D2 Client En

1 Copyright 2012 EMC Corporation. All rights reserved.

EMC DocumentumD2 PremiumRelease 3.1

User Guide


Copyright

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

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

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

Copyright 2012 EMC Corporation. All rights reserved.


Introduction

D2 is a solution made up of two applications: A configuration layer for administrators : D2 - Configuration A user interface to work on documents : D2 - Client

D2 makes it possible to: Facilitate the configuration for all components of the documentation base, and to

quickly model your business processes and needs Update this configuration, by simple settings, in order to take into account the new

standards and needs

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


Table of Contents Authentication and Interface

Display

Document Information

Document Properties

Import and Creation

Edition and Checkout

Version and Checkin

Virtual Document

Rendition

Annotations

Deletion

Relations

Hyperlinks

To Copy/Paste/Link

Sending Mail

Export

Searches

Tools

Notifications

Filters

Lifecycles

Workflows

Subscriptions

Favorites

Administration


Authentication and Interface


Connection to a DocBase When you run the D2-Client you see the following screen The available DocBase list is displayed in the left-hand side window Click the desired DocBase


Connection to a DocBase Enter your login and password


Interface

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

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


D2 Client Interface and Navigation

Navigation window for DocBase content and features

Workspace Window (list of documents and properties)Menu Bar Shortcut Bar

Virtual Documents (VD) Editor

Details Window to view complementary information on documentsToolbar for Details selection


Navigation Window Opened DocBase with Network Location Inbox (Tasks and Notifications) Favorites (direct link to favorite documents) Distribution (quick validation of document) Docbase checked out documents Administration

Dictionary, Taxonomy, Register table, Template Groups and users management

Pre-defined searches Last, Personal, Public, Asynchronous

Docbase Cabinets


Navigation Into the DocBase Navigation is identical to that of the Windows explorer,

to select a folder, mouse click on it

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

Information Bar of the selected folder


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

You can modify: The starting selected DocBase

node in the Navigation window The temporary folder The working folder The date format The default user language

Options


On Navigation tab, access the following preferences to:

Hide folders in main window Hide VD in Docbase browser Sort by grouping folders into

main window Activate interface pagination Disable the animation of sliding panels

(to improve navigation performances) Define a default dimension to display

thumbnails

Options


Disconnection of the DocBase

To disconnect yourself from the DocBase, clickon the menu File then Disconnect

Then click on Ok


Display


Thumbnail and Detailed Views

Set up the view you want for the Workspace Window

The default view is the detailed view

You can also use item in the toolbar

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

With Quick view menu option With preview option, from the documents thumbnail, an automatic

scrolling is activated when your mouse is over the thumbnail


Thumbnail ViewIn thumbnail view, documents are displayed one after the other according to the

sorting option set from the detailed view mode


Thumbnail View: Preview and Tooltip To preview a document with the auto scrolling, make sure you have an ADTS

rendition configuration

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

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


Thumbnail View: Quick View

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

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

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

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

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


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

To open a new workspace click on

Multi Windows

To open a new VD editorClick on


Viewing Properties of the Documents You can add additional properties in the list of the main window. Right-click

on the properties bar .

Or, click on the View menu then on Windows settings then the desired window type

Workspace window Virtual document editor

The operation is the same one for the two types of windows


Viewing Properties of the Documents Select the document type

Then the property

Click on >

You can add several, then click on OK


Viewing Properties of the Documents

Organize document properties in a list

Select a property

Click on the arrowto go up the property

And on the arrow togo down the property

Then click on OK to add these properties


Viewing Properties of the Documents To remove one, select it in the right-hand list

Click on <

To restore the default list, click on the button Restore


Document Information


To locate a linked document, click on the document

Then click on the button Location to see its links

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

To Locate a Document


You will be automatically focused on it

To Locate a Document


Information on a Document Click on the document to select it

Select on the detail bar for more informationClick on it to display (or hide) the details bar


Information on a Document Locations : displays all the locations of the document

Versions : displays all versions of the document

Renditions : displays all renditions of the document

Relations : displays all linked documents of the document and distributions


Information on a Document Audits : displays records relative to the document

Snapshots (for virtual documents only)

Workflow

You can also select this information from the View menu.


Information on a Document

Other information is displayed in the Workspace window The displayed properties are configurable Columns are resizable

Information for checked out documents:The green padlock indicates that the document is locked in writing


To Increase Performance Close the Virtual Documents editor when not in use Close the Details area at the bottom of the window when not in use Do not include repeating properties in the windows settings:

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

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

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

Navigate by clicking on + in the tree structure, rather than on the folders themselves Using + does not run the refresh of the main window or the Details, area and

is carried out consequently much faster Do not deploy several branches of the tree structure at the same time if not

necessary: Deploying only the branch leading to the document used makes it possible to

optimize the performances


Properties


To View the Properties Sheet of a Document Select the document

Then click on the icon properties Or right-click on the selected file

and select Properties Or click on the File menu

then on Properties


To View the Properties Sheet of a Document

The properties sheet of a document will be displayed in a new window

If a value appears inorange in a field,

this means that the valuehas been deactivated in

the dictionary associated to the combo

If a value appears inred in a field,

this means that the valuehas been removed in

the dictionary associated to the combo


Mass Update To mass update properties of several documents, select them

Click on Tools then Mass update then select a properties dialog

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


Mass Update

Modify the propertiesin the dialog

Documentum propertiesbeginning by r_ are not managed, except:

r_is_virtual_doc

r_frozen_flag

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

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


To View the Properties Sheet of a Document Select the document Click on the File menu Select Permissions


To View a Document

To view a document, right-click and select View

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


To View a Document You can choose the application in which you want to view the document, for

that, click on the document in the main window Then click on the Document menu

and select View with Then select the desired application

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


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

the rendition

Then click on the Document menu and select View PDF rendition

The rendition will be displayed in Adobe Acrobat application

If a rendition for this document does not exist,the following message will appear


Import and Creation


To Create a Document

To create a document , Click on New Document

Or click on the menu File then New then Document



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

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


To Create a Document Click on to open the DocBase Browser to select the file to inherit


To Create a Document Browse the DocBase to find your file and select it.

Click OK



The document is selected

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

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

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

Click OK



Complete the properties sheet

Click OK



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

Click on OK and the corresponding properties dialog will appear



Select in the list the desired template

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

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

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



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

Then click on Ok If it exists just one template for this set of document, it will be automatically

selected and the selection window will not appear


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

Click on + to select the files on your hard disk

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

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

To Import a Document

The format is automaticIf you want to open it after

the import, uncheck the box


To Import a Document

D2 allows to import documents by a simple dragndrop

Select from your workstation one or many documents to import

Drag it (them) to theD2 workspace windowand then drop it (them)

Creation matrixwindow opens andallows to create a newdocument type

The Drag n Drop feature cannot be used with files using Cyrilliccharacter set in the name or content.

D2JobImportMassCreate


To Import a Document XML file XML property files can be used while importing document, concurrently to

default values and inherited configuration, as loading files for properties. In order to make the transfer possible, it is necessary at the import time to have:

The XML file containing properties, named like the document, only the file extensionchanges

This file located under the same directory as the imported document

Moreover, the XML document content must be structured like the example :

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

Default Value < Inherited value < XML property value < User inputImport of document with XML file can also be achieved automatically with a Job cf

Root node d2_import_xml

Document properties as specified into the property page

node are for repeating properties

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

format attribut is an option for date property type.


To Import a Document XML file

XML File Template:

Use with repeating attributes

Use with date

Root node


To Import a Document XML file

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

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

filename-meta.xml

Filename correspond to linked/associated document.

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


To Import a Tree Folder Structure

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

To do so, structure import must be configured in D2-Config for the userconnected

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

And select folder to import through this window

Structure import process is the same as the document creation

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


To import a XML Application, use the following menu:

Then select in the window XML file of the application to import The folder application is going to be imported in the Docbase following linking,

security and naming rules defined in D2 hypermatrix

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

To Import an XML Application


Edition and Checkout


To check out a document, click on it

Then click on the Document menu and select Check Out

The document will be checked out of the DocBase

To Checkout a Document


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

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

To Cancel the Checkout of a Document


To modify a document , select it in the main window

Then click on the modification icon Or click with the right button

of the mouse on the documentand select Modify

To Modify a Document


To Modify a Document Or click on the Document menu then select Edit

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


Version and Check In


To Check In a Document

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

Then click on the check in icon Or click with the right button of the mouse

on the document and select Check In


To Check In a Document Or click on the Document menu then select Check In



The checkin window will appear. Select the desired version

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


Select the tab options

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

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

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

Then click on OK to check in the documentIf you have configured the silent check in, the document will be automatically checked in, without these options being proposed



You can also check in several documents at the same time Select several documents, then run the check in

Operation is the same than theunitary check in with one morebutton Ok for all which actson all the selected files



To Import a Version

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

Then click on Document then Import as version Then select the file

on the File System Then click on Ok The Checkout will be done

automatically and the Checkin will be done accordingto the Check in configuration


Virtual Document


To create a virtual document, click on the desired document

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

To Create a Virtual Document


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

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

Maintain the button down and drag it into the VD editor and drop it at the desired place

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


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

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

A cabinet explorer window opens

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

Apply by clicking OK

The node is inserted into virtual document tree


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

If you drop it on an underlined document,

The document will be inserted under the target document

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


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

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

To View a Virtual Document


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

You can unfold the VD completely or fold up it



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

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

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



To maximize the VD editor click here. To go back, click here

To close it, click here and the VD editor will be closed



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

Then click on the camera icon in the VD editor

Enter the title of the snapshot The snapshot will appear in the detail window

To Create a Snapshot from a Virtual Document


Rendition


To Create a Rendition

To create a rendition, Click on the document

Then click on the menu Document and select Create rendition

The rendition will be sent to therendition server

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


To Import a Rendition To import a rendition,

Click on the document Then click on the menu Document

and select Import Rendition

Click on to select the fileon your hard disk (The format is automatic)

Then click on Ok and the rendition will be imported


To Remove a Rendition

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

The rendition will be removed

You can export document rendition, for example native fomat. To do so use Export rendition menu


Annotations


To annotate a document, click on the desired document

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

To Annotate a Document


The document will be opened in Adobe Acrobat to be annotated Annotate the document, then close Acrobat Once the document is annotated, a relation which points on the annotation

will be created This annotation can be visualised in the tab relation of the details window

under the label DM_ANNOTATE

To Annotate a Document


D2 makes it possible to annotate a document in its native format like Word This allows to do annotations in parallel on the same file and to merge them

after in revision mode, without entering them again To annotate a document, click on the selected document

Click on the menu Document then on Annotations native format

Or on the icon Annotations native format

Or through the workflow tasks

To Annotate a Document in Native Format


The document will be opened in its native format (Word) Enter modification in the text Once the document has been modified, a relation pointing on the annotation

will be created This annotation can be displayed in the tab Relations of the detailed window

on the label Contains annotations

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



You can annotate this document again with another user account All annotations will be visible in the tab Relations

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

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



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

The document will be opened in Word in revision mode

Accept or refuse modifications Then save the document Then, check in the document

with annotations



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

Click on the menu Document then Annotations or Annotationsnative format You will not see annotations by visualising the normal rendition

To View Annotations of a Document


Deletion


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

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

Then, click Ok

To Delete a Virtual Document


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

select Delete

Or click on the document, then on the menu File then Delete Decide if you delete only the selected version or all the versions

Click on Ok and the document will be deleted


To Remove a Folder To remove a folder, click on it with the right button of the mouse and select

Delete

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


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

Then click on Ok

To Remove a Folder


Relations


To Create a Relation To create a relation, click on the selected document

Click on the desired file then on the menu Document then Create relation


To Create a Relation

Select in the list the desired relation

If you want to change the way of the relation check off the boxThe file will become the childof the relation and neither the parent

Enter a description of the relation

Then click on Ok



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


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



To Create a Relation The relation is created

You can view it in the Details window, tab Relations


Controled Relation into Property Page Some properties pages allow to create controlled relation between documents

Add a relation in the appropriate field Select the linked document and validate by

OK

A relation is created and appears in the property page

It is available for consultation from the details window Relations

D2 offers you the way to create single or multiple relations


Hyperlinks


D2 makes it possible to manage links between documents : hyperlinks If a document is approved and not modifiable, link will be set on the fly on a

watermark of the PDF rendition and will not modify the document To put a link between two documents, check out first, the source document of the

docbase

Then click on the target documentof the link with the right hand side of themouse then on Hyperlink then on Copy link target address

Hyperlink


Select in the list the sourcedocument

Then the target page

And the desired version of the document

Then validate

The link will be saved in the clipboard

Hyperlink


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

The link will be inserted in the document It will work inside the docbase

Hyperlink


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

Click on the source documentthen with the right button of the mouseclick on Edit PDF rendition link to check out the rendition

The rendition will now be visible inthe list of the checked out documentof the copy hyperlink dialog box

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

Hyperlink


Link are visible in the tab Hyperlinks of the details window

Colour code Green: Correct link Blue: correct link but a more recent version of the target document exists Yellow: version of the target document still not exists but a more recent version exists Red: the target document does not exist anymore

Hyperlink


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

Then select the desired version

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

Hyperlink


ToCopy/Paste/Link


You can select several documents with the keyboard by using Ctrl and Shift in the same way that Windows explorer

You can reverse a selection with the menu Edit then Invert selection

Multi-Selection


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

Multi-Selection


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

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

Then click on Copy

Or click on the document

Then on the menu Edit

Then on Copy

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

Copy / Paste a Document


To paste a document, select the destination folder

Then click on Paste

Or click on the destination folderwith the right button of the mouse

Then on Paste

The document will be paste in the selected folder

Paste a Document


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

Select the Virtual Document Copy it Select the destination folder Paste the Virtual Document The Virtual Document will be pasted in the selected folder The Childs of the VD will also be pasted and put in the same folder than

the new VD

To Paste a Virtual Document


To link a document, copy it first Select the destination folder

Then click on Link The document will be linked (creation of a Windows type shortcut ) in

the selected folder

To cancel this link Right click on document > Delete link

To Link a Document


To copy a link to the clipboard Select the desired document

Click on Edit Then on Copy link to clipboard The link will be copied to the Window clipboard in order to be pasted in a

mail or a document for example

To Copy a Link to the Clipboard


Sending Mail


To send a link by email, select the desired document

Click on Edit then Send then Send link Enter the addresses

or select it in the list Enter emails object Then the message Click on ok

to send the email with the linkon the selected document

To Send a Link by Email


To send a document by email, select the desired document

Click on Edit then Send then Send content

Enter the addresses or select it in the list

Enter emails object Then the message Click on ok

to send the email with the selected document

To Send a Document by Email


Export


To export a document and its content, select document Then click on the menu File Then Export Select a location

The document is exported

To Export a Document

Use drag and drop to export fileExport multiple documents with multi-

selection function


To export a folder and its content, click on the folder Then on the menu File Then Export folder Select a location

The folder will be exportedwith its content

To Export a Folder

Use drag and drop to export folder


Searches


Search Nodes Search nodes are composed of 4 elements

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

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

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

Number of asynchronous searches can be limited


D2 allows user to make several different searches: Advanced: using attributes, conditions and booleans operators Query form: data input made easier via a specific property page Full text, based on keywords, properties or the content of the

documents: Using Documentum Full Text search engine or Xplore Using an external OpenSearch-enabled search engine

DQL: technical request with the Documentum Query Language

Each of these searches can be launched in an asynchronous way In a collaboration perspective, authorized users can register and share

privates requests

Search Type


To make an advanced search, click on the following icon

You can also use: - Tool menu > Search - Keyboard shortcut: Ctrl + F

Advanced Search


Search screen

Advanced Search


By default a document type is set up.

You can add more object types by clicking on

Select types to add then click on OK It is possible to remove types from the list

Advanced Search Object Type


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

Select the operator between the different line of conditions AND OR

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

Condition lines can be removed by right click > delete

Advanced Search Attributes


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

To refine your search, you can use case sensitive

Select tab Locations

To add a location, click on + Then select the location in the selection window To remove one, click on it in the list then on x If you want to include sub folders

of selected folders, check on the box The search will run only on the selected folders

Advanced Search Options and locations


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

Select propertiesthat you want to displayin the result list

You can order by a propertyby default

To remove one element, click on it, then click on X To add one, click on Then select properties

in the same way than forthe properties of the Workspacewindow from D2-Client

Advanced Search Display


Advanced Search Facets Using facets, results searches are sort out by documents properties. This tab is available when Xplore server and facets are set up. Using this list, select properties which will be used in facets search.

Default properties are displayed into this field. This properties list corresponds to the one which were activated for the

facets use. Then, you can launch the search using the following field located in

Criteria tab.


The result of searches is displayed in the Workspace window, and remains visible from the node My last search

Results areautomaticallySort out byranking

To Search a Document


Once the search is carried out, if you want to go back on it to modify a setting and run it again, click on the magnifier


The focus must be on My last search The result list

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

This function is available in all Docbase locations


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

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

Google syntax is useful for full text searches

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

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

Full Text (Documentum, xPlore, OpenSearch Enabled Engine)


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

Open Search Results


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

Results can then be displayed on several pages

Open Search Results

Thumbnails are directly received from the OpenSearch enabled engine

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

Results are made of links with add-on information retrieved from the DocBase: External results are preceded by a specific icon Internal results (document from DocBase) are preceded by there file format icon


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

Open Search Results

You can view columns informations into the tooltip of each file


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

Open Search Results

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

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

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

External resources are displayed in a new external web window


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

xPlore Results

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

The number of responses per facets values displays on brackets.

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

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


Query Form

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

Forms are available from the Public searches node.

The form displays like any other property page

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

Run the search

Any searches can be organized into categories Double click on the form to open it

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

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


To launch a DQL, click a menu Tools then DQL edit Enter your DQL query.

Then click to Save as to save or Run

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

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

DQL Editor

The search can be performed asynchronously


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

DQL editor


To Launch an Asynchronous Search Depending on the document type, you can use asynchronous searches

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

A title field will be activated in the search windows

Enter a name for the search in the appropriate window Launch search

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


To View an Asynchronous Search Results are available in the Asynchronous search node

Running searches: results are not available yet

Finished searches:results are available

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

On each node, it is also possible to: Stop the running search Edit the request (value, operator, save) Delete existing searches


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

You can also save it Enter the name of the search If you have in the search some

settings to fill before running it,like for example a property,check off this box and the searchwindow will be displayed beforeits execution

Select the folder to save the search in

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

To Save a Search


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

Enter the name and the title

The folder will be created You can create search categories from

the menu File then New then Search category



Tools


To Print a Document

To print a document, click on it

Then click on the Document menu and select Print

The application corresponding to the formatof the document will be openedand the document printed

The application will be closed automatically


You can export a list of documents to Excel You are able to export the list of the documents contained in the main

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

Click on the menu Tools then Export to Excel

To Export a List of Documents to Excel


The list will be exported to Excel

Workspace window

Details window

To Export a List of Documents to Excel


Notifications


You have the ability to activate or not the display of the notifications window. Access to D2-Client Options: Tools > Options > Message reception

Then set up a refresh period of time When the dialog box activates, notification or workflow tasks will appear in the

bottom right corner of your Internet browser

Notifications Window

By clicking on this window, you directly access to your inbox notification

You can then, read the content of the message or launch a workflow task


D2 offers you the way to peruse yours notifications directly from the Notifications node.

Select one of available notifications You can also review details of attached files, for the selected notification by

clicking on Details from the details bar

Notifications


Filters


To view all the versions of documents and folders, select All versions

You can view all versions of documents in the main window

To Filter the Versions of the Documents


You can create others filters than the two standard ones into D2-configuration like for example a filter for all documents which the status is Approved

To Filter the Versions of the Documents


You can filter the columns after a search Filtering is available on all columns and on all screens of the application To filter a column, click on the arrow

Then select the desired value for the filtering of the column

Filters


Only columns whose value is the selected one will be displayed

Click on another arrow to select another filter on a new column. The new filter will be added to the first one by AND

To remove a filter, click on All as filter value

Filters


Distribution


This feature allows to quickly distribute documents, without starting a workflow.

Participants can accept or reject the document being distributed. To do so, it will be necessary to access to the inbox Distributions , to read

the content and validate it or not.

Documents Distribution


Launch a Distribution To launch a distribution, select a document in the Docbase and access to the

Distribution sub-menu via Document menu.

All distribution configurations associated with the module display in Distribution sub-menu.

For mass distribution you can alsoperform a multi-selection on severaldocuments.

Then in the displayed properties page: add users or groups.

Click on Prepare to save distribution properties To launch Distribution , access to Relations tab

And click on Request this distribution


Participants involved in the distribution receive an email in their mailbox (depending on configuration) as well as, a notification in their distribution box within D2-Client.

Documents are organized upon configuration on this node:

Pending user distributions display in bold with a status sent . In addition, a Relations is created when distribution receipt.

Perform a Distribution


Distribution: Accept/Reject

To step in a distribution in process, select it in the box and access to contextual menu:

It also possible to add participants to a distribution by using distribution properties within the contextual menu.

Then, you can Accept or Reject the document.

Accepted documents display in green with a statut Accepted .

Refused ones display in red. Interrupted distributions are removed

from the set of user boxes, their status changes to Stopped .

Once the update performed, documents are sent directly to the various additional participants.


Distribution: Distribution Report You can at any time generate a Distribution report in order to

track the document validation status. To do so, select the document and access to the contextual menu via

the following tab Relations .

The distribution report is generated and opens in Excel. Users are listed as well as distribution lifecycle.

Sent Accepted Rejected Stopped Limited permission


Lifecycles


Lifecycles D2 proposes two mechanisms, compliant and being able to be used in a

same DocBase, for the management documents lifecycles Standard Documentum lifecycles, where conception are done with Documentum

Application Builder. D2 lifecycles, where settings are done entirely in D2-Config

In both cases, D2-Client allows you to do all the actions necessary to the lifecycle of a document, through the menu Document / Lifecycle :

The higher part of the submenu is dedicated to D2 lifecycles Init allows you to choose a D2 lifecycle and to change its status to the first one of

the lifecycle. This function is useful for documents where no lifecycle have been attached during their creation

The following headings make it possible to simply apply the operations configured in the lifecycle. They are specific to each configuration. Example: Approval, In Revue, etc

The lower part of the submenu is dedicated to Documentum lifecycles Attach allows you to attach a standard lifecycle to a document Detach , Promote , Demote correspond to standard Documentum operations,

like those of Webtop


D2 lifecycles part is closely related to the configuration carried out and cannot be described in a generic way

All the steps of the lifecycle will appear in the menu Lifecycle

To change a state, click on the document and on the action of the lifecycle

D2 Lifecycles


You can also apply a Documentum lifecycle on your documents, to do that select the document then go to the menu Document then Lifecycle then Apply

Then select your lifecycle to apply

Documentum Lifecycles


Lifecycle can be initialized for some document types which did not contain a status

Select document and access the Lifecycle menu: Document menu> Lifecycle > Initialize


Choose the initial state Document status changes accordingly. Its lifecycle is begining.


Once the lifecycle applied, you can Promote the document Demote the document Detach the document Attach a new lifecycle

To do that, select the documentthen go in the menu Document then Lifecycle



Workflows


You can apply a workflow to your documents, to do that select the document then go in the menu Document then Workflow then Send to workflow

Select the workflow to apply

D2 Workflow


Select document to send with multi-selection function

Start the workflow Send all

D2 WorkflowD2 allows you to send several documents in a workflow with the exception that they

are associated with a workflow configuration.

Validate sent documents


Enter Workflow settings Name of the Instance You can re-use the setting of

an old instance

You must then input names for the workflow recipient, corresponding to the different participants

D2 Workflow: Workflow Settings

Recipient input is made easier with the mass import for the participant list.

To import this list, click on the button Select then the import button in order to import

your .xls file. The list is imported directly into the Selection

list. The recipient selection is also exportable from

the same dialog with the export button.


Click on the tab Notifications and enter a notification for the workflow

Click on the tab Attachments

Remove a document

Then click on + to add a document to the workflow (the DocBase browser will be opened to select a document



Click on the tab Planning and Follow-up to plan the sending Enter the desired

sending date Check off if you want a

notification at sending You can plan

a theoretical end

And to be notified if the workflow is not ended at this time

Then click on send to send the workflow instance (or its planning)

Click on Cancel if you want to cancel the sending of the workflow instance



To view the tasks that have been allocated to you, click on Tasks . Task list is displaying.

Unread tasks are in bold. You can change the status of an Unread task to Read if you decide, for example, to process them at a later time (i.e.: as in Outlook).

To do so, select a task in the list and right click on it When multiple users receive the same task, D2 allows the first user to manually acquire the

task assigned to him. Select the task and click on

The task is now acquired and is automatically removed from the other recipients inbox.

D2 Workflow: Access Workflow Tasks


D2 Workflow: Access Workflow Tasks Workflow tasks are assigned default priorities by the administrators during

workflows setup.

These priorities show in the participants inbox upon reception of a task. Eachtask is linked to a different color.

The task color allows you to quickly identify its process level, from 0 to 5. However, you can modify this level for each individual task.

To do so, select the task and right click on it.

You can now set a different priority level.


D2 Workflow: Organize the Task Tree You can manually or automatically organize your workflow tasks in a tree

folder following the same process for other object from your Docbase. The locations can be set by the administrator during the workflow setup. In that

case, they will be applied to each participants tree. You may also customize them by creating new folders into existing tree. To do so, right click on the related task. Create a new directory using Order menu. You can also copy these tasks in several locations of theinbox tree folders using the Copy to function. Finally, they can be manually removed of a folder

Folders with a Refresh icon are automatically generated by workflow auto-link. They can use static or dynamic paths (with document properties, for example)

Folders created by a user are usually displayed as directories.


D2 Workflow: Task Display and Inbox The tasks tree can be refreshed at any time with a right click on the Inbox

node. The following menus are then avalaible:

To show a document properties into an inbox linked to a task, simply access the column setting functions (just like with other nodes).

Right click on a column

Then, you will be able to view all information related to a specific task (document properties, notes, attachments ...) on one single screen.

Refresh: to update the Docbase tree and display news tasks (F5 key)

Order: to force the classification of all tasks (already received and new ones)


To view the content of a task, click on the task Then on Details

Information on the task Document associated to the task (in bold), annexes

D2 Workflow: Tasks


Click on Workflow Notes to see the associated notes of the workflow instance

Click on Participants to see the participants selected for the workflowinstance

Click on Audits to see the audit trail of the workflow instance

D2 Workflow: Tasks


Click on Preview to see the schema of the workflow instance

D2 Workflow: Tasks


To end a task, select the task then click on End task

Select the following tasks (if several tasks are available)

If a signatureis necessary,enter the intention your loginyour password

D2 Workflow: End a Task


Then click on the tab Workflow participant(s)

You can enter or modifysome participants ofthe workflow instance

Then click on OK to end the task

D2 Workflow: End a Task


The workflow supervisor have the ability to abort a workflow running. This action can be executed from task box.

Or from the Workflow detail zone of the document.

A confirmation message asks you to confirm your action.

D2 Workflow: Abort a Workflow

Select the concerned task Click on Cancel

When the workflow is canceled, it resets to the target state of the document, determined by the administrator.


To delegate a task, select this task then click on Delegate task

Then select the new delegate of the task

Then click on OK to delegate your task

D2 Workflow: Delegate a Task


To reject a task, select this task then click on Reject task

The screen is the same one than End task

D2 Workflow: Reject a Task


To add a note to an instance, select a task of the instance then click on Add a note to the workflow

Enter the text of the note

Then click on Ok

D2 Workflow: Add a Note to a Workflow Instance


D2 makes it possible to delegate, for a given period, its tasks to another person

To create a delegation, click on the node Delegation

Then on the menu Tools then Delegation then New delegation



Select the user to whom you want to delegate your tasks

A description if needed

Enter the delegation period Then click on

to choose the workflowsto delegate

Then click on OK



The delegation will be activated by a batch described in the annexe of this document

To activate immediately the delegation, click on the delegation

Then on the menu Tools then Delegation then Apply delegation To stop the delegation, click on Undo delegation



D2 makes it possible to dynamically add a task on an ongoing workflow (the option dynamic workflow must be activated in the workflow configuration)

To create a new dynamic task, click on a task (or on the head or the workflow in the details window) then on Update performer

Modify the performerin the window

Click on Ok and the task will be created

D2 Workflow: Add a Dynamic Task to a Workflow


To cancel a workflow, you must be administrator or the initiator of the workflow, select a task of this one then click on Abort workflow

Click on OK to confirm or Cancel to abort this action

The workflow and all its tasks will be canceled

D2 Workflow: Cancel a Workflow


To view the Workflows of a document, click on the document then on the tab Workflows of the details toolbar

The workflow is started and the task Authoring is ongoing

Information on a task: Manual task Automatic task Task status

Workflow Manager


The column status shows that the task is complete or in progress

Ongoing tasks are in italic Recipients list is displayed into User column Contextual menu makes it possible to delegate a task or to abort the

workflow (if you are the workflow initiator)

Workflow Manager


Subscriptions


D2 makes it possible to subscribe to a document and to receive by email a notification on a defined event

To subscribe to a document, click on it Then on the menu Document Then on Subscribe

Click on to choose the event

To Subscribe to a Document


Choose the event, then click on the arrow, then on OK

Then on Ok

To Subscribe to a Document


To remove a subscription to a document, click on it Then on the menu Document Then Subscribe

Click on

To Remove a Subscription from a Document

The user who initiated the event does not receive

any notificationEven though, he is subscribing to the

document.


Select the subscription to be removed, click on the arrow, then on OK

Then on Ok

To Remove a Subscription from a Document


D2 makes it possible to subscribe to an event and to receive by email a notification on it

To subscribe to an event Click on the menu Document Then on Subscribe to topic

Click on to choose the event

To Subscribe to an Event

The user who initiated the event does not receive any

notificationEven though, he is

subscribing to the topic.


Choose the event, then click on the arrow, then on OK

Then on Ok

To Subscribe to an Event


Favorites


To Add a Document to Your Favorites You can add documents on your favorites to be able to find them more quickly.

Click on the desired document, then click on the menu Tools and Add to Favorites

The document will be automatically added to your favorites


To Remove a Document From Your Favorites Select the desired document in your favorites, then click on the menu

Tools and Remove from Favorites

The document will be removed from your favourites


Administration


D2 Client Administration You can from the interface modify the following items :

Dictionaries Taxonomies Registered tables Templates lists Users Groups Plugins configuration

To be able to administrate these items, you must have a right access to : Administration nodes into D2-Client Administration of the desired dictionary, taxonomy or templates lists


Dictionary Administration To administrate a dictionary, click on the Administration node Click on the dictionary node

Then double click on the desired dictionary

You can see only the dictionaries on which you have the administration access right


Dictionary Administration The dictionary will open in a window

When this box is checked,the dictionary is automatically versionedat each record process

To remove a valueRight click on the value > Delete

To disable a valueuncheck the box

To add a value enter a new line

Click on Ok to save or Cancel to exit without savingYou cannot add new translations or aliases


To keep all changes made to the dictionaries, D2 allows you to version your list of values.

Version a dictionary:Hand right click > Save the dictionary

To restore a previous version:Hand right click > Restore the dictionarySelect the version

Dictionaries are also importable and exportable from the D2 client interface

The Docbase update is available via the context menu

Dictionary Administration


You can visualise all dictionaries versions from the client interface.Dictionary Administration

Select the dictionary in the administration module.

Click on Version in detail frame.

Versions listing of the dictionary displays and its version number as well.

Dictionary versions can be restored from this frame.

Select the version > Hand right click > restore the dictionary

The process is identical regarding consultation of taxonomy versions.


Taxonomy Administration

To administrate a taxonomy, click on the Administration node Click on the Taxonomies node

Then double click on the desired taxonomy You can see only the taxonomies on which you have the administrator rights


Taxonomy Administration The taxonomy will be opened in a new window

Operation is the same on than the one of the taxonomy creation in D2-Config

Click on Ok to save or on Cancel to get out without saving You cannot add or remove levels


Some actions can be performed on Docbase taxonomies within D2-Client interface.

For a taxonomy versioningHand right click > Save taxonomy

To restore a previous versionHand right click > Restore taxonomyVersion Selection

Taxonomies are also importable and exportable from D2-Client

Taxonomy Administration


From the browser tree window, select the register tables node Only tables where your rights match are available

Register Table Administration

Table properties are viewable and writable from the contextual menu

Add or remove values from the property page when setting the mouse focus onto the grid cells

Validate modifications by clicking OK

Registered tables can be deleted from the contextual menu on the Administration node


Data from Register tables can be imported into the DocBase directly from D2- Client in the Administration node.

Register Table Administration

Select concerned table and access to contextual menu by right click.

Choose the file to import and overwrite the existing data

Data is replaced and accessible from register table properties.


Template List Administration

To administrate a templates list, click on the Administration node Click on the templates list node

You can see only the templates lists for which you have administration rights


Template List Administration Click on a templates list to see the templates contained in the list

You can modify the templates (context menu)


Template List Administration

To modify a templates list, right click on the template and then on Properties to get access to the templates modification window

Operation is identical than the one of the creation of a template list, in D2-Config

Click on Ok to save or on Cancel to exit without saving


User Management

To manage Users, Click on the Administration node Click on the node Users

The users list appears in the Workspace window


Modify a User

To modify a user, click on it Do a right click on the user Then click on Properties

Modify values, then click on Ok


Create a User To create a User, click on the User node Then on the menu File Then New Then click on User Enter the information of the user

in the dialog, then click on OK

You can create a user, applying the following icon


Group Management

To manage groups, click on the Administration node Click on node Groups

The groups list appears in the Workspace window


Create a Group

To create a group, Click on the node Groups Then on the menu File Then New Then click on Group Enter the information of

the group in the dialogthen click on OK


Modify a Group To modify a group, click on it Do a hand right click on it Then click on Properties

Modify values(ex.: Add a user in the group)then click on Ok


Documentum administrators can, from D2-Client interface, supervise the technical working of D2. This dialog box is avalaible from Help/? menu. It is activated for administrators within an Administrator profile.

Monitoring

D2 reload : state of D2 on application servers and checking URL

Information about the JVM executing D2: Summary: on operating system VM: on virtual machine Memory: on various memory status Threads: on Java processes Classes: on various classes way

Informations about actives sessions and Documentum ressources.

D2 Cache: Number of caches in use with all statistical information

ACS/BOCS: URL status of ACS and BOCS configured with DA.

The Monitoring dialog contains many tabs that display the following characteristics:

Clicking Refresh updates all monitored data.

EMC Documentum D2 PremiumCopyrightIntroductionTable of ContentsAuthentication and InterfaceConnection to a DocBaseConnection to a DocBase InterfaceD2 Client Interface and NavigationNavigation WindowNavigation Into the DocBaseOptionsOptionsDisconnection of the DocBaseDisplayThumbnail and Detailed ViewsThumbnail ViewThumbnail View: Preview and TooltipThumbnail View: Quick ViewMulti WindowsViewing Properties of the DocumentsViewing Properties of the DocumentsViewing Properties of the DocumentsViewing Properties of the Documents Document InformationTo Locate a DocumentTo Locate a Document Information on a DocumentInformation on a Document Information on a Document Information on a Document To Increase PerformancePropertiesTo View the Properties Sheet of a DocumentTo View the Properties Sheet of a DocumentMass UpdateMass Update To View the Properties Sheet of a Document To View a DocumentTo View a Document To View a Document RenditionImport and CreationTo Create a DocumentTo Create a Document To Create a Document To Create a Document To Create a Document To Create a Document To Create a Document To Create a Document To Create a Document To Import a DocumentTo Import a DocumentTo Import a Document XML fileTo Import a Document XML fileTo Import a Document XML fileTo Import a Tree Folder StructureTo Import an XML ApplicationEdition and CheckoutTo Checkout a DocumentTo Cancel the Checkout of a DocumentTo Modify a DocumentTo Modify a Document Version and Check InTo Check In a DocumentTo Check In a Document To Check In a Document To Check In a Document To Check In a Document To Import a VersionVirtual DocumentTo Create a Virtual DocumentTo Drag and Drop a Document in a Virtual Document (VD)Insert an Inherited ComponentTo Drag and Drop a Document in a Virtual Document (VD) To View a Virtual DocumentTo View a Virtual Document To View a Virtual Document To View a Virtual Document To Create a Snapshot from a Virtual DocumentRenditionTo Create a RenditionTo Import a RenditionTo Remove a RenditionAnnotationsTo Annotate a DocumentTo Annotate a Document To Annotate a Document in Native FormatTo Annotate a Document in Native Format To Annotate a Document in Native Format To Annotate a Document in Native Format To View Annotations of a DocumentDeletionTo Delete a Virtual DocumentTo Delete a DocumentTo Remove a FolderTo Remove a Folder RelationsTo Create a RelationTo Create a RelationTo Create a RelationTo Create a RelationTo Create a RelationControled Relation into Property PageHyperlinksHyperlinkHyperlink Hyperlink Hyperlink Hyperlink Hyperlink ToCopy/Paste/LinkMulti-SelectionMulti-Selection Copy / Paste a DocumentPaste a DocumentTo Paste a Virtual DocumentTo Link a DocumentTo Copy a Link to the ClipboardSending MailTo Send a Link by EmailTo Send a Document by EmailExportTo Export a DocumentTo Export a FolderSearchesSearch NodesSearch TypeAdvanced SearchAdvanced Search Advanced Search Object TypeAdvanced Search AttributesAdvanced Search Options and locationsAdvanced Search Display Advanced Search FacetsTo Search a DocumentTo Search a Document Full Text (Documentum, xPlore, OpenSearch Enabled Engine)Open Search ResultsOpen Search Results Open Search Results Open Search Results xPlore ResultsQuery FormDQL EditorDQL editorTo Launch an Asynchronous SearchTo View an Asynchronous SearchTo Save a SearchTo Search a Document ToolsTo Print a DocumentTo Export a List of Documents to ExcelTo Export a List of Documents to Excel NotificationsNotifications WindowNotificationsFiltersTo Filter the Versions of the DocumentsTo Filter the Versions of the Documents FiltersFilters DistributionDocuments DistributionLaunch a DistributionPerform a DistributionDistribution: Accept/RejectDistribution: Distribution ReportLifecyclesLifecyclesD2 LifecyclesDocumentum LifecyclesDocumentum Lifecycles Documentum Lifecycles WorkflowsD2 WorkflowD2 WorkflowD2 Workflow: Workflow SettingsD2 Workflow: Workflow Settings D2 Workflow: Workflow Settings D2 Workflow: Access Workflow TasksD2 Workflow: Access Workflow TasksD2 Workflow: Organize the Task TreeD2 Workflow: Task Display and InboxD2 Workflow: Tasks D2 Workflow: Tasks D2 Workflow: Tasks D2 Workflow: End a TaskD2 Workflow: End a Task D2 Workflow: Abort a WorkflowD2 Workflow: Delegate a TaskD2 Workflow: Reject a TaskD2 Workflow: Add a Note to a Workflow Instance D2 Workflow: Delegate a TaskD2 Workflow: Delegate a Task D2 Workflow: Delegate a Task D2 Workflow: Add a Dynamic Task to a WorkflowD2 Workflow: Cancel a WorkflowWorkflow ManagerWorkflow Manager SubscriptionsTo Subscribe to a DocumentTo Subscribe to a Document To Remove a Subscription from a DocumentTo Remove a Subscription from a Document To Subscribe to an EventTo Subscribe to an Event FavoritesTo Add a Document to Your FavoritesTo Remove a Document From Your FavoritesAdministrationD2 Client AdministrationDictionary AdministrationDictionary Administration Dictionary AdministrationDictionary AdministrationTaxonomy AdministrationTaxonomy AdministrationTaxonomy AdministrationRegister Table AdministrationRegister Table AdministrationTemplate List AdministrationTemplate List Administration Template List AdministrationUser ManagementModify a UserCreate a UserGroup ManagementCreate a GroupModify a GroupMonitoring