Portal Express, Version 6.0
Operating systems: i5/OS, Linux, Windows
Collaborating in Document Manager
Using person links and Directory Search from Document Manager.
Ensure that you meet the following criteria:
- The administrator must have enabled the People Awareness feature.
- In order to use the Send a Link feature, the administrator must specify the appropriate SMTP mail server by configuring the Document Manager portlet instance. To modify the settings for the Document Manager portlet instance, click on the drop-down menu icon, then select Configure. Refer to the Configuring the Document Manager portlet topic for more information about modifying Document Manager settings.
Document Manager enhances user collaboration by providing People Awareness integration, functionality that facilitates collaboration by providing features for person links and Directory Search. You can also send other users direct links to your documents, folders, and views.
Document Manager provides the following features to enhance collaboration:
To communicate with members of your team using People Awareness features...
- Log in to Document Manager.
- Click the person link for the person you want to chat with. An instant messaging dialog window opens.
Person links provide the ability to see the online status of users. A person link is displayed as an icon that indicates the online status of a user, followed by the user name. The icon changes in real-time to reflect the current online status of the user.
Person links are present and linked using the People Awareness function in the following areas of the Document Manager interface:
- Names in Document Properties - the name of the document author and modifier is displayed
- Names in Workflow - the name of task owners are displayed
- Names in Locking - the name of person who has the document locked is displayed
- Names in Versioning - the name of the document version author and modifier is displayed
Directory Search provides users the ability to select one or more people to add to a list or designate for a role. In many places, Directory Search can be launched by clicking Add. Users encounter Directory Search when performing the following Document Manager tasks:
- Sending a link - allows you to select a recipient when sending a link to your document, folder, or view
- Creating and editing a view - allows you to select the document author for your view
- Performing an advanced search - allows you to select the author to search
Sending links to documents, folders, and views
Users can send a link to a document, folder, or view in an e-mail. This feature is useful for notifying team members that a document is ready for review, or that changes occurred in a folder or view. Users who receive a link must log in to Document Manager to open the document, folder, or view.
In order to use this feature, the administrator must specify the appropriate SMTP mail server by configuring the Document Manager portlet instance. To configure the portlet instance, click the drop-down menu icon, then select Configure.To send a link to a folder, the following conditions must exist:
- Document Manager should be configured to send a link by filling in the SMTP server information in the Document Manager configuration
- IBM® WebSphere® Portal Express Server security must be enabled
- The sender and the receiver of the link both have e-mail addresses specified in their WebSphere Portal Express Server profile
Perform the following steps to send a link:
- Select the document, folder, or view that you want to send a link to.
Take the appropriate action as described in the table:
Target of link Send a link by . . . Document clicking More Actions and selecting Send Link from the drop-down list. Folder clicking Folder Actions and selecting Send a Link to This Folder, or by selecting Edit Folder Properties from the drop-down list. View clicking Send a Link to This View, or by clicking Edit View. - A page opens where you can specify which users to send the link to.
- To find a user, enter your search criteria in the Directory Search window. Select a user and then click OK.
- If you wish to remove a user from the list, select the user and click Remove.
- Click OK to send the link to the specified user or users.
Parent topic:
Managing documentsRelated concepts
About people awareness
Related tasks
Sending a link to a document Sending a link to a folder or view