Portal Document Manager Demo

 

 

 

Create a New Document Manager Library

To get started create a new Document Manager Library. An administrator is responsible for creating and configuring the new library.

1. Open WebSphere Portal server if it is not already open in a browser.

2. Log in using wpsadmin/wpsadmin

3. Click...

   Administration | Portal Content | Manage Document Libraries

4. Add a new Document Manager Library
   • Enter Company Documents as the new Document library name:
   • Enter a Description
   • Leave the other areas as is. Go the bottom of the window and click the box next to Prohibit library from being deleted.
   • Click OK to create the new library

5. Now click on My Portal. Find the Documents tab and click on it.

6. You may see a dialog box to install the IBM Portal Document Manager browser plug-in. Click YES.

7. Do you see the new Document Manager Library that was just added? No, you dont! The Document portlet has not been enabled to use the new Document Manager Library. So lets go do that.

8. To enable the new Document Manager Library with the Document portlet:

   • Click on the wrench icon found under the My Favorites pull down (NOTE: do not use the one located next to Administration at the top of the window)

   • Click on Company Documents

   • Click the button next to On under the option Indicator for new documents:

   • The rest of the options should be left as is

   • Click on OK to enable the new Document Manager Library, Company Documents, to the Document Manager portlet.

9. Navigate to AdminstrationAccessUser and Groups

10. Click the Search button to search for all Groups.

11. Click on the wpsDocReviewer group.

12. Click Add member button

13. Check the box next hruser, ituser, salesuser, and puser to add them to the group.

14. Click OK.

15. Navigate back to My PortalDocuments

16. Make sure you are in the library Company Documents

    • Click on Folder Actions pull down

    • Select Set Access to this folder

    • Find the Administrator role and click on the Edit Role icon

    • Click on the Add icon

    • Do a User Groups search using All Available as the criteria

    • Select the wpsDocReviewer group and click Ok

    • Click on the Resources Link.

    • Click on Done

    • The Company Documents library should now be visible to hruser, ituser, salesuser, and puser.

 

 

Create Folders

The next step is to create the folders that for the three departments, Operations, IT, and HR, that will contribute documents to the new library.

1. Click on the New button and select Folder.

2. Enter HR for the folder name.

3. Click OK to create the folder.

4. In the left hand window click on Company Documents to return the focus to the library.

5. Create two additional folders, IT and Operations (NOTE: be sure to return focus to the library level before adding a new folder).

 

 

Work with Documents

There are two ways to work with documents. The first is to import documents from a file system and the second is to create new documents using the provided editors (called Productivity Components).

1. Lets see how to import documents from a file system into a document library:

   • Since the importing of multiple documents is an administration function click on the Administration icon (the one next to My Portal)

   • Click on Portal Content

   • Click on Manage Document Libraries

   • Click on the Import icon for the Company Documents library

   • In the Import: section click the circle next to Directory to select it

   • Click on the Select and Import button

   • In the Browse for Folder window click the plus (+) sign next to wps C: to expand it. Next, find the STEW directory and expand it using the plus (+) sign, do the same for Labs and DM. Finally click on Common to select it.

   • Click on OK

   • Click on OK (NOTE: you will see a progress window for the document import)

   • Click on OK

   • Click on Close (NOTE: This step showed you how to import documents and associate them with a particular document library.)

2. Now lets see how to work with the Manage Document portlet to import files into a folder.

   • Log out and log back in using puser/password.

   • Click on the Documents tab

   • In the left-hand frame click on the HR folder to select it

   • Click on the Import File button

     
     i) Enter Company Benefits as the Title
     ii) Click on the Browse button
     iii) If not already expanded, click on the plus (+) sign by each directory to find the HR subdirectory C:\STEWLabs DMHR. Select the file, Company Benefits.ppt and click Open, then OK.
     iv) Enter the following information:
     v) Click on Publish

   • Repeat steps 2c and 2d to import documents into the IT and Operations folders. i) The title for the IT document is Daily PMR Reports. The file is located in the STEWLabsDM IT directory ii) The title for the Operations document is Monthly Operations. The file is located in the STEWLabsDMOperations directory

3. Ok, now that you have a document in each of the three folders lets see how Document Manager works with these documents that were uploaded from the file system. Lets use the presentation on our companys benefits to see this.

   • Click on the HR folder to open it.

   • Click the box next to Company Benefits to select it

   • Click on the Edit Documents icon to open the editor for presentations (since you are working with a Power Point presentation).

   • Click on Open File

   • Click on OK to download the file for editing.

   • When the file is opened for editing you see that it is using the Microsoft Power Point editor (thats because it is available on the machine).

   • Make a change to the presentation by putting the company name, AJRS Company, on the first page as a subtitle.

   • When you are finished save the presentation by clicking on File -> Save -> Exit.

   • You should now see the line, Local file has been saved on your computer. Click Publish or Save as Private Draft to store the file in the document library..

   • Click on Publish

   • Before we move on lets try one more thing with our presentation document. Click on the name itself. What do you see? It opens the presentation using a viewer. Notice that you can edit the document. Click on More Actions to see what else you can do with the document.

   • Before moving to the next step open the documents in the other two folders to see how editing works with a Word document and a spreadsheet. Note: If you click on the file, you will be able to preview inside Document Manager. Click Back to folder to return to the main folder.

4. Ok, now that you have a document in each of the three folders lets see how to create a new document with the editors that are included within WebSphere Portal (called the Productivity Components).

   • Lets start with the creation of a new text document. This will use the Rich Text Editor that comes with WebSphere Portal. So, click on the HR folder

   • Click on the New button and select from the pull down window, Rich Text Editor file

   • Enter Savings Plan for the title. Notice it also enters what you are typing as the File name. However, you dont have to use what it puts there. So, change it (HINT: take out the space between Savings and Plan)

   • Enter a Description for the new file

   • Click on Open File to bring up the rich text editor

   • Another window will open, with a dialog asking you to Wait a moment while it loads. This means it is working.

   • Now enter some text (go ahead, be creative). When you are finished entering your text information, save it and close it.

   • Click on Publish. You should now see the new document in the folder view.

5. Before you leave this section go into the other folders and create either a presentation and a spreadsheet using the system editors.

 

 

Searching your Documents

Document Manager uses WebSphere Portal search to find documents when a particular Document Manager library is open. The Search icon is located on the right hand side above the right hand frame.

1. Lets do a search.

   • Make sure that you are at the document library level for Company Documents

   • Find the Search icon and enter PMR for the search criteria.

   • Click on the Search icon. You see the found documents.

   • Click on Company Documents link to get back to the highest level.

   • Click on Advanced Search

   • Click on the circle next to Author to select it.

   • Click on the Add button.

   • In the Directory Search: Find a Person window, enter wps for the Search criteria, select wpsadmin, then click on Search

   • Click OK

   • Click on the Search button

   • All of the documents authored by wpsadmin should now be visible.

 

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