Web Publisher 525 SP2 Use

Web Publisher User Guide

Version 5.2.5 SP2July 2004

Copyright © 1994-2004 Documentum, a division of EMC. All Rights Reserved.DOCUMENTUM, NOW YOU KNOW, UNITING THE WORLD THROUGH CONTENT and the Corporate Logo are trademarks or registered trademarks ofDocumentum, a division of EMC, in the United States and throughout the world. All other company and product names are used for identification purposesonly and may be trademarks of their respective owners.

Table of Contents

Preface ........................................................................................................................... 13

Chapter 1 Introduction ........................................................................................... 15Introduction to Web Publisher ..................................................................... 15What Does the Documentum System Do? .................................................... 16What is a Docbase? ..................................................................................... 17What is a Checkout Directory? .................................................................... 18What is a Lifecycle? .................................................................................... 18What is a Workflow?................................................................................... 18What is an Inbox? ....................................................................................... 19What are Links, Shortcuts, and Replicas?...................................................... 19What is a Permission Set?............................................................................ 19Lifecycle States Specific to Web Publisher..................................................... 20How Web Publisher Creates Web Pages ....................................................... 20Applications Used to Create Web Pages ....................................................... 21How Web Publisher Publishes Content to the Web........................................ 22How Files are Named in Web Publisher ....................................................... 23

File Names on the Web............................................................................ 23Using Web Publisher and eWebEditPro ........................................................ 23Using Web Publisher and iMarkup .............................................................. 24

Chapter 2 Using the Web Publisher Interface .......................................................... 25Logging In and Logging Out ....................................................................... 25

Logging In ............................................................................................. 25Logging Out........................................................................................... 26Changing Your Password........................................................................ 27Using the Additional Accessibility Options .............................................. 27

Accessibility Features.......................................................................... 28Navigating the Interface.............................................................................. 30

Streamline and Classic Views .................................................................. 30Switching Between Streamline and Classic Views ................................. 31

Banner ................................................................................................... 32Messages ............................................................................................... 32Jobs Status Button (Task Status Button) .................................................... 33Changing Docbases ................................................................................ 34Performing Actions ................................................................................ 34Using the Breadcrumb ............................................................................ 35Showing and Hiding Fields ..................................................................... 36

Viewing Lists ............................................................................................. 36Thumbnails Used as Visual Cues ............................................................. 36Filtering Items in a List ........................................................................... 36

Web Publisher User Guide 3

Table of Contents

Sorting Items in a List ............................................................................. 37Locating Items by Typing Characters or a Path ......................................... 38Choosing the Number of Items Displayed on a Page................................. 38Using the View Menu ............................................................................. 39Displaying Additional Information in a List ............................................. 39

Docbase Nodes........................................................................................... 39Locating Items............................................................................................ 42

Locating Recently Used Files ................................................................... 42Accessing the Files You Currently Have Checked Out............................... 43Searching for Items ................................................................................. 43

Using a Simple Search......................................................................... 43Using an Advanced Search.................................................................. 44Finding Hidden Objects ...................................................................... 45Saving a Search .................................................................................. 45Running a Saved Search...................................................................... 46

Viewing Locations .................................................................................. 46Using a Selection Page ............................................................................ 46Locating Items By Navigating Directories................................................. 47

Using Shortcuts .......................................................................................... 49Creating Shortcuts .................................................................................. 49Sending a Web-Link................................................................................ 49Opening a Shortcut................................................................................. 50

Subscribing to Items ................................................................................... 50Setting Your Preferences.............................................................................. 51Viewing Product Information ...................................................................... 52Configuring Clients to Open Web Files in Authoring Applications................. 52Configuring your Browser for Media Players ............................................... 53

Chapter 3 Working with Cabinets, Folders, and Files .............................................. 55Creating Items in a Docbase ........................................................................ 55

Creating a Cabinet .................................................................................. 56Creating a Folder.................................................................................... 56Creating a File ........................................................................................ 57

Checking Out and Editing Files ................................................................... 58Overview of Checking Out and Editing Files ............................................ 58Where Files are Placed in the Checkout Directory ..................................... 59What are Documentum Applets? ............................................................. 60Checking Out a File Without Opening It................................................... 60Editing a File .......................................................................................... 62Checking In a File ................................................................................... 63Canceling Checkout................................................................................ 64

Viewing All Versions .................................................................................. 65

Viewing a File as Read Only ........................................................................ 65

Managing Properties................................................................................... 66Properties Overview ............................................................................... 66Setting Properties ................................................................................... 67Viewing History ..................................................................................... 68

Importing Items ......................................................................................... 68Exporting Items.......................................................................................... 69Deleting Items ............................................................................................ 70Using the Clipboard.................................................................................... 71

Moving Items............................................................................................. 71

4 Web Publisher User Guide

Table of Contents

Copying Items............................................................................................ 72Linking an Item to Multiple Folders............................................................. 73Comparing Files (Differencing).................................................................... 74

Choosing a Differencing Tool................................................................... 74Differencing a Local Version .................................................................... 74Differencing Between Versions ................................................................ 74

Viewing How Content Displays on a Web Site .............................................. 75Viewing the Source File for a Web Page ........................................................ 75

Chapter 4 Using In-Context Editing ........................................................................ 77Overview of Locating Files on their Web Sites .............................................. 77Locating Files by Navigating their Web Sites ................................................ 78Creating a Content File through In-Context Editing ...................................... 79

Chapter 5 Working with Taxonomies and Categories ............................................... 81

What is a Taxonomy? .................................................................................. 81

Using Taxonomies in Web Publisher ............................................................ 82

Creating a Taxonomy.................................................................................. 83

Creating a Category.................................................................................... 84

Assigning Content to a Category ................................................................. 84

Assigning Taxonomies to Web Cabinets ....................................................... 85

Publishing Taxonomies to Web Sites ............................................................ 85

Viewing an Item's Categories....................................................................... 86

Navigating Categories ................................................................................ 86

Chapter 6 Working with Relationships ................................................................... 89Viewing Relationships ................................................................................ 89Viewing Related Content ............................................................................ 90Adding a Relationship ................................................................................ 90Removing a Relationship ............................................................................ 91Accessing Relation Types ............................................................................ 91Creating a New Relation Type ..................................................................... 91

Chapter 7 Working with Renditions and Transformations ....................................... 93Renditions Overview .................................................................................. 93Renditions in Web Publisher........................................................................ 94

Publish Name Rules ............................................................................... 95Multi-File Renditions .............................................................................. 95

Transformations Overview.......................................................................... 96Viewing Renditions .................................................................................... 97Creating a Rendition................................................................................... 97Creating a Related Object ............................................................................ 98Importing a Rendition............................................................................... 100Setting a Preview Rendition ...................................................................... 100Viewing the Preview Rendition ................................................................. 101

Chapter 8 Sending and Performing Tasks ............................................................. 103


Table of Contents

Workflows Overview................................................................................ 103Inbox Overview........................................................................................ 105Performing Tasks in Your Inbox................................................................. 106

Opening Tasks and Notifications ........................................................... 106Accepting and Performing a Task .......................................................... 107Completing a Task ................................................................................ 108Rejecting a Task .................................................................................... 109Delegating a Task ................................................................................. 109Repeating a Task................................................................................... 110Changing Your Availability for Tasks ..................................................... 110

Starting a Workflow.................................................................................. 111Viewing Running or Completed Workflows ............................................... 113

Viewing the Workflows You Own .......................................................... 113Viewing All Workflows......................................................................... 113Modifying Display Settings in Workflow Reporting ................................ 114Viewing Workflow Details .................................................................... 115Viewing Workflow and Document Audit Events..................................... 115Viewing a Workflow through Workflow Manager................................... 115Saving Workflow Information ............................................................... 116

Managing Workflows................................................................................ 116Pausing a Running Workflow................................................................ 116Resuming a Paused Workflow ............................................................... 117Terminating a Workflow ....................................................................... 117Processing a Failed Automatic Task ....................................................... 118

Retrying a Failed Automatic Task ...................................................... 118Completing a Failed Automatic Task.................................................. 118

Unlocking a Locked File in a Workflow.................................................. 119Creating a New Workflow Template ...................................................... 119Displaying and Editing Aliases in Workflows ......................................... 119Changing the Workflow Supervisor ....................................................... 120

Sending a Quickflow ................................................................................ 120

Chapter 9 Using Change Sets ............................................................................... 123Change Sets Overview .............................................................................. 123Accessing Change Sets .............................................................................. 124Creating a Change Set............................................................................... 124Adding Files to a Change Set..................................................................... 124Restarting a Change Set ............................................................................ 125Deleting a Change Set ............................................................................... 125

Chapter 10 Working with Lifecycles ....................................................................... 127

Lifecycles Overview.................................................................................. 127

Promotion Overview ................................................................................ 129

Promoting an Item to the Next State........................................................... 129

Demoting an Item..................................................................................... 129Assigning a Lifecycle ................................................................................ 130

Power Promoting an Item to the Approved State ........................................ 130

Expiring an Item....................................................................................... 131

Chapter 11 Managing Permission Sets .................................................................... 133Permissions Overview .............................................................................. 133


Table of Contents

Permissions.......................................................................................... 133Folder Security ..................................................................................... 135Extending Permissions.......................................................................... 136Alias Sets ............................................................................................. 137

Locating a Permission Set.......................................................................... 137Viewing Where a Permission Set is Used .................................................... 137Viewing or Editing a Permission Set .......................................................... 138Creating a Permission Set.......................................................................... 139Setting Permissions for an Object............................................................... 140

Chapter 12 Creating and Managing Web Sites ........................................................ 143Overview of Creating Web Sites................................................................. 143

How Web Publisher Publishes Web Sites ................................................ 143Effective and Expiration Dates............................................................... 145Jobs ..................................................................................................... 145Synchronous and Asynchronous Publishing........................................... 146Site Protection ...................................................................................... 147

Sequence for Creating a Web Site ............................................................... 147Creating a Web Cabinet............................................................................. 148Managing a Web Site ................................................................................ 149Assigning Assets to a Protected Site ........................................................... 150Enabling In-Context Editing for a Web Site................................................. 150Checking Links ........................................................................................ 151

Setting Up a Link Checker..................................................................... 151Checking Hyperlinks ............................................................................ 152

Manually Publishing................................................................................. 152

Archiving a Web Site................................................................................. 152Editions Overview................................................................................ 152Creating an Edition............................................................................... 153Specifying a Default Publishing Configuration for ExportingEditions ............................................................................................... 153Exporting an Edition............................................................................. 154

Chapter 13 Working with Templates ....................................................................... 155

Templates Overview ................................................................................. 155

Sequence for Adding Templates to Web Publisher....................................... 156

Making Associations................................................................................. 157Viewing Associations............................................................................ 157Associating Supporting Files or Workflows ............................................ 157Adding Formats for Associating Editor Presentation Files ....................... 158

Validating Web Publisher Editor Templates ................................................ 159

Determining Template or File Availability .................................................. 159

Viewing Where a Template or Supporting File is Used ................................ 160

Updating the Presentation of a Web Page ................................................... 160

Updating the Structure of XML Files.......................................................... 161

Chapter 14 Creating Multi-Language Web Sites ...................................................... 163Translations Overview .............................................................................. 163

Locales................................................................................................. 163Fallback Rules ...................................................................................... 164


Table of Contents

Translation Workflows .......................................................................... 165How Web Sites are Translated................................................................ 165

Setting Up a Web Site in Multiple Languages.............................................. 166Viewing a List of Translations.................................................................... 166Adding a Translation ................................................................................ 166Requesting a Translation Through a Workflow ........................................... 167Working with Locales ............................................................................... 168

Viewing Locales ................................................................................... 168Creating a Locale .................................................................................. 168Setting Locale Properties ....................................................................... 169

Working with Fallback Rules ..................................................................... 169Viewing Fallback Rules ......................................................................... 170Creating Fallback Rules......................................................................... 170Enabling Fallback Rules ........................................................................ 170

Chapter 15 Using Web Publisher Editor .................................................................. 173

Entering Unformatted Content .................................................................. 173

Entering Formatted Content...................................................................... 174The Formatting Buttons ........................................................................ 176Pasting a Block of HTML from you Clipboard ........................................ 178Checking Spelling................................................................................. 179Working with Hyperlinks...................................................................... 179Selecting a Custom Tag ......................................................................... 180Inserting Non-Parsable XML ................................................................. 181Creating a Table in the Content Field ..................................................... 182

Using a File Selection Field........................................................................ 185Using the Checkbox Field.......................................................................... 188Using the Choice Field .............................................................................. 188Repeating a Field...................................................................................... 188

Chapter 16 Using eWebEditPro .............................................................................. 191Accessing eWebEditPro XML .................................................................... 191Creating Content ...................................................................................... 192

Chapter 17 Using the Rules Editor .......................................................................... 195

Rules Editor Overview.............................................................................. 195

Creating an Editor Rules File ..................................................................... 197

Editing an Editor Rules File....................................................................... 198

Creating or Editing a Rule ......................................................................... 199Fields in the Rules Editor: Common Fields ............................................. 200Fields in the Rules Editor: Fields Unique to the Xselector Rule................. 205Fields in the Rules Editor: Fields Unique to Queries................................ 205Specifying Variable Input in a Query...................................................... 207

Making a Block of Rules Repeatable........................................................... 208Previewing How an Editor Rules File Displays Content .............................. 210Deleting a Rule......................................................................................... 210Viewing a Rule's XML............................................................................... 210Validating an Editor Rules File .................................................................. 211Viewing Warning Messages for a Specific Rule ........................................... 211


Table of Contents

Editing a Content Template Using the Rules Editor..................................... 211Validating an XML-based Content Template Using the Rules Editor............. 212

Chapter 18 Using iMarkup ..................................................................................... 213Storing Annotations.................................................................................. 213Viewing Annotations ................................................................................ 214Deleting Annotations................................................................................ 214Localizing iMarkup .................................................................................. 214Troubleshooting iMarkup.......................................................................... 214

Chapter 19 Accessing Administrative Functions ..................................................... 215

Defining System-Wide Settings.................................................................. 215

Running Reports ...................................................................................... 218Types of Reports................................................................................... 218

System Alerts ........................................................................................... 220Viewing System Alerts .......................................................................... 220Removing System Alerts ....................................................................... 220

Workflow Templates ................................................................................. 220Viewing Workflow Templates................................................................ 220Making a Workflow Template Available ................................................. 221Making a Workflow Template Unavailable ............................................. 221

Chapter 20 Managing Users, Groups, and Roles ..................................................... 223Users ....................................................................................................... 223

Locating Users ..................................................................................... 224Setting the Default Permissions for the Cabinet of a New User ................ 225Creating New Users.............................................................................. 225Creating Global Users ........................................................................... 228User Properties..................................................................................... 229Importing Users ................................................................................... 232Import User Properties.......................................................................... 233Deleting Users...................................................................................... 236Reassigning Objects to Another User ..................................................... 236Changing the Home Docbase of a User .................................................. 237Making a User Active or Inactive........................................................... 237Modifying Users................................................................................... 237Viewing Groups, Workflows, Alias Sets, Permission Sets, andDocuments of a User............................................................................. 238Viewing or Deleting Change Home Docbase Logs .................................. 238Viewing User Reassign Logs.................................................................. 238Rename Reports ................................................................................... 239

Groups .................................................................................................... 239Locating Groups................................................................................... 240Viewing Where a Group is Used ............................................................ 241Creating Groups................................................................................... 241Modifying or Viewing Groups............................................................... 242Adding Users, Groups, or Roles to a Group............................................ 242Removing Users From a Group ............................................................. 243Deleting Groups ................................................................................... 243Reassigning the Objects Owned by a Group ........................................... 243Viewing Group Reassign Logs............................................................... 244Group Properties .................................................................................. 244

Roles ....................................................................................................... 246Creating Roles ...................................................................................... 246


Table of Contents

Adding Users, Groups, or Roles to a Role............................................... 247Modifying Roles ................................................................................... 247Reassigning Roles................................................................................. 248Deleting Roles ...................................................................................... 248Role Properties ..................................................................................... 249

Appendix A Icon Lists ............................................................................................. 251Icons Common to Documentum Applications ............................................ 251

Icons Specific to Web Publisher.................................................................. 252


Table of Contents

List of Figures

Figure 2–1. Login page ..................................................................................................... 26Figure 2–2. Streamline view.............................................................................................. 31Figure 2–3. Classic view ................................................................................................... 31Figure 2–4. Banner ........................................................................................................... 32Figure 2–5. Messages ....................................................................................................... 32Figure 2–6. Message Viewer ............................................................................................. 33Figure 2–7. Example of the job status viewer...................................................................... 33Figure 2–8. Example of the task status viewer .................................................................... 34Figure 2–9. Breadcrumb ................................................................................................... 35Figure 2–10. Tabs in the Streamline view ............................................................................ 39Figure 2–11. Left pane in the Classic view........................................................................... 40Figure 2–12. Example Selection Page.................................................................................. 47Figure 7–1. Rendering a multi-file rendition....................................................................... 96Figure 7–2. Publishing a multi-file rendition ...................................................................... 96Figure 8–1. Integration of a workflow and lifecycle .......................................................... 105Figure 15–1. Field for unformatted text ............................................................................ 173Figure 15–2. Content field in Web Publisher Editor ........................................................... 174Figure 15–3. CDATA Support in Content Field ................................................................. 181Figure 15–4. Table Editor................................................................................................. 183Figure 15–5. Selecting a row ............................................................................................ 183Figure 15–6. Selecting a column....................................................................................... 184Figure 15–7. Selecting a cell ............................................................................................. 185Figure 15–8. Example of a selection list ............................................................................ 186Figure 15–9. Example of a directory tree........................................................................... 186Figure 15–10. Example of a Browse button ....................................................................... 186Figure 15–11. Selection list as displayed in Web Publisher Editor ....................................... 187Figure 15–12. A checkbox in Web Publisher Editor............................................................ 188Figure 15–13. Choice field as displayed in Web Publisher Editor ........................................ 188Figure 15–14. A block of repeatable fields......................................................................... 189Figure 15–15. Nested repeating fields............................................................................... 189Figure 17–1. Rules Editor ................................................................................................ 196Figure 17–2. A block of repeatable fields .......................................................................... 209


Table of Contents

List of Tables

Table 1–1. In Web Publisher . . . ...................................................................................... 16Table 2–1. MIME types based on extension ...................................................................... 53Table 7–1. Example of publish names .............................................................................. 95Table 11–1. Access Levels ............................................................................................... 134Table 11–2. Permissions Required under Folder Security .................................................. 136Table 11–3. Extended Permissions .................................................................................. 136Table 15–1. Formatting buttons found in Web Publisher Editor ......................................... 176Table 15–2. Buttons used to repeat fields.......................................................................... 190Table 17–1. Fields common to all rules............................................................................. 200Table 17–2. Fields unique to the xselector rule.................................................................. 205Table 17–3. Query fields ................................................................................................. 205Table 20–1. Properties of a User ...................................................................................... 229Table 20–2. Properties on Import User Page ..................................................................... 234Table 20–3. Privileges for creating or modifying groups................................................... 239Table 20–4. Properties of a Group.................................................................................... 245Table 20–5. Properties of a Role...................................................................................... 249


Preface

This guide describes the behavior of the default Web Publisher user interface. Your installation mightbe customized. If so, the interface items you see might not correspond to those described here.

This preface includes the following:

• Revision History, page 13

• Related Documentation, page 13

Revision HistoryRevision History

Revision Date Description

July 2004 Initial release of this guide

Related DocumentationThe Web Publisher Administration Guide is included with the Web Publisher software.

To download other related documentation, go to the support area ofhttp://www.documentum.com/.


http://www.documentum.com/

Preface


Chapter 1

Introduction

This chapter gives short descriptions of common Web Publisher concepts:

• Introduction to Web Publisher, page 15

• What Does the Documentum System Do?, page 16

• What is a Docbase?, page 17

• What is a Checkout Directory?, page 18

• What is a Lifecycle?, page 18

• What is a Workflow?, page 18

• What is an Inbox?, page 19

• What are Links, Shortcuts, and Replicas?, page 19

• What is a Permission Set?, page 19

• Lifecycle States Specific to Web Publisher, page 20

• How Web Publisher Creates Web Pages, page 20

• Applications Used to Create Web Pages, page 21

• How Web Publisher Publishes Content to the Web, page 22

• How Files are Named in Web Publisher, page 23

• Using Web Publisher and eWebEditPro, page 23

• Using Web Publisher and iMarkup, page 24

Introduction to Web PublisherWeb Publisher is a Web browser-based application that simplifies and automates thecreation, review, and publication of Web sites.


Introduction

Table 1–1. In Web Publisher . . .

Authors... Use editing applications to create andmodify Web-page content — withouthaving to know how to construct ordesign Web pages.

See their content automatically publishedto the Web — even in multiple formatsand languages.

Developers... Maintain the content templates and sitestructures that help make such automationand streamlining possible.

Administrators... Maintain the Web Publisher systemsettings that allow for such ease ofpublication.

Web Publisher works within Documentum 5, using Documentum Content Server to storeand process content and using Documentum Site Caching Services (SCS) to publish tothe Web. SCS is the publishing component of Web Publisher. All Web Publisher Webpages are published by SCS. SCS has two pieces: one sits on the Content Server and theother sits on the target Web server. SCS sends documents from a Documentum Docbaseto a designated location on a Web server.

Web Publisher also works with Documentum Content Rendition Services (CRS), thoughthis is not required to run Web Publisher. CRS is used to create PDF or HTML renditionsfrom Microsoft Documents. It is only used when content must be transformed in aWeb-ready format. Content originating in XML and HTML does not require CRS. XMLcontent is rendered through our internal transformation engine to create the requiredweb-ready formats. Any number of XSL stylesheets may be associated to a singleXML file.

Web Publisher works with numerous other Documentum applications. See the WebPublisher Release Notes for details.

What Does the Documentum System Do?The Documentum system lets you access, use, reuse, and distribute information quicklyand easily. Using the Documentum system, you can store many different types ofinformation — text, graphics, scanned images, sound, and digital movies — in one ormore company repositories called Docbases.

With the Documentum system, you can access documents across different departments,sites, and computer platforms; distribute documents electronically; automate businessprocedures through lifecycles and workflows; restrict access to documents accordingto permission sets; and assign document version numbers to help you keep track ofrevisions. These are just a few of the ways that you can work more quickly and easilywith Documentum.


Introduction

What is a Docbase?A Docbase is a secure repository for storing files. Each Docbase provides security,services, and tools for sharing content among different users. Each Docbase providesautomated processes that control the lifecycles of files and the delivery of files to theright user or location at the right time. Automated processes allow users to contributeto file processing regardless of their technical skill levels.

Your organization might use several Docbases. When you log in, you choose whichDocbases to log into. Once logged in, you can switch Docbases without having to exitthe application.

Each Docbase stores two kinds of information for each file:

• Content, which is the text, graphics, sound, or video that makes up the document.

• Properties, which are descriptive characteristics about the file, such as creation date,author, version number, and other information. Documentum automatically entersthe values for some properties when you create an object, while for other propertiesyou enter the values yourself. Property values can only be set and edited by theobject's creator or a user with high enough security settings.

The highest level of organization in a Docbase is a node. You access different functionsthrough the different nodes.

The highest level of file storage in a Docbase is a cabinet. Each cabinet contains a folderstructure for storing that cabinet's files. Files can also be stored directly in the cabinet. Ifyou have the appropriate user privilege level, you can create cabinets.

In each Docbase you use, you have a home cabinet with your name on it. Only youcan see or access your home cabinet. Your home cabinet is where you store personaldocuments, folders and other objects.

Note: Do not change the name of your home cabinet unless absolutely necessary. If youchange the name of your home cabinet, inform your system administrator so that theadministrator can specify the new name for the cabinet. This can affect customizations.

Several Docbases can be grouped into a federation. A federation is a way of configuringa group of Docbases to simplify administration.

In each Docbase, you have an Inbox. Your Inbox displays the tasks and notifications sentto you. Tasks and notifications can include attached files. In a Docbase federation, youhave one Inbox for the whole federation.

When you want to modify a file, you check out the file from the Docbase. This locks thefile so that only you can modify it. Other users can view the file, but they cannot makechanges to it. When you complete your work, you check in the file. Your changes aresaved to the Docbase and the file is no longer locked. When another user accesses thefile, the file contains the changes you made.

When you check in a document, the system gives it a version number and a version label.The system increments version numbers automatically, starting with 1.0 and adding oneto the number after the decimal point for each revision, unless you specify otherwise.When checking in a file, you can choose not to increment, which keeps the same versionnumber and overwrites the existing version.


Introduction

Docbases are object-oriented. Every item in a Docbase — every cabinet, folder, file,workflow, etc. — is stored as a Docbase object. Every object belongs to a defined objecttype. Documents, for example, typically have an object type of dm_document. The objecttype determines what types of properties are associated with the object. All object typesare organized into a hierarchy — with some object types being subtypes of others. Yourorganization can add custom object types.

What is a Checkout Directory?The checkout directory is the location on your computer for storing Docbase files. Whenyou check out a Docbase file, the file is copied to your checkout directory. Once youhave the file checked out, you can open and close it directly from the checkout directory,whether or not you are connected to the Docbase. When you are ready to save yourchanges to the Docbase, you check the file back in.

What is a Lifecycle?Each document in the Docbase has a lifecycle that consists of the different statesthe document goes through between creation and expiration. When you create adocument, the system automatically assigns the document the lifecycle designated bythe document's template and puts the document into the first state in that lifecycle.A document advances through its different lifecycle states through either manual orautomatic promotions.

When Documentum applies a lifecycle to a document, an alias set is also associated withthe document and the lifecycle. The alias set defines which Docbase users can review,promote, or demote the document. Alias sets can also specify permission sets that applyto the document and the Docbases where the document can be located.

Typically, a lifecycle is incorporated into a workflow, and you are alerted to your role in adocument's lifecycle when a workflow task appears in your Inbox.

What is a Workflow?A workflow is a process that electronically passes files and instructions from user to user.For example, an employee might initiate a travel expense report; another employeemight review it and return it for revision; and a third employee might approve it, afterwhich it enters an archive. A workflow automates the process, ensuring that the rightdocuments go to the right people for the right tasks in the right order.

When you start a workflow, you choose the workflow template that includes the tasksequence you want to initiate. Some workflow templates specify which users receiveeach tasks; others allow you to select the users for certain tasks. When you start aworkflow, you can attach files you want users to view or reference.


Introduction

Workflow can include automatic tasks, which are performed by the system. For example,an automatic task might promote a file to a new lifecycle state once it has been approvedby a reviewer.

What is an Inbox?Your Inbox contains the tasks and notifications sent to you. Tasks are electronicassignments sent to you as part of a workflow. When you receive a task, you choosewhether to accept and perform it, or reject it. When you complete a task, you forward it.The workflow notifies the next user in sequence. Tasks can include attached files.

Notifications are messages letting you know when a specific action has occurred on a file.You choose to be notified about events for a file by selecting the appropriate notificationoption in the file's properties. For example, if you want to be notified every time a certaindocument is checked in, you select “checkin” as an event notification.

What are Links, Shortcuts, and Replicas?You can link a Docbase file to multiple locations in a Docbase, meaning you can accessthe file from any of those locations. The file is considered to exist in each of thoselocations. If you check out the file in one location, it is checked out in all locations. Whenyou make a change to the file in one location, it is changed in all locations.

You can create shortcuts to Docbase items on your computer, on your network, orin emails.

Your administrator can create read-only replicas of files, which are copies in remoteDocbases. Replication enables you to use remote Docbases to access information from alocal Docbase. For example, if you have two sales offices, one in California and one inGermany, that share the same information, you want both offices to be able to quicklyaccess the information they need. For each office to access information quickly theinformation source must be local to each. Replicas are periodically copied from thesource Docbase to a target Docbase or Docbases.

What is a Permission Set?Your access to the folders, documents and other items in a Docbase is determined by thepermission sets that are assigned to those folders, documents and other items. Each itemin the Docbase has an associated permission set, determining who can access the itemand what actions the each user with access can perform.

A permission set lists the users and user groups who have access and lists the levelof access each user and user group has.

A user or group listed in a permission set is assigned one of seven access levels. Eachaccess level includes all the permissions of the preceding levels:


Introduction

• None: No access to the item.

• Browse: Users can view the item's properties (but not its content).

• Read: Users can view the item's content.

• Relate: Users can annotate the item.

• Version: Users can modify and check in new versions of the item.

• Write: Users can modify and check in the item as the same version.

• Delete: Users can delete items.

Lifecycle States Specific to Web PublisherWhen you create a document, Web Publisher automatically assigns the document thelifecycle designated by the document's template and puts the document into the first statein that lifecycle. A document advances through its lifecycle states through either manualor automatic promotions. Web Publisher's default lifecycle has the following states:

• Start

When content is newly created or newly versioned, Web Publisher places it in theStart state, for initialization purposes, and then immediately promotes it to theWIP state.

• WIP (Work In Progress)

Content in draft or review.

• Staging

Content that is complete and ready for testing on a staging Web site. By default, WebPublisher does not allow you to modify a file's content, location or properties if thefile has advanced to the Staging state or beyond.

• Approved

Content that is approved for the active Web site but has not yet reached itspublication date (i.e., effective date).

• Active

Content that is on the active Web site.

How Web Publisher Creates Web PagesWeb Publisher separates the design of Web pages and Web sites from the creation of thetheir content. The separation allows your organization to share content among differentsites, and share page designs among different content.

Developers design templates and other files that determine the layout of Web pages andthe structure of Web sites. Developers configure Web Publisher to determine where newcontent is placed on a Web site and when and how files are published to it. Developerscan configure Web Publisher to render files to new formats and to regenerate existingWeb pages when a template or stylesheet is updated.


Introduction

Authors determine the content published on the pre-designed Web pages. To create anew Web page, an author selects a template and then enters the required content. Toedit an existing Web page, an author can select the page directly or select the content fileused to create that page.

Web Publisher automates the delivery of content to the Web through lifecycles andworkflows.

Applications Used to Create Web PagesAuthors and developers can create and edit content and other files through a variety ofinternal and external applications and methods. Web Publisher offers the following:

• Integration with external applications

An external editing application is a third-party application that integrates with WebPublisher. In some cases, external applications are integrated with Documentum 5'sXML functionality, which allows you to interact directly with a Docbase through theapplication. Such integrations require Documentum Desktop on client workstations.You can create custom integrations for other third-party XML authoring tools usingthe API provided by DFC.

• In-context editing

In-context editing functionality lets authors locate files by navigating the live,staging, or in-progress version of the site. When authors find the files they arelooking for, they can edit them directly. Authors can also add new Web pages.In-context editing is available only for published Web sites and must be enabled byan administrator or developer. In-context editing is enabled per Web site and isaccessed via the In-Context Editing node.

• Web Publisher Editor

This authoring tool lets users create and edit XML- or HTML-based content withouthaving to understand XML or HTML. Web Publisher Editor does not display theentire XML or HTML file but instead displays only the content inside certain,specified elements. The content is displayed in editable fields. An associated WebPublisher Editor rules file—called an Editor rules file—determines which elements'contents are shown and how each element's content is displayed.

• eWebEditPro

Ektron Inc.'s eWebEditPro HTML piece is a WYSIWYG editor that lets you create andedit HTML-based content while viewing it as it appears on the Web site. Users canalso view the HTML source-code. Ektron's eWebEditPro XML piece is a WYSIWYGauthoring tool that lets users create and edit XML-based content such as contenttemplates and stylesheets without having to understand XML. If your company hasinstalled eWebEditPro, you can set eWebEditPro as your default HTML editor orXML authoring tool, or continue to use Web Publisher Editor.

• Rules Editor

This gives users a graphical interface for creating and modifying Editor rules files,which are XML files that define how Web Publisher Editor displays content. TheRules Editor lets developers create Editor rules files without having to work directly


Introduction

with the XML. If you prefer to use a text editor, Web Publisher provides a separateRules File Wizard to guide you in creating rules.

How Web Publisher Publishes Content to theWeb

Publishing copies a Web page from a Docbase to a Web server. Web Publisher usesDocumentum Site Caching Services (SCS) to publish Web pages. SCS chooses whichcontent to publish and to what location according to the parameters in a publishingconfiguration. Administrators and developers create publishing configurations usingDocumentum Administrator.

SCS chooses when to publish according to the interval designated in a publishing job.When a user creates a publishing configuration, SCS automatically creates a publishingjob. A job is a Documentum object that runs a specific method at specified intervals. TheSCS publishing job regularly runs a method that initiates the publishing operation.Through Documentum Administrator, users can modify the job's interval or run thejob manually.

Web Publisher can be configured to automatically initiate the SCS publishing job when aWeb page is approved and reaches its effective date. The effective date is the day a fileis to be published to the live Web site. If a file is published to more than one site, youcan set different effective dates for the file for each site. Users can manually initiatethe publishing job for one or more files by using the Publish command in the WebPublisher Classic view.

During creation of content, Web Publisher automatically publishes the content toinhouse Web servers so users can preview how the content appears on the Web. Userspreview content using Web Publisher's preview command or using the appropriateURL for an internal site.

Web Publisher automatically removes content from a Web site when the content meetsits expiration date.

You can use publishing configurations to create a Web site once and publish it in multipleformats and languages to multiple Web servers. For example, you can configure WebPublisher to render a site to HTML for browser users and then render the same site toWML for wireless users. If you enable globalization functionality, you can translate thesite to multiple languages. You use the publishing configuration to set parameters topublish certain renditions and languages to certain servers.

For example, you could publish the same site's content to all of the following:

• An English-language, HTML-based Web site

• An English-language, WML-based site for wireless users

• A French-language, HTML-based site for France

• A French-language, WML-based site for wireless users in France

• A French-Canadian HTML-based site

• A French-Canadian WML-based site for wireless users


Introduction

How Files are Named in Web PublisherFiles in Web Publisher have two names:

• File name

The file name identifies the file on the Web and therefore must use charactersallowed on the Web. For a list of characters, see File Names on the Web, page 23.The file name is required.

• Descriptive name

The descriptive name appears only in Web Publisher and gives you a way to morefully describe a file. The descriptive name is optional. If a file has no descriptivename, Web Publisher identifies the file everywhere by using the file name.

See also File Names on the Web, page 23.

File Names on the Web

If a file or folder is to be pushed to a Web site, it must use Web-safe characters (charactersthat can appear in a Web URL). Any character with an ASCII code greater than 127 isnot a Web-safe character.

The following are Web-safe characters:ABCDEFGHIJKLMNOPQRSTUVWXYZ

abcdefghijklmnopqrstuvwxyz

0123456789

$ - _ . + & @! ( ) ,

Using Web Publisher and eWebEditProEktron's eWebEditPro application contains an HTML editor, and an XML authoring tool.

Ektron Inc.'s eWebEditPro HTML piece is a WYSIWYG editor that lets you createand edit HTML-based content while viewing it as it appears on the Web site. Theintegration between Web Publisher and eWebEditPro facilitates creation and editing ofWeb Publisher content by enabling you to create text, add images, and add hyperlinks.You can also view the HTML source-code. Ektron's eWebEditPro XML piece is aWYSIWYG authoring tool that lets users create and edit XML-based content such ascontent templates and stylesheets without having to understand XML. If your companyhas installed eWebEditPro, you can set eWebEditPro as your default HTML editor orXML authoring tool.

For information on the integration between Web Publisher and eWebEditPro refer to WebPublisher Administration Guide.

For information on using eWebEditPro refer to the eWebEditPro user guide which can befound at http://www.ektron.com/software/released/ewebeditproxml/v41/userguide.pdf.


http://www.ektron.com/software/released/ewebeditproxml/v41/userguide.pdf

Introduction

Using Web Publisher and iMarkupiMarkup is a Web-based plug-in tool that lets you attach annotations and free-formdrawings to a Web page in Web view. You can create comments or diagrams onWeb-based content to communicate any required or recommended changes to acontent author. If the iMarkup integration has been installed then the iMarkup clientcomponents, menu bar, tree pane and online Help, are available for use in Web view.The menu bar contains an Organizer that displays user nodes, the currently logged inuser, and any users who have attached annotations to the opened Docbase object. Undereach user node will be displayed user created annotations or drawings. The tree panecontains options for creating notes, highlights, and drawings within a Web page, and alink to the iMarkup online Help. iMarkup documentation is provided by iMarkup notby Documentum.

For information on the integration between Web Publisher and iMarkup refer to WebPublisher Administration Guide.

For information on using iMarkup refer to the iMarkup documentation. If you havecorrectly installed the iMarkup plug-in you can access the iMakup online Help byright-clicking on the Web page and choosing the iMarkup Help option. You canalso access an iMarkup annotation plug-in user guide from the iMarkup Web site athttp://imarkup.com/docs/.


http://imarkup.com/docs/

Chapter 2

Using the Web Publisher Interface

This chapter describes how to use the Web Publisher interface to locate items, perform actions, and setpreferences. This chapter describes following:

• Logging In and Logging Out, page 25

• Navigating the Interface, page 30

• Viewing Lists, page 36

• Docbase Nodes, page 39

• Locating Items, page 42

Note: To locate items on a Web site (which uses the in-context editing functionality), see Chapter4, Using In-Context Editing.

• Using Shortcuts, page 49

• Subscribing to Items, page 50

• Setting Your Preferences, page 51

• Viewing Product Information, page 52

• Configuring Clients to Open Web Files in Authoring Applications, page 52

• Configuring your Browser for Media Players, page 53

Logging In and Logging OutThis section describes the following:

• Logging In, page 25

• Logging Out, page 26

• Changing Your Password, page 27

• Using the Additional Accessibility Options, page 27

Logging In

To log in, you must have the following information. If you do not have the information,ask your administrator:

• Web Publisher login URL



• Name of the Docbase you are logging into

• Your user name and password for the Docbase

• If applicable: the Windows NT domain name for the Docbase

• If applicable: the language version of the application that you are runningTo log in:

1. In your Web browser, type in your organization's Web Publisher URL. You type theURL in the Address field for Internet Explorer or in the Location field for Netscape.

The Login page appears.

Figure 2–1. Login page

2. In the Login Name field, type your user name for that Docbase. User names arecase-sensitive.

3. In the Password field, type your password. Passwords are case-sensitive.

4. In the Docbase field, select the Docbase.

5. To enter other login information, click More Options and enter or select any of thefollowing (note that if you click More Options, you must retype your password):

• Domain: A Windows NT domain name.

• Language: The language with which to use Web Publisher.

• Additional Accessibility Options. Select this to use the accessibility features.For more information on accessibility features, see Using the AdditionalAccessibility Options, page 27.

• Change Password. Click this to change your password. For more information,see Changing Your Password, page 27.

6. Click Login.

Logging Out

This procedure logs you out from Web Publisher:



To log out:

1. Do one of the following:

• In the Web Publisher banner, click Logout.

• Select File→Logout.

Changing Your Password

This procedure changes your password.

To change your password:

1. On the login page, click More Options.

2. Click Change Password.

3. In the Current Password field, type your current password.

4. In the New Password and Confirm New Password fields, type the new password. Itis good practice to use a password which consists a mixture of letters and numbers.

5. Click Change Password.

Using the Additional Accessibility Options

The accessibility mode provides an easier-to-read interface to Web Publisher by replacingmenus with full-page lists of available actions and by providing additional descriptivetext on many options. Specifically, the accessibility mode does the following:

• Added links provide more effective linear navigation. Web Publisher does notdisplay menus but instead displays links for available actions.

• All UI elements are tab enabled.

• All UI elements have ALT tags with the name and description of the element, and insome cases the state of a given interface element. If your screen reader has the optionto set which tags it reads, be sure set it to include title and ALT tags.

• Help documentation is available as an accessible HTML document.

• Classic view tables have proper tagging and layout for assistive technology.

• Java-script & Java UI elements, such as the actions menu, display filters. Importscreens are replaced with HTML alternatives.

You select whether to use the accessibility mode when logging in. If desired, you can setthe accessibility mode as your default mode in your preferences.

For general and detailed information on accessibility features in WDK-basedapplications, see Accessibility Features, page 28.

To use Web Publisher in the accessibility mode:

1. In your Web browser, type in your organization's Web Publisher URL. You type theURL in the Address field for Internet Explorer or in the Location field for Netscape.



2. In the Login Name field, type your case-sensitive user name.

3. In the Password field, type your case-sensitive password.

4. In the Docbase field, select the Docbase.

5. Click More Options.

6. Select the Additional Accessibility Options checkbox.

7. Click Login.

Accessibility Features

Documentum's WDK (Web Development Kit) platform is a Web-based application that isaccessed via an Internet browser. The following are known issues in the accessibilitymode:

• Large number of frames: In the Classic view, there can be up to 10 frames. Screenreaders with frame navigation features help in dealing with this problem.

• Drop list form control causes immediate navigation. JAWS users can useALT+up/down arrow to avoid immediate navigation.

• The Streamline view does not facilitate linear navigation. It is recommended thatyou use the Classic view if using the accessibility mode.

• Refreshing the page in the browser always returns you to the top level of your homenode. Refreshing can be used as a means of canceling unwanted navigation.

• All standard components are accessible, but components developed or modified by athird party might not be accessible if accessibility settings have not been supported.

WDK-based applications focus on document and content management. Understandingof content management principles and processes in the context of Documentum andyour organization's specific procedures are essential in order to properly use thisapplication. Training on the application might be required. Keep in mind WDK is anapplication not a Web site.

After logging in though the accessibility mode, the application loads in Classic view.The Streamline view employs a different visual metaphor and does not as readilyfacilitate accessible navigation. In testing, the tabular Classic view with its navigationtree was shown to be significantly preferred by Assistive Technology users. However,modifications to optimize accessibility exist in both views. The modifications aredescribed here, in order of frame appearance:

• Title bar

The title bar is the first frame. The first element in the frame is a quick link to thework area. Because WDK is a Web-based screen, refreshing can cause the focus tojump out of the work area back to the top of the page. This link allows you to quicklyreturn to the work area. The frame also contains a Documentum-specific searchbox, links to advanced searches, preferences, logout, and help. Documentum Helplaunches in a new browser window. The Documentum logo provides the buildversion. The toolbar and menu bar frames are minimized when accessible mode ison, as they don't facilitate linear navigation. When navigating frames using assistivetechnology, you might encounter the hidden frames as an extra navigational step



between the browser tree and work area, but the frames will appear blank. If youencounter text in these frames, you might not have accessibility settings on.

• Browser tree

The browser tree is hierarchical tree navigation, but because it appears in HTML itbehaves different from a regular Windows or Java tree control. The frame includesa link to the work area, then a link to the selected node and a link to the bottom ofthe frame. The tree then contains a list of available Docbases. Clicking the expandicon expands the node in the tree. Clicking the item name itself displays the Docbaselogin page, if you are not currently logged in to that Docbase. If you are within aDocbase, on a node and activate it, the contents of that node will load in the contentframe. Currently selected nodes also have an adjacent link to the next node.

• Work area

The work area has two main views: object list and action form. Examples of objectlists include the Inbox, Subscriptions, and My Files. Examples of action formsinclude properties, preference, checkin and import pages. Both views include pagetitles and in most cases breadcrumbs.

• Object lists

Objects lists are paginated to improve performance. The default number of items perpage is 10, but this can be changed by using the Show Items field. Most object listsare sorted by name but can be sorted by other column headers, which appear as linkswith ALT tags. When a column is sorted, a tagged arrow appears next to the column.

The next link after the column headers is Global Actions. This link loads a pagefrom which you can invoke all object-independent actions (for example, create newfolder, new user etc.). Within the list the first link on a row is the actions link. Theactions link loads a page with all available actions for that object. In order to checkout or edit the file, you must use the actions page. Clicking the name of the objectopens its contents—for a folder, the list of objects within the folder; for a file, thefile's contents in View mode only. The rows for a given object contain the mostpertinent metadata for that object and can be navigated using your screen readertable navigation. More information can be found on the object's Properties page.Most object lists have a link to the Properties page.

• Actions page

An actions page loads when you invoke the actions link. All the available actionsappear as links. Setting focus on the link and invoking it causes the action to load. Incertain cases the action is a navigation to modal page—for example, viewing a listof translations. If the navigation option is not available, use the breadcrumb linkat the top of the page.

• Action forms

The properties page is the most prevalent example of an actions form. Most containa series of tabbed pages, shown as vertical tabs. These are described as pages in thetags, so that users don't confuse them with Tab controls that they are already familiarwith. The currently selected tab has a selected tag.

Most properties pages contain a combination of edit boxes, check boxes and radiobuttons. All of these are explicitly labeled. At the bottom of all action forms arebuttons with ALT tags that allow you to perform the action, cancel, or move forward



or backward. Cancel typically brings you back to the object list you were on. Insome cases it might be necessary to refresh the page, which will return you to thenode stated in your preferences.

• Choosers

Choosers are used throughout the application to select objects, such as files, orusers. The chooser requires objects in the global list to be selected and added to theselected list.

• Message bar

This contains system messages for your current session. If an action you are trying isnot working, it might be necessary to set focus to the message bar, or to navigate tothe adjacent Status Bar frame. The first element lets you view all messages for a givensession. This frame also lets you switch between the Classic and Streamline views.

Navigating the InterfaceThis section describes the interface and how you access commands. This sectiondescribes the following:

• Streamline and Classic Views, page 30

• Banner, page 32

• Messages, page 32

• Jobs Status Button (Task Status Button), page 33

• Changing Docbases, page 34

• Performing Actions, page 34

• Using the Breadcrumb, page 35

• Showing and Hiding Fields, page 36

Streamline and Classic Views

There are two different views:

• Streamline View

Gives access to most commonly used functions. In the Streamline view, you processitems one item at a time.



Figure 2–2. Streamline view

• Classic View

Gives you access to all functions. In the Classic view, you can process multiple itemsat once. Administrative functions are available through the Classic view.

Figure 2–3. Classic view

Switching Between Streamline and Classic Views

At any time you can change views, switching from Streamline to Classic or Classic toStreamline. When you switch views, Web Publisher maintains your location in theDocbase but displays that location in the different view — unless that location is notavailable from the new view. In that case, Web Publisher displays your default page.

You set your default Web Publisher page in your preferences, which you access byclicking Preferences in the Web Publisher banner.



To switch between Streamline and Classic views:

1. At the bottom of the page, click either the Streamline tab or the Classic tab.

Banner

Figure 2–4. Banner

The banner at the top of Web Publisher displays the following:

• Search

To perform a search, you type keywords in the Search field and click Go. See Usinga Simple Search, page 43.

• Advanced

Click to perform an advanced search. See Using an Advanced Search, page 44.

• Preferences

Click to access preferences. See Setting Your Preferences, page 51.

• Logout

Click to log out. See Logging Out, page 26.

• Help

Click to access online help.

•

Click to access the Web Publisher version number, DFC version, WDK build, andother information about the software you are using.

Messages

Web Publisher messages—such as success messages or error messages—are displayed inthe status bar at the bottom of the page.

Figure 2–5. Messages

If a message is longer than the status bar's display area, you can view the full messageby clicking the View All Messages button in the status bar. This opens the MessageViewer, which displays your recent messages.



Figure 2–6. Message Viewer

Note for Documentum Compliance Manager users: If you have any waiting approvalswhen you first log in, you will see the Approval Required message in the status bar.You can see exactly which documents require your approval by selecting the MessageViewer or by clicking the My Approvals node.

Jobs Status Button (Task Status Button)

Depending on the WDK-based application you are using, the status bar displays theView Jobs button or Task Status button. The button opens a task viewer that displaysthe status of background jobs.

For example, demoting a file might be performed asynchronously in the background. Tofind out if the job has completed, you click the button.

The button appears “dirty” if you have unread status messages reported by anasynchronous task.

An animated image appears next to the button if there is an ongoing asynchronous task.

Figure 2–7. Example of the job status viewer



Figure 2–8. Example of the task status viewer

To update job status, click Refresh.

Changing Docbases

The name of the Docbase you are in is displayed in one of two places, depending onwhether you are using the Streamline or Classic view. Your organization might havemore than one Docbase. If so you can access any Docbase for which you have a username and password. When you select a different Docbase, you are prompted to typeyour user name and password.

• Streamline view:

The name of the Docbase appears in the Docbases drop-down list in the upperright corner of the page. To view a different Docbase, select the Docbase from theDocbases drop-down list.

• Classic view:

The left-hand pane displays the available Docbases. Each Docbase is designated bythe Docbase icon:

To log into a different Docbase than the one you are in, click the name of the Docbaseyou want to log into.

Performing Actions

Streamline View: You perform actions on one item at a time. You access actions inthe following places:



• Actions that apply to the location you are in appear as hyperlinks above the list ofitems. An action is available if it appears as an underlined hyperlink. If the action isnot underlined, it is not available.

• Actions that apply to a particular item on the page appear as hyperlinks on thatitem's line. An action is available if it is underlined. The most commonly usedactions appear right on the line item. Other actions must be accessed through theMore link, which opens a menu of available actions. In the accessibility mode, theMore link is replaced by the Actions link.

Classic View: You can perform actions on several items at once. To perform an action onone or more items, you select the checkboxes for the items, then select the action. In theClassic view, you access actions in the following places:

• The more commonly used actions appear as buttons in the toolbar at the top ofthe page.

• All available actions appear in the menus just below the toolbar. These includeboth actions that apply to the location and actions that apply to particular items.Actions are available if they are highlighted. If an action is not highlighted but isinstead dimmed, that action is not available.

If you are using the accessibility mode, Web Publisher does not display menus butinstead displays the Global Actions and Actions hyperlinks that lead to full-pagelists of available actions. In this guide, where a procedure indicates that you shouldselect a menu, you should instead select the appropriate accessibility-mode link.

Using the Breadcrumb

As you navigate directories or perform actions, Web Publisher displays a breadcrumbtelling you the path to the location you are viewing or telling you the action you areaccessing. In a breadcrumb path, you can click any folder in the path to return to thatlocation.

Figure 2–9. Breadcrumb



Showing and Hiding Fields

Users with administrative privileges can sometimes display additional fields on a page.If a page displays the [+] Show Options link, or the [+] Show More link you can selectthe link to show additional properties or options. To see the complete list of propertiesassociated with the object type you can select the Show All Properties checkbox. Thedisplayed properties are Read-Only and will vary, depending on the object type of thesource document. For a complete explanation of each property, see the description of theobject type in the Content Server Object Reference Manual.

To hide additional fields or options, select [-] Hide Options or [-] Hide More link.

Viewing ListsThis section describes the following.

• Thumbnails Used as Visual Cues, page 36

• Filtering Items in a List, page 36

• Sorting Items in a List, page 37

• Locating Items by Typing Characters or a Path, page 38

• Choosing the Number of Items Displayed on a Page, page 38

• Using the View Menu, page 39

• Displaying Additional Information in a List, page 39

Thumbnails Used as Visual Cues

Thumbnails are visual cues to the type or content of a file. For an image file, a thumbnailis usually a smaller rendition of the image. For other types of files, a thumbnail is usuallya standard file-type graphic.

If configured to do so, Web Publisher creates thumbnails for new files when they arefirst created or imported into the Docbase. Note that the new thumbnail might notappear right away. Thumbnail creation is performed asynchronously, which means thethumbnail might not be immediately available.

To display thumbnails in lists:

1. While viewing a list of files, select the Thumbnails checkbox. The checkbox togglesthe thumbnail display on and off.

Filtering Items in a List

You can use filters to narrow the types of items displayed in a list.

• The Filter menu:



The Filter menu displays available filters and filter values. You can use multiplefilters at once. For example, if the Filter menu were to display a Status filter anda Locale filter, you could choose to display files that have both a Staging lifecyclestate and a French locale.

• A single-item selection menu, which is an unlabeled drop-down list that appearsin the upper right side of the page and allows you to choose to filter based on onecriteria—the type of item to be displayed. For example, in a file list, a single-itemselection menu would let you choose whether to display folders, files or both. Youcould displays folders, but not files:

Or, for example, in your Inbox you would choose whether to display tasks,notifications or both. You could choose to display only notifications:

To filter using the Filter menu:

1. Click .

2. Select a type of filter.

A submenu opens of the values you select from in order to determine what isdisplayed in the list.

3. Select a value.

The list displays only those items that have the selected value.

4. To select a second or third filter, repeat these steps.

To filter using a single item selection menu:

1. Select a value from the drop-down menu.

The list displays only those items that have the selected value.

Sorting Items in a List

When you sort items in a list, Web Publisher sorts the items in descending order.

To sort items in a list:


• In the Streamline view, sort by clicking one of the properties in the Sort by area:

• In the Classic view, sort by clicking a column heading:

Note: To sort by lock owner (i.e., by who has the file checked out), clickin the column headings row.



2. To reverse the sort order, select the property or column heading a second time.

Locating Items by Typing Characters or a Path

If the Starts with field (shown below) appears at the top of a list or directory and lets youfind an item in the directory by typing a character string or a path.

The Starts with field searches the complete listing of the container you are currently in.This topic includes two procedures: one for items and the other for locations.

To locate an item using the Starts With field:

1. In the Starts with field, type the first few letters of the item name.

2. Click Go.

To find a location using the Starts With field:

1. In the Starts with field, type all of the path or the start of the path. Use the followingsyntax:

/cabinet_name/folder_path/folder_path/

For example, if you want to jump to a folder named “xyz_folder” at the top level of acabinet named “abc_cabinet,” you would type the following:

2. Click Go.

Choosing the Number of Items Displayed on a Page

Pagination allows you to display a maximum number of items per page. Additionalitems carry over to the next page. You choose the number of items to display per page inthe Show items drop-down list:

When you view a list of items, Web Publisher tells you how many items are in the listand how many pages the list covers. Web Publisher also tells you which set of itemsand which page are displayed.

For example, if this appears:



then you are viewing items 1 to 10 in a 17-item list, and you are viewing the first pageof a two-page list.

To move forward or backward one page at a time through the sequence, click the singlearrows:

or

To go to the first or last page in the list, click the double arrows:

or

To go to a specific page number, type the page number in the text field and press Enter.

Note: How the icons appear depend on the theme you have set in your preferences.

Using the View Menu

When viewing a list of items, you can access related items (versions, renditions,translations, etc.) using the Classic view's View menu or the Streamline view'sMore→View menu.

Note: The View menus are not used to open a file in read-only mode. To open a file inread-only mode, you click the file's filename.

Displaying Additional Information in a List

If you are using the Classic view, you can choose to display certain additionalinformation about the items in a list. For example, if you are viewing a list of files, youcan choose to display each file's location underneath each file name. You do so using thePage View option.

To display additional information:

1. In the Classic view, select View→Page View.

2. From the list of options, select the type of information you want to display. Forexample, selecting Standard displays default types of information.

Docbase NodesThe top level of a Docbase is comprised of different nodes, each of which provides accessto specific items and actions. To open a node, you click the node.

In the Streamline view, Docbase nodes appear as tabs.

Figure 2–10. Tabs in the Streamline view



In the Classic view, Docbase nodes appear in the left-hand navigation tree.

Figure 2–11. Left pane in the Classic view

The following list describes the Web Publisher nodes:

• Inbox

Your Inbox displays the tasks and notifications that have been sent to you.

• My Files

This tab gives you quick access to files you have recently created, edited or checkedout. When you access a file through this tab, you are accessing the file from itsoriginal location in the Docbase. Editing or deleting a file from My Files edits ordeletes the file from its original location in the Docbase.

• Subscriptions

These are files and folders you want quick access to. These are your “Favorites.”

• Categories

This is an alternate way to group files than the way they are organized in theDocbase's cabinets. For example, a cabinet might organize files according tohow they are structured on a Web site, while the Categories node might offer analternative organizational structure that groups files according to which Web authorsaccess them.

• Cabinets



These are the highest level of organization within a Docbase. Cabinets hold foldersand files. The Cabinets node displays all available Docbase cabinets.

• Home Cabinet

Your home cabinet is where you store personal documents and folders. Every userhas a home cabinet by default. Only you can see or access your home cabinet.

• In-Context Editing

This node gives access to the Web sites that are enabled for direct “in-context”editing. Web Publisher's in-context editing functionality lets authors navigate a Website directly in order to create and edit the content on that Web site.

• Web Cabinets

Web cabinets contain your organization's Web sites. It is within Web cabinets thatauthors and developers create the Web sites that are published to Web servers. WebPublisher files are stored in Web cabinets, while non-Web Publisher files are stored innon-Web Publisher cabinets. If you copy or move a non-Web Publisher file into aWeb cabinet, you are prompted to provide a Web Publisher lifecycle and navigationpath for the file.

Note that Web cabinets are also visible in the Cabinets node, which displays allavailable Docbase cabinets.

• Site Manager (Classic view only)

This node contains the templates and configuration files that are available to Websites. This node contains the following:

— Templates

This stores the templates that are used to create content for the Web. You storetemplates in category folders that you create here. A template's location heredetermines the Categories-node location of files created from the template.

Note that you cannot import items into the root level of Templates. You mustimport into a category folder.

— Presentations

This stores Editor presentation files (XSL stylesheets applied to content authoredin Web Publisher Editor) and external application presentation files (HTML filesthat frame HTML content or XSLT files).

— Rules

This stores Editor rules files, which determine what content is editable throughWeb Publisher Editor.

— Previews

This stores the thumbnails used to preview templates.

— Configurations

This gives access to foldermaps and to globalization settings.

— Instructions

This stores instruction files that are used when you update the structure of XMLcontent files. When you modify the XML in a template, you can update the XML



content files created from that template. The update occurs according to thespecifications in an instruction file.

— Change Sets

This stores change sets, which are the containers used to package files togetherbefore routing them through a workflow.

• Administration (Classic view only)

This node gives access to system settings and administrative functions. This nodecontains the following:

— User Management

This gives access to user profiles, user groups, and user roles.

— Security

This gives access to permission sets.

— Web Publisher Admin

This gives access to the following:

— System settings

— Reports

— Alerts

— Workflow templates

— Relationships

Locating ItemsThis section describes the following:

• Locating Recently Used Files, page 42

• Accessing the Files You Currently Have Checked Out, page 43

• Searching for Items, page 43

• Viewing Locations, page 46

• Using a Selection Page, page 46

• Locating Items By Navigating Directories, page 47

Locating Recently Used Files

To view files you have recently used, click the My Files node, which displays files youhave recently created, edited or checked out.

When you open or view a file in through My Files, Web Publisher accesses the file fromits original Docbase location.



To access recently used items:


• In the Streamline view, click the My Files tab.

• In the Classic view, click the My Files node.

Note: If the expected items don't appear, see Viewing Lists, page 36.

Accessing the Files You Currently Have Checked Out

The My Files node displays both the files that you currently have checked out as wellas files that you've recently checked out and checked back in. The files checked out inyour name are designated by the key icon:

To isolate the files you currently have checked out:

1. Sort the My Files list according to the Checked Out By criterion. Do one of thefollowing:

• In the Streamline view, click in the Sort by area.

• In the Classic view, click in the column headings row.

Note: If the expected items don't appear, see Viewing Lists, page 36.

Searching for Items

This section describes the following:

• Using a Simple Search, page 43

• Using an Advanced Search, page 44

• Finding Hidden Objects, page 45

• Saving a Search, page 45

• Running a Saved Search, page 46

Using a Simple Search

A simple search matches your search words against indexed text and the propertieslisted here. Your system might be set up to search additional properties as well. You cantype spaces or commas to separate text. A simple search looks for all separated text usingverity queries (for example, AND or OR). A simple search searches the entire Docbase.

A simple search matches your search words against the following:

• File name

• Descriptive name



• Category

• AuthorTo perform a simple search:

1. In the Search field at the top of the page, type the text you want to search on. Toseparate text, you can type either a space or a comma. Web Publisher searches forseparated text using verity queries.

2. Click Go.

The search results appear.

3. To save the search, see Saving a Search, page 45.

Using an Advanced Search

The checkboxes on the Advanced Search page expand when selected, to provide moresearch criteria. For example, selecting the Properties checkbox displays fields forsearching based on name and other properties.

To perform an advanced search:

1. In the banner at the top of the page, click Advanced.

2. Select the General tab.

3. In the Search for field, select the type of Docbase item you want to search for.Selecting Object lets you search all Docbase items.

4. To select a specific location within which to search, do one of the following in theLook in field:

• To select the location by browsing, click Browse. Then browse to the location inthe selection page. (For details on using a selection page, see Using a SelectionPage, page 46.)

• To type the location, use the following syntax. You can type multiple paths byseparating them with semicolons, as shown:

/cabinet_name_1/folder_path_1;/cabinet_name_2/folder_path_2;/cabinet_name_3/folder_path_3

5. Select the checkboxes for the types of criteria you want to search for. You can selectmultiple checkboxes. When you select a checkbox, fields appear for you to enter thevalues to search for. Enter values as follows:

• Full Text: If this option is available, the search selects a file if it contains yoursearch words in the text of the file. To search for words only that match the caseyou typed, check Match case. When you perform a full-text search, the searchretrieves all documents that include the text string. Only documents that arefull-text indexed are included in the search results. Administrators choose whichdocuments are enabled for full-text indexing.

Note that if you check Full Text Indexing when creating or importing a file,there might be a time delay of up to five minutes for the full text indexing toshow up in searches.



• Properties: Searches based on one or more file properties. To search on aproperty value, select a property from the first drop-down list. In the seconddrop-down list, select an operator, which determines the relationship to yoursearch value. (For example, to find all files written by John Brown, you couldspecify the Authors property is “John Brown”, or contains “Brown”, or starts with“John”. ) In the remaining fields, enter your search values.

To search on additional properties, click Add Property and repeat theseinstructions. To remove a property from the search criteria, click Removeadjacent to the property you want to remove.

• Date: Searches by the date a file was created or modified. In the first drop-downlist, select whether to search by modify date or creation date. Select the radiobutton for the time period you want to set, and then enter the values for thattime period.

• Size: Searches by file size. Select the search criteria and then type the size value.

• Advanced options: Lets you find hidden objects or all versions. To find hiddenobjects, select Find hidden objects. Hidden objects are only visible to users withRead or Write permissions for the object. The search displays only the objects youhave permission to view. To find all versions of a file, select Find all versions.

6. If the Advanced Search provides additional parameters by which to narrow yoursearch, select them as desired.

7. When all your criteria is set, click Search.

The search results appear.

Finding Hidden Objects

To find hidden objects or to show all objects, you perform an advanced search. SeeUsing an Advanced Search, page 44.

Saving a Search

After performing a search, you can save the search to run again later. You save a searchfrom the Search Results page.

To save a search:

1. In the Search Results page, click Save Search.

2. Type a name for the search.

3. Click Save Search.



Running a Saved Search

This procedure describes how to rerun a search that you have previously saved. Whenyou rerun the search, the search uses the same parameters but returns updated results.

To run a saved search:

1. In the banner at the top of the page, click Advanced.

2. Select the Saved Searches tab.

3. From the pull-down menu, select either My Searches or All Searches.

4. Select the search you want to run.

Your search commences based on the criteria defined in the saved search.

Viewing Locations

You can view a list of the locations to which an item in the Docbase is linked. Forexample, if a template is linked to several folders to provide different user groups easyaccess to the template, you can view a list of the folders that contain the linked template.

To view locations:

1. Navigate to the item.


• In the Streamline view, click More→View→Locations.

• In the Classic view, select the checkboxes for one or more items. SelectView→Locations.

Using a Selection Page

Sometimes, during a procedure, a selection page prompts to select an item from theDocbase. For example, the following figure shows a selection page for choosing thepermission set to assign to a new document.



Figure 2–12. Example Selection Page

When a selection page appears, you perform the steps listed below.

To choose items using a selection page:

1. If tabs for different Docbase nodes appear, then click the node you want to browse.Note that the All tab lets you browse the entire Docbase.

2. In the Name list on the left side of the page, navigate to the desired item.

3. When you locate the item, select the item's checkbox. If allowed, you can selectmultiple items.

4. Click Add.

The item or items display in the selection area on the right side of the page.

5. To select another item, repeat Step 3 and Step 4.

6. To remove an item from the selection area on the right side of the page, select theitem's checkbox and click Remove.

7. When you are done adding items to the selection area, click OK.

Locating Items By Navigating Directories

This topic includes procedures for navigating via the Streamline view and Classic view.The procedures apply to navigating cabinets, categories and other directory structures inthe Docbase.



To navigate the Docbase via the Streamline view:

1. Click the tab corresponding to the Docbase node that you want to navigate through.(For example, to navigate the Categories node, click the Categories tab.)

Web Publisher displays the next level in the directory structure.

2. To open a location in the directory structure (such as a folder), click the location. Youcan continue “drilling down” through the directory structure by continuing to clickfolders until you find the item you are looking for.

3. To go back to a higher level in the directory structure, do one of the following:

• In the “breadcrumb” path at the top of the page, click the directory locationyou want to go to.

• To go to the top level of a node, click the node.

Note: For details on viewing items in lists, see Viewing Lists, page 36.

To navigate a Docbase via the Classic view:In the Classic view, the left pane displays a directory tree, showing you the Docbase'sdirectory structure.

The right pane displays the contents of whatever item is selected in the left pane.

1. To expand an item in the left pane, click its plus sign:

The item expands in the left pane to display the next level of folders and nodescontained within it.

Note the following:

• When you click the plus sign, the display in the right pane does not change. Tochange the display in the right pane, you must click the item itself.

• If a folder contains more than 50 subfolders, it does not immediately expandwhen you click the plus sign. Displaying large numbers of subfolders in the leftpane might slow down performance, so Web Publisher lets you choose whetherto display all the subfolders. Instead of displaying the subfolders, Web Publisherdisplays a number, telling you how many subfolders exist. For example, if therewere 460 subfolders, Web Publisher would display 460 folders. To display thesubfolders in the left pane, click this number.

Alternately, you can click the name of the parent folder in the left pane to displaythe list of subfolders in the right pane. If you navigate to a subfolder in the rightpane, the subfolder's name is added to the tree in the left pane, but the tree isstill not expanded. The numerical designation remains, but is changed to tellyou how many more folders exist, beyond the one shown. For example, if therewere 460 subfolders and you navigated to two of them in the right pane, WebPublisher would display those two in the left pane and would also display thelink telling you there were 458 more folders.

2. To collapse an item in the left pane, click item's minus sign:

3. To go back to a higher level in the directory, do one of the following:

• In the left pane, click the location you want to go to.

• In the “breadcrumb” path at the top of the page, click the location you wantto go to.

Note: For details on viewing items in lists, see Viewing Lists, page 36.



Using ShortcutsThis section describes the following:

• Creating Shortcuts, page 49

• Sending a Web-Link, page 49

• Opening a Shortcut, page 50

Creating Shortcuts

You can create shortcuts on your computer that link to items in a Docbase. You cancreate the shortcuts on your local file system or in email messages. You do so usingthe shortcut icon:

To create a shortcut:


2. If the icon does not appear next to the item, navigate to the item's properties.

(Click to display properties.)

3. Drag the icon to the location where you want to create the shortcut. For example,drag the icon to a folder on your computer or to an open email.

Sending a Web-Link

A Web-link is a hyperlink that you can send to another Docbase user and that opens adocument in the Docbase. You send Web-links via email. Web-links appear as hyperlinksin an email message. When a user clicks a Web-link, Web Publisher opens the documentfrom the Docbase. If you are using the Classic view, you can send multiple Web-linksin the same email.

You can send Web-links only to users who have access to the Docbase and haveRead-level permissions or higher for the document.

To send a Web link:

1. Locate the file or files for which you want to send a Web-link.


• In the Streamline view, click More on the line for the file you want to send.Select File→Email as Web-Link.

• In the Classic view, check one or more files' checkboxes. Select File→Email asWeb-Link.



3. You email application opens a new email message. The new email contains theWeb-link or Web-links. Enter the recipient's email address and any other informationyou want to add. Send the email in the usual way you send emails.

Opening a Shortcut

If you receive an email that contains a link to a Docbase file, you can open the file if youhave access to the Docbase and have at least Read-level permission on the file.

To open a link that you have received via email:

1. Click the link.

2. If you are not logged into the Docbase, Web Publisher prompts you to do so. Enteryour log-in information and click Login.

3. If prompted, select whether to View or Edit the document by clicking the appropriatebutton. Selecting View opens the document in read-only mode.

4. If prompted, select the application in which to open the document.

Subscribing to ItemsTo have quick access to a cabinet, folder, or file, you can subscribe to the cabinet, folder,or file. The item then appears in your Subscriptions node. Instead of navigating throughthe Docbase to find the item, you access it quickly through Subscriptions.

When you open or view an item through Subscriptions, the item is retrieved from itsoriginal Docbase location.

To access your subscriptions:


• In the Streamline view, select the Subscriptions tab.

• In the Classic view, select the Subscriptions node.

To subscribe to an item:

1. Navigate to the items.


• In the Streamline view, to subscribe to a cabinet or folder, click Subscribe.

• In the Streamline view, to subscribe to a file, click More→Tools→Subscribe.

• In the Classic view, select the checkboxes for one or more items. SelectTools→Subscribe. If the Subscribe option is not available, then you havealready subscribed to that item.

Note that you can also subscribe to an item during creation by clicking the Subscribeto items checkbox when entering the item's name and other properties.



To unsubscribe:



• In the Streamline view, to unsubscribe from a cabinet or folder, click Unsubscribe.

• In the Streamline view, to unsubscribe from a file, clickMore→Tools→Unsubscribe.

• In the Classic view, select the checkboxes for one or more items. SelectTools→Unsubscribe.

Setting Your PreferencesPreferences determine your personal Web Publisher settings when accessing WebPublisher from a given machine.

When you set your preferences, they are stored in a cookie on the machine from whichyou accessed Web Publisher. If you delete the cookie, you loose the preference settings.

Preferences are specific to the machine you are using. If you use another machine, yourpreferences for that machine might be different, as they are stored in a cookie on thatmachine.

To set preferences:

1. In the Web Publisher banner, click Preferences.

2. In the General tab, set the following:

• Start up option: Select the default view displayed when you log in to WebPublisher.

• Section to start in: Selects the Web Publisher page that displays when you login. For example, if you set this to Subscriptions, your subscriptions open firstwhen you log in.

• Theme: Selects the set of colors, patterns and fonts used in your Web Publisherdisplay.

• Workflow Tasks: You can make yourself unavailable to receive workflowtasks and designate another user to receive your tasks for you while you'reunavailable. That user receives your tasks until you deselect this checkbox. Tomake yourself unavailable, select I am currently unavailable. Please direct mytasks to:. Then click edit. In the selection page, choose the user.

• Additional Accessibility Options (if available): Sets pop-up text and navigationshortcuts to appear. As you navigate Web Publisher, descriptive pop-up textappears when you hover your mouse over a button or other item on the screen.

3. In the Web Author tab, set the following:

• HTML Editor (if available). Select the default application to use when editingHTML files. For example, eWwbEditPro.

• Default locale filter. Select the default locale displayed when you view a listof files. This is required if you use Web Publisher's globalization functionality(for translated Web sites). When a file is translated into multiple languages,



the translations reside in the same Docbase folder. They are distinguished bytheir locale values.

4. In the Web Developer tab, set the following:

• Rules editor: This determines whether to modify Editor rules files using anexternal editor or Web Publisher's Web-based Rules Editor. (If you choose anexternal editor, Web Publisher provides a separate Rules File Wizard to guideyou in creating rules.)

• Temporary directory: This determines the folder used to store temporary files.Temporary files are created when you use certain utilities, like the view-sourcecommand or a differencing tool. Type the path to the folder. Do not usequotation marks. For example:

C:\Temp\Diff and View Source

• Link Check Application Path: This sets the path to a link-checking program. Ifyou use an external link-checking program, enter the path in quotation marks,followed by "%1", which is a parameter for passing the Web site URL. WebPublisher only works with link checkers that accept URL as a parameter.

• Differencing Application Path: This sets the path to a differencing tool. If youuse an external differencing tool, enter the path in quotation marks, followed by"%1" "%2", which are parameters for passing the file names.

• View Source Application Path: This sets the path to an external text editingapplication to use when viewing the source file for a Web page. Type the pathin quotation marks, followed by "%1", which is a parameter for passing filenames. For example:

"C:\Program Files\Windows NT\Accessories\Wordpad.exe" "%1"

5. To save your changes, click OK.

Viewing Product InformationUse this procedure to access the Web Publisher version number, DFC version, WDKbuild, and other information about the software you are using.

To view the version number and other product information:


• In the banner, click

• Classic view only: select File→About Web Publisher.

Configuring Clients to Open Web Files inAuthoring Applications

Web Publisher users who use Windows PCs to author Web pages must configureWindows to open HTML and XML files in authoring applications. To do so, a user must



be familiar with the Windows method for changing file type associations. This procedureis performed on each individual author's PC.

To configure Windows to open HTML and XML files in authoring applications:

1. Select Start→Settings→Control Panel.

2. From the Control Panel dialog box, select View→Options.

3. In the Options dialog box, click File Types.

4. Associate the edit action for HTML Document and XML Document file types with anapplication other than a Web browser.

Configuring your Browser for Media PlayersWeb Publisher supports a variety of rich media objects. Among these is streaming mediain the form of video and audio files. It may be necessary to configure your browser toopen the appropriate media players when you want to play a streaming media filefrom Web Publisher. The need to configure your browser depends on your operatingsystem and which browser you are using. For example, Macintosh users with Netscapebrowsers may need to configure their browser. Microsoft Internet Explorer users willprobably not have to configure their browser.

Web Publisher currently supports the following Media Players: RealNetworks RealPlayer, Microsoft Windows Media Player, and Apple QuickTime Player.

When you choose to play a streaming file, Web Publisher will detect if you have anymedia players installed. If you have the appropriate media player for the selected filetype, and the browser is configured to recognize it, Web Publisher will open the playerand start playing the selected file.

The following table details the types of streaming files and their MIME type. This willhelp you when configuring your browser.

Table 2–1. MIME types based on extension

File extension MIME type

.asf video/x-ms-asf

.asx video/x-ms-asf

.wma audio/x-ms-wma

.wax audio/x-ms-wax

.wmv video/x-ms-wmv

.wvx video/x-ms-wvx

.wm video/x-ms-wm

.wmx video/x-ms-wmx



File extension MIME type

.wmz application/x-ms-wmz

.wmd application/x-ms-wmd

For help on which players support which file formats, please see your player's help.

To configure Netscape to play streaming files in the appropriate player:

1. In Netscape under the Edit menu, select Preferences.

The Preferences dialog opens.

2. Expand the Navigator category.

3. Select Helper Applications.

The Helper Applications window appears.

4. For each MIME type, click New Type and follow the directions to configure theMIME type for its file extension and appropriate player application.


Chapter 3

Working with Cabinets, Folders, andFiles

Web Publisher stores files in Docbases. When you log into Web Publisher, you log into a specificDocbase. This chapter describes how to access, create and manage items in a Docbase.


• Creating Items in a Docbase, page 55

• Checking Out and Editing Files, page 58

• Viewing All Versions, page 65

• Viewing a File as Read Only, page 65

• Managing Properties, page 66

• Importing Items, page 68

• Exporting Items, page 69

• Deleting Items, page 70

• Using the Clipboard, page 71

• Moving Items, page 71

• Copying Items, page 72

• Linking an Item to Multiple Folders, page 73

• Comparing Files (Differencing), page 74

• Viewing How Content Displays on a Web Site, page 75

• Viewing the Source File for a Web Page, page 75

Creating Items in a DocbaseThis section describes the following:

• Creating a Cabinet, page 56

• Creating a Folder, page 56

• Creating a File, page 57

Note: To create a file using in-context editing, see Creating a Content File throughIn-Context Editing, page 79.


Working with Cabinets, Folders, and Files

Creating a Cabinet

This procedure describes how to create a new cabinet in the Docbase. Cabinets areindicated by this icon:

Note: If you are creating a cabinet within Documentum Compliance Manager your rolemust be a minimum of Document Class Owner. If you are trying to create a Web cabinetin Web Publisher refer to Creating a Web Cabinet, page 148.

To create a cabinet:

1. Navigate to the Docbase where you want to create the cabinet.


• In the Streamline view, click New Cabinet.

• In the Classic view, select File→New→Cabinet.

3. In the Create tab, enter the following:

• Name: The name of the new cabinet.

• Type: The type of cabinet.

• Enter additional information as desired.

4. In the Info tab, set properties as desired.

If the Edit link appears next to a property, you set the property's values by clickingEdit and entering values in the resulting page. You enter values by either typingthem in an Enter new value box or selecting them from a Select from list box, and bythen clicking Add. You can move a value up or down in the resulting list by selectingit and clicking Move Up or Move Down. You can remove a value by selecting it andclicking Remove. When you are done adding values, click OK.

Depending on the specific WDK-based application you are using, and dependingon your organization's setup, the See CIS Values might appear. If so, select thesuggested property values that you want to accept and then click OK. Note thatsuggested values cannot include the ~ character or the || character.

5. Depending on the WDK-based application you are using, other tabs might appear.Set information in these tabs as desired. For information on the functionality affectedby those tabs, see the topic in this guide that covers that functionality.

6. Click Finish.

Creating a Folder

You can create a folder in a cabinet, folder, or category.

To create a folder:

1. Navigate to the location in the Docbase where you want to create the new folder.




• In the Streamline view, click New Folder.

• In the Classic view, select File→New→Folder.


• Name: The name of the new folder.

• Type: The type of folder.


4. In the Info tab, set properties as desired. The properties available are determinedby your organization.




6. Click Finish.

Creating a File

This procedure describes how to create a new file in the Docbase. When you create anew file, Web Publisher creates a content object for the file in the Docbase, as well as thefile itself and the file's properties.

To create a file:

1. Navigate to the location where you want to create the new file.


• In the Streamline view, click New Document.

• In the Classic view, select File→New→Document.

3. If a selection page appears, then you must select a template for the new file. Selectthe template and click OK. For instructions on using a selection page, see Using aSelection Page, page 46.

4. In the Create tab, enter the name of the new file. Enter additional information asdesired.

5. In the Info tab (if available), set information as desired. If the Edit link appears nextto a property, you set the property's values by clicking Edit and entering values inthe resulting page. You enter values by either typing them in an Enter new valuebox or selecting them from a Select from list box, and by then clicking Add. You can



move a value up or down in the resulting list by selecting it and clicking Move Up orMove Down. You can remove a value by selecting it and clicking Remove. Whenyou are done adding values, click OK.


7. Click Finish.

Checking Out and Editing FilesThis section describes the following:

• Overview of Checking Out and Editing Files, page 58

• Where Files are Placed in the Checkout Directory, page 59

• What are Documentum Applets?, page 60

• Checking Out a File Without Opening It, page 60

• Editing a File, page 62

• Checking In a File, page 63

• Canceling Checkout, page 64

Overview of Checking Out and Editing Files

To modify a file, you check out the file from the Docbase. When you check out a file,the Docbase locks the file so that no one else can modify it. If the file is linked to severallocations, then the file is checked out and locked in all locations. Other users can viewthe file in read-only mode, but they cannot make changes to the file.

Note: If your WDK-based application supports approvals when a document is checkedout, all pending approvals are set to cancel status. If you cancel the checkout the cancelstatus resets to the pending status.

When you check out a file, Web Publisher either copies or streams the file to yourcomputer, depending on the file's editing application.

If the file uses an external editing application, Web Publisher copies the file to thecheckout directory on your computer, replicating the Docbase folder structure so thathyperlinks can work between checked out files. As your administrator where thecheckout directory is on your computer. Once a file is checked out, you can open it andclose it as often as you wish, making and saving changes. Your modifications, however,are not saved to the Docbase copy of the file until you check in the file.

When you check in a file, Web Publisher saves the file in the Docbase, assigns it a newversion number, and unlocks it so that others can access it. Checking in a file may alsoclear approvals and return a file to a pending state, or move a document to the first stateof a lifecycle depending on the lifecycle definition.



If the file uses an internal editing application, which is an application internal to WebPublisher, then when you check out the file, Web Publisher streams the file from theDocbase directly to your browser. The file is not copied to your computer. When yousave the file in the editing application, your changes are saved directly to the Docbase,but the file remains checked out (i.e., locked by you). To unlock the file, you must checkin the file.

The edit command opens a file for editing. When you choose to edit a file, the file opensin an editing application. If you have not already checked out the file, editing checks itout. You cannot edit a file that another user has locked.

If you want to cancel your edits to a file, you cancel checkout. This discards the copyon your computer (if one exists) and makes no updates to the Docbase. If you cancelcheckout, the Docbase retains the last Docbase version of the file as the current version.

Files that you have locked (checked out) display the key icon:

Files that other users have locked (checked out) display the padlock icon:

You can sort your My Files list to group together the files you have locked by clickingthe Checked Out By sort criterion in the Streamline view or by clicking the followingcolumn heading in Classic view:

You can close a file and keep it checked out. If you do, then when you next edit the file,Web Publisher opens the last saved version of the file. If the file uses an external editingapplication, then Web Publisher opens the version saved in your checkout location. If thefile uses an internal Web Publisher editing application, then Web Publisher opens thefile directly from the Docbase.

Where Files are Placed in the Checkout Directory

When you check out a file, Web Publisher places the file in the checkout directory. Thelocal version of the file has the same name as the file in the Docbase — unless a namingconflict arises (for example, a file with the same name is already checked-out). If a namingconflict arises, Web Publisher appends a number to the name of the local file to make thefile unique within the checkout directory. This does not change the name of the file in theDocbase. When the file is checked back in, Web Publisher keeps the file's original name.

If the file contains links (such as virtual document descendants or nested XML files ) andif you choose to check out linked files, then Web Publisher also places the linked files inthe checkout directory. If naming conflicts arise, Web Publisher appends numbers to thefile names for which there are conflicts.

The maximum length for file names is 64 characters. When a file's name in the Docbaseis longer than 64 characters, Web Publisher truncates the name to 64 characters in thecheckout directory.

The following are examples of how Web Publisher places files in the checkout directory.



Example 3–1. Placing Files in the Checkout DirectoryYou check out a simple file named supplies.xml, with no dependencies to other files inthe Docbase. Web Publisher places the file directly in the checkout directory and namesit supplies.xml.

You check out another file with the same name as the first file (supplies.xml). WebPublisher also places this file in the checkout directory, but Web Publisher names thefile supplies(2).xml.

Example 3–2. Placing Files in the Checkout DirectoryYou check out an XML file called cars.xml that contains links to the files image.gif andinfo.txt. Web Publisher places all three files into the checkout directory.

What are Documentum Applets?

Web Publisher uses applets for the transfer of content from the Docbase to your localmachine. Web Publisher installs applets on your machine the first time you use acontent-transfer operation.

Depending on the WDK-based application you are using, two kinds of applets can beinstalled:

• Lightweight applets. These download to your machine when you request a contenttransfer that does not require XML parsing. They do not install if permissions do notpermit.

• Full Documentum applets. If the WDK-based application you are using supportsXML parsing, these applets are downloaded at the first import or checkin of anXML document.

If Web Publisher prompts you to accept or confirm the download of Documentumapplets, click the appropriate buttons (Yes or OK) to accept or confirm the downloads.Read all prompts carefully: You might be instructed to close and restart your Webbrowser before continuing the checkout operation.

If Web Publisher prompts you to overwrite existing content transfer applets in order toinstall upgraded ones, click the appropriate buttons to do so. Please read all promptscarefully.

If you receive the "Content transfer:null" error while accessing files through WebPublisher, you might need to delete your Documentum Content Transfer applets. Todelete applets, see your browser's online Help.

Checking Out a File Without Opening It

This procedure checks out a file without opening it in an editing application. TheDocbase locks the file in your name, and Web Publisher copies the file to your checkoutdirectory. You can access the file on your computer by navigating to your checkoutdirectory and opening the file.



Note: If at any point during this procedure Web Publisher prompts you to accept orconfirm Documentum applets, click the appropriate buttons to do so. If you are promptedto overwrite existing applets in order to install upgraded ones, click the appropriatebuttons to do so. Please read all prompts carefully.

To check out a file without opening it:

1. Navigate to the file.


• In the Streamline view, click Checkout on the file's line item.

• In the Classic view, select the checkboxes for one or more files. SelectFile→Check Out.

3. When prompted to confirm which files to check out, do one of the following:

• If you are checking out one file, click OK.

• If you are checking out several files then do the following unless you are checkingout an XML file with descendents, as described in the next bullet: click Next for eachfile. For the last file, click Finish. (Note that you can also click Finish before youget to the last file. Doing so applies any settings you specified to all remainingfiles in the group. If a confirmation prompt appears, click Continue.)

• If your WDK-based application includes XML functionality, and if you arechecking out an XML file with descendents, select one of the following andthen click OK:

— All, root and descendents to check out the root file and all files nestedwithin the root file. This might include, for example, child XML files andgraphic files.

— Root with read-only descendents to check out the root file but not checkout the nested files. The nested files, however, will download to yourcomputer as read-only files.

— Root only to check out the root file without downloading any of the nestedfiles. The nested files to your computer (not even as read-only files).

4. If you are checking out a virtual document and if you receive a warning that somefiles are locked and will be checked out in read-only mode, click Continue tocontinue the checkout.

5. If the Check Out page opens, do the following:

a. If the Check Out page asks you for a default root directory, type the path anddirectory to act as the root.

b. If you are checking out a virtual document with descendants, and if the virtualdocument is linked to several Docbase locations, and if you are prompted tochoose which location to use for any relative paths, then select the location.(When you check out the file, it will be checked out in all locations.)

c. Click Check out.

d. If you are prompted to install the software used for editing the file, follow theprompts for doing so.



Editing a File

When you edit a file, you also automatically check it out. Web Publisher locks the file inthe Docbase and opens it in an editing application.


To edit a file:



• In the Streamline view, click Edit on the line item for the file.

• In the Classic view, check the checkboxes for one or more files. Select File→Edit.

3. If prompted to confirm which files to edit, do one of the following:

• If you are editing one file, click OK.

• If you are editing several files then do the following unless you are editing an XMLfile with descendents, as described in the next bullet: click Next for each file. For thelast file, click Finish. (Note that you can also click Finish before you get to thelast file. Doing so applies any settings you specified to all remaining files in thegroup. If a confirmation prompt appears, click Continue.)

• If your WDK-based application includes XML functionality, and if you arechecking out an XML file with descendents, select one of the following andthen click OK:

— All, root and descendents to check out the root file and all files nestedwithin the root file. This might include, for example, child XML files andgraphic files.

— Root with read-only descendents to check out the root file but not checkout the nested files. The nested files, however, will download to yourcomputer as read-only files.

— Root only to check out the root file without downloading any of the nestedfiles. The nested files to your computer (not even as read-only files).

4. If you are checking out a virtual document and if you receive a warning that somefiles are locked and will be checked out in read-only mode, click Continue tocontinue the checkout.

5. If the Check Out page opens, do the following:

a. If you have not set a default root directory in your preferences, type the path anddirectory to act as the root.

b. If the file you are checking out is linked in several Docbase locations, select thelocation. When you check out the file, it will be checked out in all locations.

c. Click Check out.

d. If you are prompted to install the software used to editing the file, follow theprompts for doing so.



6. If the file does not open upon checkout, you can open it for editing by locating thefile in your checkout directory.

Checking In a File

The procedure in this topic describes how to check a file back into the Docbase. You canonly check in a file if you are the lock owner on the file — i.e., if you are the one whocurrently has the file checked out.


To check in files:

1. Navigate to the file or files in the Docbase.


• In the Streamline view, click Checkin on the line item for the file.

• In the Classic view, select the checkboxes for one or more files. SelectFile→Check In. If the File→Check In option is not available, one or more ofthe selected files is not checked out.

When a file is versioned upon checkin, its renditions, including any thumbnailrenditions if supported, are not maintained with the new version of the file. If youcreate a new version of the file, the renditions remain with the previous version.However, depending on your setup, a PDF rendition request is automaticallysubmitted if you check in your file as the same version and a PDF rendition alreadyexists, and this is not a new document checkin.

If your WDK-based application supports relationships when a document is checkedin as a new version, a relationship between this new version of the document and itsparent document is not maintained. However, if a parent document is checked inas a new version, relationships between the parent document and its children arecopied and maintained.

3. If Web Publisher cannot locate the local copy of the file on your computer, you areprompted to locate the file. Either browse to locate the file or cancel the checkinoperation.

4. If Web Publisher prompts you for checkin information, enter information as desired.Checkin information varies depending on your organization's setup. Checkininformation might include the following:

• Save as: Sets the version number. Selecting the same version number overwritesthe original file with the new version.

• Version label: A name for the updated version. If your WDK-based applicationuses controlled documents this is disabled.

• Retain Lock: Retains the lock in the Docbase. This makes your updates availablefor other users to see by opening the file in read-only mode, but it keeps thefile locked.



• Make this the current version: If this option is available, you can choose to makeyour updated file the current version in the Docbase.

• Keep a local copy after check in: Retains a copy of the file on your local machine.

• Check in from file: If this option is available, you can replace the original filewith a file on your local machine. To use this option, either browse for the file ortype its path and file name, including the file extension. For example, if a filenamed SOP.doc is on your C drive in the My Documents folder, then type:C:\My Documents\SOP.doc.

5. If you are checking in just one file, click OK.

6. If you are checking in several files, use the Next button to enter checkin informationfor each file, or, optionally, you can click Finish to apply the current page's checkininformation to all remaining files in the group. If you do the latter and if aconfirmation prompt appears, click Continue.

Canceling Checkout

If you choose to cancel checkout, any changes you made since you checked out the fileare discarded and the file is unlocked in the Docbase.


To cancel checkout:

1. Navigate to the file or files in the Docbase.


• In the Streamline view, click Cancel Checkout next to the file.

• In the Classic view, select the checkboxes for one or more files. SelectFile→Cancel Checkout.

3. If you are prompted to confirm the cancellation, do one of the following:

• If you are canceling checkout on just one file, click OK. (Note that clicking Cancelcancels the cancel-checkout action. The file remains checked out.)

• If you are canceling checkout on several files then do the following unless you arechecking out an XML file with descendents, as described in the next bullet: click Nextfor each file. For the last file, click Finish. (Note that you can also click Finishbefore you get to the last file. At the confirmation prompt, click Continue.)

• If your WDK-based application includes XML functionality, and if you arecanceling check out of an XML file with descendents and are prompted to choosewhether to cancel just the root or the root with descendents, select one of thefollowing and then click OK:

— Virtual Document and all Descendants to cancel check out on both theroot file and all nested files.



— Only the Virtual Document to cancel checkout only on the root XML file,not the nested files.

Viewing All VersionsTo display a list of all the versions of a file:



• In the Streamline view, click More→View→Versions.

• In the Classic view, select the file's checkbox. Select View→Versions.

Web Publisher lets you keep track of revisions by creating new versions of files whenyou check them in to the Docbase. You can tell when files were changed, the changesthat were made, and who made them. A file always receives version number 1.0 when itis first checked in to the Docbase.

If you have the right permissions, you can check in a file and keep the same versionnumber as the one it had when you checked it out. Checking in an edited version as thesame version will overwrite the original file with that version number.

The most recently checked-in file is marked CURRENT. It is always the current file thatis displayed, unless you choose to display all versions.

Viewing a File as Read OnlyViewing a file opens the file in read-only mode and opens the file without checking itout. You cannot edit the file. Viewing allows you to see the contents of the file that islocked by another user or that you don't have adequate permission levels to check out.


To view a file in read-only mode:

1. Locate the file in the Docbase.

2. Do one of the following, unless the file is a virtual document. If the file is a virtualdocument, skip to Step 3:

• In the Streamline view, click the file name.

• In either view, if thumbnails are enabled, click the thumbnail.

• In the Classic view, mark the file's checkbox and select File→View.

The file opens in the appropriate application. Skip the rest of this procedure.

To correctly view links inside an HTML file you must have virtual link installed.If virtual link is not installed the HTML file opens but may contain broken links.For more information on virtual link support installation and use, refer to the



Web Development Kit and Applications Installation Guide, the Web Development KitDevelopment Guide, or the Web Development Kit Applications Configuration Guide.

3. If the file is a virtual document, click the file name. A list appears of the top levelchildren in the virtual document. The name of the virtual document appears abovethe list. On the name of the virtual document, do one of the following:

• Click the name.

• If thumbnails are enabled, click the thumbnail.

• Check the checkbox and select File→View.

Managing PropertiesThis section describes the following:

• Properties Overview, page 66

• Setting Properties, page 67

• Viewing History, page 68

Properties Overview

Properties are descriptive characteristics, such as creation date, format, or lifecyclestate. All Docbase items—whether documents, cabinets, folders, workflows or otheritems—have properties. If you have the proper permissions, you can access and modifyproperties.

Properties can be accessed through the icon.

The Properties page includes multiple tabs, each offering different information. The Infotab displays general properties, such as the item's name, creator, version number, andkeywords. Keywords are the words that identify a file in a search.

The Subscriptions tab selects whether to subscribe to the item. The History tab displaysthe item's history.

Depending on your configuration, other tabs might also appear, such as the Publishingtab and Permissions tab. The Publishing tab enables you to set publishing options suchas effective and expiration date, and publish formats. The Permissions tab enables youto set permissions on an object.

If you are changing the properties of a content file, Web Publisher checks FolderMap.xmlto determine if the file's location needs to be updated. If so, Web Publisher asks if youwant to update the location.

If you are setting the properties for a template, remember that FolderMap.xml uses theproperties to determine where to locate the files created from the template.

If you are setting the properties for a folder that holds MS Office templates, and if you useDocumentum Content Rendition Services (CRS) and you want to set up autorendering,you use folder properties to specify the formats to be rendered. Rendering occurs when



a file is checked in. (CRS is used to create PDF or HTML renditions from MicrosoftDocuments. It is only used when content must be transformed in a Web-ready format.Content originating in XML and HTML does not require CRS. XML content is renderedthrough our internal transformation engine to create the required web-ready formats.Any number if XSL stylesheets may be associated to a single XML file.)

Setting Properties

You can open an item's properties through the icon. When you open an item'sproperties, Web Publisher displays properties on a page with several tabs, different tabsfor different groupings of properties. You click a tab to a group of properties.

If a property value is editable, the value is edited in one of two ways: either you can setthe value directly in the property field, or, if the Edit link appears next to the property,you click the Edit link to open a separate page for setting the properties values.

For a property that sets a date, the calendar button might appear:

If so, you can set the date by clicking the calendar button and then selecting the datefrom the drop-down calendar that appears. To move forward or backward a month,use the arrow keys.

If you are setting properties for a file that will be published to multiple Web sites, youmight be allowed to set different effective and expiration dates for the each site to whichthe file will be published. If so, the set for each site link appears on the file's Propertiespage. Click this link to enter the different dates you want to set for the different sites.

To view or set properties:

1. Navigate to the item for which to set properties.

2. Do one of the following, depending on the view you are using:

• Click .

• Click the Properties link.

• Select View→Properties→Info.

3. In the available tabs, set properties as desired. The properties available aredetermined by your WDK-based application and your organization.





4. In the History tab, you can view the item's history.

5. Click OK.

6. If you are setting properties for a content file and if you are prompted to change thefile's location, do one of the following:

• To change the location as suggested, click Update.

• To keep the file where it is, click Cancel.

Viewing History

The history of an item is a list of events that have occurred to that item, such as checkout,checkin, and promote. You can view the user responsible for the event, the date andtime on which it occurred, and other information. In order for history information todisplay, an administrator must register which events to track and must assign youconfig-audit privileges.

To view history:

1. Navigate to the item for which you want to view history.


• Click .

• Click the Properties link.

• Select View→Properties→History.

3. Select the History tab.

Importing ItemsThis procedure describes how to import files and templates into the Docbase.

Some things to note when importing:

• When you import, you can select a local folder from which to import, and WebPublisher imports all the files from that local folder, including files in any subfolders.However, the directory structure is not imported. The files are all imported to thesame location in the Docbase.

• If you import a rich media file, there is a time delay between the time of import thecreation of thumbnails, alternate renditions, or storyboards.

• When importing a template, you must import it into the Docbase location that yourWDK-based application uses for templates.




To import an item into the Docbase:

1. Navigate to the location in the Docbase to where you want to import the file.


• In the Streamline view, click Import.

• In the Classic view, select File→Import.

3. Select the files you want to import. You can select multiple files and folders. If youselect a folder, all the files in the folder and its subfolders are imported, though thefolder structure is not imported. To select files, do any of the following:

• To browse for an individual file to import, click Add Files; then navigate tothe file and select it; and then click OK. The file is added to the import list. Toadd more files, repeat the sequence.

• To browse for an entire folder to import, click Add Folders; then navigate to thefolder and select it: and then click OK. The file or files are added to the importlist. All the files in the folder, including files in the subfolders, will be imported.To add more folders, repeat the sequence.

• To add a file or folder by dragging and dropping, locate the file or folder on yourcomputer. Click the file or folder and hold down the mouse button while youdrag the item to the Selected Files area of the Import page. The file or files areadded to the import list. To add more files or folders, repeat the sequence.

Note: To remove a file or folder from the import list, select the item and click Remove.

4. Once you have selected all the files you want to import, click Next.

5. You are prompted to set properties for the files you are importing. Do one of thefollowing:

• If you are importing one file, set properties as desired and then click OK.

• If you are importing several files, set properties for each file. Use the Next buttonto set properties for each file. When you are done setting properties, click Finish.

Note: You can also click Finish before you get to the last file. Doing so appliesany settings you specified to all remaining files in the group. If a confirmationprompt appears, click Continue.

Exporting ItemsYou can export files from the Docbase to local or networked computers. When youexport, a copy of the file is saved to the location you choose. The original remains inthe Docbase.

To export files:



• In the Streamline view, click More→File→Export.

• In the Classic view, select the checkboxes for one or more files. SelectFile→Export.



3. If you are prompted to confirm which files to export, do all of the following thatapply:

• If you are exporting one file, and if the file is not a virtual document withdescendents, click OK.

• If you are exporting several files, click Next for each file. (If any of the files arevirtual documents with descendents, you must also perform the instructions inthe next bullet for those files.) For the last file, click Finish. Note that you canalso click Finish before you get to the last file.

• If your WDK-based application includes XML functionality, and if you areexporting an XML file with descendents, select one of the following and thenclick either OK, Next, or Finish:

— Only the Virtual Document to export the root file without downloadingnested files.

— Virtual Document and all Descendants to export the root file and all nestedfiles.

4. When prompted to choose a location on your local machine to which to export thefile or files, select the location and click Save.

Deleting ItemsThis procedure describes how to delete an item from the Docbase. This procedure is thesame whether you are deleting files, folders, workflows or any other Docbase item.

To delete items:

1. Navigate to the item in the Docbase.


• Click Delete.

• Click More→File→Delete.

• Select the checkboxes for one or more items. Select File→Delete.

3. If you are prompted to specify what to delete, make the appropriate choices. Youmight be prompted to choose the following:

• Whether to delete just the current link to the item in the location you havechosen, or whether to delete the item in all locations.

• Whether to delete just the selected version of the item or all versions.

• Whether to delete translations of the item.

• If the item is a virtual document, whether to delete the descendants.

• If the item has relationships to other items in the Docbase, whether to continuedeletion.


• If you are deleting one item, click OK or Finish.

• If you are deleting multiple items, then you can display the delete options foreach item by using the Next and Prev buttons. For the last item, click Finish. If



desired, you can click Finish before you get to the last item. Doing so applies anysettings you specified to all remaining items and prompts you to click Continueto confirm that is what you want to do.

Using the ClipboardYour clipboard holds the files you are moving, copying or linking to another location inthe Docbase. The clipboard can hold multiple files at once. Note that when you copy orlink items from the clipboard, they remain on the clipboard until you add new items tothe clipboard.

If your WDK-based application uses controlled documents the clipboard is disabled. Youcan only use the clipboard for uncontrolled documents.

To add items to the clipboard:Note that when you add items to the clipboard, they replace any items that you havejust copied or linked.


• In the Streamline view, navigate to the item you want to add and click Addto Clipboard for that item.

• In the Classic view, navigate to the location of the items you want to add andselect the checkboxes of those items. Select Edit→Add To Clipboard.

To view the clipboard:This function is not available if the clipboard is empty.


• In the Streamline view, select View clipboard.

• In the Classic view, select Edit→View Clipboard.

2. To close the clipboard, click Cancel.

To remove items from the clipboard:


• In the Streamline view, select View clipboard.

• In the Classic view, select Edit→View Clipboard.

2. Select the checkboxes for the items you want to remove from the clipboard.

3. Click Remove.

4. Click Close.

Moving ItemsThis procedure describes how to move items from one location to another.



To move items:

1. Navigate to the item or items.


• In the Streamline view, click Add to Clipboard next to the item.

• In the Classic view, select the checkboxes for one or more items. Select Edit→AddTo Clipboard.

3. Repeat the above steps for as many items as you want to add to the clipboard to bemoved.

4. To view the clipboard, select either View clipboard or Edit→View Clipboard. Youshould view your clipboard before moving items to make sure the clipboard containsonly those items you want to move.

Note: If an item does not appear on the clipboard, make sure you have set yourview filters to display the item.

5. Navigate to the location to which to move the items.


• In the Streamline view, click Move here.

• In the Classic view, select Edit→Move Here.

Copying ItemsYou can copy files from one Docbase location to another. Note that when you copy a fileto a location that already has a file of the same name, Web Publisher adds Copy to thefilename. If you copy the file to that location a second time, Web Publisher adds wordingto the filename that indicates the file is the second copy. For any subsequent copies, WebPublisher adds the appropriate wording to the filename.

To copy items, you first add them to your clipboard, as described in this procedure. Yourclipboard can hold multiple items at a time.

If your WDK-based application uses controlled documents the clipboard is disabled. Youcan only use the clipboard for uncontrolled documents.

To copy items:

1. Navigate to the items.


• In the Streamline view, click Add to Clipboard next to an item.


3. Repeat the above steps for as many items as you want to add to the clipboard to becopied.

4. To view the clipboard, select either View clipboard or Edit→View Clipboard.You should view your clipboard before copying items to make sure the clipboardcontains only those items you want to copy.




5. Navigate to the location to copy to.


• In the Streamline view, click Copy here.

• In the Classic view, select Edit→Copy Here.

7. If the Clipboard page appears, select the item to copy, then click Copy.

Note: If the item does not appear on the clipboard, make sure you have set yourview filters to display the item.

Linking an Item to Multiple FoldersYou can link a file to multiple locations in a Docbase, meaning you can access the filefrom any of those locations. The file is considered to exist in each of those locations. Ifyou check out the file in one location, it is checked out in all locations. When you make achange to the file in one location, it is changed in all locations.

To link files, you first add them to your clipboard, as described in this procedure. Yourclipboard can hold multiple files at a time.

To link items to other locations:

1. Navigate to the items in the Docbase.


• In the Streamline view, click Add to Clipboard for the item.


3. Repeat the above steps for as many items as you want to add to the clipboardto be linked.

4. To view the clipboard, select either View clipboard or Edit→View Clipboard. Youshould view your clipboard before linking items to make sure the clipboard containsonly those items you want to link.


5. Navigate to the location you want to link the item to.


• In the Streamline view, click Link here.

• In the Classic view, select Edit→Link Here



Comparing Files (Differencing)If you have a differencing tool installed on your computer and have configured yourpreferences to use that tool, you can compare two versions of a file. Any applicationwhich performs differencing is accepted. The files must be in a text-based format, suchas HTML, XML, JSP, ASP, or TXT. Web Publisher does not support differencing of MSWor binary file formats. To use your differencing tool, you must set your preferences topoint to the tool and to point to the temporary directory used for storing the comparisoninformation. These preference are unique to you. The differencing tool is available toall user levels

Your administrator can define a list of text-based formats that are available to bedifferenced. Only on objects that have a format within this list will have the differencingtool option available.

This topic includes the following:

• Choosing a Differencing Tool, page 74

• Differencing a Local Version, page 74

• Differencing Between Versions, page 74

Choosing a Differencing Tool

You configure your differencing tool in the Preferences page, Web Developer tab. Fordetails on setting preferences see, Setting Your Preferences, page 51.

Differencing a Local Version

If you have checked out a file, you can select the local (current) version (or any version)of the object and execute a difference check. Web Publisher launches the selecteddifferencing tool and displays the differences between the local version (checked out onyour desktop) and the selected version of the object.

To compare two Docbase versions:

1. View versions for the file. See Viewing All Versions, page 65.

2. Select Document→Versions→Diff versions.

Differencing Between Versions

You can select two versions of an object and display the differences between them if theformat of the object is able to be differenced.

To compare two Docbase versions:

1. View versions for the file. See Viewing All Versions, page 65.



2. Select Document→Versions→Diff versions.

Viewing How Content Displays on a Web SiteThe Web View feature lets you see how content will display on a Web site. When youperform a Web View, Web Publisher puts the content file on the Web server that matchesthe file's lifecycle state and then displays the file to you as a Web page from that Webserver. You can not only see the content as it appears on a Web site, but you can test linksto other pages on the Web site.

As an example, if you perform a Web View on a content file that is in the WIP lifecyclestate, Web Publisher displays the file from the WIP Web server.

You can perform a Web View on a content file only if the file has a “green light” nextto it, meaning that it has been successfully rendered into a Web-ready format and canbe accessed from a Web server:

If the file has a yellow light or red light, it is not ready for publication from a Web server.Yellow — — indicates Web Publisher is waiting for Content Rendition Services tocreate a Web-ready rendition. The process is brief, but the icon does not update until yourefresh the screen.

A red light — — indicates a file does not have a Web-ready rendition.

If a file is used on different Web sites, you can select which site to view. Similarly, if a filehas multiple renditions, you can select the rendition to view.

To view how content displays from a Web server:

1. Navigate to the content file.


• In the Streamline view, click More→View→Web View.

• In the Classic view, check the file's checkbox, and then select either the WebView button or the View→Web View menu option.

The file opens as a Web page.

3. If Web Publisher displays a left-hand pane that lets you choose other renditions onthis Web site or other renditions on other Web sites, select a rendition by clicking it.

4. When you are done viewing, close the browser or click Close.

Viewing the Source File for a Web PageIn order to view a Web page's source code, you must set your preferences to support thisfeature. You must set a temporary directory to download the source file to, and you mustset the editing application used to view the source file.



To view the source file for a Web page:

1. Locate the Web page.


• In the Streamline view, click More→View→Source.

• In the Classic view, check the file's checkbox. Select View→Source.

3. If Web Publisher displays a page asking whether you want to download therequested file, click Yes.


Chapter 4

Using In-Context Editing

This chapter describes how to use in-context editing (ICE):

• Overview of Locating Files on their Web Sites, page 77

• Locating Files by Navigating their Web Sites, page 78

• Creating a Content File through In-Context Editing, page 79

Overview of Locating Files on their Web SitesIn-context editing lets you locate and edit content by navigating the live, staging, orin-progress version of a Web site. Web sites that are set up for in-context editing appearin the In-Context Editing node. When you access the site, the site's home page opensand you navigate the site to find the content you want.

If a Web page can be edited, Web Publisher displays either the Edit Page button, theEdit Component button, or both. Clicking the Edit Page button launches the Web pagein the appropriate editing application. Clicking the Edit Component button displayswhich components on the Web page can be edited. A Web page comprising of severalcomponents displays one or both of the following:

• Borders around the content you can edit, as in the following figure. You can edit a fileby clicking the icon for that file. Doing so displays a pop-up menu that includesoptions to edit, submit to workflow, and open properties.

• Hyperlinks that let you create new Web pages. Clicking the link creates a new file.Usually the file is automatically linked to the Web page you are viewing. Whencreating templates, developers and administrators determine how the new pageis linked.

Web Publisher publishes a Web site at three stages in the Web site's development: WIP,Staging, and Active. You choose which state to view. A Web site must already bepublished in the WIP and Active states to be accessed through in-context editing.

If you update content in the Active state, Web Publisher creates a new WIP version of thefile. When you save the updated content, the file appears on the WIP Web site but notthe Active Web site. The updated content must go through the normal review processbefore it can be posted to the Active Web site.

To send new or updated content to review, you submit it to a workflow. The Submitoption is accessed either from the upper right corner of the edited Web page or by



clicking the icon. The original file remains on the active Web site until your modifiedfile is reviewed and published.

For more information on in-context editing see the Web Publisher Administration Guide.

Locating Files by Navigating their Web SitesNote that if you want to update a Web page that is on the Active Web site, Web Publishercreates a new WIP version of the Web page for you to update. When you complete yourupdates, the Web page appears on the WIP Web site, not the Active Web site.

To access content by navigating the Web site:

1. Select the In-Context Editing node.

The In-Context Editing page opens, displaying links to Web sites.

2. In the drop-down selection field to the right of the list of Web sites, select the lifecyclestate of the Web site you want to edit.

Web Publisher displays all Web sites in that lifecycle state that are available forin-context editing.

3. Click the Web site you want to edit.

4. Navigate the Web site until you locate the Web page that either displays the file youwant to edit or displays a link to the file you want to edit.

5. Do one of the following to open the appropriate content and the appropriate editingapplication. Note that some of the following options might not be available:

• To open the entire Web page in an editing application, click the Edit Page button.

• To edit specific components on the Web page, click Edit Component, whichhighlights the editable components. For the component you want to edit, clickthe icon and then select Edit. The component opens in an editing application.

• To add a new Web page, click the appropriate link for adding a new page. Thenew page opens in an editing application.

6. If the editing application is eWebEditPro and if you have not installed eWebEditPro,you are prompted to install it. Follow the prompts for doing so.

7. Make your additions or changes to the Web page.

8. To save your changes at any time while working, do one of the following:

• If the editing application is internal to Web Publisher (such as Web PublisherEditor or eWebEditPro), click Save. The file is saved directly to the WebPublisher Docbase.

• If the editing application is external to Web Publisher, use the application'ssave command. Your changes are saved to the local copy of the Web page onyour computer.

9. When you are done editing, do one of the following:

• If the editing application is internal, click Close. This closes the file and checks itinto the Docbase.



• If the editing application is external, make sure to save the Web page onelast time using the editing application's save command. Then return to WebPublisher and click Check In. The local copy of the Web page on your computeris saved and check into the Docbase.

Creating a Content File through In-ContextEditing

If in-context editing is available for a Web site, you can add content by navigating thesite. Pages that allow you to add content include a customized hyperlink for addingcontent. When you click the link, Web Publisher automatically chooses the templatefrom which the content is created.

If you create new content, Web Publisher creates a WIP version of the file. When yousave the file, it appears on the WIP version of the Web site. The new content file mustgo through the normal review process before it can be posted to the live Web site. Tosend the new file to review, you submit it to a workflow.

To create a new content file through in-context editing:

1. Select the In-Context Editing node.

The In-Context Editing page opens, displaying Web sites of particular lifecycle state.

2. In the drop-down selection field to the right of the list of Web sites, select the lifecyclestate of the Web site you want to add a new content file to.

Web Publisher displays all Web sites in that lifecycle state that are available forin-context editing.

3. Click the Web site to which you want to add content.

4. Navigate to the Web page where you want to add content.

5. At the Web page, click Edit this page.

If the page includes an option to add new content, one or more links appear on thepage allowing you to add new content. If no such links appear, then you cannot addcontent to this page. Discontinue this procedure.

6. Click a link that allows you to add new content.

Web Publisher opens a file-definition screen based on the template.

7. If given the option, select one of the following:

• To create the file without importing content, click Create a new file.

• To create the file by importing content from a file outside the Docbase, click Use analready existing file. Click Browse. Select the file.

8. In the Name field, type the name that identifies the file on the Web. Any spacesyou type in the name will be converted to underscores (_). Follow conventions fornaming Web pages in File Names on the Web, page 23. Note that you need notsupply a file extension.

9. Enter remaining properties as desired. Note that if the Edit link appears next to aproperty, you set the property's values by clicking Edit and entering values. You



enter values either by typing them in, or by selecting them from a list and clickingAdd. You can move or remove a value in the list by selecting it and clicking MoveUp, Move Down, or Remove. When you are done adding values, click OK.

Available properties might include the following:

• Keywords are used to find the file in a search. If a user performs a search andtypes in a word that matches a keyword, the file is listed in the search results.

• Effective Datesets the date to publish content to the Web site.Expiration Datesets the date to remove content from the Web site. Note the following:

— If the calendar button appears, you can set the date by clicking the calendarbutton:

Click the calendar button and then select the date from the drop-downcalendar. To move forward or backward through the calendar one month ata time, click the arrow keys.

— If the file is to be published to multiple Web sites, you might be allowed toset different effective and expiration dates for the each site to which the fileis published. If so, the set for each site link appears on the file's Propertiespage. Click this link to enter the different dates you want to set for thedifferent sites.

10. If Web Publisher displays the Edit now checkbox, you can select this option to haveWeb Publisher automatically open the file once it is created.

11. In the Info tab (if available), set information as desired.

12. In the Permissions tab (if available), set permissions as desired by doing thefollowing:

• To select a permission set, click Select. In the selection page, select the permissionset. (For details on using the selection page, see Using a Selection Page, page 46.)

• To add users or groups, click .

13. If other tabs appear, such as Taxonomies, Web Cabinets, Categories, or Translations,click the tab and enter information as desired. For more information on the itemsavailable through these tabs, see the topic that describes the item.

14. Click Finish.

Web Publisher creates the new file and places it in a Docbase location determined bythe file's template and by foldermapping rules.


Chapter 5

Working with Taxonomies andCategories

This chapter describes the following:

• What is a Taxonomy?, page 81

• Using Taxonomies in Web Publisher, page 82

• Creating a Taxonomy, page 83

• Creating a Category, page 84

• Assigning Content to a Category, page 84

• Assigning Taxonomies to Web Cabinets, page 85

• Publishing Taxonomies to Web Sites, page 85

• Viewing an Item's Categories, page 86

• Navigating Categories, page 86

The following are related topics:

• Using an Advanced Search, page 44

• Deleting Items, page 70

• Moving Items, page 71

What is a Taxonomy?A taxonomy is a hierarchy of categories and subcategories used to organize content. Youcan create multiple taxonomies to organize your content in different ways for differentpurposes.

For example, a taxonomy might create categories based on your organization'sdepartments. Content created by the Research and Development department would beassigned to the RD category; content created by the Public Relations department wouldbe assigned to the PR category; and so on. This taxonomy might be helpful for userswho use documents only within their departments. Another taxonomy, however, mightcreate categories based on product, combining a product's RD specifications into thesame category as the product's PR bulletins. That taxonomy might be helpful for userswho work only on specific products.

Taxonomies are a function of Documentum CI Server. During Web Publisher installation,a script in the Web Publisher DocApp enables the CI Server API, providing some, but


Working with Taxonomies and Categories

not all, CI Server functionality to Web Publisher. The enabled functionality lets youcreate taxonomies, assign them to Web sites, assign content to taxonomy categories, andpublish taxonomy structures in the form of XML files.

Full taxonomy functionality is available only if your organization has installed the fullCI Server; see the Content Intelligence Services Installation Guide. If your organization hasinstalled CI Server in addition to Web Publisher, you can import taxonomies, in additionto creating them directly in Web Publisher.

A newly created taxonomy is inactive, until you set it to active through the taxonomy'sproperties. A taxonomy must be active in order to be published to a Web site.

You can demote a taxonomy to inactive to make changes. You may want to do so ifstructural changes are being made to the taxonomy and you want to ensure that apartially changed taxonomy is not on the Web site. If a previously active taxonomy isdemoted, the Web site keeps the existing published taxonomy.

Deleting a taxonomy deletes any included categories and assignments, although not thecontent itself. If a taxonomy is deleted, Web Publisher removes any assigned contentfrom the Web site.

Taxonomies appear in the Categories node and are designated by this icon:

When you open a taxonomy, the first level of categories appears. When you open acategory, its first level of subcategories appears, and so on. Categories are indicated bythis icon:

You can assign a document to a category by linking it into the category just like youwould to a folder. Before you can assign content to a category, it must first exist in aDocbase cabinet location. You can move, copy and search categories just as you canfolders. To do any of these, use the same procedure as applies to any item in the Docbase.

Using Taxonomies in Web PublisherThis procedure provides a suggested general sequence for using taxonomies in WebPublisher.

To use taxonomies in Web Publisher, you do the following:

1. Create one or more taxonomies by doing the following:

a. Navigate to the Categories node and create the taxonomy, as described inCreating a Taxonomy, page 83. You can include translated names for thetaxonomy.

If you have CI Server installed (which would be in addition to the CI ServerAPI that is enabled by the Web Publisher installation), then you can also createtaxonomies outside Web Publisher and import them in. To use CI Server's importfunction, see the Documentum Administrator User Guide.



b. In the taxonomy, create the category structure (unless you imported thetaxonomy). Creating a category is described in Creating a Category, page 84.

c. Assign content to the taxonomy, as described in Assigning Content to a Category,page 84. You do this through each file's properties or by using the clipboard.

2. If you will be publishing the taxonomy to a Web site, then select Active in the Infotab of the taxonomy's properties. New taxonomies are always inactive and cannot bepublished to a Web site. You keep a taxonomy inactive until you are ready to publish.

3. If you will be publishing the taxonomy to a Web site, then assign the taxonomy to aWeb cabinet, as described in Assigning Taxonomies to Web Cabinets, page 85. Youassign a taxonomy to a Web cabinet through the cabinet's properties. Note that youcan also assign the taxonomy to a Web cabinet during creation of the taxonomy.

4. Manually publish the taxonomy, as explained in Publishing Taxonomies to Web Sites,page 85. Publishing uses CI Server to generate an XML file that is a snapshot of thetaxonomy structure in XML format. Publishing also creates the content-to-categoryrelationships in a table in the SCS (Site Caching Services) database.

5. If desired, do any of the following:

• Use an XSL stylesheet to transform the XML into an ASP or JSP-style navigationstructure appropriate for the Web site.

• Use XDQL to get retrieve the content-to-category relationships. This allowsyou to do such things as generate menus, create pages of grouped content,add meta tags, etc.

6. To administer taxonomies, use Documentum Administrator.

Creating a TaxonomyTo create a taxonomy:

1. Click Categories.


• In the Streamline view, click New Taxonomy.

• In the Classic view, select File→New→Taxonomy.

3. In the Create tab, enter a unique name for the taxonomy.

4. In the Info tab, set other properties as desired. The properties available aredetermined by your organization. If the Edit link appears next to a property, youset the property's values by clicking Edit and entering values in the resulting WebPublisher page.

5. To make the taxonomy active, select Active in the Info tab.

6. In the Web Cabinets tab, you can assign the taxonomy to one or more Web Cabinets.If you use are publishing the taxonomy to a Web site, then you must assign thetaxonomy to the Web cabinet for the Web site. To assign the taxonomy to a Web

cabinet, click . In the selection page, choose the Web site.



Note that you can also assign a taxonomy to a Web cabinet from the Web cabinet'sproperties.

7. In the Translations tab (if available), type translated names for the taxonomy.You can type a different translated name for each locale. Translations enable youto browse taxonomies in multiple languages. Note that if you later change thetaxonomy's name, you must update the translated names manually through thetaxonomy's properties.

8. In the Permissions tab (if available), set permissions as desired.

9. Click Finish.

Creating a CategoryTo create a category:

1. In the Categories node, navigate to the location where you want to create the newcategory.

2. Do one of the following (depending on the Web Publisher view you are using):

• In the Streamline view, click New Category.

• In the Classic view, select File→New→Category.

3. In the Create tab, type the name of the new category. Enter other information in theCreate tab as desired.

4. In the Info tab, set information as desired.

5. In the Translations tab (if available), type translated names for this category asdesired. You can type a different translated name for each locale. Translations enableyou to browse taxonomies in multiple languages. Note that if you later changea category name, you must update the translated names manually through thecategory's properties.

If you later update a taxonomy name, you will have to manually update anytranslated taxonomy names.

6. In the Permissions tab (if available), set permissions as desired.

7. Click Finish.

Assigning Content to a CategoryYou can assign content to categories as long as the content is in the WIP or Staging state.You can assign a document to multiple categories. You can view a listing of categories towhich a document is assigned in the Info tab of the document's properties.

You can assign content by doing any of the following:

• Selecting the category in the document's properties, as described below.

• Using the clipboard to copy the document to the category.



• Associating the document with a template that assigns a category. The documentinherits the template's categorization.

To assign content to a category through the content's properties:

1. Navigate to the content file.

2. Open the file's properties. You can open properties by clicking .

3. In the Categories tab, select the category.

Note: The Categories will be empty if the content's Web cabinet is not linked to ataxonomy. You must link the content's Web cabinet to a taxonomy before you canadd a category.

4. Click OK.

Assigning Taxonomies to Web CabinetsWeb cabinet properties display which taxonomies are assigned to a cabinet and letyou add or remove assignments. One cabinet can have multiple taxonomies, and onetaxonomy can be assigned to multiple cabinets.

To assign a taxonomy to a Web cabinet:

1. Navigate to the Web cabinet.

2. Open the cabinet's properties. You can open properties by clicking .

3. In the Taxonomies tab, select the taxonomy.

4. Click OK.

Publishing Taxonomies to Web SitesYou can publish a taxonomy structure to a Web site, allowing you to provide navigationor searching based on the taxonomy. To publish, you use any publishing configurationassociated with the Web cabinet in which the taxonomy resides.

Publishing a taxonomy to a Web site delivers two types of information to the Web site:

• The taxonomy structure.

When you publish, CI Services API (DFC BOF Service) generates an XML file thatcontains a snapshot of the taxonomy structure. The XML file contains the categoriesand subcategories in a tree form. The XML file receives the same name as thetaxonomy and is placed in a folder named Taxonomy directly under the Web cabinet.

The Taxonomy folder contains all generated taxonomy XML files. When you createa taxonomy file, Web Publisher associates the file with the default Web Publisherlifecycle and marks it as WIP. Once the XML file has been generated the first time, aWeb developer can associate XSL stylesheets to the file to generate renditions of thetaxonomy XML file that will be more application-server friendly.



Each successive publish versions the XML file to the next minor version and returnsthe state back to WIP. Any associated XSL's are regenerated. A Web developer canpromote the taxonomy to Staging and Active as needed. Enabling you to modify thetaxonomy XML structure through an XSL transformation makes it simpler for anapplication server to process the taxonomy. It also give the flexibility to publish andreview the taxonomy on a WIP Web site before pushing it to Staging or Active.

The XML file specifies the structure of all Active taxonomies assigned to thecontaining Web cabinet. If globalization is enabled and additional category nametranslations are present, the translations are exported as part of the XML file.

• The content-to-category relationships

When you publish, SCS (Site Caching Services) automatically publishes thecontent-to-category relationships (also called the assignments). They are deliveredas repeating attributes exposed in the SCS database.

Every time a document is assigned to a category, the ID of that category is stored in arepeating attribute on the document. If configured to do so, this repeating attributeis exported as part of the external tables that SCS defines. A Web developer willneed to digest and index the taxonomy structure and match it against the categoryID's in the repeating attribute.

Viewing an Item's CategoriesYou can view a list of the categories to which a document is assigned.

To view category locations:

1. Navigate to the document.

2. In the Classic view, select the checkboxes for one or more items.

3. Select View→Properties→Categories.

Navigating CategoriesWhen you open the Categories node, the active taxonomies appear. Each taxonomy isa grouping of categories and subcategories used to organize content in a particularway. When you open a taxonomy, the top-level categories appears. When you open acategory, its first level of subcategories appears, and so on.

To navigate categories:


• In the Streamline view, click the Categories tab.

• In the Classic view, click the Categories node.

2. Click a taxonomy.



3. Click a category. Continue clicking categories until you find the item you are lookingfor.




Chapter 6

Working with Relationships

A relationship is a specific defined connection between two items in a Docbase. When accessing oneitem, the relationship also gives you access to the other item.

Depending on your permissions, you can:

• Create relationships between files

• Create new relation types

As an example, if a document has gone through a review process and been annotated by severalreviewers, then each annotation has a relationship with the document. You can check for documentrelationships to see the list of annotations. You can see the name of each annotation, the type ofrelationship to the document, and whether each relationship is maintained along versions, amongother information.

In general, when two items are connected by a relationship, one is considered the parent item andthe other is considered the child. The child item is said to be “used in” the parent item. The parentitem is said to “use” the child item.

A relation type describes how one item is related to another. You can have ad hoc and system relationtypes. Ad hoc relation types can be added, modified and deleted by users. System relation types arecreated by Web Publisher and cannot be manipulated by users. For example, a relationship between afile and its thumbnail is a system relation type.


• Viewing Relationships, page 89

• Viewing Related Content, page 90

• Adding a Relationship, page 90

• Removing a Relationship, page 91

• Accessing Relation Types, page 91

• Creating a New Relation Type, page 91

Viewing RelationshipsA file can have other files connected to it via relation types. You can view the files relatedto a given file and view the types of each relationship.



To view a file's relationships:

1. Navigate to the item for which you want to view relationships.


• In the Streamline view, click More→View→All Relationships.

• In the Classic view, select the item's checkbox. Select View→All Relationships.

Viewing Related ContentRelated content consists of files that are either contained in the file you are viewing orcontain the file you are viewing.

To view related content:

1. Navigate to the item for which you want to view related content.


• In the Streamline view, click More→View→Related Content.

• In the Classic view, select the item's checkbox. Select View→Related Content.

3. To view or access the files that the file you are viewing contains, click Contains.

4. To view or access the files that contain the file you are viewing, click Contained In.

Adding a RelationshipTo add a new relationship:

1. Navigate to the item to which you want to add a relationship.




3. Click Add Relation.

4. In the Relation Type field, select the type of relationship you want to add.

5. To locate a file to add as a relation, click the tab corresponding to how you wantto navigate to the file:

• Tabs that correspond to Docbase nodes (such as the My Files, Web Cabinets,etc.) use standard Web Publisher navigational procedures.

• The Search tab lets you use a simple or advanced search.

6. Navigate to the desired file.

7. To add the file as a relation, select the file's checkbox. If allowed, you can selectmultiple items.

8. Click OK.

9. Click Add at the bottom of the page.



Removing a RelationshipThis procedure “disconnects” a relationship between two files.

To remove a relationship:

1. Navigate to the item to which you want to remove a relationship.




3. Click Remove Relation.

Accessing Relation TypesTo access relation types, you must have access to Web Publisher's administrativefunctionality.

To view a list of relation types:

1. In the Classic view, navigate to Administration / Web Publisher Admin /Relationships.

Creating a New Relation TypeTo create relationships, you must have access to Web Publisher's administrativefunctionality.

To create a relationship:

1. In the Classic view, navigate to Administration / Web Publisher Admin /Relationships.

2. Click the New Relationship button.

3. Type the name of the new relation type.

4. Click OK.

5. To add files and supporting documents to the relationship, click the name of therelationship to open it.




Chapter 7

Working with Renditions andTransformations

A rendition is another iteration of an object file. For example, a rendition may be an alternate format,or a different resolution. A transformation is the user-invoked transformation of a file either to createa new rendition, or to create an new related object. This section includes the following:

• Renditions Overview, page 93

• Renditions in Web Publisher, page 94

• Transformations Overview, page 96

• Viewing Renditions, page 97

• Creating a Rendition, page 97

• Creating a Related Object, page 98

• Importing a Rendition, page 100

• Setting a Preview Rendition, page 100

• Viewing the Preview Rendition, page 101

Renditions OverviewA rendition is an alternate copy of a file. For example, it may be a copy of an image in adifferent format or in a different resolution.

If an object has multiple renditions, Web Publisher designates one rendition as theprimary rendition, which will appear in file lists. You can display all a file's renditionsby clicking the renditions icon

or through the More→View→Renditions menu in the Streamline view and theView→Renditions menu in the Classic view.

The availability of some renditions and renditions functions are dependant upon otherinstalled products in your Documentum system such as Media Services and ContentRendition Services. Without the presence of these products, the Renditions functionsmay appear in Web Publisher but will not be available.

For example, Media Services generates Thumbnail and Low Resolution renditions ofimage objects upon Import of the original object. Other rendition types may be generatedfor other objects depending on their format. If Media Services has not been installed


Working with Renditions and Transformations

and/or configured for your Docbase, these extra renditions will not be generated.Renditions are generated for one item at a time and are processed asynchronously,meaning that renditions might not be immediately available after import. You canalso create new renditions using Media Services' Transformation capabilities. SeeTransformations Overview, page 96 for more information on Transformations.

Another Documentum product that rendition functionality depends on is ContentRendition Services. For example, an author could import a Microsoft Word file calledSales.doc, and then the author could generate an HTML rendition of the object (usingContent Rendition Services) called Sales.htm. Both files would contain the same contentbut in different formats.

You can create renditions outside the Docbase and import them in, or you can generaterenditions within Web Publisher.

You can generate new renditions of the same file format. To differentiate the multiplerenditions of a file in the same file format, each rendition must have a unique descriptionin the Rendition Description field. The description is appended to the end of therendition name, as a unique identifier.

When a file is versioned, its renditions, including any thumbnail renditions, are notcarried forward with the new version of the file. If you create a new version of the file,the renditions remain with the previous version. However, depending on your setup,Web Publisher might automatically generate new renditions when you check in andversion a file. Ask your administrator for more information.

You can configure lifecycles to automatically generate a PDF rendition at each lifecyclestate. See your WDK-based administration guide for more details.

Renditions in Web PublisherIn Web Publisher, renditioning lets you create content in a format other than is readableon the Web. After you create the content, you can have Web Publisher render it to aWeb-ready format. Renditions are added in the following ways:

• You can create renditions (including thumbnail renditions) outside the Web PublisherDocbase and import them in.

• If you use Documentum Content Rendition Services and if you create a file in aMicrosoft Office application, you can generate HTML and PDF renditions manuallythrough the Add Rendition command or automatically through checkin. To generaterenditions automatically through checkin, you must configure that option in theproperties of the folder containing the file's template.

• When Web Publisher merges a content file with a presentation file, it creates a newrendition. It creates the rendition published to the Web.

• When you modify a template or presentation file, you can have Web Publishergenerate new renditions for all associated files (for example, for all Web pages thatuse the template or presentation file). Web Publisher generates new renditions topublish to the Web.



• You can generate a rendition of an image file based on a transformation profile.The profile might require you to enter parameters that determine how the newrendition appears.

See also:

• Publish Name Rules, page 95

• Multi-File Renditions, page 95

Publish Name Rules

If a transformation profile creates a file in the same format as the original file, or if it usesthe same file format as other transformed images, then Web Publisher uses publishname rules to distinguish the transformations. A publish name rule defines a namingconvention that distinguishes the new file from others in the same file format. Forexample, if logo.jpg is transformed to a different resolution, the publish name rule mightname the new file logo_lres.jpg.

The rule for naming image transformations is the following:

object name + page number + file name modifier + extension

The object name is the file name, minus the format extension. The page number is left outif it equals 0. The file name modifier is a unique identifier, such as an explanation of thefile transformation. And the extension is the file extension.

Publish name rules must result in Web-safe names. A publish name cannot exceed 255characters. Publish name rules apply only if the file is not the primary rendition.

Example 7–1. Publish Name RulesFor example, publish name rules could generate the following files for a primaryrendition titled Superhero.tiff:

Table 7–1. Example of publish names

Publish name Description

Superhero.tiff Primary rendition

Superhero_th.jpg Thumbnail

Superhero_lres.jpg Low resolution version for Web site

Multi-File Renditions

If a Microsoft Office file contains embedded objects, such as GIF files, and if you useDocumentum Content Rendition Services, then when the file is checked into the Docbase,Content Rendition Services generates a multi-file rendition. Content Rendition Servicesrenders the content to HTML but separates the embedded objects into separate files, asshown in the following figure. Content Rendition Services then zips the rendered outputinto one zip file, which it gives the zip_html extension.



Figure 7–1. Rendering a multi-file rendition

Web Publisher then unzips the zip_html rendition and merges the main HTML file withits external application presentation file, as shown in the following figure. Web Publisherthen re-zips the files and stores them as the zip_pub_html rendition. When DocumentumSite Caching Services (SCS) publishes the file, SCS unzips the zip_pub_html file into itsconstituent files and publishes these to the Web site.

Figure 7–2. Publishing a multi-file rendition

Transformations OverviewTransformations let you automatically transform the look and format of an existingfile in order to create a new rendition of the file or a new related object for the file. Atransformation is the automated rendering of a file from one look or format to another.Transformations let you store a file in multiple formats, sizes, orientations, etc. Examplesof transformations include resizing, flipping, cropping, and correcting colors.



Transformation functionality is available only on Docbases that are configured withMedia Services. Without the presence of Media Services, the Transformations functionsmay appear in Web Publisher but will not be available. For more information see yourDocbase administrator.

When transforming a file, you choose a transformation profile. The transformationprofiles that are available for a given file depend on the file's format.

Transformations occur on one item at a time and are processed asynchronously, meaningthat transformed items and renditions might not be immediately available. You receive anotification when a transformation is completed or if a transformation fails.

You can use transformation profiles to create new renditions or to create new relatedobjects. A transformation profile's Relation Type property lists which can be created.

When creating a new rendition, you can use the new rendition's Rendition Descriptionfield to create multiple renditions of the same format. Each rendition is differentiated bythe differing description entered in the Rendition Description field. The description isappended to the end of the rendition name, as a unique identifier.

The following procedures describe how to create new renditions or new related objectsusing transformation profiles:

• Creating a Rendition, page 97

• Creating a Related Object, page 98

Viewing RenditionsThis procedure explains how to display a list of the different renditions of a file.

To view renditions for a file:



• On the file's line item, click .

• In the Streamline view, click More→View→Renditions.

• In the Classic view, select the checkbox for an object and select View→Renditions.

Creating a RenditionWeb Publisher uses Documentum's Content Rendition Services to provide thefunctionality to create a rendition. For most object types in the Docbase, you can createnew renditions of an object using these products.

Creation of new renditions either through Media Services or Content Rendition Servicesoccurs on one item at a time and requests are processed asynchronously, meaning thatnew renditions and transformed objects might not be immediately available. You receivea notification in your Inbox when a transformation is completed or if a transformationfails.



Not all create new renditions features mentioned below are available for all formatsand some formats cannot be rendered or transformed. See Renditions Overview, page93 and Transformations Overview, page 96 for more information on Renditions andTransformations.

This procedure describes how to create a new rendition of a file.

To create a rendition:

1. Navigate to the file for which you want to create a rendition.

Note: You can create a rendition from an original file or from an existing renditionof an original file. To create a rendition from an existing rendition, navigate to theexisting rendition. (Locating renditions is described in Viewing Renditions, page 97.)


• In the Streamline view, on the line item for the file, click one of the following:

— More→Document→Create Type, where Type is a file format such as PDF orHTML

— More→Document→Create Other

• In the Classic view, select the checkbox for the file, then select one of thefollowing:

— Document→Create Rendition→Type, where Type is a file format such asPDF or HTML

— Document→Create Rendition→More Formats

3. If you chose Create Other or More Formats, the Transform page appears. Do thefollowing:

a. In the Choose Profile tab, select a transformation profile and click Next.

b. In the Configure Transform tab, enter any information necessary for settingthe parameters of the transformation.

c. If a rendition of this file in the same format already exists, then you candifferentiate the new rendition you are creating by writing a unique descriptionin the Rendition Description field. The description is appended to the end ofthe rendition name, as a unique identifier.

d. Click Finish.

e. If you are prompted that a file of the same format and description already exists,you can overwrite the existing file by clicking Yes. You can keep both the newfile and the existing file by clicking No.

4. If you chose Create Rendition→Type or Create Type, the request will immediatelybe sent to appropriate queue for processing.

Creating a Related ObjectWeb Publisher uses Documentum's Media Services to provide the functionality to createa related object from a rendition. For most object types in the Docbase, you can create



new related objects of an object if Media Services has been installed and is configuredfor your Docbase.

Creation of new related objects through Media Services occurs on one item at a time andrequests are processed asynchronously, meaning that new related objects might not beimmediately available. You receive a notification in your Inbox when a transformationis completed or if a transformation fails.

Not all transformations are available for all formats and some formats cannot betransformed. See Renditions Overview, page 93 and Transformations Overview, page 96for more information on Transformations.

This procedure describes how to use a transformation profile to create a new relatedobject.

To create a new related object:

1. Navigate to the document you want to transform.


• In Streamline view, click one of the following:

— Transform

— More→Document→Transform

• In Classic view, select the checkbox of the item you want to transform. Thenselect one of the following:

— Transform

— Document→Transform

3. In the Choose Profile tab, select a transformation profile that lists Related Mediain the Relation Type column.

4. Click Next.

5. In the Configure Transform tab, select Related Media as the Relation Type.

6. In the Format Output field, select the file format of the object you are creating.

7. Enter other information in the Configure Transform tab as desired.

8. Click Next.

9. On the Properties page, enter the new item's name, object type, permission set,lifecycle, and other properties, as desired.

10. Select the location for the new object. You have two options:

• Same as the parent

• New location. This requires you to overwrite the parent location in an editwindow.

11. Click Finish.

The transformation request is sent to the server. When the transformation iscomplete, a notification is sent to your Inbox.



Importing a RenditionThis procedure describes how to import a file from outside the Docbase to use as anew rendition of an existing Docbase file.

To import a rendition for a file:

1. Navigate to the file for which you want to import a rendition.


• In the Streamline view, click More→Document→Import Rendition.

• In the Classic view, select the checkbox for a file. Select Document→CreateRendition→Import.

3. In the File to Import field, enter the file you want to import. You can type the path tothe file, or you can browse to locate the file.

4. In the Format field, select the rendition's file format.

5. In the Description field, enter a description for the rendition. You can use this fieldto differentiate between multiple renditions of the same format. You can havemultiple renditions of the same format as long as they have unique descriptions.

6. Click Import.

Setting a Preview RenditionYou can set a separate renditions of a file as the preview rendition. In other words, a file'sprimary rendition need not be its preview rendition. As the preview rendition is usedfor previewing, this lets you use a separate rendition from the primary rendition whenthe file is previewed. For example, you may set a low-resolution image as the previewimage, so that a user can more quickly view the image. For video objects, a section of thevideo may be taken and set as the preview, allowing users to preview a brief section ofthe video rather than the entire primary file.

A file can have only one preview rendition. The following icon appears next to thepreview rendition:

Only users with Read permissions for the file can select the preview rendition.

To set the preview rendition:



• On the file's line item, click .

• In the Streamline view, click More→View→Renditions.

• In the Classic view, select the checkbox for a file. Select View→Renditions.




• In the Streamline view, click the Set as Preview link beside the rendition that youwant to set as the preview rendition.

• In the Classic view, select the checkbox of the rendition you want to set as thepreview rendition. Click Set as Preview.

Viewing the Preview RenditionThe preview rendition (if one has been set), is designated by this icon:

To view the preview rendition, click this icon. The appropriate application opens anddisplays or plays the preview rendition. If you experience any difficulty in playing anitem's preview rendition (audio or video), see Configuring your Browser for MediaPlayers, page 53.




Chapter 8

Sending and Performing Tasks

You use workflows and quickflows to route files to other users for review, approval, and other tasks.Your Inbox displays the tasks sent to you.


• Workflows Overview, page 103

• Inbox Overview, page 105

• Performing Tasks in Your Inbox, page 106

• Starting a Workflow, page 111

• Viewing Running or Completed Workflows, page 113

• Managing Workflows, page 116

• Sending a Quickflow, page 120

Workflows OverviewA workflow is a process that you can initiate to assign specific tasks to specific users,in sequence, in order to carry out one of your organization's business processes. Forexample, an organization might use workflows to process insurance claims or developnew products.

A workflow is indicated by this icon:

When you initiate a workflow, you base it on a workflow template, which is indicated

by this icon:

The workflow template determines the task sequence and user assignments. Thetemplates might give you the option of specifying the users for specific tasks.

A workflow template can be reused repeatedly to initiate task sequences. Multiple userscan start workflows from the same template at the same time. A single user can startmultiple workflows from the same template at the same time (the user must have atleast Relate permission on the template).

Workflow templates are created in Workflow Manager. For details on creating workflowtemplates refer to the Workflow Manager online Help.



Users receive workflow tasks in their Inboxes. When a user completes a task, the userforwards it from the Inbox, and the workflow automatically notifies the next user insequence. The users in a workflow are called the workflow's performers.

A workflow template might let you direct a task to a group of users, in which case thefirst user to accept the task becomes the one who performs it. The task is removed fromthe other users' Inboxes.

Workflows can route the documents involved in tasks. Routed documents appear inthe task as attachments. Users in the workflow can attach and remove documents asthe workflow progresses.

Users can edit attached files. The workflow template determines whether the editedversion or the original version is stays with the workflow as the workflow progresses.

Each workflow has a workflow supervisor, who can pause, stop or make other changesto the workflow as the workflow is active.

Workflows can include automatic tasks, such as the execution of scripts. If an automatictask fails, the workflow supervisor is notified and can retry, perform or stop the task.Automatic tasks allow you to integrate workflows with lifecycles — for example allowingyou to promote files to new lifecycle states as they progress through a workflow.

The Workflow Reporting utility lets you perform additional management functions andlets you view all workflows in a Docbase.

Once started, a workflow is in one of three states:

• Running: The workflow running normally according to the workflow template.

• Paused: The workflow is temporarily halted, but expected to be reinstated. Ifreinstated, it continues from the point at which it was halted.

• Terminated: The workflow is aborted and cannot be reinstated.

The following icons are used in workflows:

• : A workflow.

• : A package, which is a container for attaching a file. You click this icon to attacha file. Text adjacent to the package tells you whether an attached file is optionalor mandatory.

• : A currently running workflow.

• : A workflow that is paused.

• : A workflow that is stopped.

The following figure shows the integration of a workflow with a lifecycle. A lifecycledefines the different stages a file goes through as it is created, edited, approved, and,eventually, retired. See Chapter 10, Working with Lifecycles for more details on lifecycles.

An author creates a file for the Web and forwards the file to a workflow, which sendsa review task to an editor. The editor suggests changes and sends the file back to theauthor, who revises the file and forwards the task, which initiates an automatic task.The automatic task promotes the file from the WIP to Staging and sends the file to adeveloper, who tests it on a Staging Web server. If the developer rejects the file, WebPublisher demotes the file to WIP and returns it to the author. If the developer approvesthe file, an automatic task promotes it to Approved, and the workflow ends.



Figure 8–1. Integration of a workflow and lifecycle

Inbox OverviewYour Inbox displays the tasks and notifications sent to you:

• : This indicates a task with no attached files. Tasks are electronic assignmentsthat are part of a workflow or quickflow.

• : This indicates a notification. Notifications are messages that tell you an eventhas occurred.

A task might have a priority level assigned to it:

• indicates high priority

• indicates low priority

When you receive a task, you open it to see its instructions and attached files. You choosewhether to accept it. If you do, you can work on any attached files, add or remove files,and add or edit comments. When you have completed the activity assigned to you, you



forward the task to the next activity in the workflow. Any changes you made to attachedfiles are also sent.

If the option is available, you can reject a task and send it to another user.

If you are the last user in a workflow, you can dismiss a task once completed. Forexample, when you initiate a quickflow and a user performs the task and sends it back toyou, you remove the completed task from your Inbox by dismissing it.

In some cases, a task is not directed to you alone but to a group of users, with theintention that one in the group is to perform it. If you accept the task, it is deleted fromthe other users' Inboxes. If you reject the task, it is removed only from your Inbox andanother user in the group still must complete it.

You can determine whether you are available to receive workflow tasks. The top of yourInbox displays your availability. I am available indicates you are available to receivetasks; I am currently set to unavailable indicates you are not available to receive tasksand that another user is designated to receive the tasks sent to you. This setting is useful,for example, if you will be out of the office for an extended period.

Performing Tasks in Your InboxTo view your Inbox, click Inbox. Your Inbox contains the tasks and notifications sent toyou.


• Opening Tasks and Notifications, page 106

• Accepting and Performing a Task, page 107

• Completing a Task, page 108

• Rejecting a Task, page 109

• Delegating a Task, page 109

• Repeating a Task, page 110

• Changing Your Availability for Tasks, page 110

Opening Tasks and Notifications

This procedure describes how to open a task or notification in your Inbox.

To open tasks and notifications:

1. Click Inbox.


• Click the name of the task or notification.

• Select the checkboxes for one or more tasks and notifications. Select File→View.

3. If Web Publisher displays multiple tabs, select the tab for the information you wantto view.



4. To perform actions, see the appropriate procedure from the list below. To close thetask or notification, click Close.

• Accepting and Performing a Task, page 107

• Completing a Task, page 108

• Rejecting a Task, page 109

• Delegating a Task, page 109

• Repeating a Task, page 110

Accepting and Performing a Task

This procedure describes how to accept a task that has been sent to you. If the task hasalso been sent to other users, then the first user to accept the task is the one who performsit. Once a user accepts it, it is removed from the other users' Inboxes.

To accept and perform a task:

1. Open the task. (You can open a task by clicking its name.)

2. If the Accept button appears, click Accept.

The task appears, displaying the Info tab. The Info tab might display taskinstructions, attached files, forms, and packages.

3. If the Info tab displays attached files, you can access an attached file by usingstandard procedures for working with a file. For example, to check out an attachedfile, use the standard procedure for checking out a file.

4. If the Info tab displays a form, enter the information required.

5. To attach an existing file, do the following:

a. In the Info tab, click one of the following, depending on what appears on thepage:

•

•

• Add

b. To locate the files you want to attach, click the appropriate tab, then navigate tothe files within that tab. Tabs that correspond to Docbase nodes (such as MyFiles or Categories) are navigated in the same way as the Docbase nodes.

The Search tab lets you choose either a simple or advanced search.

c. Click Add at the bottom of the page.

d. When you attach a file that has links to other files, you can choose to add thelinked files by selecting Automatically Add Linked Objects.

e. To remove an attached file, click either Delete or Remove.

6. To create and attach a new form based on an existing form template, do the following:

a. In the Info tab, click one of the following depending on what appears on thepage:



• Use name of form

• name of package

b. Select the form template upon which to base the new form, and click OK.

The form's fields appear in the Info tab.

c. To remove a form, click Remove.

Note: If you remove a newly created form, the form is deleted automatically.

7. If your WDK-based application includes functionality for attaching supporting files,you can attach a supporting file by clicking the Supporting Files tab and selectingthe files to attach. You can attach supporting files through the Local Files, PublicFiles, and My Private Files tabs. The Local Files tab lets you use a file from yourlocal computer or computer network. You can choose whether to store the file in theDocbase for later access. You choose from these options:

• One time. This does not store the file in the Docbase.

• Multiple (private). This stores the file privately in the Docbase in My PrivateFiles.

• Multiple (public) This stores the file publicly in the Docbase in Public Files sothat others can use it as a supporting file.

8. In the Comments tab, add comments by doing the following:

a. Click Add or Edit.

b. In the Comment field, type the comment.

c. If the following options appear, then select one:

• For subsequent recipients: Sends the comment to all users performing allfuture tasks in the workflow.

• For next recipients only: Sends the comment only to the users performingthe next task in the workflow.

d. Click OK.

e. Repeat these steps for as many comments as you want to add. To remove acomment, click Remove.

9. In the Progress tab, you can view task's history.


• To mark the task as completed and to forward it, see Completing a Task, page 108.

• To close the task without yet forwarding it, click Close.

Completing a Task

Once you have performed a task you forward it to the next step in its workflow. Beforeperforming this procedure, you must have already accepted and performed the task (asdescribed in Accepting and Performing a Task, page 107).



To complete a task:

1. If you have not already done so, open the task. (You can open a task by clickingit in your Inbox.)

2. Click Submit, Forward, or Finish, depending on which button is shown.

3. If prompted for a password, type your password.

4. Click OK.

5. If prompted to select the next performers, do the following:

a. Click Click To Assign next to the task for which you want to choose performers.

b. In the selection page, choose the performers (for details on using a selectionpage, see Using a Selection Page, page 46). If allowed, you can make multipleselections.

c. Click OK.

6. If prompted, select the next task to forward from the Select Next Forward Tasks listby checking the appropriate checkboxes.

7. Click OK.

Rejecting a Task

Rejecting a task sends it back to the prior recipient. Not all tasks offer the Reject option.The workflow supervisor decides which recipients can reject a task.

To reject a task:

1. Open the task. (You can open a task by clicking it in your Inbox.)

2. Click Reject.

3. If required, select the checkboxes for the users to whom you want to reroute the task.

4. If required, type a message explaining the reason for the rejection.

5. Click Next.

6. To select other tasks to reject, do so from the Select Next Reject Tasks list bychecking the appropriate checkboxes.

7. If required, type your password in the Sign Off Required field to electronicallysign off the task.

8. Click OK.

Delegating a Task

If the workflow allows, you can reassign a task that has been assigned to you. You candelegate the task to another user, giving that user the responsibility to complete the task.



To delegate a task:


2. Click Delegate.

3. If you are prompted to specify the user to whom to delegate the task, do thefollowing:

a. On the line item for the task you want to delegate, click click to assign.

b. In the selection page, select the user to whom to delegate. (For details on usingthe selection page, see Using a Selection Page, page 46.)

4. Click OK.

Repeating a Task

When you have completed a task, you might have the option to have another individualor group repeat the task.

To repeat a task:


2. Click Repeat.

3. On the line item for the task, click click to assign.

4. In the selection page, select the user to whom to delegate. (For details on using theselection page, see Using a Selection Page, page 46.)

5. Click OK.

Changing Your Availability for Tasks

You can determine whether you are available to receive workflow tasks. If you makeyourself unavailable to receive tasks, you must designate another user to receive yourtasks for you.

The top of your Inbox displays your availability. I am available indicates you areavailable to receive tasks; I am currently set to unavailable indicates you are notavailable to receive tasks.

To change your availability:

1. Click Inbox, and then click your availability status, which is one of the following:

• I am available

• I am currently set to unavailable


• To make yourself available, deselect the I am currently unavailable. Pleasedirect my tasks to: checkbox.



• To make yourself unavailable, select I am currently unavailable. Please directmy tasks to:. Then click edit. Then, in the selection page, choose the user. (Fordetails on using the selection page, see Using a Selection Page, page 46.)

Starting a WorkflowThis procedure describes how to starts a workflow. You can send the workflow withor without attached files.

To start a workflow:


• To start a workflow by first selecting the type of workflow, go to Step 2.

• To start a workflow by first selecting one or more files, go to Step 3.

2. To start a workflow by first selecting the type of workflow, do one of the following:

• In the Streamline view, click Start Workflow in the upper right corner of thepage, then skip to Step 4.

• In the Classic view, select Tools→Workflow→Start, then skip to Step 4.

3. To start a workflow by first selecting files, do one of the following:

• In the Streamline view, navigate to the file you want to send to a workflow andthen select More→Tools→Start Attachment.

• In the Classic view, navigate to one or more files you want to send to a workflow,check their checkboxes, and then select Tools→Workflow→Start Attachments.

4. In the list of workflow templates, locate the template you want and select itscheckbox.

5. Click the OK button (at the bottom of the page).

6. In the Info tab, type a name for the workflow in the Workflow Description field.

7. To attach an existing file, do the following:

a. In the Info tab, click one of the following, depending on what appears on thepage:

•

•

• Add

b. To locate the files you want to attach, click the appropriate tab, then navigate tothe files within that tab. Tabs that correspond to Docbase nodes (such as MyFiles or Categories) are navigated in the same way as the Docbase nodes.

The Search tab lets you choose either a simple or advanced search.

c. Click Add at the bottom of the page.

d. When you attach a file that has links to other files, you can choose to add thelinked files by selecting Automatically Add Linked Objects.

e. To remove an attached file, click either Delete or Remove.



8. To create and attach a new form based on an existing form template, do the following:

a. In the Info tab, click one of the following depending on what appears on thepage:

• Use name of form

• name of package

b. Select the form template upon which to base the new form, and click OK.

The form's fields appear in the Info tab.

c. To remove a form, click Remove.

Note: If you remove a newly created form or cancel the workflow, the form isdeleted automatically.

9. If your WDK-based application includes functionality for attaching supporting files,you can attach a supporting file by clicking the Supporting Files tab and selectingthe files to attach.

You can attach supporting files through the Local Files, Public Files, and MyPrivate Files tabs. The Local Files tab lets you use a file from your local computer orcomputer network. You can choose whether to store the file in the Docbase for lateraccess. You choose from these options:

• One time. This does not store the file in the Docbase.

• Multiple (private). This stores the file privately in the Docbase in My PrivateFiles.

• Multiple (public) This stores the file publicly in the Docbase in Public Files sothat others can use it as a supporting file.

10. If the workflow includes a Performers tab, then you specify users or user groups forone or more tasks. In the Performers tab, do the following:

a. Click Select next to a task that must be performed.

b. In the selection page, select the user or group to perform the task. See Using aSelection Page, page 46.

11. In the Comments tab, do the following:

a. Click Add.

b. On the Add Comment page, type your comments in the Comment field.

c. Select which users you want the comment delivered to:

• For subsequent recipients. This sends the comment to all remaining users inthe workflow.

• For next recipients only. This sends the comment only to the users whoreceive the next task assignment in the workflow.

12. Click OK.

13. Click Finish.



Viewing Running or Completed WorkflowsYou can view workflows through either of the following, accessible from the Classic view:

• My Workflows, which you can access through Tools→Workflow→My Workflows.This displays the workflows you own — i.e., the workflows for which you are thesupervisor.

• Workflow Reporting, which you access by selecting Tools→Workflow→WorkflowReporting and then clicking Edit Workflow Report.

By default, this displays the workflows you own. But you can generate a differentlisting by changing the filter in the edit workflow report setting.

You can filter or sort this list to isolate certain workflows you want to view. Forexample, to group the workflows you own, you can sort this list by the Supervisorcolumn.

This section includes the following:

• Viewing the Workflows You Own, page 113

• Viewing All Workflows, page 113

• Modifying Display Settings in Workflow Reporting, page 114

• Viewing Workflow Details , page 115

• Viewing Workflow and Document Audit Events, page 115

• Viewing a Workflow through Workflow Manager, page 115

• Saving Workflow Information, page 116

Viewing the Workflows You Own

The My Workflows list displays the workflows you own — i.e., the workflows for whichyou are the supervisor.

To view the workflows you own:


• In the Streamline view, click the Inbox tab. Click My Workflows.

• In the Classic view, select Tools→Workflow→My Workflows.

A list of your workflows appears.

Viewing All Workflows

The Workflow Reporting utility displays all workflows in the Docbase. You can filter orsort this list to isolate certain workflows you want to view. For example, to group theworkflows you own, you can sort this list by the Supervisor column.

To view all workflows in the Docbase:

1. In the Classic view, select Tools→Workflow→Workflow Reporting.



2. To choose what information is displayed, choose filters from the drop-down lists.

In the drop-down list on the right side of the page, choose from the followingstatus filters:

• Show running workflows only

This is the default setting. This filter shows only workflows that are currentlyactive and running in the Docbase.

• Show running and completed workflows

This filter shows all workflows in the Docbase, running and completed.

• Show completed workflows only

This filter shows only workflows that have been finished or completed.

Modifying Display Settings in Workflow Reporting

This procedure determines how columns display information in Workflow Reporting.

To modify the display settings for Workflow Reporting:


2. Select Edit Workflow Report.

3. To add a column to the Display Order list, select a column title in the Propertylist and click Add.

4. To remove a column from the Display Order list, select the column and clickRemove.

5. To change the order in which the columns display, select a column and click theup or down arrow.

6. To set the width of the columns, select a column title and do one of the following:

• To set the column width manually, check the Characters radio button and enterthe number of characters you want the width of the columns to be.

• To automatically have the columns fit each title in each column, check theAutosize To Fit radio button.

7. To view sorting options, click More.

8. To sort by column, in the sorting drop-down lists select a first, second, and thirdcolumn to sort by. The properties in the sorting drop-down lists match the propertiesin the Property list.

To sort by specific columns or no columns at all, choose the empty fields in thesorting lists. The default is to sort by Current Version.

9. Beside the sorting drop-down lists select either Ascending or Descending for eachdrop-down list choice.

10. Click OK.

Note: To return the display settings to their original settings, click Reset.



Viewing Workflow Details

The Details view displays informationabout workflow tasks and attached files. Display filters are provided, which enable youto refine the information and get broader or more granular levels of detail.

To view workflow details:


2. Select a workflow.

3. Select View→Detail.

Workflow details appear.

4. To choose what information is displayed, select a filter in the drop-down list on theright side of the page.

Viewing Workflow and Document Audit Events

The Audit Events view displays auditdetails for workflows whose audit event flags were set during design-time in WorkflowManager, and documents whose audit flags were set in Documentum Administrator.You can set audit flags on workflows and documents to track workflows events. Fora complete list of available audit events and information about setting theaudit flags, see the documentation for Workflow Manager (for workflows) andDocumentum Administrator (for documents).

To view audit event details:


2. Select a workflow.

3. Select View→Audit Events.

Viewing a Workflow through Workflow Manager

This procedure explains how to display a workflow through Workflow Manager.

To view a workflow through Workflow Manager:

1. In the Classic view, select Tools→Workflow→My Workflows.


• In the Streamline view, click View Instance.

• In the Classic view, select the workflow. Then select File→View.

Workflow Manager opens, displaying the workflow.



Saving Workflow Information

You can save workflow information to your local file system as a Microsoft Excelspreadsheet.

To save workflow information:


2. Click Save Report.

3. In the File Name field, enter a name for the information you are saving.

4. Choose a location to save the file.

5. Click Save.

Excel launches and the workflow information is saved in an Excel spreadsheet.

Managing WorkflowsThis section includes the following:

• Pausing a Running Workflow, page 116

• Resuming a Paused Workflow, page 117

• Terminating a Workflow, page 117

• Processing a Failed Automatic Task, page 118

• Unlocking a Locked File in a Workflow, page 119

• Creating a New Workflow Template, page 119

• Displaying and Editing Aliases in Workflows, page 119

• Changing the Workflow Supervisor, page 120

Pausing a Running Workflow

When you pause a workflow, the workflow is temporarily halted but expected to bereinstated. You might, for example, want to pause a workflow to modify the workflowtemplate. Once your changes are complete, you resume the workflow and it continuesfrom the point at which it paused.

To pause workflows via the My Workflows list:





• In the Streamline view, click Pause next to the workflow you want to pause.

• In the Classic view, select the workflow or workflows you want to pause. SelectTools→Workflow→Pause.



3. You are prompted to confirm that you want to halt the workflow. Click OK.

To pause a workflow via Workflow Reporting:


2. Select the workflow.

3. Select Tools→Workflow→Pause.

Resuming a Paused Workflow

When you resume a paused workflow, the workflow starts where it left off.

Note: You can resume a paused workflow but you cannot resume a terminated workflow.

To resume a paused workflow via the My Workflows list:





• In the Streamline view, click Resume.

• In the Classic view, check the checkboxes of the workflows you want to resume.Select Tools→Workflow→Resume.

3. At the prompt to confirm the resumption, click OK.

To resume a paused workflow via Workflow Reporting:



3. Select Tools→Workflow→Resume.

Terminating a Workflow

You can terminate a workflow at any point in its progress. A terminated workflowcannot be restarted.

To terminate a workflow via the My Workflows list:





• In the Streamline view, click Abort.

• In the Classic view, check the checkboxes of the workflows you want toterminate. Select Tools→Workflow→Stop.



3. In the Abort Workflow page, make sure the Aborted workflow will be deletedcheckbox is checked. This ensures that the terminated workflow is automaticallydeleted from your workflows list.

4. Click OK.

To terminate a workflow via Workflow Reporting:



3. Select Tools→Workflow→Terminate.

Processing a Failed Automatic Task

If an automatic task fails, the workflow supervisor receives notice in their Inbox. Thesupervisor can do any of the following:

• Retrying a Failed Automatic Task, page 118

• Completing a Failed Automatic Task, page 118

Retrying a Failed Automatic Task

This procedure describes how to retry an automatic task that has failed.

To retry a failed automatic task:

1. From your Inbox, open the failed automatic task.

2. Click Rerun.

3. Click OK.

Completing a Failed Automatic Task

This procedure describes how to complete a failed automatic task.

To complete a failed automatic task:

1. If not already selected, display the Task Manager page for the failed automatic taskyou wish to complete.

2. Click Complete.

3. Click OK.



Unlocking a Locked File in a Workflow

Depending on the specific WDK-based application you are using, the workflowsupervisor might be able to unlock a locked file in a workflow, even if the file is checkedout by another user.

This might be necessary, for example, if another user goes on vacation and forgetsto unlock a file that others need access to. When you unlock the file, it can again beaccessed by other users. The file will be only as up-to-date as the last time it was saved tothe Docbase.

To unlock a locked file:

Note: This functionality is enabled only with certain Documentum applications.




2. Click the workflow in which the file is locked.

The workflow details appear.

3. Check the checkbox of the file you want to unlock.

4. Click Unlock.

The page is unlocked, and others can now access it.

5. Click Close.

Creating a New Workflow Template

This procedure explains how to open Workflow Manager from Web Publisher. Onceyou open Workflow Manager, use that application's Help files for detailed instructionson creating workflow templates.

To create a new workflow template:


• In the Streamline view, click New Workflow Template.

• In the Classic view, select File→New→Workflow Template.

2. Workflow Manager opens. For information on creating a new workflow template,open Workflow Manager's help.

Displaying and Editing Aliases in Workflows

You can change alias values and descriptions for a workflow. To make changes, youmust be the owner of the alias set or have system administrator or super user privileges.The alias set editor is available only for workflows that use alias sets and that arecurrently in a running or paused state.



You cannot change an alias set name or type. Those properties are not editable.

To display and edit an alias set:


2. Select View→Detail.

3. Select View→Alias Set.

4. Select an alias and click Edit.

5. In the Value drop-down list, select a user or group for the alias value.

6. In the Description field, enter a description of the alias.

7. Click OK.

Changing the Workflow Supervisor

To change the workflow supervisor:



3. Select Change Supervisor.

4. Choose either All Users or select the group to which the new supervisor belongs.

5. Select the user who will be the new supervisor for the workflow.

6. Click OK.

Sending a QuickflowA quickflow is a one-step processing instruction sent to the users of your choice.Quickflows do not involve a sequence of tasks but just one task. If you send a quickflowto several users, you can choose whether each user receives the task at the same timeor sequentially.

To send a quickflow:

1. Navigate to the file you want to attach to the quickflow.


• In the Streamline view, click More→Tools→Quick Flow.

• In the Classic view, select the checkboxes for one or more items. SelectTools→Workflow→Quick Flow.

3. To select the users or groups to send the quickflow to, click Select user/group. In theselection page, select the users or groups. (For details on using a selection page, seeUsing a Selection Page, page 46.)

4. In the Priority drop-down list, select the priority.



5. In the Instructions field, type any messages for the users.

6. To receive a notification when a user completes the review, select the Return toMe checkbox.

7. To require each user to enter an electronic signoff when completing the review, selectthe Require signoff checkbox.

8. Click OK.




Chapter 9

Using Change Sets


• Change Sets Overview, page 123

• Accessing Change Sets, page 124

• Creating a Change Set, page 124

• Adding Files to a Change Set, page 124

• Restarting a Change Set, page 125

• Deleting a Change Set, page 125

Change Sets OverviewChange sets bundle content together to be routed through a workflow and lifecycle as agroup. This ensures that all content in the change set gets published at the same time.Web Publisher creates a change set when you attach files to a workflow. Web Publishercreates the change set to route and promote the attached files as a unit.

You can access change sets through the Site Manager node.

If you assign an effective date to a change set, Web Publisher automatically sets all thefiles in the change set to that effective date. If you do not assign an effective date tothe change set, Web Publisher uses the effective date on each file to determine when itshould go live.

If you check out or edit files in a change set, Web Publisher demotes the change set toWIP. When you delete a change set, Web Publisher deletes only the change set and notthe files within the change set. Web Publisher automatically deletes a change set atthe end of a workflow.

If you add files to or remove files from a change set that is in the Staging state or beyond,Web Publisher demotes the change set to WIP. The same happens if you edit or checkout files in the change set.

The maximum number of files that you can add to a change set is 500.

You cannot add files to or remove files from a completed change set.


Using Change Sets

Accessing Change SetsTo access a change set:

1. In the Classic view, select the Site Manager node.

2. Select Change Sets.

Web Publisher displays the list of change sets.

3. To open a change set, click the change set's name.

Creating a Change SetThis procedure explains how to create a change set.

To create a change set:



3. Click New Change Set.

4. In the Name field, type the name of the new change set.

5. Enter other properties as desired. Properties might include the following:

• Description: The explanation of the change set that appears in a task recipient'sInbox.

• Promotion Type: Selects whether to include a file's related files in the change set.

• Effective: Selects whether the change set is published upon approval or

• Priority: You can label a change set as a higher or lower priority, as a messageto the task recipients.

6. Click OK.

The change set is created and displayed in your list of change sets.

7. To add files to the change set, click the change set to open it. In the Info tab'sAttachments section, click the add icon:

To locate the files you want to attach, click the appropriate tab, then navigate tothe files within that tab.

When you have chosen the files to add, click Add at the bottom of the page.

Note: The maximum number of files that you can add to a change set is 500.

Adding Files to a Change SetThis procedure explains how to add files to a change set. The maximum number of filesthat you can add to a change set is 500.


Using Change Sets

To add files to a change set:

1. Navigate to the files to add to the change set.


• In the Streamline view, click More→File→Add File to Change Set.

• In the Classic view, select the checkboxes for one or more files. SelectTools→Change Sets→Add Files to Change Set.

3. To attach one or more task files, click or Attachments, and select the files toattach. When you have chosen the files, click Add at the bottom of the page.


4. To attach one or more supporting files, click the Supporting Files tab, click , andselect the files you want to attach. When you have chosen the files, click Add atthe bottom of the page.


Restarting a Change SetThis procedure explains how to restart a change set.

To restart a change set:



3. Select the checkbox for the change set you want to restart.

Note: If the change set you want to restart has already been promoted to theApproved state, then you must first open the change set in order to restart it. Youcannot restart it from the list of change sets. To open the change set, click the changeset's name.

4. Click Restart Change Set.

Deleting a Change SetWhen you delete a change set, Web Publisher deletes only the change set and not thefiles within the change set.

To delete a change set:

1. Navigate to the Site manager node, and then to the Change Set folder.

2. Select one or more change sets.

3. Click Delete Change Set.



Using Change Sets

• If you are deleting one change set, click Finish.

• If you are deleting several change sets, click Next for each. For the last file, clickFinish. (Note that you can also click Finish before you get to the last changeset. Doing so applies any settings you specified to all remaining change sets.If a confirmation prompt appears, click Continue.)


Chapter 10

Working with Lifecycles

Each file in a Docbase has a lifecycle that consists of the different states the file goes through. Youcan advance or demote files manually, or Web Publisher can advance or demote then automatically.Web Publisher automatically assigns a lifecycle when a file is created and puts the file into the firststate in the lifecycle.


• Lifecycles Overview, page 127

• Promotion Overview, page 129

• Promoting an Item to the Next State, page 129

• Demoting an Item, page 129

• Assigning a Lifecycle, page 130

• Power Promoting an Item to the Approved State, page 130

• Expiring an Item, page 131

Lifecycles OverviewA lifecycle defines the different stages a file goes through as it is created, edited,approved, and, eventually, retired. For example, an employee might create a new humanresources form, another employee might review it and return it for revision, and a thirdemployee might give the approval necessary to make the file available to all employees.The lifecycle defines which stage the file is in at each point in the process.

An item advances to its next lifecycle state either by Web Publisher automaticallyadvancing the item or by a user manually advancing the item. The lifecycle determineswhat conditions must be met for Web Publisher to automatically advance the item. Anitem can also be demoted to a previous lifecycle state.

Whatever stage an item has achieved is said to be that item's lifecycle state. A basic WebPublisher lifecycle has the following states:

• Start

When content is newly created or newly versioned, Web Publisher places it in theStart state, for initialization purposes, and then immediately promotes it to theWIP state.

• WIP (Work In Progress)



WIP is used for content in draft or review.

• Staging

When content is complete and ready for testing, a user or workflow promotes it tothe Staging state. By default, Web Publisher does not allow you to change an item ifthe item's lifecycle state is Staging or beyond. For example, you cannot edit the item'scontent, change its location or change its properties. However, administrators can seta system-level option that allows users with certain permission levels to override this.

• Approved

When content is approved for the live Web site, a user or workflow promotes it tothe Approved state. The content is ready for publication to the Web.

• Active

When an Approved content file reaches its publication date (i.e., effective date), thecontent is published to the Web.

Example 10–1. How a lifecycle worksIn this example, an insurance company is developing a new claim form. The claimform is developed in the following stages:

• Drafted by an attorney

• Reviewed by claims adjusters and customer service representatives

• Approved for use by a manager

• Placed in use

• Revised by an attorney to conform to changes in the law or in internal procedures

• Reapproved for use by a manager

• Retired upon becoming obsolete

Through Documentum 5, an administrator designs a lifecycle that reflects each of thesestages. The first state is called the base state. The lifecycle moves through each state insingle step increments called step states, either forward or backward to complete thecycle. The last state is called the terminal state. The claim form could have states calledDraft, Reviewed, Approved, In Use, Revised, Reapproved, and Retired. You wouldmove the file through the states as its status changed over time.

Web Publisher lets you manually promote an item to its next lifecycle state. If youpromote a change set, the files in the change set also advance to that state. If some filesare already at that state or later, their states don't change.

If synchronous publishing is enabled, promoting triggers a publish operation to theappropriate internal or external Web site.

Power promoting advances an item directly to the Approved state. If you powerpromote a change set, the files within are promoted to Approved. When a file is powerpromoted to Approved, it is then immediately promoted to Active if it's effective dateis blank and publishing is synchronous.

Expiring an item removes it from a Web site prior to its expiration date and notifies thefile's author of the expiration. The expired item remains in the Docbase and can beviewed if you filter your view to include expired items.



Promotion OverviewPromoting advances an item to the next stage in its lifecycle. For example, if youpromote a file that is in the WIP state, it is advanced to the Staging state. You canpromote items manually, or Web Publisher can promote them automatically. The item'slifecycle determines the conditions that must be met for Web Publisher to automaticallypromote the item.

When you promote an item, Web Publisher checks whether the item is linked to otheritems that are candidates for promotion. If so, Web Publisher prompts you whether topromote those items as well. Candidate items must satisfy the following conditions:

• They must be in the same lifecycle state as the original item, or in a lower lifecyclestate. For example, if you promote a WIP item, Web Publisher checks for linkedWIP items. If you promote a Staging item, Web Publisher checks for linked WIPand Staging items.

• They must not be in a change set.

• They must be either automatically linked items (for example, added through WebPublisher Editor), or they must be manually linked items where the link type isdefined as one that automatically includes links.

Promoting an Item to the Next StatePromoting advances an item to its next lifecycle state. When you promote an item,Web Publisher checks whether the item is linked to other items that are candidates forpromotion. Depending on your WDK-based application, you are either prompted topromote those items as well, or the items are automatically promoted if there is a relationtype specified to do so.

If you are the item's owner or a superuser, you need only Write permission on the itemto promote it. If you are not the item's owner or a superuser, you must have Writepermission plus Change State permission in order to promote the item.

To promote items to the next lifecycle state:

1. Navigate to the items in the Docbase.


• In the Streamline view, click More→Document→Promote.

• In the Classic view, select the checkboxes for one or more items. SelectDocument→Lifecycle→Promote.

Note: If your WDK-based application supports controlled documents, the controlleddocument must be the latest version in its branch to be promoted.

Demoting an ItemDemoting returns an item to its previous lifecycle state.



To demote an item, you must have the Change State permission on the item.

To demote an item:



• In the Streamline view, click More→Document→Demote.

• In the Classic view, check the file's checkbox. SelectDocument→Lifecycle→Demote.

3. Click Demote.

Note: Your WDK-based application may not support demoting items in a lifecycle.For example, you cannot demote a controlled document in Documentum ComplianceManager.

Assigning a LifecycleYou must have at least Write permission on an item in order to assign a lifecycle to it. Ifyou are attaching the item to a lifecycle or replacing a lifecycle, you must have at leastRelate permission on the new lifecycle.

When you assign a lifecycle to a file, you can also choose an alias set to associate with thefile and the lifecycle. The alias set can identify the particular individuals who review,promote, or depending on your WDK-based application, demote the file. Alias sets canalso specify permission sets and Docbase locations. Consult your Docbase administratorfor specific information on the alias sets available in your installation.

When setting a lifecycle for a template, keep in mind that the lifecycle is assigned to allfuture files created from the template. The new lifecycle does not affect files that havealready been created.

To assign a lifecycle:

1. Navigate to the file in the Docbase.


• In the Streamline view, click More→Document→Apply Lifecycle.

• In the Classic view, select the checkboxes for one or more files. SelectDocument→Lifecycle→Apply.

3. Select a lifecycle.

4. Click OK.

Power Promoting an Item to the ApprovedState

Power promoting advances an item directly to the Approved state.



To power promote an item:



• In the Streamline view, click More→Document→Power Promote.

• In the Classic view, select the checkboxes for one or more items. SelectDocument→Lifecycle→Power Promote.

Expiring an ItemExpiring an item removes it from a Web site prior to its expiration date and notifies thefile's author of the expiration. The expired item remains in the Docbase.

To expire items:

1. Navigate to the Active versions of the items you want to expire.


• In the Streamline view, click More→Tools→Expire now.

• In the Classic view, select the checkboxes for one or more items. SelectDocument→Lifecycle→Expire now.




Chapter 11

Managing Permission Sets

This section describes common procedures used to manage permission sets. This section describesthe following:

• Permissions Overview, page 133

• Locating a Permission Set, page 137

• Viewing Where a Permission Set is Used, page 137

• Viewing or Editing a Permission Set, page 138

• Creating a Permission Set, page 139

• Setting Permissions for an Object, page 140

Permissions OverviewThis section includes the following:

• Permissions, page 133

• Extending Permissions, page 136

• Alias Sets, page 137

Permissions

Permission sets (also known as ACLs, or access control lists) specify what access eachuser has to a particular item in the Docbase, such as a file or folder. Each item in theDocbase is assigned a permission set by the item's owner. The permission set consistsof entries that specify the access level to the object for a specific user or user group.Documentum 5 provides seven possible access levels. Each higher access level includesthe capabilities of the preceding access levels.

Each user is assigned a default permission set by the Docbase administrator (Sysadmin,Superuser). When you create an item, Documentum assigns your default permissionset to the item. For example, if your default permission set gives all members of yourdepartment Write access and all other users Read access, then those are the access levelsassigned to the item.



You can change an item's access levels by changing the item's permission set. To do soyou must be the item's owner (typically the owner is the user who created the item) oryou must have Superuser privileges in the item's Docbase.

When you modify a permission set, the permission set is saved as a permission setassigned to you. You can then apply the permission set to other items in the Docbase.

Your ability to edit permission sets depends on your user privileges in the Docbase:

• If you have Superuser privileges, you can modify any permission set in the Docbase.You can designate any Docbase user as the owner of a permission set and you canchange the owner of a permission set. This permission is usually assigned to theDocbase administrator.

• If you have Sysadmin privileges, you can modify any permission set owned byyou or the Docbase owner. You can designate yourself or the Docbase owner asthe owner of a permission set that you create and you can change whether you orthe Docbase owner owns the permission set. This permission is usually assignedto the Docbase administrator.

• If you have anything less than the above, you are the owner only of the permissionsets that you create. You can modify any permission set you own, but you cannotchange the owner of the permission set.

If you designate the Docbase owner as the owner of a permission set, that permissionset is a System permission set.

A typical Documentum 5 installation includes some system permission sets that areavailable to all users. Consult your Docbase administrator for additional information onsystem permission sets.

Table 11–1. Access Levels

Access Level What It Allows

None No access is permitted to the item.

Browse Users can view the item's properties but not the item'scontent.

Read Users can view both the properties and content of theitem.

Relate Users can do the above plus they can add annotationsto the item.

Version Users can do the above plus they can modify the item'scontent and they can check in a new version of the item(with a new version number). Users cannot overwrite anexisting version or edit the item's properties.

Write Users can do the above plus they can edit item propertiesand check in the item as the same version.

Delete Users can do all the above, and they can delete items.

Your access to the folders and documents in a Docbase is subject to whatever securityrestrictions have been established at your company for the Documentum system. Your



Docbase permissions determine the access you have to each item in the Docbase — suchas a file, folder or cabinet — and govern your ability to perform specific actions.

Your permissions are determined by permission sets, which list users and user groupsand the actions they can perform. Each Docbase item has a permission set associatedwith it, determining who can access the item. Depending on your permissions, you cancreate new items; you can perform file-management actions, such as importing, copyingor linking files; and you can start processes, such as sending files to workflows.

Documentum security protects the information in each Docbase using object permissionsto control access to cabinets, folders, documents, and other objects. Object permissionsdetermine what actions a particular user can perform on a specific object. Permissions canbe added, removed, modified, or replaced, and can be set differently for different users.

If a user does not identify a permission for an object or does not explicitly choose thatthe object should not have a default permission, Content Server attempts to assign thenew object a default permission. To identify which permission to assign as the default,Content Server uses the value in the default_acl attribute of its server configurationobject. This attribute contains an integer value that represents one of three candidatepermissions (ACL): 1, which is the folder permission set; 2, which is the type permissionset; or 3, which is the user permission set. A value of 4 means that there is no defaultpermission. When you install Content Server, the default_acl attribute is set to 3, for theuser permission set. This means that whenever a user creates an object and does notexplicitly assign it a permission or grant it permissions, the server assigns the defaultpermission associated with the user's dm_user object to the new object. The WebPublisher DocApp assumes the value of the Content Server's default_acl attribute is setto 3.

You can change the default_acl attribute using Documentum Administrator or the IAPI.If you change the permission to 1, for the folder security the object will pick up itspermissions from the folder it resides in not from the default lifecycle. See DocumentumContent Server Administrator's Guide for more information about permission sets.

Folder Security

Folder security is an additional level of security that supplements the existing Docbasesecurity. Implementing this security option further restricts allowable operations ina Docbase. When folder security is in use, operations such as copying or movingdocuments may require you to have Write permission or greater for the folder in order toaccess an object. For information about assigning folder security to a Docbase, refer toDocumentum Content Server Administration Guide.

If your WDK-based application is Web Publisher and folder security is in use any filesin WIP state must have the same permission as the folder. To use the same folderpermission, the administrator must ensure the lifecycle in WIP state does not apply anyset ACL action. A sample scenario looks like the following:

WIP - folder aclStaging - WP "Default Staging ACL"Approved - WP "Default Approved ACL"

The following table lists the actions affected by folder security.



Table 11–2. Permissions Required under Folder Security

Action Requires at Least Write Permission for

Create an object Cabinet or folder in which you create the new object

Import a file(s) or folder Cabinet or folder to which you import the file(s) orfolder

Move an object Both the cabinet or folder from which you remove theobject and the destination folder or cabinet

Copy an object Destination cabinet or folder

Link an object Destination cabinet or folder

Unlink an object Cabinet or folder from which you unlink the object

Delete one version of adocument

The document's primary folder

Delete all versions of adocument


Delete unused versions of adocument


Consult your Docbase administrator for information on whether folder security is in usein your Documentum installation.

Extending Permissions

Extended permissions let Docbase administrators (Sysadmin, Superuser) give usersor groups permission to perform additional actions, beyond what is allowed by theirassigned access level.

Table 11–3. Extended Permissions

Extended Permission What It Allows

Execute Procedure Superusers can change the owner of an item and can useExecute Procedure to run external procedures on certainitem types.

Change Location Users with Change Location permissions can move anitem in the Docbase.

Change State Users with Change State permissions can change thestate of an item that has a lifecycle applied to it.

Change Permission Users with Change Permissions can modify the basicpermissions of an item.

Change Ownership Users with Change Ownership permissions can changethe owner of the item.



Alias Sets

Content Server adds these default aliases to a permission set:

• dm_owner: Represents the owner of the permission set.

• dm_group: Represents the owner's default permission set.

• dm_world: Represents all Docbase users.

Locating a Permission SetTo locate a permission set:

1. In the Classic view, in the left-hand pane, click Administration.

2. Click Security.

3. To view your permission sets, select Current User's Permission Sets from thedrop-down list.

4. To view system permission sets, select System Permission Sets from the drop-downlist.

5. To view manually-created permission sets, select Manually Created from thedrop-down list.

6. To view automatically-created permission sets, select Auto Generated from thedrop-down list.

Viewing Where a Permission Set is UsedTo view where a permission set is used:


2. Click Security.

3. Locate the permission set whose locations you want to view.

4. Select the permission set's checkbox.

5. Choose View→Locations.

A list of documents using the permission set is displayed.

6. To view sysobjects or users using the permission set, select that type of object fromthe drop-down list.



Viewing or Editing a Permission SetTo view or edit a permission set:


2. Click Security.

3. Locate the permission set you want to view or edit, and then do one of the following:

• Click adjacent to the permission set.

• Select the permission set's checkbox and then select View→Properties.

4. In the Info tab, edit properties as desired.

5. Click the Permissions tab.

Web Publisher displays the list of uses and groups given permissions by thepermission set. For each user or group, Web Publisher displays the permissions andextended permissions given.

6. To add users or groups to the selected permission set, do the following. Note that youmust have adequate permission levels to add users or groups to the permission set:

a. To add users or groups, click .

b. To choose from all users or groups, click the All tab. To choose from recentlyused users and groups, click the Recently Used tab.

c. Check the checkboxes adjacent the users or groups you want to add and clickAdd. Note that to remove an item from the list of selected items, select theitem's checkbox and click Remove.

d. Click OK.

e. In the Basic Permissions area, select the access level.

f. In the Extended Permissions area, check the checkboxes of any extendedpermissions you want to add.

g. If you have added multiple users or groups, you can click Next to apply differentpermissions to each. When you are done, click OK.

7. To edit a user or group's permissions levels, do the following:

a. Select the checkboxes for the users or groups for which you want to editpermissions.

b. Click .

c. In the Permission area, select the access level.

d. In the Extended Permissions area, check the checkboxes of any extendedpermissions you want to add.

e. Click OK.

8. To remove users or groups, select the checkboxes for the users or groups. Click

9. Click OK.



Creating a Permission SetTo create new permission sets:

1. In the left-hand pane, click Administration.

2. Click Security.

The first group of permission sets is displayed.

3. Click File→New→Permission Set.

4. Type the name of the permission set.

5. Type a description of the permission set.

6. Indicate who owns the permission set.

• If you are connected as a Superuser or the Docbase owner, you can change whoowns the permission set.

• If you are connected with user privileges other than Superuser or the Docbaseowner, you are the owner.

7. From the drop-down list, select a class for the permission set.

• Private

A permission set owned by a user or group in the Docbase. Any user or groupin the Docbase can create a Regular permission set.

• Public

A permission set owned by the Docbase owner. Public permission sets can becreated, modified, and deleted only by a superuser, a system administrator,or the Docbase owner.

8. Click Next.

A page appears that displays the default aliases added to a new permission set:

• dm_owner

The owner of the permission set.

• dm_group

The owner's default permission set.

• dm_world

All Docbase users.

9. To add a user or group to the permission set, do the following:

a. Click .


c. Check the checkboxes adjacent the users or groups you want to add, and thenclick Add. Note that to remove an item from the list of selected items, select theitem's checkbox and click Remove.

d. Click OK.





g. If you have added multiple users, you can click Next to apply differentpermissions to each user. Otherwise

Click OK.



b. Click .

c. In the Basic Permissions area, select the access level.


e. Click OK.


12. Click OK.

The permission set is saved.

Setting Permissions for an ObjectTo set permissions for an object:

1. If you have not already done so, navigate to the item and open its properties. (You

can open properties numerous ways, including by clicking .

2. In the item's properties, select the Permissions tab.

In the top half of the page are your permissions for the item. Your basic permissionsare in upper case; your extended permissions are in standard case.

The top half of the page also displays the permission set assigned to the item. Thepermission set determines the different permissions you and other users have forthis item. If you have permission to do so, you can change the permission set that isassigned to this item. See Step 3.

The bottom half of the page displays the users and groups who are included in thepermission set, and displays the permission levels for each. If you have permissionto do so, you can edit the users and groups and their permission levels. See Step 4,Step 5, and Step 6.

3. To change the permission set assigned to this item, click select. In the selectionpage, choose a new permission set and then click OK. For information on using theselection page, see Using a Selection Page, page 46.

4. To add a user or group to the permission set, do the following:

a. Click .




c. Check the checkboxes adjacent the users or groups you want to add, and thenclick Add. Note that to remove an item from the list of selected items, select theitem's checkbox and click Remove.

d. Click OK.



g. If you have added multiple users, you can click Next to apply differentpermissions to each user. Otherwise

Click OK.



b. Click .

c. In the Permission area, select the access level.


e. Click OK.





Chapter 12

Creating and Managing Web Sites

This section describes the basic procedures in creating a Web site. For complete information oncreating Web sites, see the Web Publisher Administration Guide.


• Overview of Creating Web Sites, page 143

• Sequence for Creating a Web Site, page 147

• Creating a Web Cabinet, page 148

• Managing a Web Site, page 149

• Assigning Assets to a Protected Site, page 150

• Enabling In-Context Editing for a Web Site, page 150

• Checking Links, page 151

• Manually Publishing, page 152

• Archiving a Web Site, page 152

For information on accessing permission sets, see Chapter 11, Managing Permission Sets.

Overview of Creating Web SitesThis overview includes the following topics:

• How Web Publisher Publishes Web Sites, page 143

• Effective and Expiration Dates, page 145

• Jobs, page 145

• Synchronous and Asynchronous Publishing, page 146

• Site Protection, page 147

How Web Publisher Publishes Web Sites

Web Publisher uses Documentum Site Caching Services (SCS) to publish Web sites. SCSpublishes Web sites from Docbases to specified locations on Web servers. SCS chooseswhich content to publish and to what location according to the parameters in a publishingconfiguration. You create publishing configurations in Documentum Administrator.



Web Publisher publishes each Web site in three stages: the WIP (Work In Progress),Staging, and Active stages. A recommended best practice is to have three separatepublishing configurations (WIP, Staging and Active) for each Web cabinet. Eachpublishing configuration publishes to a separate target location: the WIP and Stagingsites are for internal testing; the Active site is the live Web site or the site that is pushed toyour live Web farms. Users would access the WIP and Staging sites through the WebPublisher preview command or a URL.

If you create the same Web site in multiple file formats or languages, you use thepublishing configuration to determine what format or language is published to a givenWeb server. For example, suppose product.htm has three renditions: product.htm,product.xml, and product.wml. Suppose you have two publishing configurations forthe site: one that publishes HTML, GIF, and CSS files, and another that publishes WMLfiles. (Product.xml is used for development and is not published.) You can write onepublishing configuration to publish product.htm and another to publish product.wml.

When you create a publishing configuration, SCS automatically creates a publishingjob. The publishing job runs regularly to initiate the publishing operation. You canuse Documentum Administrator or the Documentum IAPI to modify the job's intervalor run the job manually.

In addition to the publishing jobs, Web Publisher offers a user command to initiatethe SCS publish operation and offers automatic publishing upon a file's advancementto a new lifecycle state. The SCS publish operation can be initiated when any of thefollowing occur:

• When the publishing job's regular interval occurs.

• When a user previews content in the WIP or Staging states to see how it will appearon the Web. Web Publisher initiates the publishing operation if the content has beenmodified since the last publishing job ran.

• When a user manually publishes content through the Web Publisher Classic view'sPublish command.

• When content is manually or automatically promoted to the Staging or Active state.Promotion initiates the publishing operation only if the Web site is configured to usesynchronous publishing. Manual promotion occurs when a user either promotescontent to the next lifecycle state or power promotes content to the Approvedlifecycle state. Automatic promotion occurs when Web Publisher promotes contentthrough an automatic workflow task or through the arrival of the content's effectivedate. If a Web page reaches the Approved state after the effective date is met, thepage is published the next time the site is updated.

Web Publisher removes Web pages from Web sites when the pages meet their expirationdates.

Whatever SCS publishes must be ready to be delivered to a Web site. You can use XSLTto create web-ready XML documents (for display in XML-capable browsers such asInternet Explorer), or send documents to transformation engines in application serverssuch as BEA WebLogic.

Another option is to use XSLT or another rendering device to convert the XML chunksto static HTML pages before they are pushed out with SCS. You can set up the correctlinks to external files (such as graphics) by exporting the XML files first and patching thelinks to mirror the Docbase path.



Effective and Expiration Dates

The effective date is the day a file is to be published to the live Web site. The expirationdate is the day the file is removed from the Web site.

Content is published when both of the following have occurred: the content reaches theApproved lifecycle state and the content reaches its effective date. When both occur,the Monitor_Lifecycles job sets the content to Active, and Web Publisher publishes thecontent to the Active site. The Active site is either the live Web site or the site that ispushed out to your live Web farms.

When an Active file meets its expiration date, the Monitor_Lifecycles job sets the file toExpired.

If a file is promoted to Approved after its effective date has passed, the file is promotedto Active immediately upon reaching Approved. If a file has no effective date, it ispublished according to your system configuration. Web Publisher either publishesimmediately or waits for the next job that synchronizes the file in cache.

When a file is part of a change set, the change set's effective date overrides the effectivedates for the individual files.

If a file is published to more than one Web site, you can set different effective dates forthe file for each site. The file is published to each site on the effective date specified forthat site. When a file with multiple effective dates is approved, Web Publisher publishesthe file to each site as the effective dates are reached. The file remains in the Active stateas long as it is live on at least one Web site. The file is expired only after it has expired oneach Web site. Multiple effective dates can only be applied to files during the first roundof publishing. Once a file is active on all sites, its effective dates cannot be updated.Subsequent versions of the file go live to all Web sites at the same time.

In a file's properties, you can set (i.e., you can edit the values of) multiple effective dateand expiration date values if the following are true:

• The file is a Web document.

• The Multisite Effectivity setting is enabled in system settings. See DefiningSystem-Wide Settings, page 215.

• The file does not have any Active or Approved versions (i.e., the version label is notset to Active or Approved for any version of the file).

• The file is not in a change set or, if it is in a change set, the effective date property forthe change set is empty.

• There are multiple, valid Site Caching Services configurations associated with the file.

Jobs

A job is a Documentum object that takes a method and runs it at intervals. Whenyou create a publishing configuration, Documentum Site Caching Services (SCS)automatically creates a publishing job that runs at regular intervals to initiate the publishoperation.



Web Publisher also includes the following jobs, which administrators can modifythrough Documentum Administrator:

• Create_Dynamic_Content

This job sets up transformation for an XML object with XSL and formats by runningXDQL. This job is configured to run once a day. By default this job is set to active.The interval can be changed.

• Monitor_Lifecycles

This job promotes files based on their effective dates and expiration dates. Thisjob does the following:

— When content reaches the Approved lifecycle state and reaches its effective date,the Monitor_Lifecycles job automatically promotes the content to Active. Thistriggers SCS to publish the content to the Active Web server. If the effective dateis blank, the file is promoted to Active right away.

— When an Active file reaches its expiration date, the Monitor_Lifecycles job setsthe file to Expired, which removes the file from the Active Web server. If theexpiration date is blank, the file will never expire.

By default this job is set to active. The interval can be changed.

• WcmObjectBag

This job uses the object bag feature. The object bag feature reduces the responsetime when creating a Web page by building Web pages ahead of time. When a usercreates new content from a template, Web Publisher must create the content object,the properties, and the relationships in the Docbase, and promote the file to the WIPlifecycle state. To save processing time, the WcmObjectBag job creates a set numberof new files per template ahead of time. The job normally runs after office hours.Web Publisher's system settings determine the number of items to prefabricate aheadof time. By default this job is set to inactive. The interval can be changed.

Synchronous and Asynchronous Publishing

Web Publisher uses synchronous publishing by default, but for each site you have theoption of choosing asynchronous publishing. If you want to specify asynchronouspublishing, you do so in the site's properties.

Synchronous publishing pushes content to a Web server whenever it is promoted tothe Staging or Active states. For example, if a file is promoted from WIP to Staging,Documentum 5 publishes the file to the Staging Web server.

When synchronous publishing is enabled, and when a file with a blank effective date ispromoted to Approved, Web Publisher immediately promotes the file to Active. Uponpromotion to Active, a file is immediately published, unless Web Publisher's systemsettings are set to delay promotion to active.

Asynchronous publishing turns off the publish-on-promotion function when theassociated publishing job is running at least every 15 minutes. Content is not publishedon promotion to Staging or Active when the job is running at that frequency or greater.



Web Publisher overrides asynchronous publishing and pushes content manually if a userpreviews WIP content as a Web page but the content has not been published since lastbeing modified. Specify asynchronous if jobs are running frequently. This speeds up theperformance of Web Publisher.

Site Protection

If you share Docbases among different departments or organizations, you can controlaccess to a site's files and other components by assigning a permission set to the site. Allfiles assigned to the site inherit the permission set. For more information, see AssigningAssets to a Protected Site, page 150 and see the Web Publisher Administration Guide.

Sequence for Creating a Web SiteThis topic gives a sequence for setting up a Web site. You create Web sites in the Docbaseexactly as they will exist on your Web servers. The following sequence includes thesteps required if you are setting up a protected site. The steps for protected sites arelabeled as such.

To set up a Web site, do the following:

• If you are creating a protected site, do the following:

— Enable site protection in Web Publisher's system settings. See DefiningSystem-Wide Settings, page 215.

— Create the user groups that have access to the site. See Chapter 20, ManagingUsers, Groups, and Roles.

— Create the permission set (for example, ACL) that governs access to the site. SeeChapter 11, Managing Permission Sets.

— If desired, create other components as needed, such as workflows and alias sets.You create most components using Documentum Administrator.

Note that when you create the protected site (as described in the next bullet item),you must assign the permission set. Once a site is created, you cannot assign apermission set unless you do so through Documentum's IAPI or IDQL utilities.

• Create the site and set the site's properties. See Creating a Web Cabinet, page 148.

Properties you might set include (but are not necessarily limited to) the following:

— Specifying the site's home page

— Enabling in-context editing

— Enabling asynchronized publishing

• Create templates for the Web site and save or import the templates into theappropriate categories in the Site Manager node. For information on creating andstoring templates, see the Web Publisher Administration Guide.



• If you are creating a protected site, assign the assets to the site. See Assigning Assetsto a Protected Site, page 150.

• Create the Web site's folder structure. See Creating a Folder, page 56.

• Using Documentum Administrator, create publishing configurations for the WIP,Staging and Active states for the Web site. The publishing configurations controlwhat content is published.

• If you enabled in-context editing for the site when creating the site, then anadministrator must define in-context editing for the site, as described in the WebPublisher Administration Guide.

Note that you can enable in-context editing after creating a site using the procedure,Enabling In-Context Editing for a Web Site, page 150.

• If the Web site is to be published in multiple translations, set up the necessarycomponents. See Setting Up a Web Site in Multiple Languages, page 166.

Creating a Web CabinetWhen creating a Web cabinet, keep in mind the following:

• Web cabinets must have Web-safe names. See File Names on the Web, page 23.

• If a Web cabinet is to be a protected site, you must assign the permission set whencreating the Web cabinet. Once the cabinet is created, you cannot assign a permissionset unless you do so through Documentum's IAPI or IDQL utilities.

To create a Web cabinet:

1. Click the Web Cabinets node.


• In the Streamline view, click New Web Cabinet.

• In the Classic view, select File→New→Web Cabinet.


• Name: The name of the new cabinet.

• Type: The type of cabinet.


4. In the Info tab, enter information as desired.

If the Edit link appears next to a property, you set the property's values by clickingEdit and entering values in the resulting Web Publisher page. You enter values byeither typing them in an Enter new value box or selecting them from a Select fromlist box, and by then clicking Add. You can move a value up or down in the resultinglist by selecting it and clicking Move Up or Move Down. You can remove a value byselecting it and clicking Remove. When you are done adding values, click OK.


5. In the Publishing tab (if available), set publishing information as desired.



6. In the Permissions tab (if available), set permissions as desired. To set permissions,select a permission set and click Select. In the selection page, choose the permissionset. For details on using the selection page, see Using a Selection Page, page 46.

To add users or groups, click and then do the following:

a. To choose from all users or groups, click All. To choose only from recently usedusers and groups, click Recently Used.

b. Check the checkboxes adjacent the users or groups you want to add and clickAdd. Note that to remove an item from the list of selected items, select theitem's checkbox and click Remove.

c. Click OK.

d. In the Permission drop-down list, select the access level for each user andgroup selected.

e. In the Extended Permissions area, check the checkboxes of any extendedpermissions you want to add.

f. Click OK.

7. Click Finish.

Managing a Web SiteYou manage a Web site through the View→Web Cabinet Overview menu item, andthe Site Manager node.

The Web Cabinet Overview displays the following portlets:

• Publishing configurations. This portlet lets you view information about the site'spublishing configurations.

• Protected assets. This portlet lets you enable site protection for the site and to selectthe site's permission set.

• Editions. This portlet gives access to the Web site's archived editions.

• In-Context Editing. This portlet lets you enable in-context editing for the site.To open the Web Cabinet's Overview Information:

1. In the Classic view's left pane, click Web Cabinets.

2. In the Classic view's right pane, select the checkbox for the Web site.

3. Select View→Web Cabinet Overview.

To open the Site Manager node:

1. In the Classic view's left pane, click Site Manager.



Assigning Assets to a Protected SiteIf you share Docbases among different departments or organizations, you can controlaccess to a cabinet's files and other components by assigning a permission set to thecabinet. All files assigned to the cabinet inherit the permission set. You can protectassets that exist outside the cabinet—such as workflows, lifecycles, and templates—byassigning the assets to the cabinet. Assets assigned to a protected cabinet are no longermade available to other cabinets. If you use cabinet protection, Web Publisher allowscopy, move, and link operations between protected cabinets only if both cabinets havethe same permission set.

Before assigning objects to a protected site:

1. Ensure that site protection is enabled in your system settings. To do so, navigate inthe Classic view to Administration / Web Publisher Admin / Settings. Select theGeneral tab. Select the Web Cabinet Protection option.

2. Set the desired permissions for the cabinet. See Chapter 11, Managing PermissionSets.

To assign objects to a protected site:

1. Check the Web cabinet in the right-hand frame and selectView→Properties→Protected Assets.

2. Add the objects (assets) you want to assign to the Web cabinet.

You can add lifecycles, workflows, categories, supporting files, and contenttemplates. All selected assets share the same permission set (ACL) as the Webcabinet.

a. Click on the asset icon for the asset you want to add.

b. Select the assets and click OK.

3. Click OK.

Enabling In-Context Editing for a Web SiteYou make a Web site available for in-context editing by turning on in-context editingin the site properties, as described here. In addition, an administrator must definein-context editing, as described in the Web Publisher Administration Guide.

To enable in-context editing for a Web site:

1. In the Classic view's left pane, click Web Cabinets.

2. In the Classic view's right pane, select the checkbox of the Web site.

3. Select View→Web Cabinet Overview.

4. In the In-Context Editing portlet, click On.



Checking LinksWeb Publisher works only with link checkers that accept URL as a parameter.


• Setting Up a Link Checker, page 151

• Checking Hyperlinks, page 152

Setting Up a Link Checker

Link checker software enables administrators and developers to validate Web pagecontent. Link checker software can scan links for such problems as JavaScript errors andmulti-session IDs. Users need to purchase their own copy of link checker software, suchas WebQA by Watchfire™, which can be downloaded from Watchfire's Web site. To setuplink checking with Web Publisher, link checkers that accept URLs as a parameter shouldbe used. The link checker software Documentum supports requires:

• ability to be launched from command line

• ability to accept URLs as passing parameters in command line

The link checker functionality only works with Web cabinets that have a Web site andSite Caching Services object set up. The link checker runs the check on the selectedSite Caching Services (using the “http prefix” stored in the Site Caching Servicesconfiguration as the starting point) and return the files with broken links in a report.From this report, you can edit the files with broken links (if they are not in an activechange set) and promote them as needed.

To set up a link checker application:

1. Install your link checker application.

2. Log in to Web Publisher.

3. In the Web Publisher banner, click Preferences.

4. Click the Web Developers tab.

5. In the Link Check Application Path field, enter the path to your link checkingapplication. For example,

<path to link checker executable> and <parameter forpassing the Web site URL>

If you have installed WebQA to the default location, enter this path:

C:/Program Files/Watchfire/WebQA/ContentQA.exe/r/u

Where /r/u is the parameter for passing the Web site URL.

6. To save your changes, click OK.



Checking Hyperlinks

In order to check a Web site's links, you must install a link-checking application on yourcomputer and specify the application in your preferences.

To check hyperlinks for a Web site:

1. Select the site for which you want to check links.

Manually PublishingFrom the Classic view, you can manually publish a file, a folder or an entire cabinet.

To publish:

1. Navigate to the cabinet, folder or file that you want to publish.

2. Check the checkboxes for the cabinet, folder or file you want to publish.

3. Select Tools→Publish.

4. Select the statuses for which you want to publish. (This also selects the target serverto which to publish.)

5. If you are publishing an entire Web site and if you want Web Publisher to rebuild thefolder structure on the Web server, check Rebuild directory structure.

6. Click OK.

Archiving a Web SiteThis section explains how to create a snapshot of a Web site. This section includes thefollowing:

• Editions Overview, page 152

• Creating an Edition, page 153

• Specifying a Default Publishing Configuration for Exporting Editions, page 153

• Exporting an Edition, page 154

Editions Overview

You can create a snapshot of an Web site at any time in the site's existence, withoutaffecting the site. The snapshot is called an edition. The edition is stamped with the dateand time and captures everything needed to replicate the site. Editions are stored ashidden cabinets in the Docbase.



Once you create an edition, you can export it to a computer and then browse the editionby opening its home page. When you export an edition, it retains all its file and folderstructures.

To export an edition you must first create a Web publishing configuration and specifythat configuration in the System Configuration object.

Creating an Edition

When you create an edition, you create a duplicate copy of an entire Web site at the timeyou create the edition. The edition is time-stamped and includes everything necessary toreplicate the site. The edition is stored as a hidden cabinet in the Docbase.

To create an edition:


2. In the Classic view, select a Web cabinet by clicking its checkbox.

3. Select View→Web Cabinet Overview

4. In the Editions portlet, click

5. Enter a name for the new edition. Enter a language. Enter a description of the edition.

6. Click OK.

7. Web Publisher begins creating the edition. This might take some time. To check thestatus of the edition click the Task Status button.

Specifying a Default Publishing Configuration forExporting Editions

In order to export editions, you must create a Web publishing configuration for editionsand then specify that as the default Web publishing configuration for editions.

To specify a default publishing configuration for editions:

1. Log in to Documentum Administrator as an administrator for the Docbase in whichyou want to set the default edition.

2. Create a Web publishing configuration. Set the Version to publish to "ANYVERSION".

Note: The Web publishing configuration does not need to be active for you to use itfor the default edition.

3. Log into Web Publisher as an administrator.

4. Navigate to the Administration / Web Publisher Admin / Settings node.

5. Select the Web publishing configuration from the drop-down list and set it asEdition Cache.



6. In the Default edition drop-down list, select the Web publishing configuration.

Note: The list displays the Web publishing configurations that have the versionset to ANY VERSION.

Caution: Web publishing configurations with the Version set to publish as “ANYVERSION” should be used only for the Default edition. To successfully publish withthis configuration, there can be only one version of any file that is published. Ifthere are multiple versions of the same file, the publishing configuration cannot beguaranteed to publish the latest or the same version with each publish operationwhen the version is set to “Any Version”.

Exporting an Edition

Exporting an edition outside the Docbase lets you browse the edition as you woulda Web site. When you export an edition, it retains all the file and folder structures itcontained on the Active Web site. Before exporting an edition, you must specify a defaultpublishing configuration for editions. See Specifying a Default Publishing Configurationfor Exporting Editions, page 153.

To export an edition:


2. In the Classic view, select a Web cabinet by clicking its checkbox.

3. Select View→Web Cabinet Overview

4. In the Editions portlet, select the edition you want to export.

5. Click .

6. Enter the following information:

• Host name: Enter the name of the computer to which to export.

• Host directory: Enter the full path to the folder to which to export.

• HTTP virtual directory: Enter the URL prefix for accessing the computer onwhich you are storing the edition.

7. Click Export.

The edition is exported. You can browse the edition by opening its home page.


Chapter 13

Working with Templates

This section gives information on adding existing templates to Web Publisher, and creating andmanaging templates including eWebEditPro XML templates within Web Publisher. For informationon creating Web Publisher Editor and third-party templates, which is done outside of Web Publisher,see the Web Publisher Administration Guide.


• Templates Overview, page 155

• Sequence for Adding Templates to Web Publisher, page 156

• Making Associations, page 157

• Validating Web Publisher Editor Templates, page 159

• Determining Template or File Availability, page 159

• Viewing Where a Template or Supporting File is Used, page 160

• Updating the Presentation of a Web Page, page 160

Templates OverviewTemplates and their supporting files are stored in the Site Manager node, which youaccess via the Classic view.

Web Publisher uses the following types of templates and support files depending on thetemplate authoring tool:

• Web Publisher Editor templates

These create XML- and HTML-based content files that authors edit through WebPublisher Editor. In Site Manager, these are stored in the Templates node.

• eWebEditPro XML templates

These create XML-based content files that authors edit through Ektron's eWebEditProauthoring tool. In Site Manager, these are stored in the Templates node usually inan eWebEditPro specific folder.

• External application templates

These create content files that are edited through third-party applications. In SiteManager, these are stored in the Templates node.

• Presentation files



There are two types of presentation files, external presentation files and internalpresentation files.

External presentation files are created automatically by Web Publisher when anadministrator creates any template, and are used to render content files into apublishable Web page. These presentation files are either XSL stylesheets or HTMLwrappers, and you can modify these presentation files.

Internal presentation files are created automatically by Web Publisher when anadministrator creates an eWebEditPro XML template, and are used to open templatesin eWebEditPro's authoring tool. You cannot modify these presentation files.

In Site Manager, these are stored in the Presentations node.

• Previews

These are graphical representations that identify templates to authors. These arestored in the Site Manager / Previews node.

• Editor rules files

These determine which elements and attributes in a content file are edited. Theyalso determine the types of fields used to edit the elements and attributes. In SiteManager, these are stored in the Rules node.

• Instructions

These determine how the structure in an updated XML template is applied to existingXML content. Instruction files are stored in the Site Manager / Instructions node.

Refer to the Web Publisher Administration Guide for details on instruction files.

• Foldermaps

These determine the locations of the content files created from templates. A foldermap determines the content files location based on the file's properties, which are,of course, inherited from the file's template. Foldermaps are stored in the SiteManager / Configurations / Foldermapsnode. For information on configuring foldermapping, see the Web Publisher Administration Guide.

For Web pages generated by merging XML content files and XSL stylesheets, WebPublisher lets you update either side of the XML/XSL equation:

• You can update the look and feel of Web pages by modifying an XSL stylesheet andthen reapplying the stylesheet to multiple XML content files at once, as explained inUpdating the Presentation of a Web Page, page 160.

• You can update the XML structure in existing XML files by modifying the templatethat created the files and then reapplying the template to multiple files at once. Forexample, you might need to add elements or attributes that were unknown whenthe XML structure was originally designed. See Updating the Structure of XMLFiles, page 161.

Sequence for Adding Templates to WebPublisher

To add a template to Web Publisher, do the following:



• Create a template either outside of Web Publisher and importing, or usingeWebEditPro XML and store it in the Site Manager node.

• Associate the template with its supporting files and workflows. Associations areinherited by the files created from the templates. See Associating Supporting Files orWorkflows, page 157.

If your template is an eWebEditPro XML template the association will be automatic.

• If the template is an XML file, validate the template. See Validating Web PublisherEditor Templates, page 159.

• Make the template available. See Determining Template or File Availability, page 159.

For more information on creating templates outside of Web Publisher, see the WebPublisher Administration Guide.

Making AssociationsThis section includes the following:

• Viewing Associations, page 157

• Associating Supporting Files or Workflows, page 157

• Adding Formats for Associating Editor Presentation Files, page 158

Viewing Associations

To view associations for a template or file:

1. Navigate to the template or file in the Docbase.

2. Check the template or file's checkbox.

3. Select View→Associations.

Associating Supporting Files or Workflows

This procedure describes how to associate templates with necessary workflows orsupporting files. You can also associate content files with supporting files and otheritems, allowing you to modify associations on a file-by-file basis.

Note: In order to associate items to a template, the template must be unavailable to WebPublisher authors.

To make associations to a template or file:

1. Navigate to the template or file in the Docbase.

2. If you are making an association to a template and if the template is available, thenyou must first make the template unavailable.

3. Check the template or file's checkbox.



4. Select View→Associations and click the type of item you want to associate: Preview,Presentations, Rules or Workflow.

If your template is an eWebEditPro XML template you will only be able to associatea preview or workflow. All supporting files (presentation and rules) are alreadyassociated with the eWebEditPro XML template.

5. If applicable, indicate whether the template is a Web Publisher Editor template, aneWebEditPro template, or an external application template.

6. Click Continue.

A page opens prompting you to select the items to associate.

7. To associate a presentation file, click the Presentation tab and do the following:

a. In the presentation file area, click the appropriate Add hyperlink.

Web Publisher displays fields for selecting the presentation file.

b. Select the presentation file and enter any other necessary information. To definethe format extension for the transformed file, do so in the Transform intodrop-down list.

c. Click Continue.

8. To associate an Editor rules file, click the Rules tab.

a. In the rules file area, click Add.

b. Select the Editor rules file and enter any other necessary information.

c. Click Continue.

9. To associate a preview, click the Preview tab and then select the preview.

10. To associate a workflow, click the Workflow tab and then select the workflow.

Associating a workflow, indicates that all files based on this template will use thatworkflow.

11. To make this workflow the default mandatory workflow click Mandatory.

Selecting this option makes this workflow the default workflow to use with thistemplate if no other workflows are chosen.

12. Click Associate.

Adding Formats for Associating Editor Presentation Files

You must properly configure Editor presentation files (for example, XSL stylesheets) totransform content into the types of files you use on your Web site. When associatingan Editor presentation file with a template, you can select the rendition the stylesheetcreates by selecting a format from the Transform into drop-down list. To add moreoptions to the Transform into list, use this procedure.

To add formats for associating Editor presentation files:

1. In Documentum Administrator, create the new format.



2. In the Classic view's left pane, expand the Administration node.

3. Expand the Web Publisher Admin subdirectory.

4. Select Settings.

5. Click the File Formats tab.

6. In the following two fields, add the new formats. You must use a comma to separateformats in the list. Formats are case-sensitive:

• Web formats

• Format extensions

7. Click Apply.

8. To see the change, you must log off from Web Publisher and then log back in again.

Validating Web Publisher Editor TemplatesIf your templates are XML-based Web Publisher Editor template you can validate thetemplates to ensure that they comprise well-formed XML. Before you can validate a WebPublisher Editor template, you must associate it with a rules file.

To validate a Web Publisher Editor template:


2. Select Templates.

3. Navigate to the template and check the template's checkbox.

4. Select Document→Templates→Validate.

Determining Template or File AvailabilityIn order for authors to use the template, you must make it available. Upon import orcreation, a template is unavailable.

You can check out an available template and work on a new version while the olderversion remains available.

To make a template or supporting file available:

1. In Classic view, navigate to Site Manager / Templates.

2. Check the template.

3. Select Document→Templates→Make Available.

To make associations to a template, the template must be unavailable to authors.

To make a template or supporting file unavailable:

1. In Classic view, navigate to Site Manager / Templates.



2. Check the template.

3. Select Document→Templates→Make Unavailable.

Viewing Where a Template or Supporting File isUsed

This procedure describes how to find files created from or associated with a template, orto find the templates associated with files.

To view where a template or supporting file is used:


2. Navigate to the template, presentation file or Editor rules file and check its checkbox.

3. Select View→Where Used.

Updating the Presentation of a Web PageYou can update the look and feel of Web pages by modifying an XSL stylesheet and thenreapplying the stylesheet to multiple XML content files at once. You do so by reapplyingan updated presentation file to existing Web pages. Web Publisher can apply thepresentation file to all existing published versions of the Web page, whether publishedinternally or externally. The newly created renditions replace the existing renditions andkeep the same version number.

To reapply a presentation file:


2. Select Presentations.

3. Select one of the following:

• To reapply a Web Publisher Editor or eWebEditPro XML presentation file, selectEditor.

• To reapply an external application presentation file, select External.

4. Navigate to the presentation file.

5. Check the file's checkbox.


• Select Document→Templates→Apply Presentation

• Select View→Where Used

7. If you selected Apply Presentation, you can reapply the presentation file to anyselected files.

a. Select the document to which you want to reapply the presentation file, andclick OK.



The files you selected are updated to use the new presentation file.

If you want to select all files, select the all files checkbox at the top of the page.

8. If you selected Where Used, you can reapply or update the presentation file toany selected files.

a. Select the Web pages you want to update.

b. Click one of the following:

• Reapply Presentation

• Update Presentation

c. If you clicked Reapply Presentation, the files you selected are updated to usethe new presentation file. Skip the rest of this procedure.

d. If you clicked Update Presentation, do the following:

i. From the Update Presentation page, select the presentation file to reapply.You must select a presentation file that is applicable. For example, suppose atemplate has two associated presentation files, one for German translationsand one for English translations. An English file that is created fromthis template uses the English presentation file. If you pick the Germanpresentation file, the file is not updated.

ii. Click Update.

The files you selected are updated to use the new presentation file.

Updating the Structure of XML FilesYou can modify the structure of an XML template and then apply the changes to existingfiles that were created from that template. You can apply the addition, removal andrenaming of elements, attributes, and values. You can apply the changes to multiple filesat once. For more information, see the Web Publisher Administration Guide.




Chapter 14

Creating Multi-Language Web Sites

Web Publisher's globalization functionality lets you publish different translations of a Web site fromthe same location in the Docbase. The translated copies of a given file are located in the same folderas the original and share the same name as the original. They are differentiated by the values set fortheir locales.


• Translations Overview, page 163

• Setting Up a Web Site in Multiple Languages, page 166

• Viewing a List of Translations, page 166

• Adding a Translation, page 166

• Requesting a Translation Through a Workflow, page 167

• Working with Locales, page 168

• Working with Fallback Rules, page 169

Translations OverviewWeb Publisher's globalization functionality publishes multiple translations of a Web sitefrom the same directory structure in the Docbase. This overview describes the following:

• Locales, page 163

• Fallback Rules, page 164

• Translation Workflows, page 165

• How Web Sites are Translated, page 165

Locales

A locale specifies the language and region of the Web site to which a file is published.A locale consists of both a language code and a region code. A locale can also specifyfallback rules and a translation workflow.

If you create Web sites in multiple languages, you must set a default locale filter inyour Web Publisher preferences.



In the Docbase, the various translations of a file are differentiated only by their locales.They otherwise share the same filename and Docbase location.

When viewing files, you can filter the view to display all translations or just onetranslation. A folder might, for example, have three files called WinterWear.htm —one with a German\Germany locale, one with an English\UK locale, and one witha Japanese\Japan locale. You can filter the folder to display only those files withGerman\Germany locales.

When publishing translated files, you specify the locale in the Web site's publishingconfiguration.

Web Publisher uses the following two-letter codes for the language portion of a locale:

• cn - Chinese (big 5)

• de - German

• en - English

• es - Spanish

• fl - Finnish

• fr - French

• it - Italian

• ko - Korean

• nl - Dutch

• no - Norwegian

• pt - Portuguese

• se - Swedish

Fallback Rules

A fallback rule defines an alternate language that can be published to a Web site whena file is not available in the site's designated language. You specify the fallback rulein the Web site's locale.

Fallback rules allow you to publish a translated Web site in its entirety, even if somecontent is not yet translated. For example, if you have an English-language Web site thatis translated for publication as a German-language site, you don't have to wait until allcontent is translated before publishing the German-language site. Fallback rules couldallow the original English content to be used for any German content that is not yettranslated. And if new content is added to the English site, fallback rules could let youpublish the new content in English until the German translations are ready.

You enable fallback rules on a file by file basis. A given file must have fallback rulesenabled for them to take effect. In the above example, if FileA exists only in English andhas its fallback rules enabled, it is published. If FileB exists only in English but does nothave fallback rules enabled, it is not published.

Fallback rules from different locales can be strung together to provide multiple backuplanguages. For example, a Belgium site's fallback rule might specify French as a backup.



And the French site's fallback rule might specify English as a backup. If neither theFlemish or French translation is ready, the English is published to the Belgium site.

When you filter a list of files according to locale, Web Publisher applies fallback rules,displaying exactly which files will be published to a given Web site. By filtering a listaccording to locale, a translator can see what files have yet to be translated.

Setting fallback rules for a template affects the fallback rules for the files created fromthat template.

Translation Workflows

A translation workflow is a workflow that includes translation tasks. For information oncreating a translation workflow, see the Web Publisher Administration Guide.

In a typical scenario, when you launch a translation workflow for a file, the workflowcreates a new file, populates it with content from the original file, and sends the newfile to the first translator.

Depending on the configuration of the workflow, Web Publisher might promotetranslations of a file only when all translations are ready. Or Web Publisher mightpromote each translation separately. The workflow might let you email a file that is tobe translated to a translator outside your organization.

If a workflow sends a file to different translators for translations to different languages,Web Publisher might filter each translator's task display to show only the files that matchthe translator's language. Translators would not be allowed to attach main files to theworkflow, as the filters might keep added files from appearing.

How Web Sites are Translated

You can create a translation either manually or through a workflow. In both cases, WebPublisher automatically creates a new file with the same name as the original file. Unlessyou choose to import content to populate the new file, Web Publisher populates the newfile with content from the original file. If the original file exists in multiple translations,then you choose which translation to populate the new file with. The user who performsthe translation does so based on this content.

If you create the translation manually, you translate the file without using a workflow.You might perform the translation yourself, or import already translated content, or youmight send the file as an email attachment to another user.

If you create a translation using a workflow, the locale determines what workflow isused. The workflow determines the user who performs the translation. If Web Publisheris configured to do so, the workflow might let you email the new file to a translatoroutside your organization.

If a workflow sends a file to different translators for translations to different languages,Web Publisher might filter each translator's task display to show only the files that match



the translator's language. Translators would not be allowed to attach main files to theworkflow, as the filters might keep added files from appearing.

If you link a file that has translations, the translations are also linked. If you delete a filethat has linked translations, you are given the option to delete the linked translations.

Setting Up a Web Site in Multiple LanguagesBefore you can create multi-language Web sites, you must set a default locale filter inyour Web Publisher preferences.

To set up a Web site in multiple languages, do the following for each translation of theWeb site:

• If the site uses workflows to send content to be translated, create a translationworkflow (for example, a workflow that includes translation tasks). See the WebPublisher Administration Guide.

• Define a locale for the site. See Creating a Locale, page 168.

• Using Documentum Administrator, create publishing configurations for the WIP,Staging and Active states for the Web site. Specify the locale in each publishingconfiguration.

Viewing a List of TranslationsThis procedure explains how to view a list of a file's translations.

To view the list of translations for a file:



• In the Streamline view, click More→View→Translations.

• In the Classic view, check the checkboxes for one or more files. SelectView→Translations.

Adding a TranslationThis procedure explains how to add a new translation for an existing file.

To add a new translation:








• In the Streamline view, click More→Document→Translations.

• In the Classic view, check the file's checkbox. SelectDocument→Translations→Add Translation.

Web Publisher displays the locales for which you can add a translation.

4. Check the checkbox for the type of translation you want to add.

5. Click Add Translation.

6. To base the new translation on an existing translation, select Base translation on thelatest. Then choose a translation from the adjacent drop-down list.

7. To import the new translation, select Import from local machine. Then use Browseto locate and select the file.

8. To automatically open the file in an editing application after you create it, selectthe Edit now checkbox.

9. Create the file by clicking Add.

The translation is added. If you chose to have Web Publisher open the file, the fileis opened for editing.

Requesting a Translation Through a WorkflowThis procedure explains how to initiate a workflow that asks another user to create atranslation for an existing file.

To request a translation through a workflow:







• In the Classic view, check the file's checkbox. SelectDocument→Translations→Request Translation.

Web Publisher displays all the locales for which you can request a translation.

4. Check the checkbox for the type of translation you want to request.

5. Click Request Translation.

6. To base the new translation on an existing translation, select Base translation on thelatest and then choose a translation from the adjacent drop-down list.

7. Enter the following:



• Workflow name: A name for the workflow. Users see this name in their Inboxes.

• Priority: A priority level. Your choice is a message to users and does not affectworkflow processing.

• Message: A comment for users.

8. Click Request.

9. If Web Publisher prompts you to specify users, do the following:

a. For each task listed, select a user or user group from the adjacent drop-down list.

b. Click Start the workflow.

Working with LocalesTo work with locales, you must set a default locale filter in your Web Publisherpreferences.


• Viewing Locales, page 168.

• Creating a Locale, page 168.

• Setting Locale Properties, page 169

Viewing Locales

A locale specifies the language and region of a particular translation of a Web site.

To view available locales:


2. Select Configurations.

3. Select Globalization.

The available locales appear in the right pane.

Creating a Locale

To define a locale:

1. In Classic view, do one of the following:

• Navigate to Site Manager / Configurations / Globalization.

• Navigate to Administration / Web Publisher Admin. In the Quick Linkssection, click Globalization.

2. Click New Locale.

3. In the Language drop-down list, select the language for the Web site.



4. In the Country/Region drop-down list, select the country the Web site serves.

5. In the Description field, enter a brief explanation of the Web site. For example,entering Spanish (MX) could indicate a Spanish-language site for Mexico.

6. In the Fallback to field, select the language to use for Web pages that are not yettranslated to the Web site's language. If you do not want an alternate translation toopen, select <nothing>.

Selecting <nothing> means that the locale will fallback to nothing so anyun-translated pages are not published to the Web site.

7. In the Translation Workflow field, select a workflow that is used when a userrequests a translation for this locale. If you do not want to specify one now, you canspecify one later by editing the locale.

a. Click Select Workflow.

b. Check a workflow to use.

c. Click OK.

The selected workflow displays in the Translation Workflow field.

8. Check Set as Default to set the selected translation workflow as the default adhoc workflow for the Docbase.

9. Click OK.

Setting Locale Properties

You can edit a locale's properties, including the locale's fallback language and translationworkflow.

To edit a locale's properties:

1. In the Classic view, access locales by navigating to Site Manager / Configurations /Globalization.


• Click .

• Select the locale's checkbox. Select View→Properties→Info.

3. Make desired changes.

4. Click OK.

Working with Fallback RulesThis section describes the following:

• Viewing Fallback Rules, page 170

• Creating Fallback Rules, page 170

• Enabling Fallback Rules, page 170



Viewing Fallback Rules

To view fallback rules:

1. Navigate to a file in the Docbase.






• In the Classic view, check the file's checkbox. SelectDocument→Translations→View Fallback Rules.

Creating Fallback Rules

You create and define a fallback rule when you create a locale or edit a locale's properties.See Creating a Locale, page 168 or Setting Locale Properties, page 169.

Enabling Fallback Rules

You turn fallback rules on or off for a particular file when you view the file's translations,as described here. You turn fallback rules on or off for a template when you edit thetemplate's properties.

To turn on or turn off fallback rules for a file:







• In the Classic view, check the file's checkbox. SelectDocument→Translations→View Fallback Rules.

Web Publisher displays the possible translations and displays a check mark nextto actual translations.



4. Click either Turn ON the fallback rules for these translations or Turn OFF thefallback rules for these translations.




Chapter 15

Using Web Publisher Editor

Web Publisher Editor is a browser-based application for creating and editing content for the Web.The content appears in editable fields, making it easy to create and modify content, but does notnecessarily appear as it will when it's published to the Web.

Web Publisher Editor, as with all of Web Publisher, is internationalized. The user interface supportsmultiple languages and is determined by the language that you choose when you log in to WebPublisher.

To access Web Publisher Editor, you open a file or template that uses Web Publisher Editor. WebPublisher Editor automatically opens. A red star next to a field indicates that you are required to enterinformation in that field. Web Publisher Editor's default time-out is 2.5 hours. If you leave a file openfor 2.5 hours without saving, then any changes you made are lost.


• Entering Unformatted Content, page 173

• Entering Formatted Content, page 174

• Using a File Selection Field, page 185

• Using the Checkbox Field, page 188

• Using the Choice Field, page 188

• Repeating a Field, page 188

Entering Unformatted ContentA simple text field lets you type unformatted text. To enter text, you position your cursorin the field and type the text you want to appear on the Web page.

Figure 15–1. Field for unformatted text



Entering Formatted ContentFigure 15–2. Content field in Web Publisher Editor

The content field lets you enter formatted text. Depending on how the field is configured,you can also insert blocks of HTML, insert custom tags containing pre-written code, andperform other functions.

Web Publisher Editor supports multiple UTF-8 languages in the content field. If needed,you can enter content in multiple languages for one template. Following is a list ofsupported languages.

• Bengali

• Cantonese/Traditional Chinese

• Chinese (Simplified)

• Croatian

• Czech

• Danish

• Dutch

• English

• Finnish

• French

• German

• Greek

• Hindi

• Hungarian

• Irish

• Italian

• Japanese

• Korean

• Norwegian

• Polish

• Portuguese

• Russian

• Scottish

• Slovenian



• Slovak

• Spanish

• Swedish

• Turkish

• Ukrainian

• Vietnamese

To correctly display characters associated with languages other than English you mustuse the correct font. By default, Web Publisher Editor uses the Arial Unicode MS font soyou must ensure that this font is installed on your machine.

To enter content in the content field:

1. Position your cursor in the field and type the text you want to appear on the Webpage.

2. As desired, do the following:

• To change the text's font, select the text with your mouse and select the font inthe Editor Font field.

• To resize the text, select the text with your mouse and either select the size inthe Editor Type Size field or click the font resizing buttons, as described in TheFormatting Buttons, page 176.

• To perform other formatting changes, select the text with your mouse and clickthe appropriate formatting button at the top of the content field. Formattingbuttons are described in The Formatting Buttons, page 176.

• To insert a paragraph break, press the ENTER key. A paragraph break insertsa <p> tag in the HTML source for the content file.

Note: In Web Publisher 5.2.5, the content field wraps text in upper-case <P>tags. Earlier versions of Web Publisher wrapped text in lower-case <p> tags.This can affect automatic property extraction if you are using the content fieldfor extraction.

• To insert a block of HTML from your clipboard, see Pasting a Block of HTMLfrom you Clipboard, page 178.

• To view or edit the content's HTML source, click the HTML Source tab at thebottom of the content field. If you edit the HTML directly through this tab, youmust first validate the changes by clicking the validate icon:

Web Publisher will not let you return to the Editor tab until you validate thechanges.

Content inside the HTML Source tab should follow XML rules. All tags shouldbe closed. The content <element> ignores <html> and <body> tags.

• To view the content as it will exist on the Web, with all linked items displayed,click Web View. Web Publisher displays the content as it will appear on the Weband provides access to linked items.

• To simply preview how the HTML will render as a Web page, click Preview.

• To check spelling, see Checking Spelling, page 179.



• To insert a hyperlink, see Working with Hyperlinks, page 179.

• To insert a custom tag, see Selecting a Custom Tag, page 180.

• To insert non-parsable content, see Inserting Non-Parsable XML, page 181.

• To insert a table, see Creating a Table in the Content Field, page 182.

The Formatting Buttons

The following table describes formatting buttons found in Web Publisher Editor.

Table 15–1. Formatting buttons found in Web Publisher Editor

Button Description

Cuts the selected text.

Copies the selected text.

Pastes text from your clipboard to the location where you haveplaced your cursor.

Pastes a block of HTML that you have copied to your clipboard.See Pasting a Block of HTML from you Clipboard, page 178.

Undoes your last action. Clicking a second time redoes the action.

Makes the selected text bold.

Makes the selected text italics.

Increases the font of the selected text by one size in the Webbrowser.

Reduces the font of the selected text by one size in the Webbrowser.

Changes the color of the selected text. When you click this button,Web Publisher displays a color palette from which you select thedesired color.

Aligns the selected paragraphs with the left margin

Aligns the selected paragraphs with the right margin



Button Description

Centers the selected paragraphs

Increases the indent of a selected paragraph

Decreases the indent of a selected paragraph

Turns selected paragraphs into bullet items. Select a singleparagraph by positioning your cursor in the paragraph or selectseveral paragraphs by highlighting all or part of each paragraph.All bulleted items appear at the same level.

Turns selected paragraphs into numbered items. Select a singleparagraph by positioning your cursor in the paragraph or selectseveral paragraphs by highlighting all or part of each paragraph.

Checks the spelling for all the text in the field. See CheckingSpelling, page 179.

Inserts a symbol. Position the cursor at the point at which youwant to insert the symbol, then click this button. Web Publisherdisplays symbols from which to select. Click the symbol you wantto insert, and the symbol appears at the insertion point. To addanother symbol, position your cursor at the point in the text whereyou want the symbol to go, and then click the symbol. You canrepeat this step for as many symbols as you want to add.

Creates a table with the number of rows and columns that youspecify. See Creating a Table in the Content Field, page 182.

Opens the table editor to let you edit a table. See Creating a Tablein the Content Field, page 182

Turns the selected text into a hyperlink. You can browse the WebPublisher Docbase for the location to link to. See Working withHyperlinks, page 179.

Inserts a custom tag. If you are inserting multiple custom tags, youmust type at least one space between each custom tag. A customtag is a pre-written block of content and code. See Selecting aCustom Tag, page 180.

Validates HTML code added in the HTML Source tab.



Pasting a Block of HTML from you Clipboard

To paste HTML tags into a content field:

1. Copy the HTML tags to your clipboard.

2. Place your cursor at the location where you want to paste the HTML tags.

3. Click the paste icon:

Note: To view the HTML source, hold down CTRL+ALT while clicking the pasteicon.

You can paste the following tags:

• headings:

<h1><h2><h3><h4><h5><h6>

• anchors:

<a>

• blocks:

<p><blockquote><pre><xmp><br>

• lists:

<ol><ul><li>

• fonts:

<ol><ul><li>

• tables:

<table><caption><td><th><tr>



Checking Spelling

To check spelling:

1. Click the spelling icon:

Web Publisher looks for spelling errors. If none are found, Web Publisher tells youso, and you can skip the rest of this procedure. Otherwise, the Check Spelling dialogbox opens and displays the first error. The misspelled word appears in the Not indictionary field.


• To change the spelling of the word, make sure the correct spelling appears in theChange to field. If the correct spelling does not appear, either type the correctspelling in the field, or click Suggest and select the correct spelling from theoptions suggested. Once the correct spelling appears, click Change to changethis occurrence of the word or click Change all to change every occurrence ofthe word in the field.

• To let the spelling of a word remain as is, click Ignore. To let every occurrence ofthe word in the field remain as is, click Ignore all.

Web Publisher makes the applicable changes and then displays the next misspelledword.

3. Repeat the previous step until Web Publisher no longer displays misspelled words.

Working with Hyperlinks

This topic contains procedures for creating, modifying and deleting hyperlinks.

When creating a hyperlink, you can enter a target either by entering a Web URL or byselecting a Docbase file that is part the Web site you are publishing.

When you do the latter, Web Publisher Editor resolves the path to the file by enteringthe file's absolute path in the Docbase, minus the cabinet. For example, if you select adocument in located in /CustomerCabinet/folder1/index.htm, Web Publisher Editorrecords the path as /folder1/index.htm.

If desired, you can add a URL prefix to the path Web Publisher Editor records. If youchoose not to add a URL prefix, the browser appends the prefix in relation to the URLof the file in which you are creating the hyperlink. For example, if you are creating thehyperlink in a file with the URL http://localhost:8080/announcement/home.htm,then when the file is published to the Web site, the link /folder1/index.htm that WebPublisher Editor generated becomes http://localhost:8080/folder1/index.htm.

To create a hyperlink:

1. Select the text you want to turn into a hyperlink.

2. Click the hyperlink icon:



3. At the prompt asking for a link address, do one of the following:

• Type the Web address to which you want to link.

• Click Browse Docbase and select a file.

This option enables you to select primary renditions. To view and select anyrenditions you must right click on the file. If there are no renditions, nothingwill display.

4. Click OK.

To change a hyperlink's destination:

1. Click the hyperlink.

2. Change the link address by typing it in or by browsing the Docbase.

3. Click OK.

To delete a hyperlink:

1. Delete the hyperlink text.

Selecting a Custom Tag

A custom tag is a pre-written block of content and code that you can include on a Webpage. Your organization's developers create custom tags according to your Web site'sneeds.

Custom tagging lets you include information—such as dynamically generatedinformation—that you might not have the expertise to write yourself. For example, acustom tag might include a block of code that generates updated information aboutnumbers of items in stock every time a user visits the Web page.

When a custom tag is added to a file, you see only the name of the tag in the contentfield. If you double-click the tag name as it appears in the file, the custom tag selectionlist reappears. Do not modify the custom tag name in the content field. Doing so wouldhave no effect on the XML that is saved in the document.

You can delete the custom tag by double-clicking the description and then selecting theDelete button from the popup. If you are inserting multiple custom tags, you must typeat least one space between each custom tag. To learn what custom tags your organizationuses, ask your system administrator or developers.

To insert a custom tag into a file:

1. In the Web Publisher Editor content field, position your cursor at the point whereyou want to insert the custom tag.

2. Click the custom tag icon:



The list of available custom tags appears. The list does not necessarily display eachtag as the tag appears on the Web page.

3. Click the name of the custom tag you want to include.

The custom tag is inserted. The content field displays the tag as it appears in thecustom tag list. This might not be the way the tag appears on the Web page. To seehow the custom tag appears on the Web page, click Preview. To see how the customtag is stored in the file, double-click the tag name.

4. To insert another custom tag next to the one you just inserted, first type a space.When you insert multiple custom tags, you must type at least one space betweeneach custom tag.

To delete a custom tag:

1. In the content field, click the custom tag.

The custom tag pop-up opens.

2. Click Delete.

Inserting Non-Parsable XML

Web Publisher Editor's <content> element and <textarea> element support the use ofthe <CDATA> element to contain content that you do not want to be parsed by an XMLparser. Everything inside a CDATA section is ignored by the parser.

In the HTML Source code, a CDATA section starts with:

<![CDATA["

And ends with:

"]]>

In the content field, it appears as shown here:

Figure 15–3. CDATA Support in Content Field



Creating a Table in the Content Field

Within the content field, you can create an HTML table with the number of rows andcolumns you determine. You can enter content in each table cell.

When you create or edit a table in the content field, the Table Editor appears. When youclick a cell, the content-entry area displays a field for entering that cell's content. Afterentering the cell's content, you click anywhere else in Web Publisher Editor to update thetable with your change.

This topic includes the following procedures:

• To create a table:, page 182

• To modify a table:, page 182

• To add, delete or move a row:, page 183

• To add, delete or move a column:, page 184

• To edit a cell:, page 184To create a table:

1. Put the cursor at the point in the content field where you want to create the table.

2. Click .

The Table Editor prompts you for table attributes such as the number or rows,number of columns, border size, alignment, and background color.

3. Click OK.

The table is created. By default, the table is created with the border attribute set to 1.

You can now click in each cell and enter your table information. The table cells willexpand to accept your text. The size of the table, as it appears on the Web page,is determined by the table attributes.

To modify a table:

1. Place the cursor in the existing table.

Note: Do not select text in the table. Just place the cursor in the table. If you selecttext, the table-editing button will not be enabled for the next step.

2. Click .

The Table Editor displays fields for editing the table, as shown in the followingfigure.



Figure 15–4. Table Editor

To add, delete or move a row:

1. Select a row by clicking the bar to the left of the row.

For example:

Figure 15–5. Selecting a row

2. To insert a new row before the selected row, select Row→Insert Before.

3. To insert a new row after the selected row, select Row→Insert After.



4. To move the selected row, select either Row→Move Up or Row→Move Down,to move the row accordingly.

5. To delete the selected row, select Row→Delete.

6. To edit the attributes of the row, select Row→Edit Attributes.

You can change the horizontal and vertical alignment of the text within the rows,and the background color of the rows.

To add, delete or move a column:

1. Select a column by clicking the bar above the column.

For example:

Figure 15–6. Selecting a column

2. To insert a new column to the left of the selected column, select Column→InsertBefore.

3. To insert a new column to the right of the selected column, select Column→InsertAfter.

4. To move the selected column, select either Column→Move Left or Column→MoveRight, to move the column accordingly.

5. To delete the selected column, select Column→Delete.

To edit a cell:

1. Select the cell by clicking the cell.

For example:



Figure 15–7. Selecting a cell

2. To edit the attributes of the cell, select Cell→Edit Attributes.

You can change the width, height, horizontal and vertical alignment of the cell, if textwraps within a cell, and the background color of the cells. Click OK.

3. To identify the cell as part of the table's header, select Cell→Change to header <th>.

To remove the header designation, click in the header cell and select Cell→Changeto normal <td>.

4. To delete the contents of a cell, select Cell→Delete Contents.

The “Delete contents” action removes the content of a cell. This is intendedas a convenience function. Using the backspace key in the Swing JEditorPanecomponent (the window the user sees in the content control) can sometimes resultin unintentional deletion of structure. This action cleanly removes the contents ofa cell without removing any structure.

Using a File Selection FieldFile selection fields let you choose graphic or text files to place on the Web page. Fileselection fields use the following selection methods:

• Selection list. The selected file opens on the right.



Figure 15–8. Example of a selection list

• Directory tree. The selected file opens on the right.

Figure 15–9. Example of a directory tree

• Import button. Lets you import files from outside the Docbase.

• Browse button. Lets you search for files within the Docbase. Once a file is selected,Web Publisher Editor displays either a thumbnail picture of the file or the pathto the file (as in the following figure).

Figure 15–10. Example of a Browse button

To select a file:

1. If the selection field displays a list or a folder hierarchy, locate the file in the list orhierarchy. You might have to scroll down the list or click several folders in the folderhierarchy to find the file you are looking for. Then select the file by clicking it.

2. If the selection field displays the Import button, you can choose a file from outsidethe Web Publisher Docbase by doing the following:

a. Click Import.

b. Click Browse.

c. Navigate to the file.

d. Select the file and click Open.



e. If desired, type a descriptive name for the file.

f. Click Import.

3. If the selection field displays the Browse button, you can search for a file within theDocbase by doing the following:

a. Click Browse.

The File Selector dialog box opens, displaying one or two drop-down lists acrossthe top of the dialog box. These are used for your file search.

Figure 15–11. Selection list as displayed in Web Publisher Editor

b. In the first drop-down list, select the type of file you want to search for. If asecond drop-down list is available, select the values you want to search for. IfGo appears, click Go to run the search.

The search results appear in the list box. If the list is longer than the box can show,the box displays one page of the list. Use the Go to field to jump to a differentpage in the list. Use the arrows to move forward of backward through the list.

If Preview is available, you can click it to preview how the file opens througha Web browser.

c. In the list, click the file you want to add to the Web page.

d. Click Select.

e. You can do the following:

• To preview the file in a Web browser, click Preview.

• To remove the file from the Web page, click Clear.



Using the Checkbox FieldFigure 15–12. A checkbox in Web Publisher Editor

The checkbox lets you select whether or how something appears on the Web page. Forexample, the checkbox could ask whether you want to use a certain font on a heading orwhether you want certain information to appear.

To choose the option offered by the checkbox:

1. Click the checkbox.

Using the Choice FieldFigure 15–13. Choice field as displayed in Web Publisher Editor

The choice field displays a drop-down list from which you select what you want toappear on the Web page.

To enter content using the choice field:

1. Click the down arrow to the right of the choice field.

2. Click the desired option.

Repeating a FieldIf the “repeating” button set appears next to one or more fields, you can make one ormore fields repeatable as a block, which means authors can determine how many timesthe fields appear on a given Web page. Initially, Web Publisher Editor displays oneinstance of the block (which contains one or more fields), but the author can duplicatethe block on the Web page as often as desired. A set of repeating buttons appears



next to the repeating block. The following figure shows a block of two text fields thatare duplicated together.

Figure 15–14. A block of repeatable fields

Repeatable fields are used when it is up to the Web page author to determine how oftena certain type of information is to appear. For example, on a page that lists FrequentlyAsked Questions, the number of question-and-answer groupings can vary.

Repeatable fields can also be nested. You can create multiple nesting levels butDocumentum urges caution with this type of structure because multiple nesting levelscould affect the usability of repeatable fields. The following figure shows a block ofnested repeating fields.

Figure 15–15. Nested repeating fields

The following table describes the buttons used to repeat fields.



Table 15–2. Buttons used to repeat fields

Button Description

Click to move the field or fields up one position in a series ofrepeatable fields.

Click to move the field or fields down one position in a series ofrepeatable fields.

Click to add the repeatable field or fields below the currentposition.

Click to delete the repeatable field or fields.


Chapter 16

Using eWebEditPro

Ektron's eWebEditPro is an XML authoring tool and HTML editor. Through the XML authoring toolusers create and edit XML-based content such as content templates and stylesheets, and create contentobjects based on content templates without having to understand XML. Through the HTML editorusers create and edit HTML-based content by viewing it as it appears on the Web site. Users can alsoview the HTML source-code. If your company has installed eWebEditPro, you can set eWebEditProas your default HTML editor, and default XML authoring tool or continue to use Web PublisherEditor as the default authoring tool.

Note: eWebEditPro is not a Documentum product but a Documentum integration. You mustdownload and install eWebEditPro from Ektron, Inc. For more information on installing andconfiguring eWebEditPro to work with Web Publisher, refer to Web Development Kit and ApplicationsInstallation Guide.

eWebEditPro, as with Web Publisher, is internationalized. The user interface supports multiplelanguages and is determined by the language that you choose when you log in to Web Publisher.


• Accessing eWebEditPro XML, page 191

• Creating Content, page 192

For more information on eWebEditPro's HTML editor see, Chapter 2, Using the Web PublisherInterface.

Accessing eWebEditPro XMLThe first time you access eWebEditPro, Web Publisher checks to see if eWebEditProin installed. If eWebEditPro is installed you are prompted to download and installeWebEditPro components to your local machine. The components provide theability for you to use the eWebEditPro application and associated documentation.Documentum does not provide documentation for eWebEditPro proper.eWebEditPro 4.1 + XML documentation is provided by Ektron and can be found athttp://www.ektron.com/software/released/ewebeditproxml/v41/userguide.pdf.

To access eWebEditPro for XML, you open a file or template that uses eWebEditPro XML,or create new content based on an existing template. eWebEditPro automatically opens.

If you are an administrator you can create a new eWebEditPro template using theinformation in Web Publisher Administration Guide.


http://www.ektron.com/software/released/ewebeditproxml/v41/userguide.pdf

Using eWebEditPro

Creating ContentYou create a content file based on an eWebEditPro content template created by youradministrator. You manage eWebEditPro content files the same way you manage otherWeb Publisher files.

You add and edit content using eWebEditPro's XML authoring tool. The authoring toolenables you to create or edit Web page content using formatting tools such as text fields,tables, graphics, and hyperlinks. The formatting tools are described in eWebEditProXML's documentation.

The image element and hyperlink element enable you to browse for and select an imageor file using the Docbase or file system. When an image or file are linked into the maincontent, relationships are created between the linked content and the main content forlink management purposes.

To add an image in eWebEditPro:

1. Create or navigate to an eWebEditPro XML content file.




The eWebEditPro XML authoring tool opens.

3. Click the Picture icon to open the Picture Properties page.

4. Click Select New File, and navigate to the image you want to use.

You can navigate within a Docbase, or you can import an image from your filesystem by clicking Import.

5. Select the image and click OK.

The image is referred to as an absolute path to the Web cabinet


Using eWebEditPro

6. Set the image layout and spacing information.

This information is used to define and align the image.

7. Add a descriptive name for your image in the Title field.

8. Click Preview in the Picture area to see your picture before you add it to the contentarea.

9. Click OK.

The image is added to the content template.

To add a hyperlink in eWebEditPro:

1. Create or navigate to an eWebEditPro XML content file.




The eWebEditPro XML authoring tool opens.

3. Click the New Hyperlink icon to open the Add Hyperlink page.

4. Navigate to, and select the file to which you want to create a hyperlink.

5. On the Add Hyperlink page, enter the following:

• Description of Hyperlink: A descriptive name for the hyperlink.

• Target of Hyperlink: Where you want the file to open when users click thehyperlink. You can choose New Window or Same Window.

6. Click OK.

The hyperlink is added to the content template.


Using eWebEditPro


Chapter 17

Using the Rules Editor

The Rules Editor provides a graphical interface for creating and modifying Editor rules files. Editorrules files are XML files that define how Web Publisher Editor displays content to content authors.Through the Rules Editor, you can create Editor rules files without having to work directly withthe XML.

To use the Rules Editor, you must specify Web-Based in the Rules editor field in your Web Publisherpreferences.

Note: The <tabledef> and <texttrigger> elements are not supported by the Rules Editor. If you havean existing Editor rules file with these elements, you must use a text editor.

This chapter explains how to use the Rules Editor, but does not give a detailed explanation of EditorRules files. For such an explanation, see the Web Publisher Administration Guide.


• Rules Editor Overview, page 195:

• Creating an Editor Rules File, page 197

• Editing an Editor Rules File, page 198

• Creating or Editing a Rule, page 199

• Making a Block of Rules Repeatable, page 208

• Previewing How an Editor Rules File Displays Content, page 210

• Deleting a Rule, page 210

• Viewing a Rule's XML, page 210

• Validating an Editor Rules File, page 211

• Viewing Warning Messages for a Specific Rule, page 211

• Editing a Content Template Using the Rules Editor, page 211

• Validating an XML-based Content Template Using the Rules Editor, page 212

Rules Editor OverviewThe Rules Editor lets you write Editor rules files without having to write the XML. Editorrules files define how to display a file's content for editing in Web Publisher Editor. Eachrule in an Editor rules file determines the component in Web Publisher Editor that is usedto display the content from a particular element or attribute in a content file.



To create or edit a rules file, you open an XML-based Web Publisher Editor template uponwhich to base the rules file. You use the template to choose the elements and attributes towhich you assign rules. The Editor rules file can later be used with multiple templates,as long as the templates contain the elements and attributes you've created rules for.

When the Rules Editor opens the template, it checks that the template is comprised ofwell formed XML. If it's not, the Rules Editor displays the errors one-by-one for you tofix them. The Rules Editor lets you edit and validate the template's XML through theText View tab.

The Rules Editor forces creation of valid XML, valid DQL (Document Query Language),and valid Docbase paths. If you edit a rules file that contains invalid XML, the RulesEditor displays an error message and will not open the rules file.

The Rules editor lets you preview how the rule displays the content through the Previewtab. You can view the rule's source code (read-only) in the Rule XML tab.

To use the Rules Editor, you must specify Web-Based in the Rules editor field in yourWeb Publisher preferences. Note that if you want rules files to open in a text editor, youset the Rules editor preference to external.

Figure 17–1. Rules Editor

The left pane of the Rules Editor displays the XML-based Web Publisher Editor templateand these tabs:

• Tree View

Shows the XML-based template's elements and attributes as nodes in a tree. Anelement is surrounded by <>. An attribute is followed by an equal sign. Elementsand attributes that have an existing rule display as blue text.



You assign a rule by selecting the element or attribute and then selecting a rule fromthe Rules menu. You define the rule's values in the Rule Editor tab.

If this icon appears, then a rule has an error:

• Text View

Displays the XML-based template's elements and attributes as raw XML. You canedit and validate the template from this tab. You cannot create a new templatefile from this tab.

The right pane displays the selected rule and these tabs:

• Rule Editor

Displays fields for defining the rule.

• Preview

Displays how the rule displays the content in Web Publisher Editor.

• Rule XML

Gives a read-only view of the rule's source code.

Creating an Editor Rules FileTo create an Editor rules file:

1. If you have not already done so, import into the Docbase the XML-based WebPublisher Editor template upon which you will base the new Editor rules file.Creating the Editor rules file will check out and lock the template.


3. Select Rules.

4. Navigate to the folder location where you want create the Editor rules file.

5. Select File→New→Rule.

6. In the New Rule page, type a rule name.

7. In the Select template box, navigate to the XML-based Web Publisher Editortemplate that you want to associate with the Editor rules file, and select the template.You can select those templates that are not associated with any other rules file.

8. If you want Web Publisher to use this new rules file for all translations, select theuse this rules file for all the translations checkbox.

9. Click Create.

The Rules Editor opens and displays the template's elements and attributes. The newEditor rules file is locked and checked out for editing. The associated template isalso locked and checked out.

10. You can do the following:

• To create a rule, see Creating or Editing a Rule, page 199.



• To make a rule repeatable, see Making a Block of Rules Repeatable, page 208.

• To modify the XML-based Web Publisher Editor template, see Editing a ContentTemplate Using the Rules Editor, page 211.

11. To save the new file, do one of the following:

• Click

• Select File→Save

The Editor rules file is saved to the Docbase as a new version. If the associatedtemplate has been modified, then it is also saved to the Docbase as a new versionwhen you save the rules file.

12. To close the Editor rules file and the Rules Editor, do one of the following:

• Click

• Select File→Close

Editing an Editor Rules FileOpening an Editor rules file through the Rules Editor checks out and locks the Editorrules file and the corresponding Web Publisher Editor template. The Rules Editor isdesigned to display only one template for a specified Editor rules file, even thougha rules file can be re-used by many templates. (The templates must be XML-basedtemplates.) If the selected Editor rules file is linked to more than one template, WebPublisher asks you to select the template that will be displayed in the Rules Editor. Thechanges to the rules file are applied to all linked templates once the rules file is saved,but only the selected template is actually checked out.

To edit an Editor rules file using the Rules Editor:


2. Select Rules.

3. Navigate to the Editor rules file and check the file's checkbox.

4. Select File→Edit.

The Rules Editor opens and displays the template's elements and attributes. TheEditor rules file is locked and checked out for editing. The associated Web PublisherEditor template is also locked and checked out.

5. If the Editor rules file is linked to more than one template, Web Publisher promptsyou to select the template to be displayed in the Rules Editor. Select the template.Web Publisher asks you to select the template that will be displayed in the RulesEditor. The changes to the rules file are applied to all linked templates once the rulesfile is saved, but only the selected template is actually checked out.

6. You can do the following:

• To create a rule, see Creating or Editing a Rule, page 199.

• To make a rule repeatable, see Making a Block of Rules Repeatable, page 208.



• To modify the Web Publisher Editor template, see Editing a Content TemplateUsing the Rules Editor, page 211.


• Click


The Editor rules file is saved to the Docbase as a new version. If the associatedtemplate has been modified, then it is also saved to the Docbase as a new versionwhen you save the rules file.


• Click


Creating or Editing a RuleTo create or edit a rule:

1. Open an Editor rules file in the Rules Editor.

2. Click the Tree View tab.

The tab displays the elements and attributes of the associated, XML-based template.Elements and attributes that have an existing rule display as blue text.

3. Select an element or attribute.

If the selected item has a rule assigned, the Rule Editor tab displays the rule'svalues. If no rule is assigned, the Rules Editor displays a “No Rule Assigned ToNode” message.

4. If no rule is assigned, select a rule from the Rules→Add Rule menu.

The Rule Editor tab displays the rule's fields.

5. In the Rule Editor tab, set the rule's criteria. For field descriptions, refer to thefollowing:

• Fields in the Rules Editor: Common Fields, page 200

• Fields in the Rules Editor: Fields Unique to the Xselector Rule, page 205

• Fields in the Rules Editor: Fields Unique to Queries, page 205


• Click


The Editor rules file is saved to the Docbase as a new version. If the associatedtemplate has been modified, then it also is saved to the Docbase as a new versionwhen you save the rules file.


• Click




Fields in the Rules Editor: Common Fields

Not all fields listed here are available for a given rule.

Changing the component type in the top portion of the Rule Editor clears entries inthe lower portion.

Table 17–1. Fields common to all rules

Field Description

Select component type The rule used for the element or attribute.

Label for component The field's title.

Completion instructions Provides instructions to authors. The instructionsappear below a field's label and in a smaller font.They can be several lines long.

Read-only If selected, the author can not enter information inthis field. The field is grayed out.

Required If selected, the author must enter information in thisfield. The field is marked with a red star. The authoris not able to save until information is entered.

Component applies to allelements

• with this full XML path

• with this name

For elements, choose “with this name” to apply toall elements with this name. Select “full XML path”to apply only to those instances of the rule that arenested in the same way—for example, that have thesame path.

For attributes, choose “with this name” to apply therule to all instances of the particular element/attributecombination. Select “full XML path” to apply only tothose instances of the element/attribute combinationnested in the same way—for example, that have thesame path.

Only elements with thisattribute value

This lets you specify that the rule applies to theselected node only if a specified attribute is populatedwith a specified value. The attribute must be withinthe node or a sibling to the node.

For example, suppose the template contains thefollowing:

<title editable=”Y” translation=” “>

You can apply a rule to the translation attribute butspecify that the rule applies only if the editable attributeis set to “Y”.



Field Description

Field Description

Default to date

and

Date format

Determines that if there is no data saved in the XMLfile, the component is populated with the date, usingthe date format specified.

Number of lines Determines the size of the text field for a content rule.The default is 10 lines.

Minimum selection rows The number of lines displayed in a list control'sselection list. The default is 5.

Minimum preview rows The number of rows in a text preview area. Thepreview can be made to show either the contents ofthe file itself or an attribute of the selected file. Thedefault is 5.

Enable local fallback rules forlinks

If selected, fallback rules are enabled. Fallbackrules define an alternate translation of a file that ispublished when a file is not available in the site'sdesignated language. If fallback is not enabled, thenauthors see all the translations of a file, though theywill not be able to tell the difference between thetranslations. All translations of a file have the samename.



Field Description

Content editor options Determines what formatting buttons appear. Checkthe options for the buttons you want to enable:

• Bold: Displays a button to make text bold.

• Italic: Displays a button to make text italic.

• Font size: Displays two font buttons, one to increase fontsize and one to decrease it. The base font size is 3. Eachclick of the increase or decrease button changes the fontsize by 1.

• Font color: Displays a color formatting button that bringsup a color palette. Color is stored as a hexadecimal triplet(#FFFFFF). 48 colors are available.

• Ordered lists: Displays a button to format selectedparagraphs as numbered items.

• Unordered lists: Displays a button to format selectedparagraphs as bulleted items.

• Indentation: Displays two indent buttons, one to increasea paragraph's left indent and one to decrease its leftindent.

• Alignment: Displays three alignment buttons. Authorscan left justify, right justify, or center the selected text.

• Spell checking: Displays the spell checking button, whichopens a spell checker to find and correct errors.

• Links: Displays a button that lets authors add hyperlinks.

• Symbols: Displays a button that lets authors add specialsymbols. The special symbols are stored in the XMLfile using UTF-8 encoding. Be sure if you add thisfunctionality that you process the symbols correctly inyour XSL file. Otherwise, if your authors have theirbrowser set to view ISO encoding, they are not able to seethe special symbols when previewing or see garbage.

Tree control Displays a folder structure from which to select a file.If you select this option, type or select the following:

• Root locations: The top level folder or folders in theDocbase to display.

• File formats: The formats of the files to display. Specifyas many as you want, separated by commas. Use theformat names specified in Documentum Administrator.The editor defaults to the formats crtext and html.

List control Displays a file list compiled from a query. Queries aredescribed in Fields in the Rules Editor: Fields Uniqueto Queries, page 205.

Set choices from list Determines that authors select from a list of specificvalues. You type the values in the text box.



Field Description

Set choices from DQL Query Displays a list compiled from a query. Queries aredescribed in Fields in the Rules Editor: Fields Uniqueto Queries, page 205.

Preview options

• File contents

• Docbase property

• File contents: Determines which attribute of the selectedtext fragment is displayed in the right-hand previewarea, allowing authors to verify that they have selectedthe correct file. Specify any non-repeating Documentumproperty that is valid for the object type you are querying.The default is 'title'.

• Docbase property: Determines which Docbase propertyof the selected text fragment is displayed in theright-hand preview area. The default is to 'title'.

Output options

• File contents

• Folder path

• File contents: Determines what aspect of the selected fileshould be stored in the file's contents.

• Folder path: Determines what aspect of the selected fileshould be stored in the XML, minus the name of thecabinet. If omitted, the editor defaults to 'folderPath'.

Store as relative path If selected, the path to the file is stored in the Webpage as relative to the Web page. Otherwise theabsolute path is stored.

Output_format This setting displays a different rendition of thegraphic in the editor than is displayed on the Web. Ifyou use this option, all the files from which your authorschoose must have renditions in the designated format.When an author chooses a graphic, the name storedfor the graphic in the Web page's XML file is differentthan the rendition the author chooses. You can chooseone of the following formats:

• jpg_th: chooses a thumbnail rendition

• jpg_lres: chooses a low resolution rendition



Field Description

Allow import If you use a list control (this is not available for treecontrol), you can include an Import button. Thislets authors import files from their local systems. Ifenabled, you must set the Docbase location wherethe imported file is stored. This location should beincluded in the query used to populate the list, or elsethe next time the author opens the file, the file willnot show up in the list. If you select this option, enterthe following:

• Docbase location: The Docbase location for importedfiles. Be sure that the location you have specified isincluded in the query used to populate the list, or elsethe next time the author opens the file, the imported filewill not show up in the list. You can set choices for singleor multi Docbase locations depending on whether or notmore than one location is accepted by the component.If you have set single-select authors can only add oneDocbase. If you have set multi-select authors can addmore than one Docbase.

• Type: The Documentum object_type associated with theimported file.

• Lifecycle: The lifecycle assigned to the imported file. Besure that this lifecycle is compatible with the object typeyou assign using the 'type' attribute (or dm_document, ifyou omit the type attribute).

• Category: The category the imported file is assigned.

Checkbox rules

• Checkbox label

• Value when checked

• Value when not checked

• Checkbox label: The label for the checkbox itself.Displays to the right of the checkbox. If omitted, theeditor displays nothing.

• Value when checked: The value stored in the XML if thecheckbox is checked.

• Value when not checked: The value stored in the XML ifthe checkbox is not checked.



Fields in the Rules Editor: Fields Unique to the XselectorRule

Table 17–2. Fields unique to the xselector rule

Field Description

Filter browser title Instructions to authors that appear in the File Selectordialog box.

Graphic types Displays a thumbnail of a selected graphic file.

Any type Lets authors select any type of file, such as text,graphic, audio or video. The default is text.

Number of rows The number of files displayed at a time in the FileSelector dialog box. The default is 10.

Drop cabinet Removes the cabinet name from the file path of thefile the author selects.

Default filter property The default value displayed when the filterdrop-down list is displayed.

Add a filter Adds a query to the list of queries displayed in thefirst drop-down list in the File Selector dialog box.Type a filter name (for example, query name) and thenclick Add. Fields for defining the new query appearbelow. You can include variable input in a query.

Remove Filter To remove an existing filter, select the existing filter inthe drop-down list, and then click Remove.

Fields in the Rules Editor: Fields Unique to Queries

The following fields are unique to rules that include queries. Queries use DQL,Documentum's Document Query Language.

Table 17–3. Query fields

Field Description

Property field:

Selection property

or

Enter property to select inDQL query

In a rule, a DQL query selects one attribute to return.The selected attribute displays in the rule's listcontrol. The Rules Editor's property field specifiesthe attribute. If omitted, the editor returns the'object_name' attribute by default.



Field Description

Predicate field:

Enter DQL predicate

or

DQL predicate

Determines if a list control is populated. Use thesyntax for a partial DQL statement, which means youinclude everything that appears after the word “from”in a full DQL query.

You can query any type of object, including registeredtables. The following is an example DQL predicate:

“dm_document where folder('/

cabinet',DESCEND)”

You can include variable input if you are writing aquery for an xselector rule. The xselector uses thefollowing two variable inputs: {object.attribute}(where attribute is a Docbase attribute), which receivesthe variable value from the file being edited, and{user.entry}, which receives the variable valuefrom a selection made by the author. If you use{user.entry}, then the Rules Editor displays theCriteria is list and Criteria is DQL Query options,which choose how the author selects the value.

Test Query Use this button to test your query. A valid queryreturns a success message.

Label The label the author sees for the query. If no label isentered, the editor uses “Filter” as the default. In thexselector rule, this is the label that appears in the filterdrop-down list.

Description Instructions to the author.

Automatically execute query In the File Selector dialog box, this option executesqueries automatically once the author makesselections. If this is not selected, the File Selectordialog box displays the Go button, and the authormust click the button to execute the query.

Enable locale fallback rules Enables fallback rules, which display an alternatetranslation of a file is content is not available in thesite's designated language.



Field Description

Criteria is list If you include {user.entry} in a query, this optionappears. Select this option to give the author alist of specific values to choose from to define the{user.entry} variable in the DQL predicate. If youselect this option, the Rules Editor displays fields fortyping the specific values you will offer authors. Youtype each value on its own line.

Criteria is DQL Query If you include {user.entry} in a query, this optionappears. Select this option to give authors a listof queries from which to choose to define the{user.entry} value in the DQL predicate (forexample, to choose the value for the variable inthe query chosen in the first drop-down list in theFile Selector dialog box). This second query runs toprovide the value for the first query.

If you select this option, the Rules Editor displays asample query you can use as a starting point to writeyour own query. You write a full query, not a partialquery. For example:

select name as criterion_value,

description as criterion_name from

dm_format where name in (select

a_content_type from dm_document)

You can specify two attributes in the beginning of theSelect statement:

• criterion_value: You must include this. Thisdefines the value in the {user.entry} variable in DQLpredicate

• criterion_name: This is optional. This defines howthe query is named for authors in the drop-down list inthe File Selector dialog box. If you do not include this,the criterion_value is used to name the query.

Specifying Variable Input in a Query

You can specify variable input in an xselector query. The value entered in the query isdetermined by either an attribute value from the file or by user input. You include one orboth of the following in the predicate field:

• {object.attribute}

where attribute is a Docbase attribute found in the file being edited. The file's valuefor this attribute is the value entered in the query. For example, if your DQLpredicate reads

dm_document where owner_name='{object.owner_name}'



then the query would return a list of files with the same owner as the file being edited.

• {user.entry}

This variable allows the author to determine the value entered in the query. Theauthor chooses from either a list of fixed values or from a list of DQL queries. Theauthor makes the selection from a second drop-down list displayed in the FileSelector dialog box.

If you use {user.entry} and choose to write DQL queries to determine the value in{user.entry}, then you write full DQL queries to determine the value. The full queriescan use the following attributes at the beginning of the Select statement:

• criterion_value

You must include this. This defines the value in the {user.entry} variable in DQLpredicate

• criterion_name

This is optional. This defines how the query is named for authors in the drop-downlist in the File Selector dialog box. If you do not include this, the criterion_value isused to name the query.

Example 17–1. Use of variable input in an xselector query

dm_document where owner_name='{object.owner_name}'and any r_version_label='Active'and a_content_type='{user.entry}'order by object_name

An author selects the above query in the first drop-down list in the File Selector dialogbox. The query returns any dm_document that has the same owner as the file beingedited and has an r_version_label of “Active” and has an a_content_type determined bythe author. Before the query returns the dm_documents, it displays a second drop-downlist where the author selects the a_content_type. The second drop-down list couldprovide a list of values that are written right into the Editor rules file, but in this case, thesecond drop-down list provides a list of queries, including this query:

select name as criterion_value,description as criterion_namefrom dm_format where name in(select a_content_type from dm_document)

If an author selects this option in the second drop-down list, the Rules Editor usesthe value returned in criterion_value to populate the {user.entry} in the firstquery—for example, the query chosen in the first drop-down list.

Making a Block of Rules RepeatableYou can make one or more fields repeatable as a block, which means authors candetermine how many times the fields appear on a given Web page. Initially, WebPublisher Editor displays one instance of the block (which contains one or more fields),but the author can duplicate the block on the Web page as often as desired. A set ofrepeating buttons appears next to the repeating block. The following figure shows ablock of two text fields that are duplicated together.



Figure 17–2. A block of repeatable fields

Repeatable fields are used when it is up to the author to determine how often a certaintype of information is to appear. For example, on a page that lists Frequently AskedQuestions, the number of question-and-answer groupings can vary. The Editor rulesfile uses the <repeatdef> element to define repeatable blocks. A block of repeatablefields can contain multiple elements or attributes, but the elements or attributes must besiblings in the Web Publisher Editor template.

To create a repeatable block:

1. Click the Tree View tab.

2. In the Tree View tab, select an elements or attribute for which a rule has been defined.

3. Select Rules→Set Repeating Block.

The Rule Editor tab displays fields for defining the repeating rule.

4. In the Rule Editor tab, do the following:

• Type the label and completion instructions

• Select whether authors can repeat any element or attribute with this name, orwhether they can only repeat the element or attribute when found in the selectedpath.

5. To add the next adjacent element or attribute to the repeating block, click the Addbutton.

The element or attribute is added.

6. Repeat the last step for as many elements or attributes as you want to add to therepeating block.

7. To save changes, click Save.

Saving the Editor rules file saves changes to the Docbase as a new version. If theassociated template has been modified then it is also saved to the Docbase as a newversion when you save the Editor rules file.

Repeatable fields can also be nested. The nesting <repeatdef> element enables<repeatdef> elements to be contained within other <repeatdef> elements (nesting).



You can create multiple nesting levels in your <repeatdef> element but Documentumurges caution with this type of structure because multiple nesting levels could affect theusability of <repeatdef>. For more information on <repeatdef> elements, see the WebPublisher Administration Guide.

Previewing How an Editor Rules File DisplaysContent

You can preview how the rules you are creating will display content in Web PublisherEditor.

To preview the template:


• Click .

• Select File→Preview.

To correctly view links inside an HTML file you must have virtual link installed.If virtual link is not installed the HTML file opens but may contain broken links.For more information on virtual link support installation and use, refer to theWeb Development Kit and Applications Installation Guide, and the Web PublisherDevelopment Guide..

Deleting a RuleDeleting a rule removes the rule from the Editor rules file. Deleting a rule does notremove the element or attribute in the template, but it does make the element or attributeavailable again for a new rule to be assigned.

To delete a rule:

1. In the Tree View tab, select the rule you want to delete by clicking the rule.

2. Delete the rule by doing one of the following:

• Click .

• Select Edit→Delete.

Viewing a Rule's XMLYou can view a single rule or view the whole Editor rules file. Both are read-only viewsand do not allow you to edit the rules file.



To view the XML for the entire Editor rules file:

1. Select Developer→Show Rules.

To view the XML for a selected rule:

1. In the Tree View tab, select the rule.

2. Click the Rules XML tab.

The tab displays the rule's XML.

Validating an Editor Rules FileYou can validate an Editor rules file for valid XML. You can also view warning messagesconcerning the file. See Viewing Warning Messages for a Specific Rule, page 211.

To validate an Editor rules file:

1. Select Developer→Validate.

Viewing Warning Messages for a Specific RuleTo view warning messages concerning errors within a rule:

1. Select Edit→View Messages.

Editing a Content Template Using the RulesEditor

You can edit an XML-based Web Publisher Editor template in the Rules Editor byselecting the Text View tab. You make modifications directly to the template by selectingand typing your changes into this view. You cannot use the menu bar or tool bar inthis view.

If you modify a template, keep in mind your changes might affect the Editor rules file.After editing the template, you should view the Editor rules file through the RuleEditor tab.

Saving validates to ensure well formed XML. To validate before saving, see Validatingan XML-based Content Template Using the Rules Editor, page 212. Saving the templatecreates a new version of the template in the Docbase. If the Editor rules file has beenmodified, then it also is saved to the Docbase as a new version when you save thetemplate.

To save changes to a template using the Rules Editor:

1. Click the Apply button.



2. If the XML has errors, the Rules Editor tells displaying a warning message and willnot save your changes. Click Details on the warning message to see the errors.Correct the errors and try saving again.

Validating an XML-based Content TemplateUsing the Rules Editor

Validation checks a Web Publisher Editor template for well formed XML. Validation doesnot check for adherence to a DTD or schema. If you have modified the template, you canperform this test before saving your changes.

To check your template for well formed XML:

1. Click the Text View tab.

2. Click the Check button.

The Rules Editor validates the template. If the XML is well formed, the status barat the bottom of Web Publisher displays a success message. If the XML is not wellformed, a warning message displays.

3. If the XML is not well formed, you can obtain details about the failure by clicking theDetails button on the warning message.


Chapter 18

Using iMarkup

iMarkup is a Web-based plug-in tool that lets you attach annotations and free-form drawings to a Webpage in Web view. You can create comments or diagrams on Web-based content to communicate anyrequired or recommended changes to a content author. If the iMarkup integration has been installedthen the iMarkup client components, menu bar, tree pane and documentation, are available for use inWeb view. The menu bar contains an Organizer that displays user nodes, the currently logged in user,and any users who have attached annotations to the opened Docbase object. Under each user nodewill be displayed user created annotations or drawings. The tree pane contains options for creatingnotes, highlights, and drawings within a Web page.

Refer to the iMarkup documentation for more information on using iMarkup and working withannotations. If you have correctly installed the iMarkup plug-in you can access the iMakup onlineHelp by right-clicking on the Web page and choosing the iMarkup Help option. You can also accessan iMarkup annotation plug-in user guide from the iMarkup Web site at http://imarkup.com/docs/.

Storing AnnotationsiMarkup records, annotations and drawings, are stored as individual objects in aniMarkup database not a Documentum Docbase.

iMarkup records cannot be versioned. The records are tied to a particular versionof a Documentum Docbase object. When a Docbase object is checked in as a newversion, the records are not associated with the new version of the Docbase object butwith the original version of the Docbase object. Each version of a Docbase object willhave its own set of records. For example, Nicolas Web views TechPubs_SOP.htmlversion 1.0. He creates annotations and saves the record as version 1.0. He Web viewsTechPubs_SOP.html version 1.0 again and sees the annotations he previously attached.Nicolas then checks out TechPubs_SOP.html version 1.0, makes some content changesand checks in the document as version 1.1. He then Web views TechPubs_SOP.htmlversion 1.1. He will not see any of the annotations he made on version 1.0 of theTechPubs_SOP.html document.


http://imarkup.com/docs/

Using iMarkup

Viewing AnnotationsBy default, after a Web view page is launched a clean Web page, without annotations,is displayed. You can view annotations made by a particular user by selecting the username in the tree pane. The tree pane enables users to collaborate on comments of anexisting Web page.

Deleting AnnotationsiMarkup records are deleted from the iMarkup database when you delete a particularversion of a Docbase object. If you delete a Docbase object, all records tied to anyparticular version of the Docbase object are deleted from the iMarkup database

Localizing iMarkupiMarkup supports localization of user interface strings to enable you to createannotations in languages other than English. Refer to the iMarkup documentation formore information on localizing annotations.

Troubleshooting iMarkupIf you are using iMarkup and the application server is restarted you will receive aniMarkup server error message. You must restart your browser to resolve this issue andreload Web Publisher and iMarkup. Any records will be lost at this point.


Chapter 19

Accessing Administrative Functions

You access administrative functionality through the Administration node, which is available throughthe Classic view. This chapter describes how to access administrative functions. For details onperforming administrative tasks, see the Web Publisher Administration Guide.


• Defining System-Wide Settings, page 215

• Running Reports, page 218

• System Alerts, page 220

• Workflow Templates, page 220

Defining System-Wide SettingsSystem settings determine Web Publisher's system-wide defaults. You can modify thesesettings to suit your company's specific needs.

To define system-wide Web Publisher settings:

1. Access system settings by navigating in the Classic view to Administration / WebPublisher Admin / Settings.

2. Select the General tab, set the following:

• Web Cabinet Protection: Enables cabinet protection. If you enable cabinetprotection, permission sets will not be exposed in the user interface. If youdisable cabinet protection, you can choose to allow users to change permissionsets. If cabinet protection is off and if you allow users to change permission sets,then remove the action Set Permission Set from each state in your lifecycles.

• Globalization: Enables globalization, which supports the translation of files andenables you to publish Web sites in multiple languages.

• Simple Search: Sets Web Publisher to scan the text within files during a simplesearch. If disabled, a simple search searches only the following properties: ObjectName, Title, Keywords, Owner Name, and Category. If enabled, the simplesearch searches the properties and the text of a file.

• Multisite Effectivity : Allows a content file to have different effective andexpiration dates for different Web sites. If enabled, you can publish the same fileto different sites using different effective dates. To use this feature, you must



set different values in the Effective Label property in the different publishingconfigurations.

• Edition Cache : Sets the default publishing configuration used when exportingeditions. You can select from a list of configurations.

• Default ACL: Sets the permission set that is assigned to all new unprotectedcabinets and folders. You must set a default permission set in order to createcabinets.

• Update Creator: Sets the creation date and the creator for files retrieved from theobject bag during an add content or import operation. The creation date will beset to the current date and time, and the creator will be set to the current user. Ifnot set then the file's creation date will be the date the WcmObjectBag job ranand the creator will be the Docbase superuser.

• New Object Count: Sets the number of new content files to create ahead of timeper approved template using the object bag feature. When an author creates anew content file from a template, Web Publisher must create the file, properties,and relationships in the Docbase. To save processing time, a job can create severalcontent files from each template ahead of time. The job normally runs after officehours. Web Publisher comes with a default object bag job called WcmObjectBag.

• Log Level: Sets whether the server-side log file is created when a file is promoted.0 means the server side log is not created. Any value greater than zero means thelog is created. The log is created in this location on the Content Server:

/DIR/dba/log/wcm/Docbase_name

• Enable Web Based Editor: Sets whether or not to edit HTML files using yournative HTML editor, or Web Publisher's Web-based HTML Editor (eWebEditPro).

If your organization uses eWebEditPro, this setting defines when the editoris used. Choosing Never prevents users by default from using eWebEditPro.Choosing Optional allows each user to decide whether to use eWebEditPro asthe default. Choosing Required means users must use eWebEditPro to edit anHTML file. If a user edits a file that is already checked out through eWebEditPro,eWebEditPro is used, even if it is not the user's default HTML editor. For usersto edit with eWebEditPro, you must also set the Inline HTML editing formatssetting on the File Formats tab.

For more information on eWebEditPro see, Chapter 16, Using eWebEditPro

• Expiration Increment: Sets the number of days after the effective date to set adefault expiration date for items without expiration dates. To set no defaultexpiration date, leave this blank or set it to 0.

• Review Notification: Sets the default number of days before an item's expirationthat an alert is sent to the item's author.

3. In the Lifecycles tab, set the following:

• Document Lifecycle: The list of all the installed lifecycles in the Docbase. Theselected lifecycle will be the default lifecycle used on the Import page.

• Lifecycle States: The list of lifecycle states in the order they are used by a specificDocbase. Include every state that is used by at least one Web Publisher lifecycle.This allows Web Publisher to display nonstandard states in the file list. As anexample, suppose you have two defined lifecycles:

— WIP, WIP2, Staging, Approved



— WIP, Staging, Staging2, Approved

You could type: WIP, WIP2, Staging, Staging2, Approved

• Lifecycle State Aliases: Specifies different terms for the standard Web Publisherlifecycle titles. If you set aliases, you must use the aliases in all Web Publisherlifecycles.

• Delay Publish Active: If this is enabled, then content that has been promotedto Approved and that has a blank effective date is not published immediately.It is published when the Monitor_Lifecycles job runs. If this is disabled, thencontent that has been promoted to Approved and that has a blank effective dateis immediately promoted to Active and published.

If unchecked, an object that has been promoted to Approved and that has a blank(immediate) effective date will immediately be promoted to Active and exportedto the appropriate Web caches; If checked, promotion to Active is handled by theMonitor_Lifecycles job configured in Documentum Application Builder.

4. In the File Formats tab, set the following:

• Text Formats: These are the extensions of the file types used with the differencingtool. Do not use proprietary formats, such as Microsoft Word. Separate thevalues with commas. For example: crtext,html,xml.

• Web Based Editable Formats: If enabled, this defines the formats that openin eWebEditPro. If no values are entered, Web Publisher does not let usersedit files in eWebEditPro. Separate the values with commas. For example:html,shtml,jhtml.

• Web Formats: These are the extensions of file types that are Web-ready andshould be pushed to Web servers. Separate the values with commas. Forexample: jhtml,jpeg,jsp.

• Format Extensions: These are the file extensions your organization uses andthe file formats to assign to each. Separate the values with commas. Forexample:eps=eps,fla=flash,fm=filemakerpro.

5. In the External Resources tab, set the following:

• DA Location: The URL to access Documentum Administrator. For example:http://hostname/path.

• CIS Host: If you run CIS, enter the computer name or IP address of the machinerunning CIS.

If you do not have a CIS server, or your CIS server is not running then the CISHost field should be left blank.

• CIS Node: If you run CIS, enter the node as it is defined in the GUID field of theResource Server Node (RSN) in CIS Administrator.

• CIS Formats: If you run CIS, enter the file types that CIS recognizes. Define thefile types as the Docbase recognizes them.

• Inter-Enterprise Workflow Service Address: If you run DocumentumInter-Enterprise Workflow Services, enter the computer name or IP address ofthe computer with Inter-Enterprise Workflow Services installed.

6. Click Apply.



Running ReportsTo run a report



3. Select Reports.

4. In the Select Report drop-down list, select the type of report to run. For anexplanation of each type of report, see Types of Reports, page 218.

5. If Web Publisher displays fields where you can narrow the criteria in your report,then enter criteria as desired.

6. Click OK.

Web Publisher runs the report and displays the results.

7. To close the report, click Close.

Types of Reports

Web Publisher offers the following reports:

• about to be promoted to active: Displays objects slated to promote to Active in thetime period you specify. The date format is dd/mm/yyyy.

• about to expire: Displays objects slated to expire in the time period you specify. Thedate format is dd/mm/yyyy.

• active objects: Displays items in the Active state.

• content location rules: Displays the contents of the folder-map files in a table viewthat lists out the folders that are mapped and the value/attribute pair(s) that linkto the folders.

• content templates: Displays the content templates available within Web Publisher.For each template you can see the following information:

— Object name

— Paths of categories that contain the template

— Name of associated Editor rules file (if present)

— Name of associated Editor presentation file(s) (if present)

— Name of associated thumbnail file (if present)

— Status (Available or Unavailable)

— Indicator whether the template is in a content template folder that hasauto-rendering of PDF or HTML formats.

• file formats: Displays all the Web safe, text, and CPS indexable file formatsconfigured for Web Publisher.

• invalid objects: Displays all objects that do not a valid lifecycle or have a non-WebPublisher lifecycle. Organized by Web cabinet. You can select the lifecycle and/or



Web cabinet. Default is No Lifecycle and All Cabinets. When running the report, youselect the lifecycle and Docbase cabinet.

• jobs: Displays the Site Caching Services jobs used in Web Publisher.

• lifecycles: Displays all lifecycles that have been defined for the Docbase, the objecttypes that are applicable for the lifecycle, and the state names of the lifecycle. Fromthis report, you can tell if any of the lifecycles do not meet the minimum number ofstates (for example, WIP, Staging, Approved).

• methods: Displays the automated tasks for each Web Publisher workflow. Foreach task Web Publisher indicates the task name, the method being called, and theversion of the method.

• media service: Displays all media formats, their transformations and publishednames. This report is visible only when Media Server is ON.

• promoted to active: Displays items promoted to active within the time period youspecify. The report does not show objects that have a blank effective date. You selectthe time period using the format dd/mm/yyyy.

• publishing configurations: Displays the defined Site Caching Services for each Webcabinet. You can tell if a Web cabinet does not have all the required Site CachingServices. For each Site Caching Services, Web Publisher lists the following:

— Site Caching Services name

— Version being published

— Renditions being published (if this value is blank in Site Caching Services, WebPublisher will say All Renditions)

— Extracted properties (if this value is blank in Site Caching Services, WebPublisher will say None)

— Directory name on the target machine

— http prefix of the target machine

• staged objects report: Displays items in the Staging state.

• workflows: Displays all the workflow templates defined in the Docbase, theworkflow status (installed, validated, draft) and whether the workflow is availableto Web Publisher. When running the report, you select the workflow template andthe users for whom you want to view active workflows.

• change sets: Displays all change sets, by the person who initiated them. You canselect the initiator. The default is All Users.

• translation workflows: Displays all running translations workflows that are basedon the default workflow template.

For each locale, the default workflow template is defined in locale Properties page.For example, French(fr_FR) if you have defined “French translation workflow” asthe default workflow template.



System AlertsSystem alerts is information provided to you from Web Publisher to warn you about apotentially damaging operation. For example, it might warn you that Content Serveris not responding.


• Viewing System Alerts, page 220

• Removing System Alerts, page 220

Viewing System Alerts

To view the most recent system alerts:

1. In the Classic view, click Administration.

2. Click Web Publisher Admin.

The latest alerts display in the Latest Alerts box.

Removing System Alerts

To remove system alerts:



3. Select Alerts.

4. Check the checkboxes for the system alerts you want to remove.

5. Click Delete.

Workflow TemplatesThis section describes the following:

• Viewing Workflow Templates, page 220

• Making a Workflow Template Available, page 221

• Making a Workflow Template Unavailable, page 221

Viewing Workflow Templates

To view workflow templates:





3. Select Workflow Templates.

Making a Workflow Template Available

To make a workflow template available:




4. Check the template's checkbox.

5. Click Tools→Workflow Templates→Make Available.

Making a Workflow Template Unavailable

To make a workflow template unavailable:




4. Check the template's checkbox.

5. Click Tools→Workflow Templates→Make Unavailable.




Chapter 20

Managing Users, Groups, and Roles

If you have administrative privileges, you can manage users, groups, and roles.

This chapter describes management of the following:

• Users, page 223

• Groups, page 239

• Roles, page 246

UsersThis section contains information on creating, modifying, and deleting users in aDocbase.

To access a Docbase, a person must be defined as a user in that Docbase. Addingsomeone as a user to a non-federated Docbase does not give that person access to everyDocbase in the enterprise. The person must be explicitly added to each Docbase.

The Administration/User Management/Users page displays a list of users in the currentDocbase. When you first navigate to the page, it is in search mode. You can searchfor users by their user name in the Docbase, user OS name (name on the operatingsystem), or default group.

To list all users in the Docbase, select Show All Users from the drop-down list. The usersin the Docbase are displayed in the order in which they were added to the Docbase.

You can sort the users by clicking any of the column headings:

• Name, the user's name in the Docbase

• Group, the user's default group

• State, which indicates whether the user is active or inactive

• E-mail, the user's email address

You can also jump to a user by typing the first few letters of the user's name in theDocbase in the Starts With box or by clicking the letter corresponding to the beginningof the user's Docbase name. The user's Docbase name is not the user's login name. Forexample, a user who connects to the Docbase as msmith has the Docbase name MarySmith. Search for Mary, not msmith.

To display more than the default ten users at a time, select a different number fromthe Show Items drop-down list.



To view the next page of users, click the > button. To view the previous page of users,click the < button. To jump to the first page of users, click the << button. To jump to thelast page, click >>.

From this page, you can find instruction for the following tasks:

• Locating Users, page 224

• Setting the Default Permissions for the Cabinet of a New User, page 225

• Creating New Users, page 225

• Creating Global Users, page 228

• User Properties, page 229

• Importing Users, page 232

• Import User Properties, page 233

• Deleting Users, page 236

• Reassigning Objects to Another User, page 236

• Changing the Home Docbase of a User, page 237

• Making a User Active or Inactive, page 237

• Modifying Users, page 237

• Viewing Groups, Workflows, Alias Sets, Permission Sets, and Documents of a User,page 238

• Viewing or Deleting Change Home Docbase Logs, page 238

• Viewing User Reassign Logs, page 238

Locating Users

Use these instructions to locate users in the Docbase. You can search by user name,user OS name, or default group.

To locate users:

1. Connect to the Docbase where you want to locate a particular user.

2. In the left-hand pane, click Administration.

3. Click User Management.

4. Click Users.

5. To search by user name, user OS name, or default group, type in the informationand click Go.

6. To display all users, select Show All Users in the drop-down list.

The first 10 users in the Docbase are displayed.

• To display more users, select a larger number in the Show Items drop-down list.

• To jump to a user, type the user's Docbase user name in the Jump box and clickGo.

• To view users alphabetically by Docbase user name, click the letter correspondingto the first letter of the user name.



For example, to view users whose user names start with B, click B.

• To jump to the end of the user list, click the >> button.

• To jump to the beginning of the user list, click the << button.

• To scroll through users, click the Next or Previous button.

7. To view a user's properties, click the Information icon for that user or check thecheckbox next to the user's name and click View→Properties→Info.

Setting the Default Permissions for the Cabinet of aNew User

When you create a new user, you assign the user a default folder. DocumentumAdministrator lets you choose between assigning an existing folder as the user's defaultor creating a new folder with the user's name. If you have Documentum Administratorcreate the folders for new users and you want to control the permissions assigned tonew users' folders, use these instructions.

1. Create a new alias set called UserPropertiesConfiguration.

2. Assign ownership of the UserPropertiesConfiguration alias set to the Docbase owner.

This is the user whose account is used for database access (dm_dbo).

3. Create two aliases in UserPropertiesConfiguration.

• DefaultFolderAcl

Point this alias to the permission set to be applied to the new folder createdfor new users.

• DefaultFolderAclDomain

Point this to the user who owns the permission set you use for DefaultFolderAcl.

When the new folder is created during new user creation, Documentum Administratorapplies the permission set you designate. If a new user is not present as an accessor inthe permission set, the user is granted write permission on the folder. The permission setfor the cabinet is then modified to a system-generated permission set, but it otherwisehas the permissions from the permission set you created.

You can use Documentum Administrator to create a new default folder for an existinguser whose default folder is not the user's name, and permissions on the set are appliedas described above if you have created the necessary alias set and aliases.

If the UserPropertiesConfiguration alias set does not exist and a Superuser creates thenew user, the new user owns the folder and has delete permission. If a Sysadmin createsthe new user, the user is not the owner of the default folder, but the user has changeowner permission on the folder as well as write permission.

Creating New Users

Use these instructions to create Docbase users.



Before you create users, determine what type of authentication the server uses. If theserver authenticates users against the operating system, each user must have an accounton the server host.

If the server uses an LDAP directory server for user authentication, the users do notneed to have operating system accounts.

If the Docbase is the governing member of a federation, a new user can be a global user.Global users are managed through the governing Docbase in a federation, and have thesame attribute values in each member Docbases within the federation. If you add aglobal user to the governing Docbase, that user is added to all the member Docbases by afederation job that synchronizes the Docbases.

You must have Sysadmin or Superuser privileges to create users. Superusers andSysadmins cannot modify their own extended privileges, which apply to auditing in5.2 and later Docbases.

For information about each attribute, see User Properties, page 229.

To create new users:

1. Connect to the Docbase where you want to create new users.

2. Click Administration.


4. Click File→New→User.

5. Indicate whether the user's state is active or inactive.

6. In the Name field, type the user's name.

7. Select a User Source from the drop-down list.

On Windows, the choices are:

• None

• LDAP

On UNIX, the choices are:

• None

• LDAP

Select this if users are authenticated against an LDAP server.

• UNIX only

Select this for the default UNIX user authentication.

• Domain only

Select this if the Docbase has Windows domain authentication enabled and theuser must be authenticated against a domain.

• UNIX first

Select this if the Docbase has Windows domain authentication enabled and theuser must be authenticated first against UNIX, then against a domain.

• Domain first



Select this if the Docbase has Windows domain authentication enabled and theuser must be authenticated first against a domain, then against UNIX.

8. In the E-Mail Address field, type the user's email address.

This is the address to which notifications are sent for workflow tasks and registeredevents.

9. In the User OS Name field, type the user's operating system user name.

This is the user's Docbase user name.

10. In the Windows Domain field, type the user's Windows domain.

• If the Docbase is on a Windows host, type the domain.

• If the Docbase is on a UNIX host and you have a domain map set up in order touse Windows domain authentication, browse to the correct domain.

11. Select a home Docbase for the user.

12. If the user is being created in the governing Docbase of a federation, check User isglobal if you want the user and the user's properties to be propagated to all membersof the federation.

13. Designate the user's default folder.

• To use an existing Docbase folder, click Choose existing folder, then click SelectFolder, locate the correct folder, and select it.

• To create a folder with the user's name, click Choose/Create folder with username.

Click Select Folder and select a default folder for the user.

14. Click Select Group and select a default group for the user.

15. Click Select Permission Set and select a default permission set for the user.

16. To provide a DB Name for the user, type the name in the DB Name field.

17. Select the user's privileges from the drop-down list.

User privileges authorize certain users to perform activities that are required toadminister and maintain the system. The privilege levels are:

• None

• Create Type

• Create Cabinet

• Create Cabinet and Type

• Create Group

• Create Group and Type

• Create Group and Cabinet

• Create Group, Cabinet, and Type

• System Administrator

• Superuser

18. In 5.2 and later Docbases, select the user's extended privileges from the drop-downlist.



Extended privileges determine whether the user can configure auditing, view audittrails, and purge audit trails in a 5.2 Docbase. Superusers and Sysadmins cannotmodify their own extended privileges. Select one of the following:

• None

The user cannot configure auditing, view audit trails, or purge audit trails.

• Config audit

The user can configure auditing.

• Purge audit

The user can purge existing audit trails.

• Config and Purge Audit

The user can configure auditing and purge existing audit trails.

• View Audit

The user can view audit trails.

• Config and View Audit

The user can configure auditing and view existing audit trails.

• View and Purge Audit

The user can view existing audit trails and purge them.

• Config, View, and Purge Audit

The user can configure auditing and view and purge existing audit trails.

19. Select the user's client capability from the drop-down list.

Choose the user type from the drop-down list. There are four types of users:

• Consumer

• Contributor

• Coordinator


Content Server does not recognize or enforce these settings. For information aboutclient capability levels, see the documentation for each client product.

20. Click Select Alias Set and select a default alias set for the user.

21. To indicate that the user is not available to receive workflow tasks, check WorkflowDisabled.

22. To allow the user more login attempts than the limit set in the docbase config objectin 5.1 and later Docbases, check Turn off authentication failure checking.

23. Click OK.

The new user is created.

Creating Global Users

A global user is a Docbase user who is found in all members of a Docbase federation andwhose attribute values are the same in all of the Docbases. Global users are managed



through the governing Docbase. If you add a global user to the governing Docbase,that user is added to all the member Docbases by a federation job that synchronizesthe Docbases.

To create a global user, connect to the governing Docbase of a federation and create theuser there. Check User is global to make the user global. Use the instructions in CreatingNew Users, page 225 to create the user.

To modify the properties of a global user, connect to the governing Docbase.

Global users can also have local attributes, which you can modify in a local Docbase.

User Properties

The following table describes each field that must be completed to create a new user. Formore information on users, see the Content Server Administrator's Guide.

Table 20–1. Properties of a User

Field Label Value

User State Indicates whether the user is Active orInactive.

An active user can connect to a Docbase.

An inactive user cannot connect to aDocbase. This option is useful if, forexample, you are creating user accountsfor new hires in advance of their startdates or if a user goes on a leave ofabsence.

Name The Documentum user name for the newuser.



User Source Specifies how to authenticate a givenDocbase user's user name and password.Valid values are:

• null

• LDAP The user is authenticated through anLDAP directory server.

• UNIX only The user is authenticatedusing the default UNIX mechanism,dm_check_password or other externalpassword checking program.

• domain only The user is authenticatedagainst a Windows domain.

• UNIX first This is used for UNIX Docbaseswhere Windows domain authentication isin use. The user is authenticated first by thedefault UNIX mechanism; if that fails, theuser is authenticated against a Windowsdomain.

• domain first This is used for UNIX Docbaseswhere Windows domain authenticationis in use. The user is authenticated firstagainst a Windows domain; if that fails, theuser is authenticated by the default UNIXmechanism.

Description A description of the user.

Email Address The user's email address for receivingnotifications from the Docbase.

OS Name The new user's operating system username.

Windows Domain On Windows, the domain name associatedwith the new user's Windows account.On UNIX, the domain on which the useris authenticated if Windows domainauthentication is in use.

Home Docbase The Docbase where the user receivesnotifications and tasks.

Default Folder The default storage place for any objectthe user creates.

Default Permission Set A permission set used to assign the defaultpermissions to objects created by the user.

Default Group When the user creates an object inthe Docbase, it belongs to the groupname associated with the user's defaultpermission set.



DB Name The new user's username in theunderlying RDBMS.

Privileges Choose a user privilege from thedrop-down list. User privileges authorizecertain users to perform activities that arerequired to administer and maintain thesystem. The privilege levels are:

• None

• Create Type

• Create Cabinet

• Create Cabinet and Type

• Create Group

• Create Group and Type

• Create Group and Cabinet

• Create Group, Cabinet, and Type


• Superuser

Extended Privileges 5.2 and later Docbases. Sets the levelof extended privileges for auditing.Superusers and Sysadmins cannot modifytheir own extended privileges.

• NoneThe user cannot configure auditing,view audit trails, or purge audit trails.

• Config auditThe user can configureauditing.

• Purge auditThe user can purge existingaudit trails.

• Config and Purge AuditThe user canconfigure auditing and purge existing audittrails.

• View AuditThe user can view audit trails.

• Config and View AuditThe user canconfigure auditing and view existing audittrails.

• View and Purge AuditThe user can viewexisting audit trails and purge them.

• Config, View, and Purge AuditThe usercan configure auditing and view and purgeexisting audit trails.



Client Capability Indicates what level of use is expected ofthe user. Choose the user type from thedrop-down list. There are four types ofusers:

• Consumer

• Contributor

• Coordinator


Content Server does not recognize orenforce these settings.

Alias Set The default alias set for the user.

Workflow Disabled Indicates whether a user can receiveworkflow tasks.

Propagate changes to members Displays only when editing a global user.When checked, changes to the memberare propagated to members of a Docbasefederation.

Turn off authentication failure checking 5.1 and later Docbases. If checked, usermay exceed the number of failed loginsspecified in the Maximum AuthenticationAttempts field of the docbase config object

Importing Users

You can create Docbase users from information contained in an input file.

Before you create the users, determine what type of authentication the Docbase uses.If the server authenticates users against the operating system, each user must have anaccount on the server host.

If the server uses an LDAP directory server for user authentication, the users do notneed to have operating system accounts.

To import new users:

1. On the file system of the host where your browser is running, create a text file inLDIF format.

Each user to be imported starts with the header object_type:dm_user. Follow theheader with a list of attribute_name:attribute_value pairs. The attribute user_nameis required. You can specify as many additional attributes as you wish, but theattribute_names must match the actual attributes of the type.

Each attribute_name:attribute value pair must be on a new line. For example:

object_type:dm_user

user_name:Pat Smith

user_group:accounting



acl_domain:smith

acl_name:Global User Default ACL

object_type:dm_user

user_name:John Brown

If the ldif file contains umlauts, accent marks, or other extended characters, storethe file as a UTF-8 file, or users whose names contain the extended characters arenot imported.

2. Save the text file.

3. Connect to the Docbase where you want to create new users.



6. Click File→Import→LDIF.

The Import Users from LDIF file page appears.

7. Indicate the state for the users you are importing.

8. Click Select Source and browse to the location of the LDIF file containinginformation for creating the new users.

9. Select a User Source from the drop-down list.

10. In the other fields on the page, specify any property values that apply to all theusers you are importing.

Values specified in the input file override values specified on this page.

11. Indicate whether to overwrite or ignore user information for any users who alreadyexist.

12. Click Finish.

Import User Properties

The following table contains information on each property on the Import User page.



Table 20–2. Properties on Import User Page

Field Label Value

User State Indicates whether the user is Active orInactive.

An active user can connect to a Docbase.

An inactive user cannot connect to aDocbase. This option is useful if, forexample, you are creating user accountsfor new hires in advance of their startdates or if a user goes on a leave ofabsence.

Input File Path The name of an input file.

User Source Specifies how to authenticate a givenDocbase user's user name and password.Valid values are:

• null

• LDAP The user is authenticated through anLDAP directory server.

• UNIX only The user is authenticatedusing the default UNIX mechanism,dm_check_password or other externalpassword checking program.

• domain only The user is authenticatedagainst a Windows domain.

• UNIX first This is used for UNIX Docbaseswhere Windows domain authentication isin use. The user is authenticated first by thedefault UNIX mechanism; if that fails, theuser is authenticated against a Windowsdomain.

• domain first This is used for UNIX Docbaseswhere Windows domain authenticationis in use. The user is authenticated firstagainst a Windows domain; if that fails, theuser is authenticated by the default UNIXmechanism.

Description A description for the user.

Windows Domain (Windows only) The domain nameassociated with the new user's Windowsaccount.

Home Docbase The Docbase where the user receives tasksand notifications.



Default Folder The default storage location for any objectthat the user creates. Click Browse tochoose the location.

Depending on how you have set up yoursite, you may need to create a folder forthe user. You may choose to give eachuser a personal default folder. In thiscase, it is likely you will need to create thefolder. Or perhaps several users share afolder. In this case, the folder may alreadyexist.

Default Group Choose a group name from the drop-downlist.

When the user creates an object inthe Docbase, it belongs to the groupname associated with the user's defaultpermission set.

Default permission set A permission set to use to assign thedefault permissions to objects created bythe new user.

DB Name The new user's username in theunderlying RDBMS.

Privileges Choose one of the following userprivileges from the drop-down list: None;Group; Cabinet; Type; Group and Cabinet;Cabinet and Type; Group and Type;Group, Cabinet, and Type; Sysadmin;Superuser.

Client Capability Indicates what level of use is expected ofthe user. Choose the user type from thedrop-down list:

• Default

• Consumer

• Contributor

• Coordinator


Alias Set Select a default alias set

Overwrite or ignore information whenuser exists



Deleting Users

You can remove users from the Docbase, but Documentum strongly recommends makingusers inactive or reassigning them rather than deleting them from the Docbase.

When you delete a user, the server does not remove the user's name from objects in theDocbase such as groups and ACLs. Consequently, when you delete a user, you mustalso remove or change all references to that user in objects in the Docbase. To reassigna user's objects to another user, use the instructions in Reassigning Objects to AnotherUser, page 236.

You can delete a user and then create a user with the same name. If you add a new userwith the same name as a deleted user and have not removed references to the deleteduser, the new user inherits the group membership and object permissions belongingto the deleted user.

You cannot delete the Docbase owner, installation owner, or yourself.

To delete users:

1. From the Users page, select the users to delete by checking the check boxes next totheir names.

2. Click File→Delete.

The Delete page appears.

3. Click Finish.

The users are deleted from the Docbase.

Reassigning Objects to Another User

If you are deleting a user from the Docbase or making the user inactive and you wantobjects owned by the user assigned to another user, use these instructions.

To reassign objects to another user:

1. From the Users page, select the user whose objects are being reassigned.

2. Click Tools→Reassign User.

3. Type in the name of the user to which to reassign the current user's objects, orclick Select User.

4. Indicate when to run the reassign job.

5. Indicate whether to unlock checked-out objects or ignore them.

6. Indicate whether to save changes and report results or just report results.

7. Click OK.



Changing the Home Docbase of a User

The home Docbase is where users receive tasks and notifications in their inboxes.

To change a home Docbase:

1. From the Users page, select the user whose home Docbase is being changed.

2. Click Tools→Change Home Docbase.

3. From the drop-down list, select the user's new home Docbase.

4. Indicate whether to run the job that changes the home Docbase when it is nextscheduled or to run the job now.

5. Click OK.

Making a User Active or Inactive

Changing a user's state from active to inactive is an alternative to deleting the user fromthe Docbase.

To change a user from active to inactive or inactive to active:

1. From the Users page, select the user whose state is being changed.

2. Click .

3. To make an active user inactive, click Inactive.

4. To make an inactive user active, click Active.

5. Click OK.

Modifying Users

Use these instructions to modify the properties of an existing user.

To modify a user:

1. From the Users page, select the user whose properties are being modified.

2. Click the Info icon or View→Properties→Info.

3. Modify the properties you want to change.

4. Click OK.



Viewing Groups, Workflows, Alias Sets, Permission Sets,and Documents of a User

Use these instructions to determine the groups to which a user belongs.

To view the groups, workflows, permission sets, alias sets, or documents of a user:

1. From the Users page, select the user whose groups, workflows, permission sets, ordocuments you want to view.

2. Click View→Locations.

3. From the drop-down list, select All, Groups, ACLs (permission sets, Workflows,Alias Sets, or Documents.

4. To exit from the list page, click Users in the breadcrumb at the top of the page.

Viewing or Deleting Change Home Docbase Logs

Use these instructions to view or delete the logs generated by changing a user's homeDocbase.

1. From the Users list page, click View→Change Home Docbase Logs.

The Change Home Docbase Logs list page is displayed.

2. To view a log, click the job request ID of the job.

The log contains this information:

• The user's name

• The old and new home Docbases

• The objects updated by the reassign operation

3. To delete a log, check the checkbox next to the log and click File→Delete.

4. To exit viewing the log, click Ok.

5. To exit the log list page, click the Users breadcrumb at the top of the right-hand pane.

Viewing User Reassign Logs

Use these instructions to view or delete the logs generated by reassigning a user'sobjects to another user.

1. From the Users list page, click View→Reassign Logs.

The Reassign Logs list page is displayed. The list page tells you:

• The job request ID

• The user's old and new names

• Whether the job generated a report only or proceeded with the reassign operation

• Whether locked objects were unlocked



• Whether the request was completed

You can sort on each of the columns

2. To view a log, click the job request ID for the rename job.

If the job request ID is not a clickable link, a log was not generated for the job.



5. To exit the log list page, click the Users breadcrumb at the top of the right-hand pane.

Rename Reports

This page displays rename logs, including group and user rename logs.

GroupsA group represents multiple Docbase users, and can contain groups, users, or roles. Bydefault, a group is owned by the user who creates the group. Groups can be public orprivate. By default, groups created by a user with Create Group privileges are private,while groups created by a user with Sysadmin or Superuser privileges are public.

To create or modify groups, you must have privileges as follows:

Table 20–3. Privileges for creating or modifying groups

Privilege Create Modify Delete

Create Group Can create group orassign ownershipto a group to whichthe user belongs

Can add or deletemembers andassign ownershipto a group to whichthe user belongs

Can delete groupsthe user owns,including groupswhere a group isowner and the useris a member of thegroup



Sysadmin Can create group orassign ownershipto a group to whichthe user belongs

Can update groupadministrator,owner, or membersof a group

Can delete groupsthe user owns,including groupswhere a group isowner and the useris a member of thegroup

Superuser Can create agroup and assignownership to adifferent user orgroup

Can update groupadministrator,owner, or membersof a group

Can delete anygroup

In a 5.x Docbase, a group can own sysobjects and permission sets.

The name assigned to a group must consist of characters that are compatible withContent Server's server OS code page.

If you create a role as a domain, it is listed on the Groups list page, not the Roles list page.

To jump to a particular group, type the first few letters of its object name in the Startswith box and click Go. To view a list of all groups beginning with a particular letter, clickthat letter. To view a different number of groups than the number currently displayed,select a different number in the Show Items drop-down list.

To view the members of a group, click the group's name.

From this page, you can find instructions for:

• Locating Groups, page 240

• Viewing Where a Group is Used, page 241

• Creating Groups, page 241

• Modifying or Viewing Groups, page 242

• Adding Users, Groups, or Roles to a Group, page 242

• Removing Users From a Group, page 243

• Deleting Groups, page 243

• Reassigning the Objects Owned by a Group, page 243

• Viewing Group Reassign Logs, page 244

• Group Properties, page 244

Locating Groups

Use these instructions to locate groups in a Docbase from the list page.

To locate groups:

1. Connect to a Docbase.





4. Click Groups.

The first ten groups in the Docbase are displayed.

5. To jump to a particular group or to groups starting with a particular string, type thestring in the Starts with field and click Go.

6. To see more groups, click the Forward or Back buttons or click a letter correspondingto the first letter of a group.

7. To change the number of groups displayed, select a different number from the ShowItems drop-down list.

Viewing Where a Group is Used

Use these instructions to see where a group is used.

To view where a group is used:

1. Locate the correct group.

2. Check the checkbox next to the group's name.

3. Click View→Locations.

Documentum Administrator displays where the group is used. The list page canbe sorted by Name or Owner, and can be filtered using the drop-down list to viewwhich documents the group owns, and which permission sets (ACLs) the group is amember of, and which workflows reference the group.

4. To exit from the list page, click Groups in the breadcrumb at the top of the page.

Creating Groups

Use these instructions to create new groups.

To create groups:

1. From User Management, click Groups.

2. Click File→New→Group.

3. Type the name of the new group.

4. Type an email address for the group.

This is typically the email address of the group's owner.

5. Click Select Owner to select an owner for the group.

6. Click Select Administrator to select an administrator for the group.

7. Click Select Alias Set to select the alias set for the group.



8. If you are connected to the governing Docbase of a federation and the group must bea global group, check Group is Global.

9. Optionally, provide a description of the group.

10. To make the group a private group, check Is Private.

11. To save the group and return to the Groups page, click Finish.

Modifying or Viewing Groups

To modify a group, you must be the group's owner, a Superuser, a member of the groupthat owns the group to be modified, or identified in the group's group_admin attribute,either as an individual or as a member of a group specified in the attribute. Use theseinstructions to modify groups.

To modify or view a group:

1. From the User Management page, click Groups.

2. Locate the correct group.

3. Click the Info button.

4. Modify the group's attributes if you have sufficient permissions.

5. Click OK.

Adding Users, Groups, or Roles to a Group

A group can contain users, other groups, or roles. (Roles are found in 5.x and laterDocbases only.) Use these instructions to add users, groups, or roles to a group.

To add users to a group:


2. Click the name of the group to which you want to add users.

The list page with members of the group is displayed.

3. To filter the list, select Only Groups, Only Users, or Only Roles from the drop-downlist.

4. Click File→Add Members

5. To filter the page so it displays only users, groups, or roles, select Show Users, ShowGroups, or Show roles from the drop-down list at the bottom of the page.

6. Check the check boxes next to the names of the users, groups, or roles you areadding to the group.

7. Click Add.

8. To view additional users, groups, or roles, and add them, click the Forward (>) orBack (<) buttons in the chooser.



9. Click OK.

10. To modify a particular user, click the Info icon for the user.

You must have at least Sysadmin or Superuser privileges to modify a user.


Removing Users From a Group

Use these instructions when users must be removed from a group.

To delete users from a group:


2. Click the name of the group from which you want to delete users.


4. Check the check boxes next to the names of the users you are deleting from the group.

5. Click File→Remove Member(s).


Deleting Groups

You can delete a group if you are the group's owner, a Superuser, a member of the groupthat owns the group to be deleted, or identified in the group's group_admin attribute,either as an individual or as a member of a group specified in the attribute. However, topreserve Docbase consistency, do not remove groups from the Docbase. Instead, removeall members of the group and leave the group in the Docbase, or reassign all objectsowned by the group to another group or user and then delete the group.

To delete a group:


2. Check the check box next to the name of the group you are deleting.


4. Click Ok to confirm that you want to delete the group.

The group is deleted and the Groups list page is displayed.

Reassigning the Objects Owned by a Group

Use these instructions to reassign the objects owned by a group to another group.



To reassign a group:


2. Check the check box next to the name of the group you are reassigning.

3. Click Tools→Reassign Group.

4. Type in the name of the group to which this group's users and objects are beingreassigned, or click Select Group to select a group.

5. Indicate whether to run the reassign job at the next time the job is scheduled or now.

6. Indicate whether to unlock or ignore checked-out objects.


8. Click OK.

The Groups list page is displayed.

Viewing Group Reassign Logs

Use these instructions to view or delete the logs generated by reassigning the membersof a group to another group.

1. From the Groups list page, click View→Reassign Logs.

The Reassign Logs list page is displayed. The list page tells you:

• The job request ID

• The user's old and new names

• Whether the job generated a report only or proceeded with the reassign operation

• Whether locked objects were unlocked

• Whether the request was completed

You can sort on each of the columns

2. To view a log, click the job request ID.

If the job request ID is not a clickable link, no log was generated for the job.



5. To exit the log list page, click the Groups breadcrumb at the top of the right-handpane.

Group Properties

The following table lists the fields completed when you create or modify a group:



Table 20–4. Properties of a Group

Field Label Value

Name The name of the new Docbase group.

Class The type of group. The default is Group.The other valid value is Role.

Use this attribute so that your applicationscan distinguish between groups and roles.The server does not enforce the value ofthis attribute and does not set the attributeto any value other than group. Server 5.xonly.

If you set this to Role, the group does notappear on the Groups list page.

Email Address The email address for the new group.

If no value is entered in this field, thegroup email address defaults to the groupname.

Owner The name of a Docbase user who has theCreate Group privilege and who ownsthis group.

If you are a superuser, you can select theowner. Otherwise, you can set this to agroup of which you are a member.

To change the default owner name, clickBrowse.

Administrator Specifies a user or group, in addition to asuperuser or the group owner, who canmodify the group. Click Browse to selectthe user or group. If this is null, onlya superuser and the group owner canmodify the group. Server 5.x only.

Alias Set The default alias set for the group.

Group is Global Displayed only in the governing Docbaseof a federation



Description A description of the group. For example,"New Project Approvals Committee"

Is Private Defines whether the group is private. If IsPrivate is unchecked, the group is createdas a public group.

By default, groups created by users withSysadmin or Superuser privileges arepublic, and groups created by users witha lower user privilege level are private.

RolesA role is a type of group that contains a set of users or other groups that are assigned aparticular role within a client application domain. For information on roles and domains,refer to the chapter on security services in Content Server Fundamentals. Roles are foundonly in 5.1 and later Docbases.

If you create a role as a domain, it is listed on the Groups list page, not the Roles list page.

To jump to a particular role, type the first few letters of its object name in the Starts withbox and click Go. To view a list of all roles beginning with a particular letter, click thatletter. To view a different number of roles than the number currently displayed, select adifferent number in the Show Items drop-down list.


• Creating Roles, page 246

• Adding Users, Groups, or Roles to a Role, page 247

• Modifying Roles, page 247

• Reassigning Roles, page 248

• Deleting Roles, page 248

• Role Properties, page 249

Creating Roles

Use these instructions to create new roles.

To create roles:

1. From User Management, click roles.

2. Click File→New→Role.

3. Type the name of the new role.

4. Type an email address for the role.

This is typically the email address of the role's owner.



5. Type the owner of the role.

6. Click Select Alias Set to select the alias set for the role.

7. Optionally, provide a description of the role.

8. To create the role as a private role, check Is Private.

9. To create the role as a domain, check Create role as domain.

If you create a role as a domain, it is listed on the Groups list page, not the Roleslist page.

10. To save the role and return to the Roles page, click Ok.

Adding Users, Groups, or Roles to a Role

Use these instructions to add users, groups, or roles to a role.

To add users, groups, or roles to a role:

1. From the User Management page, click Roles.

2. Click the name of the role to which you want to add users.

The list page with members of the role is displayed.


4. Click File→Add Members

5. To filter the page so it displays only users, groups, or roles, select Show Users, ShowGroups, or Show roles from the drop-down list at the bottom of the page.

6. Check the check boxes next to the names of the users, groups, or roles you areadding to the role.

7. Click Add.

8. To view additional users, groups, or roles, and add them, click the Forward (>) orBack (<) buttons in the chooser.

9. Click OK.

10. To modify a particular user, click the Info icon for the user.

You must have at least Sysadmin or Superuser privileges to modify a user.

11. To exit from the list page, click Roles in the breadcrumb at the top of the page.

Modifying Roles

Use these instructions to modify the properties of an existing role.

If you use Documentum Web Publisher, you can modify Web Publisher roles usingXML files to change the functionality available to Web Publisher roles and to replace or



add roles to your Web Publisher application. For further details on configuring WebPublisher roles, refer to the Web Development Kit Applications Configuration Guide.

To modify a role:


2. Locate the correct role.

3. Click the Info button or View→Properties→Info.

4. Modify the role's attributes.

5. Click OK.

Reassigning Roles

If you plan to delete a role, you may want to reassign the users and other objectsbelonging to the role. Use these instructions to reassign the users and other objects.

To reassign a role:


2. Check the check box next to the name of the role you are reassigning.

3. Click Tools→Reassign Group.

4. Type in the name of the role or group to which this role's users and objects are beingreassigned, or click Select Group to select a group.

5. Indicate whether to run the reassign job at the next time the job is scheduled or now.

6. Indicate whether to unlock or ignore checked-out objects.


8. Click OK.

Deleting Roles

Roles are a type of group. It is therefore recommended that you do not delete a role.Instead, remove all members of the role and leave the role in the Docbase. You can alsoreassign the members of the role to another role.

To delete a role:


2. Check the check box next to the name of the role you are deleting.


4. Click OK.



Role Properties

The following table lists the fields you complete to create or modify a group:

Table 20–5. Properties of a Role

Field Label Value

Name The name of the new Docbase role.

Class The type of role. The default is Role.Another available value is Group.

Use this attribute so that your applicationscan distinguish between groups and roles.The server does not enforce the value ofthis attribute and does not set the attributeto any value other than group. Server 5.xonly.

Email Address The email address for the new role.

If no value is entered in this field, the roleemail address defaults to the role name.

Owner The name of a Docbase user who has theCreate Group privilege and who ownsthis group.

To change the default owner name, clickBrowse.

Administrator Specifies a user or group, in addition toa superuser or the role owner, who canmodify the role. Click Browse to selectthe user or group. If this is null, only asuperuser and the role owner can modifythe role. Server 5.x only.

Alias Set The default alias set for the role.



Description A description of the role. For example,"New Project Approvals Committee"

Is Private Defines whether the role is private. If IsPrivate is unchecked, the role is createdas a public role.

By default, roles created by users withSysadmin or Superuser privileges arepublic, and roles created by users with alower user privilege level are private.


Appendix A

Icon Lists

The following topics describe icons:

• Icons Common to Documentum Applications, page 251

• Icons Specific to Web Publisher, page 252

Icons Common to Documentum ApplicationsThe following are commonly used in Documentum Web Applications:

• : A Docbase.

• : A cabinet.

• : Your home cabinet.

• : A folder.

• : A taxonomy.

• : A category.

• : Clicking this displays an item's properties.

• : Clicking this displays additional file renditions. (This icon does not appear if afile's only other rendition is the thumbnail rendition.)

• : The item is checked out, and you own the lock.

• : The item is checked out, and another user owns the lock.

• : Dragging this icon to your local computer creates a shortcut to an item in theDocbase.

• : A virtual document.

• : A notification.

• : A task.

• : A high priority item.

• : A low priority item.


Icon Lists

• : A workflow.

• : A workflow Template.

• : This indicates that the workflow you are sending has no attached files. You clickthis icon to attach files. Text adjacent to the icon tells you whether attached files aremandatory or optional.

• : A currently running workflow.

• : A paused workflow.

• : A stopped workflow.

• : Clicking this adds an item.

• : Clicking this removes an item.

• : Clicking this edits an item.

• : A user.

• : A user group.

• : A role.

• : A template for a user type.

Icons Specific to Web PublisherThe following icons are specific to Web Publisher:

• : Cabinet that contains a Web site.

• : Change set.

• : Foldermap.xml.

• : In-context editing.

• : Instructions file.

• : Presentation file.

• : Preview (thumbnail) file.

• : Rules file.

• : Supporting files.

• : Translated content.

• : The file is ready for previewing.

• : The file will be ready for previewing momentarily.


Icon Lists

• : The file does not have any Web-ready renditions.


Icon Lists


Index

[+]Show More link, 36Show Options link, 36

[-]Hide More link, 36Hide Options link, 36

Aabout to be promoted reports, 218about to expire reports, 218Access Control Lists, 19, 133

See also permissionsaccess levels, 133, 136accessibility mode, 34

choosing, 25, 27filtering, 36in WDK-based applications, 28

ACLs, 19, 133See also permissions

actionslinks, 34performing, 34

active, 20active objects reports, 218adding

add-item icon, 252assets to protected site, 150formats for presentation files, 158group to permission set, 138 to 140locales, 168renditions, 94, 97rules, 199to clipboard, 71translations, 166user to permission set, 138 to 140

Administration node, 39advanced searches, 44alerts, 106

See also notificationssystem, 220

alias sets, 137of a user, 238

aliasesdisplaying and editing, 119

aligning text, 176All Messages button, 32

See also View All Message buttonannotations

deleting, 214iMarkup, 24, 213 to 214localizing, 214storing, 213troubleshooting, 214viewing, 214

applets, 60approved, 20archiving, 152

See also editionsasset protection, 147associating, 155, 157asynchronous

jobs, 33publishing, 146 to 147status, 33tasks, 33thumbnails, 36transformations, 96

attached filesattaching, 123in change set, 123in workflows, 103removing, 107, 111

audit eventsworkflows, 115

Auto Generated, 137automatic tasks, 103

completing, 118failures, 118reports, 218retrying, 118

available


Index

for workflow tasks, 51, 105, 110supporting files, 159templates, 159workflow templates, 221

Bbanner, 32block of repeatable rules, 208bold, 176breadcrumbs, 35Browse permissions, 133browsers

configuration, 53browsing, 46bullets, 176buttons

in Web Publisher, 251in Web Publisher Editor, 176

Ccabinets

assigning assets, 150creating, 56, 148histories, 68home, 251icon, 251node, 39properties, 66 to 67protecting, 56, 148, 150

canceling checkout, 64categories, 81 to 86

See also Categories nodecopying, 72deleting, 70icon, 251linking to multiple locations, 73navigating, 86node, 86searching, 44

Categories nodeoverview, 39

CDATA support, 181cells

creating, 182centering text, 176Change Location, 136Change Ownership, 136Change Permission, 136

change sets, 123See also attached filesaccessing, 124adding files to, 124creating, 123 to 124defined, 123deleting, 123, 125managing, 123opening, 124overview, 123promoting, 127reports, 219restarting, 125viewing, 123

Change State, 136channels, 147

See also sitescheck in, 63

See also checkincheck links, 151 to 152check out, 60

See also checkoutcheckboxes, 188checkin

checking in, 63generating renditions, 93 to 95generating version, 65overview, 58

checking spelling, 179checkout

canceling, 64checking out, 60, 62checkout directory, 59comparing files, 74overview, 58 to 59unlocking file in workflows, 119viewing checked out files, 43viewing recently checked out, 39, 42

child documentsin relationships, 89

choice fields, 188choose an item, 46Classic view, 30 to 31, 51Clear button, 185clipboard

adding to, 71removing from, 71viewing, 71

colors, 176commands, 34


Index

comparing files, 74completing

failed tasks, 118tasks, 108

configuringbrowser for media players, 53clients, 52

connecting, 25, 27content, 57

See also filesediting, 78, 173, 191entering, 174in Docbase, 17supported languages, 174

content elementsCDATA support, 181

content location rules reports, 218Content Rendition Services, 16, 66, 93 to

95Content Server, 15

roles, 246content templates

reports, 218content transfer applets, 60Content transfer:null error, 60copying

categories, 72files, 72folders, 72items in Docbases, 72text, 176to locations outside Docbases, 69

Create_Dynamic_Content jobs, 145creating, 49

See also the index entry for the item youwant to create

eWebEditPro, 192global users, 228groups, 241new objects through

transformations, 98roles, 246users, 225, 232 to 233

CRS, 16, 66See also Content Rendition Services

Current User's Permission Sets, 137custom tags, 177, 180customizing, 51

See also preferencescutting text, 176

Ddecreasing

font size, 175 to 176indent, 176

delegating tasks, 109Delete permissions, 133deleting

categories, 70change set, 123, 125files, 70folders, 70groups, 243items in Docbases, 70objects, 136permissions required, 136roles, 248rules, using Rules Editor, 210users, 236users from group, 243versions, 70

demoting, 129descriptive names, 23details

workflows, 115differencing, 51, 74directories

checkout, 59disconnecting, 26display settings

modifying, 114Docbases

accessibility mode, 27 to 28cabinet icon, 251changing, 34federated, 17groups, 239icon, 251logging in, 25logging into accessibility mode, 27logging out, 26names, 34navigating, 42, 47nodes, 39overview, 17users, 223

document lifecycles, 18See also lifecycles

documents, 57See also files


Index

Documentum applets, 60domains, 25DRLs, 49

See also Web-links

Eediting

aliases, 119checking out, 62edit-item icon, 252external editing applications, 58file, 191files, 62, 173files in-context, 78internal editing applications, 58overview, 58

editing applicationsexternal (third-party), 21internal, 21setting for view source command, 52with in-context editing, 77 to 78

editions, 152creating, 153default configuration, 153exporting, 154viewing, 152

Editions portlet, 149Editor presentation files

adding formats, 158associating, 157formats, 155, 157 to 158managing, 155overview, 155reapplying, 160used to create renditions, 94where used, 160

Editor rules filesassociating, 157creating, 195, 197creating rules, 199creating variable input, 207deleting rules, 210editing, 198editing rules, 199managing, 155overview, 155previewing how rules, 210used in editing application, 21used in editing applications, 51

validating, 211where used, 160

editorseWebEditPro, 23, 191Web Publisher Editor, 173

effective datesin change set, 123in Monitor_Lifecycles job, 145in publishing, 22, 127, 143, 146multiple, 145overview, 145setting, 67, 79

emailingWeb-links, 49 to 50

entering content, 173, 191eWebEditPro, 21, 23, 78, 155, 216 to 217

accessing, 191creating content, 192hyperlink, 192 to 193image, 192templates, 155using, 191

Execute Procedure permissions, 136expiration dates, 22

multiple, 145overview, 145setting, 67, 79

expiring, 127, 131exporting

editions, 154files, 69

extended permissions, 136, 140See also permissions

external application presentation filesassociating, 157managing, 155overview, 155reapplying, 160used to create renditions, 94 to 95where used, 160

external editing applications, 21, 58

Ffallback rules

creating, 170enabling, 170, 201, 206managing, 169overview, 164viewing, 170


Index

federated Docbases, 17federations

users, 226, 228fields

displaying, 36hiding, 36in Web Publisher Editor, 173 to 174,

185, 188showing, 36

file formats reports, 218file selectors, 185files

assigning lifecycles, 130canceling checkout, 64checking in or out, 60, 62 to 63comparing, 74copying, 69, 72creating, 57, 79deleting, 70demoting, 129editing, 62, 78, 173, 191expiring, 131exporting, 69histories, 68importing, 68linking to multiple locations, 73local, 18managing, 57name, 23previewing, 75promoting, 127, 129 to 130properties, 66 to 67protecting upon import, 68publishing, 152removing, 107, 111, 131renditions, 93 to 94, 97sending to review, 103sending to workflows, 111translations, 166version, 65viewing, 46viewing categories, 86viewing in read-only mode, 65virtual links, 65

Filter link, 36Filter menu, 36filtering, 36Find All Versions option, 44Find Hidden Objects option, 44finishing, 108

See also completing tasksfolder securities

permissions, 135Foldermaps, 156folders

copying, 72creating, 56deleting, 70displaying on startup, 51histories, 68icon, 251linking to multiple locations, 73locations, 46promoting, 127, 129 to 130properties, 66 to 67publishing, 152sending to review, 103

fonts, 175 to 176formats reports, 218formatting, 176formatting buttons, 176forwarding, 108

See also completing tasksfull applets, 60full text searches, 44

GGlobal Actions link, 34global settings

defining, 215global users

creating, 228globalization

managing, 163overview, 163setting up Web sites, 166

graphicsimporting, 185selector, 185

groupsadding users, 242creating, 241deleting, 243described, 239icon, 252locating, 240modifying, 242of a user, 238properties of, 244


Index

reassigning, 243removing users, 243user management, 223viewing where used, 241

Hheader bar, 32hidden objects, 44 to 45Hide Options link, 36history

viewing, 68Home Cabinet node, 39home cabinets, 17

icon, 251HTML

pasting, 176, 178validating, 175, 177

HTML editorseWebEditPro, 23

HTML source, 175 to 176, 178eWebEditPro, 21WYSIWYG editor, 21

hyperlinks, 179, 192 to 193

Iicons, 251

in Web Publisher, 251in Web Publisher Editor, 176

imageseWebEditPro, 192

iMarkup, 24annotations, 213 to 214localizing, 214records, 213

importingfiles, 68graphics, 185renditions, 100templates, 68text, 185users, 232 to 233

in-context editingcreating files, 79editing files, 78enabling for Web sites, 150locating files, 78overview, 21, 77

In-Context Editing node, 39

In-Context Editing portlet, 149Inbox

availability for tasks, 51, 105, 110displaying on startup, 51managing, 106overview, 105unavailable, 51, 105, 110viewing, 106

increasingfont size, 175 to 176indent, 176

indents, 176indexing

full-text, 44informal reviews, 120inline HTML editors, 216inserting

hyperlinks, 179symbol, 176

instruction files, 156Inter-Enterprise Workflow Services, 217interface, 25, 30internal editing applications, 21, 58invalid objects reports, 218italicizing, 176

Jjobs, 22

See also publishing jobsin publishing, 22overview, 145reports, 219task status, 33view jobs status, 33

Kkeywords, 67

Llanguages

filtering for, 36setting up Web sites, 166

LDIF file formats, 232 to 233lifecycles

assigning, 130filtering for, 36overview, 18reports, 219


Index

states, 20lightweight applets, 60link checkers, 151linking, 19

hyperlinks, 34locations, 46shortcuts, 49 to 50to multiple locations, 73via subscriptions, 50Web-links, 49

linkschecking, 152

listsclicking file names, 65displaying information, 36, 39displaying pages, 38file names, 65filtering, 36information displayed, 36, 39multiple pages, 38sorting, 37Starts With field, 38

local files, 18locales, 163, 166

See also translationscreating, 168defining, 168editing, 169managing, 168properties, 169viewing, 168

locatingfiles in Web sites, 77 to 79groups, 240item in categories, 86items in Docbases, 42, 47items in lists, 38recently used, 42Subscriptions, 50templates, 155users, 223 to 224

locationsviewing, 46

locked files, 58, 60, 62 to 65, 119icon, 251sorting by, 37

logging in, 25, 27logging out, 26logs

user reassign, 238

Mmaking available, 159, 221making unavailable, 159, 221Manually Created, 137mapping, 156

See also Foldermapsmedia service reports, 219menus

Filter menu, 36in accessibility mode, 27using menus, 34View menu, 39

Message Viewer, 32messages

error, 32warning, 32

methodsreports, 219

modifyingdisplay settings, 114groups, 242roles, 247users, 237

Monitor_Lifecycles jobs, 145More link, 34moving

files, 71folders, 71items in Docbases, 71

multi-file renditions, 95My Files

checked out files, 43displaying on startup, 51viewing, 42

My Private Files, 108, 112My Workflows, 113

Nnavigating

categories, 86Docbases, 42, 47interface, 25Rules Editor, 196sites, 77 to 78Web Publisher Editor, 173Web sites, 77 to 78

nodes, 39None permissions, 133Notification On Checkin option, 67


Index

notifications, 106icon, 251

numbering, 176

Oobject bag feature, 146, 216objects, 17 to 18

permissions, 133type, 18

Ppackages, 104Page View option, 39pagination, 38parent documents

in relationships, 89passwords, 27pasting

HTML, 176, 178text, 176

pausingworkflows, 116

pencil icon, 252performing

actions, 34tasks, 107

permission sets, 133, 139See also permissions

permissions, 19, 133access levels, 133, 136creating permission set, 139deleting objects, 136extended, 136folder security, 135locating, 137managing, 133modifying, 138object, 133object owner, 133of a user, 238overview, 133setting, 140viewing, 39

playing mediaconfiguring browsers to, 53

power promoting, 127, 130preferences, 51presentation files, 158

See also Editor presentation files;external application presentation filesassociating, 157managing, 155overview, 155reapplying, 160used to create renditions, 94 to 95where used, 160

preview renditionssetting, 100viewing, 101

previewing, 75, 174, 181, 187, 196Editor rules, 210

previewsassociating to templates, 157for templates, 155, 157virtual links, 210

primary renditions, 39, 93 to 95printing

workflow information, 116priority levels

icon, 251privileges, 19, 133

See also permissionsprocessing files, 103promoted to active reports, 219promoting, 127, 129 to 130properties

cabinet, 67file, 66 to 67folder, 66 to 67icon, 251in Docbase, 17locales, 169overview, 66setting, 67site, 67viewing, 39

protectedassets, 149cabinets, 56, 148, 150files, designating upon import, 68sites, 147 to 148, 150

Protected Assets portlet, 149Public Files, 108, 112publish name rules, 95publishing

asynchronous, 146by promoting, 127, 129 to 130by using Publish command, 152


Index

by using workflows, 103configuration reports, 219effective date, 145job, 145jobs, 219manually publishing, 152multi-file renditions, 95overview, 22, 143reports, 219synchronous, 146to multiple languages, 163

publishing configurationscreation, 147in translated sites, 166used in publishing, 143viewing, 149

Publishing Configurations portlet, 149publishing jobs

creation, 145in asynchronous publishing, 146used in publishing, 143

Qquickflows, 120

RRead permissions, 133read-only viewing, 65reapplying

presentations, 160templates, 161

reassigninggroups, 243roles, 248tasks, 109

recordsiMarkup, 213

red star symbols, 173rejecting tasks, 109Relate permissions, 133related content

viewing, 90related objects, 96

creating through transformations, 98relation types

accessing, 91creating, 91overview, 89

relations, 89See also relationships

relationships, 89, 91See also attached files; relation typesoverview, 89removing, 91viewing, 89 to 90

removingalert, 220attached files, 107, 111items from clipboard, 71page from Web site, 131remove-item icon, 252system alerts, 220

renditionsassociated with one version, 93creating, 97icon, 251importing, 100multi-file, 95overview, 93 to 94primary, 39, 93 to 95setting a preview, 100viewing, 97viewing the preview, 101

repeatdef, 208repeating fields, 188repeating rules, 208repeating tasks, 110replicas, 19replications, 19reports, 218republishing

XML, 161XSL, 160

requestingtranslations, 165, 167

restartingchange set, 125

resumingworkflows, 117

retryingfailed tasks, 118

reviewing, 103informal review, 120overview, 103quickflows, 120

rolescreating, 246deleting, 248


Index

described, 246icon, 252modifying, 247properties of, 247, 249reassigning, 248user management, 223

rowscreating, 182

rules, 199See also Editor rules files

Rules Editor, 21creating rules, 199creating rules files, 197deleting rules, 210editing rules, 199editing rules files, 198editing templates, 211fields, 200, 205navigating, 196overview, 195previewing rules, 210repeatable rules, 208validating rules files, 211validating templates, 212viewing messages, 211viewing XML, 210

rules files, 160See also Editor rules files

Ssaving

attached files, 108, 112files, 63in-context, 77 to 79new versions, 63overview, 58searches, 45to My Private Files, 108, 112to Public Files, 108, 112workflow information, 116

SCS, 15See also Site Caching Services

searching, 43advanced searches, 44running saved searches, 46saved searches, 45 to 46simple searches, 43

securities, 133security, 19

See also permissionsselection pages, 46sending

quickflows, 120shortcuts, 49Web-links, 49

sequencesfor setting up multi-language

sites, 166for setting up protected site, 147for setting up Web site, 147

sessionsaccessibility mode, 27 to 28logging in, 25logging out, 26

Set as Preview option, 100settings

preferences, 51shortcuts, 19, 49 to 50

emailing, 49icon, 251sending to other users, 49to recently used, 42via subscriptions, 50Web-links, 49 to 50

Show All Properties checkboxes, 36Show Items field, 38Show More link, 36Show Options link, 36simple searches, 43Site Caching Services, 15, 22, 143Site Manager node, 39, 149site protection, 147 to 150sites

assigning assets, 150creating, 147creating protected site, 147creating Web cabinets, 148histories, 68managing, 143multi-language, 163, 166navigating, 77 to 78overview, 143overview information, 149properties, 66 to 67protecting, 147 to 150publishing, 22, 152removing pages from, 131site protection, 147translated, 163


Index

software version, 52sorting, 37sources

viewing, 75spell checkers, 179staged objects reports, 219staging, 20star symbols, 173starting

workflows, 111Starts With field, 38startup display, 51status bar, 32streaming media

configuring browsers to play, 53Streamline view, 30 to 31, 51structures

updating, 161stylesheets, 160

See also Editor presentation filessubmitting

file to workflows, 111tasks, 108

Subscriptionsaccessing, 50displaying on startup, 51overview, 50subscribing, 50unsubscribing, 51

supervisorschanging, 120

supporting files, 20See also templates

Supporting Files tab, 123symbols, 176synchronous publishing, 146system, 16

alerts, 220global settings, 215

System Permission Sets, 137

Ttables

creating, 182Task Status button, 33

See also jobstasks, 103, 106

accepting, 107automatic, 118

completing, 108delegating, 109failed, 118icon, 251opening, 106overview, 105reassigning, 109rejecting, 109repeating, 110viewing, 105

taxonomies, 81 to 85icon, 251

template supporting files, 20See also templates

templatesassigning lifecycles, 130associating, 157creating, 20editing from Rules Editor, 211locating, 155making available, 159making unavailable, 159managing, 155overview, 155reapplying, 161reports, 218validating, 159, 197, 212where used, 160

terminatingworkflows, 117

textfields, 173formatting, 173 to 174, 176importing, 185selecting, 185

textselectorfields, 185

thumbnails, 36displaying through output_

format, 203in the xselector rule, 205

Transform Into field, 157 to 158transformations

creating new objects, 98creating new renditions, 97overview, 96profiles, 96results, 96, 98

translation workflows, 165translation workflows reports, 219


Index

translations, 163adding, 166creating, 165 to 167filtering for, 36requesting, 165, 167setting up Web sites, 166viewing, 166workflows, 165

See also translation workflows

Uunavailable, 159

for workflow tasks, 51, 105, 110workflow templates, 221

undoing, 176unlocking, 119unsubscribing, 51updating

presentations, 160XML structures, 161XSL, 160

user management, 223user.entry, 206 to 207users

adding to a group, 242adding to permission set, 138 to 140changing state, 237creating, 225, 232 to 233deleting, 236described, 223global, 226, 228icon, 252importing, 232LDFI file format, 232LDFI file formats, 233locating, 223 to 224modifying, 237properties, 233reassign logs, 238reassigning, 236user management, 223viewing alias sets, 238viewing documents, 238viewing groups, 238viewing permission sets, 238viewing workflows, 238

Vvalidating

Editor rules files, 211HTML, 175, 177links, 151templates, 157, 159, 197, 212xml, 159XML, 195, 197, 211 to 212

variable input, 207version labels, 17version of software, 52Version permissions, 133versions, 17

deleting, 70, 136numbers, 65overview, 65renditioning, 93saving new, 63viewing, 65

View All Messages button, 32View Jobs button, 33

See also jobsView menu, 39viewing, 42

See also the index entry for the item to beviewed

viewing where used, 160virtual documents

icon, 251virtual links

previewing, 210viewing, 65

WWatchfire WebQA, 151WcmObjectBag, 216WcmObjectBag jobs, 145WDK, 28

build information, 32, 52Web browsers

configuration for streaming media, 53Web Cabinet Overview, 149Web Cabinets node, 39Web Development Kit, 28

See also WDKWeb pages, 20

See also filesoverview, 20previewing, 75


Index

viewing sources, 75Web Publisher Admin node, 215Web Publisher Editor, 21, 155

buttons, 176templates, 211 to 212using, 173

Web sites, 147See also sites

Web View feature, 75, 174Web-based HTML editors, 21, 216 to 217Web-based XML editors, 21Web-links

emailing, 49opening, 49 to 50receiving, 50sending, 49

Web-safe names, 23WebQA, 151Where Used command, 160WIP, 20Workflow Manager, 115, 119Workflow Reporting, 113workflow templates, 18

making available, 221making unavailable, 221managing, 220viewing, 220

workflows, 18, 103associating, 157audit events, 115availability for tasks, 51, 105, 110completing failed tasks, 118completing tasks, 108creating templates, 119creating workflow templates, 119

details, 115displaying and editing aliases, 119failed tasks, 118finishing tasks, 108icon, 252information, saving and printing, 116My Workflows, 113of a user, 238pausing, 116rejecting tasks, 109reports, 219resuming, 117retrying failed tasks, 118starting, 111status, 219supervisor, 120templates, 220

See also workflow templatesterminating, 117translation workflows, 165unavailable, 51, 105, 110viewing, 113, 115

Write permissions, 133WYSIWYG editors, 21

XXML

updating structures, 161validating, 197, 211 to 212

XML editorseWebEditPro, 23

XML sourceeWebEditPro, 21

xselector, 207
