CARA v3.9.0 For Documentum - User Manual

CARA 3.9.
0
User Manual
This document is strictly confidential and may

only be read by licensed or evaluating
customers.
CARA User Manual
Table of Contents
Introduction and Overview ........................................................................5

Logging in to CARA...............................................................................6
The CARA Plugin ..................................................................................8
Screens and Views .............................................................................14
Managing Views in CARA ...................................................................15
Working with Multiple Windows...........................................................22
Using My Desk ....................................................................................23
Using the Dimensions View ................................................................26
Using SnapLists ..................................................................................28
Working with My WidgetSpace ...........................................................30
Disconnecting from the CARA System ...............................................33
User Preferences ....................................................................................34
Working with Window Settings ............................................................34
Double-click actions ............................................................................39
Working with Widgets..........................................................................40
Preview Panel .....................................................................................43
Properties................................................................................................44
Viewing and Editing Properties ...........................................................45
Using the Properties Dump .................................................................47
Importing Property Values...................................................................49
Previewing Document Content and Properties ...................................50
Working with Properties Permissions..................................................51
Working with Documents and Content....................................................52
Overview .............................................................................................52
Creating and Copying Documents ......................................................54
Creating a Placeholder Document ......................................................56
Creating a Document from a Template ...............................................57
Creating a Document from a Model Document ...................................58
Creating a Document from an Existing Document ..............................59
Importing Documents using the Plugin ...............................................61
Importing Documents using the Applet ...............................................63
Exporting Documents ..........................................................................68
Exporting Documents as Email Attachments ......................................69
Exporting via Clipboard (plugin only) ..................................................71
Exporting to Excel ...............................................................................72
Exporting Folder Structures with Deep Export ....................................73
Sending Documents as URL ...............................................................74
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Copying Documents in the Multiple Window View ..............................75

Editing Documents ..............................................................................76
Working with Checked-out Documents ...............................................80
Checking-in From File .........................................................................81
Canceling a Check-out ........................................................................82
Deleting and Restoring Documents ....................................................83
Working with Annotated Documents ...................................................86
Working with Document Renditions ....................................................88
Working with the Staging Area................................................................89
Overview & Usage ..............................................................................89
Working with Tasks .................................................................................91
Working with Tasks .............................................................................92
Assigning a Task .................................................................................94
Working with Existing Tasks .............................................................102
Issuing a Task ...................................................................................103
Receiving Tasks ................................................................................104
Starting and Completing Tasks .........................................................105
Delegating Tasks ..............................................................................107
Reassigning Tasks ............................................................................109
Deleting Tasks ..................................................................................110
Setting Out of Office Options ............................................................111
Using the Task Manager ...................................................................112
Working with Multiple Tasks in the Task Manager ............................113
Exporting and Reassigning Tasks in the Task Manager...................114
Adding Recipients to a Task in the Task Manager............................115
Deleting Recipients from a Task in the Task Manager .....................116
Using Task Reports...........................................................................117
Using Distribution Lists......................................................................119
Sending Documentum workflows in CARA ...........................................122
Working with Documentum Workflows in CARA ...............................124
Documentum Workflow Reporting ....................................................126
Relationships.........................................................................................127
Adding a Relationship .......................................................................128
Viewing Relationships .......................................................................131
Locating and Deleting a Relationship................................................132
Using the Relationship Manager .......................................................133
Virtual Documents.................................................................................134
Overview ...........................................................................................134
Creating a Virtual Document .............................................................135
Editing a Virtual Document................................................................136
Adding Components to a Virtual Document ......................................138
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Creating Virtual Document Snapshots ..............................................139

Working with Virtual Document Snapshots .......................................140
Locking a Virtual Document for Publication ......................................141
eCTD Viewer.........................................................................................143
Overview ...........................................................................................143
Opening an eCTD .............................................................................143
Navigating the eCTD Viewer .............................................................143
Structures..............................................................................................145
Overview ...........................................................................................145
Opening and Closing Structures .......................................................147
Creating Structures ...........................................................................148
Including One Structure in another Structure ....................................154
Structure Permissions .......................................................................156
Applying Structure Permissions ........................................................157
Modifying Structures .........................................................................158
Adding New Structure Components ..................................................159
Removing Structure Components .....................................................166
Structure Context ..............................................................................167
Structure Publishing ..........................................................................170
Document Status...................................................................................171
Using the Status Manager.................................................................172
Using the Audit Trail..............................................................................174
Searching ..............................................................................................175
Using the Quick Search feature ........................................................176
Using the Advanced Search Feature ................................................177
Working with Search Results ............................................................178
Search Criteria Options .....................................................................180
Saving Searches ...............................................................................182
Re-running Saved Searches .............................................................184
Deleting and Renaming Saved Searches .........................................186
Sharing Saved Searches ..................................................................187
Using the Dashboards.......................................................................188
Accessing help in CARA ...................................................................190
Printing ..................................................................................................191
Glossary ................................................................................................192
Index .....................................................................................................196
Appendix 1 – Document Permissions ...................................................198
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CARA User Manual
Introduction and Overview

What is CARA? CARA is the next generation of Content Management System. It is the
fastest, most configurable and user-friendly system.
The purpose of The CARA User Manual provides instructions for using the CARA
this manual system. It describes the steps needed to work with virtual documents,
documents and their associated tasks, related documents, and messages.
The manual is designed to complement CARA training and serves as a
reference aid during and following training.
Why some CARA CARA is configurable to show / hide functionality based on user profiles.
screens may differ Therefore, not all the functionality shown in this guide may be visible to
from the manual users in all areas. For example, an author in the Clinical area will see
different screens and options from a reviewer in the Quality area.
Every menu in CARA can be renamed, and therefore may appear

differently in each system. This user manual is based on the default
application menu names.
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Logging in to CARA
How to log in to The CARA system is web-based. Therefore, it is accessed through an

the CARA system internet browser.
1. From an internet browser, launch the URL for the CARA system.
2. The login screen appears. Enter your Login identification and
Password. If required, also enter the appropriate Repository.
Note: The login and password fields are case sensitive.
3. If the system is set up to require a Network location, Domain, or other

specifics complete that information.
4. Check the box to remember credentials if required.
5. Select a Language (the language of your PC will automatically select
an available CARA language) and one of the color Themes.
6. Select the User Experience:
Desktop (full Desktop-in-a-Browser mode)
Explorer (single window mode)
My WidgetSpace (panel of preferred widgets).
7. Click Login. The default CARA screen is shown. It is described in
more detail on the following pages.
Continued on next page
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Logging in to CARA, Continued
Logging into Multiple repositories can be opened simultaneously and will run side by
multiple side in the same window. Note: If using the Desktop experience, the
repositories CARA desktop will display shortcuts for both.
1. With the first repository open, click the central repository button in
top window bar, and select Add repository:
2. A login window appears. Select the desired repository, enter the login
details and click Login.
3. Both repositories will now be simultaneously logged in and
accessible.
When multiple repositories are open, log out from each separately. Click
on the central repository button from Step (1), and choose Logout. You
will be logged out of your current repository. The remaining one(s) will
stay logged in.
Note:If using the Desktop Experience, the logout/login options can be

found in the Start menu in the bottom left corner. To add another
repository, choose connect and login the desired repository.
Switching User When logged into either the Explorer or My WidgetSpace experiences, use
Experiences the button in the upper right screen to toggle between the views.
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The CARA Plugin
What is the plugin The CARA Plugin is a way to help open and upload content to/from
CARA with the minimum number of clicks. When you first login to a PC
or Mac without the plugin, you may be prompted to install it. The steps
below are fully described on the installation screen in CARA, but
reproduced here for information.
Windows You are seeing this message either because you do not have the CARA
Plugin installed, or because it is not running.Please first check if you have it
by going to your Windows Start menu, and in the search box entering "CARA". If
the plugin appears, please launch it and close this screen. If it does not appear,
please click the link below to download the plugin, and then follow the rest of the
instructions for the installation:
<THERE WILL BE A CLICKABLE DOWNLOAD LINK ON YOUR SCREEN AT

THIS POINT>
Once it has downloaded, launch the installer and follow the instructions given:
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Once completed, the installer will present a confirmation screen (which you can
close) and the plugin will be installed. The plugin details will be visible from the
popup menu on the CARA icon on your toolbar:
The "About" option shows the details of the plugin, including which URLs /
CARA sites you are currently connected to if any, and also whether to enable
verbose (full) logging or not, as well as giving a link to open the log folder in
case you need to send logs to a system administrator:
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The Drop Zone can be shown or hidden as well; displaying the Drop Zone
displays a window that is always on top, onto which you can drag and drop files
or emails in order to import them into CARA (you have to be logged in currently
to do this, so if you are not logged into CARA, open a browser and login first):
Mac You are seeing this message either because you do not have the CARA
Plugin installed, or because it is not running.Please first check if you have it
by running a Finder search, and in the search box entering "CARA".
If the plugin appears, please launch it and close this screen. If it does not
appear, please click the link below to download the plugin, and then follow the
rest of the instructions for the installation:
<THERE WILL BE A CLICKABLE DOWNLOAD LINK ON YOUR SCREEN AT
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CARA User Manual
THIS POINT>
Once it has downloaded, launch the installer and follow the instructions given:
Once completed, the installer will show that the plug-in is installed:
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The plugin details will be visible from the popup menu on the CARA icon on your
toolbar:
The "About" option shows the details of the plugin, including which URLs /
CARA sites you are currently connected to if any, and also whether or not to
start the plugin automatically when your Mac starts:
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The Drop Zone can be shown or hidden as well; displaying the Drop Zone
displays a window that is always on top, onto which you can drag and drop files
or emails in order to import them into CARA (you have to be logged in currently
to do this, so if you are not logged into CARA, open a browser and login first):
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CARA User Manual
Screens and Views
How are the CARA The main CARA screen is divided into several sections. These sections
screens organized may be displayed or hidden depending on the type of function being
performed. Upon opening CARA, two sections are visible: the
Navigation Pane on the left and the Main View Pane, which is used to
work with structures and documents, on the right.
When an object is highlighted in the Navigation Pane, its contents are

displayed in the right-side Main View Pane.
Once an item is displayed in the Main View Pane, other screens may be
opened to provide access to additional functions. For more details on
working with objects in the Main View Pane, see page 17.
Navigation Pane Main View (Details) Pane
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CARA User Manual
Managing Views in CARA
Why are different Document Views drive a wide range of functionality in CARA. The
views needed? views determine which objects are displayed and offer the user flexibility
when performing different tasks.
For example, a user may switch to the Dimensions View to see

documents modified by a particular user, and then open the Widget Pane
to view a document’s renditions.
How to view CARA Full screen mode maximizes the CARA window and hides the standard
in full screen mode Windows title bar and task bar. Press F11 to view CARA in full screen
mode. Press F11 again to exit full screen mode. Note: on a Mac, select
full screen from your browser’s view options.
Regular Mode:
Full Screen Mode:
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Managing Views in CARA, Continued
How to work with Objects in the Navigation Pane may be expanded and collapsed using the
objects in the arrows beside the objects.
Navigation Pane
Items may also be expanded by right-clicking and selecting Expand all

nodes. This will expand all items at all levels below the selected item.
The Refresh option under the right-click menu refreshes the view.
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How to hide the The Navigation Pane may be toggled on and off using the double arrow
Navigation Pane tool shown below.
When toggled off, the double arrow tool is located to the left of the Main
View Pane.
How to change The following tools are used to alter the information displayed in the
views in the Main Main View Pane.
View Pane
The tools are as follows (the system configuration determines which are
available):
 Details - displays additional columns of information (properties)
 Carousel – displays objects in carousel form, see following page
for more details
 List – displays objects in list form
 Thumbnail View – displays thumbnails of objects
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CARA User Manual
About the If the docbase is set up with thumbnails, the carousel display allows users
Carousel View to click through the documents (in the manner of iTunes coverflow).
Each click moves the selection cursor in the list to the document that is at
the front of the carousel. Please note some browsers may have issues
displaying the carousel.
How to select a In the Main View Pane, the Document View feature offers a configurable
display in the Main workspace. Each Document View contains default settings for filtering
View Pane documents and cabinets as well as managing properties on various
screens (such as the Task and Search screens).
Select a document type from the Document View drop-down box to

display objects of that type.
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Global Filters Global filters are document categories set up by the administrators, for
example Approved Documents or Auditable Documents.
The filter tool is located in the bottom left of the Navigation Pane.
Select / deselect the appropriate filters to update the display.

Please note that the separation line in a filter list defines whether the
filters are applied on an “AND” or “OR” basis
To clear all filters, click the X in the top right of the filters list.
Note: Filters that are marked as “Permanent” by the administrator
cannot be cleared.
To collapse the filters list click the arrows in the top right of the list. To
expand, click the arrows again.
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Local filters The main view pane may also be configured and displayed above the list
of documents – to filter the list, select items from the dropdown and click
the Apply Filters button.
Search in folder Documents can also be filtered using the Search in Folder feature.
Type the search text in the Search in folder box and click the Magnifying
tool to execute the search.
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How to refresh the Use the Refresh button at the bottom of the Main View Pane to update
Main View Pane the display.
display
How to change Use the Items per page buttons at the bottom of the Main View Pane to
page settings in select the number of items to display on each page.
the Main View
Pane display
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CARA User Manual
Working with Multiple Windows
How to work with Multiple CARA windows can be opened to facilitate moving, copying,
multiple windows and comparing structures and documents. Minimize the current window
and click the CARA Explorer icon to open a second window.
Alternately, choose CARA Explorer from the CARA Start menu to
connect to a different docbase. Each instance of CARA is independent
and can be browsed without affecting the display in other windows.
Documents can be dragged and dropped from one docbase window to

another, as permissions allow.
To help manage windows, there are two menus items on the Start menu:
 Show desktop - minimizes all windows to buttons on the task bar
 Show windows side by side - arranges windows side by side
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CARA User Manual
Using My Desk
Overview The My Desk feature is located in the Navigation Pane and contains
shortcuts that are specific to each user.
How to access My Highlight My Desk from the list of objects in the Navigation Pane (it is
Desk typically the first item in the list).
The default My Desk contents are seen above.
How to use the My The My Desk tools perform the following functions:
Desk tools
Home Cabinet – displays links to user’s home cabinet
Favorites – displays links to documents earmarked as favorites
Change Notifications – a list of documents for which you have requested
change notifications
Recent Items – displays links to up to 50 recently accessed documents
Checked-out Documents – displays a list of all documents currently
checked-out by the user
Saved Searches – displays the results of saved searches
Search Results – displays the results from the most recent search
Tasks – displays CARA tasks connected to the user
Note: In some systems Snaplists will also be present in MyDesk. See
Snaplists chapter for more details
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Using My Desk, Continued
How to add 1. Highlight the object(s) in the Main View Pane.

documents or
folders to favorites 2. Drag and drop the object(s) onto the Favorites folder OR from the
Edit menu, select Add to Favorites.
3. Optionally, check the Notification box to receive notification of

document changes. Click OK.
4. The object(s) is added to Favorites.
How to remove 1. Highlight the item in the Favorites folder and choose Remove From
documents from Favorites from the Edit menu.
favorites
2. The document is removed from Favorites.
How to add 1. Highlight the object(s) in the Main View Pane.

documents or
folders to other 2. From the Edit menu, select Add to Others Favorites. In the dialog
users’ favorites box that appears, click the Down arrow to access a list of users.
3. Use the top dropdown to select a specific group, or use the text field
to filter on users’ names. Click Add (or double click) to add users to
the list on the right.
4. Click Save.
5. The object(s) are added to other users’ Favorites.
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CARA User Manual
Using My Desk, Continued
How to set change CARA allows Change Notifications to be set on documents, which send a
notification notification of certain events on the document (the actual events depend
requests for on the CARA Audit Configuration for that category of documents).
documents
1. Highlight the object(s) in the Main View Pane.
2. From the Edit menu, select Request Change Notification.
OR
Drag and drop the object(s) onto the Change Notifications folder.
3. For objects which have a lifecycle, optionally select only to be
notified when the object reaches a certain status.
4. The object(s) are added to the Change Notifications.
How to remove 1. Highlight the item in any folder and choose Remove Change
change Notifications from the Edit menu.
notifications from
a document 2. The document is removed from the Change Notifications.
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Using the Dimensions View
What is the The Dimensions feature allows users to create a custom tree view. By
Dimensions view? selecting up to five levels of properties, documents can be sorted and
filtered to create a tree view that can be browsed.
How to use the 1. Choose Configure from the right-click menu to set-up the
Dimensions view Dimensions view.
2. From the Level 1 drop-down list, select the property on which to

arrange the Dimensions tree.
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Using the Dimensions View, Continued
How to use the 3. Select Levels 2-5 properties as needed. Use the X button to clear a
Dimensions selection.
Window, (cont’d)
4. Click Save. The resulting values are displayed in the Dimensions
Tree.
5. Click on a result to display all objects with that value in the Main
View Pane.
Please note The Dimensions view differs from the regular folder view as documents
are displayed at all levels. In the typical folder view, documents only
display when the folder at the end of the line is selected. In Dimensions,
as folders higher in the tree are selected, more documents are displayed
because fewer filters are applied.
For some Dimenions sets, there may be a minimum number of required
levels, which will prevents users from viewing documents until further
sub-levels have been selected in the Dimensions tree.
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Using SnapLists
What is a The SnapList feature allows users to view and navigate documents that
SnapList? meet certain criteria, for example: documents that are Approved and set
to expire within 30 days. SnapLists are created by administrators and
may include 3rd party integration.
How to use 1. Expand SnapLists to show available options. Click the appropriate
SnapLists SnapList to display those objects in the Main View Pane. Note:
Snaplists Node may appear under My Desk in some systems
2. Snaplists may be configured to offer additional filtering options as

seen below. Select one or more items from the drop-down lists and
click Apply Filters.
3. Applied filters are displayed above the results.
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Using SnapLists, Continued
How to unfilter a 1. Click the red filter trashcan icon to remove a filter.
SnapList
2. To remove all filters, click on the SnapList again.
How to use 1. Some SnapLists have additional nodes below the SnapList to further
SnapList nodes organize and filter the results. Expand the SnapList to display the
nodes and select the appropriate one.
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Working with My WidgetSpace
What is the My The My WidgetSpace feature allows users to build a panel of quick-
WidgetSpace access items by selecting from a range of available items.
view?
What can be My WidgetSpace can display Widgets, folders, and SnapLists. The view
displayed on My can be easily reorganized using drag-and-drop to move items and the X
WidgetSpace? button to close individual items.
How to open My 1. Choose My WidgetSpace at login or, if the CARA Desktop is open,
WidgetSpace click My WidgetSpace icon or select it from the Start menu.
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Working with My WidgetSpace, Continued
How to customize 1. Use the WidgetSpace toolbar, located above the Start menu, to adjust
My WidgetSpace the contents of My WidgetSpace.
2. Choose the number of columns to display.

3. Use the Add button to add items.
Note: When adding Widgets like Folder and SnapList, an additional
screen appears to allow the selection of a specific item.
4. Click Save Preferences to save the changes.
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Working with My WidgetSpace, Continued
How to remove a 1. Use the X button on an individual Widget panel to remove it from My
panel from My WidgetSpace.
WidgetSpace
2. The Widget closes and other panels on My WidgetSpace may be

automatically rearranged.
How to rearrange 1. Use the title bar of the My WidgetSpace panels to drag and drop.
panels in My
WidgetSpace
2. The Widget is moved to above the panel on which it is dropped.
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Disconnecting from the CARA System
How to disconnect 1. From the CARA Start menu, select Logout / CARA.
from the CARA
system
2. The CARA session closes, and you have to login to re-access CARA.
Note: In the Explorer Experience, select File / Exit to logout. In the My

WidgetSpace Experience, either select File/Exit, or click the Logout
button in the bottom right corner.
Please note Closing the browser window without logging out leaves the session /
connection to CARA active until it times out. In this case, if the browser
is launched again CARA can be accessed without logging in.
It is therefore good practice to log out explicitly if finished with the
session.
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User Preferences
Working with Window Settings
In this chapter This chapter provides information about the CARA’s User Preference
settings, and includes:
 Window Settings
 Restricting Cabinet Views
 Widgets
Overview Many aspects of the CARA system may be modified to suit the
preferences of individual users. These personalizations are automatically
saved as part of the user profile and used each time the user connects to
CARA.
How to resize 1. Hover the mouse on the right border of the column heading to change
columns the mouse pointer to the double-sided arrow.
2. Use the double-sided arrow to resize the column.
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Working with Window Settings, Continued
How to select The columns of data that appear in the Main View Pane may be
display columns customized.
1. Hover the mouse on the right border of a column heading to display
the drop-down arrow.
2. Click the arrow to display the drop-down menu.
3. Select Columns to display the drop-down list of available properties.

Check the properties to display. The display is updated as each
property is selected or de-selected.
How to set the sort 1. Hover the mouse on the right border of a column heading to display
order in the Main the drop-down arrow. Click the arrow to display the drop-down
View Pane menu.
2. Choose Sort Ascending or Sort Descending. Note that the sort order
for the search results and the main view pane are maintained
separately, although any changes to column sequence will be
synchronized.
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How to set display 1. Hover the mouse on the right border of a column heading to display
groups the drop-down arrow. Click the arrow to display the drop-down
menu.
2. Check the Group By This Field option to sort the objects by that
property. Click on the option again to ungroup.
The heading for each group contains a label defining the group and
includes a count of the items in that group. Groups can be collapsed or
expanded using the + / -- tool.
Navigating via the At the top of the center pane, a hyperlinked folder path is displayed.
breadcrumbs Clicking on any part of the link will take open that folder.
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Saving the view A user who is member of the CARA Config Managers group can make
settings as default changes to their view (e.g. show / hide columns, widgets and so on) and
then choose to Save View Settings – this will save the settings as the
defaults for the View (thus doing a partial update as if the user had
modified those settings in the View Management configuration).
Reverting to the The default view settings can be restored by clicking Reset View
default view Settings from the Settings menu.
settings
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What is the cabinet CARA allows users to restrict the cabinets that display in the Navigation
restriction feature? Pane. Users may not wish to view all cabinets to which they have access
and the Cabinet Restriction feature allows these cabinets to be hidden.
Cabinet Restrictions can be set for both the Cabinet and Dimensions
views.
How to select 1. Highlight either the Cabinet or Dimensions in the Navigation Pane.
cabinets to view Select Cabinet Restriction from the View menu.
2. The Cabinet view restriction window appears. Use the checkboxes
to select individual cabinets and the Restrict Cabinet View option.
3. Click Save. To display all cabinets, return to this screen and uncheck
the Restrict Cabinet View option.
4. Repeat for either Cabinets or Dimensions to select different
restrictions.
Please note Cabinet restriction settings are applied to searches and the Dimensions
view; only documents in unrestricted cabinets will display.
Please note As with all window settings, the cabinet restrictions are saved in the
user’s profile and are effective each time the user connects to CARA.
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Double-click actions
How to modify CARA allows for different default actions to be defined on double-click
double-click action for each Document View. To modify the default actions:
preferences
1. From the Settings menu, select Double-click Action.
2. From the submenu, choose the desired double-click action, from the
following list:
ACTION DESCRIPTION
Show Widget Panel Displays the Widget Panel if
hidden
Open document properties Opens the Properties window for
the document
Open document properties with Opens the properties window and
preview the preview window side-by-side
for the selected document
View primary content Opens the primary content for
viewing (no checkout)
View PDF rendition Opens the PDF rendition for
viewing (no checkout) – this only
works if the document has a PDF
rendition
Open primary content preview Opens the primary content for
previewing (no checkout) using the
available third-party viewing tool
(if available)
Open PDF rendition preview Opens the PDF rendition for
previewing (no checkout) using the
available third-party viewing tool
(if available) – this only works if
the document has a PDF rendition
Edit Checks out the document and opens
it for editing
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Working with Widgets
What are widgets? Widgets display additional information in a separate pane. The standard
information available for display in a Widget includes Properties,
Renditions, Locations, Versions, and Related Documents. System
administrators can create Custom Widgets as described in the
configuration manual.
How to select 1. From the View menu, select Widgets Gallery. Check the desired
widgets options from the list of available widgets.
2. Click Save. The selected widgets will display when the Widget Pane
is open.
How to display the 1. Click the double-arrow tool in the upper right corner of the Main
Widget Pane View Pane.
2. The Widget Pane appears.

3. Select a document in the main view pane with a single click, and the
widgets will display information related to that document. Note: when
using the VDoc window, widgets will show information that relates to
documents in that window.
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Working with Widgets, Continued
How to manage Each Widget can be hidden using the arrow tool in the upper right corner
widgets of the Widget.
The information displayed in a Widget can be exported to Excel using the

Excel tool.
The Widget can be closed using the standard Close Window tool.
How to work with Each Widget has its own right-click menu offering functions specific to
Widget information the Widget. For example, from the Versions Widget right-click menu, the
version’s properties may be viewed or the actual document may be
viewed in Word or PDF.
Some widgets (e.g. Locations) also accept double-click.

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Working with Widgets, Continued
How to work with In addition to the Default Widgets, CARA administrators can customize
custom Widgets Widgets to display a variety of information. These Widgets can be
selected from the View / Custom Widgets menu.
Contact the System Administrator for more details about the Custom
Widgets.
Please note The Widget Pane can also be opened as a floating window on top of the
Main View Pane. With the Widget Pane closed, click the sidebar below
the Widget Pane arrow.
Drag the title bar of a floating Widget window to reposition it.
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Preview Panel
What is the The Preview Panel is a screen area that can display a preview of a
Preview Panel? document. Some documents may not have an available preview. Contact
the System Administrator for information on the types of documents that
can be viewed in the Preview Panel.
How to use the 1. From the View menu, click Preview Panel.
Preview Panel
2. To turn off the Preview Panel, click View / Preview Panel.
Note: Once the panel is switched on, it can be minimized using the >>
arrow in the top right, and then displayed again using <<..
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Properties
In this chapter This chapter introduces Properties, and includes:
 Overview of Properties
 Viewing Properties
 Editing Properties
 Using the Properties Dump
 Viewing Properties While Previewing Document Content
 Working with Property Permissions
What are Each object in the system has associated metadata, or properties. There
properties? are many types of objects in the system, but those commonly known to
the end-user will be cabinets, folders, structures, documents, and blank
structure nodes – each with associated property information, or metadata.
Some objects, such as documents, consist of data (the document content)
and metadata (the associated folder / document information, or
properties). This metadata is stored in fields and the fields are sorted and
displayed in the properties screens. Simply put, the Properties are pieces
of information that describe the document and its history. Properties
facilitate tasks like searching, user access, and publishing. (See page 177
for instructions on using the Search feature.)
Some properties are generated by the system and some require user input,
by entering text into free-form text fields or choosing available options
from picklists and drop-down lists.
Some properties are mandatory and must be completed prior to
performing subsequent steps (for example, a system may be configured to
require completion of properties prior to initiating a review workflow).
However, a good working practice is to complete the properties when the
document is first created.
Proper permission is required to view and edit properties.
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Viewing and Editing Properties
How to view or 1. With the object highlighted, click the Properties tool, or select
modify properties Properties from the right-click menu.
2. The Properties window appears. Use the tabs to access all property
screens. The number of available property screens may vary
depending on the system configuration.
3. Edit properties as required. Click Save to save changes and continued

working in the Properties window. Click Save and close to save
changes and close the Properties window.
Please note When editing properties in a grid as above, if it opens in a popup you will
have the ability to click Save and Next to cycle through the rows without
opening each one individually.
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Viewing and Editing Properties, Continued
How to modify 1. Highlight the objects and click the Properties tool, or select
properties on Properties from the right-click menu.
multiple
documents
2. By default, changes made are applied to all documents. Click the Edit
individually button to modify each document separately.
Note: Properties that contain different values will be noted as seen
above. To retain the different values for each document, edit the
properties individually.
3. Click Save and close to save changes and close the Properties
window.
Please note Properties can also be viewed using a Widget, as described on page 40.
The widget will view Properties; you can also modify a document’s
Properties by clicking Edit in the Properties Widget.
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Using the Properties Dump
What is a The properties dump puts all the property values from an object on a
properties dump? single screen. From this pop-up screen, the property values can be copied
for use in other applications. The object’s system ID number can also be
copied from the properties dump. The system attributes (properties
beginning with a_, r_, or i_) may be hidden by clicking the Hide System
Attributes checkbox.
How to create a 1. With the object highlighted, click File / Dump or select Dump from
properties dump the right-click menu.
2. The complete properties appear in a pop-up window. Enter text in the

Filter window to filter the results. Click Copy ID to copy the
document’s ID or Copy to clipboard to copy the property names and
values. The copied item can be pasted as usual.
3. Click Close to close the properties dump window.
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Using the Properties Dump, Continued
How to modify 1. On the properties dump window, locate the property and right-click in
properties in the the Value column. Click Modify.
properties dump
pop-up window
2. The API command window appears. Replace <new value> with the
correct text.
3. Click Execute. The new property value is displayed.
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Importing Property Values
Importing values Some systems are configured to allow property importing from Excel.
from Excel Use the Import from Excel button on the properties screen to open the
import screen. Select an Excel file with matching columns containing
data to import.
NOTE: the column headers must EITHER match the internal

Documentum attribute name (e.g. author_department) or the Label being
used (e.g. Author Department).
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Previewing Document Content and Properties
What is Properties The Properties with Preview features opens both the properties of a
with Preview? document and a preview of its content side-by-side in a single action.
This allows the update of properties while viewing the content. Data can
be copied and pasted from the document preview window to the
properties screen. Both windows can be closed with a single button.
How to open 1. With the object highlighted, right-click and select Properties with
Properties with Preview.
Preview
2. The Properties window appears with the content preview next to it.
3. Edit the properties and click Save and Close to close both popup
windows.
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Working with Properties Permissions
What are property CARA uses permissions to control access to properties. Generally,
permissions? CARA is configured to manage permissions automatically, and therefore
it is unusual to display a tab on the properties screen which shows the
permissions applied. Permissions are applied through Access Control
Lists (ACLs) which are typically managed by administrators.
How to edit
permissions
1. Right-click on the document and select Permissions.
Note: Proper permission is required to view and modify property
permissions.
2. The Permissions screen appears with all permissions on the document
listed in detail.
3. Use the Add / Edit / Delete buttons to edit permissions. Use the
Reset Permission Set drop-down list to select other sets.
4. Click Save.
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Working with Documents and Content

Overview
How to view a Document content can be viewed either in the original format (for
document example, Microsoft Word), PDF format, or Brava, if installed. If the
software used to create the document is not available, use one of the
preview options.
Highlight the document and click one of the following tools to view it
document in the Main View Pane.
Preview – displays in an external viewer, e.g. Brava
View – displays in the original format
Preview PDF – displays in PDF in preview mode (in a pop-up

window)
View PDF – displays in PDF format
Additionally, choosing Open in Tabs from the right-click menu will open
selected document(s) in new tabs in the browser (PDF and image files
only, and only for certain browsers).
Keyboard The following keyboard shortcuts are supported in the content panel:
commands p - Properties
d - Dump
v - View
e – Edit
del - Delete
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Viewing Documents, Continued
Please note Proper permission is required to annotate documents. If a user does not
have annotation permission, an error appears when the document is
opened for viewing. Click on the box to prevent this message appearing
in the future.
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Creating and Copying Documents
What types of Several types of documents can be created in CARA as seen in the New
documents can be Document dialog box below.
created in CARA?
The CARA system may be configured with labels that differ from the
standard ones seen in this chapter. Additional options may be offered, but
the basic types of documents will be as described below:
Placeholder – a document with metadata (properties), but no content
Blank Document – an empty document that contains all formatting
and settings as required by company standards
Model/Template Document – a document with boilerplate text and
formatting
Copy Document – copies an existing document to create a new
document, the two documents are independent and may be edited
separately
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Creating a Document from an Existing Document, Continued
Duplicate You can also select a document and from the Edit menu select Duplicate
– this will launch the properties screen for a copy of the document.
The same can be achieved via dragging and dropping the document to any
folder, although in some cases your system administrator might have
disabled this.
Please note If a document is highlighted before starting the New Document creation
process, the new document will inherit properties from that document.
Also, selecting a document before starting will mean that if you then
select the Copy option, the highlighted document is automatically listed
in the copy field.
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Creating a Placeholder Document
How to create a 1. Highlight any cabinet or folder. Systems may be configured to place
placeholder the new document in the highlighted folder or the properties selected
document during creation may determine the location of the document.
2. Click the Create Document tool, or click File / New / Create
Document.
3. In the New Document dialog box, select values for the document
classification. Select Placeholder without content.
4. Click Next.
5. Choose the appropriate lifecycle state. Click Next.
6. Complete the properties and click Save. The document is created in

the docbase and is ready for use.
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Creating a Document from a Template
document from a the new document in the highlighted folder or the properties selected
blank template during creation may determine the location of the document.
Document.
3. The New Document dialog box appears. Select classification options

and Blank Document (or other template option). Click Next.
4. Select the lifecycle state and model/template from the drop-down lists
and click Next.

the docbase and is opened for editing.
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Creating a Document from a Model Document
document from a the new document in the highlighted folder or the properties selected
model document during creation may determine the location of the document.
Document.
3. The New Document dialog box appears. Select classification options

from the drop-down lists and select Model Document (or other
template option as offered). Click Next.
4. Select the lifecycle state and model/template from the drop-down lists
and click Next.

the docbase and is opened for editing.
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Creating a Document from an Existing Document
document from an the new document in the highlighted folder or the properties selected
existing document during creation may determine the location of the document.
Document.
3. The New Document dialog box appears. Select the classification

options from the drop-down lists and select Copy Document. The
document selection dropdown will appear in the same window.
4. Click the magnifying glass to open the Explorer window. Locate and
select the document to copy. Click OK.
5. Click Next.
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Creating a Document from an Existing Document, Continued
How to create a 6. Select a lifecycle status as appropriate. Click Next.

document from an
existing document,
(cont’d)
7. Complete the properties and click OK. The document is created in

the docbase and is ready for use.
Please note Documents may also be located via search. As text (including *) is
entered in the search box, matching documents are displayed. If you have
selected a document prior to opening the New Document tool, the existing
document will automatically appear in the source document box.
Related For more information on completing document properties see page 38.
information For more information on editing documents see page 68.
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Importing Documents using the Plugin
How to import a 1. Highlight any cabinet or folder. Some systems are configured to
document when place the new document in the highlighted folder, in others the
using the plugin – properties selected during creation determine the location of the
via menu document.
2. Click the Import Document tool, or click File / New / Import

Document.
3. The Import Document dialog box appears. Select the file(s) to import
and click Open:
4. The documents are uploaded, and you will then get the Classification
screen (the look will depend on your own company’s configuration)
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Importing Documents using the Plugin, Continued
How to import a 5. After clicking next, you may or may not get a screen asking you if
document when you would like to:
using the plugin – a. Validate the uniqueness of the document name, and if you
via menu (cont’d) select that checkbox, whether you would like to version
existing documents of the same name.
b. Select a lifecycle state
c. Click Next.
6. You will get the properties screen(s) for the selected documents.
Complete the properties and click Save and Close, and your import
will be complete.
How to import a
document when
using the plugin –
via the Drop Zone
If you have the Drop Zone showing, then you can simply drag and drop
from
 Your filesystem (Windows Explorer or Mac Finder)
 Your emails (Outlook)
 Your email attachments (Outlook)
onto the Drop Zone, and it will trigger the upload. Simply continue with
the import steps from step 4 above.
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Importing Documents using the Applet
How to import a 1. Highlight any cabinet or folder. Some systems are configured to
document place the new document in the highlighted folder, in others the
properties selected during creation determine the location of the
document.
2. Click the Import Document tool, or click File / New / Import

Document.
3. The Import Document dialog box appears. Select file(s) to upload and
click Next:
4. The documents are uploaded, and you will then get the Classification
screen (the look will depend on your own company’s configuration)
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Importing Documents using the Applet, Continued
How to import a 5. After clicking next, you may or may not get a screen asking you if
document (cont’d) you would like to:
a. Validate the uniqueness of the document name, and if you
select that checkbox, whether you would like to version
existing documents of the same name.
b. Select a lifecycle state
c. Click Next.
6. You will get the properties screen(s) for the selected documents.
Complete the properties and click Save and Close, and your import
will be complete.
Please note Some property fields, such as the document name, are disabled on the
multiple document properties window. Document names will be the
same as the originals on the filesystem. Properties for individual
documents may be edited separately once the import is complete.
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Importing Documents using the Applet, Continued
How to import via 1. Open the local location of the documents to be imported and CARA
drag and drop side by side.
2. In the CARA window, click the New Document tool.
3. The New Document dialog box appears. Complete the document
classification details. Select Import from Filesystem. Click Next.
4. The New Document Import screen appears. Drag the document(s)
from the local folder into this screen.
5. Complete the import steps as described on page Error! Bookmark

not defined..
Please note CARA can be configured to allow importing by simply dragging and
dropping directly in the CARA browser.
In this scenario, select a CARA folder before dragging, unless the system
automatically places documents in folders based on property values.
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Importing Documents with the Landing Zone Widget
What is the import The Import Landing Zone is a Widget that facilitates importing
landing zone? documents. When this Widget is displayed, documents can be imported
directly without clicking on other menus or tools.
NOTE: this ONLY works if you have the Java Applet enabled. It is not
required with the CARA Plugin.
How to import via 1. Open the local location of the documents to be imported and CARA
the landing zone side by side.
widget
2. In the CARA window, click on the target folder. Verify the
Breadcrumb link for that folder is displayed. Open the Import
Landing Zone Widget.
3. Drag and drop the document(s) from the local folder(s) into the
Import Landing Zone widget.
4. Click the Import Files button.
Note: The Import Landing Zone can be configured to open the New
Document Wizard when a document is dropped or to display standard
import options. Follow the prompts to complete the import as below
Please note The Import Landing Zone is a Java applet which causes the window to
appear “always on top”, if this interferes with the display of pop-ups,
close the widget when not in use.
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Importing Emails and Attachments using the Java

Applet
How to import 1. Open the CARA and the email window side by side.
emails and 2. In the CARA window, click the New Document tool.
attachments
3. The New Document dialog box appears. Complete the document
classification details. Select Import from Filesystem. Click Next.
4. The New Document Import screen appears. Drag the email(s) or

attachment(s) from the email folder into this screen.
Importing without The Java applet must be running to use the drag and drop method to
the Java applet import. If Java is not running, use the Browse button to navigate to select
the document to import.
Note: Multiple documents cannot be imported using the Browse button.
To import multiple documents, the Java applet is required.
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Exporting Documents
What is exporting? Exporting is a method of copying a document from the docbase to the
local file system. This copy has no connection to the original document
stored in the docbase. Consequently, it has no security and no audit trail.
Documents can be exported in either the original format (for example,
MS Word) or in PDF format. Multiple documents may be exported
simultaneously, either by multi-selection or importing an entire Details
Pane. The Main View Pane can only be exported as an Excel document.
Structure hierarchies may also be exported as Excel documents.
How to export a 1. Highlight the document(s) to be exported. From the File menu or
document right-click menu, select Export to export the original format.
2. Choose the export format. The format defaults to the primary content,
but a different format can be selected from the drop-down list. Click
Export.
3. The Save As window appears. Navigate to the desired export location

on the filesystem and click Save. A copy of the document is exported
and the original document remains in the docbase.
Please note If exporting multiple documents, a different format may be selected for
each document. To retain the original format of each exported document,
select Primary Content.
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Exporting Documents as Email Attachments
How to send a 1. Highlight the document to be exported. From the File menu, select
document as an Send to ….
email attachment
without using an
email program
2. The Send document window appears. Click the down arrow to
access the Recipients list.
3. Select recipients or groups as needed and add to the recipients list on

the right side. Click Save.
Note: The Users with Document Access list shows only users with
permission to access the document in CARA.
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Exporting Documents as Email Attachments, Continued
How to send a 4. Enter a Subject for the email and select the format to attach.
document as an
email attachment 5. Type a message in the Body section.
without using an
email program
(cont’d)
6. Click Send. The email is sent with the attached document.
How to send a 1. Highlight the document to be mailed. From the File menu select
document as an Send As Email Attachment.
email attachment
2. An email is generated with the selected document as an attachment.
How to send a 1. Highlight the document to be mailed. From the Edit menu select
document as an Send As Email Attachment.
email attachment
via the clipboard 2. An email is generated with the selected document as an attachment.
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Exporting via Clipboard (plugin only)
How to export via 1. Select the file(s) you wish to export

clipboard 2. From the Edit menu select Copy to Clipboard
3. Go to your file system (Windows Explorer or Mac Finder) or Outlook
email and do a “paste”.
4. The content will be pasted in.
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Exporting to Excel
How to export the 5. Navigate to the desired folder and display it in the Main View Pane.
main view pane as 6. In the top of the Main View Pane, click the Export to . . . and select a
an Excel or HTML
format from the dropdown.
file

on the filesystem and click Save. The contents of the Main View
Pane are exported to the chosen location. If exporting to Excel, the
columns will automatically be set up for filtering.
How to export a 1. Navigate to the desired structure and double-click it to open it in its
structure hierarchy own tab.
as an Excel file
2. At the bottom the Navigation pane, select the “Export to Excel”
button, then select an Excel format from the dropdown. Note:
Documents are exported as hyperlinks to excel, allowing the user to
click the link and go directly to the original document.

on the filesystem and click Save. The structure hierarchy is exported
to the chosen location as an Excel document. The Excel columns will
automatically be set up for filtering.
Note: If a filter is applied to the Structure, documents which are not
shown in the Navigation pane will not be exported.
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Exporting Folder Structures with Deep Export
What is the deep The Deep Export feature provides a way to export an entire folder(s)
export feature? structure including contents.
How to Deep 1. Select the folder(s) to Export.

Export
2. From the File menu select Deep Export.
3. Click Yes to the confirmation.
4. Browse to locate and highlight the folder to which the files will be
exported. Click OK.
5. The folder(s) and contents, including subfolders and contents, are

exported to the selected location.
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Sending Documents as URL
What is sending as The URL export feature sends a link to a repository document via email.
a URL? There are several advantages to sending a document link rather than an
exported copy of the document. The link is more secure as it enforces
docbase security whereas an exported document may be viewed or edited
by users who would not have permission to do so in the system. Also, the
link ensures the user will view/edit the most current version of the
document.
How to send a 1. Highlight the document(s) to be exported. From the File menu,
document as a select Send URL ….
URL
2. An email will open in your usual email application, with the
document(s) and their URL(s) listed. Send the email as normal.
What is copying The Copy URL function copies a document’s URL without sending an
the URL? email. The URL can then be pasted into a document or other location.
How to copy a 1. Select the document(s) and choose Edit / Copy URL.
URL?
2. Use standard tools to paste the URL(s). If multiple documents were
selected, the URLs are pasted in order.
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Copying Documents in the Multiple Window View
What is the As introduced on page 22, multiple windows can be opened to allow
multiple document dragging and dropping of documents between folders, virtual documents,
view? and structures.
When using multiple windows to copy objects, the Source (i.e., the
location of the original document) and Target folders (i.e., the location to
which the document will be copied) are displayed in separate windows.
How to copy 1. Open multiple windows and navigate to locate the source and target
documents in the folders.
multiple window
view 2. Drag the document(s) from the source folder to the new folder. A
pop-up message confirms the number of documents selected.
3. From the window that appears, choose to Copy, Move, or Link the
documents.
4. The Properties screen appears if you select Copy. Modify the pre-
filled properties and click OK. The document(s) is copied, moved, or
linked to the new folder and is ready for use.
Please note A document link is actually a shortcut connecting one document to

multiple folders. The document can be accessed from the new location in
the same way it is accessed in the original location.
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Editing Documents
What is check-out? When a document is edited, the system will automatically check it out
while opening an editable copy on screen. Changes can be made in this
copy as usual.
When a document is checked-out, a key icon will appear beside the

document in the system. This key represents the locking of the document
and prevents other users editing it. A lock icon appears beside document
checked-out by other users. The lock signifies to others that the
document is currently being edited.
If a document is checked-out, other users can view the content of the

document. However, they will not see any changes being made until these
changes are checked-in to the docbase.
What is check-in? When a document is checked-out for editing, the system takes a copy of
the document and places that copy on a local drive. It is from this
location that the document is opened for editing.
Any changes made are saved to the same local storage area and will not
be made available on the system until the document is checked-in.
During check-in, the system takes the locally saved copy containing the
changes and puts it into the docbase, either as a new version of the
document or as the same version, overwriting the existing current copy
stored on the system.
A user must have at least Version permission in order to edit a document.

More information about permission levels is found on page 198.
How are Documentum controls the different versions of a document by giving

documents each version a number. The first version of a document to enter the
versioned? system is numbered 0.0, 0.1 or 1.0, depending on the system
configuration.
Subsequent versions are numbered in fractional increments: 0.2, 0.3 . . .

0.11 (eleven), 0.12 (twelve), and so on.
The version will only increase to the next whole number (i.e., 1.0, 2.0,
etc.) if the major version option is selected.
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Editing a Document
Where is the During the initial check-out, each user will select the local folder in which
checked-out checked-out documents will be stored. Subsequently, all checked-out
document stored? documents will be placed in this location, unless the location is changed.
How to edit a 1. Highlight the document to be edited and click the Edit tool or select
document Edit from the right-click menu.
2. The document is checked-out and opens in the native application for

editing. In the system, a lock appears beside the document to indicate
to other users that the document is checked-out.
3. Edit the document as necessary (all functionality in the editing

application is standard). Edits should be saved often using File / Save
or other methods. Do not use Save As as the document is already
named and the storage location must not change.
4. When edits are complete, close the editing software. In CARA,

highlight the document and click the Check-in tool.
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Editing a Document, Continued
How to edit a 5. The Check-in window appears. Select the version and enter a label
document, (cont’d) and description, if desired. If checking-in a document from a location
other than the default check-out folder, browse to locate the
document. See page 76 for details on version options. Note that
CARA may be configured to hide some of the options below.
6. Click the Properties button to view or modify Properties.

7. To make this the current version of the document, check Make this
the current version.
8. Click OK. The document is saved in the docbase and the lock is
removed.
How to lock a The right-click menu offers two choices related to the check-out feature.
document without Edit locks and opens simultaneously whereas Check-Out only locks the
opening for editing document.
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Editing a Document, Continued
Checking in It is possible to select multiple documents and check them in. When
multiple checking in multiple documents, the checkin screen appears and shows it
documents is checking in document “1 of X”. Select the options and checkin; the
screen then shows that it is checking in document “2 of X” and so on.
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Working with Checked-out Documents
How to locate The Checked-Out Documents icon in My Desk displays a list of all
checked-out documents checked-out by the user.
documents
Highlight Checked-Out Documents to display the documents in the

Main View Pane and work with them as needed.
Please note Hover the mouse over the lock icon to display the name of the user who
has checked out the document, and the date on which the document was
checked out.
How to change 1. From the Settings menu, select Change Checkout Location.
your checkout
location
2. Navigate to the new location and click OK.
How to directly Within CARA, the local folder which contains checked-out files can be
open the checkout opened by selecting Open File Checkout Location from the Settings
location menu.
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Checking-in From File
What is the check- Check-in from File provides an alternate way to import documents from
in from file the filesystem to the docbase. The current version of the document, as
feature? shown in the docbase or structure, must be checked-out to allow Check-in
From File.
How to check-in 1. Highlight the document and click the Check-in tool.
from file
2. Complete the version details as described in the previous section.
3. Click Browse. Locate the file to check in and click Open.
4. Verify the document format and click OK.
Please note The Check-in from File feature is needed only if the checked-out
document has been renamed or moved from its original check-out folder.
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Canceling a Check-out
When should a There are several situations when it is not appropriate to check-in a
check-out be checked-out document. For example, if the document was checked-out
canceled? by mistake or the edits made to a document are no longer applicable.
If no changes are made to a checked-out document, it is important to
cancel the check-out as opposed to checking-in the document as a new
version. Even though no changes have been made to the document
content, choosing to check-in would alter the latest modification date (and
possibly the modifier) for the document.
How to cancel a 1. Highlight the document and click the Cancel Check-out tool.
check-out
2. Click Yes to confirm the action and the loss of any changes.
3. The lock is removed from the document.
Please note Only the user who originally checked-out the document or an
administrator can cancel a check-out.
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Deleting and Restoring Documents
Overview Only users with the requisite permission may delete documents from the
docbase. The docbase may be configured to store deleted documents in
the Trash Can for a specified period of time. If so, the documents can be
restored from Trash until it is emptied. The docbase trash cabinet is
emptied on a regular basis. Please check with the System Administrator
for details.
How to delete a 1. Highlight the document to be deleted. From the Edit menu, select
document Delete or click the Trash tool.
2. The Delete screen appears.
3. Select the version(s) to delete. These additional items may also be

selected for deletion: virtual document descendants and folder
contents.
4. The Force Delete option prevents the deleted objects going to the
Trash Can. In other words, these objects are deleted immediately and
may not be restored. Proper permission is required to utilize the Force
Delete feature.
5. When all options are selected, click Delete. A <trash> tag is added to
the deleted document name until the document is permanently deleted
when the Trash Can is emptied.
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Deleting and Restoring Documents, Continued
Please note Documents that are checked-out cannot be deleted.
Deleting If the document selected for deletion is used in a virtual document, the
documents used in following warning appears.
virtual documents
The document must be removed from the virtual document before it can
be deleted from CARA.
Related More information on working with Virtual Documents is found on page

information 134.
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Deleting and Restoring Documents, Continued
Who can restore a Superusers can restore documents that other users have deleted. The
deleted document? owners of documents and the users who delete them can restore them.
How to restore a 1. From the File menu, select Search Trash. The Search Trash dialog
deleted document box appears.
2. Check the Only Display Items from Current Folder option to limit
the search to the current folder.
3. Highlight all documents to be restored. Click Restore. The
document(s) is restored to the original location. The <trash> tag is
removed from the document name.
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Working with Annotated Documents
What is the Annotations can be added to documents using one of CARA’s integrated
annotation report? annotation tools – Brava, PDF Annotation Services, or DocAnnotator.
The Annotation Report offers an overview of all annotations. For Brava,
annotations made using the Changemark feature are supported by this
function in CARA.
How to view the 1. Highlight the annotated document. From the Tools menu, select
annotation report Annotation Report.
2. The Annotation Report appears.
3. To export the annotations, click the Export to Excel button and select
a format. The Excel columns will automatically be set up for filtering.
Note: Documents are exported as hyperlinks to excel, allowing the
user to click the link and go directly to the original document.
4. Click Close to close the report.
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Working with Annotated Documents, Continued
Creating To create annotations, open the document (or PDF rendition) to view, and
annotations use the annotation tool as per its own User Guide.
How to import PDF 1. While the PDF document is open, export the annotations (using
annotations standard Adobe functionality) as an FDF file.
2. In CARA, highlight the document and select Import Annotations
from the right-click menu.
3. Use the Browse button to locate and select the FDF file. Choose
Public or Private to set the access level for the annotations.
4. Click Import.
Please note Consult the DocAnnotator, Brava, or PDF Annotation Services user guide
for details on creating and saving annotations.
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Working with Document Renditions
What is a A rendition is a representation of a document. The rendition is in a

document different format and is often used to facilitate viewing, annotating, and
rendition? publishing. Many docbases are configured to create a rendition
automatically when documents are created or modified. Users can also
request document renditions.
How to create a 1. In any CARA view, highlight the document to be rendered. From the
PDF rendition File menu, select Request PDF rendition. This will request a
rendition even if the document is not part of a category set up to be
rendered automatically.
2. The PDF rendition is created and can be viewed using the Renditions
Widget as described on page 40.
How to add a 1. In any CARA view, highlight the document to which to add a
rendition rendition. From the File menu, select Add Rendition.
2. Click Browse to select the content to add as a rendition.

3. Select the Format if it is not automatically correctly selected.
4. Select the Page modifier OR if there is none pre-defined, enter the
page modifier in the text field. Click OK.
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Working with the Staging Area

Overview & Usage
Overview The Staging Area in CARA is designed for users to upload content
without classifying it. This allows for users on the go or with restricted
access to upload documents to a secure area for classification at a later
time. Once uploaded to the Staging Area, specific users can classify those
documents in order to maintain the integrity of the system.
Note: For details on uploading documents to the Staging Area from a

mobile device, please see the CARA Mobile User Manual.
In this chapter This chapter introduces the Staging Area and includes:
 Navigating the Staging Area
 How to Classify Documents in the Staging Area
 Alternative Methods of Uploading to the Staging Area
Navigating the 1. To locate the Staging Area, select Staging Area from the
Staging Area Navigation Pane.
2. Documents that have been uploaded to the Staging Area will

display in the Main View Panel.
3. If the Staging Area is configured to receive documents from
multiple sources, these can be accessed by selecting each source
from the secondary level of the Staging Area Node:
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How to Classify Once documents have been uploaded to the Staging Area, they need to be
Documents in the classified in order to be properly placed within CARA.
Staging Area
1. Select the Staging Area node from the Navigation Panel. Then
either
a. Right-click and choose Classify from the menu; or
b. Drag and drop to a folder / cabinet in the tree
2. Depending on the system’s configuration, a wizard will appear
with the drop-down options needed to classify the document
3. Complete the desired classification and choose Next. This will

generate the standard properties screen for the classification
chosen. Complete the properties and save.
Alternate Methods Documents can be uploaded in other ways than through the CARA
of Uploading to the Mobile App. Check with your System Administrator if this functionality
Staging Area applies to you.
Drag-and-drop: content can be directly drag-and-dropped from the user’s

local system into the Staging Area.
Email: The system can be configured so that all attachments sent by email
to a specified email address are automatically uploaded to the Staging
Area.
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Working with Tasks

Overview Tasks are used to plan and control document activities. A task is a user
activity, a single step. For example, a task might be to review a
document. Multiple tasks can be combined to create a workflow. A
multi-step task is also called a Task Sequence.
Each task has start and end dates. The difference in these two dates is the
task duration (weekdays only). Tasks are assigned to users (individually
or in groups) who will perform the various tasks. Users can manage tasks
through the Task Manager or My Desk.
In this chapter This chapter introduces CARA tasks and includes:

 Overview and Task Manager
 Task States
 Creating a Task Template
 Assigning Single and Multiple Tasks
 Editing Existing Tasks
 Managing Tasks, including Out of Office settings
 Deleting Tasks
 Task Report
 Distribution Lists
Who can use Any user with permission to the relevant component / document can
tasks? create a task for that particular component / document.
Users have the ability to edit the tasks they have created, if the task is still
in the Planned state.
Any user has the ability to access the Task Manager which reports on task
statuses across documents.
Related If you are using Documentum (xCP) workflows in CARA, please refer to
information the separate User Guide for that functionality.
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Working with Tasks
Overview of the The Task Manager is a powerful tool that facilitates the organization and
Task Manager management of tasks. Tasks in all states appear in the Task Manager.
Individual tasks can be issued, delegated, reassigned, deleted, and
modified from a single screen. The most recent tasks will be at the top of
the Manager.
By default, finished tasks will not be displayed, and all levels of a task
will not be shown. These can be shown by clicking the checkboxes in the
bottom left corner of the window.
The standard CARA tools are available to customize the Task Manager
View. Descriptions of these tools can be found in the Main View Pane
section, beginning on page 17.
The Task Manager is discussed in detail beginning on page 112.
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Working with Tasks, Continued
What are task The task state indicates the stage of the task’s lifecycle. Each task starts
states? in the Planned state and moves through other states as the work associated
with the task is performed. The different states of a Task are as follows:
Planned The task is created and saved, but not yet issued to the
recipient(s).
Issued The task is issued to the task recipient, but not started.
Started The task is started.
Reassigned The task is assigned to a different user. The task can be
returned to the original recipient on completion.
Completed The task is completed by the recipient.
Deleted The task has been deleted.
How to display the The Task pane is accessed via My Desk. To display tasks click My Desk
task pane in the Navigation Pane, and select Tasks.
The Task Pane is displayed in the Main View Pane, organized by task
state:
 In-Tray contains tasks that have been issued, but not started
(these may be organized either by task type or priority)
 Ready to Issue contains tasks that have been created, but not
issued
 Created by me contains tasks created by the user
 Out-Tray contains completed tasks
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Assigning a Task
How to assign a 1. Highlight the appropriate document(s) or placeholder(s). Click the

task Add Task tool.
2. The Add Task screen appears. Select a template from the list.
The available task options will vary depending on the system

configuration. (If available, select the Ad-hoc option to create a
custom task.)
Please note Task templates listed in blue are tied to a lifecycle change - those listed in
red are not (i.e., the document status will not change when the workflow
is complete.
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Assigning a Task, Continued
How to assign a 3. Highlight the appropriate task template and click Select. The Add
task, (cont’d) Task window appears. Some fields may be pre-filled based on the
template selected.
4. From the drop-down list of Task Types, select the task type.
5. The Status will be set to Planned as this is a new task. From the
Priority drop-down list, select the priority.
6. Click the arrow to the right of the Recipients field. The Specify task
recipients screen appears.
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How to assign a 7. The options available when selecting recipients are discussed
task, (cont’d) beginning on page 99. Once recipients are selected, click Save. The
Task Properties screen reappears with the selected user(s) added to the
Recipients list.
8. If multiple recipients (either individuals or groups) are chosen, use the

Sequence drop-down list to make the task Parallel (sent to all
recipients simultaneously) or Serial (sent to one recipient or group
after the other, in the order listed on the task).
9. An additional decision is required for Parallel tasks. Should the task
be completed by All recipients or Any one recipient? Make the
appropriate selection from the For Completion By list.
10. Enter a Target Start date and Target Finish date, or complete the
number of days in the Duration field to determine the Target Finish
date.
Note: Only weekdays are used when calculating Target Finish dates.
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How to assign a 11. Add comments for the task recipient(s), if desired (these will be
task, (cont’d) added to the notification email).
12. Click on the Notifications tab to open that screen. These will
generally be pre-set on the task template, but changes can be made if
required using the Add / Edit / Remove buttons.
13. To add additional notifications, click Add. The Add task notification
window appears.
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How to assign a 14. From the Notify when task options, choose when the notification will
task, (cont’d) be sent. From the Notify options, choose who to notify.
15. Use the Reminder check-box to set repeating notifications at the
desired intervals. Click Save to save the notification selections. The
Add task notification window reappears.
16. Repeat the previous steps as necessary to add additional notifications.
17. Click Add step to add another task step. Follow the previous steps to
define the additional step(s). Use the Remove step button to delete
an individual step.
18. When the task settings are complete, click Save to save the task in the
Planned state or Issue to issue the task immediately.
Note: The Save button is not available in all system configurations.
If configured to do so, the Task Manager will open showing the newly
created task and all other tasks. If you just Saved the task instead of
Issuing, you can select the Task in the Task Manager and from the
Manage dropdown choose Properties and modify the details.
Task Recipient When creating tasks as described in the section above, the following
Options options are available on the Specify task recipients screen:
1. From the drop-down, choose All Users and Groups to display all
available users and groups, or All Users or All Groups to display
only those lists.
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Task Recipient 2. Choose a personal distribution list to use that.

Options, (cont’d)
3. Enter text into the Search Criteria field to filter the user list.
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Task Recipient 4. To display users in a group, double-click on the group name.

Options, (cont’d)
Use the Back button to return to the list of groups and users.
5. Use the magnifying glass tool to create a tree view showing all groups
and members.
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Task Recipient In this view, multiple users from across groups can be selected.
Options, (cont’d) Check users are needed. Click Select.
6. Choose Dynamic Recipient to select the value of a property (for

example, Quality Approver).
Enter the property name and appropriate value.
7. After locating users with any of the above methods, add them to the
task recipients list (on the right side) using the buttons in the center.
Note the choices for adding group members: All of group or Any of
group. Click Save.
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Working with Existing Tasks
Who can edit a Only a Task Manager or the user who created the task can modify an
task? existing, active task.
How to edit an 1. From the Task menu, select Task Manager.

existing task
2. Highlight the task, or task step, and use the Manager menu to select
the item to edit.
3. Modify the task as necessary. The previous section contains step-by-

step instructions for working with the task options, beginning on page
94.
4. Click Save or Issue.
Please note The options available in the Task Manager drop-down list are dynamic
(i.e., the options change depending on the item highlighted). For
example, if the task is selected the Properties option is available. If an
individual task recipient is selected the Properties option is disabled.
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Issuing a Task
How to issue a 1. From the Tasks menu, select Task Manager. Highlight the task and
task in the Task click Issue.
Manager
2. The task is issued and moves from the Ready to Issue folder to the In-
tray of the task recipient(s).
How to issue a 1. Expand My Desk to display the Tasks / Ready to Issue folder.
task in My Desk 2. Highlight the task and select Issue Task from the right-click menu.
3. The task is issued and moves from the Ready-to-Issue folder to the In-
tray of the task recipient(s). Tasks may be issued when created,
eliminating the need to issue as a separate step.
Auto-Start Tasks Task types may be configured to auto-start when issued; such tasks will
go straight to the requisite task type folder in the recipients’ Task folder,
rather than to the In-Tray (e.g., Authoring tasks will go straight to the
recipients’ Author folder if configured to auto-start).
Tasks created by Under My Desk / Tasks, the node Created by me shows workflows
me created by the user.
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Receiving Tasks
When is a task The recipient(s) of a task does not receive notification when the task is
received? created or while it is in the Planned state. If notifications are configured
for a task, however, the recipient(s) receives an email notification when
the task moves from Planned to Issued.
Additionally, when the task status is changed to Issued, the task moves to
the recipient’s In-Tray in My Desk. The task is linked to the document to
which it is assigned. The type of task is noted next to the document
name.
How to receive a 1. Open My Desk in the Navigation Pane. Expand the In-Tray to
task display any tasks issued.
2. Highlight the task and select Start Task from the right-click menu.
3. The task is started and moves from the In-tray to the appropriate task
folder. For example, an approval task will move to the Tasks /
Approval folder.
Please note Tasks may also be accessed through the email notification. Click on the
task link in the email message. The link opens CARA and, after login,
navigates to the In-Tray.
Related Many task functions, including receiving and starting tasks, can be
information performed in the Task Manager. More information on using the Task
Manager is found on page 112.
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Starting and Completing Tasks
How to start a task 1. Expand My Desk to display the Tasks / In-tray folder.
2. Highlight the task in the Main View Pane. Right-click and select
Start.
3. The task is moved from the In-Tray to the appropriate task folder and
the task state is changed to Started.
4. To complete the task, follow the steps below.
How to complete a 1. Expand My Desk to display the Tasks / In-tray folder. Highlight the
task folder containing the task.
2. Highlight the task(s) in the Main View Pane. Right-click and select
Complete Task.
Note: Multiple tasks can be completed in one step if they are the
same task type.
3. The Complete Task screen appears. From the drop-down list, select
the Completion status. The available options will vary depending on
system configuration and task template.
If the completion status is considered “satisfactory”, the comments

field (to be added to the notification email) is optional.
If the completion status is considered “not satisfactory” the comments

field becomes mandatory.
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Starting and Completing Tasks, Continued
How to complete a 4. Enter other users to notify. In the Users field, the selection of users
task, (cont’d) via the dropdown arrow works as elsewhere in CARA. In the Others
field, enter any email address and click the > arrow to add it to the list
of people to be notified.
5. Click Properties to modify the properties of the document(s).

6. Click OK. The task moves to the Out-Tray.
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Delegating Tasks
Who can delegate The recipient of a task can choose to delegate it to another CARA user.
a task? Tasks may be delegated in the Issued state.
How to delegate a 1. Highlight the document to which the task is assigned. From the
task Tasks menu, select Delegate.
2. The Delegate task dialog box appears.
3. Click on the arrow beside the Delegate To field. A list of users opens.
Add users or groups to the Selected Users list on the right side as
described on page 99. Click Save.
4. The Delegate window reappears with the selected users/groups added
to the Recipient(s) field.
5. If multiple recipients are chosen, use the Sequence drop-down list to
make the task Parallel (sent to all recipients simultaneously) or Serial
(sent to one recipient after the other, in the order listed on the task).
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Delegating Tasks, Continued
How to delegate a 6. An additional decision is required for Parallel tasks. Should the task
task, (cont’d) be completed by All recipients or Any one recipient? Make the
appropriate selection from the For Completion By field.
7. Add comments for the task recipient(s), if desired (these will be added
to the notification email).
8. Check the Return to me on completion option to have the completed
task returned before the workflow resumes.
9. Click Save. The task is moved to the In-Tray of the new recipient.
Please note Tasks can also be delegated from the Task Manager. More information
on using the Task Manager is found on page 112.
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Reassigning Tasks
Who can reassign The creator of a task can reassign it while it is in the Planned state. The
a task? Task Manager also has permission to reassign.
How to reassign a 1. From the Tasks menu, select Task Manager.

task
2. Highlight the task in the Task Manager window and select Reassign
from the Manager menu.
3. The Reassign task dialog box appears.
4. Click on the arrow beside the Reassign To field. A list of users opens.
Add users or groups to the Selected Users list on the right side as
described on page 95. Click Save.
5. The Reassign window reappears with the selected users/groups added
9. Click Save.
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Deleting Tasks
Who can delete a The creator of a task can delete it while it is in the Planned state. The
task? Task Manager also has permission to delete tasks at any time.
How to delete a 1. From the Tasks menu, select Task Manager.

task
2. Highlight the task in the Task Manager window and select Delete
from the Manager menu.
3. The task is deleted. If the Task Manager window does not reflect the
deletion, use the Refresh button to update the display.
Please note When a task is deleted, it is removed from the In-Tray of recipients.
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Setting Out of Office Options
What is the out of Users who are not available to accept tasks, may set their profile as ‘Out
office function? of Office’ and all incoming tasks (CARA workflows and Documentum
BPM workflows) will then be automatically delegated to another user.
How to turn on Out 1. From the Settings menu, select Out of Office Settings.
of Office
2. The Out of Office window appears. Check the Enable Out of Office
box and select the user to whom all tasks should be delegated from
the drop-down list.
3. Click Save.
Note: When Out of Office is activated, the system confirms if it should
be turned off at login.
How to turn off Out 1. From the Settings menu, select Out of Office Settings.
of Office
2. The Out of Office window appears. Uncheck the Enable Out of
Office box.
3. Click Save.
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Using the Task Manager
What is the task The Task Manager is used to manage tasks and workflows in cabinets,
manager? Virtual Documents, and Structures. Task properties and recipients can be
modified in the Task Manager, and tasks started, issued, completed, and
deleted from the Task Manager.
What items are The Task Manager will display different tasks depending on the item
displayed in the selected when the Task Manager is opened. Highlight the following
task manager? items to access different levels of tasks:
1. Structure root or parent in a structure – displays all tasks
assigned to the documents beneath that point in the structure as
well as any documents related to the root of the structure
2. Folder or cabinet in the docbase – displays all tasks assigned to
all documents within that folder or cabinet
3. Individual document – displays all tasks assigned to that
document
How to open the 1. Highlight the appropriate Structure, Virtual Document, Folder,
task manager Cabinet, or single document.
2. From the Tasks menu, select Task Manager. The Task Manager is
displayed.
3. All tasks directly, or indirectly, assigned to the document /

component highlighted are displayed in the Task Manager.
4. There are checkboxes to Include all levels (subfolder contents or
structure subnode contents) and Include finished tasks.
5. When work in the Task Manager is complete, click Close.
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Working with Multiple Tasks in the Task Manager
How to start 1. Open the Task Manager.

multiple tasks
2. Highlight the tasks to start, and click Start.
3. The tasks are moved from the In-Tray to the appropriate task folders
and the task state for each is changed to Started.
4. To complete the tasks, follow the steps for task completion below.
How to complete 1. Open the Task Manager.

multiple tasks
2. Highlight the tasks to complete and click Complete. The Complete
Task screen appears.
3. Complete the options for the task completion and click OK.
How to delegate 1. Open the Task Manager.

tasks
2. Highlight the tasks to delegate and click Delegate. The Delegate
Task screen appears.
3. Proceed with the process as if delegating a single task. See page 107
for more detailed instructions.
Please note Use these methods to select multiple items in the Task Manager:
 Shift-click to select contiguous objects (highlight the first item in
the list then the last item)
 Control-click to select non-contiguous objects
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Exporting and Reassigning Tasks in the Task Manager
How to export data 1. Open the Task Manager for the desired Structure, Virtual Document,
from the task Folder, Cabinet, or single document.
manager to Excel
2. Click the Export to Excel button, then select a format. The Task
Manager information is opened in an Excel document. The Excel
columns will automatically be set up for filtering. Note: Documents
are exported as hyperlinks to excel, allowing the user to click the link
and go directly to the original document.
3. Use standard Excel tools to save the document, if desired.
How to reassign a 1. Open the Task Manager.

task in the task
manager 2. Highlight the tasks to reassign and select Reassign from the Manager
menu.
3. The Task Recipients list opens. Add and remove users or groups.
Click OK.
4. The Reassign window reappears with the selected users/groups added
8. Click Save.
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Adding Recipients to a Task in the Task Manager
How to add 1. Open the Task Manager.

recipients to an
existing task 2. Highlight the task and click Add Recipients from the Manager
menu.
3. The Add recipients window appears. Click the down arrow beside
the Add recipients field to access the recipients list.
4. Add and remove users or groups as described on page 95. Click OK.
5. Add a message for the task recipient(s), if desired (the message will
be added to the notification email).
6. Click Save.
How to add a task 1. Select a document listed in the Task Manager.

in the Task
Manager 2. Click Add and follow the steps as for adding a task above.
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Deleting Recipients from a Task in the Task Manager
How to delete 1. Open the Task Manager.

recipients from an
existing task 2. Highlight the recipient(s) and click Remove Recipient(s) from the
Manager menu.
3. Click Yes to the confirmation message that appears
NOTE: you cannot remove the last recipient on a task is this might cause
unintended task completion, and thus you either have to delete the
workflow at that stage, or re-assign to yourself and complete the task.
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Using Task Reports
What are task The Task Reports feature provides a view of all tasks; the report can be
reports? filtered by task type, state, creator, or recipient. Tasks Reports can be
sorted by any column in the same manner as the Main View Pane.
Tasks are color-coded to indicate status:
 Black – task is Planned
 Blue – task is Issued
 Gray – task is Completed
 Green – task is Started
 Red – task is Rejected
How to access 1. From the Tasks menu, select Task Report.

task reports
2. The Task Report window opens without contents. From the drop-
down lists at the bottom of the window, select the items on which to
filter the report.
3. Click the Filter tool (the funnel). The filtered task report is displayed.
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Using Task Reports, Continued
How to access 4. Use the standard CARA tools to select data columns and sort, as
task reports described on page 17.
(cont’d)
5. Use the Export to Excel tool to export the tasks for formatting or
printing. The Excel columns will automatically be set up for filtering.
6. Click Close to exit the report.
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Using Distribution Lists
What are Distribution Lists are user-specific lists of people and groups to whom
distribution lists? tasks can be assigned. Once created, a Distribution List can be selected
as the recipient of a task rather than selecting all individuals on the list
separately.
How to create a 1. From the Settings menu, select Distribution lists. The Distribution
distribution list lists screen appears.
2. Click Add. The New Distribution List window opens.
3. Enter a Name for the list. Click the down arrow beside the User
Members and/or Group member fields to access the user list.
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Using Task Distribution Lists, Continued
How to create a 4. Use the arrows to move users to the list on the right. Click Save.
distribution list
(cont’d) 5. The list appears in the Distribution list window. Click Close to exit
the window.
How to modify a 1. From the Settings menu, select Distribution lists. The Distribution
2. Highlight the list to be modified. Click Edit.

3. Modify the list as described above. Click Save.
How to delete a 1. From the Settings menu, select Distribution lists. The Distribution
2. Highlight the list to be removed. Click Delete.

3. The list is removed. Click Save.
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Using Task Distribution Lists, Continued
How to select a 1. Start a new task as described on page 94. Choose to add a recipient.
distribution list
when assigning a 2. In the recipient drop-down list, the Distribution Lists appear below
task the folders and above the individual users.
3. Highlight the appropriate Distribution List. The Specify task

recipients window adjusts to display only members of the chosen list.
4. Select users as required and complete the steps to set up the task.
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Sending Documentum workflows in CARA

How to send 1. Select a document (or multiple documents).
Documentum
workflows in 2. From the Workflows menu select Initiate Workflow.
CARA 3. Select the desired workflow from the list and click OK.
4. The workflow screen appears. On the Info tab, enter the Workflow
name.
5. In the Attachments section, click Add or Remove to modify attached

documents as required. Use the standard CARA search functionality
to locate documents on the attach document window.
6. Use the Performers tab to assign the workflow to users (i.e.,
performers). Highlight the Activity and click Assign performers.
7. Select recipients as described on page 99.
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Sending Documentum workflows in CARA, Continued
How to send 8. Use the Comments tab to include comments for the performer(s).
Documentum Click Add.
workflows in
CARA, (cont’d)
9. The Add comment screen appears. Enter the comment and select
whether it is For all subsequent activities or For the next activity
only.
10. Click Save to save the comment.

11. Click Start to send out the workflow.
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Working with Documentum Workflows in CARA
How to access 1. Expand My Desk to display the Documentum Inbox / Tasks folder.
received 2. Select Tasks to display Documentum tasks in the Main View Pane.
workflows
3. From the right-click menu, select Open task.
4. Modify the workflow attachments and comments as described on

page 122, if required. Double-click documents in the attachments
pane to view the contents. View previous and future steps in the
workflow on the Upcoming and History tabs.
5. Click Delegate to assign the workflow to another user.

6. Click Repeat to have the workflow repeated by a subsequent user.
7. Click Finish to mark the workflow completed.
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Using Documentum Workflows in CARA, Continued
How to select a Workflows may be configured to require the next recipient be selected
recipient when when a task is completed. Use the Assign performers button to select
finishing a task the recipient(s) for the next activity.
Using If CARA is configured to enable Documentum Work Queues, they appear

Documentum Work in the Navigation Pane below the Documentum Inbox.
Queues
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Documentum Workflow Reporting
What are workflow The Workflow Reports feature provides a view of all Documentum tasks;
reports? the report can be filtered by user, process, or document. Workflow
Reports can be sorted by any column in the same manner as the Main
View Pane and the data can be exported to Excel or HTML.
How to access 1. From the Workflows menu, select Workflow Reporting.

workflow reports
2. The Workflow Reporting window opens without contents. From the
drop-down lists at the top of the window, select the properties and
related values on which to filter the report.
3. Click the Search tool. The filtered task report is displayed. Use the
dropdown list in the upper right corner to filter by workflow status.
How to manage 1. From the Workflow Reporting window, double-click the workflow.
workflows with the
reporting tool
2. Use the Halt, Resume, Terminate, Delegate tools to manage the

workflow or Export the workflow information using Export to….
3. NOTE: you can right click on a Comment and copy it in order to be
able to use it in updating the document(s) if desired.
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Relationships
What is a A relationship connects one document to another for a specific purpose.
relationship? Documents / objects can be linked to reports or dossiers to provide a point
of reference or to provide additional information. The relationship may be
to all or part of the content. For example, an SOP for Authoring may be
attached as a related document to assist authors who work on that
document. Another example may be referencing data tables for a
particular study.
These related objects can be solely for private use or for use by other
users.
Proper permission is required to add, view, and locate relationships.
What are the There are several types of relationships. These are created and managed
relationship types? by the Administrator. A relationship type could be a document (stored on
the docbase), a URL (if correct and complete), published output, or a
virtual document publication.
In this chapter This chapter introduces relationships and describes:

 Adding a Relationship
 Viewing and Locating a Relationship
 Removing a Relationship
 The Relationship Manager
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Adding a Relationship
How to add a 1. Highlight the document to which the relationship will be added. Click
relationship the Add Relationship tool, or choose Add Relationship from the
right-click menu.
Alternatively, simply drag one document on top of another (including

between windows).
2. The Relationship window appears. Use the drop-down list to select
the appropriate Relationship Type.
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Adding a Relationship, Continued
How to add a 3. Complete the details of the relationship as follows:

relationship,
(cont’d) To add a relationship to An Existing Document:
In the To Related Document section, use the Magnifying tool to
browse a popup Explorer for the document or type three or more
characters to display a list of documents beginning with those letters.
To add a relationship to a Web Page - type in the complete web

address in the To Web Page section.
To create a new document - click the New Related Document
button and complete the subsequent screens.
4. Use the dropdown list to relate to either the Current version or a

specific version.
5. From the Options section of the window, select from the available
choices:
Retain this relationship for future document versions
If the document is up-versioned in the structure / docbase, the
reference will or will not remain associated with the new version.
Copy this relationship whenever parent document is copied
If the document is copied to a new structure or location in the
docbase, the reference will or will not remain associated with the new
copy.
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Adding a Relationship, Continued
How to add a 6. Enter comments in the Comments section, if desired.

relationship,
(cont’d)
7. Click Save. The relationship is created and can be viewed in the

Related Document Widget.
Related For more details on using the Related Documents Widget, see page 40.
information
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Viewing Relationships
How to view 1. Highlight the document to which the related object is attached.
relationship details
2. Display the Related Documents Widget.
3. Right-click on the Related Document object and select Relationship
Details from the pop-up menu.
4. The Relationship window displayed and modifications can be made to
the relationship as described on the previous page.
How to view a 1. Highlight the document to which the related object is attached.
related object
2. Display the Related Documents Widget.
3. Right-click on the Related Document object and select View (to view
in original format) or View PDF (to view in PDF format) from the
pop-up menu.
4. The content of the Related Document is displayed in the Main View
Pane.
Please note  If the Related Document is a URL, it will open as a web-page.

 If View PDF is selected and no PDF rendition exists, an error
appears.
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Locating and Deleting a Relationship
How to locate a 1. Highlight the document to which the related object is attached.
related object
2. Display Related Documents Widget.
3. Right-click on the Related Document object and select Locate.
4. The Navigation Pane expands the appropriate folders to display the
Related Document. The Related Document is highlighted.
How to delete a 1. Highlight the document to which the related object is attached.
relationship
2. Display Related Documents Widget.
3. Select the Related Document object and select Delete Relationship.
4. Click Yes to confirm the deletion.
The Related Document is removed from the component / document.

The Related Document object remains stored in its original location
within the docbase.
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Using the Relationship Manager
What is the The Relationship Manager is a tool for managing relationships and is
Relationship especially useful when working with multiple related documents.
Manager?
The following functions can be performed in the Relationship Manager:
 Adding a relationship
 Locating a related document
 Viewing and modifying relationship details
 Deleting a relationship
How to use the 1. Highlight the appropriate document(s). From the Tools menu, select
relationship Relationship Manager.
manager
2. Existing relationships are displayed in the Relationship Manager.

3. Highlight either the parent or child document(s) and use the tools at
the bottom of the window to modify the relationship.
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Virtual Documents
Overview
In this chapter This chapter introduces virtual documents as used in the CARA system
and includes:
 Creating Virtual Documents
 Modifying Virtual Documents
 Creating Snapshots
 Locking Virtual Documents
 Binding in Virtual Documents and Structures
 Converting Virtual Documents into Structures
Overview In CARA, structures are used to facilitate the authoring and reviewing of
large, complex documents (like Clinical Study Reports). Structures are
collections of individual files held together in a specific order. They can
be authored and reviewed as manageable and separate single documents.
For final publishing, these files are treated as a single entity using a
Virtual Document. The Virtual Document is created from the Structure.
A Virtual Document is Documentum’s way of electronically linking
multiple individual files into one larger, complex file. All the individual
files used to create the Structure are linked together and stored in the
docbase as a Virtual Document. As seen on the following pages, CARA
Structures offer enhanced functionality not available in Virtual
Documents.
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Creating a Virtual Document
What happens To create a virtual document, an existing document in the docbase is

when a virtual converted into a virtual document. This document will be parent of the
document is virtual document as indicated by the following icon:
created?
How to create a 1. Highlight the document to be converted into a virtual document.

virtual document From the Tools menu, click Open Virtual Document.
by converting an
existing document 2. The Virtual Document window appears.
3. Edit the virtual document as described below. Click Close to exit the
virtual document window.
Other ways of Virtual documents can also be created as a snapshot from a Structure. For
creating a virtual more details on this feature, see page 139.
document
Related More information on creating a placeholder to use as a virtual document

information root is found on page 56.
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Editing a Virtual Document
What changes can The following modifications may be made on a virtual document:
be made to a
virtual document?  Checkin / checkout / cancel checkout
 Add components from the docbase
 Add components from the file system (these are imported)
 Export the documents to the file system
 Add renditions
 Remove components
How to edit a Just as individual documents are checked-out for editing, virtual
virtual document documents must be checked-out for editing.
1. Highlight the Virtual Document in the Main View Pane and double-
click, or select Open Virtual Document from the Tools menu.
2. The Virtual Document window appears. Highlight the virtual
document to be modified and click Checkout. A lock appears next to
the virtual document.
3. Once all modifications are complete, click Check-in to save the

changes.
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Editing a Virtual Document, Continued
How to edit a 4. Select to check-in as either Same Version, Next Minor Version, or
virtual document, next Major Version.
(cont’d)
5. If required, choose the file and format.

6. Optionally, enter a label for this version and a description.
7. Click OK. The virtual document is checked-in and the lock removed.
How delete a 1. Open the Edit Virtual Document window as described above.
component from a Highlight the component to be removed and click Remove.
virtual document Note: If the parent is not checked-out, the Remove button will be
inactive.
2. The component is removed. Check-in the Virtual Document to retain

this modification.
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Adding Components to a Virtual Document
What types of In addition to regular documents, virtual documents may be added as

documents can be child components of a virtual document. The child component becomes a
added as virtual nested virtual document as seen below.
document
components?
How add a child 1. Open the Edit Virtual Document window as described above.
document
3. Click the Add button. Select the child document and click OK.
Note: If the parent is not checked-out, the Add button will be
inactive.
2. Check in the virtual document as normal.
Please note Child components can also be added by dragging and dropping the
document(s) from the CARA Explorer window into the Virtual document
window. If the parent is not checked out, a confirmation message
appears. Click Yes to check out the parent.
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Creating Virtual Document Snapshots
Creating a virtual 1. Open the Virtual Document window as described above and select the
document parent or node from which to take the Snapshot.
Snapshot
2. Click on the New Snapshot button:
3. Complete the Classification screen for the Snapshot as normal. Click

Next.
4. If configured, choose the Lifecycle state and click Next.

5. Complete the properties for the Snapshot and click Save. The
Snapshot opens in a new window.
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Working with Virtual Document Snapshots
How to view and 1. Select the virtual document in the details pane (i.e., do not open the
open a snapshot separate Virtual Document window).
2. From the Tools menu select View Snapshots. The snapshots are
shown as the results of a search.
3. Double click to open the Snapshot.
How to freeze a 1. Open the Snapshot in a separate window as described above.

snapshot
2. Click the Freeze button.
How to unfreeze a 1. Open the Snapshot in a separate window as described above.

snapshot
2. Click the Unfreeze button.
How to identify An exclamation mark indicates a document has changed since the
items that have snapshot was taken.
changed in a
snapshot
How to locate In the Snapshot window, click Locate in Tree to expand the tree to the
items in the item’s location or Open folder to show the folder contents in the Main
snapshot View Pane.
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Locking a Virtual Document for Publication
What is a When electronically publishing a virtual document, it is important to lock

publication lock? the content to prevent editing during publishing. The documents that
comprise the virtual document can be locked to accomplish this using the
Publishing Lock feature.
How to lock an 1. From the Main View Pane, highlight the object to lock. Select
object for Publishing Lock from the Tools menu. The Publishing lock(s)
publication window appears.
2. Click Create lock.

3. The object and its contents are locked and users who attempt to
check-out the objects will receive the following message.
How to remove a 1. From the Main View Pane, highlight the object to unlock. Select
publication lock Publishing Lock from the Tools menu.
2. From the Publishing lock(s) window that appears, highlight the

existing lock. Click Release lock. The object is unlocked.
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Binding in Virtual Documents and Structures
What is Binding? The Binding Rule determines which version of a component document is
included in the Virtual Document and may be set to include the current
version (regardless of its status), or a specific version or status (for
example, the last Approved version). By default components are bound
to the Current version.
In the example below, the Binding Rule indicates the current version of
the Study Report Doc will be used for the Virtual Document.
How to change 1. Open the virtual document or structure. Highlight the object to be
binding settings modified.
2. From the right-click menu select Change binding (for VD) or
Binding (for structure).
Note: If the parent is not checked-out, the Change binding button will
be inactive.
3. Select the appropriate binding (including leaving it empty or selecting

the checkbox to override the Late Binding) and click Save.
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eCTD Viewer
Overview
In this chapter This chapter introduces the eCTD Viewer in CARA and includes:
 Opening an eCTD
 Navigating the eCTD Viewer
Overview The CARA eCTD Viewer is a built-in way to view eCTDs including full
folder trees1 and previews of the documents. The eCTD Viewer allows
users to view the eCTD in both a consolidated form and in its separate
sequences.
Opening an eCTD
How to open an 1. Navigate to folder containing an eCTD in the Navigation Pane

eCTD
2. Select the appropriate folder, and choose eCTD Viewer from the
Tools menu.
3. The eCTD Viewer Panel will appear
Note: eCTDs can be opened from the root folder or by each individual
sequence
Navigating the eCTD Viewer
The navigation panel in the eCTD Viewer allows users to navigate the folder
structure, and locate content.
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Using the
navigation panel
The navigation pane features a simple ‘Expand All’ and ‘Collapse All’
buttons, which expand and collapse all nodes in the tree.
Using the Preview From the Preview Pane, users can use the preview toolbar to navigate and
Pane search within the document, as well as zoom in and out.
How to view 1. Navigate to the sequence dropdown in the top right-hand

multiple corner of the eCTD Viewer window.
sequences
2. Choose from the dropdown whether to view an individual

sequence or to view the sequences as consolidated.
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Structures
Overview
In this chapter This chapter introduces structures as used in the CARA system and
includes:
 Opening and closing single and multiple structures
 Creating Structures
 Applying Structure Permissions
 Adding Components to a Structure
 Creating Structures from Virtual Documents
 Working in a Structure
 Dragging and Dropping In and Between Structures
 Including One Structure In Another Structure
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Overview of Structures, Continued
Overview CARA Structures are essentially Virtual Documents to which CARA

adds a lot of new functionality. CARA uses structures to assist in
compiling, editing, reviewing, and approving assemblies of documents.
Structures are identified with a globe icon.
A structure can be made up of any number of components. The

component at the top of the tree is referred to as the root and is the
component to which all others are joined. All other components will be
added using the Structure Pane which is described on the following pages.
Components can be referred to as parents, siblings and children, showing
their relation to the other components in the structure.
Components may or may not have contents (i.e., documents).

Components with no content are referred to as blank nodes. Components
with only property information assigned are referred to placeholders.
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Opening and Closing Structures
How to open 4. Double-click the structure in the Main View Pane.

structures
5. A new Structure Pane opens in the Navigation Pane that displays
the structure and tools for modifying it. The contents of the
structure also display in the Main View Pane.
6. To open additional structures, click the docbase name tab at the

bottom of the Navigation Pane (above the Start menu) to return to
the previous view. Locate the structure to be opened and double-
click it.
7. Use the tabs to switch between panes.
How to close 1. Use the X button on the Structure Pane to close the structure.
structures
2. The Structure Pane closes and the Navigation Pane is displayed.
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Creating Structures
Overview There are several methods by which to create a structure:

Blank Structure This creates the root of the structure with no
components. A blank structure should be created
when there is no appropriate template structure or
existing structure to use as the foundation for a new
structure.
Model (Template) Contains standard content, including sections and
sub-sections, required for the type of structure.
Some components may have content, in the form of
template documents.
Existing Structure This is a structure that already exists in the docbase
and may have content in some or all of its
components.
Virtual Document An existing virtual document is used as the
foundation for the structure.
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Creating Structures, Continued
How to create a 1. Click the New Structure tool, or select New / Structure from the
blank structure File menu.
2. The New Structure window appears. Choose the correct classification

from the drop-down lists. Select Blank Structure.
3. Do not check any of the structure options as they do not apply to

blank structures.
4. Click Next.
5. The Properties screen appears. Complete the properties and click
Save. The structure is created in the docbase and is ready for use.
Related For more information on completing properties see page 38.

information
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structure from a File menu.
template

from the drop-down lists. Select Template/Model Structure.
3. Check Initialize Permissions to apply the standard system

permissions.
4. Choose a template from the dropdown list. Click Next.

information
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structure from an File menu.
existing one

from the drop-down lists. Select Copy Structure.
3. Use standard CARA browse and search functionality to locate the

structure to be copied. Highlight it and click OK.
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How to create a 4. Check Initialize permissions to apply the standard system

structure from an permissions. If this option is unchecked, permissions will be copied
existing structure, from the existing structure.
(cont’d)
5. Check Include content to include the content from the existing
structure. If including the content, decide whether to copy or link this
content.
6. Click Next.
Please note Property information will be copied to the new structure. Once the
structure is created, the properties may be modified by users with proper
permission.
Permissions may be copied from the existing structure to the new one. If
permissions are not copied when the new structure is created, default
system permissions will be applied.

information
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How to create a 1. Highlight the virtual document to be converted. From the Tools
structure from a menu, click Convert VD to Structure.
virtual document
2. Click Yes to confirm.
3. The new structure appears in the Navigation Pane.
Please note The newly created CARA structure retains the name and properties of the
original virtual document.
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Including One Structure in another Structure
How to include one 1. Open the structure in the Navigation pane as described on page 147.
structure in Right-click on any node and select Insert Structure.
another
4. Choose the appropriate Insert/Copy option:
Insert structure - This inserts the source structure; the source

structure will cease to exist in its own right.
Copy structure and content – This copies the source structure, and
all its content, into the target; the source structure remains unchanged.
Copy structure and link content – This copies the source structure
and link all the content into the target as well. The source structure
will remain unchanged; the source content will now be linked to two
structures.
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Including One Structure in another Structure, Continued
How to include one 5. In the Permissions section, choose Inherit permissions from host
structure in structure to apply the permissions of the target structure or Retain
another, (cont’d) permissions of inherited/copied structure to retain those
permissions.
If Inherit permissions from host structure is selected, the following

confirmation message appears. Click Yes to inherit the host
structure’s permissions.
6. Use standard CARA browse and search functionality to locate the

structure to be copied. Highlight the structure.
7. Click OK.
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Structure Permissions
Overview Structure permissions are applied in CARA and control who has access to
the various structures and what they can do within those structures. The
permission levels are:
 Coordinator – can manage all aspects of the structure (add, reorder,
permissions)
 Contributor – can add documents to nodes, but cannot remove,
reorder or change permissions
 Consumer – can navigate through structure, but cannot modify
Normally, permissions will apply to one particular section and any
siblings/children of that section. This allows different users and groups to
have different levels of access to each section of the structure, or indeed,
no access at all.
When a new structure is created, the creator will be added to the
Coordinator group for that structure. The creator will then determine who
else requires permission to the structure and modify the permissions
accordingly.
Structures that are created based on models or those created by copying
existing structures may also have permissions copied from the source
structure. If permissions are copied, there may be one or more pre-
determined Coordinators assigned to the new structure. In this case, these
Coordinators can alter the permissions for the structure.
Who can modify Any user in the Coordinator group has the ability to alter permissions for
structure the structure. Therefore, a user in the Coordinator group who is not the
permissions? creator of the structure may remove the creator from the Coordinator
group resulting in the creator being unable to access the structure / section
/ component.
Please note Structure permissions relate to actions in the structure and do not affect a
user’s permissions on individual documents within a structure.
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Applying Structure Permissions
How to modify 1. Highlight the structure root. Right-click and select Permission
structure Manager.
permissions
2. The Permission Manager window appears. In the left-hand Structure

Sections pane, highlight the appropriate section. Check Inherit from
parent section to use the permissions of the parent node.
3. If Inherit from parent section is selected, click Save. Otherwise

continue with the next step.
4. Drag and drop users and/or groups from the user/group list to the
appropriate permission group; OR double-click on them in the
Coordinators / Contributors / Consumers field to remove them.
5. Click Save. Continue to modify sub-item permissions as required.
6. Click Close.
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Modifying Structures
What is a Structures are comprised of components. The components act as a

component? skeleton to which docbase documents are assigned to form a report or
dossier. Components can be added, removed, and moved to organize the
structure in the proper order.
Who can add or Only users with Coordinator permission may add or remove structure
remove structure components. See page 156 for a description of structure permissions.
components?
What is the When inserting a new component into a structure, two choices are
difference in available:
inserting a section
and inserting a Insert Section – inserts a sibling (a component at the same level)
sub-section? Insert Sub-section – inserts a child (a component at the next lower level
that is attached to the highlighted component)
Components can be promoted (moved from a child to a sibling) or
demoted (moved from a sibling to a child) after creation using the arrow
tools in the Structure Pane. In the illustration below, the Demote tool is
used to make the highlighted component a child of the component above
it.
Notice the Demotion and Promotion tools are disabled if the structure
root is highlighted.
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Adding New Structure Components
Please note  Sub-sections cannot be applied to components with content.

 Sections cannot be applied to the structure root. All components
below the structure are sub-sections of the root.
How to add a new 1. Open the structure in the Navigation Pane as described on page 147.
document as a Components are added below the item highlighted at the time of
component insertion. Highlight the appropriate component, select Insert
document from the right-click menu.
2. The Insert Document window appears. Select Create new

document. Click Next.
3. The New Document window appears. Complete the options as

described on page 56. Click Next.
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Adding New Structure Components, Continued
How to add an 1. Open the structure in the Navigation Pane as described on page 147.
existing document Components are added below the item highlighted at the time of
as a component insertion. Highlight the appropriate component, select Insert
document from the right-click menu.
2. The Insert Document window appears. Select Link existing

document.
3. Use the standard CARA functionality to locate the document to be

inserted. Highlight it.
4. The document appears in the Insert Document window. Click Next.
The document is inserted.
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How to add a new Existing documents can also be added by dragging and dropping between
component by the Structure Pane and the Main View Pane.
dragging and
dropping 1. Open two CARA windows as described on page 22.
2. Open the Structure in one window and the folder containing the
documents in the other window. Drag the document(s) from the
source folder to the Structure Pane.
3. The document(s) is added to the structure.
How to add a new Existing documents can also be added by copying and pasting between a
component or source Structure and a target Structure.
node by copying
from an existing 1. Open two CARA windows as described on page 22. Open the target
structure Structure in one window/tab and the source Structure containing the
documents in the other window/tab.
2. To copy documents, select one or more documents in the Main View
Pane, or one document at a time in the Navigation pane. To copy a
node, select it in the Navigation pane.
3. From the Edit menu, click Copy to Clipboard.
4. Highlight the destination node in the Navigation pane for the target
Structure, and click from the Edit menu select Copy/Move Node(s)
here.
Note: The menu option says “Node(s)” even if copying documents.
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How to add a new 5. The Move/copy section window appears. Select Copy section, copy
component or content, Copy section, link content, or Move as appropriate.
node by copying
from an existing
structure, (cont’d)
6. Click OK. The document(s)/node(s) is added to the structure.
What happens Existing documents and nodes can also be added from other structures by
when using drag dragging and dropping between the two Structures. Open two CARA
and drop to add windows as described on page 22.
nodes/documents?
Depending on what drag-and-drop action is taken between two structures,

the results will differ. The table on the following page summarizes the
different possible outcomes.
The icons change to indicate whether the item is being dropped on a node
or below it.
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The Drag and Drop Number of Docs Docs Dragged From: Docs Dragged to: Result:
Reference Table
Single Doc Main View Pane Onto an empty node The document can
either be assigned to
the node (the node
becomes the
document) or
inserted beneath the
node as a child.
Multiple Docs Main View Pane Onto an empty node The documents are
inserted as children
under the node.
Single Doc Main View Pane Onto an occupied The document is

node inserted as a child
under the node.
Multiple Docs Main View Pane Onto an occupied The documents are
node inserted as children
under the node.
Single Doc Main View Pane Between documents The document is

or nodes inserted into the
location selected.
Multiple Docs Main View Pane Between documents The documents are
or nodes inserted into the
location selected.
Single Doc Main View Pane Onto a document The document is

assigned to existing
document, essentially
replacing it.
Multiple Docs Main View Pane Onto a document The first document
selected is assigned
to the existing
document, essentially
replacing it.
Single Doc Navigation Pane Onto a document or Offers choice of

node, or between whether to copy, link
documents or nodes or move the content.
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What is a A placeholder is a document with metadata (properties), but no content. It

placeholder / is useful to mark the place where a future document will be assigned. For
section example, if a document is coming from an external source, a placeholder
component? can be created with completed properties and appropriate permissions.
When the document arrives, the placeholder can be converted to the
actual document.
How to insert a 1. Open the structure in the Navigation Pane as described on page 147.
placeholder / Components are added below the item highlighted at the time of
section insertion. Highlight the appropriate component, select Insert section
or Insert sub-section from the right-click menu.
2. The Section Properties screen opens. Enter the section name and
instructions, if applicable.
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How to insert a 3. By default, this node inherits the applicable section settings. Select
placeholder, Always applies if this section is always applicable.
(cont’d)
4. Alternately, de-select Always applies to choose the sections for
which this is applicable.
5. Select the appropriate values for the classification from the drop-
down lists.
6. Click Save.
How to assign a 1. Open the structure in the Navigation Pane as described on page 147.
document to a Highlight the appropriate placeholder, select Assign document from
placeholder the right-click menu.
2. Follow the steps beginning on page 159 to complete the new

document creation.
How to assign a 1. Open two CARA windows as described on page 22. Open the docbase
document to a or a source Structure in one, and the target structure in the other.
placeholder by
drag and drop 2. From the Main View Pane of the docbase or source Structure, drag
the desired document(s) across to the empty node (multi-select using
ctrl+click).
3. The Insert or Assign window appears.
4. Choose Assign. The document is assigned and its name becomes the
name of the empty node.
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Removing Structure Components
What are the The following options are available when removing a component from a
options when structure:
deleting a
component? Unassign content – leaves an empty node and removes the content (the
original name of the node is restored)
Remove from structure – removes the node and content (the content
remains in its original docbase location)
Remove from structure AND delete content – removes the node and
content and deletes the content from the docbase
How to delete a 1. Open the structure in the Navigation Pane as described on page 147.
component Highlight the component to be deleted, select Delete section from the
right-click menu.
2. The Remove from structure window appears. Select the appropriate

option.
3. Click OK. The component is removed from the structure.
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Structure Context
What is a Structure Documents can be linked to multiple structures and have different
Context? roles/business contexts in each one. For example, in one structure the
document is for Company A and in the other for Company B. CARA has
a unique Structure Context feature.
How to add 1. From the Structure View Pane, right-click on the structure root and
contexts for a choose Context Details. The context screen appears.
structure
2. Click Add. The ‘Applies to’ label screen appears.
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Structure Context, Continued
How to add 3. Enter the Label Name. Choose the appropriate Cascade type:
contexts for a
structure, (cont’d) None – this context does not apply to any sub-sections
All – this context applies to all sub-sections
Select – this context applies to the selected sub-section (chosen from
the dropdown)
4. If configured, complete the classification by selecting the appropriate
values the drop-down lists. Populating these on a structure node or
root will pre-populate these values onto documents added under the
node or root.
5. Click Save.
6. Repeat to add more contexts.
7. Click Save.
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Structure Context, Continued
How to modify the 1. Right-click on the document / structure node and select Context
context settings details.
for nodes /
documents
2. Modify the Section name, if appropriate.

3. Modify the Message to users, if appropriate.
4. Set the Section applies to options as described on page 165.
5. Click Save.
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Structure Publishing
What is publishing Structures are often a way to build a complex set of documents, which
a structure can be collated into a single PDF output. CARA does this through
integration with either the Generis DocPublishing tool or the Liquent LES
tool.
How to publish a 1. From the Structure View Pane, right-click on the structure root OR
structure any node and choose Publish Structure from the right-click menu.
2. Select whether to Create new published output or Version existing

published output.
3. For new published output, complete the classification by selecting the
appropriate values the drop-down lists.
4. If versioning existing published output, select the object to version.
5. Choose a Publishing Template from the dropdown list.
6. Select the publishing options such as Header/Footer, TOC and Page
Numbering.
7. Enter an email address to notify you of the publishing completion.
8. On the right hand side, uncheck any documents which you do not
want to form part of the published output.
9. Click Publish. A placeholder will be created, and when the publishing
engine has created the final PDF that PDF will be attached onto the
placeholder and you will receive an email confirmation.
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Document Status
What is the Each document has a status that defines the stage of its lifecycle.
document status? Examples of these stages may be Draft, For Approval, Approved, or
Released.
A document is moved through the lifecycle stages by promotion and

demotion. For example, a document in the Draft stage can be promoted
to change its status to Approved.
In this chapter This chapter introduces document statuses are used in CARA and
includes:
 Overview of Statuses
 Using the Status Manager
 Using the Audit Trail Report
How do There are five tools available to move documents through their lifecycles.
documents move They perform these functions:
through the
lifecycle?  Promote – moves a document to the next higher status
 Demote – moves a document to the next lower status
 Return – moves a document to the previous major status
 Suspend – moves a document to a suspension state
 Resume – returns a document from a suspension state
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Using the Status Manager
How to access the 1. Highlight a Structure, Virtual Document, Folder, Cabinet, or

Status Manager Document(s).
2. From the Tools menu, select Status Manager.
3. The Status Manager window is displayed. If a Structure, Virtual

Document, Folder, or Cabinet was selected, check “Include all levels”
to see all documents in subfolders or subnodes.
4. Use the standard Column Sorting and Sizing tools to modify the
display.
How to change 1. Open the Status Manager as described above. Highlight the
document status document(s) to be promoted or demoted.
2. From the Change state drop-down list, choose the appropriate new
state (choices vary depending on the system configuration).
3. A confirmation appears in the lower right screen. The Status Manager

updates to reflect the changed document status.
4. Click Close to exit the Status Manager.
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Using the Status Manager, Continued
Please note Proper permission is required to change the status of a document.

Contact the system administrator for assistance with permissions.
How to export 1. Open the Status Manager as described above.

document status 2. Click Export to… and select a format from the dropdown (xls, xlsx,
details to Excel
csv, or html).
3. Save the document.

4. The data is displayed in Excel in the order in which it was displayed
in the Status Manager. The Excel columns will automatically be set
up for filtering.
Changing status It is possible to configure the system to change the status of a document
through workflow automatically as part of a workflow. For example, at the end of an
approval task, the system might change the status of a document to
Approved. This usually happens without the user having to perform extra
steps, except in cases where an electronic signature is requested. If an
electronic signature is required, the user is required to enter appropriate
credentials.
Related See page 91 for additional information about Task Workflows.

information
See page 174 for additional information about the Audit Trail.
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Using the Audit Trail

What is the audit An Audit Trail is a record of transactions that provides verification of the
trail? activity in the system. The Audit Trail is necessary in order to comply
with the requirements of electronic signatures and other regulations. The
Audit Trail is non-editable and captures the following information:
 The date and time a particular change was made
 The type of event that took place
 The user who carried out the change
 Whether an electronic signature was obtained
 Details of any change that took place
 A note of any explanatory information given to the user while
he/she was carrying out the change
The Audit Trail is stored at the document level.
How to view the 1. Highlight the appropriate document.

Audit Trail 2. From the Tools menu, select Audit Trail Report.
3. The Audit Trail Report opens. Use the Display all versions checkbox
to display or hide all versions.
4. Click the Export to … button to save the report in a data format (xls,
xlsx, csv, or html).
5. Select an Event name from the dropdown to filter and display only
particular events.
6. Click Close when finished.
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Searching
What is search and The CARA system provides a powerful search facility to help users locate
retrieval? documents both in the docbase and on local PC or network drives.
Searches may be performed on document properties to facilitate finding
documents when the location is not known.
In this chapter This chapter introduces searching for and retrieving information in the
CARA system, and describes:
 Defining and running a search
 Saving, re-running, and sharing searches
 Deleting saved searches
 Using DQL queries
 Using API queries
 Using the Dashboard
Please note The CARA search feature is highly configurable; therefore, the options
shown in this chapter are examples. The screens will vary according to
the system configuration.
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Using the Quick Search feature
How to run a quick 1. The quick search tools are located above the navigation tree. To
search narrow the search to only documents or folders, click the Document
or Folder icon. Otherwise the search will return both documents and
folders.
2. Enter the search string in the search field, and click the magnifying
button or Enter on the keyboard.
3. While the search is running, it can be stopped by clicking the button

in the progress screen:
4. The search results are displayed in the Main View Pane.
5. Until a new search is performed, these results can be displayed again

by clicking on Search results in the Navigation Pane.
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Using the Advanced Search Feature
How to define and 1. From the Tools menu, select Advanced Search or click the Search
run a search tool.
2. The Search window appears.
3. If you selected a folder or cabinet before opening the Advanced

search, you can click the Use current to search in the current
location.
4. Select or enter the search criteria and click Search. The criteria
choices are described in detail beginning on page 180.
5. While the search is running, it can be stopped by clicking the button
in the progress screen:
6. The search results are displayed in the Main View Pane.
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Working with Search Results
How to manage The search results appear in the Main View Pane and the view tools from
data in the search the Main View Pane are available to modify the search results view. See
results window page 17 for a detailed description of these tools.
All standard CARA document tools may be accessed for documents in

the search results window. For example, a document’s properties or
content can be accessed using the right-click menu or tools.
How to export the 1. From the Search results window, click Export to … export the search
Search Results results in a data format (xls, xlsx, csv, or html). If formatting to Excel,
the columns will automatically be set up for filtering.
2. Save the exported document using standard functionality.
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Working with Search Results, Continued
Search Facets If using Documentum 6.7+ and if Search Facets are enabled and
configured in the View Management, the search screen will update after
running the search to show the facets available. These will appear as
dropdowns on a toolbar above the search results:
Filtering the Facets To filter the search results based on facets, select one or more items from
the dropdown and click the Apply Filter button.
Unfiltering the Once the filters are applied, they will appear along the top of a lower
Facets toolbar – simply click the X to remove a filter or click the Clear Filters
button to remove all filters.
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Search Criteria Options
What are search The Search Criteria are used to locate and filter objects during a search.
criteria? Multiple criteria may be used as described below.
General criteria Use the drop-down lists to select either a document Type or a
Classification. If using the Classification option, two levels of sub-
categories may also be selected.
Check All versions to find all versions of the document(s). If this option
is unchecked, only the current version(s) will be located.
Property criteria Use the drop-down list to select a Property on which to search. Then
select an operator from the middle drop-down. The operators change
depending on the type of property selected. Finally, complete the criteria
in the third box. This field is dependent on the property choice – it may
be a free-text field, a calendar, or a drop-down list.
Check Add to add another property. If searching on multiple properties,

use the And / Or operator as appropriate.
Use the Remove/X button to delete a property criteria selection.

Items based on picklists or queries may be configured to allow multiple
selections.
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Search Criteria Options, Continued
Link criteria The Link criteria narrows searches to documents that are linked to CARA
structures. Select the appropriate structure criteria using the Browse
button. In the example below, only documents having the properties
/C277-86, Regulatory will be located.
Check Include subfolders to include all sub-folders in the search.
Full Text criteria Use the Full Text criteria to search the content of documents.
Clearing the To clear all search criteria and start from scratch, click the Clear button.
search criteria
Re-running 1. Navigate to the Tools menu, and select Execute Last

Previous Search Search
2. This will re-run the last search performed. If none have
been performed recently, the user will receive the notice:
‘There is No Search to Run’
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Saving Searches
What is a saved CARA allows users to create customized searches and save the criteria
search? settings for later use.
How to save a 1. From the Tools menu, select Advanced Search or click the Search
search tool. The Search window appears.
2. Select the appropriate criteria as described on page 180 and click

Save Search.
3. The Save search window appears.
4. Enter a name and optionally a description for the search. Check

Public search to make this search available to all CARA users. If this
option is un-checked, the search is available only to the creator.
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Saving Searches, Continued
How to save a 5. Highlight the location in which to store the search.

search, (cont’d)
Note: CARA may be configured with only one folder in which to store
searches. Subfolders can be added to this folder by an administrator.
The Saved Searches folder is located under My Desk, as seen below.
6. Click OK.
Please note CARA does not require saved searches to have unique names. Be sure to
use a name that is meaningful to avoid duplicates or confusion.
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Re-running Saved Searches
How to use a
saved search in
1. Open the Search window as described on page 177. Click Load
the search window search to access the list of saved searches.
2. The saved search window appears. Enter text in the Filter box to
filter the results. Select whether to display All saved searches, or only
those that are either Public or Private.
3. Browse to locate the saved search. Highlight it and click OK.

4. The search screen is updated to include all criteria selections from the
saved search. Make additional criteria selections as needed. Click
OK to run the search.
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Re-running Saved Searches, Continued
How to use a CARA may be configured to allow access to saved searches from My
saved search from Desk.
my desk
1. In the Navigation Pane, locate the Saved Searches folder in My Desk.
2. Browse the Saved Searches folder to locate the folder containing the
search. Highlight the folder to display the search in the Main View
Pane.
3. Double-click on the search in the details pane. From the pop-up
window, choose Run to run the search or Open to modify the search
criteria prior to running.
4. The search results are displayed if Run was selected. If Open was
selected, modify the criteria and run the search as normal.
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Deleting and Renaming Saved Searches
How to rename a 1. Open the Advanced Search window and click Load Search.
saved search 2. Expand the folder containing the search. Highlight the search and
click the Rename button.
3. Enter a new name. Click Save.
How to delete a 1. Open the Advanced Search window and click Load Search.
saved search 2. Expand the folder containing the search. Highlight the search and
using the search
click the Delete button.
window
3. The confirmation window appears. Click Yes to confirm the deletion.
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Sharing Saved Searches
How to Share a 3. In the Navigation Pane select the Saved Searches folder
Saved Search from My Desk
4. Select the document you wish to share
5. Right click and choose Copy URL or Send as URL. This
URL can now be shared and opened directly by other
users.
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Using the Dashboards
What is the The Dashboard is a dynamic place to assemble query results. When
Dashboard? query results are added to the dashboard, they can be displayed as tables,
charts or graphs, exported to Excel, or embedded as widgets.
How to display 1. Click the Dashboard tool or select Dashboard from the Tools menu.
search results in
the dashboard
2. Select a dashboard from the list of available dashboards.
3. The selected Dashboard appears.
4. The search results are presented in different formats. Use the tools in
each window to modify the view or, as seen below, open that result in
a new window that offers more detail.
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Using the Dashboard, Continued
How to display 5. The search results are presented in different formats. Use the tools in
search results in each window to modify the view or, as seen below, open that result in
the dashboard, a new window that offers more detail.
(cont’d)
6. Dashboard windows can be rearranged by dragging and dropping.
How to save 1. From the Dashboard, click Save Preferences.

dashboard
settings
2. The settings are saved for future Dashboard sessions.
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Accessing help in CARA
Tooltips Many of the features have tooltips associated with them, and the
administrator can set up the Properties screen with tooltips on each field
as well.
Help menu Depending on the CARA configuration, additional documentation may be

found under the Help menu.
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Printing
Overview Printing in CARA allows users to print regularly, by printing from their
local drive, as well as to print a PDF rendition of the document. For
greater control, CARA also features Controlled Print which can be
configured to required multiple forms of verification.
Print and Print PDF 1. Select desired document, and choose File / Print or File / Print
PDF.
2. The document, or PDF rendition, will be downloaded to the user’s
local drive and can then be printed regularly
Print Folder To print all the contents of a folder, select the folder in the tree and select
Print PDF (this only works with PDF). All the PDF content (primary or
renditions) will be queued to print.
Controlled Print 1. Select desired document, and choose Controlled Print.
2. Enter reason for printing or other verification.

3. The document will be downloaded to the user’s local drive and
printed regularly
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Glossary
Annotation Comments attached to a PDF rendition of a document. Annotations
are created electronically using an annotation tool, such as ViewONE
Pro or Adobe Acrobat, and are saved to the docbase attached to the
relevant PDF.
Approved status Is used to indicate the document content is final.
Assigning A way of attaching a document to components in a structure.
Binding Rule A rule that determines which version of a document will be included
in a Virtual Document.
Blank (Structure) An option when creating a new structure. A blank structure does not
have components, only a structure root. It has no content or pre-
assigned tasks, filter information, or property information, etc. The
option to create a blank structure should be used when no model or
existing structure can be copied to meet requirements.
Cabinet The highest component in the folder hierarchy. Cabinets can contain
folders and documents, but not other cabinets.
Check(ing)-in Uploading changes made to a document into the docbase while

removing the lock which prevented other users from editing the file
while it was checked-out.
Check(ing)-out A way to lock a file for editing purposes. This prevents other users
editing the same document.
Children Sub nodes in a structure.
Consumer The permission that allows a user to view a structure and read any
content (providing the user also has the necessary document
permission to the assigned documents).
Contributor The permission that allows a user to assign / insert and work with
documents in a structure (providing the user also has the necessary
document permission to the assigned documents). Contributor
permission also allows a user to work with tasks. This permission
includes all the rights permitted by the Consumer permission level.
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Coordinator The permission that allows a user to add, remove, and re-arrange
structure components, and alter structure permissions. This
permission includes all the rights permitted by the Consumer and
Contributor permission levels.
Dictionary An organized and managed list of values.
Docbase Documentum’s term for a content repository. A docbase is a

document database.
Docbase View The CARA docbase view displays the standard hierarchical grouping
and representation of documents within cabinets and folders.
Document permissions See Permissions (document).
Document Status See Status (document).
Draft status The initial status of a document. Draft Status indicates the document
content is not final.
Export(ing) A way to copy document content to a local drive. An exported

document can be viewed or edited, but does not have any properties
of the original document.
Filter A way of distilling documents displayed in your structure or in the

docbase. When applied, only objects relevant to the filter selection
will display.
Full-text (searching) Allows the search for documents by using part of the document
content as search criteria.
Full-text (indexing) Creates and stores an index of words from the document content to
be used during full-text searching.
Model Structure An option when creating a new structure. A model structure is a

template that may or may not contain content (pre-assigned
documents), property information, pre-assigned tasks, and filter
information. Creating a new structure based on a model allows
content and model structure permissions to be copied. In addition,
the component hierarchy is also copied which shortens the creation
and authoring process.
My Desk A CARA view in the Navigation Pane. My Desk contains shortcuts

that are specific to each user.
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Node A single point within a structure. A structure is composed of one or

many nodes, arranged in a logical order.
Parent A node which has children/sub-nodes.
Permissions (document) Security for a document determining a user’s access to it. Document
permissions are assigned automatically in the docbase. Different sets
of permissions are applied depending on the document’s
classification, i.e., its discipline and status.
Permissions (structure) Security for a CARA structure determining a user’s access to it.
Structure permissions are assigned through CARA and can be
determined and altered by anyone with Coordinator permission to the
structure.
Placeholder document An object in the docbase with no content, but property information
assigned.
Property / properties Text information (meta data) attached to each object type. Property
information helps identify an object and is used to correctly store and
retrieve the object in the docbase.
Related document (object) A document or object that is electronically linked to a document or

component in a structure.
Relationship A link between two or more objects.
Root The base element of a structure – the component to which all others
are attached.
Section A component in a structure. A node.
Siblings Siblings are any nodes that appear at the same level as each other in a
structure. For example, Module 1 and Module 2.
Sub-section A component in a structure. A sub-node.
Status (document) A stage of the document lifecycle. For example, Draft or Approved.
Structure A structure is a logical grouping of documents. In a business context,

a structure can range from a full submission to individual study
reports or other complex documents. It can also be an ad-hoc
grouping of individual documents. Structures facilitate authoring and
reviewing of complex, large documents.
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Structure permissions See Permission (structure).
Task Information attached to an object, determining what kind of work has

to take place on the object, who should carry out the work, required
start dates and completion dates. A task may be an Author, Review,
or Approval task.
View(s) Logical and visual grouping of documents. There can be different,

parallel views on a common set of documents within a repository.
CARA offers the Structure, My Desk, Virtual Document, and
Docbase views.
Virtual Document Documentum’s own method of electronically linking smaller

individual files into one larger, complex file.
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Index
Displaying Documents............................................22
A
My Desk ......................................................................23
Audit Trail .................................................................174 Change Notifications ..............................................25
Favorites ...........................................................24, 28
C My WidgetSpace .........................................................30
Cabinet Restriction ......................................................38 N
Canceling a Check-out.................................................82
Check-in ......................................................................76 Navigation Pane...........................................................16
Check-in from File.......................................................81 Carousel ..................................................................18
Check-out ....................................................................76
O
D
Out of Office..............................................................111
Dashboard..................................................................188
P
Delegating ....................................See Tasks, Delegating
Dimensions ..................................................................26 PDF Documents .........................................................52
Distribution Lists .......................................................119 Permissions
Documents ...................................................................52 Document..............................................................198
Annotating ........................................................86, 87 Structure................................................................156
Canceling a Check-out............................................82 Preview Panel ..............................................................43
Checking-in From File............................................81 Properties .....................................................................44
Creating.............................................................54, 56 Dump ................................................................47, 48
Deep Export ............................................................73 Permissions .......................................................51, 53
Deleting.............................................................83, 84 Properties with Preview ..........................................50
Editing.....................................................................76 Viewing.................................................45, 46, 47, 48
Exporting ....................................................68, 69, 75 Publishing Lock.........................................................141
Exporting via email.................................................69
R
Import Landing Zone ..............................................66
Importing ..........................................................61, 63 Relationship ...............................................................127
Locking ...................................................................78 Deleting.................................................................132
Model Documents...................................................54 Relationship Manager................................................133
Permissions ...........................................................198
Placehholder ...........................................................54 S
Placeholders ............................................................56 Search ........................................................................175
Relationships.........................................................127 Advanced Search ..................................................177
Renditions ...............................................................88 Dashboard .............................................................188
Sending as URL ......................................................74 Quick Search.........................................................176
Status.....................................................................171 Search Results ...........................................................178
Versions ..................................................................76 Search Trash ................................................................85
Viewing...................................................................52 SnapLists .....................................................................28
G Staging Area ................................................................89
State ........................................................See Task States
Glossary .....................................................................192 Status Manager ..........................................................172
Structure Context.......................................................167
L
Structure Publishing ..................................................170
Logging in .................................................................6, 7 Structures ...................................................................145
Context..................................................................167
M
Copying.................................................................151
Main View Pane ..........................................................14 Creating.................................................................149
Filtering Documents ...............................................18 Modifying .............................................................158
View Tools..............................................................17 Opening.................................................................147
Multiple Windows .......................................................22 Permissions ...........................................................156
Copying Documents ...............................................75 Publishing .............................................................170
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T U
Task Manager ......................................................92, 112 User Preferences
Task Reports ......................................................117, 126 Double-Click Action...............................................39
Tasks............................................................................91
V
Assigning ................................................................94
Delegating.............................................................107 Virtual Documents.....................................................134
Distribution Lists ..................................................119 Creating.................................................................135
Modifying .............................................................102 Locking .................................................................141
Notifications ...........................................................97 Modifying .............................................................136
Out of Office Settings ...........................................111
Reassigning...........................................................109 W
Receiving ..............................................................104 Widgets........................................................................40
Starting..................................................................105 Displaying...............................................................40
Task Manager .........................................................92 Floating Pane ..........................................................42
Task State................................................................93 Selecting .................................................................40
Using My Desk .......................................................93 Window Settings .........................................................34
Thumbnail View ........................................................17 Resizing Columns ...................................................34
Sort..........................................................................35
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Appendix 1 – Document Permissions

What are In order to maintain the security of the docbase, access to the documents
document and folders is restricted using Permissions. Permissions control access to
permissions? documents and folder, and are based on the role and need of the user as
well as the status of the document. Permissions are controlled by the
System Administrator.
Additional permissions are applied to CARA Structures as described on
page 156.
What are The permission level determines the amount of access a user / group has
permission levels? on an object. There are seven basic levels of permission as defined
below.
The basic None No access to the object; it is not even seen by the user
permission levels
Browse Can view the properties of the object
Read Can view the properties and content of the object
Relate Can view the properties and content and add annotations
Version Has all rights of Relate Permission
Can also edit and save as a new version
Write Has all rights of Version Permission
Can also edit and save as the same version
Delete Has all rights of Write Permission
Can also delete the object
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CARA v3.9.0 For Documentum - User Manual

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CARA v3.9.0 For Documentum - User Manual

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CARA 3.9.

This document is strictly confidential and may

Introduction and Overview ........................................................................5

Copying Documents in the Multiple Window View ..............................75

Creating Virtual Document Snapshots ..............................................139

Introduction and Overview

Every menu in CARA can be renamed, and therefore may appear

How to log in to The CARA system is web-based. Therefore, it is accessed through an

Note: The login and password fields are case sensitive.

3. If the system is set up to require a Network location, Domain, or other

Logging in to CARA, Continued

Note:If using the Desktop Experience, the logout/login options can be

The CARA Plugin

<THERE WILL BE A CLICKABLE DOWNLOAD LINK ON YOUR SCREEN AT

<THERE WILL BE A CLICKABLE DOWNLOAD LINK ON YOUR SCREEN AT

Screens and Views

When an object is highlighted in the Navigation Pane, its contents are

Navigation Pane Main View (Details) Pane

Managing Views in CARA

For example, a user may switch to the Dimensions View to see

Full Screen Mode:

Managing Views in CARA, Continued

Items may also be expanded by right-clicking and selecting Expand all

Managing Views in CARA, Continued

Continued on next page

Managing Views in CARA, Continued

Select a document type from the Document View drop-down box to

Managing Views in CARA, Continued

Select / deselect the appropriate filters to update the display.

Managing Views in CARA, Continued

Managing Views in CARA, Continued

Working with Multiple Windows

Documents can be dragged and dropped from one docbase window to

The default My Desk contents are seen above.

Using My Desk, Continued

How to add 1. Highlight the object(s) in the Main View Pane.

3. Optionally, check the Notification box to receive notification of

How to add 1. Highlight the object(s) in the Main View Pane.

Using My Desk, Continued

4. The object(s) are added to the Change Notifications.

Using the Dimensions View

2. From the Level 1 drop-down list, select the property on which to

Continued on next page

Using the Dimensions View, Continued

2. Snaplists may be configured to offer additional filtering options as

3. Applied filters are displayed above the results.

Using SnapLists, Continued

2. To remove all filters, click on the SnapList again.

Working with My WidgetSpace

Working with My WidgetSpace, Continued

2. Choose the number of columns to display.

4. Click Save Preferences to save the changes.

Working with My WidgetSpace, Continued

2. The Widget closes and other panels on My WidgetSpace may be

2. The Widget is moved to above the panel on which it is dropped.

Disconnecting from the CARA System

Note: In the Explorer Experience, select File / Exit to logout. In the My

2. Use the double-sided arrow to resize the column.

Working with Window Settings, Continued

2. Click the arrow to display the drop-down menu.

3. Select Columns to display the drop-down list of available properties.

Continued on next page

Working with Window Settings, Continued