Professional Documents
Culture Documents
D2 Premium
Release 3.1
User Guide
Copyright
EMC believes the information in this publication is accurate as of its publication date. The information is
subject to change without notice.
The information in this publication is provided as is. EMC Corporation makes no representations or
warranties of any kind with respect to the information in this publication, and specifically disclaims
implied warranties of merchantability or fitness for a particular purpose. Use, copying, and distribution
of any EMC software described in this publication requires an applicable software license.
For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All
other trademarks used herein are the property of their respective owners.
Copyright 2012 EMC Corporation. All rights reserved.
Introduction
D2 is a solution made up of two applications:
A configuration layer for administrators : D2 - Configuration
A user interface to work on documents : D2 - Client
Table of Contents
Hyperlinks
Display
To Copy/Paste/Link
Document Information
Sending Mail
Document Properties
Export
Searches
Tools
Notifications
Virtual Document
Filters
Rendition
Lifecycles
Annotations
Workflows
Deletion
Subscriptions
Relations
Favorites
Administration
Authentication and
Interface
Connection to a DocBase
When you run the D2-Client you see the following screen
The available DocBase list is displayed in the left-hand side window
Click the desired DocBase
Connection to a DocBase
Enter your login and password
Interface
The D2 interface allows simple and quick access to all documents in your
DocBases. This new generation interface is a thin client and does not require
any deployment.
D2 is accessible via Internet Explorer and has all the features of a thick client.
Shortcut Bar
Navigation
window for
DocBase
content
and
features
Virtual
Documents
(VD) Editor
Navigation Window
Pre-defined searches
Last, Personal, Public, Asynchronous
Docbase Cabinets
10
The tree structure will be expanded a level and the contents of the folder displayed in
the right-hand side window.
Copyright 2012 EMC Corporation. All rights reserved.
11
Options
12
Options
13
Then click on Ok
14
Display
15
16
Thumbnail View
In thumbnail view, documents are displayed one after the other according to the
sorting option set from the detailed view mode
17
Then, place the mouse over the thumbnail. The document content is scrolling onto the
thumbnail area.
Information related to the displayed columns from detailed view are available on the
document tooltip, doing a simple mouse over and staying still on the thumbnail.
18
19
Multi Windows
You can use several windows at the same time connected on different user accounts
20
You can add additional properties in the list of the main window. Right-click on
the properties bar .
Workspace window
Virtual document editor
The operation is the same one for the two types of windows
21
Click on >
22
Select a property
23
Click on <
24
Document Information
25
To Locate a Document
Then click on
the button Location to see its links
Click with the right button of the mouse on the desired link and select
locate
26
To Locate a Document
27
Information on a Document
Click on the document to select it
Click on it to display
(or hide) the details bar
28
Information on a Document
29
Information on a Document
Audits : displays records relative to the document
Workflow
30
Information on a Document
Other information is displayed in the Workspace window
The displayed properties are configurable
Columns are resizable
31
To Increase Performance
One of the most used properties, suitable to decrease performance, is the property
r_version_label
Using + does not run the refresh of the main window or the Details, area and is
carried out consequently much faster
Do not deploy several branches of the tree structure at the same time if not
necessary:
Deploying only the branch leading to the document used makes it possible to
optimize the performances
32
Properties
33
34
35
Mass Update
Click on Tools
then Mass update
then select a properties dialog
36
Mass Update
Documentum properties
beginning by r_
are not managed, except:
r_is_virtual_doc
r_frozen_flag
37
38
To View a Document
39
To View a Document
You can choose the application in which you want to view the document, for that,
click on the document in the main window
Then click on the Document menu
and select View with
Then select the desired application
The document will be opened (in read only mode) in this application
40
To view a rendition, click on the document of which you want to visualize the
rendition
41
42
To Create a Document
43
To Create a Document
The creation window will appear. Select the document type to create
You can also create a document while inheriting its properties and/or the
content of another document, to do that click on the tab Inheritance
44
To Create a Document
45
To Create a Document
Click
OK
46
To Create a Document
Click OK
47
To Create a Document
Complete the
properties sheet
Click OK
48
To Create a Document
If you have configured a linked document, the following dialog will appear:
49
To Create a Document
If it exists just one template for this set of document, it will be automatically
selected and the selection window will not appear
A document associated with a uniqueness configuration into D2-config wont
be created if required conditions are not controlled.
50
To Create a Document
If the selected document for the inheritance is a VD and you have chosen to
inherit the structure of the VD and you have several inheritance Templates
selected in the matrix, choose the desired inheritance Template in the list
Then click on Ok
If it exists just one template for this set of document, it will be automatically
selected and the selection window will not appear
51
To Import a Document
To import a document ,
click on the menu File then on Import
If you want to set up the same properties for all documents check off the box
The following is the same one than for the document creation.
Copyright 2012 EMC Corporation. All rights reserved.
52
To Import a Document
D2JobImportMassCreate
The Drag n Drop feature cannot be used with files using Cyrillic character set
in the name or content.
53
XML property files can be used while importing document, concurrently to default
values and inherited configuration, as loading files for properties.
In order to make the transfer possible, it is necessary at the import time to have:
The XML file containing properties, named like the document, only the file extension
changes
This file located under the same directory as the imported document
This automatic property transfer can be used with already in place inherited
configuration and default values. This order of predominance is as following:
Default Value < Inherited value < XML property value < User input
Import of document with XML file can also be achieved automatically with a Job cf
54
Root node
Use <format>
with date
55
You can also use an XML file which name contains meta.xml to import an xml
document and its properties.
This XML file, when you import it into the Docbase, must contains same
characteristics as previous XML file (see previous slide).
56
To do so, structure import must be configured in D2-Config for the user connected
Auto-link, naming and security rules will be applied at the time of import
57
To perform this operation properly, the DocApp of Xml application must be set up prior in
the Docbase
58
59
To Checkout a Document
60
To cancel the checkout of a document, click with the right button on this
document and select Cancel Checkout / Edit
61
To Modify a Document
62
To Modify a Document
The document will be opened in the application corresponding to its format (ex:
Word) and it will be marked as checkout of the DocBase (green padlock)
63
64
To Check In a Document
65
To Check In a Document
66
To Check In a Document
67
To Check In a Document
68
To Check In a Document
69
To Import a Version
70
Virtual Document
71
72
To drag and drop a document in a Virtual Document, click on the desired one
from the Workspace window with the right button of the mouse
Maintain the button down and drag it into the VD editor and drop it at the
desired place
73
74
You can also do these drops inside the VD editor to modify the displayed VD
75
To view a Virtual Document (VD), select the VD on the left-hand window and
double-click on it or click here
76
You can display the position and/or the version number of documents
77
To move a document, click on the document in the VD editor then click on the
arrow
The document is moved of a level upward (from 3.2 to 3.1) and the VD to
which it belongs have been checked out (keys on the left)
To descend a document the procedure is the same one with the arrow
downwards
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Rendition
81
To Create a Rendition
To create a rendition,
Click on the document
Then click on the menu Document
and select Create rendition
82
To Import a Rendition
To import a rendition,
Click on the document
Then click on the menu Document
and select Import Rendition
83
To Remove a Rendition
To remove a rendition, click on it with the right button of the mouse and select
Remove Rendition
84
Annotations
85
To Annotate a Document
86
To Annotate a Document
87
Or on the icon
Annotations native format
88
Once ended, check in the annotation by clicking with the right hand button of the
mouse on the relation, then on Checkin
89
You can annotate this document again with another user account
All annotations will be visible in the tab Relations
To display an annotation, click with the right hand button on the relation, then
select View primary content with this annotation
90
91
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Deletion
93
94
To Delete a Document
To delete a document, click on it with the right button of the mouse and select
Delete
95
To Remove a Folder
To remove a folder, click on it with the right button of the mouse and select
Delete
96
To Remove a Folder
Select if you want to remove only the folder or also the subfolders
Then click on Ok
97
Relations
98
To Create a Relation
Click on the desired file then on the menu Document then Create
relation
Copyright 2012 EMC Corporation. All rights reserved.
99
To Create a Relation
Then click on Ok
100
To Create a Relation
The DocBase browser will appear to select the file child of the relation (or
parent if you have checked off the box : invert relation)
101
To Create a Relation
Navigate into the DocBase and select your file, then click on Ok
102
To Create a Relation
103
104
Hyperlinks
105
Hyperlink
D2 makes it possible to manage links between documents : hyperlinks
If a document is approved and not modifiable, link will be set on the fly on a
watermark of the PDF rendition and will not modify the document
To put a link between two documents, check out first, the source document of the
docbase
106
Hyperlink
Select in the list the source
document
Then the target page
And the desired version
of the document
Then validate
The link will be saved in the clipboard
107
Hyperlink
Create an hyperlink in the source document and paste the link contained in the
clipboard as the address of the link. Ex in Word, past the link here
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Hyperlink
In the case of an approved document, You must first check out the rendition to be
able to insert the link
Click on the source document
then with the right button of the mouse
click on Edit PDF rendition link
to check out the rendition
The rendition will now be visible in
the list of the checked out document
of the copy hyperlink dialog box
Once the links has been paste,
You must click on Save PDF rendition
link to save the links
or on Cancel edition of PDF rendition link to erase the links
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Hyperlink
Link are visible in the tab Hyperlinks of the details window
Colour code
110
Hyperlink
You can fix the link, to do that click with the right mouse button on the link and
select Modify destination version
You can also modify the destination of the link by clicking here
111
To
Copy/Paste/Link
112
Multi-Selection
You can select several documents with the keyboard by using Ctrl and
Shift in the same way that Windows explorer
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Multi-Selection
You can also select all documents from a folder by clicking on the menu
Edit then Select All
114
Warning: the document must not be in a set of documents where copy is not
allowed
To copy a document,
click on it with the right button
of the mouse
Then click on Copy
Then on Copy
115
Paste a Document
Then on Paste
116
To paste a Virtual Document use the same process than to paste a document
Select the Virtual Document
Copy it
Select the destination folder
Paste the Virtual Document
The Virtual Document will be pasted in the selected folder
The Childs of the VD will also be pasted and put in the same folder than the
new VD
117
To Link a Document
118
Click on Edit
Then on Copy link to clipboard
The link will be copied to the Window clipboard in order to be pasted in a mail
or a document for example
119
Sending Mail
120
121
Click on Edit
then Send then Send content
122
Export
123
To Export a Document
124
To Export a Folder
125
Searches
126
Search Nodes
Search nodes are composed of 4 elements
My last search: gathers the last search carried out
My searches: gathers private searches of the connected user
Publics searches: gathers existing searches (saved by user). Access to query forms set
by D2 administrator
Asynchronous searches: gathers results of asynchronous searches, made by the user
when searches are launched in asynchronous mode.
Number of asynchronous searches can be limited
127
Search Type
Query form: data input made easier via a specific property page
128
Advanced Search
129
Advanced Search
Search screen
130
131
132
133
You can choose display settings (properties) for the result list
Select properties
that you want to display
in the result list
You can order by a property
by default
134
This properties list corresponds to the one which were activated for the facets
use.
Then, you can launch the search using the following field located in Criteria
tab.
135
To Search a Document
The result of searches is displayed in the Workspace window, and remains visible
from the node My last search
Results are
automatically
Sort out by
ranking
136
To Search a Document
Once the search is carried out, if you want to go back on it to modify a setting
and run it again, click on the magnifier
137
The quick input field from the toolbar allows to make simple search: using word
or words suit. To launch a full text search, enter search term in the field and type
return key.
Only the Documentum and xPloreFull text are also enabled from the advanced
search.
From the advanced search window, you can launch request by inclusionexclusion of all or any part of sentence
138
Results from Open Search engine are displayed in a specific way into the
Workspace window
139
In detailed view mode, results are displayed one after the other into
Workspace window. Depending on the setup and on the number of
results, many pages can be made available.
Results are made of links with add-on information retrieved from the DocBase:
140
You can view columns informations into the tooltip of each file
141
To make a shortcut link to this document on your local computer, use drag and
drop on the leading icon in a detailed view mode
Shortcut link to a resource will be available from the appropriate location doing
a Ctrl + click
142
xPlore Results
When you perform a research using xPlore, a facets tree (if enabled by the
administrator) display in the node My last search .
143
Query Form
Query forms are set up by the DocBase administrator in order to optimize
searches on input properties. Access to these forms can be controlled for some
groups or extended to any users.
Forms are available from the Public searches node.
Any searches can be organized into categories
Double click on the form to open it
144
DQL Editor
Like forms, you can choose to use in the query, the attributes needed to display the
full result in the main interface.
The properties added to the query are the following ones: r_object_id, r_object_type,
a_content_type, r_is_virtual_doc, r_link_cnt, r_lock_owner, r_immutable_flag,
r_frozen_flag.
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DQL editor
The result of the query will be displayed in the Workspace window under the
My last search node
146
147
Finished searches:
results are available
It is possible to view the current status, the number of result returned as well as the
creation date
148
To Save a Search
You can run your search or cancel it. (Allows you to leave the screen without
saving nor running the search)
149
To Search a Document
You can create several folders. Click with the right hand side button of the
mouse on the parent folder, then click on Create new search category
Enter the name and the title
150
Tools
151
To Print a Document
152
153
Workspace window
Details window
154
Notifications
155
Notifications Window
You have the ability to activate or not the display of the notifications window.
Access to D2-Client Options: Tools > Options > Message reception
156
Notifications
D2 offers you the way to peruse yours notifications directly from the Notifications
node.
157
Filters
158
To view all the versions of documents and folders, select All versions
159
You can create others filters than the two standard ones into D2-configuration
like for example a filter for all documents which the status is Approved
160
Filters
Then select the desired value for the filtering of the column
161
Filters
Click on another arrow to select another filter on a new column. The new filter
will be added to the first one by AND
To remove a filter, click on All as filter value
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Distribution
163
Documents Distribution
This feature allows to quickly distribute documents, without starting a workflow.
Participants can accept or reject the document being distributed.
To do so, it will be necessary to access to the inbox Distributions , to read the
content and validate it or not.
164
Launch a Distribution
To launch a distribution, select a document in the Docbase and access to the
Distribution sub-menu via Document menu.
All distribution configurations associated
with the module display in Distribution
sub-menu.
For mass distribution you can also
perform a multi-selection on several
documents.
Then in the displayed properties page:
add users or groups.
Click on Prepare to save distribution properties
To launch Distribution , access to Relations tab
165
Perform a Distribution
Participants involved in the distribution receive an email in their mailbox (depending
on configuration) as well as, a notification in their distribution box within D2-Client.
Documents are organized upon configuration on this node:
166
Distribution: Accept/Reject
To step in a distribution in process, select it in the box and access to contextual
menu:
Then, you can Accept or Reject the
document.
Accepted documents display in green
with a statut Accepted .
Refused ones display in red.
Interrupted distributions are removed
from the set of user boxes, their status
changes to Stopped .
It also possible to add participants to a distribution by using distribution properties
within the contextual menu.
Once the update performed, documents are sent directly to
the various additional participants.
167
Sent
Accepted
Rejected
Stopped
Limited permission
168
Lifecycles
169
Lifecycles
D2 proposes two mechanisms, compliant and being able to be used in a same
DocBase, for the management documents lifecycles
Standard Documentum lifecycles, where conception are done with Documentum
Application Builder.
D2 lifecycles, where settings are done entirely in D2-Config
In both cases, D2-Client allows you to do all the actions necessary to the lifecycle
of a document, through the menu Document / Lifecycle :
The higher part of the submenu is dedicated to D2 lifecycles
Init allows you to choose a D2 lifecycle and to change its status to the first one of the
lifecycle. This function is useful for documents where no lifecycle have been attached during
their creation
The following headings make it possible to simply apply the operations configured in the
lifecycle. They are specific to each configuration. Example: Approval, In Revue, etc
170
D2 Lifecycles
D2 lifecycles part is closely related to the configuration carried out and
cannot be described in a generic way
All the steps of the lifecycle will appear in the menu Lifecycle
To change a state, click on the document and on the action of the lifecycle
171
Documentum Lifecycles
You can also apply a Documentum lifecycle on your documents, to do that select
the document then go to the menu Document then Lifecycle then Apply
172
Documentum Lifecycles
Lifecycle can be initialized for some document types which did not contain a
status
Select document and access the Lifecycle menu:
Document menu> Lifecycle > Initialize
173
Documentum Lifecycles
Once the lifecycle applied, you can
174
Workflows
175
D2 Workflow
You can apply a workflow to your documents, to do that select the document then go
in the menu Document then Workflow then Send to workflow
176
D2 Workflow
D2 allows you to send several documents in a workflow with the exception that they are
associated with a workflow configuration.
Select document to send with multiselection function
Start the workflow Send all
177
You must then input names for the workflow recipient, corresponding to the
different participants
178
Click on the tab Notifications and enter a notification for the workflow
Remove a document
Then click on + to add a document to the workflow (the DocBase browser will
be opened to select a document
179
Then click on send to send the workflow instance (or its planning)
Click on Cancel if you want to cancel the sending of the workflow instance
180
Unread tasks are in bold. You can change the status of an Unread task to
Read if you decide, for example, to process them at a later time (i.e.: as in
Outlook).
To do so, select a task in the list and right click on it
When multiple users receive the same task, D2 allows the first user to manually acquire the task
assigned to him.
Select the task and click on
181
These priorities show in the participants inbox upon reception of a task. Each task is
linked to a different color.
The task color allows you to quickly identify its process level, from 0 to 5. However,
you can modify this level for each individual task.
To do so, select the task and right click on it.
You can now set a different priority level.
182
183
Then, you will be able to view all information related to a specific task (document
properties, notes, attachments ...) on one single screen.
184
D2 Workflow: Tasks
185
D2 Workflow: Tasks
Click on Workflow Notes to see the associated notes of the workflow instance
Click on Participants to see the participants selected for the workflow instance
186
D2 Workflow: Tasks
187
If a signature
is necessary,
enter the intention
your login
your password
188
Then click on OK
to end the task
189
Click on Cancel
190
191
192
To add a note to an instance, select a task of the instance then click on Add a
note to the workflow
Then click on Ok
193
D2 makes it possible to delegate, for a given period, its tasks to another person
To create a delegation, click on the node Delegation
194
Then click on OK
195
196
197
198
Workflow Manager
To view the Workflows of a document, click on the document then on the tab
Workflows of the details toolbar
Information on a task:
Manual task
Automatic task
Task status
199
Workflow Manager
200
Subscriptions
201
To Subscribe to a Document
202
To Subscribe to a Document
Then on Ok
203
Click on
204
Then on Ok
205
To Subscribe to an Event
Click on
to choose the event
206
To Subscribe to an Event
Then on Ok
207
Favorites
208
You can add documents on your favorites to be able to find them more quickly.
Click on the desired document, then click on the menu
Tools and Add to Favorites
209
Select the desired document in your favorites, then click on the menu Tools
and Remove from Favorites
210
Administration
211
D2 Client Administration
Dictionaries
Taxonomies
Registered tables
Templates lists
Users
Groups
Plugins configuration
212
Dictionary Administration
213
Dictionary Administration
To remove a value
Right click on the value > Delete
To disable a value
uncheck the box
214
Dictionary Administration
To keep all changes made to the dictionaries, D2 allows you to version your
list of values.
Version a dictionary:
Hand right click > Save the dictionary
215
Dictionary Administration
You can visualise all dictionaries versions from the client interface.
216
Taxonomy Administration
217
Taxonomy Administration
Operation is the same on than the one of the taxonomy creation in D2-Config
Click on Ok to save or on Cancel to get out without saving
You cannot add or remove levels
218
Taxonomy Administration
Some actions can be performed on Docbase taxonomies within D2-Client interface.
219
From the browser tree window, select the register tables node
Only tables where your rights match are available
Registered tables can be deleted from the contextual menu on the Administration node
220
Data from Register tables can be imported into the DocBase directly from D2Client in the Administration node.
221
You can see only the templates lists for which you have administration rights
222
223
Operation is identical than the one of the creation of a template list, in D2Config
Click on Ok to save or on Cancel to exit without saving
224
User Management
225
Modify a User
226
Create a User
227
Group Management
228
Create a Group
229
Modify a Group
Modify values
(ex.: Add a user in the group)
then click on Ok
230
Monitoring
Documentum administrators can, from D2-Client interface, supervise the technical working of D2.
This dialog box is avalaible from Help/? menu. It is activated for
administrators within an Administrator profile.
The Monitoring dialog contains many tabs that display the following characteristics:
231