Document Manager

 

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Contents

  1. Navigate Document Manager

  2. Work with documents

  3. Work with folders and views

 

Navigating Document Manager

Users navigate a hierarchy of folders which contain documents, folders, and views. Depending on how the administrator has configured Document Manager, documents, folders, and views contained in the working document library appear either in a tree view, table view, or both. Each document name, folder, and view is an active link. When the user clicks a document name, a read-only page opens where the user is presented with options to work with the document. From this page, the user can edit and create new versions of that document. When the user clicks a folder or a view, the contents is displayed in a list.

  1. Log in to Document Manager.

  2. Click the document name, folder, or view to see its contents.

  3. From the read-only page of a document, click Back to folder to return to the containing folder.

  4. Click Next document to move to the read-only page of the next document, or click Previous document to move to the read-only page of the previous document in the folder.

  5. Click Back to folder to return to the containing folder.

 

Working with documents

Document Manager provides many options for working with documents.

 

Create, editing, and deleting documents

Document Manager allows users to create, edit, and delete documents inside the working document library. Users can create and edit Rich Text Editor documents, Spreadsheet Editor documents, Presentation Editor documents, as well as .doc, .xls and .ppt documents.

When you create one of the Portal Editor documents, you create and edit those documents using the appropriate Portal Editor. When you create a .doc, .xls and .ppt document, you create and edit those documents using whatever application is associated with those document formats on your computer. For example, on Windows systems, .doc is commonly associated with Microsoft Word. If your computer contains Microsoft Word, you create and edit a .doc document using Microsoft Word.

Notes about working with documents:

  • When editing a Document Manager document in editors other than Portal Editors (such as Microsoft Word), save and close your document in your application when you finish editing. If you leave the document open, you will not be able to open new versions of the document with the plugin, and the plugin will not be able to delete the document when you are through editing.

  • To use the Portal Editors, the Portal Editors must be enabled for the Document Manager instance. If users choose to enable any of the editors, their browser must allow popups.

  • To create .doc, .xls, and .ppt documents, the Document Manager browser plugin must be enabled.

  • If you are unable to use the keyboard in the Rich Text Editor when editing a converted file in Document Manager the cause might be an issue with a time-out when the editor is loading to the client.

    If there is a large time-out, and you wait long enough the Internet Explorer browser eventually gets the cursor and works. One is not able to edit until the time-out expires. configure the optimal time-out so the user can edit the file promptly. This can vary depending on speed of the browser. To adjust the time-out values edit the file...

    WAS_home\installedapps\\odc.ear\RichTextEditor.war\editor.jsp

    In that file, there is a JavaScript function named...

    IBM_RTE_<%= editorName %>init(editorName)

    It has some calls to IBM_RTE_setDesignmode wrapped in JavaScript setTimeout functions. You would adjust the settings as you find appropriate. The setting should be applied after you change it, but if not you may need to delete the compiled JSPs in the WAS_home\tmp directory where the compiled JSPs are stored.

Delete a document removes the document permanently from Document Manager. You can delete documents to clean up unnecessary clutter or get rid of outdated information. However, once you delete a document in Document Manager you cannot retrieve it. Be absolutely sure that the document is no longer necessary, or download a copy to your computer as a backup copy.

Note: You cannot delete a document that has a pending draft or is locked by another user.

 

Saving documents

When you create a new document in Document Manager, you have two options for saving the document:

Save (Publish): After you have created or changed a document, you need to save the document. What happens when you save the document depends on whether the draft approval process is enabled in this instance of Document Manager. If the draft process is enabled, when you save a document, it is automatically saved as a new draft, and that draft is submitted for approval. You can see the new draft in your Pending Drafts folder. If the draft approval process is disabled when you save a document, the draft state is skipped, and the document is saved into Document Manager and is visible to all authorized users.
Save as Private Draft: A document draft is a private version of a document that is visible only to the user who created the draft. A document draft can be edited and saved as often as desired. When the draft is ready, the draft can be submitted. If the draft approval process is enabled, submitting the draft will send it to draft reviewers who are able to view and edit the draft document. Once the reviewers approve the draft, it will be saved in the Document Manager, and all authorized users of the library can see the changed document. If the draft approval process is disabled, submitting a draft will immediately save the draft in the Document Manager, and all authorized users of the library can see the changed document.

 

Downloading documents

You can download a document from Document Manager to your desktop. This function allows you to work with documents on your computer, instead of working within Document Manager. If document locking is enabled, you can avoid edit conflicts by locking the document that you download. Once you have finished working with the document from your computer, replace the document in Document Manager with the updated document on your computer.

Note: The download function depends on how your browser is configured. In order to ensure your ability to save files to your local system, you may need to configure the way your browser handles files.

 

Locking and unlocking documents

Locking allows users to avoid edit conflicts by securing files they intend to modify. With locking enabled for the working document library, a document is locked when a user opens the file for editing and when the document draft is submitted for approval. Users with appropriate permission can apply or remove a lock as needed. Documents that are locked are indicated by a lock icon and submitted drafts are contained in the Pending Drafts folder. With workflow enabled for the working document library, a document is automatically unlocked once it is approved.

To override an existing lock, a user must have delete authority on the document. If the user has delete authority, he or she can remove an existing lock placed by another user on that document, as long as it is not a pending draft.

 

Importing and replacing documents

Importing a file allows you to upload a document from your local file system into Document Manager, as opposed to creating a new file through the Document Manager interface. For example, you can use the import function if you want to upload a document that you worked on outside of the Document Manager environment. After you import a file, other users can download the file to their local systems.

Use the Replace feature to overwrite the current version of a document in Document Manager with a file from your system. When you replace a document, the existing version of the document will no longer be available for viewing or editing. Also, you can only replace documents with the same file extension. For example, you cannot replace myfile.txt with myfile.html.

Note: The option to replace a document is available only if the document is not locked and does not have a pending draft.

 

Copying and moving documents

Use the copy and move functions to rearrange documents and create new documents and folders. Use the copy function to create a copy of a document in another folder. Folders and Views cannot be copied. be the document owner or have the authority to delete in order to move a document. You can copy and move multiple documents at once, so you can rearrange documents quickly and easily.

Note: If versioning is enabled, the version information does not transfer when copying or moving a document.

 

Working with document versions

With versioning enabled for the working document library, users can create new versions of documents, as well as view and retrieve documents by version. Document Manager provides versioning support. Document Manager can also be configured to support IBM Content Manager. Users who are creating a new document or saving edits to a document select whether or not they want to create a new version of that document. With versioning enabled, version numbering is automatic, based on how many previous versions of a document exist.

You can access previous versions of a document by clicking the document's name, then clicking Versions.

 

Working with folders and views

Document Manager provides folders and views that allow users to organize their content within a document library. Folders are similar to directories that you create on your computer. They are containers for your documents and help you to organize your documents. A view is a special folder that automatically shows you a related set of files.

 

Create, editing, and deleting folders

You can place documents and folders within folders. You can create your own folder within the working document library to keep your documents separate from other documents. You can set up a folder directory structure at the beginning of a project so you can easily find documents. Settings applied to a folder, such as access restriction, apply to the folder's contents as well.

Modifying folder properties helps the Search function find relevant documents faster. You can update the name and descriptive text for a folder. Note: Folder names must be unique.

Delete a folder permanently removes the folder and all of its contents. You can delete folders to clean up unnecessary clutter or get rid of outdated information. However, once you delete a folder in Document Manager you cannot retrieve it. Be absolutely sure that the folder and the documents in it are no longer necessary. Also, ensure that no one is working on any documents in that folder. If you delete a folder while someone else is editing a document in that folder, he or she will receive an error message and will not be able to save the document.

 

Create, editing, and deleting views

You create a view by selecting certain parameters. For example, if you want to view all documents that are about cats, you can enter "cat" as a parameter. If you want to view all documents authored by John Smith, you can enter "John Smith" as a parameter. If you want to view all documents that are about cats and authored by John Smith, you can enter "cat" and "John Smith" as parameters. The more criteria you add to a view, the more refined the end result. After you create a view, it will appear in the Document Manager tree view as a special folder. By creating a view, all the Document Manager files that match your query will be displayed when a user opens the view.

You can edit a view by selecting Edit view from the More actions drop-down list. Deleting a view permanently removes the view from the repository. There is no way to recover the view once it has been deleted.

 

Related tasks

 

See also

 

WebSphere is a trademark of the IBM Corporation in the United States, other countries, or both.

 

IBM is a trademark of the IBM Corporation in the United States, other countries, or both.