of the mouse on the relation, then on « Checkin… »

button of the mouse on the relation, then on « Checkin… » © Copyright 2012 EMC
button of the mouse on the relation, then on « Checkin… » © Copyright 2012 EMC
button of the mouse on the relation, then on « Checkin… » © Copyright 2012 EMC

To Annotate a Document in Native Format

You can annotate this document again with another user account

All annotations will be visible in the tab Relations

• All annotations will be visible in the tab Relations • To display an annotation, click
• All annotations will be visible in the tab Relations • To display an annotation, click

To display an annotation, click with the right hand button on the relation, then select « View primary content with this annotation »

then select « View primary content with this annotation » • To display the document with

To display the document with all annotations, click on « Document » then on « View primary content with annotations »

Document » then on « View primary content with annotations » 90 © Copyright 2012 EMC
Document » then on « View primary content with annotations » 90 © Copyright 2012 EMC
Document » then on « View primary content with annotations » 90 © Copyright 2012 EMC

90

© Copyright 2012 EMC Corporation. All rights reserved.

To Annotate a Document in Native Format

To Annotate a Document in Native Format • To merge annotations in the document, click on

To merge annotations in the document, click on the document then on « Document » then « Edit with annotations »

The document will be opened in Word in revision mode

Accept or refuse modifications

Then save the document

Then, check in the document with annotations

document • Then, check in the document with annotations © Copyright 2012 EMC Corporation. All rights
document • Then, check in the document with annotations © Copyright 2012 EMC Corporation. All rights
document • Then, check in the document with annotations © Copyright 2012 EMC Corporation. All rights
document • Then, check in the document with annotations © Copyright 2012 EMC Corporation. All rights

To View Annotations of a Document

To view annotations of a document, click on the desired document

• Click on the menu « Document » then « Annotations » or « Annotations
Click on the menu « Document » then « Annotations » or « Annotations
native format »
You will not see annotations by visualising the normal rendition
will not see annotations by visualising the normal rendition © Copyright 2012 EMC Corporation. All rights

Deletion

Deletion © Copyright 2012 EMC Corporation. All rights reserved. 93

To Delete a Virtual Document

Select « Delete VD only » or « Delete VD and sub folder and object »

VD only » or « Delete VD and sub folder and object » • Select «

Select « Delete only the virtual document(s) » or « Delete the virtual document(s) and documents children »

Then, click « Ok »

and documents children » • Then, click « Ok » © Copyright 2012 EMC Corporation. All

•

To Delete a Document

To delete a document, click on it with the right button of the mouse and select « Delete »

with the right button of the mouse and select « Delete » Or click on the
with the right button of the mouse and select « Delete » Or click on the
with the right button of the mouse and select « Delete » Or click on the

Or click on the document, then on the menu « File » then « Delete »

Decide if you delete « only the selected version » or « all the versions »

•
only the selected version » or « all the versions » • Click on « Ok

Click on « Ok » and the document will be deleted

» • Click on « Ok » and the document will be deleted © Copyright 2012

To Remove a Folder

To remove a folder, click on it with the right button of the mouse and select « Delete »

with the right button of the mouse and select « Delete » Or click on the
with the right button of the mouse and select « Delete » Or click on the

Or click on the folder, then on « File » then on « Delete »

click on the folder, then on « File » then on « Delete » © Copyright
click on the folder, then on « File » then on « Delete » © Copyright

To Remove a Folder

Select if you want to remove only the folder or also the subfolders

if you want to remove only the folder or also the subfolders Then click on «
if you want to remove only the folder or also the subfolders Then click on «

Then click on « Ok »

only the folder or also the subfolders Then click on « Ok » © Copyright 2012

Relations

Relations © Copyright 2012 EMC Corporation. All rights reserved. 98

To Create a Relation

To create a relation, click on the selected document

• To create a relation, click on the selected document Click on the desired file then
• To create a relation, click on the selected document Click on the desired file then

Click on the desired file then on the menu « Document » then « Create relation …»

•
on the menu « Document » then « Create relation …» • © Copyright 2012 EMC
•

To Create a Relation

Select in the list the desired relation

To Create a Relation Select in the list the desired relation If you want to change
To Create a Relation Select in the list the desired relation If you want to change

If you want to change the way of the relation check off the box The file will become the child of the relation and neither the parent

will become the child of the relation and neither the parent Enter a description of the
will become the child of the relation and neither the parent Enter a description of the

Enter a description of the relation

and neither the parent Enter a description of the relation Then click on « Ok »

Then click on « Ok »

Enter a description of the relation Then click on « Ok » © Copyright 2012 EMC

To Create a Relation

The DocBase browser will appear to select the file child of the relation (or parent if you have checked off the box : invert relation)

parent if you have checked off the box : invert relation) © Copyright 2012 EMC Corporation.
parent if you have checked off the box : invert relation) © Copyright 2012 EMC Corporation.

To Create a Relation

Navigate into the DocBase and select your file, then click on « Ok »

the DocBase and select your file, then click on « Ok » © Copyright 2012 EMC
the DocBase and select your file, then click on « Ok » © Copyright 2012 EMC

To Create a Relation

The relation is created

To Create a Relation • The relation is created • You can view it in the

To Create a Relation • The relation is created • You can view it in the

You can view it in the « Details » window, tab « Relations »

can view it in the « Details » window, tab « Relations » © Copyright 2012

Controled Relation into Property Page

Some properties pages allow to create controlled relation between documents

pages allow to create controlled relation between documents • Add a relation in the appropriate field

Add a relation in the appropriate field

Select the linked document and validate by OK

field • Select the linked document and validate by OK • A relation is created and
field • Select the linked document and validate by OK • A relation is created and
field • Select the linked document and validate by OK • A relation is created and
field • Select the linked document and validate by OK • A relation is created and

A relation is created and appears in the property page

It is available for consultation from the details window ‘Relations’

•

D2 offers you the way to create single or multiple relations

D2 offers you the way to create single or multiple relations © Copyright 2012 EMC Corporation.

Hyperlinks

Hyperlinks © Copyright 2012 EMC Corporation. All rights reserved. 105

Hyperlink

D2 makes it possible to manage links between documents : hyperlinks

If a document is approved and not modifiable, link will be set on the fly on a watermark of the PDF rendition and will not modify the document

To put a link between two documents, check out first, the source document of the docbase

Then click on the target document of the link with the right hand side of the mouse then on « Hyperlink » then on « Copy link target address »

on « Hyperlink » then on « Copy link target address » © Copyright 2012 EMC
on « Hyperlink » then on « Copy link target address » © Copyright 2012 EMC

Hyperlink

Hyperlink • Select in the list the source document • Then the target page • And

Select in the list the source document

•

Then the target page

in the list the source document • Then the target page • And the desired version

And the desired version of the document

Then validate

The link will be saved in the clipboard

Then validate • The link will be saved in the clipboard © Copyright 2012 EMC Corporation.

Hyperlink

Create an hyperlink in the source document and paste the link contained in the clipboard as the address of the link. Ex in Word, past the link here

as the address of the link. Ex in Word, past the link here • The link
as the address of the link. Ex in Word, past the link here • The link

The link will be inserted in the document

It will work inside the docbase

in the document • It will work inside the docbase © Copyright 2012 EMC Corporation. All

Hyperlink

In the case of an approved document, You must first check out the rendition to be able to insert the link

Click on the source document then with the right button of the mouse click on «Edit PDF rendition link » to check out the rendition

The rendition will now be visible in the list of the checked out document of the copy hyperlink dialog box

of the checked out document of the copy hyperlink dialog box • Once the links has
of the checked out document of the copy hyperlink dialog box • Once the links has
of the checked out document of the copy hyperlink dialog box • Once the links has
•

Once the links has been paste, You must click on « Save PDF rendition link » to save the links or on « Cancel edition of PDF rendition link » to erase the links

Cancel edition of PDF rendition link » to erase the links © Copyright 2012 EMC Corporation.
Cancel edition of PDF rendition link » to erase the links © Copyright 2012 EMC Corporation.

Hyperlink

Link are visible in the tab « Hyperlinks » of the details window Colour code
Link are visible in the tab « Hyperlinks » of the details window
Colour code

Green: Correct link

Blue: correct link but a more recent version of the target document exists

Yellow: version of the target document still not exists but a more recent version exists

Red: the target document does not exist anymore

exists – Red: the target document does not exist anymore © Copyright 2012 EMC Corporation. All

Hyperlink

You can fix the link, to do that click with the right mouse button on the link and select « Modify destination version »

on the link and select « Modify destination version » • Then select the desired version
on the link and select « Modify destination version » • Then select the desired version

Then select the desired version

version » • Then select the desired version • You can also modify the destination of
version » • Then select the desired version • You can also modify the destination of
version » • Then select the desired version • You can also modify the destination of

You can also modify the destination of the link by clicking here

can also modify the destination of the link by clicking here © Copyright 2012 EMC Corporation.

To

Copy/Paste/Link

To Copy/Paste/Link © Copyright 2012 EMC Corporation. All rights reserved. 112

Multi-Selection

• You can select several documents with the keyboard by using « Ctrl » and
You can select several documents with the keyboard by using « Ctrl » and
« Shift » in the same way that Windows explorer
You can reverse a selection with the menu
« Edit » then « Invert selection »
with the menu « Edit » then « Invert selection » © Copyright 2012 EMC Corporation.
with the menu « Edit » then « Invert selection » © Copyright 2012 EMC Corporation.

Multi-Selection

You can also select all documents from a folder by clicking on the menu « Edit » then « Select All »

by clicking on the menu « Edit » then « Select All » © Copyright 2012
by clicking on the menu « Edit » then « Select All » © Copyright 2012

Copy / Paste a Document

Warning: the document must not be in a set of documents where copy is not allowed

To copy a document, click on it with the right button of the mouse

Then click on « Copy »

the right button of the mouse • Then click on « Copy » Or click on
the right button of the mouse • Then click on « Copy » Or click on
the right button of the mouse • Then click on « Copy » Or click on
the right button of the mouse • Then click on « Copy » Or click on
the right button of the mouse • Then click on « Copy » Or click on

Or click on the document

Then on the menu « Edit »

Then on « Copy »

the document Then on the menu « Edit » Then on « Copy » The action

The action « cut » works in the same way but delete the document after the copy

works in the same way but delete the document after the copy © Copyright 2012 EMC

Paste a Document

To paste a document, select the destination folder

Then click on « Paste »

select the destination folder • Then click on « Paste » • Or click on the
select the destination folder • Then click on « Paste » • Or click on the
select the destination folder • Then click on « Paste » • Or click on the
select the destination folder • Then click on « Paste » • Or click on the

Or click on the destination folder with the right button of the mouse

Then on « Paste »

with the right button of the mouse • Then on « Paste » • The document

the right button of the mouse • Then on « Paste » • The document will
the right button of the mouse • Then on « Paste » • The document will

The document will be paste in the selected folder

To Paste a Virtual Document

To paste a Virtual Document use the same process than to paste a document

Select the Virtual Document

Copy it

Select the destination folder

Paste the Virtual Document

The Virtual Document will be pasted in the selected folder

The Childs of the VD will also be pasted and put in the same folder than the new VD

also be pasted and put in the same folder than the new VD © Copyright 2012

To Link a Document

To Link a Document • To link a document, copy it first • Select the destination

To link a document, copy it first

Select the destination folder

a document, copy it first • Select the destination folder • Then click on « Link

Then click on « Link »

The document will be linked (creation of a « Windows type shortcut ») in the selected folder

of a « Windows type shortcut ») in the selected folder • To cancel this “link”
of a « Windows type shortcut ») in the selected folder • To cancel this “link”

To cancel this “link”

Right click on document > Delete link

“link” • Right click on document > Delete link © Copyright 2012 EMC Corporation. All rights

To Copy a Link to the Clipboard

To copy a link to the clipboard

Select the desired document

To copy a link to the clipboard Select the desired document Click on « Edit »
To copy a link to the clipboard Select the desired document Click on « Edit »

Click on « Edit »

Then on « Copy link to clipboard »

The link will be copied to the Window clipboard in order to be pasted in a mail or a document for example

in order to be pasted in a mail or a document for example © Copyright 2012

Sending Mail

Sending Mail © Copyright 2012 EMC Corporation. All rights reserved. 120

To Send a Link by Email

• To send a link by email, select the desired document • Click on «
To send a link by email, select the desired document
Click on « Edit » then « Send » then « Send link »

Enter the addresses or select it in the list

Enter email’s object

Then the message

Click on « ok » to send the email with the link on the selected document

» to send the email with the link on the selected document © Copyright 2012 EMC
» to send the email with the link on the selected document © Copyright 2012 EMC
» to send the email with the link on the selected document © Copyright 2012 EMC
» to send the email with the link on the selected document © Copyright 2012 EMC
» to send the email with the link on the selected document © Copyright 2012 EMC

To Send a Document by Email

To send a document by email, select the desired document

• To send a document by email, select the desired document Click on « Edit »

Click on « Edit »

then « Send » then « Send content »

Click on « Edit » then « Send » then « Send content » Enter the

Enter the addresses or select it in the list

Enter email’s object

addresses or select it in the list Enter email’s object Then the message Click on «
addresses or select it in the list Enter email’s object Then the message Click on «

Then the message

Click on « ok » to send the email with the selected document

on « ok » to send the email with the selected document © Copyright 2012 EMC
on « ok » to send the email with the selected document © Copyright 2012 EMC

Export

Export © Copyright 2012 EMC Corporation. All rights reserved. 123

To Export a Document

To export a document and its content, select document

Then click on the menu « File»

Then « Export… »

Select a location

« File» • Then « Export… » • Select a location Use drag and drop to
« File» • Then « Export… » • Select a location Use drag and drop to

Use drag and drop to export file

Export multiple documents with multi- selection function

Export multiple documents with multi- selection function • The document is exported © Copyright 2012 EMC
Export multiple documents with multi- selection function • The document is exported © Copyright 2012 EMC

The document is exported

with multi- selection function • The document is exported © Copyright 2012 EMC Corporation. All rights
with multi- selection function • The document is exported © Copyright 2012 EMC Corporation. All rights

To Export a Folder

To export a folder and its content, click on the folder

Then on the menu « File»

Then « Export folder… »

Select a location

Use drag and drop to export folder
Use drag and drop to export folder
» • Select a location Use drag and drop to export folder • The folder will
» • Select a location Use drag and drop to export folder • The folder will

Select a location Use drag and drop to export folder • The folder will be exported
Select a location Use drag and drop to export folder • The folder will be exported

The folder will be exported with its content

folder • The folder will be exported with its content © Copyright 2012 EMC Corporation. All

Searches

Searches © Copyright 2012 EMC Corporation. All rights reserved. 126

Search Nodes

Search nodes are composed of 4 elements

Search Nodes • Search nodes are composed of 4 elements My last search : gathers the

My last search: gathers the last search carried out My searches: gathers private searches of the connected user

My searches : gathers private searches of the connected user Publics searches : gathers existing searches

Publics searches: gathers existing searches (saved by user). Access to query forms set by D2 administrator

Asynchronous searches: gathers results of asynchronous searches, made by the user when searches are launched in asynchronous mode.

Number of asynchronous searches can be limited

mode. Number of asynchronous searches can be limited © Copyright 2012 EMC Corporation. All rights reserved.

Search Type

D2 allows user to make several different searches:

Advanced: using attributes, conditions and booleans operators

Query form: data input made easier via a specific property page

Full text, based on keywords, properties or the content of the documents:

Using Documentum Full Text search engine or Xplore

Using an external OpenSearch-enabled search engine

DQL: technical request with the Documentum Query Language

Each of these searches can be launched in an asynchronous way

In a collaboration perspective, authorized users can register and share privates requests

authorized users can register and share privates requests © Copyright 2012 EMC Corporation. All rights reserved.

© Copyright 2012 EMC Corporation. All rights reserved.

authorized users can register and share privates requests © Copyright 2012 EMC Corporation. All rights reserved.

128

Advanced Search

To make an advanced search, click on the following icon

• To make an advanced search, click on the following icon • You can also use:
• To make an advanced search, click on the following icon • You can also use:

You can also use:

- Tool menu > Search

- Keyboard shortcut: « Ctrl + F »

menu > Search • - Keyboard shortcut: « Ctrl + F » © Copyright 2012 EMC

Advanced Search

Search screen

Advanced Search • Search screen © Copyright 2012 EMC Corporation. All rights reserved. 130
Advanced Search • Search screen © Copyright 2012 EMC Corporation. All rights reserved. 130

Advanced Search – Object Type

By default a document type is set up.

– Object Type • By default a document type is set up. • You can add
– Object Type • By default a document type is set up. • You can add
– Object Type • By default a document type is set up. • You can add

You can add more object types by clicking on

is set up. • You can add more object types by clicking on • Select types

Select types to add then click on « OK »

It is possible to remove types from the list

« OK » • It is possible to remove types from the list © Copyright 2012

Advanced Search – Attributes

Select a property, then an operator and a value from list

Select a property, then an operator and a value from list Select the operator between the
Select a property, then an operator and a value from list Select the operator between the
Select a property, then an operator and a value from list Select the operator between the
Select a property, then an operator and a value from list Select the operator between the

Select the operator between the different line of conditions ‘AND OR –’

You can create searches equations adding up () at the begining and the end of conditions

adding up () at the begining and the end of conditions • Condition lines can be
adding up () at the begining and the end of conditions • Condition lines can be
adding up () at the begining and the end of conditions • Condition lines can be

Condition lines can be removed by right click > delete

Condition lines can be removed by right click > delete © Copyright 2012 EMC Corporation. All
Condition lines can be removed by right click > delete © Copyright 2012 EMC Corporation. All

Advanced Search – Options and locations

•

You can set up a search on all versions of a document

• You can set up a search on all versions of a document To refine your
• You can set up a search on all versions of a document To refine your
• You can set up a search on all versions of a document To refine your

To refine your search, you can use case sensitive

Select tab « Locations »

you can use case sensitive Select tab « Locations » To add a location, click on
you can use case sensitive Select tab « Locations » To add a location, click on
you can use case sensitive Select tab « Locations » To add a location, click on

To add a location, click on « + »

Then select the location in the selection window

To remove one, click on it in the list then on « x »

If you want to include sub folders of selected folders, check on the box

The search will run only on the selected folders

on the box The search will run only on the selected folders © Copyright 2012 EMC
on the box The search will run only on the selected folders © Copyright 2012 EMC
on the box The search will run only on the selected folders © Copyright 2012 EMC

Advanced Search Display

You can choose display settings (properties) for the result list

can choose display settings (properties) for the result list Select properties that you want to display
can choose display settings (properties) for the result list Select properties that you want to display

Select properties that you want to display in the result listcan choose display settings (properties) for the result list • You can order by a property

You can order by a property by default

the result list • You can order by a property by default To remove one element,
the result list • You can order by a property by default To remove one element,

To remove one element, click on it, then click on « X »the result list • You can order by a property by default • To add one,

To add one, click on « … »

Then select properties in the same way than for the properties of the Workspace window from D2-Client

for the properties of the Workspace window from D2-Client © Copyright 2012 EMC Corporation. All rights
for the properties of the Workspace window from D2-Client © Copyright 2012 EMC Corporation. All rights

Advanced Search – Facets

Using facets, results searches are sort out by documents properties.

This tab is available when Xplore server and facets are set up.

Using this list, select properties which will be used in facets search.

list, select properties which will be used in facets search. • Default properties are displayed into

Default properties are displayed into this field.

This properties list corresponds to the one which were activated for the facets use.

Then, you can launch the search using the following field located in « Criteria » tab.

using the following field located in « Criteria » tab. © Copyright 2012 EMC Corporation. All
using the following field located in « Criteria » tab. © Copyright 2012 EMC Corporation. All
using the following field located in « Criteria » tab. © Copyright 2012 EMC Corporation. All

To Search a Document

• The result of searches is displayed in the Workspace window, and remains visible from
• The result of searches is displayed in the Workspace window, and remains
visible from the node « My last search »
Results are
automatically
Sort out by
ranking
» • Results are automatically Sort out by ranking © Copyright 2012 EMC Corporation. All rights

To Search a Document

• Once the search is carried out, if you want to go back on it
Once the search is carried out, if you want to go back on it to modify a
setting and run it again, click on the magnifier
• The focus must be on
« My last search »
The result list

You can also use highlighting function to search and « highlight » terms into main window

This function is available in all Docbase locations

• This function is available in all Docbase locations © Copyright 2012 EMC Corporation. All rights
• This function is available in all Docbase locations © Copyright 2012 EMC Corporation. All rights

Full Text (Documentum, xPlore, OpenSearch Enabled Engine)

Full text is a feature activated or deactivated by D2 administrator at the time of the configuration. These types of full text searches cannot be used simultaneously, because they use the same quick and simple search input field, and they are external services:

The quick input field from the toolbar allows to make simple search: using word or words suit. To launch a full text search, enter search term in the field and type “return” key.

enter search term in the field and type “return” key. • Google syntax is useful for

Google syntax is useful for full text searches

Only the Documentum and xPloreFull text are also enabled from the advanced search.

From the advanced search window, you can launch request by inclusion- exclusion of all or any part of sentence

by inclusion- exclusion of all or any part of sentence © Copyright 2012 EMC Corporation. All
by inclusion- exclusion of all or any part of sentence © Copyright 2012 EMC Corporation. All

Open Search Results

Results from Open Search engine are displayed in a specific way into the Workspace window

are displayed in a specific way into the Workspace window © Copyright 2012 EMC Corporation. All
are displayed in a specific way into the Workspace window © Copyright 2012 EMC Corporation. All

Open Search Results

In detailed view mode, results are displayed one after the other into Workspace window. Depending on the setup and on the number of results, many pages can be made available.

Results can then be displayed on several pages

• Results can then be displayed on several pages • Thumbnails are directly received from the
• Results can then be displayed on several pages • Thumbnails are directly received from the
• Results can then be displayed on several pages • Thumbnails are directly received from the

Thumbnails are directly received from the OpenSearch enabled engine

Files with unavailable thumbnail can have a default image or none.

Results are made of links with add-on information retrieved from the DocBase:

of links with add-on information retrieved from the DocBase: • External results are preceded by a

External results are preceded by a specific icon

Internal results (document from DocBase) are preceded by there file format icon

from DocBase) are preceded by there file format icon © Copyright 2012 EMC Corporation. All rights

Open Search Results

In thumbnail view mode, results display one after the other. Their file type icon appears as thumbnail, except for external result; which is a specific icon.

except for external result; which is a specific icon. • You can view columns informations into
except for external result; which is a specific icon. • You can view columns informations into
except for external result; which is a specific icon. • You can view columns informations into

You can view columns informations into the tooltip of each file

can view columns informations into the tooltip of each file © Copyright 2012 EMC Corporation. All

Open Search Results

To access results content « double click » on a line of result:

 

Internal (docbase) document are opening into the D2 Workspace window

External resources are displayed in a new external web window

To make a shortcut link to this document on your local computer, use drag and drop on the leading icon in a detailed view mode

Shortcut link to a resource will be available from the appropriate location doing a « Ctrl + click »

from the appropriate location doing a « Ctrl + click » © Copyright 2012 EMC Corporation.

xPlore Results

When you perform a research using xPlore, a facets tree (if enabled by the administrator) display in the node « My last search ».

administrator) display in the node « My last search ». Results are organized in the tree
administrator) display in the node « My last search ». Results are organized in the tree

Results are organized in the tree using properties selected for the search.

The number of responses per facets values displays on brackets.

It is possible to click on these values to refine the result display by restricting the selection

To further expand the results, click on top level of results tree.

expand the results, click on top level of results tree. © Copyright 2012 EMC Corporation. All
expand the results, click on top level of results tree. © Copyright 2012 EMC Corporation. All
expand the results, click on top level of results tree. © Copyright 2012 EMC Corporation. All
expand the results, click on top level of results tree. © Copyright 2012 EMC Corporation. All
expand the results, click on top level of results tree. © Copyright 2012 EMC Corporation. All

Query Form

Query forms are set up by the DocBase administrator in order to optimize searches on input properties. Access to these forms can be controlled for some groups or extended to any users.

Forms are available from the « Public searches » node.

Forms are available from the « Public searches » node. • Any searches can be organized

Any searches can be organized into categories

Double click on the form to open it

into categories • Double click on the form to open it • The form displays like

The form displays like any other property page

Input values for the different field (depending on the form design)

Run the search

Results will display into the Workspace window like any other type of searches.

A Query form search can also be saved and made public to other users.

search can also be saved and made public to other users. © Copyright 2012 EMC Corporation.

DQL Editor

DQL Editor • To launch a DQL, click a menu « Tools » then « DQL

To launch a DQL, click a menu « Tools » then « DQL edit »

Enter your DQL query.

Tools » then « DQL edit » • Enter your DQL query. The search can be

The search can be performed asynchronously

Then click to « Save as» to save or « Run »

Like forms, you can choose to use in the query, the attributes needed to display the full result in the main interface.

The properties added to the query are the following ones: r_object_id, r_object_type, a_content_type, r_is_virtual_doc, r_link_cnt, r_lock_owner, r_immutable_flag, r_frozen_flag.

r_link_cnt, r_lock_owner, r_immutable_flag, r_frozen_flag. © Copyright 2012 EMC Corporation. All rights reserved. 145

DQL editor

The result of the query will be displayed in the Workspace window under the «
The result of the query will be displayed in the Workspace window under
the « My last search » node

To Launch an Asynchronous Search

Depending on the document type, you can use asynchronous searches

To do it, recognize and tick this checkbox from one of the different search window (DQL, Query form or Advanced)

of the different search window (DQL, Query form or Advanced) • A title field will be

A title field will be activated in the search windows

• A title field will be activated in the search windows • • Launch search Enter
• A title field will be activated in the search windows • • Launch search Enter
• • Launch search
Launch search
be activated in the search windows • • Launch search Enter a name for the search

Enter a name for the search in the appropriate window



There is only a limited number of asynchronous search at a time, it is set up by the administrator for performance reasons

it is set up by the administrator for performance reasons © Copyright 2012 EMC Corporation. All

To View an Asynchronous Search

Results are available in the « Asynchronous search » node

Running searches: results are not available yet

» node Running searches: results are not available yet Finished searches: results are available It is

Finished searches:

results are available

It is possible to view the current status, the number of result returned as well as the creation date

, the number of result returned as well as the creation date On each node, it
, the number of result returned as well as the creation date On each node, it
, the number of result returned as well as the creation date On each node, it
, the number of result returned as well as the creation date On each node, it

On each node, it is also possible to:

Stop the running search

Edit the request (value, operator, save…)

search • Edit the request (value, operator, save…) • Delete existing searches © Copyright 2012 EMC
search • Edit the request (value, operator, save…) • Delete existing searches © Copyright 2012 EMC

Delete existing searches

(value, operator, save…) • Delete existing searches © Copyright 2012 EMC Corporation. All rights reserved. 148

To Save a Search

You can run your search or cancel it. (Allows you to leave the screen without saving nor running the search)

to leave the screen without saving nor running the search) You can also save it •
to leave the screen without saving nor running the search) You can also save it •
to leave the screen without saving nor running the search) You can also save it •
to leave the screen without saving nor running the search) You can also save it •

You can also save itto leave the screen without saving nor running the search) • Enter the name of the

Enter the name of the search

If you have in the search some settings to fill before running it, like for example a property, check off this box and the search window will be displayed before its execution

Select the folder to save the search in

If you want to make it public, check off the box The search will be visible by others users but they will not be able to modify it. Only the author of the search will be able to modify it

© Copyright 2012 EMC Corporation. All rights reserved.by others users but they will not be able to modify it. Only the author of

it. Only the author of the search will be able to modify it © Copyright 2012

149

To Search a Document

You can create several folders. Click with the right hand side button of the mouse on the parent folder, then click on « Create new search category »

Enter the name and the title

new search category » • Enter the name and the title • The folder will be
new search category » • Enter the name and the title • The folder will be
new search category » • Enter the name and the title • The folder will be
new search category » • Enter the name and the title • The folder will be
new search category » • Enter the name and the title • The folder will be

The folder will be created

You can create search categories from the menu « File » then « New » then « Search category… »

menu « File » then « New » then « Search category… » © Copyright 2012
menu « File » then « New » then « Search category… » © Copyright 2012

Tools

Tools © Copyright 2012 EMC Corporation. All rights reserved. 151

To Print a Document

To print a document, click on it

Then click on the « Document » menu and select « Print »To Print a Document • To print a document, click on it The application corresponding to

Then click on the « Document » menu and select « Print » The application corresponding

The application corresponding to the format of the document will be opened and the document printedThen click on the « Document » menu and select « Print » • The application

The application will be closed automatically

printed • The application will be closed automatically © Copyright 2012 EMC Corporation. All rights reserved.
printed • The application will be closed automatically © Copyright 2012 EMC Corporation. All rights reserved.

To Export a List of Documents to Excel

You can export a list of documents to Excel

You are able to export the list of the documents contained in the main window or in the details window

Put the selection in the desired window (workspace or details)

the selection in the desired window (workspace or details) • Click on the menu « Tools