windream 4.5 User Guide windream GmbH, Bochum

Transcription

1 windream 4.5 User Guide windream GmbH, Bochum

2 Copyright by windream GmbH Wasserstr Bochum Issue: 01/ All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form (print, photocopy, or any other form) or by any means without the explicitly written permission of windream GmbH. Important Note! All information and technical specifications in this book have been collected by the authors with great care. They cannot, however, either guarantee, take legal responsibility for or make any other warranty resulting from the use of this information. We would also like to point out that all software and hardware logos and names are the exclusive property of the Trademark, Brandname or Patent right holders. These are naturally protected by the appropriate laws and trade agreements. The licensing agreement for using a derived reference sourcecode of the "MD5 Message-Digest Algorithm" by RSA Data Security, Inc., is valid: "License is also granted to make and use derivative works provided that such works are identified as 'derived from the RSA Data Security, Inc. MD5 Message-Digest Algorithm' in all material mentioning or referencing the derived work."

3 Table of Contents i Table of Contents 1 windream Welcome 1-1 The windream document management system 1-2 The windream user interface and access to the DMS 1-3 Administering any type of document with windream 1-7 The windream product family 1-10 The Standard Busines Edition (SBE) 1-10 The Standard Business Extension (SBX) 1-10 The Business Edition (BE) 1-10 windream modules to be licensed separately 1-11 The windream user guide 1-12 Conventions / Orientation assistance Introduction to windream Starting windream 2-1 Driver type for the VFS-driver 2-1 The windream Control Center 2-3 Starting the windream Control Center 2-3 Starting the windream services 2-6 DMS error messages 2-7 No access to the windream drive 2-8 Configuration of the Windows Explorer (Active Desktop) 2-8 windream drive in the Windows Explorer 2-8 Exit windream 2-11 Closing the windream Control Center 2-11 Exit windream services 2-11 Settings of the indexing service 2-13 Settings of the VFS-service 2-16 Configuring the DMS error display 2-16 Server selection 2-19 windream alias settings 2-19 Editing the list of server connections Acquiring, Indexing, Storing Documents Basics of the acquisition and indexing 3-1 Acquiring documents 3-5 The use of application-specific templates 3-5 Creating new documents and saving them in the DMS 3-5

4 ii Table of Contents Importing documents into the DMS 3-6 Indexing documents 3-8 Indexing documents synchronously 3-8 Indexing documents asynchronously 3-9 Saving documents without DMS-specific indices 3-10 Indexing folders 3-11 Indexing folders synchronously 3-11 Indexing folders asynchronously 3-12 Creating folders without DMS-specific indices 3-13 The windream index service 3-15 Starting the index service 3-15 Stopping the index service 3-16 Configuring the index service 3-17 Synchronous or asynchronous indexing (receiving and accepting jobs) 3-17 Processing jobs (index events) 3-19 Viewing indexing jobs 3-20 Deleting indexing jobs 3-21 Determining index properties 3-23 Select an object type 3-25 Object type-specific indices 3-26 Type independent / global vector indices 3-29 System indices 3-29 Indices assigned by windream 3-29 Applying index properties 3-30 Clipboard indexing 3-31 Basic requirements for clipboard indexing 3-31 Processing index criteria post-indexing 3-33 Saving documents in the DMS Document Retrieval Basic information on document retrieval 4-1 Starting a search in the DMS 4-3 General functions for conducting a search operation 4-5 Starting a search operation 4-5 Standard search function 4-5 Saving a search profile and a search result 4-5 Deleting (initialising) fields for a new search operation 4-6 Server selection for a search operation 4-6 Saving the settings before closing the application 4-6 Toolbars 4-7 Quick search 4-8 Conducting a search operation 4-8 Determining search conditions 4-10 Index search (structured search) 4-17 Conducting a search 4-18 Determining search conditions 4-19 Operators 4-22

5 Table of Contents iii Bitsearch 4-30 Editing a list of search terms 4-30 Changing the list view of search terms 4-31 Linking search terms 4-31 Using brackets 4-31 Adding a search term 4-32 Removing a search term 4-32 Replacing a search term 4-32 Moving a term 4-33 Inserting a search term 4-33 Editing a search term 4-33 Fulltext search 4-34 Syntax of search terms for a fulltext search 4-38 Combining search terms 4-42 Further search options of SQL Server 4-45 Object type search 4-46 Conducting a search operation 4-47 Object type search with wildcards in string vector fields 4-48 Hiding presettings in the object type search 4-49 Options 4-50 Searching in subfolders 4-51 Settings (per server / profile) 4-52 Global settings 4-53 Use profile settings 4-53 Working with search profiles 4-58 Creating a search profile 4-58 Search profile properties 4-59 Saving a search profile 4-62 Opening a search profile 4-63 List of recent search profiles 4-64 Deleting a search profile 4-64 Editing a search profile via Explorer context menu 4-65 Quit search 4-66 Result list 4-67 Changing the result list view 4-68 Grouping the list 4-69 Changing the presentation of the result list 4-69 Viewing file icons 4-71 Advanced options 4-71 Enhanced tooltip settings for viewing windream index data 4-74 Status of a document 4-75 Editing objects from the result list 4-75 Viewing and editing index data 4-77 Opening and viewing a document 4-77 Document preview 4-78 Saving the result list 4-78 Opening an existing result list 4-78 Closing the result list 4-78 Configuring double click events in the result list 4-80 Options for configuring the double click function 4-80

6 iv Table of Contents Configuring the double click function in the result list 4-82 Conducting a search operation via command line parameters Processing Documents Basics of document processing 5-1 Selecting documents and folders 5-2 Logfiles (reporting) 5-2 Basic requirements 5-3 History of documents and folders 5-4 Adding an entry to the history 5-7 Administering document versions 5-9 Administering versions 5-10 Creating a new document version 5-12 New versions of archived documents 5-14 New version while importing documents 5-14 New version while checking documents in 5-14 Deleting document versions 5-14 Viewing fulltext 5-18 Viewing fulltext and editing manual fulltext 5-19 windream rights 5-23 Users and groups 5-23 Rights 5-24 Documents / folders without rights 5-27 Requirements for administering rights 5-27 Administering rights 5-27 Basics of rights assignment 5-30 Assigning rights 5-35 Adding users and groups 5-36 Determining inheritable file and folder rights 5-40 Removing users and groups 5-40 Editing rights of assigned right holders 5-42 Ownership rights on documents 5-43 Document export and import 5-46 Exporting documents and folders 5-46 Importing documents 5-49 Document check-in and check-out 5-53 Requirements 5-53 Editing documents exclusively via check-out 5-53 Checking out documents and folders 5-54 Check-out process completed 5-57 Checking documents in 5-57 Undo check-out 5-60 Setting an edit lock for documents 5-63 Requirements 5-63 Setting and undoing an edit lock for documents 5-63 Set edit lock - process completed 5-64 Undo edit lock 5-65 Life-Cycle 5-67

7 Table of Contents v Basic requirements for modifying life-cycle data manually 5-67 Tab page Life-Cycle 5-68 Settings on tab page Life-Cycle 5-70 Entries in the history 5-72 Applying life-cycle rules to documents 5-72 Archiving documents immediately 5-73 Viewing DMS-specific document properties in an HTML-file 5-74 DocView - document preview 5-75 Launching windream DocView 5-75 Viewing all documents in one window (pinned) and always on top 5-77 Configuring the view 5-77 Keep rotation 5-78 Viewing text sources after a fulltext search 5-79 Searching in text 5-80 Settings 5-80 Annotations in documents 5-83 Subscribing documents and folders 5-88 Subscribing objects 5-88 Changing subscriptions and editing rights 5-90 Thumbnail creation 5-95 Viewing and creating thumbnails of documents System Settings - Client Basic requirements of the windream configuration (client) 6-1 Connections 6-4 DMS Server, VFS and drive 6-5 Windows DCOM configuration 6-6 Filter 6-9 Accept and send index events 6-10 Also for folders 6-11 File filter for indexing 6-12 Settings of the index service 6-19 Common 6-20 Directories 6-21 Delays and timeouts (msec) 6-22 Control Center 6-22 Language 6-23 Messages 6-24 Dialog 6-25 Debug outputs and levels for error tracing 6-27 DMS connection log 6-27 VFS-log (C:\VFSTDISP.LOG) 6-28 Log configuration windream services 6-28 Activate settings now 6-28 Menu 6-30 Editing the context menu 6-31 Determining the position of the menu commands 6-33

8 vi Table of Contents Starting a program (exe-file) from the windream context menu 6-34 Deleting the menu cache 6-35 In/Out 6-37 Dropdown list Type 6-38 Backup directory 6-38 Open without question 6-38 Outgoing documents (check out, export) 6-39 Incoming documents (check-in, import) 6-40 Reporting 6-41 Dropdown list Report for 6-42 Dialog 6-43 Logfile Supplement Table of Figures 7-1 Table of Charts 7-3 Index 7-7

9 windream 1

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11 Welcome 1-1 Welcome This user guide describes the functions and the handling of the windream network version and serves as a windream guideline. First, we will explain the windream user interface and describe the functions of the application. Then, we will present a survey on the documentation, and we will also explain the typographical conventions. The following chapters will explain the requirements, the functions and the operastion of windream in detail. windream has been designed for Windows and is integrated into the Windows operating system on the basis of the VFS-technology. Users should be familiar with the basic Windows functions, as an explanation of Microsoft Windows is not part of this documentation. Further information on Windows can be found in the documentations provided by Microsoft. Further documentation You can find the documentations supplied with the software on the product CD. Besides the present manual, we also offer detailed descriptions of the windream server installation, the windream client and of the windream administration functions. The directories of the server and client installation on the product CD contain an HTML-file named Readme.htm. This file allows users a quick access to the windream documentation. Further on, the documentations are installed in the windream program folder so that they can also be accessed via command Start>Programs>windream. the documentations are available as online help texts and as PDF-files, which can also be printed. The online help can also be accessed directly via the Help command of the windream Control Center.

12 1-2 The windream document management system The windream document management system windream (windows drive enhanced archive management) represents a program for document management and archiving on the basis of the VFS-technology (VFS=Virtual File System). DMS as an additional virtual drive in the operating system The VFS-technology integrates the functions of a DMS into the Windows operating system with the help of a file system driver. The DMS is presented as an additional drive under a freely selectable drive letter in the system environment of the operating system. All applications under Windows can access the the virtual drive without having to differentiate between a storage on a local drive or on a network file server. All functions supported by Windows and by the application programs can be used. E.g.: Document links between several documents (OLE-linking); it is irrelevant whether all or only a part of the documents have been stored in windream. All applications can open documents stored in the windream file storage via their File>Open command or save files via the File>Save dialog in the DMS. Importing and exporting documents is possible as a normal copying process via drag & drop. Templates of applications can directly be configured in a directory of the DMS drive. Messages ( s) can be stored in windream directly from the mail applications. Documents astored in the DMS can directly be sent with all mail applications. DMS like Windows The handling of the windream documents management system is the same as the handling of Windows. Access to documents is possible from all Windows applications via the Windows Explorer or via the standard file dialogs. This way, you e.g. edit a file with the associated application and store it via the File>Save as command in the windream drive. windream automatically starts its indexing application and saves the documents. Depending on personal needs, this is either executed synchronously while placing the documents in the DMS or asynchronously at a later point of time, if no direct indexing is desired. Already existing objects which have been stored outside the DMS can be imported and edited in the windream drive.

13 The windream document management system 1-3 Document in original application File Save as Indexing via extended file properties windream drive Windows Explorer Figure 1-1: windream - DMS like Windows The windream user interface and access to the DMS windream does not need a separate graphical user interface. The Windows Explorer or Windows itself serve as an interface of the DMS. Generally, the DMS is accessed via the windream drive. This way, all functions of the operating system and of the Windows Explorer are available which refer to drives, files or folders. windream offers desktop enhancements and Windows Explorer extensions for additional functions. File dialogs Save as... and File > Open You save documents in windream via the Save as... and File > Open dialogs of the windows applications, or you open files stored in the DMS in the associated original application. Windows Explorer Allows you to view the windream drive (database contents) and the documents as well as the hierarchical presentation of the windream drive. List view When presenting documents as a detailed list (command View>Details) in the Windows Explorer, the system indices of the documents will be displayed. Additionally, the list view can be extended and adjusted by global and type-specific and even windream specific indices (columns).

14 1-4 The windream document management system Context menu in the Windows Explorer The context menu in the list view of the Windows Explorer has been extended for entries (documents) in the windream drive by the windream menu entry. Via this submenu, additional windream specific functions can be executed, like e.g. the creation of a new document version. windream drive Extended file properties windream context menu Figure 1-2: Extended object properties of the windream context menu Extended object properties The Properties of <file or folder name> dialog (command Properties of the context menu of the file or folder entries in the windream drive or the result list) has been enhanced by the following windream specific tab pages: Indices, for viewing and editing the global index properties and the document type and folder type specific properties. History, for viewing and editing the histories of documents and folders. Version, for administering document versions. Fulltext, for viewing the fulltext of documents. windream Rights, for administering the access rights on documents and folders. Lif-cycle, for administering and viewing the life-cycle data of documents. The integrated windream Find function Retrievals in the DMS are executed via the common Windows Find function and via the windream retrieval function named Search for documents. The windream retrieval function is started from the Windows

15 The windream document management system 1-5 start menu (command Find>In windream...) and allows to find documents according to the file properties and the fulltexts. Result lists The search results are presented in detailed result lists from which you select documents for editing. Retrieval in windream Find function Search result Figure 1-3: Retrieval in the windream DMS windream Control Center windream Management Console The windream Control Center for controlling the configuration and administration functions The functions for administering windream at a workstation (starting and closing the windream services, starting the windream configuration or settings of the indexing service) are offered in the windream Control Center (context menu of the windream icon in the Windows system tray). With the windream Management Console (WMC), system administrators can administer windream.

16 1-6 The windream document management system windream Control Center Configuration windream Configuration Administration windream Management Console (WMC) Figure 1-4: Applications for configuring and administering windream

17 Administering any type of document with windream 1-7 Administering any type of document with windream windream is used as a document management system with an integrated archiving system for administering different kinds of documents or any file types. The way and the options of capturing documents in the system is only limited by the available applications and by the configuration of the target sytem. With windream, you can capture, index, save and archive all documents according to different filing structures (document classes, document types). Capturing documents The caption of CI or NCI documents is executed separately or in a batch process by scanning or importing files into the file system (windream drive). Further on, you can create new files with the standard application programs and apply them to the DMS. Documents are administered with the document classes (folder, storages) the document type-specific index properties and with the version administration. Electronic documents (files created by Windows applications) or multimedia data like films, images and audio files are created with the respective application and are stored in the original format in the windream drive directly. Documents which are available in the file system are stored in the DMS by via drag and drop operations or by copying and moving them to the respective folders of the DMS. Paper documents are captured via scanner and stored as facsimiles in the file system. The documents can either be imported into the DMS folders directly or later on. Even references (links) to documents in the DMS and the storage of hypertext links can be enabled from the windream DMS directly. The processes of capturing, indexing and storing documents in windream are described in chapter "Capturing, indexing, storing documents". Indexing documents Each document is equipped with document-related index properties, which are the document or file properties (indices), according to which you can retrieve documents via the database. There is a differentiation between the file properties which are defined for all documents (file types) in the Windows operating system, and the type-independent and

18 1-8 Administering any type of document with windream document type-specific index properties which depend on the respective document type to which a document has been assigned. The file properties (system indices) are created automatically while creating a file and are used for indexing the documents while they are saved in the windream DMS. The DMS-specific indexing for determining the document type and the document type-specific index properties is executed with the application for indexing the documents in dialog box Properties of <file name> (indexing service). Index data of documents can also be read via scripts from databases or tables and can be assigned automatically while capturing and storing a selection of documents as a batch operation. The filing structure which is created just like the filing structure presented in the Windows Explorer allows you to configure document classes, which can be extended or changed. The processes for capturing, indexing and saving the documents in windream are described in chapter "Capturing, indexing, saving documents". Retrieving documents Document retrievals are handled with the index search (structured search), the fulltext search or via the document type search. A retrieval is executed with structured properties within the index data, with free search expressions in the fulltext or via the hierarchical document organisation inn the document classes (filing structure). The retrieval application is started from the Windows start menu (use command Find>In windream). Created search profiles can be saved and used again for further retrieval operations. windream presents the search results in result lists. However, documents are viewed and edited in the associated original application. It is also possible to view the documents with viewers (e.g. windream DocView). The different retrieval options and the processes for executing search operations are described in chapter "Retrieving documents". This chapter also explains how to work with search profiles and result lists. Editing documents You can change, post-index or move the documents by using drag and drop operations in the file system, or you can also export documents to other drives / folders for external editing. It is also possible to send and receive documents with mail applications.

19 Administering any type of document with windream 1-9 With the version administration module, you can also create and administer several versions of a document (tab page Version in the prioperties dialog box). Access rights on documents and folders Access rights are administered with the rights administration of windream (tab page windream rights in the properties dialog box. All editing options and procedures are explained in chapter "Editing documents". Configuring windream Separate applications are available in the Windows Control Panel for administering the windream sytem environment / settings. Via these tools, general environment settings, the parameters of the database and of the ObjectStore or the server connections are determined. Further on, the document indexing processes and the working folders are configured here. In this context, there is a differentiation between configurations which are determined at the windream workstations for each and the system settings which are made on the windream server for all connected workstations. The user and workstation-specific configurations are described in chapter "System settings Client" of the present documentation. The system settings which can be set on the server side, are described in a separate chapter of the windream administration manual. Administering windream windream is administered via the windream Management Console (WMC, the administration tool) by a system administrator. This tool administers the windream index properties and object types (document types and folder types), the windream user and group accounts, the language versions (NLS), the windream storages and the access to the windream servers. Additionally, the windream tools have been integrated into the WMC, e.g. the functions for restoring deleted documents. The documentation of the windream Management Console is not part of this user guide. You can find the descriptions in the administration manual of the application.

20 1-10 The windream product family The windream product family The windream document management system is available in the following product versions. The Standard Busines Edition (SBE) The basic version of the DMS combines all properties of a modern and easy to handle document management system. These are e.g. the caption, the indexing, the editing and administration of the documents in the DMS, the document retrieval and the editing of the document properties. Further on, you also administer the object types (document and folder types) with the windream Management Console. The Standard Business Extension (SBX) The windream Standard Business Extension (SBX) extends the DMS by further functions. these are e.g. a check-in and check-out function, an automized life-cycle management for all documents and an extended retrieval function. The Business Edition (BE) The Business Edition mainly addresses larger enterprises. In addition to the features of the SBE / SBX, the BE e.g. allows users to administer an unlimited number of windream user and group accounts via the windream Management Console. In windream version 4.0 and higher, the Business Edition also offers an enhanced rights concept with a separate rights administration of documents, folders and the windream specific object properties and an option to administer subscriptions of objects.

21 windream modules to be licensed separately 1-11 windream modules to be licensed separately With the windream licence, you receive the multi-user windream SBE version. Further licences are required for specific windream modules. The following list gives a survey on all windream modules which must be licenced separately. Further information on this and on the single modules can be obtained at WwindreamGmbH ( or a windream partner. Note: The present windream user documentation includes the explanation of the functions and handling of windream SBE, SBX and BE without the description of the WMC administration program, the WMX extension and the server configuration. These and other specific windream modules like e.g. windream DocView or the Thumbnail View are described in the windream administration guide. documentations on all further windream modules are supplied with the respective components. List of windream modules to be licenced separately windream Management Extension (WMX) windream Standard Business Extension (SBX) windream Business Edition (BE) windream Archive windream DocView windream Exchange windream Thumbnail View windream Imaging windream Web Portal (w2p) windream Web Portal Pro (w2p2) windream XML Import Manager windream Signature (digital signatures) windream Mail Archiving (Office Bundle) DMS-Server NLS (National Language Support) windream Share Drive (server drive) windream for Terminal Server (Citrix) windexer (indexing tool) windream Sync (synchronisation tool) windream ILM (Information Life-Cycle Management; hierarchical storage management with windream) windream ArcLink (integration into SAP) windream Software Development Kit (SDK) windream Proxy-Server windream Business Process Management (windream BPM).

22 1-12 The windream user guide The windream user guide Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Supplement This documentation provides the following chapters: Introduction and general notes on this user guide. In this chapter, it is described how you start and shut down the windream application via the Control Center. It also contains a description of the server selection and explains the server switching. This chapter explains the acquisition, the indexing and the storage of documents in the document management system windream. It describes how to capture documents, how to index them with the index service, and how to save them. This chapter explains the different search options of windream to retrieve stored documents. It is described how to conduct an index search (structured search), a full-text search, a search over object types or a quick search with the application Search for documents, and how to create, save and re-use search profiles. Additionally, it is explained how to work with the result list. This chapter describes the possibilities for the further processing of stored documents. We will explain how to chnage, delete, ex- and import documents, how to view the history or how to create new versions. We will also explain the access rights on documents and folders. Further on, the settings of the life-cycle of a document are described and how to check-in and out documents (SBX or higher). This chapter explains the possible system configurations and userspecific settings of windream. The parameters for the database and the server connections are described. Additionally, it is explained how to change the name and the letter of the windream drive. Further on, you will get to know how to enter the necessary settings for the indexing of documents, how to modify the windream context menu, or how to adjust working folders according to your personal needs. Contains tables of figures, charts and a detailed keyword index.

23 Conventions / Orientation assistance 1-13 Conventions / Orientation assistance Italic words The following typographical terms are used: are used for terms of menus, options, functions, or dialog fields or indicate an action of the user, which refer to a function or a button. Example:...open the menu Settings. "Quotation Marks" Terms in quotation marks indicate a reference on a text paragraph or a quotation. Example:...see also chapter "Orientation Assistance". Courier Indication of field contents or list entries, which can be selected, names of directories, file names, and acronyms or other system messages. Example: Choose the entry Standard from the list. Example: Change to the directory C:\TEMP. Courier Hints on user-specific entries. Example: Please enter Index in the field... SMALL CAPS Terms for keys on the keyboard. Example: Press RETURN The windream SBX icon informs you that the function described is only available since the SBX version of windream, which can be purchased as an add-on. The windream BE icon indicates that the function described is only available in the windream Business Edition. The windream WMX icon indicates that the function described is only available in the windream Management Extension (WMX) an extension of the windream Management Console (WMC). This icon indicates that the following notes are very important. This icon informs you that the respective function is only available under Windows 95, 98 and Windows NT 4.0.

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25 2 Introduction to windream

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27 Starting windream 2-1 Starting windream First, this chapter describes the windream Control Center. Then, we will describe the way you start and close windream using the Control Center or the way you switch between different windream servers. Before being able to work with windream, the windream Control Center has to be started. Then, the windream services are launched over the windream Control Center. A basic requirement for the work with windream is that the VFS service is launched, while the index service can also be started later. Note: After the installation, the Control Center will usually be started automatically. The windream icon appears in the task bar via which the Control Center is opened with a right mouse click. If the windream icon is not indicated, you will first have to start the windream Control Center. This procedure is described under "Starting the windream Control Center". The available functions you can execute via the Control Center depend on the question whether the system represents a windream server or a client. The windream Solo program will offer the server and the client functions as well. Driver type for the VFS-driver When installing windream, it is determined whether the driver for the windream drive (VFS-driver) will be installed locally on each workstation or locally on a Server which is accessible for the clients. Thus, the Client Setup in windream version 3.6 or higher can be executed in two modes: Default Extended Default In this mode, the VFS-driver will be installed locally as a network driver on the Client. The network drive will be mapped to the windream drive by setting a manual network mapping via the Windows Explorer. Extended Via this mode, the VFS-driver can be installed locally on a server (lacal Server drive). The drive will be released. The connected workstations will connect the releases to a free drive letter.

28 2-2 Starting windream Note: Depending on the installed driver type, settings and commands of the application may vary. Differentiations will be mentioned in the descriptions of the respective functions. These differences are explained under the description of the respective function. This e.g. refers to the settings of the windream Control Center (see also chapter "The windream Control Center"). Further notes on the installation of the windream Client can be found in documentation named "windream Client Installation" on the installation CD.

29 The windream Control Center 2-3 The windream Control Center Over the windream Control Center, the windream services (VFS and index service) are launched and shut down. In the Control Center you can instruct windream to start the VFS service and the index service automatically, when the system is started. The settings of the indexing service and of the VFS-service will also be determined here. Additionally, the windream system settings can be launched via the Control Center (see chapter "System settings client"). The windream Control Center also allows users to switch to different windream servers within the available network, if several windream servers are used in a system environment (see "Server selection", p. 2-19). Starting the windream Control Center If the windream Control Center is not started automatically, it can be started manually via command Programs>windream Control Center from the Windows Start menu. In case that the windream Control Center is started automatically during each system start, the option Start Automatically from the Control Center has to be enabled (check mark in front of the menu entry in the pop-up menu of the windream icon in the task bar.) When the windream Control Center is started, the windream icon is displayed in the task bar. With a click of the right mouse button on the icon, you open the windream Control Center (context menu). Note: After the installation, the windream Control Center will usually be started automatically. The functions available in the windream Control Center are different on the windream server and on the client. Notes for administrators: You can enable or disable entries / menu items in the Control Center at the workstations. This way, the functions can be made available in a user-specific manner. This setting is either made via entries in the Windows Registry under key HKEY_CURRENT_USER or on the windream Server via respective settings in the windream database (settings table for all users, UserProperty table for single users). This procedure is described in the administration guide of windream. Via the windream Control Center, the following commands are executed: Configuration Starts the windream system configuration. Server/Client

30 2-4 The windream Control Center Management Console Service Manager Index Service VFS Service Server Selector Start automatically Restart Close Opens the windream Management Console for Server/Client administering the object types. A detailed description of the functions can be found in the administration guide. Starts the windream service manager. A detailed Server description can be found in the administration guide. Starts and closes the index service and determines Client further settings. Starts and closes the windreamfile system driver; also Client configures the DMS error view and selects servers which are accessible to the VFS service. Note: This command is available on standard windream workstations (not on terminal servers or on installations without VFS, e.g. Shar Drive) (see also chapter "Driver type for the VFS driver", p. 2-1). Viewing the server name (server on which a user is Server/Client currently logged on). Starts the dialog box for server selection and switches to another server (see "Server selection", p.e 2-19). Enable automatic start of the windream Control Center. Server/Client Just like closing and restarting the Control Center. This means that the VFS and indexing service will be restarted if the "Automatic start" is enabled. Closes the windream Control Center and all windream services. Server/Client Server/Client Help Opens the online help. Server/Client About... Licence and patch info on the current windream Server/Client version. How to start the windream Control Center manually 1. Click on the Start button in the Windows task bar. 2. Choose the command windream Control Center from the menu programs. Or 1. Click on Start in the Windows task bar. 2. Choose the command windream from the menu Programs or command windream>windream Control Center. Note: After having installed windream you will have to start the windream Control Center and the windream services manually once. After that, you can execute the settings that the windream

31 The windream Control Center 2-5 Control Center and / or the windream services are started automatically when booting the system. When the Control Center is started, the system will check whether the previous windream installation or an update installation has been executed completely. If this should not be true, the following message will be displayed: A previous installation or update of windream was not finished completely. It is necessary to execute the windream setup again. This is ususally done automatically after reboot of your computer. If this is not the case then execute the setup once again manually. The windream control center will not be started. In order to be able to work with windream or to open the Control Center, you will have to launch Setup again as explained in the message above. How to determine the automatical start of the windream Control Center 1. Move the mouse pointer to the icon of the windream Control Center in the system tray. 2. Open the pop-up menu. 3. With a click on the command start Automatically you enable the option that the Control Center is started automatically when booting the system (check mark in front of the menu entry). 4. Confirm the displayed message by clicking OK. In order to switch off the automatic start of the windream Control Center again, you have to deactivate the option Start Automatically (remove check mark in front of the menu entry) and to confirm the displayed security message with the button OK.

32 2-6 Starting the windream services Starting the windream services The start of the windream file system driver (VFS service) and the index service are executed over the windream Control Center. Depending on the current settings, the windream services are either started automatically after the start of the windream Control Center, or they have to be started manually afterwards. The windream services are started over the commands Index Service>Start and VFS Service>Start from the windream Control Center. The windream services can be started and stopped independently from each other. In order to access the windream drive and to be able to work with the DMS, the VFS service has to be activated. How to start the VFS-service manually 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. Choose the command VFS Service>Start to start the VFS service. Note: Please ensure that the VFS Service is always started from the Control Center and not over a script or a separate program. If an error occurs during the acquisition or archiving of documents, windream will display a respective message. However, error messages will only be displayed if the VFS Service is started from the Control Center. How to start the index service manually 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. Choose the command Index Service>Start to start the indexing service of windream. How to determine the automatic start of the VFS-service 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. With a click on the command VFS Service>Start Automatically you switch on the option that the VFS Service is started automatically after the start of the Control Center (check mark in front of the menu entry).

33 Starting the windream services 2-7 In order to switch off the automatic start of the VFS Service again, you have to deactivate the option VFS Service>Start Automatically (remove the check mark in front of the menu entry). How to determine the automatic start of the index service 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. With a click on the command Index Service>Start Automatically you switch on the option that the index service is started automatically after the start of the Control Center (check mark in front of the menu entry). In order to switch off the automatic start of the index service again, you have to switch off the option Index Service>Start Automatically (remove the check mark in front of the menu entry). DMS error messages Via command VFS-Service > Error messages from the context menu of the windream Control Center, you can configure the display of error messages. These are messages which inform you for example on the reason why specific documents cannot be edited or opened. The messages are displayed in dialog box DMS error messages. Among others, the dialog box shows information on the point of time an error occurred, the path and the name of the file, an error description and the current status of the document. How to configure the display of the DMS error messages 1. Point with the mouse cursor on the icon of the windream Control Center in the taskbar. 2. Open the context menu by clicking the right mouse button. 3. Select command VFS-Service > DMS error messages. 4. Click the Options button. 5. Enter the desired settings for the error display in dialog box DMS error options. 6. Close the dialog by clicking OK. 7. Optional: Click the checkbox for error logging in dialog box DMS error messages to switch on the error logging. 8. Click Close to close the dialog box with the respective settings.

34 2-8 Starting the windream services No access to the windream drive If a connection to the windream server has failed or the VFS Service is not started, access to the windream drive is impossible. No access to the windream drive. If the VFS Service is not started and you possibly try to access the windream drive over the Explorer, a message will be displayed. No connection to the windream server. After having confirmed this message, you start the VFS Service. After that you can work with windream. If you try to access the windream drive and there is no connection to the windream server, windream displays a message. In this case, you check the settings of the server connections (DCOM configurations) in the windream configurations, or ask your authorized system administrator. Note for Windows NT users: If the VFS Service cannot be started over the windream Control Center, windream will display a dialog box with information on the problem. Additionally, you can get more information over the NT Event Log, which can be started by executing the command Start>Programs>Administration>Event Log. Configuration of the Windows Explorer (Active Desktop) Depending on the current version and configuration of the operating system and the Windows Explorer on the target system, the option Active Desktop can be switched on. Depending on whether this option is switched on, the display of the windream drive can vary. The description of Active Desktop is not part of this documentation. You will find further information on Active Desktop for example in the Microsoft manuals or in the Windows online help. Note: If Active Desktop is not installed on the target system, the adaption of list views in the Windows Explorer to DMS-specific columns is not possible. Because of this, the scripting functions for executing scripts might not be available either. windream drive in the Windows Explorer In the Windows Explorer, the windream drive of the document management system is displayed.

35 Starting the windream services 2-9 Figure 2-1: windream drive. How to display the contents of the windream drive 1. Double click the icon My Computer on the desktop. 2. Double click the icon for the windream drive. The files and folders on the drive are displayed. With a double click you can open a document (a file) or a folder. Or 1. Start the Windows Explorer. 2. Double click the icon for the windream drive. The files and folders on the drive are displayed. Click the sign "+" to display further folders. With a double click you can open a document (a file) or a folder.

36 2-10 Starting the windream services Figure 2-2: windream Contents of the windream Drive

37 Exit windream 2-11 Exit windream To exit windream, you have to shut down the windream Control Center. When doing this, windream services that are still operating (VFS service, index service) are shut down automatically. Generally, the windream Control Center and the windream services are shut down automatically when the system is shut down. The windream Control Center and the single windream services can also be shut down manually, independent from each other. However, after having shut down the VFS Service, it is not possible to access the windream drive any more. Closing the windream Control Center The windream Control Center is shut down with the command Exit from the pop-up menu of the windream icon in the Windows task bar. How to close the windream Control Center manually 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. Enable command Exit. 4. Confirm the message in the dialog box displayed with OK to close the Control Center. Note: When closing the Control Center, all presently active services will be displayed in a dialog box. The automatic shutdown will be executed after having confirmed this message with OK. Exit windream services The windream Services are shut down with the commands Index Service>Stop and VFS Service>Stop from the windream Control Center. How to stop the VFS-service automatically 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. Choose the command VFS Service>Stop to exit the VFS Service.

38 2-12 Exit windream How to stop the index service manually 1. Point with the mouse cursor on the icon for the windream Control Center in the task bar. 2. Open the pop-up menu. 3. Choose the command Index Service>Stop to shut down the index service.

39 Settings of the indexing service 2-13 Settings of the indexing service Different settings can be configured for the indexing service. These settings are valid for the indexing service of the currently configured windream server. Figure 2-3: Settings of the indexing service Start / Stop Process queued jobs synchronously Show queue Clear queue Starts and stops the indexing service. The configuration options will only be selectable, if the service has been started. See also "Starting the windream services", p The objects are indexed synchronously while they are saved in the DMS. The indexing dialog is displayed when an object is stored in windream, and you can enter the index properties. See also "The indexing service" in chapter "Acquiring, indexing, saving objects". If the service is started and the option is disabled, an indexing job will be created and queued for each document to be stored in the DMS. The jobs in the queue are viewed and can be processed or deleted. A detailed description of the queue function can be found under "The indexing service" in chapter "Acquiring, indexing, saving documents". Deletes all jobs from the queue.

40 2-14 Settings of the indexing service Show last error Show status details Show errors on startup All connections necessary Process jobs synchronously after start Show connection errors when polling Views the errors which occurred last. This option can be used for error analysis and trouble shooting. Views a dialog box with information on the current status of the connections. See also "Show status details", p Displays error messages when starting the indexing service. Enable this option to make the application display respective messages, if errors occur when starting the index service. Connections must be established for all windream servers which are entered in the list of the windream servers (alias settings) and for which the index service module has been entered. Otherwise error messages will be edited. The connections will be established by windream while starting the indexing service. If a connection fails, the service will not be started and respective messages will be displayed. By default, this option is enabled. This will preset the setting of Process jobs synchronously when starting the index service. If the setting is active, option Process jobs synchronously will also be active directly after a restart of the index service. By default, the option is enabled. By default, the option is switched on. This option can be used for error analysis and trouble shooting. Deactivate scripting Disables the execution of scripts while indexing documents. By default, this option is switched off. By default, this setting is switched off. Generally, this setting only serves for oppressing the error messages appearing in the context of Microsoft Scriptiong OCX, in case of problems. In this case, scripting will not be possible any more with the indexing service. Always on top User independent settings Start automatically The dialog for indexing the objects will always occur on top if this option is active. By default, the option is enabled. The local index service settings are written to the Windows Registry under HKEY_LOCAL_MACHINE instead of the user-dependent settings under key HKEY_CURRENT_USER. Writing access is required for this, which is usually available to administors only. This is only recommended when using several user profiles, if the settings shall not be applied for each user separately. We do not recommend to enable this option. By default, it is switched off. The indexing service is started automatically when starting the windream Control Center. By default, the option is switched on.

41 Settings of the indexing service 2-15 Show details With this option, you can view information on the current status of the configured connections to windream servers (DMS-servers). Figure 2-4: Viewing the status details The number of connctions to be started and the number of connections in which errors occured are edited. The following details are viewed for each connection: DMS-server Connected Expects events Last error Name of the windream server Not connected or X (connected) Blank (no) or X (yes) The last error Table 2-1: Detailed inforamation on the status of a connection

42 2-16 Settings of the VFS-service Settings of the VFS-service Different configuration settings can be made for the VFS-service. These settings are valid for the VFS-service of the currently configured windream server. Figure 2-5: VFS-service settings Start / stop Show errors on startup Configure DMS error display Start automatically Select server Starts and stops the VFS-service. Show error messages on startup of the VFS-service. Enable this option to edit respective messages of the application, if errors occur when starting the VFS-service. By default, this option is switched on. Opens the dialog box for the configuration of the DMS error display. Further configuration options for error logging and trouble shooting can be set via the windream system configuration, which is started from the Control Center. See also "Messages" in chapter "System settings Client" of the present documentation. The VFS-service is started automatically when starting the windream Control Center. By default, the option is switched on. Views the server name (server on which the user is currently logged in). starts the dialog box for server selection and switching to another server (see "Server selection", p. 2-19). Configuring the DMS error display Via command VFS-Service>Configure DMS error display of the windream Control Center, you can configure the display of DMS error messages. This setting should only be enabled on hotline request. As the system addresses critical drivers designed for Control Center communication, the correct system operation might be influenced in this context. This option should only be enabled for error analysis for a short period of time. Especially the viewing of messages explaining the reason why

43 Settings of the VFS-service 2-17 documents cannot be edited or opened at a specific point of time os relevant here. Figure 2-6: Configuring DMS error messages Messages are viewed in dialog box VFS service>configure DMS error display. Thie dialog box shows information on the point of time an error occurred and the path and name of / to the respective file, an error description and the current document status. Enabling the error reporting In order to log error messages, you switch the logging on. Options Here, you configure the error logging. E.g., you determine the maximum number of errors to be logged, or you determine whether the errors shall also be logged in the event log of the operating system. Figure 2-7: DMS error logging - options Max. error count By default, the size of the error lists is limited to a number of 100 (number or traced messages per list). Because of performance reasons, it might be useful to reduce the number.

44 2-18 Settings of the VFS-service Ignore identical messages during Report errors in event log No "edit not allowed" errors Message on archive errors Always as foreground window Oppresses the output of identical messages within the time interval determined. Preset are 1000 milliseconds. The errors are also logged in the Windows event log. Enable this setting, if the number of access attempts on non-editable documents shall also be logged (checked out, no rights, in edit mode etc.). Enable this setting, if windream shall also edit messages which occur while accessing archived documents. Messages will always occur on top of the desktop windows. How to configure DMS error messages display 1. Move the mouse pointer to the windream Control Center in the system tray. 2. Open the context menu by clicking the right mouse button. 3. Click command VFS service>configure DMS error display. 4. Click the Options button. 5. Enter the configuration settings in dialog box DMS error options. 6. Close the dialog by clicking OK. 7. In dialog box DMS error messages you enable the option to activate the error reporting. 8. Click Close.

45 Server selection 2-19 Server selection In version 4.0, windream supports distributed server environments. Users can simultaneously access several windream servers from one client computer. It is possible to use a standard windream drive and several share drives at the same time. The respective windream srives are displayed as network drives under different drive letters in the Explorer. In the windream retrieval application, a search operation can be restricted to one server. In order to capture documents, the indexing service can also be enabled in the windream DMS for specific servers. The local and global system settings in the windream configuration are administered independent of the currently selected server. In the windream Management Console, there is a separate node visible for each configured windream server, under which the administration functions of the respective windream DMS are accessible. Server selection dialog on a windream client computer Via command Select server or VFS Service>Select server of the Control Center, you can switch from the current server connection to another windream server, if several servers are available in the system environment and if they have been configured for being selectable. Using command Select server>edit or VFS service>select server>edit it is possible to view the connection data of the currently connected server and to edit the data or to add a further windream server. An entry must be existing in the list for each windream server to be used. The alias names of the defined server connections are displayed in the context menu of the Control Center (command Select server). Servers are switched by eanbling the desired entry in the list (checkmark in front of the server name). Note: Before switching to another server, ensure that no files of the windream drive are still open. A switch while files ares till open may result in a loss of data. windream displays a respective warning which must be confirmed explicitly. windream alias settings The dialog box named windream Alias Settings for configuring the server selections is started via command Select server of the Control Center. (If the dialog box is opened for the first time, only< the currently connected server is displayed with its data)

46 2-20 Server selection Figure 2-8: Dialog box windream Alias settings Each entry contains the following values: Designator Alias DMS-Service UNC-Prefix TCP-Service TCP-Port Drive Letter Meaning / value Free alias name of the windream server; the name appears in the lists. This designator is for example used for the entry in the windeam Control Center list. In a windream Solo installation, an alias designator cannot be entered. Entry <Local> is displayed in the server list. the name or the IP-address of the windream server (the host name of the DMS-server). It will automatically be preset when entering the alias name, if no entry has been available so far. A DMS-service cannot be entered in a windream Solo installation. In an installation without local VFS-driver, the prefix of the network path of the windream drive is displayed here. It is entered as formats according to the Uniform Naming Convention (UNC). Under Windows, this is format \\Server name\share name, e.g. \\Windream\Objects or under Linux //Server name/share name,e.g. //Windream/Objects. The host name of the TCP-server the server on which the windream TCP-service (the windream server) operates. It is preset automatically when entering the alias name, if an entry has not been available so far. The host name of the TCP-server will only be determined for installations with local VFS-driver. The port of the TCP-server (only with local VFSdriver) Default is port 534. The drive letter with which the network share or

47 Server selection 2-21 Active Modules Workstation-ID Subdir. the windream drive is connected. Determines whether the connection shall be used. This setting is only active for share drives. Concerning alias entries for the local VFS-drive (\\windream\objects) this option will be detected from the current status of the VFS-service (started and connected to the respective alias or not). E.g., when viewing a result list of a windream serach, this drive will be displayed with the "not active" icon, and a file system access will not be tried either. The list of modules which shall use the connection. The functions can only be executed on the respective windream server, if the respective modules of a connection have been assigned. You can select the following modules: Index service objects can be captured and indexed on the windream server. Configuration - the windream configuration can be selected for this server. Management Console - in the windream Management Console, a node is created for the server containing the respective administration functions. Search retrieval operations are possible on this server. INTERNAL: not used. INTERNAL: not used. Table 2-2: Parameters of a connection to a windream DMS-server Server switch as in 3.6 (compatibility mode) This setting must be enabled, if the server switching function shall be executed as in windream version 3.6. Especially the DCOM configuration of the windream DMS-service will be changed by changing the remote server there. The advantage is that e.g. scripts or programs which want to connect to the DMS via DCOM need NOT determine the server name explicitly while connecting via (CreateInstance()), but which can connect in an unqualified way. For the 3.6 switching mode, you will need administrator rights, as the Winfows Registry must be changed. In this mode, also windream Solo server services will be started and closed and set to automatic / deactivated.

48 2-22 Server selection Colors of the alias icons describe the alias and driver type: Green Default alias Blue Alias not marked as default Buttons The following functions can be executed via the buttons: Button Function Opens the Server Data dialog box for entering the connection data of a windream server. The data entered and the the server named here is added to the list of alias entries. See "How to add an entry to the list", p. 2-23). Removes a selected server entry from the alias list. See "How to remove an entry from the list", p. 2-23). Via this button, you edit the data of a server selected in the alias list. If required, the data can be modified in the dialog box displayed. See also "How to edit an entry in the list", p. 2-24). Saves the current list of the windream servers. The server names listed in the alias list will then be displayed in the context menu of the Control Center (command Select server) and can be slected there. Opens the Save as dialog. Via this command, you can save (or export) the current settings to a file (.reg). By default, data is saved in file WMAliasList.reg. Via this command, you can open and import the settings saved in a reg-file (by default, this is file WMAliasList.reg). Deletes all entries from the list and generates new alias settings from the network connections currently configured in the Windows Explorer. Entries without drive assignment will not be restored. Restores the latest alias list of the windream server which has been saved after a security message. Opens the online help of the application. Table 2-3: Command buttons for editing the alias settings Editing the list of server connections The list of the alias settings includes all server names you have determined. You can extend or shorten the list any time (use buttons and ) or edit existing entries (clicking ). Via and you save the current settings or load the settings from the reg-file. The parameters of the connection data to be edited depend on the type of the installed driver of the the respective windream server (see also "Driver type of the VFS-driver", p. 2-1).

49 Server selection 2-23 How to add an entry to the list 1. Select command Select server>edit of the windream Control Center. 2. Click icon in dialog box windream alias settings. Figure 2-9: Dialog box Server data 3. Enter the connection data for the new alias settings in dialog box Server data. Fields DMS-service and TCP-service are automatically preset with the alias name which is entered in the Alias field (as long as these fields do not contain any entries). If your computer is a standard windream client, you enable option Standard Client. The decision whether a drive is active or inactive can only be made for share drives. By default, all modules are active which shall use the connection. If required, disable the modules which shall not be executed on the server. See also "windream alias settings", p. 2-19). 4. Save the settings with OK. The new entry will be added to the list. 5. Save the list by clicking. The modified alias list is saved, and the server name of the new entry is displayed in the context menu of the Control Center (command Select serverl). The server is selected by activating the desired entry in the list (checkmark in front of the name). In a windream Solo installation, the entry <LOCAL> will be displayed in the server list of the windream Control Center. How to remove an entry from the list 1. Click command Select server>edit of the windream Control Center. 2. Select the entry to be deleted in the alias list.

50 2-24 Server selection 3. Click the icon for removing an alias in dialog box windream alias settings. The entry will be removed from the list of alias settings. Note: You can restore the previous configuration again by clicking the icon. Or, you can delete all entries of the list by clicking and restore the list from the current settings of the network connections of the Windows Explorer. How to edit an entry of the list 1. Click command Select server>edit of the windream Control Center. 2. Highlight the entry to be changed in the alias list. Note: Changes on the default alias settings will only become effective after a restart. If the server selected is the standard alias entry, windream will display a respective message. 3. Click in dialog box windream alias settings to edit the alias. Figure 2-10: Entering new server connection data 4. The connection data of the selected server entry are displayed in dialog box Server data and can be changed there 5. Save the changes with OK. The entry will be displayed in the list of alias entries. 6. Save the changed list by clicking.

51 Server selection 2-25 he alias list will be saved. Note: You can restore the previous configuration again by clicking the icon. Or, you can delete all entries of the list by clicking and restore the list from the current settings of the network connections of the Windows Explorer. How to connect to another windream server 1. Click command Select server in the Control Center. 2. In the list displayed, you select the server to which you want to switch (enable the corresponding checkbox). 3. Click OK. windream will now close the connection to the current server and will try to connect to the new server. If the connection fails, windream will edit a respective message. If required, you will have to revise the entries of the alias settings (click command Select server>edit>edit alias ). Note: If the server to which you want to switch is not displayed in the list of the Control Center, you will first have to create a respective alias entry via command Select server>edit of the windream Control Center (see also "How to add an entry to the list", p. 2-23).

52

53 3 Acquiring, Indexing, Storing Documents

54

55 Basics of the acquisition and indexing 3-1 This chapter explains the acquisition, indexing, and storage of documents with the document management system windream. It describes how to capture documents, how to index documents with the index service and how to save documents afterwards. Basics of the acquisition and indexing The windream document management system administers all documents (file types) which can be created on the target system. Documents are acquired (captured), indexed and saved in windream. Acquiring documents and folders The documents to be acquired are created in their native applications and saved in windream directly. However, the documents can also be copied or moved to the filing structure of the windream drive via the Windows Explorer or the desktop. Indexing documents and folders Indexing means the acquisition of document or folder related data (document and folder properties) which serve for identifying them during search operations in the database of the document management system. Indexing documents All documents are equipped with document related index properties while saving them in the DMS (e.g. Date, Version, Document type, Keyword), according to which they can be retrieved in the database or in the windream archive (see also "Indexing documents", p. 3-8). In this context, there is a differentiation between the system properties (system indices) which are defined in the Windows operating system, and the DMS-specific index properties (e.g. document type and document type-specific index properties). The system properties are created automatically during the creation of a file and during the storage process in the windream DMS (e.g. date and file type or attribute). The DMS-specific indexing process for determining the document type and the document type-specific index properties or a later post-indexing is executed with the indexing service in dialog box Properties of <file name>. Indexing folders The filing structure which is created in the same way as in the Windows Explorer and which can be changed and extended any time allows users to create document classes in filing structures which can be used as index properties. The DMS-specific indexing of folders is the same as the indexing of documents and is executed via the indexing service in dialog box Properties of <folder name> (see "Indexing folders", p. 3-11).

56 3-2 Basics of the acquisition and indexing The indexing service Documents and folders are indexed with DMS-specific indices with the indexing service of windream. The indexing service administers all new documents to be acquired in the DMS drive, which have niot been excluded by the file filter as index jobs in a queue. These indexing jobs can either be worked out synchronously while the documents are sored in the DMS or later, which means asynchronously. If objects shall only be indexed with the system indices and without DMS-specific properties, the indexing service can be switched off. Synchronous indexing Asynchronous indexing Indexing without DMS-specific properties In a synchronous indexing process, every document / folder is indexed directly while the object is saved in the DMS. In an asynchronous indexing mode, the documents and folders to be imported into the DMS are collected in a queue and can be indexed later on (command for processing indexing jobs). When indexing objects without DMS-specific properties, the documents / folders are only saved with their system indices and without indexing them via the windream index service. Further information on the indexing service can be found under "The windream index service", p Requirements for indexing A requirement for the DMS-specific document / folder indexing at the connected workstations is that the file filter for documents to be indexed has been configured respectively and that indexing jobs created on the windream sever are sent to the workstations for being processed (see p. 3-15). Index properties (document / folder properties) When acquiring documents and folders in the DMS, it is differentiated between index data (document / folder properties or indices) which are automatically assigned by the operating system or by an application, and those which are assigned by a user (see also "Determining index properties", p. 3-23). There is also a differentiation between index properties which are required for all documents / folders (object type independent indices) and index criteria which depend on the defined document type and folder type (object type specific indices). object type independent index properties Object type independent indices are e.g. Object type and Checked out.

57 Basics of the acquisition and indexing 3-3 Object type specific index properties The object type specific indices (which are document type and folder type specific) are determined by an administrator with the windream Management Console when defining the object types and may thus vary. Procedure while indexing Index properties are acquired in several steps. Indexing The system indices and the DMS-specific index properties are assigned to the documents and folders which are acquired during the indexing process. The acquisition of the required DMS-specific index properties for documents and folders is executed with the indexing service in dialog box Properties of <file or folder name> on tab page Indices. The assignment of the system indices is always executed automatically when objects are acquired in the DMS. Depending on the type of acquisition and of the type of documents (new documents from original applications or import from the file system) you can decide whether the indexing process shall be executed in a synchronous or asynchronous way or whether the objects shall be indexed without DMS-specific indices, meaning with system indices only. Post-indexing A post-indexing process (when processing DMS-specific indices) of the documents and folders can be executed any time after the objects have been saved in windream. during a post-indexing process, index criteria which have already been saved can be edited, or you can also assign further index criteria. Objects are post-indexed on tab page Indices of dialog box Properties of <file or folder name>. After a respective retrieval, the index data of objects to be post-indexed can either be opened from the result list or from the document list of the Windows Explorer.

58 3-4 Basics of the acquisition and indexing Figure 3-1: Dialog box Properties of <file or folder name> for synchronous / asynchronous indexing

59 Acquiring documents 3-5 Acquiring documents New documents, like for example files from Microsoft Word for Windows or Excel, are created in the respective application and are directly saved in their original format into the windream drive of the DMS. When doing this, it is also possible to use application-specific templates. Paper based documents are acquired via scanner and are directly saved in the DMS drive as facsimiles, like on a normal drive. The acquisition of already existing documents in the file system is executed from the Windows Explorer or over the desktop with the respective functions for copying or moving files. Single or a number of documents can be copied or moved into the DMS drive (import of documents). For the acquisition of new documents you create the documents in the respective original applications with the functions of the creation and processing of new files (standard function File>New). After having finished this work, you save the new documents with the respective functions into the desired directory of the DMS drive (standard function File>Save as). The use of application-specific templates Over the menu item File>New, many applications offer a selection of application-specific template files (for example *.dot, *.xlt,...). With windream, it is possible to store these templates in the DMS and to open them over the menu item File>New in the respective applications for the creation of new documents. Creating new documents and saving them in the DMS In the following, the steps are listed which are necessary for the creation of new documents with synchronous indexing. This process is described with a new document which is created in a standard Windows application and saved in the DMS over this application, after being indexed with the index service. 1. Open the windream Control Center with a click on the right mouse button on the windream icon in the task bar. 2. Start the index service with the command Index Service>Start from the windream Control Center. 3. Make sure that the command Index Service>Process Queued Jobs synchronously from the windream Control Center is enabled (check mark in front of the menu item) and switch on this option, if necessary.

60 3-6 Acquiring documents 4. Start the application (for example Microsoft Word or Excel from MS Office) in which you want to create the new document. 5. Open a new document with the command File>New from the Office application. 6. Create and design the document. 7. Choose the command File>Save as from the Windows application to store the document in the DMS. 8. In the standard file dialog Save as you select the windream drive and the folder in which the document shall be saved. 9. Enable the respective button to save the document and to close the dialog box. 10. On the tab page Indices of the dialog box <file name>properties (drop-down list box Object Type) you choose the type of the document to be saved. 11. In the document type-specific index fields you key in the necessary entries. 12. Confirm your entries with OK to save the document with the index criteria in the DMS and to close the dialog box. Importing documents into the DMS In the following, the steps are listed which are necessary for importing documents with asynchronous indexing. This is described with a selected number of documents, which are copied from the file system into the DMS drive. Import documents from the file system into the DMS 1. With the mouse cursor, you point on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Start the index service with the command Index Service>Start. 4. Make sure that the command Index Service>Process Queued Jobs Synchronously is deactivated (no check mark in front of the menu item) and switch off this option if necessary. 5. In the Windows Explorer, you select the folder from which you want to import the documents into the DMS. 6. Mark the documents to be imported. 7. In the Windows Explorer, you select the folder of the DMS drive in which you want to import the documents. 8. If necessary, create a new folder in the DMS drive. 9. Import the selected documents with drag and drop functions or over the clipboard into the selected folder of the DMS drive. The documents are saved in the DMS with the system indices. The jobs are collected in the queue and can be processed for further indexing

61 Acquiring documents 3-7 with the functions from the windream Control Center (commands from the submenu Index Service).

62 3-8 Indexing documents Indexing documents In addition to the standard file properties of Windows (system indices), each document can be equipped with a number of DMS-specific index properties during the acquisition. With the help of the index service, the DMS-specific indices are assigned synchronously or asynchronously while storing files in the DMS. A post-indexing can be executed any time after the acquisition. A basic requirement for the DMS-specific indexing is that the file type of the documents to be stored corresponds to the configured file filter. Indexing documents synchronously In the following, the steps are listed which are necessary for the synchronous indexing of documents with the index service. This is described with a new document which is created in a standard Windows application and which is saved in the DMS over this application after indexing. 1. With the mouse cursor, you point on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Start the index service with the command Index Service>Start to receive index jobs. 4. Make sure that the command Index Service>Process Queued jobs Synchronously is enabled (check mark in front of the menu item) and switch on this option if necessary. 5. With the command File>New you create a new document in a standard Windows application. 6. Choose the command File>Save as from the Windows application to save the document in the DMS. 7. In the standard file dialog Save as you choose the windream drive and the folder in which the document shall be saved. 8. Click the respective button to save the document and to close the dialog box. 9. On the tab page Indices of the dialog box <File name>properties (drop-down list box Object type) you select the document type of the document to be saved. 10. In the document type-specific index fields you key in the needed entries. 11. Confirm your entries with OK to save the document with the index criteria in the DMS and to close the dialog box.

63 Indexing documents 3-9 Note: A document which is copied or moved from the file system into the DMS drive (windream drive) with drag and drop or over the desktop, is indexed analog when being saved. Indexing documents asynchronously In the following, the steps are listed which are necessary for the asynchronous indexing of documents with the index service. The steps are described with a selected number of documents which are copied or moved from the file system into the DMS drive. These jobs are collected and the queue is displayed. You can process or delete jobs. Create jobs for asynchronous indexing Display jobs (optional) Delete jobs (optional) 1. With the mouse cursor, you point on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Start the index service with the command Index Service>Start, to receive index jobs. 4. Make sure that the command Index Service>Process Queued Jobs Synchronously is deactivated (no check mark in front of the menu item) and switch off this option, if necessary. 5. In the Windows Explorer, you select the folder from which you want to copy the documents into the DMS. 6. Mark the documents and copy or move them in the desired folder of the DMS drive. 7. If you do not want the jobs to be displayed (steps 7 to 9) and you do not want to delete jobs from the list (steps 10 to 14), because these functions are optional, go on with step Point with the mouse cursor on the windream icon in the task bar. 9. Open the windream Control Center with a click on the right mouse button. 10. Open the dialog box Index Service Queued Jobs by clicking on the command Index Service>Show Queue. 11. Mark the jobs to be deleted in the list. 12. Open the pop-up menu in the list. 13. Delete the selected jobs with the command Delete. 14. Confirm the displayed security message with Yes. 15. Close the dialog box Index Service Queued Jobs with a click on the respective button in the title bar.

64 3-10 Indexing documents Process jobs 16. Point with the mouse cursor on the windream icon in the task bar. 17. Open the windream Control Center with a click on the right mouse button. 18. With a click on the command Index Service>Process Queued Jobs Synchronously you switch on the job processing (check mark in front of the menu item). 19. On the tab page Indices in the dialog box <File name> Properties (drop-down list box Object Type), you select the document type of the document to be indexed. 20. In the document type-specific index fields, you key in the necessary entries. 21. Confirm your entries with OK to save the document with the index criteria in the DMS and to close the dialog box. 22. Repeat steps until all jobs in the queue are processed Note: You create new documents with the respective applications which are saved in the DMS with the function File>Save as of the applications. When doing this, the documents are moved into the queue for asynchronous indexing. Saving documents without DMS-specific indices In the following, the steps are listed which are necessary to save documents in the DMS only with their system indices, if an indexing with DMS-specific criteria is not desired. The steps are described with a selected number of documents which are copied or moved from the file system into the DMS drive. 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Stop the index service with the command Index Service>Stop to switch off the reception of index events. 4. In the Windows Explorer, you select the folder from which you want to move the documents into the DMS. 5. Mark the documents and move them into the desired folder of the DMS drive. Note: In order to switch off the DMS-specific indexing, you can switch off the reception and creation of index jobs on the workplace and user level in the windream system settings (tab page filter in the dialog box windream configuration). This means, that no index jobs are created during the take-over of documents / folders,

65 Indexing folders 3-11 independent of the current settings of the index service in the windream Control Center. Indexing folders It is possible to index folders (directories) with DMS-specific indices directly when creating or taking them over into the DMS drive. This happens in addition to the system indices. With the index service, the DMS-specific indices are assigned synchronously or asynchronously. Doing a post-indexing is possible any time after the acquisition. Indexing folders A basic requirement for the DMS-specific indexing of folders with the index service is that the respective setting in the system settings is switched on (option...also for folders on the tab page Filter in the windream configurationsc). If necessary, you will have to make the respective setting in the windream configurations on the workplace and user level in addition. Indexing folders synchronously In the following, the steps are listed which are necessary for the synchronous indexing of folders. This is described with a folder which is created in the windream drive with the Windows Explorer. 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Start the index service with the command Index Service>Start to switch on the reception of index jobs. 4. Make sure that the command Index Service>Process Queued Jobs Synchronously is enabled (check mark in front of the menu item) and switch on this option if necessary. 5. In the Windows Explorer you select the folder view and change to the place in the windream drive at which you want to create the new folder. 6. Choose the command New>Folder from the menu File. 7. On the tab page Indices of the dialog box Properies of <Folder Name> (in the drop-down list box Object Type) you choose the folder type of the new folder. 8. In the folder type-specific index fields you key in the needed entries. 9. Confirm your entries with OK to create the folder with the index criteria in the DMS.

66 3-12 Indexing folders Note: The synchronous or asynchronous indexing of the folders is only possible when the option...also for folders in the system settings on the system level is switched on (tab page Filter in the windream configurations). Depending on the current workplace and user settings, you will additionally have to activate the option...also for folders in the windream configurations on the workplace or user level. Indexing folders asynchronously In the following, the steps are listed which are necessary for the asynchronous indexing of folders with the index service. This is described with a folder which is copied or moved from the file system into the DMS drive. The job is included in the queue and the queue is displayed. After that you process the job. Create jobs for asynchronous indexing 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Start the index service with the command Index Service>Start to switch on the reception of indexing jobs. 4. Make sure that the command Index Service>Process Queued Jobs Synchronously is deactivated (no check mark in front of the menu item) and switch off this option if necessary. 5. In the Windows Explorer you change to the drive or the folder from which you want to copy the folder into the DMS. 6. Mark the folder to be copied and copy it to the desired place in the DMS drive. If you do not want the job to be displayed (steps 7 to 9), because this function is optional, go on with step 10. Display jobs (optional) 7. Point with the mouse cursor on the windream icon in the task bar. 8. Open the windream Control Center with a click on the right mouse button. 9. Open the dialog box Index Service Queued Jobs with the command Index Service>Show Queue.

67 Indexing folders 3-13 Process jobs 10. Point with the mouse cursor on the windream icon in the task bar. 11. Open the windream Control Center with a click on the right mouse button. 12. With a click on the command Index Service>Process Queued Jobs Synchronously you switch on the processing of the jobs (check mark in front of the menu item). 13. On the tab page Indices of the dialog box <Folder Name> Properties (in the drop-down list box Object Type) you choose the folder type of the new folder. 14. In the folder type-specific index fields you key in the necessary entries. 15. Confirm your entries with OK to create the folder with the index criteria in the DMS. 16. Repeat steps until all jobs in the queue are processed. Note: In the dialog box Index Service>Queued Jobs you can delete selected jobs from the queue. Creating folders without DMS-specific indices In order to save folders in the DMS with system indices only and without DMS-specific indices, the option...also for folders on the tab page Filter in the windream configurations has to be switched off. If this option is deactivated on the system level, a direct DMS-specific indexing is impossible when creating new folders in the DMS. If the option is enabled on the system level, you can deactivate the option...also for folders on the workplace and user level. In the following, the steps are listed which are necessary for deactivating the option...also for folders on the workplace level, when it is switched on on the system level. 1. Open the Windows Start menu with a click on the button Start. 2. From the menu Settings you choose the command Control Panel. 3. With a double click on the windream icon you open the dialog box windream configuration. 4. Change to the tab page Filter. 5. With a click you deactivate the check mark...also for folders in the group Index Events Workstation Settings. 6. Confirm your entry with OK to save the settings and to close the dialog box windream configuration. Independent of further settings of the index service, no indexing jobs are created at the workplace for folders to be acquired in the DMS drive.

68 3-14 Indexing folders Note: Alternatively, the index service can be stopped (command Index Service>Stop from the windream Control Center). However, the direct DMS-specific indexing is also stopped then.

69 The windream index service 3-15 The windream index service With the index service, windream provides an application for the DMSspecific indexing of documents / folders. You can decide whether the documents / folders shall be indexed synchronously or asynchronously, meaning with DMS-specific index properties or without them (with system indices only). File filter Requirements Via a file filter in the windream system settings you can configure the type of documents to be indexed and those which shall not be indexed. This way, the system will identify files according to their file extension whether the indexing service is to be started for a document or not (dialog box Properties of <file name>). In the system settings, you can determine whether folders shall also be indexed when they are created in the DMS. Sending and accepting indexing jobs Option Send jobs on tab page Filter (sector Indexing jobs system settings) in the windream configuration indicates whether the creation of the indexing jobs has been switched on (on system level of the windream server). Indexing jobs can only be processed at the workstations, if this option is switched on. If required, you will have to make the settings in the windream configuration on workstation or user level. Starting the index service The index service is either started automatically from the windream Control Center (depending on the current configuration of the system), or manually (afterwards). It is a requirement that the windream Control Center is started (windream icon visible in the Windows task bar). See also "Starting the windream services" in the "Introduction".

70 3-16 The windream index service Figure 3-2: starting the index service Stopping the index service The index service is either stopped automatically when shutting down the system, when shutting down the windream Control Center, or manually from the Control Center (see also "Exit windream services" in the "Introduction"). How to stop the index service 1. Move the mouse cursor to the windream icon in the system tray. 2. Open the windream Control Center with a click on the right mouse button. 3. Stop the index service with the command Index Service>Stop. The index service is stopped. Still jobs in the queue When stopping the index service, the queue is as well deleted. If there are still indexing jobs in the queue, windream displays a respective message before stopping the index service.

71 The windream index service 3-17 Figure 3-3: Still jobs in the queue Configuring the index service The possible configuration settings for the indexing service can be determined via the windream Control Center. These settings are always valid for the index service of the currently set windream server, if several servers which are used have been configured in the system environment. A detailed description of the options can be found under "Settings of the index service" in chapter "Introduction to windream". Synchronous or asynchronous indexing (receiving and accepting jobs) When indexing documents or folders it is possible to configure, whether the indexing shall be carried synchronously or asynchronously with the storage in the DMS, or whether the indexing shall be done without DMS-specific indexing, that means over system indices only. As default, the synchronous indexing is set, that means the option Index Service>Process Queued Jobs Synchronously from the windream Control Center is active when the index service is started. The setting and the reception of indexing jobs for synchronous and asynchronous indexing depends on the current system settings on the tab page Filter in the windream configurations (command Settings>Control Panel>windream from the Windows Start menu. Synchronous Indexing The documents / folders are directly (synchronously) indexed when stored in the DMS. This means, that the DMS-specific index properties are directly assigned to the documents /folders. If the synchronous indexing is set, the dialog box <File or Folder Name> Properties is displayed for entering the index properties each time a document / folder shall be saved in the windream drive. For synchronous indexing, the option Index Service>Process Queued Jobs Synchronously from the windream Control Center must be active.

72 3-18 The windream index service Asynchronous indexing First of all, the documents / folders are saved with the system indices in the DMS, the DMS-specific index properties are assigned later. If the asynchronous indexing is set, the dialog box <File or Folder Name> Properties for indexing documents / folders will not be displayed, if a document / folder is to be saved in the windream drive. For saved documents / folders, indexing jobs are collected in a list (queue), which can then be processed with the function Process Queued Jobs Synchronously. The option Index Service>Process queued jobs synchronously from the windream Control Center has to be deactivated for asynchronous indexing. DMS-specific indexing switched off The documents / folders are saved in the DMS with the system indices. Saved documents (or folders) are not collected for a later processing as indexing jobs. A later assignment of DMS-specific index criteria is only possible after a respective retrieval. If during the acquisition of documents / folders in the DMS, a DMSspecific indexing is not desired, the index service has to be stopped (command Index Service>Stop from the windream Control Center). Note: When shutting down the system, the queue is deleted and therewith all possibly existing indexing jobs. These jobs can be found and post-indexed with an index search, for example over the document type Standard or the current date. How to switch on synchronous indexing 1. Start the index service with the command Index Service>Start from the windream Control Center. 2. Switch on the synchronous indexing with a click on the command Index Service>Process Queued Jobs Synchronously (check mark in front of the menu item). Note: A basic requirement for the synchronous indexing is that in the windream configuration the settings for the creation and reception of indexing jobs are made respectively (command Settings>Control Panel>windream from the Windows Start menu). How to switch on asynchronous indexing 1. Start the index service with the command Index Service>Start from the windream Control Center.

73 The windream index service Switch off the synchronous indexing with a click on the command Index Service>Process Queued Jobs Synchronously (no check mark in front of the menu item). The indexing is done asynchronously. Indexing jobs for the documents / folders to be saved in the DMS are collected in a queue. The indexing jobs can be executed afterwards. Note: A basic requirement for asynchronous indexing is that in the windream configurations the settings for the creation and reception of the indexing jobs are made correctly (command Settings>Control Panel>windream from the Windows Start menu. How to switch off the DMS-specific indexing 1. Stop the index service with the command Index Service>Stop from the windream Control Center. The DMS-specific indexing is switched off. The acquired documents / folders are only saved with the system properties. The indexing jobs are not collected in a queue for later processing. Note: In order to switch off DMS-specific indexing, you can switch off the reception of indexing jobs on the workplace and user level in the windream system settings (tab page Filter in the dialog box windream configuration). This means, that during the take-over of documents / folders no indexing jobs are created, independent of the current settings of the index service in the windream Control Center. Processing jobs (index events) With the option Index Service>Process Queued Jobs Synchronously from the windream Control Center, you can set whether the documents shall be indexed synchronously or asynchronously. If the option is switched on, the dialog box <File or Folder Name> Properties is either directly displayed when acquiring documents / folders in the windream drive, or when jobs in the queue are processed. As default, the function Index Service>Process Queued Jobs Synchronously is active. With the functions Index Service>Show Queue and Index Service>Clear Queue from the windream Control Center, you can display the jobs in the queue and delete single or all documents from the list. In order to process the indexing jobs in the queue, you have to switch on the processing of the jobs.

74 3-20 The windream index service How to switch on the processing of indexing jobs 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. With a click on Index Service>Process Queued Jobs Synchronously, you switch on the processing of the index jobs (check mark in front of the menu item). The job processing is switched on (check mark in front of the menu item in the pop-up menu). After that, the dialog box <File or Folder Name> Properties for every indexing job (document or folder) in the queue is displayed, and you can execute the indexing of documents and folders. How to switch off the processing of indexing jobs 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Switch off the processing of index jobs over the command Index Service>Process Queued Jobs Synchronously (no check mark in front of the menu item). The processing of index jobs is switched off (no check mark in front of the pop-up menu). Viewing indexing jobs The display of the indexing jobs for documents and folders or the deleting of selected jobs from the list is executed in the dialog box Index Service Queued Jobs, which is displayed with the command Index Service>Show Queue from the windream Control Center. The jobs displayed present the file or folder name, the number of the document / folder (ID), and the point of time they were included in the queue. Figure 3-4: Display queued Jobs.

75 The windream index service 3-21 How to display current indexing jobs 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Open the dialog box Index Service Queued Jobs with the command Index Service >Show Queue. Deleting indexing jobs You can either delete all indexing jobs from the queue, or only those that have been selected before. Delete Selected Jobs How to delete selected jobs from the queue 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Open the dialog box Index Service Queued Jobs with the command Index Service>Show Queue. 4. Mark the jobs to be deleted in the list. 5. Open the pop-up menu. 6. Delete the selected jobs with the command Delete. 7. Confirm the displayed security message with Yes.. Note: If you press DEL on the keyboard, selected jobs will also be deleted from the list. Delete all indexing jobs How to delete all indexing jobs from the list 1. Point with the mouse cursor on the windream icon in the task bar. 2. Open the windream Control Center with a click on the right mouse button. 3. Delete the queue with the command Index Service>Clear Queue. 4. Confirm the displayed security message with Yes. The queue is deleted.

76 3-22 The windream index service Figure 3-5: Delete jobs from the queue

77 Determining index properties 3-23 Determining index properties The acquisition of DMS-specific indices is done on the tab page Indices of the dialog box <File or Folder Name> Properties. The dialog box is either opened when saving a document into the windream drive, or a folder, but only if the reception of index jobs for synchronous or asynchronous indexing has been switched on After the storage, the dialog box is called up over the pop-up menu in the list of document entries in the Windows Explorer, or over the pop-up menu in the result list in the dialog box Search for Documents. According to the index criteria, the document or the folder saved in the DMS can be retrieved later. The system properties are automatically generated during the creation of a file or folder, and they are used for indexing the documents / folders while saving the documents / folders into the DMS. The DMSspecific indexing for the determination of the object types (document or folder types) and the object type-specific index properties or a later post-indexing is worked out with the help of the index service in the dialog box <File or Folder Name> Properties on the tab page Indices. The structure and the function of this dialog box correspond to the standard dialog box in the Windows Explorer for the display and the processing of document and file properties. However, it has been extended by the function for the processing of the document typespecific properties which are needed in the DMS.

78 3-24 Determining index properties Figure 3-6: Determining Index Properties Some of the index properties are set by the operating system during storage in the windream drive. Some index criteria are automatically assigned by windream, the other index criteria are entered by the user. Automatically How to call up the dialog field for indexing If the index service is started and the option Index Service>Process Queued Jobs Synchronously from the windream Control Center in the Windows task bar is enabled, the dialog box is always displayed automatically when a document is saved in the DMS drive (for example with the function File>Save as or via drag and drop in the Windows Explorer). This is either done directly while saving in the DMS (synchronously), or later when processing the documents in the queue (asynchronously).

79 Determining index properties 3-25 From the Windows Explorer In the result list from the dialog box Search for Documents 1. In the Windows Explorer, you select the windream drive and the folder in which the document to be indexed has been placed. 2. In the list of the document entries, you mark the document to be indexed. 3. Choose the command Properties from the pop-up menu. 4. Change to the tab page Indices. 1. Open the Windows Start menu with a click. 2. From the menu Search you choose the command In windream... to start the retrieval function Search for Documents. 3. Execute a respective retrieval. 4. In the result list, you mark the document to be edited. 5. From the pop-up menu, you choose the command Properties to open the dialog box <File or Folder Name> Properties. 6. Change to the tab page Indices. Object type Select an object type In the field Object Type, entries are only possible over the respective selection list. According to the requirements needed, the sort and the number of the object types available (folder and document types) are determined by the system administrator with the help of the windream Management Console. As a standard, the pre-defined object type Default is available, which is automatically assigned by the system during take-over, if no other object type is entered. Depending on the selected object type, the index fields for entering the object type-specific (folder and document type-specificindex criteria are displayed on the tab page Indices). The indices can be created and entered on several tab pages. An object type that has been assigned once cannot be changed after storage in the DMS. It can only be changed if the default object type has been assigned. Object type Default The field Object Type is preset with Default, and the documents / folders can thus be stored in the DMS. This object type is automatically assigned by the system to each document or folder which is newly stored in the DMS, if no other object type is entered. For the postindexing with DMS-specific indices (assignment of an object type), documents can be retrieved according to this object type. How to select an object type 1. Open the drop down list Object Type. 2. With a click, you choose the desired object type.

80 3-26 Determining index properties Figure 3-7: Object Type and Object Type-specific Index Properties. The selected object type and the respective object type-specific fields are displayed. After storage, the assigned obect type cannot be changed any more. Indices Input fields Object type-specific indices On the tab page the index fields are listed which are defined over the selected object type. Depending on the selected object type, the sort, the number, and the position of the index fields are changed. The index fields can be arranged on several tab pages. The definition of possible indices (for example name, sort, size, position of the field, presetting, or selection list) as well as the assignment of indices to the single object types is done by the authorized system administrator over the windream Management Console. Input fields can be alpha-numeric, numeric, or date fields, in which only the respective entries are possible.

81 Determining index properties 3-27 Mandatory fields Editable once Fulltext fields Tables (vector fields) Input fields can also be mandatory fields, in which an entry is absolutely necessary. If those fields are not filled in correctly, windream displays a message, if the respective fields are not filled in. Further on, mandatory fields are signed with special frames in the dialog box Properties. Input fields can also be defined as write once (editable once) fields. In this case, users can only make one entry in this field. After that, the respective field is automatically set into the read only mode. A later modification is not possible. Input fields can be fulltext fields in which the text entered is acquired as extended fulltext. A retrieval can be executed via these index fields using the respective fulltext search. Additionally, specific index fields can be marked as fulltext-searchable independent of the object type. The contents of these fields is extracted as fulltext and considered in a fulltext search (see also chapter "Fulltext search"). Input fields can be created as tables (vector fields). In this context, input in lines can be acquired and edited according to the data type of the respective vector field. New lines can be added or existing lines can be deleted according to the respective commands of the context menu. Figure 3-8: Example: Tables (vector fields)

82 3-28 Determining index properties Lists, groups of radio buttons or checkbpxes with multiselection (vector fields) Documents can also be indexed by selecting entries from listboxes (comboboxes, dropdown or list fields) or from groups of radio buttons and checkboxes. If index fields of type Vector<data type> have been assigned to these fields, a multiselection of certain options will be possible for specific field types. In dropdown comboboxes, it is possible to acquire further entries in addition to the existing ones. Thus, input in lines can be acquired, deleted or changed. Other cases may be fields in which you determine the index criteria by selecting an option or an entry from a list (see also keywords "Default settings" and "Dropdown lists"). Default settings (presettings) or drop down lists As a support during entering the index criteria, fields can contain default settings (for example date), or drop down lists are available, from which entries can be taken over into the respective fields.the default settings and the contents of the drop down lists are determined in the windream Management Console during the definition of the index fields for the object types. Via a command of the context menu (right click into a free space of the indexing dialog), you can determine whether the default settings in fields (presettings) shall be displayed or not. Figure 3-9: Example: Default settings (presettings) or dropdown lists Keyboard navigation in vector fields The navigation in index fields which have been created as vector fields can also be executed via keyboard. The following actions are possible:

83 Determining index properties 3-29 Key Action RETURN Opens or closes an input field / dropdown combobox ESCAPE Closes an opened input field / dropdown combobox; entries will not be applied. CURSOR UP / DOWN INSERT DELETE Switches to the previous / next field. An open input field will be closed. In open dropdown comboboxes, the list will be displayed or you can navigate within the list. A field will be inserted below the currently selected field (using the SHIFT key simultaneously will insert a field above the selected one). the current field will be romoved. Type independent / global vector indices Type independent indices can also be assigned to an object type. These global indices can be assigned to different object types. System indices When storing a document or a folder into the DMS, the standard file properties (system indices) are entered automatically by the operating system, like for example file name (document name), file size (document size), file type or the date of change. Indices assigned by windream The document number (document ID) is managed by the application itself. The document is stored in the DMS with a unique document number, which is generated by the program.

84 3-30 Applying index properties Applying index properties With the button Apply, the entered index criteria are taken over. The dialog box <File or Folder Name> Properties remains open for further processing. An object type that has been assigned once cannot be changed any more. With the button OK, the entered index criteria are taken over, and the dialog box <File or Folder Name> Properties is closed. How to save index properties 1. Enable the button Apply to take over the entered index criteria. 2. The dialog box <File or Folder Name> Properties remains open for further processing. An object type which has beeen assigned once cannot be changed any more. Or 1. Click OK to save the entered index criteria and to close the dialog box.

85 Clipboard indexing 3-31 Clipboard indexing The indexing of documents can also be executed over the clipboard. Then, selected passages of an original document opened in the original application are copied to the clipboard and inserted into an index field of the tab page Indices (Dialog box Properties of <Document Name>. When copying parts of the document contents to the clipboard, a pop-up menu with the index fields available is displayed. The indexing of the respective document is executed over the selection of an index field in the pop-up menu. Basic requirements for clipboard indexing In the pop-up menu of the original application for clipboard indexing only those index fields are displayed that are equipped with the following properties: 1. Only those fields are displayed which are either defined as input field, textbox, dropdown combo box, datepicker or fulltext field. 2. Only those fields are displayed which have been assigned to a typespecific index. 3. Only those fields are displayed that are not set in the read-only mode. How to activate and deactivate the clipboard indexing function 1. In the Windows Explorer, you open the pop-up menu of a document saved in the windream drive, and choose the menu item Properties. 2. Enable the tab page Indices of the dialog box Properties of <File Name>. 3. Open the pop-up menu by clicking the right mouse button on a free space of the tab page and choose the menu item Activate ClipboardIndexing. The function for clipboard indexing is enabled. In order to deactivate the clipboard indexing, repeat steps 1 to 3 again and choose the respective command in the pop-up menu. Alternatively, the clipboard indexing can also be deactivated over the respective command in the pop-up menu directly. How to execute a clipboard indexing process 1. In the DMS (windream drive in the Windows Explorer), highlight the document to be indexed.

86 3-32 Clipboard indexing 2. In the Context menu of the Windows Explorer, open dialog box Properties of <filename> of the document and enable the Indices tab page. 3. Select the object type to be assigne to the document from dropdown list Object type. 4. Enable the ClipboardIndexing via the context menu. 5. Open the document with the respective original application. 6. Switch to the application and highlight the part of the opened document which shall be applied as value to an index field of the respective tab page. 7. Copy the value via the respective function of the application to the clipboard (command Edit>Copy or by clicking the respective icon in the icon bar). 8. In the context menu (index menu) displayed, enable the index field to which the clipboard contents shall be applied. 9. Repeat steps 6 to 8 for all contents of the opened document which shall be pllied as index value. 10. Click OK in the Properties of <filename> dialog box (Indices tab page) to save the entries. The respective contents of the clipboard is copied to the active index field. If an entry already exists in a field, the old value of the field is overwritten by the current clipboard contents. Specials of clipboard indexing Shut down the menu and save the document indexed The following special features when using the clipboard indexing should be regarded: If the contents of the clipboard (index value) increases 50 characters, windream abbreviates the value by using "...". If the index field selected in the pop-up menu already contains a value, this value will be displayed behind the respective menu item of the pop-up menu ("=" between index name and value). The pop-up menu always displays the name of the type-specific index assigned, but not the name of the field in the Indices tab page. The pop-up menu of the clipboard indexing can be closed by choosing the command close menu. In this case, the current value is not taken over. For closing the document after being indexed, you firstly have to shut down the pop-up menu of the clipboard indexing by choosing the command close menu. Then, the document is saved with the index properties in the DMS.

87 Processing index criteria post-indexing 3-33 Processing index criteria post-indexing The processing of indices as a post-indexing or for a modification of index criteria is executed on the tab page Indices of the dialog box <File or Folder Name> Properties. The dialog box is either opened over the pop-up menu in the list of document entries in the Windows Explorer, or over the pop-up menu in the result list of the dialog box Search for Documents. Figure 3-10: Process Index Criteria From the Windows- Explorer How to view index properties 1. In the Windows Explorer, you choose the windream drive and the folder in which the document, whose indices shall be displayed, is placed. 2. Mark the desired document in the list of the document entries. 3. Choose the command Properties from the pop-up menu. 4. Change to the tab page Indices.

88 3-34 Processing index criteria post-indexing Or In the result list of the dialog box Search for Documents In the result list after a successful retrieval with the search function Search for documents. 1. Open the Windows Start menu with a click. 2. From the menu Search, you choose the command With windream to start the retrieval function Search for Documents. 3. Conduct the respective search. 4. Mark the document to be processed in the result list. 5. From the pop-up menu, you choose the command Properties to open the dialog box <File Name> Properties. The index properties are displayed for further processing. How to modify index properties 1. Open the dialog box <File or Folder Name> Properties. 2. Determine the document or folder type in the field Object Type, if no object type has been entered yet. 3. Enter the respective data in the object type-specific index fields, or make the necessary changes. 4. Save the entries with one of the buttons Apply or OK. How to save index properties 1. Enable the button Apply to save the modified index criteria. 2. The dialog box <File or Folder Name> Properties remains open for further processing. An object type that has been assigned once cannot be changed any more. Or 1. Enable the OK button to save the changed index criteria and to close the dialog box.

89 Saving documents in the DMS 3-35 Saving documents in the DMS You directly save electronic documents in the desired folder of the DMS drive from the original applications with the respective functions (standard function File>Save as or File>save). Paper based documents are acquired with scanners and are directly saved into the DMS drive as on a normal drive. Documents which are already existing in the file system are saved in the DMS using the file operation functions of the Windows Explorer. In this case, single but numerous documents as well can be copied or moved into the DMS drive.

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94 Basic information on document retrieval 4-1 This chapter explains the different functions of windream when searching documents. First, we will briefly explain the basics of the retrieval functions. Then we will describe how to start the windream search (p. 4-3) and the general function for conducting a search (p. 4-5). The following chapters describe the search functions in detail. We will describe how to conduct a quick search (p. 4-8), an index search (p. 4-17), a fulltext search (p. 4-35) or an object type search (p. 4-47), how to create search profiles and how to save and re-use them (p. 4-59). We will also explain how to work with the result list (p. 4-68). The options for determining extended search conditions are described in a separate chapter (p. 4-51). Basic information on document retrieval The application Search for documents with different retrieval possibilities is available for the search of saved documents. The retrieval function of windream is mainly congruent with the standard search functions of Windows (search for files and folders), according to structure, user guidance and the different functions. However, the search with windream offers a large variety of retrieval possibilities for the different searches in the DMS. Alternatively, single documents can also be found again by browsing in the file system in the Windows Explorer, or in the Internet browser. Excludingly, the retrieval is conducted with the application Search for documents within the windream DMS. Search with structured or free search items in the index properties or in the fulltext of the documents. Wildcards and logical links in search terms. You can search for documents: With structured properties within the index properties (index data or document properties) of the documents (index search). With free search terms within the fulltexts of documents (fulltext retrieval). For document or folder types of the documents / folders in the search for object types. With stored search routines (search profiles). Over hierarchic document organization in the storage structure (document classes) of the Windows Explorer (hierarchic search). Wildcards can be included in the search terms. By using logical links, complex and detailed search routines can be created.

95 4-2 The use of search profiles. Display retrieval results in the integrated result list. Created search profiles, that means already conducted searches, can be saved and re-used for other searches. Saved search routines can be placed on the desktop as icons and can be called up again any time by a double click. The search results are displayed in the result list (hit list). Documents can be displayed and edited in the respective original applications (for example Windows applications like MS Office or Adobe Acrobat Reader). Documents can also be viewed in their original layout via the windream DocView document preview module. The documents are selected in the result list and are opened for further processing in the respective applications. Selected documents from the hit list can be placed in specially created folders of the DMS for further processing or as a collection.

96 Starting a search in the DMS 4-3 Starting a search in the DMS The application Search for Documents is integrated in the search function of Windows. Over the command Find>In Windream... from the Windows Start menu or over the menu Programs>windream>Find in windream..., the application Search for Documents is started. Start the application from the Windows Start menu. How to start the application 1. Open the Windows Start menu with a click. 2. Open the dialog box Search for documents...with the command In windream from the menu Find. Figure 4-1: Search for documents The dialog box Search for Documents... contains the different search functions on the respective tab pages. The dialog box Search for documents... contains the different search functions on respective tab pages: Quick search quick search operations via selected index criteria and via the fulltext of documents (p. 4-8). Index index search according to structured index criteria (p. 4-17) and fulltext searches according to free search expressions (p. 4-35). Object type object type searches according to object type specific index criteria of document and folder types (p. 4-47). Options settigs for the determination of further search conditions (p. 4-51).

97 4-4 Starting a search in the DMS After having started and conducted a search, the result is displayed in a result list below the respective tab page (p. 4-59). The search profiles created can be saved in the file system, they can be used again or placed on the desktop as an icon and they can be executed from there again (p. 4-68).

98 General functions for conducting a search operation 4-5 General functions for conducting a search operation The general functions will be described now, which are available for conducting a search with windream (quick search, index search, fulltext search, object type search). Starting a search operation This command starts a search with the search criteria determined. Alternatively, a search can also be started by pressing the RETURN key. If no search item is defined, the standard search will be executed. The search is executed, and the documents / folders found are listed in the result list. The number of the documents and folders found (number of hits) is displayed in the status bar of the result list. If no documents could be found with the search criteria entered, you should have a closer look at the criteria again and start the query again. If the number of hits is too high, you should specify the criteria and restart the search. With the Stop button, a search can be interrupted. All documents and folders which have been found so far will be displayed in the result list. How to start a search operation 1. Select the tab page Quick Search, Index or Object Type for the desired search function. 2. Enter the search criteria. 3. Start the search by enabling the Start button. Standard search function If you start a search from one of the search functions without determining a search item, windream will conduct a standard search with which all documents will be found. In the respective search functions, this search will be displayed over the object type and the filename. Saving a search profile and a search result The search criteria of a search can be stored as a search profile which can be used again later on, if criteria are saved via command File>Save search profile or File>Save search profile as (see chapter "Working with Search Profiles", page 4-59). The search result can be stored in a CSV file independently from the search criteria with the command File>Save Result List (see chapter "Working with Search Profiles", page 4-68 f).

99 4-6 General functions for conducting a search operation Deleting (initialising) fields for a new search operation The current search result will be lost after having confirmed a security message, if the Delete Search button is pressed, which means that the result list is initialized. At the same time, all entries and index fields selected on the respective tab page will be deleted or reset for the entry of other criteria. How to initialize fields for a new search operation 1. Select the tab page Quick Search, Index or Object Type for the desired search function. 2. Click button Delete Search. Server selection for a search operation If several windream servers arre used, the search can be restricted to one specific windream server. A requirement is that the servers have been configured in the server selection list and that the windream drives have been mapped as network drives on the client computer (see also "Server selection" in the "Introduction"chapter of this documentation). The server list can be viewed and edited form a windream search via command File>Administer server list. The server on which the search processes shall be run can be set in the server dropdown list in the dialog box of the windream search. The field for server selection will only be displayed, if at least two windream servers are configured in the windream server list and to which the search module has been assigned. Saving the settings before closing the application It is possible to save user-defined settings via command View>Save Settings on Close. If the option is active, The current size and the position of the dialog boxes and the result list as well as the form, the number and the ranking of the columns in the result list and the current layout of the search terms will be saved when the search function is closed. Additionally,the current settings which determine the behavior of the search engine (e.g. include previous versions, case-sensitivity etc.) are saved via this command. Save settings now You can also save the current settings manually via command View>Save settings now any time. Note: If you load a standard profile whose settings (for example form, number and ranking of the columns in the result list) do not

100 General functions for conducting a search operation 4-7 fit to the current configuration of the search, you should disable this option before closing the search. This way, the settings will remain unchanged after a restart of the application, and they will not be overwritten by the current settings of the search profile loaded. In windream version 4.0 and higher, you can determine in nthe search options or while loading a search profile which presentation properties saved shall be used for presenting the search results after ahaving conducted a search operation (see also "Using profile properties", p. 4-54). Only these explicitly selected options will be used independently of the search profile settings. This will protect your current settings from being changed or overwritten by the settings of the search profile. The same is also valid for settings which determine the search behavior. Here, you can also select the options that shall be used when executing a search profile (see also "Using profile properties", p. 4-54). Settings which are explicitly saved via this command: Position and size of the dialog fields of a search function Position and size of the result list Position and properties of toolbars in the result list (functions, icon size, visability) Settings determining the search behavior: Include previous versions, logical links between fulltext search items and case-sensitivity, without hit counting Global settings (time limits for the search) Presentation properties of the result lists of the View menu (list, small icons, large icons, details, file icons, column settings, grouping). Toolbars From the result list, functions for file editing can be launched via different toolbars and also windream-specific functions or user-defined commands for editing retrieved objects. The toolbars named windream, File and User can be switched on and off via command View>Toolbars. A checkmark in front of the entry indicates that the respective bar will be displayed in the result list (see chapter "Result list", p. 4-68). The size of the icons can be changed via command View>Toolbarsn>Icon size>small icons or View>Toolbars>Icon size>large icons.

101 4-8 Quick search Quick search With the quick search, windream offers a function with some special search criteria. With this function, documents of a specific object type or certain creators can be found. Additionally, a search can be conducted over file name and date and time stamps of the documents. Further on, it is possible to conduct a search according to alphanumeric search items over index data and the fulltexts of documents. Figure 4-2: Quick search The search criteria of the different areas Object Type, Search in, Creator and Time are connected with the operator "AND" by windream. Single search expressions within the respective sectors (e.g. several expressions in field Search for) are connected with operator "AND" by default. This settings can be changed in the search options to a connection with OR. To do so, you disable option Logic operation between fulltext search items in the search options. Conducting a search operation The steps are listed now, which are necessary for conducting a quick search. Then, the processing steps will be described in detail. How to conduct a quick search 1. Open the Windows Start-Menu with a click. 1. Start the application Search for documents... with the command In windream from the Find Menu. 2. Switch to the tab page Quick Search.

102 Quick search If required, determine the server for the search by selecting the desired entry from the Server dropdown list box (see also "Server selection for the search", p. 4-68). 4. Select the desired entry from the dropdown listbox Object Type. 5. Check the respective box, if the search shall be restricted to sepcific files or folders. 6. In dropdown list fields Search in you determine the fulltext within which the item entered shall be found. 7. In dropdown list field for you enter the desired expression or select an expression from the list. 8. If you want to find documents according to specific index criteria, e.g. according to file names, you select the respective property from the Search in list (e.g. All Indices) and enter the contents to be found in field for. 9. If you want to find documents according to their file names, you can enter a name in the respective field. 10. Select the creator via the respective button, if the search shall be limited to specific creators. 11. Enter the desired values in the dropdown listboxes Time (Date) and from and till if the search operation shall be limited to these values. 12. Start the search by clicking the start button. The search operation will be conducted, and the documents / folders found are listed in the result list. The number of hits will be displayed in the status bar. Figure 4-3: Conducting a quick search The search profile and the result list can be saved to be used again later.

103 4-10 Quick search Determining search conditions The steps necessary for conducting a quick search and the determination of search criteria is now explained in detail. Select object type By selecting an object type from the alphabetically ordered dropdown listbox Object Type, you can restrict the search on documents of a specific type. Additionally, you determine indices here, which are also used for the search. In the field Object Type, only entries over the dropdown list are possible. You can select: Standard (no object type) All object types One specific object type. Depending on the selection, the list of date and time index fields is determined in the Time field. The list of available index criteria (list Search in)will also change and depends on the selected object type. Standard The dropdown listbox Time contains the date and time indices of the system indices and the document type independent indices. The list of the index properties (list Search in) contains two entries Filename and All indices to find objects via their file name or via any index criterion. All object types The dropdown listbox Time contains the date and the time indices of the system indices, the document type independent indices and the object type specific indices of all object types. The list of the index properties (list Search in) contains all object type-specific index criteria of all object types and always the entries Filename and All indices to find objects according to respective index contents. One specific object type The dropdown listbox Time contains the date and the time indices of the system indices, the document type independent indices and the object type specific indices of one specific object type. The list of index criteria (list Search in) contains all object type-specific index criteria of the selected object type and always the entries Filename and All indices to find objects according to respective index contents. You can restrict a search operation to specific files or folders of the selected object type. If no option is selected, the system will always consider files and folders.

104 Quick search 4-11 Files only Folders only Only files will be searched which match the advanced search conditions. Only folders will be searched which match the advanced search conditions. Searching for text elements in the fulltexts Enter a search term in the dropdown listbox Search for, with which the system searches in the fulltexts of documents of the previously selected object type. For entering a search term in the field for, you enter the desired term or select one from the list. The last ten search terms entered are saved in the list and will be available again after a restart of the application. If you enter several terms which are separated by blanks, these will automatically be connected with the "AND" operator. It is always searched with the "LIKE" operator (see chapter "linking of search terms" and "Operators", page 4-22). The use of wildcards in terms is supported. Ensure that only the use of "*" for one or any number of characters is possible in the fulltext search, if the wildcard is used at the beginning of the term when searching for a part of a word (see chapters "The use of Wildcards" and "Fulltext Search"). Example Search for: Test* windream In: Extracted Fulltext Search term: LIKE "Test*" AND LIKE "windream" All documents will be found which contain "Test" and "windream" in the extracted fulltext, or which contain terms that begin with the word "Test" and which contain "windream". End of example In the dropdown listbox In you determine in which fulltext shall be searched with the search expression entered. You can select the following items: Extracted fulltext, Manual fulltext All fulltexts. Extracted fulltext With the entered search items, a search is executed in the extracted fulltext of documents of the selected type.

105 4-12 Quick search Manual fulltext With the entered search items in the field Search for, it is searched in the manual fulltext of the documents of the selected type. Fulltext searchable string fields With the entered search items in the field Search for, it is searched in the alpha-numeric system indices and the alpha-numeric, object type independent indices as well as the object type specific indices of the documents, which have been defined as fulltext searchable. All fulltexts With the search expression entered, it is searched in all fulltexts of the documents of the selected object type. Note: If previous versions, another logical link or a case-sensitive search shall be included, you will have to set the respective option on the tab page Options. When searching in the fulltext, the case-sensitive search will not be considered. This is also valid for a search for text elements in fulltext-searchable index fields. Search according to file names In order to find documents according to file names, it is possible to enter one or several file names or filters in the Filename field. The entries must be separated by blanks. You can use wildcards or double quotation marks, if the filename contains blanks. The names are logically linked with operator "OR". Examples: *.doc *.txt windream.doc windream*.* *.pdf "Name with blank.*" NameWithoutBlank.* "Name with blank.txt" *.pdf Search operations according to specific index properties You can also find objects according to further index criteria. Thus, you select the desired index from the list of indices (field Search in) and enter the search item in the for field. Extending search expressions by wildcards Depending on the current setting of option Add wildcards automatically in quick search (string fields) on the Options tab page, the search items entered will automatically be extended by wildcards at the beginning and at the end of the expression. This is only valid for esearch operations via index fields (in field for) and there in text fields only.

106 Quick search 4-13 Example Search for "windream" and "test" via All indices: windream test If the automatic extension is set, the expression will be extended as follows: *windream* AND *test* End of example Search for creator In order to restrict the search to certain document creators or to documents of the currently logged-in user, you will have to make the entries in the respective field, or you determine an item over the Creator button. Figure 4-4: Quick Search Select creator The currently registered windream users are displayed as possible creators in a list (left side). If the number of windream users as creators exceeds the defined number (for example 100), the list will be empty. In this case you must execute the search over the command button in column User with the filter * to display all creators. With the Add button ( ), all entries of the left side are transferred to the list on the right. Over the Remove button ( ), you delete selected entries from the list on the right. All selected entries (right list) are taken up into the Creator field on the tab page Quick Search by clicking OK. The entries are separated by semicolons and are connected with the operator "OR" when the search is conducted.

107 4-14 Quick search Via the button for including the currently logged-in user into the search( ), you apply the entry ##current user## to the list of selected creator names. The entry is removed again by another click on the button. In the field Creator, entries can be made over the same button, optionally by using wildcards. It is then searched for documents / folders for which the name has been entered as creator. In order to find documents whose creator is not logged on the windream server any more and who thus cannot be displayed in the list of users, you enter the respective name in the creator field. Note: If you enter a name from the list of the current windream users and then open the list of creators, this name is entered in the right list. If you now close the list with OK, only the names of the creators selected in the list will be taken up in the Creator field. Previously entered search items in the creator field will thus not be overwritten. Only the complete name of a creator will be applied as search item. The designator of the corresponding domain will only be displayed during the selection of a creator. Filter for creator names With the filter function, you can restrict the number of the currently displayed creators of the dialog box Choose Names. By entering a value in the fields of the first line of a column, the contents of the list is restricted to those elements which contain the determined value in the respective column (for example T* in column Usere). The contents of the list can further be restricted by entering values in several columns. Input values can be entered as alphanumeric character strings. The entry of wildcards (* and?) is supported. With the value *, all elements of a column are found. After having entered a value, the filtering process is enabled over the RETURN key, the command button or automatically after one second. The current number of hits is displayed in the status bar. The filter values entered and the contents of the list are not saved. Applying the filter is especially recommended when the system administers many user names. Note: In addition to the online help, a tooltip direct help is available for this function. This help can be opened by clicking the question mark in the title bar of the dialog box.

108 Quick search 4-15 How to select a creator for restricting the search 1. Enable the button Creator. 2. Select the desired entry/entries in the left list or restrict the list by a filter. 3. Enable the Add button to take up the selected entries in the right list. 4. Click OK to take up the selected names into the creator field of the quick search tab page. Note: In order to find documents for which users have been entered as creators, which are not listed in the list of windream users any more, you will have to enter the respective names in the creator field. Finding documents of a current user (quick search) Documents of a currently logged-in user can be found over the quick search. If the value ##current user## is entered in the Creator field (manually or via the Creator button), all documents will be found which have been acquired in the DMS by the user who is currently logged in at the respective workstation. The value will internally be changed to the name of the currently logged in user after the query has been started. Additionally, it is also possible to substitute the value ##current user## by the real name of a user (for example ##Mike Miller##). Then, all documents will be found whose creator name match the value entered. Queries of a current user can be saved as search profiles and can thus be made available for other users who will then be able to start the profiles from their workstations. Searching for date- and timestamps You can restrict the search by entering date and time stamps. The dropdown listbox Time (Date) contains the default entry No entry or all date and time fields of the system indices, the object type independent indices and the object type specific indices of the previously selected object type. All date and time fields of the system indices and the object type independent indices (Object type Standard). All date and time fields of the system indices, the object type independent indices and the object type specific indices of all object types (object type All Object types).

109 4-16 Quick search All date and time fields of the system indices, the object type independent indices and the object type specific indices of an object type (one specific type). With the date and time entries determined in the fields Time (Date) and from/till, it is searched in system indices, document type independent and object type specific index fields of the previously selected object type, which contain time and date stamps. Entries are only possible in the fields over the respective lists (calendar function in the fields from/till). Only if an index has been selected in the field Time (Date), a time entry can be selected from the respective dropdown list. If you want to search for a specific date, you will have to key in the desired date in the from field. Concerning time periods or points of time like e.g. today, tomorrow or this month the system will automatically calculate the respective data and will preset the fields named from and till automatically. Not specified Criteria for date and time will not be considered during a search, if this entry has been set in the Time (Date) field. This is the standard entry with which the field is preset. At any time If this entry is set, the criteria for the date and time entries will not be considered. This is the standard entry with which the field is preset. How to enter a date or a time for restricting the search 1. Open dropdown listbox Time (Date). 2. Select the desired entry from the list. 3. Select the desired time entry from the dropdown list. 4. Determine the desired date with the diary function.

110 Index search (structured search) 4-17 Index search (structured search) Each document is equipped with a structured document description (index properties / file properties / document properties), which are determined during the acquisition and indexing of the documents. With the Index function of the search, documents are retrieved over the index data. Further on, it is possible to search documents over the fulltexts. By linking respective search items it is possible to execute combined searches over the fulltexts and the index data of the documents. Figure 4-5: Search for documents The tab page Index contains three groups for the determination of the search criteria and for conducting index search operations. Object type In this dropdown list, you determine the object type for restricting the search and for selecting the indices used for the retrieval. Search for objects which fit the following criteria The determined search criteria are displayed in the list. The search items of the list are combined to terms with operators. The ranking of evaluation can be changed by setting brackets. Search items (meaning lines in a list) can be moved, deleted, or substituted with the respective buttons. Already existing search items are taken over by clicking the Define Criteria button. The layout of the list of search terms can be configurd. You can display or remove the column headings over the context menu. Additionally, you can determine whether the window size is automatically adapted, if the length of the columns is changed.

111 4-18 Index search (structured search) Define criteria In this group, the search criteria are determined. Select the desired index from the list of categories displayed. After that, you determine the condition and the value and add the term to the list. Conducting a search Now, the steps are described which are necessary for conducting an index search. The steps will be explained in detail. How to conduct an index search (structured search) 1. Open the Windows Start menu. 2. Start the windream retrieval application from the Find menu. 3. Switch to the tab page Index. 4. If required, determine the server for the search by selecting the desired entry from the dropdown listbox named Server (see "Server selection", p. 4-68). 5. Select the desired entry from the dropdown listbox Object Type. 6. Select the desired index from the list. 7. Determine the operator over the dropdown listbox Condition. 8. Enter the search item in the Value field. 9. Enable the Add button for adding the item to the list of terms. 10. Repeat steps 5-8 until all desired terms are defined. 11. Change the order of evaluation by using brackets (optional). 12. Change the linking operator if necessary. 13. Switch to the tab page Options, if you want to conduct a case sensitive search or if previous versions shall be included. 14. Conduct the search by clicking the start button. The search is conducted, and the documents found are displayed in the result list. The status bar displays the number of hits. The search profile and the result list can be stored to be used again. (Use the command File>Save.)

112 Index search (structured search) 4-19 Figure 4-6: Conduct an index search Determining search conditions Now, the steps for executing structured search routines and for determining search criteria are described. Selecting an object type A search routine can be restricted by selecting an object type. Additionally, you determine the possible indices. In the field Object Type, entries can only be made over the dropdown list. It is possible to select between: Standard (no object type) All object types One specific object type Depending on the selection, a context menu can be opened over the index button, which contains the different index categories to be used for the retrieval. Note: If the object type is changed, the current list of terms will only be deleted if it contains a term with an index which has not been assigned to the new object type yet. Selecting an index from categories Available indices will be displayed when clicking the Index menu button. System indices, object type-independent indices and those indices which are defined via the document and folder types (document

113 4-20 Index search (structured search) and folder type-specific indices) are listed. The definition of possible object type-specific indices (like e.g. name, type, size of the field or dropdown list) and their assignment to documents is executed by a system administrator via the windream Management Console. Note: A search can be restricted to a specific object type by selecting the type over the respective dropdown list. Additionally, the number of indices provided is then restricted, too (depending on the selected object type). The indices available are divided in categories, which can be displayed when the index button is clicked. The following categories are available: most recently used indices indices depending on object types all available indices date and time indices Vector indices fulltext Most recently used indices This category contains a selection of frequently used indices (system and windream specific). File name File name (8.3) Size Created Creator Object type (this entry is only available if the entry All Object Types had been selected.) Checked out by Checked out Versions-ID Catalog-ID. Indices depending on object types This category lists all object type specific indices of a selected type in alphabetical order. System indices are not offered here. If no object type has been selected, the entry Object type specific indices cannot be selected. Available indices This category contains all system indices, all object type independent indices and all object type specific indices of the selected type. The list may vary, depending on the selected type.

114 Index search (structured search) 4-21 All system indices and object type independent indices (object type Standard). All system indices, object type independent indices and all object type specific indices of all object types. All system indices, object type independent indices and all object type specific indices of one specific object type. In any case, the list contains the entry Checked out by. Date / time indices This category contains all date and time indices of the previously selected object type. The contents of the list depend on the selected object type. All date and time fields of the system indices and the object type independent indices (object type Standard). All date and time fields of the system indices, the object type independent and the object type specific indices of all object types. All date and time fields of the system indices, the object type independent and the object type specific indices of one specific object type. Vector indices In this category, all vector fields of the object type-specific indices of the previously selected object type are listed in alphabetical order. The list can vary, depending on the object type set: All object type-specific vector indices of all obejct types (object type All object types). All object type-specific vector indices of all object types (one specific obejct type). Fulltext This category contains the possible fulltext fields for executing the fulltext searches. All fulltexts Extracted fulltext Manual fulltext Fulltext-searchable string fields. Additionally, the extended (private) fulltext fields of the selected object type are listed.

115 4-22 Index search (structured search) Specific features of the Size index If a search over the index named Size shall be conducted, the following specific features are to be considered: The number to be entered in the Value field for the index Size is always interpreted as an Integer number by the system. The Size always refers to the filesize of objects stored in the DMS. Thus, the system will search for objects of a specific filesize, and the area within which a search is executed depends on the selected operator (for example less, equal, greater). The filesize, respectively the Integer number to be entered in the Value field, always represents the unit Bytes as reference. Condition Operators After having selected an index, an operator has to be chosen from the dropdown listbox Condition. Different operators are available, depending on the selected index. The contents of the dropdown listbox and the presettings of the field depend on the field type of the selected index. A selection can only be made over the dropdown listfield. Note: Please note that the use of wildcards is only possible in search operations containing operators "equal" and "unequal". Alpha-numeric index fields of data type Character String equal (finds a character string which is equal to that determined in the Value field); not equal (finds a character string which is not equal to that determined in the Value field); less (finds a character string which in ascending alphabetical order is less than the character string determined in the Value field); less or equal (finds a character string which in ascending alphabetical order is less than the character string determined in the Value field or which is equal); greater (finds a character string which in ascending alphabetical order is greater than the character string determined in the Value field); greater or equal (finds a character string which in ascending alphabetical order is greater than the character string determined in the Value field or which is equal). unoccupied (no entry; an entry is not possible in the Value field.

116 Index search (structured search) 4-23 Numeric index fields with numbers of the data type Integer equal (finds an Integer number which is equal to that determined in the Value field); not equal (finds an Integer number which is not equal to that determined in the Value field); less (finds an Integer number which is smaller [less] than that determined in the Value field); less or equal (finds an Integer number which is smaller [less] than that determined in the Value field or which is equal); greater (finds an Integer number which is greater than that determined in the Value field); greater or equal (finds an Integer number which is greater than that determined in the Value field or which is equal). unoccupied (no entry; an entry is not possible in the Value field. Index fields for bit search operations (data type Integer) Bit set (Searches for objects for which a bit is set in the field Value. The desired bit has to be entered over the dropdown list. Numbers can also be entered here.) Bit not set (Searches for objects for which a bit is not set in the Value field. The desired bit has to be entered over the dropdown list. Numbers can also be entered here.) Equal (Searches for objects for which the exact bit is set in the Value field. Enter the desired bit over the dropdown list in the Value field. Numbers can also be entered here.) Boolean index fields (data type Boolean) Set Not set Date and time index fields (data type Date / Time) at any date at before after at or before at or after

117 4-24 Index search (structured search) today until and including today from today (onwards) yesterday until and including yesterday tomorrow from tomorrow (onwards) within last 7 days last week this week Before this week until and including this week next week last month this month before this month until and including this month next month unlimited (only for indices Editing period and Archiving Period) Note: A week is always considered as a calendar week beginning on Monday and ending on Sunday. Checked out by equal (finds objects which have been checked out by a user determined in the Value field); not equal (finds all objects which have not been checked out by the user determined in the Value field). Object type equal (finds an object type which is equal to the character string entered in the Value field); not equal (finds an object type which is not equal to the character string entered in the Value field). Fulltext fields contains (searches for a string in the selected fulltext of all documents corresponding to the value determined in the Value field).

118 Index search (structured search) 4-25 Vector indices equal (searches for values in the selected vector field which are equal to the values determined in the Value field, meaning that a value is existing which equals the desired value); unequal (searches for values in the selected vector field which are unequal to the values determined in the Value field, meaning that only entries are existing which are unequal to the desired value); less (searches for values in the selected vector field which are lesss than the values determined in the Value field, meaning that an entry is existing which is less then the desired value); less or equal (searches for values in the selected vector field which are less or equal to the values determined in the Value field, meaning that an entry is existing which is less or equal to the desired value); greater than (searches for values in the selected vector field which are greater than the values determined in the Value field, meaning that an entry is existing which is greater than the desired value); greater or equal (searches for values in the selected vector field which are greater or equal to the values determined in the Value field, meaning that an entry is existing which is greater than or equal to the desired value); contains exactly (searches for the value in the selected vector field which exactly corrsponds to the value determined in the Value field, meaning that the exact values are existing in the vector field, but no others); does not contain (searches for values in the selected vector field which do not correspond to the value determined in the Value field, meaning that not only the exact value but also other values are existing in the vector field); contains at least one element of (searches for at least one value in the selected vector field, which is determined in the Value field, meaning that at least one of the desired values is existing in the vector field, but other values may also be existing additionally); does not contain an element of (searches for values in the selected vector field which are unequal to the values determined in the Value field, meaning that none of the desired values is existing in the vector field, however, other values may be existing or even no value); contains all elements of (searches for all values in the selected vector field which are determined in the Value field, meaning that all desired values are existing in the vector field; however, also other values may be existing); does not contain all elements of (searches for values in the selected vector field which do not correspond to all values determined in the Value field, meaning that not all values are existing in the vector field; also, additional other values or even no values may exist);

119 4-26 Index search (structured search) Note: Please note that the use of wildcards for search operations with "contains " is not possible in vector fields. Entering a search term After having selected the desired index, you enter the search item in the Field Value. Index fields can be alpha-numeric, numeric fields, or date and time fields. Only entries are possible which fit to the format of the selected index field. Additionally, the entry can be restricted to a specific number of characters. As a help, dropdown lists are available for specific index fields. For date and time indices, the calendar function is offered in the value field (depending on the condition). Note: Please use the Options tab page for including case sensitive search and previous versions. A fulltext search does not consider case sensitive search. A case sensitive search will neither be considered for text elements in fulltext-searchable index fields (independent of the current settings). Using wildcards It is possible to use wildcards for a search. Wildcards can be used at any place of the search item. The following wildcards are available: Character Replaces * no or any number of character(s)? Exactly one character Table 4-1: Wildcards In a fulltext search, only the use of "*" is possible as a substitution for the beginning of a phrase. When using an Oracle database for the fulltext search, the use of "*" is possible in searches for expressions as the beginning as well as the end of a word. Search for special characters In text fields within a quick, index and object type search, you can also search for wildcard characters. In order to find special characters like "*", "?" or "\" in search items, you will have to mask them by a leading backslash (e.g. \* or \\ will find "*" or "\" in the respective field.

120 Index search (structured search) 4-27 Date entries For date entries in index fields defined as date fields, the calendar function of Windows is available (date picker). By default, the current date is preset. The entries can also be executed manually, or they can be changed. The application extends the entries after having quit this field according to the current settings of the operating system (country settings in the Windows control panel). Date format D[D].M[M].YY[YY] 1 Extension DD.MM.YYYY It has to be considered that when entering a two numbers year entry, the automatic extension is either executed to the four numbers year entry of "1999" or "2000" (for example, if you choose the two numbers entry "36", this can mean that on different systems an extension to "1936" or to "2036" is executed). As this is an internal function, you must check the correct entry in the date field. Searching for creator, editor or owner You can search for objects of specific creators, editors or owners. In the following, these searches are described with the example of searching for objects of a specific creator. The other searches are executed the same way. In order to find documents or folders of a specific creator, you select the Creator entry from the list of most recently used indices. In order to search a specific editor or owner, select one of the entries Editor or Owner from category Available indices. The value field allows text entries with or without wildcards. It is searched for documents / folders which carry the name of the creator. In order to also find documents whose creator is not any more registered on the windream server and who thus is not displayed in the list of users, you will have to enter the names into the list. In addition to manual entries of creator names in the value field, you can also make entries using the Browse button. 1 Y = Year, M = Month, D = Date

121 4-28 Index search (structured search) Figure 4-7: Index Search - List of possible creators The current windream user names are listed as possible creators. A selected entry will be applied to the value field of the indices tab page by clicking OK. A name can also be applied by a double click. If you want to search for creators of different documents, you will have to enter a search term for each creator in the list of search terms. Via the button for selecting the currently logged-in user when executingthe search ( ), you apply the entry ##current user## to the value field on tab page Index. Filter for creator names In addition to the manual input of creator names in the Value field, a filter can be defined which preselects a specific number of possible creators according to for example the first letters of their names. It is possible to use wildcards "*" and "?" in this context. The filter will be enabled over the Browse button, which has been placed next to the Value field. After having opened the Filter dialog box, all creator names available on the windream Server will be displayed first. The number of all available creator names can be restricted to a specific selection by entering a letter in the textbox Filter. After enabling the Refresh button, only those names will be displayed in the list which correspond to the filter. Thus, it is possible to identify a creator according to the first letters of his name and surname (a restriction of the list by entering A* B* for example finds all creators whose initial letters of his name correspond to this combination).

122 Index search (structured search) 4-29 Taking over a creator name into the Value field of the search dialog is executed by clicking the OK button after having selected a name from the list, or by simply double clicking the selected name in the list. If the Filter dialog is enabled next time, the previously used filter will be opened again. If the number of hits exceeds the amount of 100 names, a search over filter will not be executed. In this case it will be necessary to further specify the filter again. The current number of hits is displayed in the status bar of the dialog box. Applying the filter is always recommended if many users are registered on the windream Server. Note: In addition to the online help, a tooltip direct help is available for this function. This help can be opened by clicking the question mark in the title bar of the filter dialog. How to select a creator for restricting the search 1. Open the context menu Index over the respective button. 2. Select the category most recently used. 3. Select the entry Creator from the list of indices. 4. Determine the desired operator over the dropdown listbox Condition. 5. Enter the name in the Value field or select a name over the filter dialog (button Browse). 6. Apply the search item with the command button Add in the list of search criteria. Note: In order to find documents for which users are entered as creators who are not in the registration list of current windream users, you will have to enter the name in the value field. If you search for documents with different creators, you will have to determine a search item for each desired name and add it to the list of terms. Finding documents of a current user (index search) Documents of a currently looged-in user can be found over the index search. The function for finding documents of a current user can be executed, if either index Creator or Checked out by have been selected. If the value ##current user## is then entered in the Value field manually or via the browse button, all documents will be found which have been

123 4-30 Index search (structured search) acquired in the DMS by the user who is currently logged in at the respective workstation. The value will internally be changed to the name of the currently logged in user after the query has been started. Additionally, it is also possible to substitute the value ##current user## by the real name of a user (for example ##Mike Miller##). Then, all documents will be found whose creator name match the value entered or which have been checked out by the respective user. Queries of a current user can be saved as search profiles and can thus be made available for other users who will then be able to start the profiles from their workstations. Searching via several object types You can create search items in the index search with which you can retrieve documents according to different object types. You create a search term for each desired object type. After that, you determine the linking and the order of evaluation. How to search via several object types 1. In the dropdown list Object Type you select the entry All Object types. 2. Open the context menu Index with the button Index. 3. Select the category most recently used indices. 4. Select the entry Object Type from the list of indices. 5. Determine the desired operator over the dropdown listbox Condition. 6. Select the entry of the first object type in the field value or select one from the list. 7. Add the search term to the list of terms. 8. Repeat steps 4-7 until you have determined all search terms. 9. If necessary, change the linking operator with which the search terms (lines) shall be linked (optional). 10. Conduct the search by clicking the Start button. Bitsearch You can also search for objects according to specific attributes (file system attributes or windream specific attributes) in the index search. With the bitsearch you can find objects for which specific attributes (flags or bits) have been set or not (for example attributes like readonly (r), hidden (h) or Is Folder (d) or the windream flags named Archived, Edited and Locked.

124 Index search (structured search) 4-31 How to conduct a bitsearch 1. Select the category Available indices over the Index button. 2. Select the entry Attributes for bitsearch over the file system attributes or the Flags index for bitsearch over windream specific attributes. 3. Determine the desired operator in the Condition field. 4. Select the desired attribute (Bit) from the dropdown listbox Value. Searching via vector fields (vector indices) For searching in vector fields (in the Business Edition of windream), you can enter the search expression as condition (depending on the selected operator), or you can apply a search expression from the list of values for the selected index in the value field. Making a selection from a list using the Browse button will only be possible, if you select one of the conditions which are exclusively offered for vector fields. How to conduct a search via vector fields 1. Select the desired entry from dropdown listbox Object type. 2. Open the category of vector indices via menu command button Index. 3. Sekect the desired vector index. 4. Determine the operator in field Condition. 5. Enter the search expression in the value field or select an expression via the dialog for selecting a value (button next to the value input field). In cases in which vector indices are assigned to dropdown lists, you can enable a dropdown list field by double clicking into an empty input line from which you can select the desired entry. 7. Add the search expression to the list of search criteria by clicking the Add button. Editing a list of search terms After having determined the search criteria, you can further process or edit the term in the list. By changing the linking operators or by moving search items within the list, you change the order of evaluation. You can add further criteria, edit search items, substitute items or remove them from the list. Changing the list view of search terms The layout of the list can be changed by using the commands Column headers and Auto column width of the context menu within the search term list.. With the command Column headers ([STRG ] + [H]) you can

125 4-32 Index search (structured search) display the list headers. The option Auto column width ([STRG ] + [K]) determines whether the columns of the list are automatically adapted if the window is changed. Linking operators Linking search terms The lines entered in the list are logically connected by the operators AND and OR (operator column). By default, the AND option is preset. The order of evaluation can be changed by using brackets in the columns. The selection of linking operators is done over the context menu in the list of search terms. In order to change the linking operator, you must mark at least one search item in the list. If only one search item is selected in the list, the context menu will contain exactly the other operator (command Operator AND or OR). If you select several search items, the context menu will contain both operators. You can also switch operators by using the [STRG ] + [L] keys. If several terms are used, the currently set operator of the first selected search term is relevant. How to change the linking operator 1. Select the desired term(s) in the list. 2. open the context menu and select the desired operator. Using brackets Brackets can be used for changing the evaluation order of linked search items. Setting brackets is done over the context menu in the list of items or over the keys ([STRG] + [+] (set brackets) and [STRG] + [-] (delete brackets). Set brackets The brackets are set by using the option Set brackets. The option will only be active, if at least two search items are marked in the list. Remove brackets With this option, brackets are removed from a search item. Brackets will automatically be removed if a term is deleted. The option will only be active, if at least two search items are marked in the list. Note: If items are moved within the list, the corresponding brackets and operators will not be moved simultaneously.

126 Index search (structured search) 4-33 Adding a search term This command transfers a previously created term to the list. The entry is added to the entries already existing ones in the list. How to add a search term to the list of terms 1. Determine the search term in the group Define Criteria. 2. Click Add. Removing a search term This command removes selected terms from the list. How to remove a search term from the list of search terms 1. Select the term to be deleted from the list. 2. Click Remove. Replacing a search term This command substitutes a search term by another one. The new entry is inserted and the previous one is deleted from the list. How to replace a search term in the list 1. Select the term to be substituted in the list. 2. Enter the new term in the group Define Criteria. 3. Click Substitute. Moving a term This command moves a term of the list up or down. The command is only available if exactly one term is selected in the list. You can also move positions with drag and drop or by using the keys [ALT] + [UP] and [ALT] + [DOWN]. How to move a search term in the list 1. Select the search term to be moved in the list. 2. Use the UP and DOWN keys for moving the term to the desired position.

127 4-34 Index search (structured search) Inserting a search term In order to insert a term into the list, you will first have to determine the term. Then you add it to the list and move it to the desired position. How to insert a search term into the list 1. Enter the criteria of the new term in the fields Index, Condition and Value. 2. Click Add. 3. Select the entry in the list and move it to the desired position by using the UP and DOWN keys or the respective buttons. Editing a search term In order to edit a term, you double click the term and edit it in the fields of the Define Criteria group. Then you add the modified term to the list again. Move the term to the desired position again. How to edit a search term in the list 1. Double click the term to be edited in the list. 2. Change the criteria in the fields Index, Condition and value. 3. Click Add. 4. Select the entry in the list and move it to the desired position by using the respective keys or buttons.

128 Fulltext search 4-35 Fulltext search windream supports Microsoft SQL Server and Oracle databases. Depending on the database Server used, the syntax for entering the search items with which a search process is conducted in the fulltext of documents may vary. The windream fulltext search is based on the functions of Microsoft SQL Server. In order to simplify an input, the windream Find function transfers the search criteria entered into the respective database syntax. It is also possible to enter a search expression without executing a transfer (user-defined search expressions). For this, you enter the complete search expression in the valid database syntax an put it in double quotation marks. In order to receive correct search results, the possible Find functions of the database used as well as the respective syntax for a query must be known. The user-defined entries are passed over to the database without checking the syntactical correctness. In case of syntax errors, windream will display the respective messages edited by the database (see also chapter "Using double quotation marks", p. 4-41). In the following descriptions, some of the search options concerning the fulltext function will be explained. Detailed descriptions of further functions and of the syntax used by the database Server for search queries can be found in the respective documentations provided by Microsoft and Oracle. Searching for words, parts of words and phrases When doing a fulltext search, it is directly referred to the contents of the documents (fulltext). The fulltext search allows the retrieval of documents over text elements (such as words, parts of words), which appear in the documents to be retrieved. In fulltext, you can search for all charcters (letters) of the alphabet. Single or special characters do not necessarily lead to the desired result. In this case, strings (like syllables, words or parts of words) or a combination of coherent words should be selected. When doing this, it is possible to search for a term or for a part of a term as a prefix with wildcards (right truncation). Under Oracle, you can also conduct a search for an expression or part of an expression as end of a word (left truncation). A double truncation (left and right) is also possible under Oracle. Further on, the search for word roots of an entered term is supported (for example "watch, watched, watching"). The database Server used must be configured adequately. Please read the respective documentation for further information. Fillers When entering coherent words, fillers are ignored during the search. Fillers are words that appear very often, for example "and, the, a, is"

129 4-36 Fulltext search etc. These fillers are determined in so called stopword lists of the database by the system administrator. Combining search expressions In order to specify or to limit a search, several search terms can be linked to a complex query with different operators (e.g. AND, OR or NOT), see also chapter "Linking search terms", p. 4-43). No case sensitive search When conducting a fulltext search, it is not differentiated between small and capital letters (independent of the current entries under the case sensitive search of the Options tab page). Using wildcards The use of wildcards is supported. Depending on the database Server used, the wildcards and their use may vary (see also chapter "Using wildcards in search expressions", p. 4-42). Microsoft SQL Server supports right truncation (wildcard at the end of a (part of a) word."*" can exclusively be used as a replacement of any number of character in expressions which begin with the search expression entered. Oracle supports right and left truncation (wildcard at the beginning and / or at the end of a (part of) word. "*", "?", "%" and "_" can be used as wildcards. Please consider that "*" and "?" are only possible in search expressions which are transformed into the database syntax by the windream Find function. In user-defined search items, only the use of wildcards "%" and "_" will lead to the desired results. Search in one or all document fulltexts Fulltext searches are possible in the different fulltexts which can exist for a document: Extracted fulltext Manual fulltext Fulltext from fulltext-searchable index fields Extended (private) fulltext (windream Business Edition). The generation, acquisition and editing of fulltexts is executed either automatically by the windream services or manually via the fulltext and indices tab pages of the file properties. In fulltexts, documents can be found according to text elements in all possible fulltext options as well as in the different fulltext search routines. A fulltext search can be conducted over the tab pages Quick Search or Index.

130 Fulltext search 4-37 Fulltext search via quick search Select the tab page Quick Search. Enter the search term in the dropdown listbox Search for. In the dropdown listbox In you select the entry for the fulltext in which you want to search with the search expression. The search term consists of the words to be found or fragments of words and the possible operators, for example AND oder OR. Figure 4-8: Fulltext search via quick search Fulltext search via index search In order to conduct a fulltext search over indices using free search terms, you select the Fulltext category in the list of indices of the respective tab page. A fulltext search can be conducted with the help of the entries in this category. It is also possible to combine this search with a search over indices. Search terms which are entered in the textbox are searched in the selected fulltext of the documents. The search term consists of the words to be found and the possible operators, for example AND or OR.

131 4-38 Fulltext search Figure 4-9: windream Fulltext search via index search How to conduct a fulltext search via quick search 1. Open the WindowsStart-menu. 2. Start the windream search application from the Find menu. 3. Switch to the tab page Quick Search. 4. If required, determine the server for the search by selecting the desired entry from the dropdown listbox named Server (see "Server selection", p. 4-68). 5. Select the desired entry from the dropdown listbox Object Type. 6. Check the respective box if the search shall be restricted to files or folders. 7. Determine the desired search term in the dropdown listbox Search for or select one from the list. 8. Determine in the dropdown listbox In, in which fulltext of the documents a search shall be conducted. 9. Conduct the search by clicking the Start button. The search is conducted and the documents / folders found are displayed in the result list. The status bar displays the number of objects found. The search profile or the result list can be saved and can be used again later (command File>Save). How to conduct a fulltext search with the index search 1. Open the windows Start-menu. 2. Start the search application from the Find menu.

132 Fulltext search Switch to the tab page Index. 4. If required, determine the server for the search by selecting the desired entry from the dropdown listbox named Server (see "Server selection", p. 4-68). 5. Select the desired entry from the dropdown listbox Object Type. 6. Open the Fulltext category by clicking the Index button. 7. Select the desired entry fom the list of fulltext fields. 8. Enter the search expression in the value field, with which a search shall be conducted in the selected fulltext of documents. 9. Click Add to add the term to the list. 10. Repeat steps 5-8 until you have determined all search terms. 11. Change the operator, if necessary, with which the terms (lines) shall be connected. 12. Start the search over the button. Note: The dropdown listbox Condition is preset by the operator contains. The search is conducted and the documents / folders found are displayed in the result list. The status bar displays the number of objects found. The search profile or the result list can be saved and can be re-used later (command File>Save). Syntax of search terms for a fulltext search In order to search for a word or a fragment with or without wildcards, you can add quotation marks to the term in the value field (e.g. document* or "document*". Search terms have to be entered according to the specific syntax. To simplify entries, windream transforms search terms into the required database syntax. For example, if quotation marks are not used, the system will internally add them to the term. The search term is identified as user-specific, and it is not extended, as soon as the search term is equipped with at least one quotation mark or one of the possible operators (AND, OR, NOT, NEAR or AND NOT). one of the keywords FORMSOF or ISABOUT. Generally, all search functions (operators) which support the version of the database Server used can be used for user-defined search expressions in fulltext searches. In order to receive the desired results, please ensure that the specific database syntax is used correctly. The description of the operators, their use and syntax is not contained in

133 4-40 Fulltext search this documentation. Detailed information can be found in the descriptions provided by Microsoft and Oracle. We will only describe windream-specific search options here, and we will also list some of the possible search variants as examples. In addition to this, we will also explain the use of quotation marks and wildcards for search operations in the fulltexts. Example Examples for entries which are internally transformed into the database syntax. windream will transform the entries according to the syntax of the database Server used. Possible entries in windream tranformed to... document* SQL Server: "document*" Oracle: Document% windream document* SQL Server: "windream" OR "document*" Oracle: windream OR document% windream and document* SQL Server: "windream" OR "and" OR "document*" Oracle: windream OR and OR document% Table 4-2: Entries for the search function transformation into the database syntax End of Example Example Example for entries which windream identifies as user-defined and which are not extended (transformed) Depending on the database Server used, the syntax varies. Possible entries (Microsoft SQL Server) "windream" AND "document*" windream NEAR document* windream AND NOT document FORMSOF (INFLECTIONAL, save)

134 Fulltext search 4-41 Possible entries (Microsoft SQL Server) ISABOUT (windream weight (.8), document weight (.4), Folder (.2)) Table 4-3: User-defined entries for the fulltext search under SQL Server Possible entries (Oracle) "windream" AND "document%" "NEAR((windream,document%),10)" windream NOT document Table 4-4: User-defined entries for the fulltext search under Oracle End of Example Using double quotation marks Within a fulltext search, it is also possible to use double quotation marks at the beginning and at the end of a character string to be found in the fulltext of documents. The database Server will then interpret this character string as a userdefined string (phrase). This is especially recommended if the text to be found, or the character string entered, consists of several words which are coherent on their grammatical or semantic level and which shall be found (phrase search). The interpretation of the character string depends on the database Server used (Microsoft SQL Server or Oracle). Microsoft SQL Server: For example, in an SQL Server database, the system will exactly search for the chracter string entered. This is also valid for search operators or special characters. If you e.g. enter the following character string: "windream AND document", a search will be conducted for this string exactly, but not for the combination (linking) of both words "windream" and "document". Oracle: Under Oracle, so called reserved words and characters within a search string in quotation marks will be recognized. Especially the designators or characters for the valid operators count among reserved words and characters (e.g. AND, OR, NOT, NEAR, &,, -, *, () or?). The string entered will be evaluated respectively. Reasonable results will only be achieved, if the database Server can transform the entry into valid database syntax. Otherwise, respective syntax errors are edited. In order to be able to search for reserved words and characters within a phrase,

135 4-42 Fulltext search these must be 'escaped'. Single characters are escaped with a preceding backslash (\). A string is put in accolades ({}). Example: {SBX-Version} or SBX\-Version will search for string "SBX-Version" exactly. Detailed descriptions on this topic can be found in the documentations provided by Oracle. Character strings without quotation marks If quotation marks are missing, all character strings of a phrase to be ignored will be excluded from the search, meaning that the string entered will not correspond to that one the system actually searches for. If the string entered does only consist of stopwords or characters to be ignored, and if these words / characters are not accompanied by quotation marks, the system will display an error message. Search for numbers in a character string under MS SQL Server A special property of the SQL Server is the processing of numbers within a string which is accompanied by quotation marks. If a string to be found contains a number, the system will not only display those objects in the result list which contain the exact number which has been entered by the user. In addition, all those objects will be listed, too, which contain any number within the currently entered search string (and which does thus not correspond to the number a user has entered explicitly before). Using wildcards in search expressions When entering search expressions, you can use wildcards for any character string or for any character or a word. In the fulltext search, the use of possible wildcards on the first hand depends on the database Server used, and on the other hand on the question whether the search expression is a user-defined search query. Microsoft SQL Server: Microsoft SQL Server only allows the use of "*" for one or any number of character in searches parts of expressions as the beginning of a word. Oracle: When using an Oracle database, wildcards can be used at any place of a word, e.g *name* to find documents containing words in which "name" occurs. Please consider that "*" and "?" are only allowed as wildcards in search items which are transformed into the database syntax by the windream Find function. In user-defined search expressions, only the use of wildcards "%" and "_" will lead to the desired search results.

136 Fulltext search 4-43 Wildcard SQL Server Oracle Replaces * *, % no or any number of character not supported?, _ exactly one character Table 4-5: Possible wildcards in fulltext search queries Example Examples for entries with wildcards under MS SQL Server: Possible entries windream expands to Groupname AND Commen* "Groupname" AND "Commen*" Group* AND Comment "Group* AND Comment" Table 4-6: Examples for the use of wildcards under SQL Server "Group*" AND "Comment" will not be expanded, because expression is user-defined; a search will not be conducted with wildcard "*", but for character string Group*. Examples for entries with wildcards under Oracle: Possible entries windream expands to Groupname AND Commen* Groupname AND Commen% *name* AND Comment Group* AND Commen? "Group% AND Comment" "_roup% AND Commen_" Table 4-7: Examples for the use of wildcards under Oracle %name% AND Comment Group% AND Commen_ user-defined, not expanded user-defined, not expanded End of example Combining search terms One or several expressions like words or fragments can be combined to a complex query. The search terms are either combined in the list of terms whith the operators AND or OR, or directly in the value field. If you are familiar with the syntax of the operators, you can enter the search term with the operators into the value field directly. Ensure that the terms are separated from the operators by blanks. Further on, operators have to be keyed in in English language and in capital letters.

137 4-44 Fulltext search By default, two or more words which are separated by blanks are linked with AND automatically by windream. However, you can set in the options that operator OR is used instead. Thus, you disable the option for logic operation between fulltext search items on the options tab page (see also "Options", p. 4-51). If another linking is desired, this has to be entered explicitly (e.g. NOT or NEAR). Note: If you enter a search term with an operator and put it in quotation marks, the query will be considered as a phrase search under SQL Server. This means that the system will search for documents which contain this string exactly. Example Possible entries that lead to the same result: windream document* windream OR document* "windream" OR "document*" End of Example All documents will be found which contain one of the words "windream" or "document" (or both words) or which contain words that begin with the expression "document". How to combine two search expressions 1. For example, select the entry All fulltexts from the fulltext category (use dropdown listbox Index). 2. Enter the first expression in the field value. 3. Enter the desired operator. 4. After that, you enter the following search term. Operators under MS SQL Server Operator Search Term AND OR 1.search term AND 2.search term 1.search term OR 2.search term Meaning Searches for documents containing both terms. Searches for documents which either contain one of the two terms or which contain both terms.

138 Fulltext search 4-45 Operator Search Term NEAR AND NOT 1.search term NEAR 2.search term 1.search term AND NOT 2.search term Table 4-8: Operators for the fulltext search Meaning Searches for documents which contain both terms in the same environment. Searches for documents which contain the first but not the second term. Example windream AND document Finds documents which contain "windream" and "document" in the same document. End of Example Some possible operators under Oracle Operator Search term Meaning AND (&) 1. search expression AND 2. search expression OR ( ) NOT (~) 1. search expression OR 2. search expression 1. search expression NOT 2. search expression NEAR (;) NEAR ((1. search expression, 2. search expression), 10) Table 4-9: Some operators for the fulltext search under Oracle Finds documents containing both expressions. Finds documents which either contain one of the both search expression or both. Finds documents containing the first search expression but not the second one. Finds documents containing both expressions in the same environment (with a maximum offset of 10 words). Note: Generally, all search functions (operators) supported by the database Server can be used in user-defined search expressions for fulltext retrievals. The required database syntax must be known to to receive the desired results. The description of the operators, their use and syntax are not part of this documentation. Please read the explanations provided by Oracle. Example windream AND document or windream & document

139 4-46 Fulltext search End of example Will find all documents which contain the word "windream" and the word "document" in the same document. NEAR((windream,document),10,TRUE) Finds documents which contain the word "windream" and the word "document" in the same document and in the same environment with a maximum offset of 10 words in the determined array. Further search options of SQL Server Further search options will be described now. However, please read the documentation by Microsoft concerning SQL Server. By entering user-defined terms in the value field it is possible to execute queries according to grammatical structures of a specific word, or to find words and expressions according to the keywords FORMSOF or ISABOUT. You enter the respective terms in the value field. Ensure that terms are entered in the required SQL syntax. According to the keywords entered, windream identifies the search term as user-defined and does not extend it. FORMSOF Searches for forms of a word, if the search term is entered in the value field with the following syntax: FORMSOF (INFLECTIONAL, <search term>) Example: FORMSOF (INFLECTIONAL, save) ISABOUT Searches for expressions with weight as value, if the search term is entered in the value field with the following syntax: ISABOUT (<1.search term> weight (.8), <2.search term> weight (.4), <3.search term> (.2)) Example: ISABOUT (windream weight (.8), document weight (.4), Folder (.2))

140 Object type search 4-47 Object type search During the acquisition and indexing, to each document a document type is assigned for the descritption of the document (index properties / file or document properties). The single document types are described by document type-specific index properties. To folders a folder type is assigned during the creation or take-over into the DMS, which describes the properties of the respective folder (index or folder properties). The single folder types are described by folder type-specific index properties. With the application Search for Documents and the function Object Type, the documents / folders are retrieved over these index properties, which means object type and the respective object type-specific index properties. Figure 4-10: windream Search via Object Types. Object type With the ascending order of the drop-down list box Object Type, you choose the object type for the search. It is only searched for documents or folders of the selected type. Depending on the choice, the object type-specific index fields for the possible search terms are listed on the tab page Object Type. The single search terms are linked with the linking operator AND by default. The creation and maintenance, that means the way and the number of object types available, is worked out with the windream Management Console.

141 4-48 Object type search Note: If previous versions shall be included in the search if a casesensitive search shall be conducted, you will have to determine the specific option on the respective tab page. Conducting a search operation The single steps which are necessary for conducting a search over object types, are listed now. After that, the single steps are described more detailed. How to conduct a search operation via object types 1. Open the Windows Start menu with a click. 2. Start the application Search for Documents with the command In Windream from the menu Find. 3. Choose the tab page Object Type. 4. If desired, determine the server for the search by selecting the desired entry from dropdown list box named Server (see "Server selection for the search", p. 4-68). 5. Choose the desired entry from the the drop-down list box Object Type. 6. Enter the desired search terms in the text boxes. 7. Conduct the search by clicking Start. The search is conducted, and the documents / folders found are displayed in the result list. The number of the documents found is displayed in the status bar of the dialog box (hit list). You can save the search criteria as a profile to be used again. Figure 4-11: Conduct Search over Object Types

142 Object type search 4-49 Note: Besides the selection of predefined list elements, comboboxes allow a free entry of a search item with wildcard. Comboboxes also offer the opportunity to find documents or index fields with list elements which have been deleted, replaced or changed in the Management Console meanwhile. Object type search with wildcards in string vector fields It is possible to conduct a wildcard search for string vector fields in the object type search. In this context, the search criteria entered by a user will be connected with operator AND. Figure 4-12: Object type search with wildcards in string vector fields Example A search for criteria like Paul* Mike* Frank Carl will conduct a search to find documents whose vector field of the assigned object type has the following properties: at least one entry corresponds to "Paul*" AND at least one entry corresponds to "Mike*" AND

143 4-50 Object type search End of example both entries"frank" and "Carl" are existing. Hiding presettings in the object type search By default, all field presettings in an object type search are displayed. This may lead to the fact that after having selected an object type and starting the search only those documents will be found which correspond to the presettings. However, via the context menu (right click into a free space of the search dialog box), you can determine whether the presettings shall always be displayed when opening the object type search or not. If the setting for always showing the presettings in the search is disabled, an "empty" object type will be presented. The presettings can be made visible again with the respective context menu command. However, entries which have already been made before will be overwritten. Note: This menu item is also available in the indexing dialog. You can enable the clipboard indexing function to apply the contents of documents to the index input fields via clipboard. The clipboard indexing function is described in chapter "Acquiring, indexing, saving documents" under "Clipboard indexing".

144 Options 4-51 Options Additional options for restricting the search in the currently set folder are available on tab page Options. The current settings are valid for all types of search. You can determine whether a case sensitive search shall be conducted, or whether previous versions are to be included. Additionally, you can also determine a target folder in which a search shall be conducted, or determine whether a search shall be conducted recursively from this folder. In this context, there is a differentiation between settings which nare valid for the currently set server (if searches are possible on several windream Servers) and those settings which are made globally for all search operations on all windream Servers configured. Additionally, you can determine the workstation-specific search behavior of saved search profiles and the presentation of the assigned result lists in the options. The description of search profile properties can be found in chapter "Working with search profiles" under "Search profile properties", p The options available to configure the search and presentation behavior when loading and executing search profiles are described under "Using profile properties", p The currently set options are saved via one of the commands Save settings on close or Save settings now of the View menu. See also "Save settings on close", p.e 4-6). Note: By default, all options are switched on.

145 4-52 Options Figure 4-13: Options tab page Selecting the windream Server If search operations are possible on several windream servers, you will first have to select the server (dropdown list named Server). Then, you configure the options for search operations on the selected server. The server determined here will also be saved in the search profile. Searching in subfolders In the group named Search in, a folder can be determined within which windream shall find objects. The selection of this folder is either made by entering or selecting a path, or over the Browse button. The previously used path entries are saved in the list. The field is always preset by "\". You delete the entries from the list with the corresponding button. The previously used path entries are saved in the list. The field is always preset with "\". You delete the entries from the list by using the respective button. If the option Consider subfolders is enabled, subordinated folders of the currently selected target folder will also be included in the search. By default, the search including subfolders is enabled.

146 Options 4-53 Settings (per server / profile) Here you determine the settings which are valid for all search operations on the currently enabled server. These settings will also be saved in the search profiles which have been created with one of the windream find functions. Considering previous versions With the check mark Consider Previous Versions while Searching, it is determined for the current search process, if the search for documents shall include previous versions (checked) or not (unchecked). By default, the option is switched on. Logic operation in fulltext search By enabling the Logic operation between fulltext search items checkbox you determine that the search items shall be combined by the AND operator in a fulltext search. By default, the items are connected with OR (see also chapter "Linking search terms", p. 4-43). Add wildcards automatically in quick search This checkbox determines whether wildcards shall be added automatically at the beginning and at the end of words (checked) while conducting search operations via index fields or not (unchecked). See also "Search operations according to specific index properties", p Search case sensitive With the check box Search Case Sensitive, you determine whether a case sensitive search with a differentiation between small and capital letters shall be conducted (checked) or not (unchecked) in a quick search, index search and object type search. During a fulltext search, it is not differentiated between small and capital letters. This means, that the use of small or capital letters in the index field Fulltext is not considered during the search. The same refers to searches for text elements in fulltext-searchable index fields. By default, the option is inactive (box unchecked). Without hit count The number of objects found is displayed in the status bar of the result list. The system will permanently list the current number of objects listed compared to the total number of objects found. In order to

147 4-54 Options increase the performance of this process, it may be useful to switch off this function so that only the number of hits will be displayed. Global settings The settings in this sector are valid for all search functions and all configured windream Servers on which search operations can be conducted. Timeout for search The timeout option determines the time period a search operation shall be continued. Please note that retrieval processes my not lead to any result if the time limit is switched on, as a search operation may exceed the time limit and the search is cancelled. By default, the option is switched on. Use profile settings With the search profiles, the options set for restricting search operations and different settings of the result list presentation will also be saved. These settings the profile properties will be used when conducting a search operation and when presenting the results. To ensure that the current settings of windream search operations and the result list presentation are not overwritten by search profiles, you can determine the profiel properties which can be used in the options which may not be used on the workstation computer. The settings made in the search function are always of higher priority than those made in a profile. This means that if profile properties are not allowed in the search options, they will not be considered when the profile is loaded, even if these properties have been enabled for the profile itself. Search profile properties which are not enabled in the profile but which are allowed in the options of the search function will not be considered either while loading and executing the search profile. The profile properties are determined while saving a searcfh profile. The properties are described in chapter "Working with search profiles" under "Search profile properties", p

148 Options 4-55 Figure 4-14: Determining options for search operations using search profile properties The possible profile properties are divided in two groups: The properties which determine the search behavior and the options which determine the presentation of the search results. Note: By default, all search profile properties allowed by the search function are disabled in the configuration of the search behavior and of the result list presentation. Search behavior Use search path from profile Allows the use of the search path from a search profile while executing a search independently of the search path currently set in the search options.this way, you can determine whether a search operation shall be conducted in the folder saved in the profile recursively or in the folder currently determined in the search options (see also "Searching in subfolders", p. 4-52). Consider subfolders Allows to use the option for including subfolders of a search profile while conducting the search operation (see also "Searching in subfolders", p. 4-52). Include previous versions Allows to include previous versions in a search operation conducted from a search profile (see also "Inluding previous versions in a search operation", p. 4-53).

149 4-56 Options Fulltext search with AND operator Allows you to use the option named Logic operation between fulltext search items: AND of a search profile while executing a search operation. Add wildcards Allows you to add the option named Add wildcards automatically in quick search from a search profile while executing a search operation (see also "Add wildcards automatically in quick search (string fields)", p. 4-53). Search case sensitive Allows you to to include case-sensitivity in a search profile when executing a search operation (see also "Search case sensitive", p. 4-53). Without hit count Allows you to use the option Without hit count from a search profile (see also "Without hit count", p. 4-53). Use server from profile When a search profile is loaded, a search operation will be conducted on the server which has been determined in the search profile. This is independent of the current setting on the client computer. A requirement is that a respective entry with the connection data has been configured for the respective server in the server selector (windream alias settings), see "Server selector" in the introduction chapter of this documentation). Appearance Group result list Allows you to use the setting of the search profile for grouping the result list after having executed a search profile (see also "List grouping", p. 4-70). Symbols/Grouping Allows you to use the settings of the search profile for viewing the result list after having executed a search profile (see also "Changing the result list view", p. 4-69). Column header configuration Allows you to use the column settings made in the search profile for presenting the result list after having executed a search profile (see also "Changing the result list view", p. 4-69). Position/Size Allows you to use the settings saved in the search profile concerning the position and size of the rsult list after having executed a search profile.

150 Options 4-57 Example for using search profile properties The following settings are active in the windream search function: Search in (search path is determined) Include subfolders Include previous versions Logic operation between fulltext search item :'AND' Case sensitivity Without hit count The following settings may be used as profile properties when loading a search profile: Include subfolders Search path from profile Logic operation between fulltext search item :'AND' Use server from profile The result list will be displayed as a grouping, if the option of the list grouping has been saved in the profile properties of the search profile. Figure 4-15: Determining the options for search operations and profiles The following profile properties are active in search profile test.wdf:

151 4-58 Options Figure 4-16: Profile properties of a search profile, example test.wdf When loading the search profile, the following properties will be used now to execute the search operation: Include subfolders Search path from profile Logic operation between fulltext search item :'AND' Use server from profile This means that the search operation will be conducted on the server which has been determined in the search profile, even if the server is different from the one currently determined on the workstation computer. The search path is used which has been saved in the profile, subfolders will be included and search items are combined with AND in a fulltext search. The result list will be grouped. Otherwise, the latest settings made on the workstation computer for presenting the list position, size and view will be used.

152 Working with search profiles 4-59 Working with search profiles User-defined searches can be saved as profiles without the search result from the single search functions of the application Search for Documents. When doing this, all entered search criteria and their links are saved into a file. The search profiles can be loaded and used again for a new retrieval in the respective search function. The search profiles created can also be placed on the desktop as an icon and can be started from there (link of the file type.wdf with the application WMFind.exe) again. Search profiles are saved in the DMS or at any other place of the file system in XML format. Profiles for search operations on different windream servers If several windream servers are available in the system environment, a specific server can be determined while saving search profiles. This e.g. allows you to generate different profiles for the different servers and to execute these operations independent of the question which server is currently set at the workstation. Respective entries for the servers must exist in the server selector (see also "Server selector" in the introduction). Search profile properties for loading and executing search profiles Search profiles are saved with the options set for restricting a search operation and with different settings for the result list presentation. Thsese settings (profile properties) are used when executing the search operation and when constructing a result list. In the search options you can determine the search profile properties to be used on the workstation computers. The settings made in the search function are always of higher priority than those of a search profile. If profile properties are not allowed in the search options, these will not even be considered if the properties have been activated for the profile itself. The profile properties are determined while saving a search profile (see "Saving a search profile", p. 4-63). The properties of a search profile are described under "Search profile properties", p Creating a search profile In order to create a search profile, you start the application Search for Documents with the command Find>In windream from the Windows Start menu. Over the tab pages, you choose the desired search and determine the search criteria to create a profile.

153 4-60 Working with search profiles How to create a search profile 1. Start the application Search for Documents with command Find>In windream... from the Windows Start menu. 2. Over the tab pages Quick Search, Index or Object Type, you select the desired search. 3. Determine the required search criteria for the profile to be created. 4. At this point, you can start a search with the profile just created, or you can save the profile for a later search. Search profile properties You can save a profile with different settings. with the profile properties you determine the search behavior of the search operation and the presentation criteria of the result list. In the Use profile properties sector, the properties of the saved settings are determined which shall be used when loading and executing a profile. These settings can again be made when loading a profile. Figure 4-17: Search profile settings Start search automatically If you enable this setting, the windream search function will be started, the search profile will be loaded, the search operation will be executed automatically and the result will be displayed as soon as you open the

154 Working with search profiles 4-61 respective wdf-file in the Windows Explorer (either double click or via Open command of the context menu). You can also start the search operation by double clicking the icon on the desktop as far as a respective linkm is existing. By default, the option is disabled (unchecked). Hide search This option allows you to conduct a search operation from a profile without starting the search function. If this option is active, the search operation will be conducted and the results will be displayed, if you open the respective wdf-file in the Windows Explorer (either via double click or using the Open command of the context menu. You can also start the search by double clicking the search profile icon on the desktop, as far as a respective link is existing there. By default, the option is disabled (unchecked). Server The windream Server is determined here, on which the search operation of the search profile shall be executed. If this option is active, search operations can also be conducted on other servers than the currently determined server. A requirement for this is that a respective entry is available in the server selector and that the option to use a server from a profile has been enabled in the search options (see also "Server selector" in chapter "Introduction to windream" and "Using profile properties", p. 4-54). By default, the option is disabled (unchecked). Using profile properties In this sector, you determine the profile properties for the search profile. The properties which determine the search behavior and the options which determine the presentation of the search result. Note: By default, all search configuration options are disabled. In the options of the search function, you can enable and disable the desired properties concerning the execution of search profiles (see "Using profile properties", p. 4-54).

155 4-62 Working with search profiles Search behavior Use search path from profile Allows you to use the search path from profile when executing the search (see also "Searching in subfolders", p. 4-52). Consider subfolders Allows you to use the saved setting of the Consider subfolders option when loading and executing a search profile (see also "Searching in subfolders", p. 4-52). Consider previous versions Allows you to use the search profile option of including previous versions in a search operation (see also "Including previous versions in a search operation", p. 4-53). Logic operation between fulltext items: 'AND' Allows you to use the option named Logic operation between fulltext items: 'AND' of a search profile (see also "Logic operation between fulltext items", p. 4-53). Add wildcards Allows you to use the option of adding wildcards automatically in a quick search (string fields) from a search profile (see also "Add wildcards automatically in quick search (string fields)", p. 4-53). Search case sensitive Allows you to use the case sensitivity option of a search profile (see also "Search case sensitive", p. 4-53). Without hit count Allows you to use the option of searching without hit counts of a search profile (see also "Without hit count", p. 4-53). Use server from profile When executing a search profile, this option allows you to execute a search operation on the server determined in the search profile, independent of the current settings on the client computer. A requirement is that a respective entry containing the connection data is available for the respective server in the server selector (windream alais settings), see "Server selector" in chapter "Introduction to windream" of the present documentation. Appearance Group result list Allows you to use the setting of the search profile for grouping the result list after having executed a search profile (see also "List grouping", p. 4-70).

156 Working with search profiles 4-63 Symbols/Grouping Allows you to use the settings of the search profile for viewing the result list after having executed a search profile (see also "Changing the result list view", p. 4-69). Column header configuration Allows you to use the column settings made in the search profile for presenting the result list after having executed a search profile (see also "Changing the result list view", p. 4-69). Position/Size Allows you to use the settings saved in the search profile concerning the position and size of the rsult list after having executed a search profile. Opening the search profile properties You open the search profile properties via command File>Search profile properties. Viewing search profile properties while loading and saving With the File menu commands to view the profile properties while loading and saving you determine whether the profile properties sahll always be displayed when loading and saving search profiles (checked) or not (unchecked). Saving a search profile After having entered the search terms, the current profile is saved with the command Save search from the File menu. The entered search terms are saved in a file (file format:.wdf) and in a previously selected folder, including the chosen linkage and brackets. You can also determine further settings for the search profile, e.g. whether the search shall be executed automatically after a double click or on which windream server the search operation shall be conducted. How to save a search profile 1. Create the desired search profile and conduct the search. 2. Click command Save Search or Save as from the file menu. 3. In the search profile properties dialog, you select the desired options and close the dialog box by clicking OK (see also "Search profile properties", p. 4-60). E.g. you determine here whether the search operation shall be started automatically when it is opened or you determine the windream server on which the seaerch operation

157 4-64 Working with search profiles shall be conducted. In order to enable the options set here when starting a profile, they will also have to be set explicitly in the search function options of the respective server. The profile properties will only be opened, if the setting for viewing the profile properties on saving of the File menu has been enabled. 4. If required, change the preset folder in the dialog box Save Search. 5. Enter the file name for the search profile to be saved. 6. Save the profile by clicking Save. Note: Search profiles that were saved can also be placed on the desktop as a link to be directly started from there. With a double click on the icon for the profile you can start the search again. Or, you can open the profile to be edited (for example if you want to change search terms) by selecting the command Open from the context menu. Opening a search profile Saved search profiles can be loaded again for a new search.you can open saved search profiles in different ways and thus conduct a specific search again. In the application Search for Documents with the command Open Search from the menu File. By a double click on the respective file entry in the Windows Explorer (if the file type.wdf is linked to the application WMFind.exe). By a double click on the icon of the search profile on the desktop (if the profile or a respective linkage was placed on the desktop). With the command Open from the context menu of the Windows Explorer or on the desktop, after having selected the entry or the icon. Depending on how the search profile is opened, the profile is opened in the application Search for Documents, and the search can be conducted from there. Or, the search profile is opened in the application Search for Documents, and the search is started directly. Open search profile and start search directly. How to open a search profile 1. Mark the icon for the search profile to be opened on the desktop or the respective file in the Windows Explorer. 2. Start the search with a double click.

158 Working with search profiles 4-65 The search profile is loaded into the application Search for Documents, and the search is conducted directly. Open search profile and start search from the application. 1. Start the application Search for Documents with the command Find>In windream... from the Windows Start menu. 2. Select the desired search over the tab page Index, Quick search or Object Type. 3. Click Open Search from the menu File. 4. Change the default folder in the dialog box Open Search, if necessary. 5. Enter the file name for the search profile to be opened. 6. Open the search profile by clicking Open. 7. In the search profile properties dialog, you select the desired options and close the dialog box by clicking OK (see also "Search profile properties", p. 4-60). E.g. you determine here whether the search operation shall be started automatically when it is opened or you determine the windream server on which the seaerch operation shall be conducted. In order to enable the options set here when starting a profile, they will also have to be set explicitly in the search function options of the respective server. The profile properties will only be opened, if the setting for viewing the profile properties on saving of the File menu has been enabled. Or 1. Mark the icon for the search profile to be opened on the desktop or the respective file in the Windows Explorer. 2. Open the profile with the command Open from the respective context menu. The search profile is loaded into the application Search for Documents, and the search can be conducted by clicking Start. List of recent search profiles Command Recent search profiles of the File menu will open a list containing all recently loaded search profiles, and you can select and open a respective profile. Deleting a search profile Search profiles that were saved can be deleted from the file system or from the desktop with the standard functions for deleting files or folders in Windows.

159 4-66 Working with search profiles Editing a search profile via Explorer context menu Search profiles with extension.wdf can be editd via the respective edit command of the context menu. After having selected this command, the profile will be opened for editing in the windream search function without executing the associated query. This function allows users to modify already saved profiles according to individual needs and independently of the actual retrieval process.

160 Quit search 4-67 Quit search The application Search for Documents is closed with the command Quit from the file menu or over the respective icon in the task bar. The result list will also be closed at the same time. Quit the search function by one of the following steps Click the Quit button in the title bar of the application. Choose menu item Quit from the file menu of the menu bar in the application. Click Quit in the system menu of the application. Open the context menu by clicking the right mouse button in the title bar of the application and click Quit. Double click the windream program icon in the title bar of the application.

161 4-68 Result list Result list In the result list (hit list), the search results are displayed as a survey. Documents can be chosen from the list for further processing (for example for making changes, for importing and exporting, for printing, or for dispatch), or they can be copied, deleted or moved. Figure 4-18: Result list In the result list, the documents / folders that were found in the previous search are displayed with their file or folder name. Any result of a previous search operation will be discarded. In order to display further index files (columns) in result lists for the documents / folders found, the presentation of the result list (sort and number of the columns displayed) and the presentation order can be changed (command View>Columns). By clicking the column headline, the result list can be sorted according to this criterion. With a further click, the original array is displayed again. With a double click on a document entry, the respective document is opened in the original application. Note: If you have selected an entry in the list, you can open a document over the context menu which is opened within the result list, or you can display the index properties of a document. You can also import or export or check out and check in documents. It is also possible to create a new version or to delete previous versions. If you have selected several entries of the list, only some selected commands will be available in the context menu. You can also edit the documents using the icons of the tool bar. The tool bars are switched on and off via command View>Toolbars.

162 Result list 4-69 The number of the documents / folders found is displayed in the status bar of the result list. If no documents / folders were found according to the search criteria, edit the search terms again and restart the search. When there are too many hits, you should also specify the search criteria and conduct a new search. The drive icon in the status bar indicates whether the connection to the currently set windream server is existing and whether you can access the documents found for further processing. The connection to the current server is active in the windream alias settings of the server selection function. The connection to the current server is existing, but is not active in the windream alias settings of the server selection function. Smart docking The result list is displayed as a separate dialog box which is attached to the dialog box of the search function (smart docking). By default (meaning after the first search has been conducted) the result list is displayed directly below the dialog box and is attached to it. You can separate the list from the dialog box and move the boxes independently from each other. You move the result list by dragging the title bar to the desired position of the screen. In order to connect both boxes again, you move the result list and attach it to the dialog box of the search function. As soon as the frames of the boxes are close to each other (about 10 pixels), they will automatically be connected. You can also connect the boxes again by using the respective command of the context menu of the result list's title bar. If the boxes are connected, both can be moved together. The position and size which has been determined last will be saved. Changing the result list view You can change the display of the result list with the commands from the menu View. The functions List, Small Icons, Large Icons, and Details work similar to the functions of displaying lists in the Windows Explorer. In order to display the icons for the different view options, the option Icon in the menu View has to be switched on (check mark in front of the menu entry). The functions of the View menu are also available in the context menu of a result list.

163 4-70 Result list Note: If you switch to listview or to the small or large icons view you can also view tooltips containing the contents of the columns configured (e.g. system and windream properties). Move the mouse cursor to the desired document or to the desired folder. How to change the display of the result list 1. Click on the menu View. 2. Choose the desired option with a click. Note: By switching off the option View>Icons (no check mark in front of the menu entry), searches can be conducted faster. A display of the icons is only possible if the VFS service is started (see drive icon in the status bar of the result list). Grouping the list Via command Grouping of the View menu or of the context menu you can group the entries of the rsult list according to selectable criteria, e.g. according to folder names or file types. Via command Grouping by of the context menu wihtin the list you can select the desired grouping criterion. The entries are sorted in ascending / descending mode within the groups. The sorting within a group can be changed by holding the CTRL key and clicking into the group header. Under Windows Vista it is possible to close and open all groups. This can also be done via the following keyboard hotkeys: [CTRL] + [G] [CTRL] + [SHIFT] + [G] = close all = open all. Additionally, the grouping can be switched on and off by holding the SHIFT key and clicking into the group header. How to group the result list 1. Click the View menu. 2. Click Grouping. Changing the presentation of the result list The presentation of the result list, that means the sorting and the number of the columns presented, can be adapted according to specific

164 Result list 4-71 needs. Over the command View>Columns, you can select the columns which shall be displayed in the list. The array of presenting columns can be adapted personally by moving single columns in the result list (according to the changes in the list view of the Windows Explorer). The dialog box Configure Columns is opened with the command Columns from the menu View, or by clicking the right mouse button in the title bar of the result list. Figure 4-19: Determining the result list presentation and columns The list of the available indices contains all global indices and selected object type-specific indices which were determined during the definition of object types. How to determine the presentation of the result list 1. Open the dialog box Configure columns with a click on the right mouse button in the title bar of the result list or via command View>Columns. 2. Choose the index properties to be presented in the result list by a click on the respective check box in the list.

165 4-72 Result list 3. Close the dialog box by clicking OK. After that, the result list is displayed as configured. Note: The list view of the Windows Explorer can be adapted as well, if as a requirement the Active Desktop is installed. Viewing file icons If the file icon option has been enabled in the result list settings, the files found will be indicated with their associated file icon of the original application proggram in the result list (first column). If a respective icon is unavailable or the option is switched off, the system will use the satndard icon for windream documents. You enable and disable the file icons view via command Options>File icons of the result list context menu (right mouse click into a blank sector of the list). In the advanced options (command Options>Advanced of the context menu) you can determine file types for which the respective icon shall be extracted. See also "Extracting icons for viewing the file types" (p. 4-74). Note: The option can only be enabled if the search operation is conducted on the windream Server. Advanced options In the advanced options, you can make further settings for presenting the result list. Here, you can determine the status icons (background images), configure the grouping settings for grouping file lists according to file types or also determine file types for which the respective icons shall be extracted from the original files. You open the advanced options via the context menu in the result list using command Options>Advanced.

166 Result list 4-73 Figure 4-20: Advanced options in the result list Status icons Background images can be assigned to the result list, which depend on the current status and which thus e.g. illustrate the progress of currently executed events. By default, option User-defined is active, and the standard background images are indicated. You can switch this mode off or use your own images. The followeing options are possible in particular: Status icons Hide Simple Modern User.defined No status icon Status icon without reflection Status icon with reflection User-defined status icons; this option can only be enabled, if the required images (bitmap-files) are available in the respective directory expected by the application (windream installation folder). The images required for status-depending viewing must be saved with the following file names in the following windream program directory (e.g.

167 4-74 Result list Status icons C:\Program files\windream GmbH\windream): WMListOCX_Ready.bmp WMListOCX_Query.bmp WMListOCX_Searching.bmp WMListOCX_Finish.bmp WMListOCX_Cancel.bmp WMListOCX_Refresh.bmp WMListOCX_UpdateItems.bmp Table 4-10: Status icons (background images) in the result list With Windows file type grouping The result list grouping according to file types can be adjusted. Never show file extension The Windows file description of the respective file type is used for the group designation. However, files are grouped according to the file extension. This way, e.g. files of type.txt and.log will occur in two separate groups named Text document if the default setting "Never show file extension" is active. Merge groups with identical group description If files with the same file description shall be merged to one group, you enable the respective option. In this case, e.g. files of types.txt and.log will be merged to one group which is named Text document. Show file extensions when group description is identical If you choose this setting, files of different types with the same file description will be listed in two separate groups. Additionally, the respective file extension will be displayed in the group description, e.g. files of type.txt will occur in group Text document (*.txt) and files of type.log occur in group Text document (*.log). Always show file extension Select this option if the file extension shall always be visible in the group group designations for all groups. Get symbol from file with following file extensions Here, you can determine file types for which the icon shall be extracted from the file for being viewed in the result list.

168 Result list 4-75 Note: These settings can only be edited, if the file icon view has been switched on (command Options>File icons of the context menu inn the result list). The list can only be edited, if the respective checkbox has been checked (enabled) before. Adding a file type In order to add an entry, you first activate the Enabled checkbox. Then, you enter the desired file extension into the input field below the list, e.g. txt. The program will complete the entry to check the input; this way, the system will extend an entry txt to.txt Text document. You can change the preset description text. With the RETURN key or by cklicking the arrow button next to the input field you can apply the entry to the list. The selected file types can be enabled or disabled for extracting the icons via the associated checkboxes. Deleting a file type from the list You delete an entry by seelecting the desired file type in the list and by pressing the DEL key. Enhanced tooltip settings for viewing windream index data Different information on selected objects can be viewed as tooltip on the file icon of an entry in the result list (first column of the list). By default, the tooltip contains the object name and the path. Additionally, different index criteria can also be viewed in the tooltips when the enhanced tooltip settings are used (e.g. windream metadata like versions, creator names or date of creation). The enhanced tooltip settings are activated via command Options>Extended tooltips from the context menu of the result list (right mouse click into a free sector of the listview). Figure 4-21: Advanced tooltips

169 4-76 Result list Status of a document Via the Status column you can view different status information of a document. There may also be several states for a document, which are separated from each other by "-" as separator. Status V Version: previous version of a document. A Archived: document has been archived. BE Documents can only be edited via function "Set edit lock" (WorkLockEditOnly) N No access rights assigned to the document; document visible for windream mainuser only (NoRights). C Document is checked out (PermanentLock) B Document locked against editing (Set edit lock, UserWorkLock) H Binary file was moved to another storage sector via the hierarchical storage management function (HSMBinary); CE Document editable via "Check-out" only (CheckOutEditOnly). P Document is locked by a Proxy Server (ProxyLock). Table 4-11: Status of a document Note: You can also view the status information in the Windows Explorer list view by adjusting the current Explorer view (Enable column Status). ActiveDesktop must have been installed for this function. Editing objects from the result list The documents and folders found can be edited via the functions of the toolbars and via the functions of the windream context menu. In the File toolbar, there are some standard functions available for file editing. In the windream toolbar, there is a selection of the windream functions which have been released for the current workstation computer. These functions are also accessible via the context menu from the result list. Via the User toolbar you can execute commands defined by users. You can view, copy, change or delete documents. The object properties can also be viewed and edited. Further on, the windream functions for document editing are offered in the windream context menu (e.g. check in/out, ex- and import etc.). The document preview with windream DocView is also possible. You can edit single objects or a selection from the result list.

170 Result list 4-77 Note: In order to edit objects, it is required that a user has been equipped with the respective rights and that the required functions have been unlocked. Further information on windream rights can be found under "windream rights" in chapter "Editing documents" of this documentation. Functions of the File toolbar Via the File toolbar, you can access selected file editing functions, the object properties and the windream help function. Parent folder Shows the folder contents of the selected object in a separate Explorer Window. Cut, copy, delete Functions for cutting, copying and deleting selected objects of the list. Properties Opens the object properties of the selected document or folder. If you select several objects, only the History and Rights tab pages of the first selected object will be displayed in the properties. Help Opens the windream online help texts. Available commands in the windream toolbar The windream toolbar offers a selection of windream specific functions which can also be executed via the windream context menu in the result list (e.g. check out, check in, create new version or DocView). A system administrator determines the functions which are unlocked for the workstations using the windream Management Console. Further information on this can be found in the windream administration guide. User-defined commands in the toolbar The functions which can be started from the User toolbar are userspecific context menu entries. These entries are defined on the Menu tab page of the windream configurations. The procedure of configuring menu entries is explained under "Menu" in chapter "System settings - Client". Note: An icon file must exist to be able to view a specific command icon in the toolbar. windream expects this file in the same directory in which the script that executes this command has

171 4-78 Result list also been saved. The file name must be the same as the file name of the script and must have an additional.ico extension according to pattern: <Script name>.ico (Example: MyScript.vbs.ico). A standard icon will be used, if the application does not find an associated icon file. How to switch the toolbars on and off 1. Click View. 2. Select option Toolbars. 3. Enable or disable the toolbars of the result list by clicking the respective entry (checkmark or no checkmark in front of the entry). Viewing and editing index data Via dialog box <File or Folder Name> Properties, the index data can be displayed and modified. This dialog box is opened via the context menu or the toolbar with the Properties command. How to display index data of a document / folder 1. Select the desired document or folder in the list. 2. Choose the command Properties from the context menu. Opening and viewing a document A document can be opened for further processing by double clicking the respective document entry in the result list. Over the context menu, which is opened within the result list, if an entry is marked, a document can also be edited in the original application. Linking a document with an application for editing it. If there is no linkage between document and application, the command Open is changed to Open with, and the Windows standard dialog box Open with appears for the selection of a program with which the document shall be opened. How to open a document 1. Double click the desired document entry in the list. Or

172 Result list Mark the desired document in the list. 2. Choose the command Open from the context menu. Document preview In order to view a document, you can use the DocView command from the windream context menu. The selected document will be displayed in its original layout (see also chapter "DocView Document preview" in chapter "Processing documents"). Saving the result list The result list of a conducted search can be saved as CSV file. Thus, it is possible to view a search result later, without having to conduct the search again. How to save the result list of a conducted search 1. Choose the command File>Save results. 2. Select a folder in which the result list shall be saved as CSV file from the dialog box Save results. 3. Name the CSV file in the File Name field. 4. Confirm the entry by clicking the Save button. Opening an existing result list In order to view a result list which has already been saved before, you open the corresponding CSV file with the suitable application (for example Microsoft Excel or a text editor). How to open the result list of a previously conducted search 1. Select the desired CSV file in the Windows Explorer. 2. Double click the file. Or 1. Start the application with which you want to edit the CSV file. 2. Open the CSV file with the command File>Open. Closing the result list The result list is closed with the command Quit from the file menu of the application Search for Documents, or over the respective icon in the

173 4-80 Result list title bar. You can also close the result list independently from the search function over the Quit button in the title bar of the result list. Closing a result list with one of the following commands Click the respective button in the title bar of the Search for Documents application or in the result list. Click Quit in the file menu of the menu bar in the Search for Documents application. Click Quit in the system menu of the Search for Documents application. Open the context menu with a click on the right mouse button in the title bar of the Search for documents application and click Quit. Double click the program icon of windream in the title bar of the application.

174 Configuring double click events in the result list 4-81 Configuring double click events in the result list It is possible to configure your own events or to define scripts which are executed after double clicking an object in the result list. This way, you can e.g. ensure that a double click will always work correctly, as designed by default (e.g. opening a document with its associated application). However, it may happen that an event will not be executed after a double click, e.g. with specific applications which need a completely readable path to be able to load and open a document. Example Windows fax and image view. A folder structure with no completely readable path: W:\work\private\public\ThisIsMe.jpg The following windream rights have been assigned: work right of reading for every user private no right of reading for any user public right of reading for every user ThisIsMe.jpg right of reading for all users If a user would now click the "ThisIsMe.jpg" file in the result list, nothing would happen, meaning the file would not be opened. In order to be able to open the document anyway, the action that should be executed after a double click must be configured in a way that an entry named "NoDriveDefault" is available in the context menu. This procedure will be described now. End of example Options for configuring the double click function With the option to determine a script and a defined event to be executed after a double click, you can control the sepecific actions which will be executed after having double clicked an object in the result list (independent of the system-spcific structures like paths or VFS on/off). The following settings can be made: Default (a) Conditional (b) Always (c)

175 4-82 Configuring double click events in the result list a) Default This is the default seting. Path readable A double click will start the registered application. The context menu of the result list contains the complete Explorer menu, item "NoDriveDefault" will not be displayed. Path not readable On double click, the system will try to execute the registered application. Depending on the application and on folder hierarchies, the event will be executed or not. Context menu entries will be restricted to certain entries. The "NoDriveDefault" script can be started via the respective command. b) Conditional The result list decides the event to be executed on double click. Path readable The double click will start the associated application. The context menu of the result list contains the complete Explorer menu, item "NoDriveDefault" will not be displayed. Path not readable The defined script will be executed after a double click. Only a restricted context menu will be displayed. The script "NoDriveDefault" can be started via the respective command. Note: If setting Conditional has been entered and if the path of the selected object cannot be read, a message containing the name of the object and the name of the script will be displayed in the status bar of the result list. This way, you can see that the "NoDriveDefault" script is executed on double click. c) Always The event to be initiated by the script will always be executed. Path readable A double click wiill execute the "NoDriveDefault" script. the context menu of the result list contains the complete Explorer menu, item "NoDriveDefault" will be displayed and highlighted. Path not readable The defined script will be executed on double click. Only a restricted context menu will be displayed. The "NoDriveDefault" script can started via the respective command.

176 Configuring double click events in the result list 4-83 Configuring the double click function in the result list The settings of the double click policy are made in the Windows Registry of the windream client computer. They are valid globally as presetting for all users of a PC and server-specific for every user. Scripts which are displayed in the restricted context menu (path not completely readable) can be registered under HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S. GmbH\windream\3.6\Shell\ContextMenu\NoDrive. Here, a character string named "MyScript" must be created, and script name "MyScript.vbs"must be entered as value. To determine the script to be executed after a double click, type a character "@" in front of the key name: "@MyDoubleClickScript", value: "MyDoubleClickScript.vbs". To configure the policy, key "NoDrivePolicy" (DWORD) with value Standard, Conditional or Always is required. User- and server-specific settings are saved under key HKEY_CURRENT_USER\Software\A.I.S. GmbH\windream\3.6\Find\ListView\<Servername>\S ettings\nodrive. If no entries are existing here, the global settings of HKEY_LOCAL_MACHINE will be applied. If the settings of the double click shall be used, you should first determine the global setting. The settings will then be applied to HKEY_CURRENT_USER on first startup of the windream search operation or after opening the result list for the first time. Setting the server-specific key value "NoDrivePolicy" to value 0 will force a renewed import of the global settings. Even if no global settings are configured under HKEY_LOCAL_MACHINE, the setting will automatically remain as value 0. Example Case 1: HKEY_LOCAL_MACHINE\SOFTWARE\A.I.S. GmbH\windream\3.6\Shell\ContextMenu\NoDrive "@DoubleClickAction"=" WMNoDriveDefault.vbs" "NoDrivePolicy"=DWORD:000000c"

177 4-84 Configuring double click events in the result list In this case, always the script WMNoDriveDefault.vbs will be executed, as the setting Always (c) is entered. The "DoubleClickAction" will be indicated in the context menu.. End of example Case 2: HKEY_CURRENT_USER\Software\A.I.S. GmbH\windreamdream\3.6\Find\ListView\ <Servername>\Settings\NoDrive WMNoDriveDefault.vbs" "NoDrivePolicy"=DWORD:000000b" In this case, script WMNoDriveDefault.vbs will be executed on double click, if the path is not readable completely, as setting Conditional (b) is entered. Entry "DoubleClickAction" will be displayed in the context menu.

178 Conducting a search operation via command line parameters 4-85 Conducting a search operation via command line parameters A search for documents in windream can also be executed by entering command lines with the respective parameters. The search is started via a command line representing the following format: [path]wmfind.exe [[Path]SearchProfile.WDF] [/d SearchPath] [/r] [/s] [/h] [/u] [/c] [/p] [/e] [/a] In this context, [Path]SearchProfile.wdf represents the search profile to be used. The profile must have been equipped with the.wdf extension. If path[path] is undetermined, the profile will be searched in the default search profile directory of the windream installation folder (e.g.. C:\Programs\windream GmbH\windream\SearchProfiles). Setting the default search profile directory can only be executed via the following entry in the Windows Registry: HKEY_CURRENT_USER/Software/A.I.S. GmbH/windream/3.6/CommonFiles SearchProfilesDir (STRING). The parameters The parameters which are entered via the command line for starting a search overwrite the respective properties which are saved for determining the search behavior and for presenting the result list while loading a profile. This way, the search behavior or also the search result presentation can be determined via command line parameters. This is independent of the question what properties have been saved in the search profile for loading and executing a search operation. All other properties which are not set via a respective parameter will be considered by the system when executing a search operation according to the settings saved in the profile. Note: In order to enable the system to use properties set by the parameters, the respective search profile properties must be allowed for loading and executing search profiles in the options of the search function. Applicable command line parameters Parameter /d SearchPath Description Search path for the search representing the windream directory or the search path in which a

179 4-86 Conducting a search operation via command line parameters Parameter Description search operation is executed. Via parameter /r, subdirectories can also be included in the search. If this parameter is determined, a windream directory saved in the search profile will not be considered. Instead, the directory determined in SearchPath will be used. /r Recursive search operation; includes the subdirectories of the determined path. If this parameter is entered, a parameter saved in the search path will not be considered. /s The search will be executed directly. If this parameter is not determined, the search profile will only be displayed. /h Hidden search operation, independent of the question whether option Hide search has been enabled in the search profile properties or not. /u Use server from profile; the search will be executed on the server which has been saved in the profile. In the options of the windream search function, property Use server from profile must have been enabled. /c Use column settings from profile; if this parameter has been set, the column settings of the profile will be used. Property Column setting must have been enabled in the options of the windream search function. /p If this parameter has been set, the size and the position settings of the dialog boxes (search and result list) of the profile will be used. Property Position/Size must have been enabled in the options of the windream search function. /e Open profile in edit maode; the windream search operation will be started and the profile will be loaded. /a ServerAlias The search will be started on the determined windream server. Option Use server from profile must be disabled in the options. A respective server connection must have been configured in the alias settings of the server selector. Table 4-12: Parameters for starting a search operation via command lines

180 5 Processing Documents

181

182 Basics of document processing 5-1 This chapter describes the further processing possibilities of saved documents. Among other aspects, it is explained how to modify or delete documents, how to display the document history, how to create a new version, how to import/export documents and how to export HTML index data. Further on, it is explained how to administer access rights on documents and folders. Additionally, it is described how to edit the life-cycle of a document and how to check in and check-out documents (SBX-version and following). Basics of document processing Functions which are offered for further processing documents are divided in those functions which are delivered with the standard SBEversion of windream, and those which are supplied with the addtional available SBX version. The description of these SBX functions is followed by the icon presented on the left. Saved documents can be processed further on. Changes in the original files are worked out with the registered applications. Documents can be printed or deleted from the database. File processings like printing, deleting, moving, or renaming documents is executed with the standard functions of the operating system, for example from the Windows Explorer. Index data of documents and folders can be changed with the indexing function of windream (tab page Indices in the file dialog box <File or Folder Name> Properties. Documents and folders saved without DMS-specific indices can be post-indexed (assignment of object type). In the histories of the documents or folders in the windream drive, a detailed survey on data of creation and change of documents or folders is maintained. Further on, new versions can be generated. With the administration of versions, current versions and previous versions of a document are administered. The administration of rights allows to assign access rights on documents and folders on the user level and on the group level (tab page Rights of the Properties dialog box of a file). Copies of documents can be exported from the DMS and imported in the DMS for further processing. Selected documents whose editing period has not expired yet can be archived manually, if this function has been enabled for the respective document types.

183 5-2 Basics of document processing Index data and all document or folder properties can be displayed in HTML format. The document preview allows to view documents and to display the source in the fulltext after a fulltext search. In addition to the fulltext display and the display of the contents of fulltext-searchable index fields, further fulltexts can be acquired manually. Since the SBX version has been releaased, windream allows to check out documents for further processing and to check them in again after being edited. Additionally, the life-cycle of a document can be viewed and the corresponding rule can be edited. Selecting documents and folders The documents to be processed are either selected in the Windows Explorer, or in one of the result lists, which are created with the windream search functions (application Search for Documents). Specific processing steps can be executed simultaneously for several objects (documents and folders) over the windream context menu, while other options can only be executed for one currently selected object (over the object properties). Documents or folders for which an action cannot be executed, as the necessary requirements are not fulfilled (for example rights missing), will not be processed. You will then find respective notes in the logfiles which are created on specific processes. Logfiles (reporting) The integrated reporting function writes logfiles for specific actions. These files contain information on the mode, the procedure and the status of all processes. The files can be viewed in a dialog box for checking the correct procedure of the respective processes. Depending on the current configuration of the system (Reporting tab page of the windream configuration), the logfile is directly viewed after a process has been started, or you can view the file after the process is complete. Thus, you can check whether a process has been completed successfully, or whether some objects have been skipped, or whether errors occurred. The logfiles are saved in CSV format, path (<windreampath>\reporting) and can be opened with Excel or a word editor. The report settings are made on the tab page Reporting of the windream configuration. You can also determine, for which actions logfiles shall be written, when they shall be displayed and where they shall be saved.

184 Basics of document processing 5-3 Access rights Documents locked Basic requirements A basic requirement for all processing steps is that the user possesses the necessary rights. This means, he must be a member of a user group that had been assigned the required access rights for processing certain documents. If the user belongs to a group that maintains the right of making changes in a document (writing), the document can be modified, renamed, moved, or deleted. The user must also maintain this right for changing the index data, the access rights, or for creating a new version. For specific actions you have to make sure that except of the specific user no other user gets a writing access to the respective document. This means, that other users can only read the document while it is still edited (processed) by one specific user exclusively. A document is automatically locked by windream, when changes of the original documents by the registered original applications are made. This also counts for when changing the index properties, when changing the access rights, if a new version is created or during a check-in / check-out process.

185 5-4 History of documents and folders History of documents and folders A history is written in the DMS drive for each document and folder. The history shows a complete survey on the life cycle of a document. The history provides a detailed view on the creation and modification of the document data. In the history of the folders, all data of creation and modification are documented. The history is displayed over the tab page <File or folder Name> Properties. Figure 5-1: History of a Document displayed on the Tab Page Properties. Data of the acquisition and changes are displayed in a list. New entries are either made by windream or by the user. When certain actions are executed, the application automatically creates a respective entry for the document history (for example acquisition, post-indexing, new version, changes of the access rights, import and export of copies, manual archiving, or generating the fulltext).

186 History of documents and folders 5-5 The date and the time of the action are displayed (column Date), and the login of the user (column User) who has executed an action. In the column Action, information is displayed which describes the actions that were executed. The column Comment presents a comment that the user has entered during the acquisition of a history entry. History entries cannot be changed. Note: If only specific or all previous versions of a document are deleted without deleting the current version, a respective entry is written into the history of the current document. In the column named Action, the entry User-defined is written. In the column named Comment you can see which previous versions were deleted (deleted: <File name1>, <File name2>...). The following actions are automatically documented in the history: Action New Description Document/ folder was created. Object type assigned An object type was assigned to the document / folder New from version [Version number of the previous version] New version created Fulltext generated Access rights changed Restored Moved Index data changed File and index data changed Archived manually Archived permanently The document was created from a previous version. This action is valid for documents only. A following version was created of this document. This is valid for documents only. The fulltext for the search was extracted from this document. This action is only valid for documents. The rights of this document / folder were changed. Document / folder was recovered (restored) after deletion. This action can only be executed by a system administrator. The document / folder was moved. The index data or the properties of the document were changed by another editing process. The document (file) was changed. This action is only logged for documents. Document / folder was archived manually. Document / folder was archived automatically according to the current life-cycle rule.

187 5-6 History of documents and folders Action Description User entry Free user entry in the history of a document / folder. This process is also logged when previous versions of a document are deleted. The following entries are additionally made in the SBX version of windream: Checked in Checked out Undo check-out Admin undo checkout Life-cycle rule adapted / applied and rule of editing period changed. Archiving rule applied / changed. Document was checked in; only valid for documents. Document was checked out (permanent lock); only valid for documents. Document was checked out and this process was undone (permanent lock removed). This action is only valid for documents. Document was checked out. The check-out process has been undone over the windream Management Console by a system administrator (permanent lock removed); only valid for documents. The life-cycle rule for the document / folder was adapted manually, or the current life cycle rule of the object type was applied. Depending on the period of time for which the life cycle is valid, a respective entry will be generated. This action is only valid for documents. The following entries are additionally created in windream 3.5 version or higher for the following actions: Action Manual fulltext assigned Edit lock set Edit lock undone Edit lock undone (Administrator) Description Manual fulltext for the search was assigned to the document.this action is only registered for documents. The document was locked for editing. This action will only be registered for documents. The edit lock for the document was removed. This action will only be registered for documents. The edit lock for the document was removed by an administrator via the WMC. This action will only be registered for documents. Table 5-1: Additionally created entries in the history for windream 3.5.

188 History of documents and folders 5-7 In the Windows Explorer How to display the history of a document 1. In the Windows Explorer (and in the windream drive), you choose the folder in which the document for which you want to display the history is stored. 2. Mark the desired document in the list of document entries. 3. Choose the command Properties from the context menu. 4. Change to the tab page History. Or In the result list of the dialog box Search for Documents From the result list after a successful retrieval with the windream search function Search for documents. 1. Open the Windows Start menu with a click. 2. Choose the command In Windream from the menu Find to start the search function Search for Documents Conduct a respective search. 4. Mark the document to be edited in the result list. 5. Open the context menu. 6. Choose the command Properties to open the dialog box <File Name> Properties. 7. Change to the tab page History. From the Windows Explorer How to display the history of a folder 1. In the Windows Explorer (and in the windream drive), you choose the folder for which you want to display the history. 2. Choose the command Properties from the context menu. 3. Change to the tab page History. Note: You can also display the history of a folder in the result list, after a successful retrieval with the windream search function Search for Documents. Adding an entry to the history Additionally to the entries generated by the system, the user can add entries that were created by himself. A basic requirement for this is that he is a member of a group that possesses the right of writing for the respective documents / folders.

189 5-8 History of documents and folders How to add an entry to the document or folder history 1. Open the dialog box <File or Folder Name> Properties of the document / folder for which you want to to add an entry in the history. 2. Change to the tab page History. 3. Open the dialog box Add History Entry with the button Add. 4. Enter the comment for the history entry in the text box. 5. Click OK to confirm your entry. Note: In the column Action, the respective entry is set automatically for a user-defined history entry (User entry). The name for this action cannot be changed. An entry in the history which has been set once cannot be changed.

190 Administering document versions 5-9 Administering document versions Several versions of a document can be administered in windream. A new version of a document is a copy of the original document with an ascending order of version numbers (linearly ascending numbering). The current version of a document is always available for the user. Previous versions are automatically assigned with the file attribute Hidden, so that they are only displayed in the Windows Explorer when the viewing settings are made respectively. The current version, the number of the version, and the previous versions of a document can be displayed in the file properties dialog box over the tab page Version. All versions of a document are available in the windream drive any time. If a new version of a document is generated, a copy is created in the same directory with an identical name, the same rights, the original data, properties, and a history on its own. If necessary, an existing fulltext is also extracted for the new version. Regarding the previous version, the version number is added to the file name, and a respective entry for the history is created. The previous version cannot be changed any more. When conducting searches, previous versions can be included in the search. If the current version is deleted in the Explorer, the previous versions will remain save. In order to delete the current version including all previous versions, the current version or one of the previous versions has to be deleted with the function windream>delete including previous versions from the windream context menu in the Windows Explorer, or in the result list of the windream search function. It is possible to only delete specific previous versions of a document from the string of versions (function windream>delete including previous versions from the windream context menu in the Windows Explorer, or in the result list of the windream search function). In order to get admission for creating a new version of a document, the user must belong to a group to which the right of writing for this document has been assigned. It is not possible to create a new version of a document which was set in the write-protected mode. Note: It is possible to save two files with the same name in different folders of the windream drive. Referring to the administration of versions, the following has to be reminded: If one of these files is copied or moved to a folder in which a file with the same name already exists, the existing file of this folder is replaced by the file which was moved (copied). Then, it is not possible to create a new version of this file any more.

191 5-10 Administering document versions Administering versions The administration of versions is executed over the tab page Version in the dialog box <File Name> Properties. In the Windows Explorer How to view the versions of a document 1. In the Windows Explorer and the windream drive, you choose the folder in which the document, whose versions shall be displayed, is saved. 2. Mark the desired document in the list of the document entries. 3. Choose the command Properties from the context menu. 4. Change to the tab page Version. Or In the result list of the dialog box Search for Documents From the result list after a successful retrieval with the windream search function Search for Documents. 1. Open the Windows Start menu with a click. 2. Choose the command In Windream from the menu Find to start the search function Search for Documents Conduct a respective search. 4. Mark the desired document in the result list. 5. Open the context menu. 6. Choose the command Properties to open the dialog box <File Name> Properties. 7. Change to the tab page Version.

192 Administering document versions 5-11 Figure 5-2: Dialog Box Properties with the Tab Page Version. The versions of a document are displayed in a list. New entries are created by the application. If a new version is created for a document, windream automatically generates the respective entries for the administration of versions (for the current and the previous versions). The file name, the version number (columns File name and Version), and the login of the user who has created the version (column Author) are displayed. Additionally, the date and the time of the creation (column Date), as well as the size of the document (column Size) are displayed. The entries in the administration of versions cannot be changed. The document can be edited with a double click on the entry in the column File name. It is also possible to open a version with the command Open from the context menu. With the command Properties from the context menu, the document properties (for example indices, history or fulltext) of a previously marked document in the list are displayed.

193 5-12 Administering document versions How to open a version 1. Open the dialog box <File Name> Properties. 2. Change to the tab page Version. 3. Mark the version of the document to be opened in the column File Name. 4. Open the document with a double click. How to view the document properties of a version 1. Open the dialog box <File Name> Properties. 2. Change to the tab page Version. 3. Mark the desired version of the document in the column File Name. 4. Choose the command Properties from the context menu. Creating a new document version A new version of a document is created with the command Create new version from the windream context menu in the Windows Explorer or from the result list of the windream search function. If new versions shall be created for several documents simultaneously, you first mark the desired documents and then select the command windream>create new version. A new version will then be created for all selected documents, if the necessary requirements are fulfilled (access rights, document unlocked). The process of creating versions is taken up as protocol in a logfile (default <windreampath>\reporting\makeversion.log). First of all, a copy of the document is generated with an ascending order of the version number by choosing the command Create new version. In the history of the new version, the date of creation and a note is entered which shows that this version was created from a previous one. The previous version is assigned the file attribute Hidden and is set into the write-protected mode. An entry with information on the user, the date and the time of the newly created version is generated in the history of the previous version. Previous versions cannot be changed. After that, the new version can be opened, edited, and saved. Example A new version is created from the original document named Introduction.doc. The new version (2) gets the original file name Introduction.doc. The previous version is renamed Introduction[1].doc.

194 Administering document versions 5-13 In the administration of versions, two entries are generated respectively for two versions. End of Example File Name Version Author Date Introduction.doc 2 Author's name Date of creation Introduction[1].doc 1 Author's name Date of creation For the current version (Introduction.doc), an entry is created for the action New Version of [1] in the history. In the history of the previous version Introduction[1], an entry is generated for the action New version created. The previous version Introduction[1].doc is attributed Hidden and set read-only at the same time. From the Windows Explorer How to create a new version 1. In the Windows Explorer and in the windream drive, you choose the folder of the document, for which you want to create a new version. 2. Mark the desired document in the list of document entries. 3. Choose the command Create new version from the context menu. 4. Refresh the view in the Windows Explorer by pressing F5 to display the new version. Or In the result list of the dialog box Search for Documents. From the result list after a successful retrieval with the windream search function Search for Documents. 1. Open the Windows Start menu with a click. 2. Choose the command In windream...from the menu Find to start the search function Search for Documents. 3. Conduct a respective search. 4. Mark the desired document in the result list. 5. Choose the command Create new version from the context menu. 6. Refresh the view in the Windows Explorer by pressing F5 to display the new version. After having created the new version, you can view or edit the versions over the tab page Version in the dialog box <File Name> Properties.

195 5-14 Administering document versions Note: After having created a new version, you have to refresh the view in the Windows Explorer (key F5 or menu View>Refresh), so that the new version is displayed. If the display in the Windows Explorer shows hidden files, you can also recognize previous versions by the icon in front of the file name, which is presented in light colour. New versions of archived documents You can also create new versions of archived documents. A requirement is that the document type assigned to these documents allows to do so. The properties of a document type are determined while a responsible system administrator is defining the object types in the windream Management Console. A detailed description can be found in the windream administration guide. Creating a new version and the administration of versions is executed as described in topic "Administering versions" and "Creating a new version". New version while importing documents Optionally, you can determine during the import of documents, whether new versions shall automatically be created when documents are imported into the DMS. New version while checking documents in Since the SBX version of windream has been released, it is possible to create new versions automatically when documents are checked in. When document types are defined in the Management Console, you can determine that new versions shall be created automatically for specific document types. You can create a new version for other documents of a specific type when you check in documents of this type. Deleting document versions Stored documents (files) can be deleted from the database. It is possible to delete only the current version of a document including all previous versions, or selected previous versions of a document recursively from a selected previous version in the string. Deleting documents is either done with the Windows Explorer, or from the result list of the dialog box Search for Documents. All functions for deleting documents (current version with or without previous versions or deletion of specific previous versions) can also be

196 Administering document versions 5-15 executed for several selected documents. All selected documents will be deleted step by step, if the necessary requirements are fulfilled (access rights, document unlocked). For all deleting processes, which are executed over the command windream>delete incl. previous versions of the context menu, the procedure will be written to a logfile (default <windreampath>\reporting\delpreversion.log). Deleting the current version of a document The current version of a document (a file) is deleted over the Windows Explorer with the [DEL] key, or in the result list from the dialog box Search for Documents with the command Delete from the context menu, or over the File menu. From the Windows Explorer How to delete the current version of a document 1. In the Windows Explorer and in the windream drive, you choose the folder in which the document to be deleted is stored. 2. Select the desired document in the list of document entries. 3. Press [DEL] to delete the document. 4. Confirm the security message with Yes. Or In the result list of the dialog box Search for Documents 1. Open the Windows Start menu with a click. 2. Choose the command In windream... from the Find menu to start the search function Search for documents. 3. Conduct a respective search. 4. Select the document to be deleted in the result list. 5. Choose the command Delete from the context menu or from the File menu. 6. Confirm the security message displayed with Yes. Note: If the current version of a document is deleted in the Windows Explorer or in the result list, the previous versions will remain saved. You cannot create versions of a new document which is later saved under the same name. In order to delete the current version of a document including all previous versions, the current version must be deleted with the function windream>delete>delete including previous versions from the windream context menu of the Windows Explorer, or in the result list of the windream search function. If there are no existing previous versions of a document, the document can also be deleted over the command windream>delete including previous versions from the windream context menu in the

197 5-16 Administering document versions Windows Explorer, or in the result list of the windream search function. Deleting a current version of a document including previous versions The current version of a document including all previous versions, or specificly selected previous versions of the version string are deleted with the function windream>delete including previous versions of the windream context menu in the Windows Explorer, or in the result list of the windream search function. Depending on which file is selected from the version string of a document, windream deletes: The current version of a document (file), if there are no previous versions. The current version of a document (file) including all previous versions, if the current version is selected. The previous versions of a document (file) recursively from the selected previous version. From the Windows Explorer How to delete a document including all previous versions 1. In the Windows Explorer and the windream drive, you choose the folder in which the document with the previous versions to be deleted is stored. 2. Select the current version of the document to be deleted in the list of document entries. 3. Choose the command windream>delete including previous versions from the context menu. 4. Confirm the security message displayed with OK. Or In the result list of the dialog box Search for Documents From the result list after a successful retrieval with the windream search function Search for documents. 1. Open the Windows Start menu with a click. 2. Choose the command In windream... from the Find menu to start the search function Search for documents. 3. Conduct a respective search. 4. Select the current version of the document to be deleted in the result list. 5. Choose the command windream>delete including previous versions from the context menu. 6. Confirm the security message displayed with OK.

198 Administering document versions 5-17 From the Windows Explorer How to delete selected previous versions of a document recursively from a specific previous version 1. In the Windows Explorer and in the windream drive, you choose the folder in which the previous versions of the documents to be deleted are saved. 2. In the list of the document entries, you mark the previous version from which the previous versions of the document shall be deleted. 3. Choose command windream>delete including previous versions from the context menu. 4. Confirm the security message displayed with OK. Or In the result list of the dialog box Search for Documents 1. Open the Windows Start menu with a click. 2. Choose the command In windream...from the Find menu to start the search function Search for documents. 3. Conduct a respective search (include previous versions). 4. In the result list, you select the previous version from which the previous versions of the document shall be deleted. 5. Choose the command windream>delete including previous versions from the context menu. 6. Confirm the security message displayed with OK.

199 5-18 Viewing fulltext Viewing fulltext Different fulltexts may exist for each document. There is a differentiation between the following fulltexts: Extracted fulltext Manual fulltext Fulltext of fulltext-searchable index fields Extended (private) fulltext The generation, acquisition and editing of of the fulltexts is either executed automatically by the windream services (fulltext indexing service, windream DMS-Service) or manually via the tab pages Fulltext and Indices of the file properties. Documents can be found according to text elements in the fulltext searches via the windream search function. This can be done separately in different fulltexts or via all fulltexts. Note: Fulltexts can also be generated for folders. You can acquire and edit manual fulltext via the Fulltext tab page of the folder properties. Contents which is entered while editing the index criteria in fulltext-searchable index fields will be extracted and stored fulltext. It is also possible to acquire and edit private fulltext in respective fulltext fields when editing the index properties (tab page Indices). Viewing and editing the different fulltexts is executed the same way for documents. Extracted fulltext For all original files of the documents saved in windream, a fulltext can be generated. After having created the fulltext, a respective entry is automatically made for the histories of the documents (in the user column: windream, and the Action column displays Fulltext created). After each modification of the original data, the fulltext creation is executed again. The creation of fulltext is done asynchronously with the storage of documents in the DMS. According to specific intervals, the fulltext index service searches for newly acquired or changed documents, for which a fulltext has to be extracted in the database. The system administrator determines, for which documents (file types) a fulltext shall be created, and according to what time intervals the fulltext shall be extracted. These settings are made in the windream configuration on the windream server. Manual fulltext Additionally, it is possible to acquire further fulltext for a document as manual fulltext. This fulltext will not be generated by the windream Fulltext Indexing Service, but is created manually via the Fulltext tab

200 Viewing fulltext 5-19 page of the document properties or it is filled via the respective interface function. After having acquired the fulltext manually, a respective entry is written into the history automatically (in the user column, an entry user entry and in column Action, Manual fulltext assigned will be entered.). Manual fulltext is not deleted or changed automatically, if changes on the original documents have been made. If desired, this must be done manually. Changes on the manual fulltext are made via the Fulltext tab page of the file properties or via the respective interface functions. Fulltext-searchable index fields Further on, documents can be indexed via so-called fulltext-searchable index fields (string fields). These index properties are marked as fulltext-searchable during the definition of the object types in the WMC, which is valid for all document types (see also chapter "Determining and administering indices" in the windream administration guide). The contents of these index fields are additionally extracted and created as fulltext by the windream services. You can search text elements in these fulltext fields. The fulltext from searchable index fields is refreshed by the windream services after changes have been made. Viewing the fulltext can be done via the Fulltext tab page of the document properties. Extended (private) fulltext (windream Business Edition only) In addition, it is possible to acquire extended (private) fulltext for documents of specific types. Thus, a fulltext index must be generated when the obejct type is defined in the WMC, which will then be assigned to a document type as document type-specific index field (see also "Determining and administering indices" in the windream administration guide ). Like any other object type-specific index property, this fulltext will be acquired and edited via the indices tab page of the document properties. Changes on the extended fulltext will only be refreshed after a change in this field via the indices tab page of the file properties in the DMS. Viewing fulltext and editing manual fulltext Viewing the extracted fulltext and the fulltext from searchable index fields can be done via the fulltext tab page in the file properties. Additionally, the manual fulltext can be acquired, edited and viewed.

201 5-20 Viewing fulltext Example of an extracted fulltext From the Windows Explorer How to view the fulltext of a document 1. In the Windows Explorer and in the windream drive, you choose the folder in which the document, whose fulltext shall be displayed, is saved. 2. Mark the desired document in the list of document entries. 3. Choose the command Properties from the context menu. 4. Change to the tab page Fulltext. 5. From the dropdown listbox Fulltext, you select the desired entry (extracted, manual fulltext or searchable string fields). Or

202 Viewing fulltext 5-21 In the result list of the dialog box Search for Documents In the result list after a successful retrieval with the windream search function Search for Documents. 1. Open the Windows Start menu with a click. 2. Choose the command In windream from the menu Find to start the function Search for documents Conduct a respective search. 4. Mark the document to be edited in the result list. 5. Open the context menu. 6. Choose the command Properties to open the dialog box <File Name> Properties. 7. Change to the tab page Fulltext. 8. From the dropdown listbox Fulltext, you select the desired entry (extracted, manual fulltext or searchable string fields). How to acquire manual fulltext of a document 1. Select the folder in the windream drive in which the document has be stored for which you want to acquire fulltext manually. 2. Highlight the desired document in the list of document entries. 3. Select command Properties from the context menu. 4. Switch to tab page Fulltext. 5. Select entry Manual Fulltext from dropdown listbox Fulltext. 6. Paste the text (manually or via the clipboard) which shall be acquired as manual fulltext. 7. Save the changes with Apply or OK. You can also select the document for which the fulltext shall be acquired from the result list after a retrieval with the windream search function. Fulltext can either be acquired via the respective interface funcction. Note: In the same way, you can also acquire and edit manual fulltext for folders via tab page Fulltext of the folder properties. How to acquire fulltext in searchable string fields or as extended fulltext The acquisition and editing of the fulltext from searchable index fields and the extended fulltext is executed via tab page Indices of the file properties while indexing documents (see also chapter "Determining index properties").

203 5-22 Viewing fulltext 1. Open the file properties of the document for which you want to acquire fulltext manually. 2. Switch to the Indices tab page. 3. Select the desired object type from dropdown listbox Object type. 4. Enter the index data in the object type-specific index fields. 5. If the object type provides a field for acquiring extended fulltext, enter the text to be acquired as extended fulltext (manually or via clipboard). 6. Save the changes with Apply or OK. Note: In the same way, you can also acquire and edit fulltext from fulltext-searchable index fields or from private fulltext via tab page Indices of the folder properties.

204 windream rights 5-23 windream rights The administration of rights in windream is based on the user and group concept of Windows. The Windows users and groups and the group membership of users are determined in the Windows user administration. The classification of users and groups as windream users and groups and their administration is executed over the windream Management Console (WMC). A description of the user administration of Windows is not part of this documentation. Among others, you will get further information on Windows in the respective Microsoft documentations. The access rights of windream users and groups to documents and folders are administered over the tab page Rights of the object properties. Actions are executed from the connected Client computers. Note: The windream Business Edition allows to assign rights on documents and folders for windream groups and for single users as well. In the SBX-version, however, you are only allowed to assign rights on documents and folders for windream groups, but not for single users. In version 4.0 and higher, the windream Business Edition provides an enhanced rights concept. This way, besides the standard heritage of rights concerning folders and documents, a separate rights assignment to folders and to the contained documents is possible. Additionally, the rights of writing (changing) indices and original file can be separated. With the option to restrict the right of reading you can prevent users from reading certain documents and folders listed in the Explorer view or in the result lists. The enhanced rights administration requires a windream BE licence. Access rights on documents and folders can be extended or restricted by users which are equipped with the respective rights on the workstations. Users and groups Users and groups are taken over from the user and group administration of the windream Management Console (WMC). Each windream user must also be NT user. A windream user must in any case be registered as NT user and must at least be assigned to one windream group for being able to work with windream. If a new user account or a new group shall be created for

205 5-24 windream rights windream, this account or group must at first be created with the NT Server administration. After that, the assignment of the user or the group to windream is executed over the user and group administration in the WMC. In the WMC, new groups and user accounts can also be created by assigning existing NT groups or user accounts to windream groups or by taking over new groups in windream. The user ID for the current user (creator ID) is also saved as creator or author by windream for the documents saved in windream. Rights The administration of rights is executed on the tab page Rights in the document or folder properties (dialog box <File or Folder Name> Properties). The assignment of rights is made for each group or user on single or several documents or folders. The assignment of rights can be executed simultaneously for one or several holders of rights (users and groups). First, we will explain the rights of the windream SBX version ( ). Then, we will describe the extended rights of the windream Business Edition (). Rights in windream SBX The access rights are restricted to the rights of reading, changing and rights for each group and user. The right deleting is automatically assigned by the right of changing. According to this structure, rights on single folders or documents in windream can be assigned to the specific groups or users. It is differentiated between the rights of reading, writing (which means changing), and the right of assigning rights (the right Rights). Reading The right of reading allows users to open a document in the read-only mode with a viewer or with an application registered for this file type. Changes, which are made in the registered application, cannot be saved in the same document, because the right of Changing is not assigned. Folders of the windream drive are only displayed in the Windows Explorer or in the result lists of the search function, if the group or the user has at least been assigned the right of reading the folders.

206 windream rights 5-25 Changing The right of making changes enables the users to open and to change a document with a viewer or with the registered application for this file type. These changes can be saved in the current version, or a new version of this document can be created. The document can also be renamed, moved, or deleted. The right of deleting documents is automatically assigned with the right Changing. If a whole number of documents is selected for deleting, windream will delete them one after the other. If among the documents selected there is one that cannot be deleted, because the right of changing has not been assigned, windream deletes all documents except this one. The user is informed by a message that this document cannot be deleted. After that, the process of deleting is canceled. Folders for which a group or a user has been assigned the right of changing are displayed in the Windows Explorer and in the result list of the windream search function. They can be renamed, moved, or deleted. The right of deleting folders is assigned with the right of changing. However, folders can only be deleted, if all documents of this folder can also be deleted. If there is a document (or another child folder) in this folder which may not be deleted, a message is displayed and the process of deletion is canceled. A new folder can be created, if the group or the user is assigned the right of Changing for the parent folder. Rights Users and groups with the right Rights are authorized for changing the rights on respective folders and documents for other groups and users and for his / her own group. Such users can assign or revoke the rights of reading, changing and rights on folders and documents. Rights in windream BE The access rights to objects are assigned for a user or a group. Rights on single or several documents and folders can be assigned in windream. there is a differentiation between rights of Reading and Prohibit to read data / list folders), the right of writing (Right Index write and Change File/Folder) and the right of assigning rights (Set Rights). Additional rights for creating files and folders can be assigned to folders. With the right to Subscribe users will get an option to subscribe documents and folders. Reading The right of reading enables users to open a document in read-only mode with a viewer or with the registered application. Changes on the document which are made with the registered application cannot be saved in the same document, as right of changing a document would have to set for this action.

207 5-26 windream rights Folders will only be displayed in the windream drive (Windows Explorer) or in the result list, if the user or the group to which a user has been assigned has at least the right of reading. Denial of reading data / listing folders The right to deny folder listing (Prohibit list folder) and to Read data (documents) restricts the right of reading to the respective objects. Users and groups to whom this right has been assigned for a folder or document can see this object in the windream drive or the result list, but they cannot view the folder contents or the file contents. Changing an index The right to change an index enables users to change the index data (indices, history, life-cycle, fulltext) of documents and folders. Index data includes the windream meta data of the object properties on tab pages Indices, History, Life-cycle and Fulltext. In order to generate a new version or to edit the original file, the additional right to change the file is required. In order to be able to change a folder or to create andd modifiy a new folder, users must also be equipped with the rights to chnage the folder and to create a folder. Changing files / folders The right to change a file enables users to open and edit the binary file of the document with its native application. It also allows to move, rename or delete the file. The right to change a folder enables users to modify, move, rename and delete a folder, if the rights allow this action to be executed on subfolders. Create file This right can only be applied to folders. It is required to be able to create files in a folder. Create folder This right can only be assigned for folders. It is required to be able to create subfolders in a folder. Subscribe The right to subscribe determines whether the concerned object may be subscribed by a user or not. A detailed description of this procedure can be found under "Subscribing documents and folders". Rights Users who have been equipped with the right named Rights are allowed to change the rights of other users concerning folders and

208 windream rights 5-27 documents. You can assign or remove the different rights on documents or folders. Documents / folders without rights If a windream NT group is deleted on the server, it is possible that this group was the only one who still possessed the right of reading specific documents / folders in windream. When rebooting the windream DMS service on the windream server next time, this very last group or user assignment of these documents / folders will be removed. Thus, these documents / folders will not be visible or retrievable for any windream user. In order to find these documents / folders again and to assign new rights, a respective retrieval can be conducted over the windream search function (index search). In this case, a windream mainuser must be logged in at a windream workstation (see documentation of server setup). Among others, this mainuser can find documents without group or user assignment. After that, the index search has to be launched, and a bitsearch with index Flags has to be conducted (Flag no rights or 32768). After that, you can again assign the required rights for the documents / folders found. How to conduct a search for documents / folders without rights 1. Select the category Available Indices over the menu button Index of the index search. 2. Select the index Flags for bitsearches over windream specific attributes. 3. Determine the operator in the field Condition (bit set or equal). 4. Select the entry no rights in the dropdown listbox Value, or enter the value Requirements for administering rights At least one group or one user must always possess the right of assigning rights and the right of reading each folder / document of the windream drive. Administering rights The administration of rights is executed over the tab page Rights in the dialog box <File or Folder Name> Properties.

209 5-28 windream rights Figure 5-3: Administering rights The users and groups are listed with the assigned access rights on the previously selected documents and folders. Only those users and groups are listed which at least possess the right of reading the selected documents. The icon in the column Group indicates whether the entry refers to a user or to a group ( for user; for group). In column Name, the login name for users and the group name for groups is displayed. The complete user name is additionally listed in cloumn Description. Column Domain contains the designator of the domain on which the user or the group accounts have been configured. Columns Read, Change and Rights are designed for displaying and assigning the respective rights. If the checkmark is enabled in one of the columns, the respective right is set for the user / group.

210 windream rights 5-29 Sorting the list of right holders The sorting of the list of users and groups can be adjusted according to each criterion displayed. The list will be sorted again after a click on the respective column header. By default, the ascending order over the names of users and groups is preset (column Name). Keyboard navigation in dialog box Rights In order to change settings on the Rights tab page, the navigation on the tab can also be done via keyboard instead using a mouse. If a line with the name of a rights holder is highlighted (blue), the present focus on a cell will be presented with another color (lighter blue). Selecting a cell can be executed via keys [SHIFT] + [CURSOR LEFT/RIGHT] within the line. To change the right, use keys [SHIFT] + [SPACE]. Presentation of rights on multiselection of documents and folders If several documents and / or folders have been selected for editing their access rights, all users and groups with their rights will be displayed on the tab page Rights which are assigned to the selected objects. Rights (checkmarks) which are valid for all objects are displayed as being checked, whereas the rights which are only assigned to a part of the selected objects are displayed in a different way. Also if specific users and groups only possess access rights on a part of the selected objects, the rights set will be presented in grey checkboxes. If you change the rights of a holder by revoking a right (disable checkbox) or by enabling a checkmark (active), these changes will be valid for all selected documents and folders. This is also true for rights which a holder only possesses for a part of the selected objects (grey checkmarks). This means if you select a right in grey color, this will be presented in black afterwards and will be set for all edited objects after being saved. If you disable a right in grey, the right will be revoked for the respective holder. Example Access rights on document 1 Name Read Prohibit data read Change index Change file Subscribe windream admin Yes No No No Yes Yes windream users Yes No Yes Yes No Yes Paul Yes No Yes Yes Yes Yes Peter Yes Yes No No No No windream test Yes No No No No No Rights

211 5-30 windream rights Access right on document 2 Name Read Prohibit data read Change index Change file Subscribe Rights windream admin Yes No Yes Yes No Yes windream users Yes No Yes Yes No Yes Presentation of access rights when selecting document 1 and 2 Name Read Prohibit data read Change index Change file Subscribe Rights windream admin Yes No Yes (blue) No Yes (blue) Yes windream users Yes No Yes Yes No Yes Paul Yes (blue) No Yes (blue) Yes Yes (blue) Yes (blue) Peter windream test Yes (blue) Yes (blue) Yes (blue) No No No No No No No No No End of example Basics of rights assignment The assignment of rights is always executed for the currently selected documents or folders of the result list or the Explorer list view. The access rights are set by the assignment of users and user groups with the respective rights set on selected documents and folders. windream will first assign the rights of the parent folder as the inherited rights to new documents / folders. By default, these are the folder rights of a folder. However, you can also assign separate innherited rights for files and folders. These inheritable file and folder rights are determined separately and are inherited to subordinated folders and files instead of the standard rights. The assigned rights can be extended or restricted later, if you or your user group to which you are assigned possess the required right. If you change the rights of a folder later (after documents / folders have already been created), these changes will not automatically be transfered to documents / folders which are already in it. In order to be able to create a subfolder of a folder, the user or the group to which a user belongs must possess the right of writing in this folder. The new document / the new folder will then automatically contain the rights of the parent folder.

212 windream rights 5-31 If a user or a user group does not at least possess the right of reading a folder or a document, the folder and the document will neither be displayed in the result list of the windream search function nor in the Explorer listview. Note: Documents stored in a folder for which a user or a group does not possess the right of reading will be found in a retrieval, if the user / group is equipped with the right of reading these documents. These documents can be viewed over the result list of the windream search function. However, the documents will not be displayed in the Explorer listview. Assigning the right of reading a document / folder If a document shall only be released to a user or group for reading, or if a folder shall be released for being viewed, you will exclusively have to assign the right of reading to this user / group referring to the document / folder. Note: If you disable the right to read a document for a user or a group, you will withdraw all rights of this user, and the entry will be removed from the list. With the right to Prohibit list folder and Prohibit data read you can restrict the right of reading documents and folders. The folder contents may not be listed in the Windows Explorer or in the result list, and the file contents of a document may not be read. File Read Prohibit data read Table 5-2: Right of reading windream documents Set or withdraw the right of reading index data (indices, history, life-cycle, fulltext) and the file contents. Assign or withdraw the right to read the original file (binary) of the document. Folder Read Prohibit list folder Set or withdraw the right of reading the index data (indices, history, life-cycle, fulltext) and the folder contents of the folder. Assign or withdraw the right of listing the folder contents in the Explorer or the result list.

213 5-32 windream rights Assigning the right of changing a document / folder In order to allow users or groups to make changes, you will have to assign the right of changing the document / folder. The right of changing contains the right of reading, meaning that if the right of changing is assigned to a document / folder and the respective user and group, windream will automatically assign the right of reading, too. The right of changing objects can be assigned separately according to index and file contents or according to index and folder data. The index data include the windream meta data of the object properties (tab pages Indces, History, Life-cycle and Fulltext). File Change index Change file Set or withdraw the right of writing index data of the document. Set or withdraw the right of writing system indices and the original binary file. The file can be changed, moved, renamed or deleted. Table 5-3: Rights of writing windream documents Note: Both rights must be set to grant users and groups an unrestricted right of writing. Folder Change index Change folder Create file Create folder Table 5-4: Right of writing in a windream folder Set or withdraw the right of writing index data (indices, history, life-cycle, fulltext) of the folder. Set or withdraw the right of writing system indices of the folder. The folder can be changed, moved, renamed or deleted. Assigns or withdraws the right to create a new folder or files in a folder. Assigns or withdraws the right to create new folders below a folder level. Note: All rights must be set to grant users and groups an unrestricted right of writing in a folder. What events can be executed with the right of writing? windream functions Change index Change file or folder Check out / in D 1 D Both rights set 1 D = Document; F = Folder

214 windream rights 5-33 windream functions Change index Change file or folder Versionize D D D Delete D D/F Move (Explorer) D/F D/F Move (WMC) 2 D/F D/F D/F Set edit lock (lock for editing) Manual archiving D D D Assign object type D/F D/F Edit index data D/F D/F Table 5-5: windream rights of BE and possible events D Both rights set D Right to subscribe objects In order to enable users to subscribe documents and folders, they must be equipped with the Subscribe right concerning the desired objects (see also "Subscribing documents and folders", p. 5-88). Rights inheritance Files and folders initially inherit the rights of the parent folder. By default, subordinated folders inherit the currently set rights of the folder. For files, this means that they will only inherit those rights which have been designed for files. However, it is also possible to assign rights for documents and folders which shall be used for inheritance instead. The criteria concerning the rights to be inherited are determined in the rights assignment function of the folders. The following options are possible: Folder rights File rights to be inherited Folder rights to be inherited 2 Move (WMC) = Administration function in the windream Management Console (Lock: MoveReadOnly especially for archived / versioned documentsd)

215 5-34 windream rights Figure 5-4: Inheritance of windream rights file rights to be inherited Folder rights If you select this option, subordinated folders will inherit the current rights of the folder (default rights). This is the default setting. Inheritable file rights Select this option to determine the rights that files shall inherit which are created in the folder. New files in this folder will inherit exactly the rights set here, which is independent of the current rights of the folder. If you also enable the option of inheriting the rights separation (propagate inheritable rights), new folders will also receive the inheritable file rights so that also files which are cteated in these folders will again inherit these file rights. If the option to Propagate inheritable rights has not been switched on, only new files in the current folder will inherit these rights, but files in subfolders will not.

216 windream rights 5-35 Inheritable folder rights This settings determines the rights which subordinated folders shall inherit. New folders will exactly inherit the rights determined here, which is independent of the currently set folder rights of the folder. Right to assign rights concerning documents and folders If a user or a group shall be equipped with the right of changing rights, you will have to assign the right of assigning rights to this user / group. This also contains the right of reading which is automatically assigned by windream. Revoke all rights for a document / folder In order to revoke all rights of a user / group, you will have to disable the right of reading. If the right of reading is removed, windream will also delete the right of changing (if existing) and the right of assigning rights. Alternatively, you can also revoke all rights from a user or a group using the respective command from the context menu. The entry for the respective user or group will be removed from the list of right holders which refer to the specific documents and folders. In order to assign access rights again to these users, you will have to add the users or groups again to the list of right holders and you must assign the right again. Note: If all rights of a document or a folder are removed for all users and groups, the document cannot be changed any more and cannot be displayed or retrieved. Thus, windream will display a respective message if you try to remove rights from the very last right holder. Assigning rights You can change the rights on a document or a folder for all users and groups (also in groups that you have not been assigned to) if you or the group in which you are member is equipped with the right of making changes. The assignment can be executed by: assigning users or groups with the respective rights to the list of right holders over command button Add (assigning initial rights) or the extension or restriction of rights of already assigned users and groups over the checkboxes on the tab page Rightse (editing assigned rights).

217 5-36 windream rights In order to assign access rights, you first select the respective documents and folders. Then, you add the users and groups with the desired access rights on the selected objects, or you change the access rights of the available right holders. Adding users and groups In order to assign access rights on documents and folders to users and groups, you open the dialog box Select users and groups via command button Add. The initial rights which can be assigned here may change and depend on the question whether you edit the rights for a folder or for a document. Figure 5-5: Selecting access rights for users and groups (folder rights)

218 windream rights 5-37 Figure 5-6: Access rights for users and groups (document rights) Viewing user groups In the dropdown listbox Search in, the Domains (NT Server) are displayed on which the windream users and groups are configured. The list contains the windream Server and all domains that are known to the windream Server. You restrict the list of users and groups by selecting a domain (upper list in the dialog box). The user groups available on the selected domain are displayed. Viewing users Over the checkmark Show Users, you determine whether all users are displayed which are configured on the domain, additionally to the groups (checkmark enabled). As default, the checkmark is disabled. Note: The time required for searching and displaying users depends on the number of user accounts configured. You can reduce the contents of the list with the filter function. By entering a value in the fields of the first line of a column, the contents of the list will be limited to the elements which contain the value entered in the respective column. By entering values in several columns, the contents of the list can further be limited. Alphanumeric characters are allowed as entries. The entry of wildcards (* and?) is supported. The filter function is not available for columns with the value no Filter. Entries in these fields will not be considered.

219 5-38 windream rights After having entered a value, the filtering process will be excuted on pressing RETURN or automatically after one second. Over command buttons next to the input fields you reset the values to *. All elements of a column are found with this value. The filter values entered and the contents of the list are not saved. Selecting users and groups and assigning rights You apply previously selected entries from the upper into the lower list of the dialog box by enabling the Add button. Then, you assign the initial rights to selected users and groups over the corresponding checkmarks. The right of reading is always set and cannot be disabled, as at least the right of reading must be assigned to each new right holder. With OK, you apply the users and groups including the assigned rights to the list of right holders on the tab page Rights (dialog box of object properties). If you select a user or a group that has already been equipped with rights, this user / group will receive the new rights. Save access rights Changed access rights are saved over one of the command buttons OK or Apply on the tab page Rights. windream displays a dialog in which the process of saving and possible errors are reported. In order to save the access rights, the objects to be processed must be locked for other users in the database. Error while saving access rights If errors occur during the process (for example a document cannot be locked), the process will be cancelled and all changes will be undone for the currently selected object. All changes of objects will be applied until the error occurs, meaning that all objects to which rights could be assigned are equipped with new rights. Over the button Details in the report dialog, you can display further details of the process. Additionally, a protocol file can be written (depending on the specific windream configurations), according to which the process can be checked (default: <windreampath>\reporting \Properties.log), (see also chapter 6, "Reporting").

220 windream rights 5-39 From the Windows- Explorer How to add a new user / group with initial rights 1. Select the folders or documents in the windream drive to which access rights for new users shall be assigned. 2. Select command Properties from the context menu. 3. Switch to tab page Rights. 4. Enable command button Add to open dialog box Select Users and Groups. 5. Select the desired domain from dropdown listbox Search in. 6. Enable checkmark in Show Users, if all users of the selected domain shall be displayed additionally to the groups. 7. Select the desired groups and users in the upper list. 8. Enable button Add to add the desired entries to the lower list. 9. Enable the checkmarks for the rights to be assigned to users and groups. 10. Press OK to add the new right holders with the assigned rights to the list on the tab page Rights. 11. Save the settings with OK or Apply. Or In the result list of the dialog box Search for Documents From the result list after a retrieval with the windream search function: 1. Select the folders or documents in the result list to which access rights for new users shall be assigned. 2. Select command Properties from the context menu. 3. Switch to tab page Rights. 4. Enable command button Add to open dialog box Select Users and Groups. 5. Select the desired domain from dropdown listbox Search in. 6. Enable checkmark in Show Users, if all users of the selected domain shall be displayed additionally to the groups. 7. Select the desired groups and users in the upper list. 8. Enable button Add to add the desired entries to the lower list. 9. Enable the checkmarks for the rights to be assigned to users and groups. 10. Press OK to add the new right holders with the assigned rights to the list on the tab page Rights. 11. Save the settings with OK or Apply.

221 5-40 windream rights Determining inheritable file and folder rights By default, folder rights are inherited. If you want to inherit other rights for folders and documents, you will have to determine them explicitly in the properties of the respective folder on the Rights tab page. How to determine inheritable file rights 1. select the folder for which you want to determine the rights to be inherited. 2. Click the Properties command of the context menu. 3. Switch to the Rights tab. 4. Select entry Inheritable file rights from the list. 5. Click the option to propagate inheritable rights, if subfolders shall also inherit these rights so that also files in these folders will initially receive the determined file rights. Otherwise, only new files of the currently edited folder will inherit these rights. 6. Click Add to open the dialog box for selecting users and groups. 7. Select the desired users and groups and assign the file rights to be inherited from the list of initial rights. 8. Click OK to apply the new rights holders with the assigned rights to the list on the Rights tab page. 9. Save the settings by clicking OK. How to determine inheritable folder rights 1. Select the folder for which you want to determine the rights to be inherited. 2. Click the Properties command of the context menu. 3. Switch to the Rights tab page. 4. Select entry Inheritable foilder rights from the list. 5. Click Add to open the dialog box for selecting users and groups. 6. Select the desired users and groups and assign the folder rights to be inherited from the list of the initil rights. 7. Click OK to apply the new rights holders with the assigned rights to the list on the Rights tab page. 8. Save the settings by clicking OK. Removing users and groups In the dialog box for selecting users and groups, you can remove users and groups from the list of right holders, which have previously been selected in the lower list. The command is either executed over the DEL key or over the respective command of the context menu.

222 windream rights 5-41 Removing right holders on tab page Rights Users and groups which have already been assigned can be removed on the tab page Rights by revoking all rights from the respective right holders (disable checkmarks for the rights). Then, you save the changes with one of the command buttons OK or Apply. When opening the document or folder properties again, these users and groups will not be displayed any more. Users can also be removed from the list of right holders over the DEL key or via the command of the context menu. In this case, windream will display a respective security message. After having confirmed the message, the users will be removed from the list. Note: Consider that at least one user or one group must have the right for assigning rights and thus must have the right of reading in each folder and document of the windream drive. If all rights are removed for all users and groups and if you try to save the changes, windream will display a respective message. You will then have to set the right of assigning rights again for at least one user or group. In the dialog box for selecting users and groups On tab page Rights How to remove a user / a group from the list of right holders 1. Mark the users and groups to be removed in the lower list of the dialog box for selecting users and groups. 2. Press DEL or select the respective command from the context menu. 1. Select the documents and folders to be processed in the result list or in the listview of the Explorer. 2. Select command Properties from the context menu to open the Properties dialog box. 3. Switch to tab page Rights. 4. Select the users and groups whose rights shall be removed. Then either 1. disable checkmarks for reading, changing and for the rights of the selected right holders and click OK or Apply to remove the rights. Removed rights will not be displayed any more afterwards. Or 1. press DEL or select the respective command from the context menu and confirm the message displayed to save the changes. The right holders will be removed from the list immediately.

223 5-42 windream rights Editing rights of assigned right holders Editing, meaning to extend or to restrict rights of already assigned users is executed over the checkmarks on tab page Rights. From the Windows- Explorer How to extend the rights on documents and folders of assigned right holders 1. Select the folders or the documents of the windream drive for which you want to assign rights. 2. Select the Properties command from the context menu. 3. Switch to tab page Rights. 4. Select the users and groups for which you want to assign an additional right. 5. Enable the checkmark for the right you want to assign in the respective column. 6. Save the settings with OK or Apply. Or In the result list from dialog box Search for Documents From the result list after a retrieval with the windream search function: 1. Select the desired documents or folders in the result list. 2. Select command Properties from the context menu. 3. Switch to the Properties dialog box on tab page Rights. 4. Select the users and groups for which you want to assign an additional right. 5. Enable the checkmark of the right to be assigned in the respective column. 6. Save the settings with OK or Apply. Note: You can also extend rights of already assigned right holders over the command button Add (assignment of users and groups). Changes will then effect all selected documents and folders whose access rights shall be edited. Users or groups which have only been equipped with restricted rights so far will then be equipped with a further right, which will be valid for all documents and folders selected.

224 windream rights 5-43 From the Windows Explorer How to revoke rights on documents and folders from assigned right holders 1. Select the folders or documents of the windream drive for which you want to revoke rights. 2. Enable command Properties from the context menu. 3. Switch to tab page Rights. 4. Select users and groups from which you want to remove an assigned right. 5. Disable the checkmark of the right you want to remove in the respective column. 6. Save the settings with OK or Apply. Or In the result list of the dialog box Search for Documents From the result list after a retrieval with the windream search function: 1. Select the desired documents or folders in the result list. 2. Select command Properties from the context menu. 3. Switch to tab page Rights of the Properties dialog box. 4. Select the users and groups from which you want to revoke a right. 5. Disable the checkmark of the right which you want to remove in the respective column. 6. Save the settings with OK or Apply. Note: You can also restrict rights of already assigned right holders over the command button Add or over the removal of right holders. Changes will become effective for all documents and folders selected for editing access rights. Enabled rights can be removed form users and groups by disabling the respective right. After having revoked rights on documents and folders you should press [F5] to refresh the Explorer listview. Ownership rights on documents It is possible to assign or apply ownership rights to documents and folders. The owner of an object will always be equipped with all rights on the respective object, especially the right to assign rights. The current user can be assigned to a document as the owner. Referring to folders, you can determine whether the objects in the folder are automatically assigned to no user, to the owner of the folder or to the current user as owner.

225 5-44 windream rights In the windream user administration, you can determine whether single users have the right to apply the ownership rights on objects or not. Users without this right cannot take over ownership rights on objects. The user administration is described in the windream administration guide. With the index search of the windream search function you can search for objects of specific owners. Figure 5-7: Determining ownership rights on documents Figure 5-8: Determining ownership rights on documents in a folder Take ownership This command will enter the current user as owner for the selected documents. The button will be disabled for users who have not been equipped with the right of taking ownership in the Wwindreamuser and group administration. No owner No owner will be entered for new objects in this folder.

226 windream rights 5-45 Use folder owner as owner The owner of this folder is entered as the owner of new objects in this folder. Current user as owner The current user is entered as owner of new objects in this folder. How to apply ownership rights to documents 1. Select the documents in the windream drive for which you want to take over the ownership rights. 2. Open the document properties with the respective command of the context menu. 3. Switch to tab page Rights. 4. Open the dialog box Owner via the respective button. 5. Click Take ownership. The current user will be entered as owner and displayed in field Current user. 6. Click OK. How to determine ownership rights of new objects in a folder 1. Highlight the folder(s) in the windream drive for which you want to determine the settings. 2. Opent he folder properties with the respectuve command. 3. Switch to tab page Rights. 4. Open dialog box Owner via the respective button. 5. Select the desired option in group Folder settings for new files/folders and click OK. The settings will be valid for new objects in the folders. The ownership rights of available folders and documents will not be changed.

227 5-46 Document export and import Document export and import It is possible to export documents for being edited outside the DMS and to import them again after editing is complete. With this function, copies of previously selected documents are exported from the windream drive to a selected working folder in the filesystem. In contrast to the Check-In / Check-Out function, documents will not be set into the read-only (locked) mode in the DMS after being exported. They can still be edited in the DMS drive by other users. Previously exported documents can be imported again. In this case, the original documents in the DMS will be overwritten. However, windream will display a security message in which the overwriting action will have to be confirmed explicitly. Note: In order to ensure that documents will not be overwritten in the DMS by other users, you should use the check-in/check-out function (SBX version only) instead of the export / import application. Importing and exporting documents is either executed over the context menu of the Explorer, or over the context menu of the result list (after having conducted a search, dialog box Search for documents). Exporting documents and folders The export of selected documents or folders (including documents within folders) is executed with the command windream>export from the windream context menu in the Explorer or from the result list of a search. The Export command creates copies of documents and stores them in a working folder determined by the user. Additionally, it is possible to export folders recursively (including subfolders). windream creates a file structure below the determined export folder on the target system. The filing structure is equal to that of the DMS drive. After enabling the Export command, windream displays a dialog box in which further options can be entered.

228 Document export and import 5-47 Figure 5-9: Export documents Determining folder You determine the folder to which documents shall be exported in the field To. As default, the previously used directory is always preset. It is possible to configure the default settings individually over the windream configuration. You can determine on the tab page In/Out that always a specific directory is preset for exporting documents. Recursive export If folders shall be exported, windream offers the Recursive option. This option must be enabled if also documents within subfolders shall be exported. windream will then create a respective folder structure on the target system. If folders are exported recursively (incl. subfolders), windream will store the index files of the documents in the directory in which the documents are placed, too. Optional export of index data The following options are available for index data assigned to documents / folders which are to be exported: Export of index information for each document / folder in XML format; Export of index information for each document as HTML file with relative link to the original file. The option to be preset here can be set in the windream configuration, tab page In/Out. If index data of documents shall be exported, too, windream will additionally create two HTML files for displaying a survey on the documents exported. A survey page in HTML format with links to all HTML index files of the documents exported.

229 5-48 Document export and import A survey page in HTML format with frames for simultaneous display of the survey (links to all HTML index files) and the index information of the exported documents in a window. As default, XML and HTML files are stored in the same directory which contains the exported objects themselves. These files are created with the name <filename>.xml and <filename>.htm in the export directory. The files for displaying the surveys on exported documents are stored with the name wmindex<date and timestamp>.htm and wmframe<date and timestamp>.htm in the export directory. All HTML and XML files are created again on each export process. If the same documents are exported to the same folder several times, the documents and the files displaying index data will be overwritten after having confirmed a security message, whereas the original survey files will remain untouched. Open file The files are opened in the respective original application directly after the export process. Ask again before opening If you have determined that the documents are opened directly after the export process (option Open file), you can set here whether a security message shall be displayed once again before opening a file. If you want to disable this option for specific filetypes, you determine the desired file extensions in the configurations on tab page In/Out in field Open without question. From the Windows Explorer How to export documents 1. Select the folder of the windream drive, in which the documents to be exported are stored. 2. Select the documents and folders to be exported in the list of document entries. 3. Enable the command windream>export from the context menu. 4. Select the folder to which the files shall be exported in the dialog box Export. 5. Enable the HTML Index Data and / or XML Index Data option, if index information shall also be exported. 6. Enable the Recursive option, if folders shall be exported recursively. 7. Enable the option for opening the file and / or to ask again before opening, if files shall be opened after the export directly. 8. Confirm your selection with OK.

230 Document export and import 5-49 Or In the result list of the dialog box Search for documents 1. Open the Windows Start Menu. 2. Enable the command In windream... of the Find menu to start the search application. 3. Conduct a retrieval. 4. Select the documents / folders to be exported in the result list. 5. Enable the command windream>export from the context menu. 6. Select the folder to which the files shall be exported in the dialog box Export. 7. Enable the option HTML Index Data and / or XML Index Data, if index data shall be exported, too. 8. Enable the option Recursive to export subfolders, too. 9. Enable the option for opening the file and / or to ask again before opening, if files shall be opened after the export directly. 10. Confirm your entries with OK. All selected documents are exported to the determined directory, if the necessary requirements are fulfilled (access rights, document unlocked). The export process is taken up as a protocol in a logfile (default: <windreampath>\reporting\export.log). When the export process has been finished, you can edit the files and import them again into the DMS. Error while exporting documents If an error occurs during the export process, the error will be logged in the logfile. According to this data, you can make a final check to ensure that all files have been exported correctly(see also the "Reporting" chapter, p. 5-2). Importing documents Importing documents is executed with the function windream>import from the windream context menu of the Explorer or the result list of the windream search function. Exported documents are imported again into the DMS with the command Import. The original files will then be overwritten. If the original files had been edited meanwhile, a security message is displayed which has to be confirmed before the overwriting process is started. After enabling the Import command, windream indicates a dialog box for determining further options.

231 5-50 Document export and import Figure 5-10: Import documents Determining the folder You determine the folder to which documents shall be imported in the field From. As default, the previously used directory is always preset. It is possible to individually configure the default settings over the windream configuration. You can determine on the tab page In/Out that always a specific directory is preset for importing documents. Recursive If documents within a subfolder shall also be imported again, too, this option must be enabled. Default settings are made in the windream configuration, tab page In/Out. Create new version With this option you determine the creation of a new version, when documents are imported. Default settings are made in the windream configuration, tab page In/Out. Delete / save original file You can determine here, that the files to be checked in are saved as a local copy in a backup or in the export folder. If the Backup option has been enabled, windream will create a backup copy on each import process. This copy will be stored in a subfolder generated by windream. The place of storage for these copies can be determined in the configurations on tab page In/Out in field for determining the backup directory. If you do not determine a backup directory (default), a folder named WMCIBak will be created in the folder in which the documents have been imported before (option From). windream will create a separate subfolder for each document in this backup folder, in which the copies will be saved. If the copies of the original shall be removed after the import, you enable the Delete option. Only the files in the export directory will be removed, but not the files in the backup directory.

232 Document export and import 5-51 Another option allows to save and delete files also in manually selected paths (determined in field From). The option Errors in Reporting Dialog+Logfile determines that errors will be logged in a logfile (option enabled) or not. By default, the logfile is named Import.log in directory <windreampath>\reporting, in which the import processes are logged. From the Windows Explorer How to import documents 1. Select the folder of the windream drive in which the documents to be imported again are stored. 2. Select the desired documents and folders in the list of document entries. 3. Enable the command windream>import of the context menu. 4. Select the folder from which the documents shall be imported in the dialog box Import. 5. Enable the option Create new version, if new versions shall be created. 6. Enable the option Recursive, if folders shall be imported recursively. 7. In the sector for saving / deleting the original file, you determine whether backup copies are to be created, whether local files shall be deleted after import and whether errors shall be logged. 8. Confirm the selection with OK. Or From the result list of the dialog box Search for documents 1. Open the Windows Start Menu. 2. Enable the command In windream... from the Find menu to launch the search function. 3. Conduct a retrieval. 4. Select the documents and folders to be imported in the result list. 5. Enable the command windream>import from the context menu. 6. Select the folder from which files are to be imported in the dialog box Import. 7. Enable the option Create new version, if new versions shall be created on import. 8. Enable the Recursive option to import folders recursively (including subfolders). 9. In the sector for saving / deleting the original file, you determine whether backup copies are to be created, whether local files shall be deleted after import and whether errors shall be logged. 10. Confirm your entry with OK.

233 5-52 Document export and import All selected documents are imported into the DMS again from the determined directory, if the necessary rights are fulfilled (access rights, document unlocked). The procedure is logged in a logfile (default: <windreampath>\reporting\import.log). Error while importing documents If an error occurs during the import process, the error description is written into the logfile. According to this data, you can check whether the import process could be finished successfully(see also the "Reporting" chapter, p. 5-2).

234 Document check-in and check-out 5-53 Document check-in and check-out The check-in/check-out function of windream (since SBX version) allows to check out documents from the windream drive to a selected directory of the filesystem outside the DMS. Documents can be checked in again after being edited. Checked out documents can only be edited by the user who has executed this process. During a check-out, the system creates copies of the original files in the check-out directory, and the original files will be set into the read-only mode in the DMS. Other users cannot access these documents for reading. In addition to files, index information and other document properties can be exported in HTML or XML format. Thus, the DMSspecific document properties will also be available outside the DMS. However, it is not possible to edit index data and document properties at the same time. During a check-in, the original files in windream will be substituted by the modified files, the read-only mode will be removed, and the files will be available again for other users. A check-out process can be undone with the respective function, for example to discard changes which have already been made. Then, the original file will not be substituted by the checked out file, and the permanent lock will be removed. Respective entries will be written to the document history on each check-in and check-out process and for each document. Requirements The check-out function can only be executed on documents and folders which are not locked (for example if they are already checked out). A user must have the right of writing on the respective documents. Editing documents exclusively via check-out Documents of specific types can exclusively be edited via the check-out function. When defining the document types in the WMC, you can determine that the editing of documents will only be allowed if the documents are checked out. Documents which have been assigned to this type can onyl be changed if they are checked out for editing. Note: Deleting these documents from the DMS cannot be executed in the Windows Explorer. They can only be deleted via the windream DMS-Browser which can be accessed from the windream Management Console. The DMS browser is described in the windream administration guide.

235 5-54 Document check-in and check-out Checking out documents and folders The selection of documents to be checked out is executed over the Explorer listview or in the result list after a search. With the function windream>check out from the windream context menu it is possible to check out one or several documents. Checked out documents are stored as copies outside the DMS drive. Original documents in the DMS cannot edited by other users as long as the documents will be kept checked out. An entry is written to the history on each check-out, which also contains information on user, date, time and a comment. Note: Only the contents of documents can be checked out. DMSspecific properties (rights, indices) are excluded from being edited. Additionally, it is also possible to check out complete folders recursively (incl. subfolders). windream will then create an equal directory structure below the determined working folder on the target system, after the user has confirmed a respective message. The checkout function is exclusively applied on the documents within the directories. Only documents will be marked as checked out, but not the respective directories. After enabling the Check out command, windream displays a dialog box in which further check-out options can be entered. Figure 5-11: Check out documents Determine folder You determine the folder to which documents shall be imported in the field To. As default, the previously used directory is always preset. It is possible to configure the default settings individually over the windream configuration. You can determine on the tab page In/Out that always a specific directory is preset for checking out documents.

236 Document check-in and check-out 5-55 Recursive windream offers the Recursive command in the dialog box for checking out documents, which has to be enabled if documents within subfolders shall be checked out, too. A respective folder structure which is equal to that of the DMS drive is then created below the determined working folder on the target system. If folders are checked out recursively, the index files of the documents and the corresponding survey files are stored in the same directory in which the documents themselves are placed, too. Comment You can enter a comment for each check-out process in this field, which is entered in the document history. Optional export of index information On each check-out process of documents, you can additionally export the assigned index data. The following options can be selected: Export of index information in XML format for each document. Export of index information as HTML file with relative link to the original file. The default settings of this option can be made in the windream configuration, tab page In/Out. If index data of documents shall be exported, too, windream will create two additional HTML files during the check-out, which gives a survey on the documents being checked out. A survey page in HTML format with links on all HTML index files of the checked out documents. A survey page in HTML format with frames for simultaneous display of a survey and the index information of the checked out documents in a window. As default, XML and HTML files are stored in the same directory in which the documents themselves are placed, too. These files are saved with the name <Filename>.xml and <Filename>.htm in the check-out folder. The files indicating the survey are saved with the names wmindex<date and timestamp>.htm and wmframe<date and timestamp.htm> in the check-out directory. All XML and HTML files are created again on each check-out process. If the same documents are checked out to the same folder several times, the documents containing index data will be overwritten, after a respective security message has been confirmed, whereas the original survey files remain untouched.

237 5-56 Document check-in and check-out Open file The files are opened in the respective original application directly after the check out process. Ask again before opening If you have determined that the documents are opened directly after the check out process (option Open file), you can set here whether a security message shall be displayed once again before opening a file. If you want to disable this option for specific filetypes, you determine the desired file extensions in the configurations on tab page In/Out in field Open without question(see also chapter "In/Out" in chapter 6). From the Windows Explorer How to check out documents 1. Select the folder of the windream drive, in which the documents to be checked out are stored. 2. Select the documents and folders to be checked out in the Explorer listview. 3. Enable the command windream>check out of the context menu. 4. Select the folder to which the files shall be checked out in the dialog box Check out. 5. Enable the options HTML Index Data and / or XML Index Data, if index data shall be exported. 6. Enable the Recursive option if subfolders shall be included. 7. Enable the option for opening files and/or to ask again before saving, if the files shall be opened directly after the check-out. 8. Confirm your entries with OK. Or From the result list of the dialog box Search for documents 1. Open the Windows Start Menu. 2. Select the command In windream...from the Find menu to start the search function. 3. Conduct a retrieval to find the desired documents with the respective search option. 4. Select the desired documents in the result list. 5. Enable the command windream>check out from the context menu. 6. Select the folder from the dialog box Check out to which files shall be checked out. 7. Enable the option HTML Index Data and / or XML Index Data, if index data shall be exported, too. 8. Enable the option Recursive, if folders shall be checked out recursively. 9. Enable the option for opening files and/or to ask again before saving, if the files shall be opened directly after the check-out. 10. Confirm your entries with OK.

238 Document check-in and check-out 5-57 All selected documents are checked out to the determined directory step by step, if the necessary requirements have been fulfilled (access rights, documents unlocked). The process is logged in a logfile (default: <windreampath>\reporting\checkout.log). Error while checking out documents If an error occurs during the check-out process, this error will be logged in the logfile. According to this file, you can check whether the process has been completed correctly(see also the "Reporting" chapter, p. 5-2). Check-out process completed If the check-out process has been successfully completed, you can edit the files and check them in again afterwards. Checked out documents can be retrieved over the windream search function within the index search and the command checked out or checked out by. In order to view the users who have checked out documents, you can configure the Explorer listview respectively by determining the column headers to be viewed. Note: The display of the file list in the Explorer may be delayed when additonal headers are added. Checking documents in The check-in process for documents is executed with the function windream>check in of the windream context menu in the Explorer or in the result list. The original files in windream will be substituted by the modified files with the Check in command, and the read-only mode will be removed. Optionally, you can create new versions when documents are checked in. An entry is written to the history for each document being checked in. The entry contains information on user, date and time and a comment on the check-in process. Note: Exported index information cannot be checked in again. Documents can only be checked in by the user who checked them out before. However, a check-out process which has been executed by other users can be undone by a windream system administrator over the windream Management console. Then, changes which have already been made will be ignored.

239 5-58 Document check-in and check-out After enabling the Check in command, windream will display a dialog box in which further options can be determined. Figure 5-12: Check in documents Determine folder If documents shall not be checked in from the folder to which they had been checked out (option as checked out), you will have to select the option From. In the field From, you determine the folder from which the checked out documents are to be checked in again. As default, always the last directory which was used is preset. It is possible to change the default settings over the windream configuration. You can determine on the tab page In/Out, whether always a specific directory is preset, or always the directory to which documents were checked out. Recursive This option should be enabled, if documents from subfolders shall also be checked in (if they had been checked out before). You can determine the default setting of this option on the In/Out tab page of the windream configuration. Create new version A new version will be created automatically on each check-in process, if this option is enabled. The default setting can be changed on the In/Out tab page of the windream configuration. Independent from these settings, a new version will also be created, if the respective option has been determined during the creation of the document type in the WMC. Comment You can enter a comment on each check-in process which will also be entered in the document history. Delete / save original file

240 Document check-in and check-out 5-59 You can determine here, that the files to be checked in are saved as a local copy in a backup or in the check-out folder. If the Backup option has been enabled, windream will create a backup copy on each check-in process. This copy will be stored in a subfolder generated by windream. The place of storage for these copies can be determined in the configurations on tab page In/Out in field for determining the backup directory. If you do not determine a backup directory (default), a folder named WMCIBak will be created in the folder in which the documents have been checked out before (option From or As checked out). windream will create a separate subfolder for each document in this backup folder, in which the copies will be saved. If the copies of the original shall be removed after a check-in, you enable the Delete option. Only the files in the check-out directory will be removed, but not the files in the backup directory. Another option allows to save and delete files also in manually selected paths (determined in field From). The option Errors in Reporting Dialog+Logfile determines that errors will be logged in a logfile (option enabled) or not. By default, the logfile is named CheckIn.log in directory <windreampath>\reporting, in which the import processes are logged. From the Windows Explorer How to check documents in 1. Select the documents and folders which you have checked out previously from the windream drive in the Windows Explorer. 2. Enable the command windream>check in from the context menu. 3. Determine the working folder in the dialog box Check in, from which the documents shall be checked in, or enable the checkmark As checked out. 4. Enable the Recursive option, if documents from subfolders shall also be checked in. 5. Enable the option Create new version, if you do not want the documents in the DMS to be overwritten with the copy to be checked in. 6. In the sector for saving / deleting the original file, you determine whether backup copies are to be created, whether local files shall be deleted after import and whether errors shall be logged. 7. Confirm the selection with OK. Or From the result list of the dialog box Search for 1. Open the Windows Start menu. 2. Select the command In windream...from the Find menu to start the function Search for documents.

241 5-60 Document check-in and check-out documents 3. Conduct a respective search using the search option for checked out documents. 4. Select the documents to be checked in in the result list. 5. Enable the command windream>check in from the context menu. 6. Determine in the dialog box Check in, from which working folder the documents shall be checked in to the DMS again, or enable the checkmark As checked out. 7. Enable the Recursive option, if subfolders shall be checked in, too. 8. Enable the checkmark Create new version, if you do not want the documents in the DMS to be overwritten by the copies to be checked in. 9. Confirm your entries with OK. All selected documents are checked in from the determined directory. The process is taken up in a logfile (default: <windreampath>\reporting\checkin.log). Error while checking in documents If an error occurs during the check-in process, the error will be logged in a logfile. According to this file, you will be able to check whether the process has been completed correctly(see also the "Reporting" chapter, p. 5-2). Undo check-out With the undo check-out function, windream offers a possibility to undo a check-out process and to import documents into the DMS again without those changes which have already been made after the documents had been checked out. The read-only mode (permanent lock) is removed and the documents will be released again to be edited by other uers. Documents which have been checked out or changed already (meaning the copies of the original files) will remain stored in the determined check-out folder, including the corresponding HTML or XML files with the index data. This function can only be applied for documents which had been checked out by the same user who wants to execute the undo command. The check-out process executed by other users can be undone by a system administrator in the WMC. The selection of documents and folders for which the undo check-out function shall be applied is executed in the Explorer listview or in the result list of a conducted search. The function is started over the command windream>undo check out from the context menu. After having enabled the command, windream will display a dialog box in which you can enter a comment. The comment will be added to the document history.

242 Document check-in and check-out 5-61 If folders are also selected for undoing a check-out process, you can additionally determine whether this function shall also be applied for subfolders. Optionally, you can set whether the local copies created during the check-out process shall also be removed again. Possible errors during the process can be logged in the logfile. Figure 5-13: Undo check-out From the Windows Explorer From the result list of the dialog box Search for documents How to undo a check-out process 1. Select the documents and folders in the Windows Explorer for which the check-out process shall be undone. 2. Enable the command windream>undo check out from the context menu. 3. Enter a comment in the Undo check out dialog box which shall be added to the document history. 4. Enable the Recursive option if the function shall also be applied for subfolders. 5. In the sector for deleting / saving the original file, you determine whether local files shall be removed again and whether possible errors shall be logged. 6. Confirm your entries with OK. Or 1. Open the Windows Start menu. 2. Select the command In windream...from the Find menu to start the function Search for documents. 3. Conduct a respective search using the search option for checked out documents. 4. Select the documents and folders for which the check-out process shall be undone. 5. Enable the command windream>undo check out from the context

243 5-62 Document check-in and check-out menu. 6. Enable the Recursive option, if subfolders shall be checked in, too. 7. In the sector for deleting / saving the original file, you determine whether local files shall be removed again and whether possible errors shall be logged. 8. Confirm your entries with OK. All selected documents are checked in from the determined directory. The process is taken up in a logfile (default: <windreampath>\reporting\undocheckout.log). Error while undoing a check-out process If an error occurs during the undo process, the error will be logged in a logfile. According to this file you will be able to check whether the process has been completed correctly(see also the "Reporting" chapter, p. 5-2).

244 Setting an edit lock for documents 5-63 Setting an edit lock for documents This function allows to make documents (original files, indices and properties) available to a specific user in the DMS exclusively for edting. This way, users are enabled to lock documents for other users, to edit the documents in the DMS directly and to release the documents again after editing. Documents locked for editing will only be available to the respective user who has set the edit lock. Other users can only read the documents. The lock can be undone and the documents will then be released again. Respective entries will be written into the document history for each document edited this way. In contrast to the check-out method, changes on documents which have been locked for editing cannot be undone. Requirements The editing function can only be applied for documents which are not locked (for example which have already been checked out) and on which a user has the right of changing. Setting and undoing an edit lock for documents The selection of documents to be edited is executed in the Explorer listview or in the reuslt list of a conducted search. With function windream>set edit lock of the windream context menu it is possible to set the edit lock for one or several documents. For the time period of editing, these documents cannot be edited by other users. Each document will be equipped with an entry in the history naming the user, date, time and a comment. It is also possible to set the edit lock for complete folders recursively. Thus, all documents within these folders will be locked. The function will only be applied for the documents in the directories. The directories themselves will not be locked. After having enabled command Set edit lock, windream will display a dialog box in which a comment can be entered. The comment will be entered in the history. Include subfolders This option allows to set the edit lock for documents recursively including subfolders. If you enable the option, all documents will be locked which have been stored in the subfolders.

245 5-64 Setting an edit lock for documents From the Windows Explorer How to set the edit lock for documents 1. Select the folder in the windream drive in which the documents to be edited have been stored. 2. Highlight the desired documents in the Explorer listview. 3. Select command windream>set edit lock from the context menu. 4. Enable the option to include subfolders, if you want to lock documents in subfiolders recursively. 5. If necessary, enter a comment. 6. Click OK to set the edit lock. Or Fromm the result list after a search 1. Open the Windows Start menu. 2. Select commnd In windream... from the Find menu to start the find. 3. Conduct a search. 4. Highlight the documents to be edited in the result list. 5. Select command windream>set edit lock from the context menu. 6. Enable the option to include subfolders, if you want to lock documents in subfiolders recursively. 7. If desired, enter a comment. 8. Click OK to set the edit lock. All selected documents will be locked for editing, if the requirements are fulfilled (access rights, document not yet locked). The procedure is logged in a logfile (default: <windreampath>\reporting\worklock.log). Error while locking documents If an error occurs in this process, it will be logged. According to the logfile, you can check whether the process has been completed successfully(see also the "Reporting" chapter, p. 5-2). Set edit lock - process completed If the process has been completed successfully, you can edit the files and release them again afterwards. Via the windream find function, you can retrieve documents which have been locked for editing. Use the index search and the indices Flags or Editor. In order to be able to identify a user who has set the edit lock in the listview of the Explorer or in a result list, you can adjust the listview (column Editor).

246 Setting an edit lock for documents 5-65 Note: The structure of the file list in the Explorer may be delayed when viewing additional columns. Undo edit lock After having finished the document editing, documents can be released again using command windream>undo edit lock from the windream context menu of the Explorer or from a result list. The command unlocks the documents again, and an entry will be written to the document history. The documents can only be unlocked by the specific user who locked them before. Documents locked by other users can be released by an administrator via the windream Management Console. However, changes which have already been made cannot be undone then (see also the respective chapter in the windream administration guide). After having enabled the unlock command, windream will display a dialog box for entering an optional comment. This comment will be added to the history. Include subfolders This option allows to undo the edit lock recursively for all documents in subfolders of the current folder. From the Windows Explorer How to undo the edit lock 1. Highlight the documents in the Windows Explorer which you have locked. 2. Enable command windream>undo edit lock from the context menu. 3. Enter an optional command in dialog box Undo edit lock 4. Click OK to undo the edit lock. Or From the result list of a search 1. Open the Windows Start menu. 2. Select command In windream... from the Find menu to start the search function. 3. Conduct a search for documents for which the edit lock shall be undone. 4. Highlight the documents in the result list. 5. Enable command windream>undo edit lock from the context menu. 6. Enter an optional comment in dialog box Undo edit lock 7. Click OK to undo the edit lock.

247 5-66 Setting an edit lock for documents All selected documents will be released again to be used by other users. The process is logged in a file (default: <windreampath>\reporting\undoworklock.log). Error while unlocking documents If an error occurs with one of the files, it will be logged in a logfile. Accordng to this file you can check whether the unlock process has been completed successfully(see also the "Reporting" chapter, p. 5-2).

248 Life-Cycle 5-67 Life-Cycle The life-cycle administration a function which is available since the SBX version of windream offers a completely automized administration of the life-cycles for all documents stored in the DMS, beginning with their creation and ending with their deletion from the archive. By optionally implementing the windream Jukebox Control, windream can be extended to a complete solution, consisting of a DMS and an archive. Life-cycle data of a document can be viewed in the properties dialog box from the Windows Explorer, and it can be changed. Thus, an additional tab page named Life-cycle has been integrated into the SBX version of windream, which can be displayed over the dialog box of the document properties. The rules for the life-cycle administration of documents assigned to a specific type are determined in the windream Management Console (WMC). The manual change of specific data in the life-cycle of a document will be allowed or restricted over the specific settings in the WMC. Note: Please cf. further information on the life-cycle settings in the description of the windream Management Console in the windream administration guide. Basic requirements for modifying life-cycle data manually The following requirements must be fulfilled before a manual change of the data in the properties dialog box will be allowed: Manual change must be allowed in the windream Management Console for the current document type. Document may not be locked due to another editing process. Document may not be archived yet (if changes shall be made in the editing period) or the document may not be deleted yet (if changes shall be made regarding the archiving period). User must be equipped with the right of editing the current document. If one of the mentioned requirements is not fulfilled, the respective fields for entering changes will be inactive (grey color).

249 5-68 Life-Cycle Note: Before making changes, ensure that the editing period does not exceed the archiving period. This would mean that documents will be deleted already before the editing period expires. An incorrect manual change can be undone by enabling the command button Apply current life-cycle rule from document type. Then, the rule will be valid again which had been assigned to the corresponding document type in the WMC. Further on, you should always press the Apply button before confirming your entries with OK, because then the dialog box will remain open and changes can still be undone before they are saved. Changes which have already been made can then be undone by applying the current life-cycle rule of the document type again. Tab page Life-Cycle Data concerning the editing and the archiving period of a selected document are displayed on this tab page. If necessary, you can change specific data, if this has been allowed over the settings in the WMC.

250 Life-Cycle 5-69 Figure 5-14: Tab page Life-cycle Note: The tab page Life-cycle is only displayed if a single document has been selected in the Explorer. It will not be presented if several documents have been selected (no multiselection possible). How to edit life-cycle data of a document 1. Open the Windows Explorer and select a document stored in the windream drive whose life-cycle data shall be displayed. 2. Enable the properties command from the context menu. 3. Enable the tab page Life-cycle. 4. Make the desired changes. 5. Confirm your entries with Apply or OK.

251 5-70 Life-Cycle Object Type Created Changed Settings on tab page Life-Cycle In the Object Type field, the document type is displayed to which the current document was assigned. This setting cannot be changed. The date of creation (system date, not to be changed) is displayed in the Field Created. Indicates the date of the last change of the document (not to be changed). Edit period The Edit Period group informs a user on the period within which the document is available for being edited. Editable until Displays the date until which the document can be edited or when it shall be forwarded to the archive. If the document shall not be archived (respective entry in the WMC), no date will be indicated here. Depending on the settings in the WMC (manual change allowed), the date can be changed by a user. Life-Cycle Rule This entry displays the data of the life-cycle which has been manually changed by a user (different from the determined rule for the document type defined in the WMC). Alternatively, the current rule which is valid for the document is displayed here. Apply current lifecycle rule from document type If this checkmark is enabled, the rule defined in the WMC for documents of this type is applied to the current document, if the rule for this document has been changed manually before, or if the life-cycle rule has been modified in th WMC meanwhile (see also chapter "Apply life-cycle rules for documents", page 5-72 ff). If a manual change has not been allowed in the WMC, the field will be inactive (grey color). Archive until Archive period This field indicates the date up to which a document can be retrieved and displayed in the archive. When the date is reached, the document will be removed from the archive. Depending on the settings of the WMC, the date can be changed by a user. No date will be displayed if you determine that the archiving period will never expire (in the WMC). Life-Cycle Rule This entry displays the rule which has been determined in the WMC and which is valid for the document type that the currently selected document has been assigned. The end of the life-cycle is calculated from this data, if a manual change is not executed. If the rule is

252 Life-Cycle 5-71 changed manually, the data is calculated once again, and windream displays a message that the rule has been adapted manually. Apply current rule If this checkmark is enabled, the rule determined in the WMC is applied for the current document, if the rule has been changed manually before, or if the rule has been modified in the WMC meanwhile (see chapter "Apply Life-Cycle Rules for Documents", page 5-72 ff.). If a manual change is not allowed due to the respective setting in the WMC, this field will be inactive (grey color). Archive immediately If this checkmark is enabled on the life-cycle tab page, documents will be transfered to the archive immediately after a document type has been assigned and after the document has been indexed. After that, the document cannot be edited any more. A requirement for being able to activate this checkmark is that a manual change must be allowed. Over the context menu The same command can also be executed over the windream context menu and allows to archive several documents immediately (multiselection). After having enabled the command, the start of the archiving process must explicitly be confirmed in a dialog box (see chapter "Archive Documents Immediately", page 5-73 ff.). Visual presentation of the life-cycle The time ray presented on the life-cycle tab page displays the current status of a document concerning the life-cycle. The following data is displayed: Creation date ; End of editing period (date of transfer to the archive); Current date; End of archiving period (date of deletion). After a change of the life-cycle settings, the rule will be calculated once again, and the time array will be adapted. Changing the colors It is possible to change the currently selected colors of the time ray. Generally, different colors can be chosen for the editing period and the archiving period.

253 5-72 Life-Cycle In order to change the colors, hold the [Shift]-key and click into the time ray with the right mouse button. Then, windream will display a color palette, from which new colors can be selected. Note: The ground color which indicates the remaining time to the end of the editing and archiving period cannot be changed. Status bar In specific cases, the status bar at the bottom of the tab page will display a message which gives information on the current status of the selected document. The following messages can be displayed: The document cannot be edited. The document is archived. The file can only be edited by CheckOut. The document is edited by <user name>. Entries in the history In the following cases, windream will automatically make an entry in the document history: Before transfering a document to the archive (end of editing period). An entry in the comment field indicates by which event the archiving process was started. After deletion of a document with additional information on the time of deletion. A document will not be deleted irrevocably, but it can be restored over the Management Console.Thus, the time of deletion can also be viewed later. Applying life-cycle rules to documents If you want to apply the life-cycle rules for several documents, you will have to select the desired documents and folders in the Explorer or in the result list of a search. After that, you enable the command Apply rules from the context menu. This command corresponds to the function with the same name of the tab page Life-cycle, with which only one selected document can be processed. On the tab page Life-cycle, it is differentiated between the current rule which is valid for the editing period, and the rule which is valid for the archiving period. Thus, it is possible to apply the current rules for both periods or only for one of the two.

254 Life-Cycle 5-73 With the command Apply rules from the context menu, the current rules for both, the editing period and the archiving period will be applied. Note: If you only want to apply the rules of one period, you will have to do that by enabling the option Apply rules on the tab page Life-Cycle for each of the desired period. When applying current rules, the system will first of all check whether the settings of the assigned document type in the WMC have been changed. If this is true, changes will be applied. After enabling the command windream>apply Rules, the process will be started for all selected documents and folders after the user has confirmed a security message. The process is logged in a logfile (default: <windreampath>\reporting\adoptrules.log). If an error occurs during the procedure, the error will be logged in the file. According to the information presented in this file, you can check whether the procedure has been completed correctly. Archiving documents immediately If you want to archive several documents immediately, you will have to select the desired documents and folders in the Explorer or in the result list of a search. After that, you enable the command Archive immediately from the windream context menu. The command corresponds to the function with the same name on the tab page Lifecycle, with which only one selected document can be processed. After having enabled the command windream>archive immediately, windream will display a dialog box in which the Recursive checkmark can be enabled. If this checkmark is enabled, all documents within the selected folder and all documents within the corresponding subfolders will be archived immediately. If the checkmark is disabled, only files within the currently selected folder will be archived. All selected documents and folders are processed step by step. The procedure is logged in a logfile (default: <windreampath>\reporting\archivenow.log). If an error occurs during this process, this error will be logged in the file, too. According to this logfile, you can check whether the process has been successfully completed.

255 5-74 Viewing DMS-specific document properties in an HTML-file Viewing DMS-specific document properties in an HTMLfile Via command HTML Index Data of the windream context menu, index information on one or several previously selected documents can be stored in an HTML file. The selection of the desired documents is executed over the listview of the Windows Explorer or over the result list of a search. After having enabled the command, the procedure of generating HTML files is displayed in a dialog box. When the HTML generation is complete, windream will automatically start the Internet Explorer. DMS-specific information corresponding to the properties of the previously selected documents will then be displayed in the Internet Explorer on a separate HTML page. The Internet Explorer presents the tab pages General, History, Indices, Version and Rights in the HTML file for all selected documents. Note: Since windream SBX version, tab page Life-cycle has been integrated in addition. Throughout this process, it is possible to store all DMS-specific document properties in a separate file, or to print them. The process of generating HTML files will be logged in a logfile (default: <windreampath>\reporting\exporthtml.log). If an error occurs during a process, this error will also be logged in the file. According to this file you will be able to check whether the process could be completed correctly.

256 DocView - document preview 5-75 DocView - document preview The integrated function of the document preview via the DocView command allows to display the contents of a selected document without having to open the file with its connected original application. In addition, you can also view the sources after a retrieval in th extracted fulltext. The text sources found are highlighted in the text. You can navigate within the text sources found. You can retrieve text in the documents by using the windream DocView find function. DocView also allows to configure the DocView settings individually. Note: A separate licence is required for windream DocView which can be purchased at windream GmbH or one of its partners. Users can enter comments or annotations for currently loaded documents. The procedure of entering comments and annotations can be found under "Annotations (comments) for documents", p Launching windream DocView The preview function is started via command windream > DocView of the windream context menu from the Explorer or from the listview of a result list. The currently selected documents will then be displayed in their original layout. Figure 5-15: windream DocView text file

257 5-76 DocView - document preview Figure 5-16: windream DocView image file Note: By default, the ImageEn library is used for viewing images. Images can also be viewed with Outside In. However, the respective file extensions must be removed from the Windows Registry. They can be found under key HKEY_CURRENT_USER\Software\A.I.S. GmbH\windream\3.6\Preview\ImageEn. How to open the document preview 1. Launch the Windows Explorer and select the document to be displayed in the respective folder of the windream drive. 2. Enable command windream > DocView from the context menu of the selected document or 1. Conduct a search via the windream Find function and highlight the documents in the result list. 2. Enable command windream>docview from the context menu. windream DocView will be started, and the documents will be displayed in their original layout.

258 DocView - document preview 5-77 Viewing all documents in one window (pinned) and always on top You can keep the preview window visible (on top). Thus, you do not need to open the document preview again for each document when browsing in the DMS or in a result list. The documents will be displayed in the preview window. Thus, you start windream DocView and set option Show all files in one window (Pinned) in the settings. You can also use icon from the menu bar of the window to set this option. Autorecovery of a minimized DocView window For viewing documents while browsing successively if the window of the preview application has been minimzed, you will have to enable the option named Auto activate when minimized and pinned in the settings. If the option is switched on, the minimized window will be restored and the currently selected document will be displayed (see also chapter "Settings", p. 5-80). Window always on top (in the foreground) In addition, you can configure windream DocView in a way that the preview window will remain on top of the desktop. Thus, enable checkmark Window always on top in the settings or set the option via icon of the menu bar (see also chapter "Settings", p. 5-80). Configuring the view You can configure the document preview individually with the respective icons of the menu bar in the preview window. Icon Function Draft view Normal view preview Original in preview only Adjust window in preview only Adjust to width in preview only Zoom out view in draft and normal view only Zoom view - in draft and normal view only

259 5-78 DocView - document preview Icon Function Zoom in for.tif-files only and only valid if Outside In is used as TIFF-viewer. The.tif file extension must be removed from the Windows Registry under key HKEY_CURRENT_USER\Software\A.I.S. GmbH\windream\3.6\Preview\ImageEn. Viewing an image detail (zoom-in for tif-files) If you have opened the tif-file, you drag a frame around the picture detail to be zoomed using your mouse. Then, you click the icon for zooming in once. The selected image detail in the frame will be zoomed. Further functions for configuring the vewing of image files If documents are image files (e.g..bmp,.tif or.jpg), furhter functions will be available. Icon Function Rotate right 90 Rotate 180 Rotate left 90 In multipage facsimiles, the current number of pages and the total number of pages will also be displayed. Keep rotation Enable this option, if the current rotation settings shall be kept for all pages of a multipage Tiff-file. Figure 5-17: windream DocView keep rotation

260 DocView - document preview 5-79 Viewing text sources after a fulltext search If you open the preview from the result list after a fulltext search, the text elements found in the documents will be highlighted in the preview. A requirement for this is that the source highlighting function has been switched on. You can navigate or browse within the elements found by using the respective commands. Figure 5-18: windream DocView - Display of text sources after a fulltext search Switching source highlighting on / off and navigating within sources You switch on (off) the highlighting function by clicking the respective icon of the menu bar or via the configuration settings of windream DocView. Icon Function Switches the source highlighting on and off. When switched on, sources will be highlighted after a fulltext search. Browsing within the text elements found (first, previous, next and last).

261 5-80 DocView - document preview Searching in text Via icon Search in text you can search for text elements within the text. Enter the desired search expression in the dialog box for the search and start the search via the Find button. The search expressions found will be highlighted in the text. Via the respective navigation button you can search for further hits within the text. Figure 5-19: windream DocView - Searching in text Icon Function Opens a dialog box for entering a search expression to be found in the document. Buttons for navigating in the hits within the document. Settings Click the settings icon to launch the configuration of windream DocView. The settings made here for viewing will only be used, if you have disabled the option for saving the settings on closing in the Window sector. By default, this option is active so that DocView will use the settings made in the current DocView window, which are independent of the settings made in the options.

262 DocView - document preview 5-81 Figure 5-20: windream DocView - settings Highlighting search term hits Via checkmark Activated you determine the highlighting of hits. Via the color settings you can also select a specific color for highlighting. Dialog With the options in this area, you determine the settings for the dialog window for the preview. The settings can be: Show all files in one window (pinned) Always as foreground window (window always on top) Auto-activate when minimized and pinned Save settings on close Show initializing (init) dialog.

263 5-82 DocView - document preview Display Here, you determine the format and the settings of the preview. Select the desired settings from the respective dropdown listboxes. File access Depending on the type of file access (access via filesystem, windream drive, Redirect, windream Stream interface or a local temporary file) you can determine the settings here to increase the viewing performance. When access via Redirect or Local temporary files is desired, we recommend to determine the cache size of the read-buffer (field Read buffer size (Bytes). Advanced In the advanced settings, you can change the timeout on opening and / or the time interval, according to which the process shall be terminated automatically.

264 DocView - document preview 5-83 Annotations in documents In windream DocView, you can enter annotations for documents which are currently viewed. These annotations (also called comments) can freely be placed in the document window, and you can also select individual color settings. Annotations are saved as common windream documents (as files with extension.waf). The windream rights management application is used to access annotations which have been saved. This way, you ensure that only those users will be able to view comments which have been equipped with the corresponding right. If you open an annotation from a result list or from the Explorer list view, the associated original document will also be opened in the windream DocView preview application. Directory in windream Document type Requirements Annotations are stored in a subdirectory of the windream drive. This directory must be available, and each windream user must have reading and writing permission on this directory. Further on, a document type must exist which is assigned to the annotations. By default, this is a document type named "Annotation". The object type must have been created in windream using the windream Management Console in windream, or it must have been imported into the windream system from the the installation CD. Further notes on this can be found in the windream administration guide under "Creating and administering object types". The directory and the document type to be used must be determined by a system administrator in the windream configuration on the windream server. Further information on this can be found in the windream administration guide under "Settings for administering annotations". Saving the annotations in windream windream saves the annotations in the determined directory of the windream drive. The annotations are placed in separate subdirectories of this windream folder and the document type named Annotations is assigned to them. The files are equipped with extension.waf and a name which is automatically generated by windream. By default, the annotations are equippped with those rights which are also valid for the original documents. You can also change the rights via the Properties tab of an annotation.

265 5-84 DocView - document preview Capturing, editing and deleting annotations Via the icons of the preview window's tool bar you can view and hide annotations or enter new comments. Icon Function View / hide annotations New annotation You edit or delete annotations using the functions of the context menu in the annotation dialog. Figure 5-21: windream DocView entering annotations How to view and hide annotations 1. Select the document you want to annotate in the Windows Explorer (windream drive) or in a result list after a search operation. 2. Click command windream>docview of the context menu. 3. Click icon or to view or hide an annotation. Note: Single annotations are hideen via the Hide command of the context menu of an annotation.

266 DocView - document preview 5-85 How to capture a new annotation 1. Open the document for which you want to add an annotation in the document preview application (command windream>docview of the windream context menu). 2. Open the dialog box for entering a new annotation by clicking the New annotation icon ( ). Figure 5-22: New annotation 3. Enter the desired comment in the field. 4. Open the annotation Properties via the respective command of the context menu.

267 5-86 DocView - document preview Figure 5-23: windream DocView properties of an annotation 5. In the Title field of tab page Common, you enter a title for the annotation. 6. If desired, change the color settings for the text and the background color of the annotations by clicking buttons Text and Background. 7. Adjust the access rights (tab page Rights), if this is required. The process of adding or restricting rights corresponds to the editing of rights in the object properties of the windream documents. Detailed information on this can be found under "windream rights", p Close the properties by clicking OK. The annotation will be saved. repeat steps 2 to 8 until you have entered all desired annotations. then you close the dialog box of the document preview.

268 DocView - document preview 5-87 How to edit the rights of an annotation 1. Select the the annotation whose rights you want to edit in the preview of a document. 2. Open the context menu by clicking the right mouse button into the title bar of the selected annotation. 3. Click Properties and switch to tab page Rights. 4. Make the desired changes and save them with OK. Detailed information on the windream rights management can be found under "windream rights", p How to adjust text and background color 1. Select the annotation whose color settings shall be adjusted in the preview of the corresponding document. 2. Open the context menu by clicking the right mouse button into the title bar of the annotation. 3. Click Properties and switch to tab page Common. 4. Change the color settings for the text and the background of the annotation via buttons Text and Background. The current settings are displayed in the Colors field. Select the option to use the settings as default settings to enable windream to apply the settings for all further annotations. How to delete an annotation 1. Select the annotation to be deleted in the preview of the corresponding document. 2. Open the context menu by clicking the right mouse button into the title bar of the annotation. 3. Click Delete. 4. Confirm the security question with Yes to remove the annotation.

269 5-88 Subscribing documents and folders Subscribing documents and folders The subscription module integrated into the windream 4.0 BE version allows users to subscribe documents and folders. windream users can select specific objects to get regular information on the current status of these objects (so called events), e.g. after objects were archived, changed, moved or renamed. The system will notify users automatically via and uses the standard mail program of the workstation. Requirement A requirement is in any case that you have the right to subscribe specific windream objects. Objects can be subscribed via the respective command of the windream context menu. If the respective entry has been activated for the workstation in the windream Management Console, the function will be available. If required, ask your system administrator. Subscribing objects You subscribe documents and folders using command windream>subscribe of the windream context menu in the list view of the Windows Explorer or in the result list after a windream search operation. In dialog box Subscribe you determine the events on which you want to be notified. Additionally, you can determine that you do not want to be informed on events which are initiated by yourself (option to ignore own events). This is the default setting. You can also determine that events which have an effect on subfolders are also included in the event notification. If the option Access rights only for subscriber is enabled (default), only the subscriber will receive the respective access permission (the right of reading and changing a subscription). You can also allow other users access rights to these subscriptions later on (see "Changing subscriptions and editing rights", p. 5-90).

270 Subscribing documents and folders 5-89 Figure 5-24: Subscribing documents Event list The events for which notifications are sent are listed in the event list. The events are determined by an administrator with the windream Management Console. Possible events are: Object archived Contents changed Fulltext changed Indices changed Owner changed Rights changed Object moved or renamed New object created Object signed New version created. Note: Please note that some events implicitly contain others already so that you will not have to select these events in addition. This way, e.g. the fulltext changes, if the document contents has changed, as generally a new fulltext is created, too. Or, if you select the event named "Atrributes changed", windream will even create a message if the rights are changed or if a new version is created.

271 5-90 Subscribing documents and folders How to subscribe documents or folders In the Explorer, you open the folder of the windream drive in which the documents you want to subscribe are saved and highlight the desired objects. Or you conduct a retrieval with the windream Find function and select the documents and folders to be subscribed in the result list. 1. Now, ckick command windream>subscribe in the context menu. 2. In the list of the Subscribe dialog box, you check the events for which you want to be notified. 3. Enable the options Directories and / or Document(s), if folders and documents or documents only shall be subscribed. 4. Disable the option to ignore your own events, if you also want to be informed after you have initiated events by yourself. 5. Click the option to include subfolders, if events shall be considered which have an effect on objects in subordinated folders. 6. Disable the access right option for subscribers only, if other users shall also have access to your subscriptions. By default, this option is switched on. 7. Click OK to save your entries. A subscription job is created for all selected objects, if the requirements (access rights, document unlocked) are fulfilled. The process is logged in a logfile (default: <windreampath>\reporting\subscribe.log). According to this file you can check whether all subscriptions could be generated successfully. Note: You can also create new subscriptions from the list of subscriptions in the properties of the windream drive root directory. Changing subscriptions and editing rights Via the Properties of the windream drive you can view the list of subscriptions. It is also possible to edit subscriptions there, to create new subscriptions or to assign rights on subscriptions.

272 Subscribing documents and folders 5-91 Figure 5-25: List of subscriptions Deleting a subscription Via the Delete command of the context menu or via the corresponding button you can remove selected subscriptions after having confirmed a security message. Entity Path/object name ID / Database ID Properties of a subscription List of activated entities. All objects are listed for which you can create subscriptions. The selection is determined in the subscription administration module of the windream Management Console. The name of the windream object and the path of the selected object is displayed here. You select the object of an entity via the respective dropdown lists which are opened via the button. Internal IDs of the selected windream object.

273 5-92 Subscribing documents and folders Include subordinated objects Select this option, if the subscription shall also be valid for subordinated objects of the selected windream object, e.g. for the subfolders of a folder. Ignore own events Event Subscriber Disable this option only, if you also want to be informed on events which you have initiated by yourself. The list of events from which you can select the event of the subscription. The event list is determined in the subscription administration of the windream Management Console. Here, you determine the subscriber (a windream user or a windream group). You select the subscriber from the list of possible users and groups, which is opened via the button. Figure 5-26: Editing a subscription How to edit a subscription 1. In the Windows Explorer, you switch to the entry of the windream drive.

274 Subscribing documents and folders Open the Properties via the context menu. 3. Switch to tab page Subscriptions. 4. In the list, you select the subscription you want to edit. 5. Click Edit or the corresponding command of the context menu. 6. Make the desired changes on the Subscriptions tab page. 7. Save the changes by clicking OK. How to edit the rights of a subscription 1. In the Windows Explorer, you switch to the entry of the windream drive. 2. Open the Properties via the context menu. 3. Switch to tab page Subscriptions. All subscriptions of all users are listed. 4. Select the subscription you want to edit. 5. Click Edit or the corresponding command of the context menu. 6. Switch to the Rights tab page to edit the access rights of the subscription. 7. Open the dialog box for adding users and groups via the Add button and determine the rights holders with the access rights. 8. Save the changes by clicking OK. How to create a new subscription 1. In the Windows Explorer, you switch to the entry of the windream drive. 2. Open the Properties via the context menu. 3. Switch to the Subscriptions tab page. 4. Click New or select the corresponding command of the context menu.

275 5-94 Subscribing documents and folders Figure 5-27: New subscription for a windream object 5. Select the Entity for which you want to create a subscription. 6. Click the button (field Path/Name) to select the windream object of the entity for which the subscription shall be valid. 7. Enable the option to Include subfolders, if the subscription shall also be applied to subordinated objects. 8. Enable the option to ignore own events, if you don't want to be informed on events which you initiate by yourself. 9. Select the event on which the subscriber shall be informed from the event list. 10. In the Subscriber field, you determine the subscriber by clicking the button. You can select a user or a group. 11. Save the entries by clicking OK. The subscription will be displayed in the list.

276 Thumbnail creation 5-95 Thumbnail creation Authorized users can create and view thumbnails of documents on a windream Client computer manually or automatically. A requirement for generating thumbnails is that the script named CreateThumbs.vbs is available and can be executed. Viewing and creating thumbnails of documents Generated thumbnails are stored as HTML-pages and can be viewed with a common Internet Browser program. In order to create thumbnails, the desired files must first be selected in the Windows Explorer. Viewing and creating thumbnails is executed via the context menu commands for viewing and creating thumbnails from the windream context menu of the selected files. Further on, it is also possible to configure the thumbnail creartion process on a Client computer. Thus, file WMThmbCf.exe must be copied to the Client computer and executed there. The configuration settings will then be stored in the Registry of the Client computer. Thus, individual and Client-specific creation processes can be executed. Note: Detailed information on how to configure and create thumbnails can be found in the windream administration guide.

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278 6 System Settings - Client

279

280 Basic requirements of the windream configuration (client) 6-1 This chapter explains the possible system configurations and the userspecific settings of windream on the workstation and user level. The parameters for the database and the server connections are described. Additionally, you will get information on the necessary settings for indexing documents, how to edit the windream context menu, and how to adapt working directories. Further on, the configuration of the integrated reporting function and the settings for the import, export and the check-in/check-out functions are described. Basic requirements of the windream configuration (client) The administration of windream on the workstation and user level is executed with the application windream Configuration, which can be found in the Windows system settings. The application administers general environment settings for the database, for the server connections, and for needed working folders. Additionally, you can determine the settings which are required for indexing documents, for editing the windream context menu, for adapting the available working folders or for creating and saving logfiles. Further on, you determine user-specific settings for importing and exporting documents. The SBX version of windream offers the additional function to determine settings for a check in and check out of documents. The windream configuration is opened via command Settings>Control Panel>windream from the Windows Start menu. The application can also be started from the context menu of the windream Control Center icon in the task bar. From the Windows Start menu From the windream Control Center How to start the windream configuration 1. Open the Windows Start menu with a click on the Start button. 2. Choose the command Control Panel from the menu Settings. 3. Open the dialog box windream Configuration with a double click on the windream icon. Or 1. Open the dialog box windream Configuration with a double click on the windream icon in the task bar. Or 1. Open the context menu by clicking the right mouse button on the windream icon in the task bar. 2. Choose the command Configuration.

281 6-2 Basic requirements of the windream configuration (client) Figure 6-1: windream Configuration The possible settings are executed over the tab pages. Some changes will only become effective after a reboot of the system. You can also activate the settings via command Activate settings now on tab page Messages. A restart of the windream services will not be necessary in this case. Color indications for settings of the Windows Registry and of the windream server The settings are presented with different colors on the tab pages. Settings which are read or entered from / in the Windows Registry are red under Windows XP and Vista. Settings read and saved from / on the currently selected windream server are presented in blue color.

282 Basic requirements of the windream configuration (client) 6-3 Client tab pages get data from The server names for which the "windream configuration" has been enabled in the windream alias settings (windream Control Center: Select server). The entries are taken over by clicking Apply on one of the tab pages. The dialog box windream Configuration remains open for further processing. By clicking OK, the entries are taken over, and the dialog box windream Configuration will be closed. Note: General and user-specific settings are determined in the windream configuration, which are needed for the correct administration of the data in the DMS. Correct settings are a basic requirement for the operation of the DMS. Thus, we recommend not to change settings that were made by the setup program during the installation. Note for Windows 2000 and Windows NT users: Changed system settings that require a simultaneous modification of the Registry can only be saved if the currently logged-in user has been equipped with the right of modifying the Registry. If this right is not assigned, windream will display a message saying that the changes made cannot be saved (access denied).

283 6-4 Connections Connections On tab page Connections, the connection parameters for the windream server (DMS service), the VFS connection data (TCP/IP driver connection to the windream server) and the settings of the windream drive are displayed and edited. Additionally, the name of the windream server set in the DCOM configuration can be viewed here. Figure 6-2: windream Configuration Connections The tab page is divided in two groups, DMS Server, VFS and drive and Windows DCOM configuration.

284 Connections 6-5 DMS Server, VFS and drive Here, the connection data of the windream server which is currently enabled in the server selection of the windream Control Center is dispalyed. You can start these settings via the Select server button. How to create the network drive connection You either connect the local windream drive or the windream drive shared on the windream server with a free drive letter on the client computer. The local windream drive to be connected can be found under \\windream\objects in the Network neighborhood>complete network>windream. The share can be found under \\<Name of ShareServer>\<windream share name> (e.g. \\SHARESRV\\windream). 1. Open the Windows Explorer. 2. Open the Specials menu and click the command to map a network drive. 3. In the dialog box for the mapping, you select the desired drive letter (e.g. W:), with which you want to connect the share. 4. In the Folder field, you enter the folder with which the share shall be established (e.g.: \\windream\objects or \\SHARESRV\windream). 5. Check the box for establishing the connection again after logon. 6. Confirm the entries with OK. After having created the network connection, the windream drive will be displayed in the Explorer folder structure.

285 6-6 Connections DMS service Windows DCOM configuration The name of the windream server set in the DCOM configuration is dispayed in this field (server name under which the windream database service operates). This entry is set by the setup program during the installation procedure. Changes are only possible via the DCOM configuration button. Windows administrator rights are required for this, too. The dialog box for the settings of the DCOM configuration of the windream server is opened by clicking this button. Note: Changes on the DCOM configuration can only be made by a user with administrator rights. Otherwise, the DCOM settings can only be viewed. Figure 6-3: Connections Distributed COM configuration With a double click on the entry windream DMS Service or over the button Properties, the dialog box Properties of windream DMS- Service is opened, in which the name of the windream server is entered.

286 Connections 6-7 Figure 6-4: Connections properties of the windream DMS service How to change the current windream server 1. Open the dialog box windream Configuration by double clicking the windream icon in the task bar. 2. Choose the tab page Connections. 3. Open the dialog box for the DCOM configurations by clicking DCOM Configuration. 4. On tab page Applications or under Component services>computer>my computer>dcom configuration you select entry Windream DMS- Service from the list of registered applications. 5. Open the dialog box windream DMS Service Properties with a double click or by clicking the button Properties. 6. Change to the tab page Location. 7. Enter the name of the new windream server in the dialog field Run application on the following computer. 8. Close the dialog box windream DMS Service Properties by clicking OK.

287 6-8 Connections 9. Close the dialog box for the settings of the DCOM configuration by clicking OK. Note: Further information on switching to another windream Server can also be found in chapter "Select server" in the introduction.

288 Filter 6-9 Filter The settings of the index service are made on tab page Filter. Figure 6-5: windream configuration - filter The settings are made separately according to user and system. They are evaluated by the program in the following order: 1. System 2. User.

289 6-10 Filter Thus, the positive lists (list of the documents to be indexed) can only be restricted in this order, and the negative lists (list of documents not to be indexed) can only be extended during the configuration of the file filter. This is also valid for the settings Accept Events and...also for Folders. If these settings have already been deactivated in the system settings, they will not be effective on the user level. The settings of the respective areas will only become effective, if the respective check box is enabled. Tab page Filter contains the levels for the determination of the settings. These are Index events user-defined, Index events system settings and indexing service. Settings for the system level can only be viewed and cannot be changed on a workstation. However, you can extend or restrict these settings by respective settings on the user level. Index events user-defined Index events system settings The settings in this area are valid for the respective user. The system settings are entered by the system administrator on the windream server level. They cannot be changed by the user. If settings are deactivated in the system settings (for example Accept events or...also for Folders), the activation of these settings on user-defined level is not possible. Accept and send index events When indexing documents or folders with the Index Service, you can decide whether the indexing shall be executed synchronously or asynchronously during storage in the DMS. You can also decide whether the indexing shall be done without DMS-specific indices, that means only over system indices. A basic requirement for the DMS-specific indexing is that the respective index events are created and sent from the windream server to the single workstations, every time documents or folders are to be stored in the DMS. At the workstation, the dialog box <File or folder name> Properties for entering the DMS-specific index properties (tab page Indices) is displayed. With the options Send events and Accept events in the areas Index events userdefined and Index events system settings, you determine on tab page Filter, whether index events shall be created and sent (depending on the further settings). These options are enabled with the respective check boxes.

290 Filter 6-11 Send index events With this option, you can determine on the windream server, whether index events shall be created and sent to the workstations. This refers to the area Index events system settings and the file types which are determined for being indexed in the file filter, when documents are to be saved in the DMS. If this option is switched on, the index events are created and sent. If the option is switched off, index jobs will neither be created nor sent, independently from the further settings on the system and user level. If folders shall also be indexed synchronously or asynchronously (option...also for Folders switched on), the respective index events are only created and sent, if the option Send events is active. Accept events With the option Accept events it is determined on the user level, whether the index events defined for file types over the file filter are sent from the server to the workstations. If folders shall also be indexed when created or taken over into the DMS (option...also for Folders checked on system and user level), the index events are will only be sent to the workstations if the option Accept events is switched on. If this option is enabled, the index events are created, sent, and accepted. The dialog box <File or folder Name> Properties for the DMSspecific indexing is displayed each time a document or a folder has to be taken over into the DMS (depending on the settings of the Index Service at the client station). If the option is switched off, index jobs will neither be created, nor sent or accepted. This is independent of the settings on the system and user level. Note: Independent of these settings, a post-indexing of the documents or folders already saved in the DMS can be executed. The indexing is done with DMS-specific index criteria, over the dialog box <File or folder Name> Properties. Also for folders It is possible to index folders (directories) in the DMS drive over the Index Service. This means that when creating a new folder in the windream drive, DMS-specific index properties can be assigned additionally to the system indices. With the option...also for Folders, you determine whether folders shall also be indexed or not. This is only valid if in the respective group (user or system level) the option Accept events or Send events and the check box Active are enabled.

291 6-12 Filter If this option is active and under consideration of the current database filter settings for folders created in the windream drive, an index event will be created and sent from the windream server to the workstations. Then, the DMS-specific indexing is executed according to the settings at the workstation, synchronously or asynchronously, when a new folder is taken over into the DMS. the dependencies of the file filter settings for indexing folders are described under "File filter for indexing". Note: Indexing folders is independent from the settings of the file filter. If the option is disabled, no index events are created for documents or folders to be taken over into the DMS. Note: Independent of these settings, a post-indexing of saved folders in the DMS can be executed over the dialog box <File or Folder Name> Properties any time. File filter for indexing With this button, the dialog box Administrate Lists is opened, in which the file filter to be applied when indexing documents or folders is determined. Index events for all file types determined in the filter are automatically sent to the workstations. Additionally, filters on directories can be configured which also control the creation of indexing jobs for new directories created in the DMS. A requirement for creating and sending index jobs to the workstation is that the option Send events and Accept events in the areas Index events userdefined and index event system settings are configured correctly. The file filters are configured in two lists, a positive and a negative list. This means, that file types which shall be included or excluded during the indexing are determined.

292 Filter 6-13 Figure 6-6: File filter for indexing Documents to index List of file types to be indexed with the Index Service. Index events are sent and accepted for this filter (positive list). If file filters have been entered in the positive list of the directories to be indexed, index jobs will only be created for these file types (see "Priorities of filter lists and evaluation order", p. 6-16). The filters possibly set for documents will not be considered. Documents NOT to index List of file types excluded from being indexed with the Index Service. No index events are sent and accepted for these file types (negative list). The respective documents will then be saved with the standard document type in windream. However, the internal status flag which inedicates the document as being indexed will not be set. If these documents are edited at a workstation later on (e.g. chnages on the

293 6-14 Filter original file or on the index properties), it may happen that the index dialog will be displayed automatically, if the positive list and the file type in the filter settings on the client computer has been configured respectively. Further information on this can be found in the administration guide under "Index dialog occurs while editing documents already saved in windream (type "standard")". Note: In order to avoid the creation of index jobs when these documents are edited, the file filter on the windream server must be configured in a way that no workstation will receive a respective event. Directories to be indexed List of directories to be considered for document indexing. Index jobs will be created, sent and accepted for documents which are saved in these directories (positive list). See also "Priorities of the filter lists and evaluation order". The path entries which do not contain a file filter are considered for the creation of index jobs for directories (e.g. *.doc or *.*). Directories NOT to be indexed Directory list not to be considered for document indexing. Documents saved in these directories will not be equipped with indexing jobs (negative list). Note: The file filter on user level can only further restrict the file filter which has already been configured on system level. This means that the file lists of the documents to be indexed (or not) can be extended or restricted by further file types on user level. Changes will only become effective, if you close the dialog box for editing the lists and if you save the changes in the windream configuration by clicking OK or Apply. Example Settings on system level Option Also for folders is disabled, meaning that no indexing jobs shall be created for the folders. Option Send events has been enabled and the following settings for the file filter are set: Documents to be indexed Documents NOT to be indexed *.* *.BAK *.TMP *.SAV

294 Filter 6-15 Documents to be indexed Documents NOT to be indexed *.WBK Except for the documents listed as NOT to be indexed, indexing jobs will be sent to the workstations for all file types. Settings on user level I Option Send events has been enabled, and the following settings for the file filter have been set: documents to be indexed *.DOC *.XLS *.PPT *.PDF *.TXT Documents NOT to be indexed Indexing jobs will exclusively be accepted for the filetypes which are listed in the list of documents to be indexed on user level. This means that, during synchronous indexing, the indexing dialog will only be displayed for these filetypes automatically when storing documents in the DMS. During asynchronous indexing, indexing events will be placed in the queue. In addition to the filetypes excluded on system level, no indexing events will neither be accepted for all filetypes listed in the positive list. Settings on user level II Option Accept events has been enabled and the following settings have been set for the file filter: Documents to be indexed Documents NOT to be indexed *.DOC *.XLS *.TXT *.JPG Besides the filetypes already excluded on system level, no indexing events will neither be accepted for those filetypes listed in the list of documents not to be indexed on user level. This means that the indexing dialog will not automatically be displayed when storing documents in the DMS (on synchronous indexing), and no indexing events will be placed in the queue (on asynchronous indexing). End of example

295 6-16 Filter Priorities of filter lists and evaluation order The filter lists are always evaluated in the following order: 1. Negative list of file types (documents) 2. Negative list of directories 3. Positive list of directories 4. Positive list of file types (documents) If no file filters have been determined in the positive list (e.g. \TestDirectory or \TestDirectory\Subdirectory), the file filters of the positive list for documents will be evaluated. Otherwise, only those files will be considered which have been determined in the list of directories (e.g. \TestDirectory\*.doc or \TestDirectory\Subdirectory\*.doc\). Directories can be entered with and without file filters. Case sensitivity will not be considered. In order to also consider subdirectories (recursively), a backslash must be entered at the end of the path entry. If a positive list for directories has been defined, index jobs will only be created for those directories and for contained objects which have been determined in the list. The positive list of documents will not be evaluated in this case. Examples for filter entries in the positive list of directories and their effect on the creation of index jobs for new documents in the DMS Entry \TestDir \TestDir\ \TestDir\*.* \TestDir\*.*\ \TestDir\*.doc Description Index jobs will be created for all files (file types) which are listed in the positive list of documents, when they are created in this directory. Index jobs will be created for all files (file types) which are entered in the püositive list of documents, when they are created in this directory or recursively in the subdirectories. Index jobs will be created for all files (file types) when they are created in thuis directory. The positive list of documents will not be evaluated. Index jobs will be created for all files (file types) when they are created in this directory or in a subdirectory. The positive list of documents will not be evaluated. Index jobs will be created for all files of

296 Filter 6-17 Entry \TestDir\*.doc\ Description type.doc when they are created in this directory. the positive list of documents will not be evaluated. Index jobs will be created for all files of type.doc when they are created in this directory or in a subdirectory. The positive list will not be evaluated. Index jobs also for directories With the option to define positive and negative lists for directories to be considered by the index service, you can determine the directories in which index jobs shall be created if new folders are created. In order to enable the system to generate index jobs for directories at all, the option must also be enabled for folders. If this option has been set and if no entries have been entered in the directory lists, index jobs will be created generally for all new directories created; and if entries are existing in the positive or negative lists, indexing jobs will be cerated as follows: either for all folders which are created below the directories entered in the positive list (if no negative list is existing), or for all folders which have not been entered in the negative list (if no positive list is existing). Examples of evaluating a positive list for directories when creating new directories in the DMS Directories positive list Creating index jobs for new folders \TestDir\New \TestDir Yes No \TestDir\ Yes Yes \TestDir\*.* Yes No \TestDir\*.*\ Yes Yes \Testdir\*.doc Yes No \TestDir\*.doc\ Yes Yes \TestDir\Subdir\New Examples of evaluating a negative list for folders when creating new directories in the DMS

297 6-18 Filter Negative list for directories Create index job for new folders \TestDir\New \TestDir No Yes \ TestDir \ No No \ TestDir \*.* No Yes \ TestDir \*.*\ No No \ TestDir \*.doc No Yes \ TestDir \*.doc\ No No \TestDir\Subdir\New How to add a file type to one of the lists 1. Enable the Add button for the list to which an entry shall be added. 2. Enter the file type to be added in the box Edit entry (for example *.doc). 3. Close the text box by clicking OK. Note: Changes will only become effective when you close the dialog box Administrate List and save the changes in the windream configurations by clicking OK or Apply in the dialog box windream Configuration. How to edit a filter in one of the lists 1. Select the entry to be edited from the list. 2. Enable the Edit button for the list, in which an entry shall be edited. 3. Enter the desired changes in the displayed box named Edit Entry. 4. Close the text box by clicking OK. Note: Changes will only become effective when you close the dialog box Administrate Lists and save the changes in the windream configuration by clicking OK or Apply in the dialog box windream Configuration. How to delete a file filter from one of the lists 1. Choose the entry to be deleted from the list. 2. Enable the Delete button to delete the selected entry from the list.

298 Filter 6-19 Note: Changes will only become effective when you close the dialog box Administrate Lists and save the changes in the windream configuration by clicking OK or Apply in the dialog box windream Configuration Dialog always on top Poll interval Settings of the index service With this setting, you determine that the dialog box for indexing objects will always appear on top. You can also determine this via command Index service>always on top of the windream Control Center. The time interval for the polling of the index service in milliseconds. It can either be set on the server or in the local configuration. If the poll interval has been set on the currently active server in the server selection (value > 0), this server value will be valid for the client and is independent of the local settings. However, an interval > 0 which is set on the client will NOT be overwritten with 0 by the server (no polling). In contrast to the DCOM event-based reception of index service jobs, this polling setting can be set individually. While polling, e.g. a firewall setting of the client is not required, as the DMS-server does not access the client. If errors occur while starting the index service (e.g. "RPC Server unavailable" or "Access denied"), this can generally be avoided by setting the poll interval. Note: The setting can be made by an administrator in the Windows registry (HKLM\Software\A.I.S. GmbH\windream\3.6\IndexServer\ Policy (DWORD), e.g 5000 milliseconds.

299 6-20 Common Common General settings of the windream client are administered on tab page Common. You can determine the local script directory or update the global script directory saved in the cache. For the windream Control Center, you determine the timeouts here and make specific settings for viewing information dialogs and messages. Figure 6-7: windream configuration - Common

300 Common 6-21 Note: The changes will only become effective, if the dialog box for editing the context menu is closed and if the changes are saved in the windream settings by clicking OK or Apply. Global script directory Global script directory locally cached Auto refresh after (hrs) and delete cache Local script directory Directories In field Global Script Directory, the global directory is displayed in which all scripts (for example Java or Visual Basic scripts) available on the server are saved. They can be accessed by users at the workstations. This entry is set on the server by the system administrator. It cannot be changed on the workstation computer. In this field, the global script directory of the server is displayed which was detected latest by the client computer. On performance reasons, the name is cached in the local registry (e.g. while constructing a windream context menu. Here, you set the number of hours after which the cache for the global script directory shall be deleted automatically. 24 hours are preset. Via Delete cache you can delet the cache any time. The script directory configured on the respective windream server will be read again on next access. In the field Local Script Directory, the local directory is entered in which the scripts to be used at the workstations are placed. This entry is set during the installation. It is recommended not to change it. If you change the directory, you will have to make sure that the respective data are also moved to the respective place. Otherwise, the data will not be found any more by windream. The entries in this field are made manually or over the standard dialog box Find Folder, which is opened by clicking. As default, global and local scripts should be saved in the Shell and Index folders. The Shell directory is used for scripts which are executed from the extended windream context menu. The Index folder is valid for scripts which are related to the indexing of objects. Note: Scripts defined in the object type editor (layout editor) are at first searched in the local directory, and after that in the global directory. Additionally, it is also possible to execute scripts which are neither saved in the local, nor in the global script directory, but in any folder. In this case, the complete path of the respective folder is displayed and executed, when the script is called.

301 6-22 Common Delays and timeouts (msec) In section Delays and Timouts (msec) of the Driver tab page, settings are made which determine how long the windream Control Center shall wait for responses of the windream server. Delay before DMS connect Under specific circumstances, an "access denied" error may occur after the client computer has been rebooted, if the Control Center is started automatically. After some waiting time, the Control Center can be started manually. If this is not possible, the reason may be a still imcomplete Windows DCOM configuration after a reboot. If a setting is made in this field (e.g ), the Control Center will delay the attempt to establish a DCOM connection to the DMS server for exactly this period of time. This will avoid the error mentioned above. Timeout for establishing driver connection In this field, you can determine how long the Control Center shall wait for establishing a connection while expecting a driver response of the windream server. A timeout of 8000 msec is preset. This time can be extended by changing the entry respectively, if errors occur while starting the VFS service driver connection. Timeout for validating connection by DCOM In this field, you enter the time which determines the period the Control Center shall wait for driver connection. A timeout of 8000 msec is preset. This time can be extended by changing the entry, if errors occur while connecting to the database or to the windream server and while starting the VFS service. Control Center Via Control Center sector contains further checkboxes via which the display of specific information dialogs and messages can be activated or disabled. Note: The type and number of possible options which can be enabled and disabled here depends on the installed driver type (see also chapter "Driver type for VFS-driver" in the introduction). Enabling info-dialogs and messages Possible options are: Detection of the global script directory and the licence data on starting the Control Center; this option will only be presented, if no local network driver has been installed.

302 Common 6-23 Viewing an info dialog when starting the Control Center; Viewing an info dialog after having started the VFS-Service; Message if logged-in user may not make settings which require a change of the Registry; Message if specific files of the DMS cannot be closed; Info dialog on open files when closing the VFS-Service. Language Here, you can change the language of the user interface elements of the local windream dialog boxes. These are e.g. the dialogs of the windream retrieval function, the windream configuration or the windream object properties. The language which has been determined via the setup program during the installation is preset. You can change the language by entering the desired language ID, e.g. 7 for German and 9 for English. The ID can be detected e.g. in the properties dialog of a language in the windream management Console.

303 6-24 Messages Messages Extended messages for displaying problem analyses and problem solving are executed over the tab page Messages. Figure 6-8: windream configuration - messages The tab page contains the sectors named Dialog Display, Debug Output (Error tracing), DMS Connection Log, Standard Client VFS Log C:\VFSTDISP.LOG and Log configuration windream services. The settings are exclusively designed for error logging, problem localizing, and problem solving for the 3 rd Level Support. Generally, the

304 Messages 6-25 default settings made by the setup program during the installation should not be changed. The configuration for viewing and logging DMS error messages is made separately via command VFS service>configure DMS error display of the windream Control Center. A detailed description of this procedure can be found under "Configuring DMS error display" in the introduction of this documentation. Note: The settings in sectors Debug output and VFS Log C:\VFSTDISP.LOG can only be changed by users which have been equipped with administrator rights. The settings are saved in the Windows registry. If the right of writing is missing, the options can only be viewed. Dialog The extended display of error messages is switched on and off by clicking Extended error display. The extended display presents additional information for a better localizing of occuring errors. By default, the option is switched on (checked). If the option is switched off, the error messages are displayed without additional information. Figure 6-9: windream configuration extended error display off In order to localize an error more exactly (for example to analyze whether it occurs on the client or on the server), the option can be switched on. In case that an error occurs, the same message is displayed with the additional Cancel button, which displays further information in the dialog box Error report:

305 6-26 Messages Figure 6-10: windream configuration extended error display on Figure 6-11: windream configuration extended error details In case of an error, additional information is displayed on the respective tab pages (Error Report). Save error report For error tracing, problem localising, and problem solving on the third level support, the error list displayed can be saved into a text file named WMTrace.txt. How to save an error report 1. Enable the Save button. 2. Choose the desired folder in the dialog box Save as in which the WMTrace.txt file shall be saved. 3. Save the file by clicking the respective button.

306 Messages 6-27 Debug outputs and levels for error tracing For better error tracing, a program can be installed for logging the steps of the windream program procedures (debug viewer for Windows). In sectors Debug output (error tracing) and Debug level common, the settings for viewing messages in the debug viewer are determined. These settings do not have an effect on the computer performance and are only recommended, if the debug viewer is started. Output active By default, this option is switched off. This option will switch on and off the message display of the levels set in the debug viewer for error tracing. Level (hex) Hexadecimal presentation of the loglevel set, e.g. 1f, if option All levels is enabled. All levels and level 1-5 By checking these boxes, you determine the level upt to which program or error messages shall be viewed in the debug viewer. The higher the level, the more detailed is the logging of the debug viewer. Note: The settings are exclusively designed for error logging, problem localizing, and problem solving on the 3 rd Level Support. Generally, default settings made by the setup program during the installation should not be changed. DMS connection log The settings in this sector only serve for error tracing. changes should only be made on request of the windream hotline. Level and logfile In field Level you can set different levels for the WMConnect.log file. This logfile is written by the WMConnect object if the logging has been enabled (level >0). As long as the log level is 0, the system will not record any logfile. The system will display the directory into which file WMConnect.log is written by default. You can determine another directory by clicking the button next to the input field.

307 6-28 Messages VFS-log (C:\VFSTDISP.LOG) With these three options, you can create log files in case that certain errors occur. The files are always created in the root directory on drive C: \. All files can reach a maximum size of 2 mailboxes. Files VFSTdiSP.log and VFSTdiRP.log are binary files, file VFSTdi.log is a text file. Note: The settings are exclusively designed for error logging, problem localizing, and problem solving on the 3 rd Level Support. Generally, default settings made by the setup program during the installation should not be changed. Received The file located and named C:\VFSTdiSP.log contains all packages which are sent from client to server. Shortly before TdiSenddata is called up by the driver, the package is written into this file. Sent The file located and named C:\VFSTdiRP.log contains all packages which are sent from server to client. Files are received over a call back function. As soon as this function has been started, the package is written into a log file. Requests The file located and named C:\VFSTdi.log contains the requests that were sent, for example: VFXTDI: start TcpSendData this <c0f34000> WriteFile VFSTDI: ende TcpSendData <WriteFile> Log configuration windream services The file with the logging settings of the respective windream service can be selected in the dropdown list, and it can be opened and edited in an editor program by clicking the Settings button next to the dropdown list box. Further information on the logging system used can be found in the windream administration guide under "Log outputs in windream"). Activate settings now Via this button, some of the changed configuration settings can be enabled, which otherwise would only be activated via a restart of the windream services.

308 Messages 6-29 This function serves for error analysis and may generally only be enabled after a recommendation of the windream Hotline. In this case, it will not be required the close and restart the windream services.

309 6-30 Menu Menu The user-specific configuration of the context menu is executed on the tab page Menu. The context menu can be launched in the windream drive from the Windows Explorer or from the result list after a search operation. Figure 6-12: windream Configuration - Menu In the Windows Explorer, the context menu, which can be opened by clicking the right mouse button on an entry in the windream drive, has been extended by command windream. This menu contains specificly

310 Menu 6-31 defined windream commands. It can be extended by additional userdefined menu entries. The menu options defined are edited in the windream Management Console. The user-defined commands are determined on tab page Menu. Note: A user-specific adjustment of the context menu can only be executed by a user who is equipped with administrator rights. The settings are stored in the Windows registry. If the right of writing is missing, available entries can only be viewed (Edit button). Changes are not possible. User-defined commands of the result list tool bar User-defined commands can also be executed via the tool bar named User in the result list after a windream search operation (see also "Result list" in chapter "Document retrieval"). Note: In order to enable the system to present a command icon in the tool bar, a respective icon file must be existing. windream expects this file in the same directory in which the script to be executed via this command is stored, too. The file name must be the same as that of the file name of the script, and must have an additional.ico extension according to sample: <Script name>.ico (Example: MyScript.vbs.ico). If the application does not find an associated icon file, the default icon will be used. Editing the context menu The list of uder-defined menu entries are edited via the respective buttons. You can add new entries, change existing ones or delete them and define their position in the context menu. The user-defined menu commands appear under the windream menu item in the context menu of the Windows Explorer and there below the commands which were set by windream. The determination and editing of the menu entries is executed in the dialog box Edit context menu, which is openend over the buttons Add or Edit. Menu entry The name for the menu entry is edited in the field of the same name. The command is displayed in the context menu of this Windows Explorer as it was entered in the dialog box.

311 6-32 Menu Command Here, the action is determined which shall be executed with the corresponding menu command (for example a script). The entries in the field are either executed manually, or over the standard dialog field Open, which is called with the button:. Note: In the Menu Entry field, an input is necessary in any case. However, the Command field may remain empty if an action shall be defined later. In this case, windream displays an error message when this entry is called (Error while executing the script). This message is also displayed, if not a real script, but another action has been defined here (for example a DOS command). When editing the context menu, you may only enter names of scripts. You are not allowed to enter path names, as windream automatically searches for scripts in the local or in the global script directory. The maximum size of the Menu Entry field is limited to 255 characters. The changes will only become effective, if you close the dialog box for editing the context menu and if you save the changes in the windream configuration by clicking OK or Apply. How to add a menu command to the context menu 1. On the tab page Menu in the windream configuration, you open the dialog box Edit Context menu by clicking Add. 2. Enter the name of the menu command to be added in the field Menu Entry. 3. In the field Command, you specify the action which shall be executed with the command. 4. Close the dialog box by clicking OK. A new entry is always inserted above the currently selected entry in the list.

312 Menu 6-33 How to edit a menu command of the context menu 1. Choose the entry to be edited from the list. 2. Open the dialog box Edit Context menu by clicking Edit. 3. Enter the desired changes in the fields Menu Entry and Command. 4. Close the dialog box by clicking OK. Note: The changes will only become effective when you close the dialog box Edit Context menu and save the changes in the windream configuration with OK or Apply. Note: It is not possible to create several menu entries under the same name. When trying to define an entry which already exists, windream will display a respective message. How to delete a menu entry from the context menu 1. Choose the entries to be deleted from the list. 2. Enable the Delete button to delete the entries from the list. Note: The changes will only become effective when you close the dialog box Edit Context menu and save the changes in the windream configuration with OK or Apply. Determining the position of the menu commands The following buttons are available for determining the order of the menu items: Moves the selected entry to the top position of the list. Moves the selected entry one line up. Moves the selected entry one line down. Moves the selected entry to the bottom of the list. How to determine the positions of the commands in the context menu 1. Choose the entry to be moved in the list. 2. Place the menu command at the desired position by clicking the respective button.

313 6-34 Menu Starting a program (exe-file) from the windream context menu User-defined Visual Basic and Java scripts can be executed in the context menu of windream. If a program shall be run for a file selected in the windream drive ("exe-file"), the launch of this program has to be capsuled in a script file (see example code). For opening the file which has been selected in windream with "Notepad" for example, you proceed as follows: 1. Copy the example code into an empty text file which you have previously created with a text editor of your choice. 2. Save the file as start_notepad.vbs in the folder \Scripts\Shell of your windream Client installation or in the global script folder Shell. 3. Add a new menu entry to the dialog box windream Configuration, tab page Menu. 4. Enter the text Open with Notepad in the dialog box Edit menu, input field Menu entry, and enter the script name start_notepad.vbs in the input field named Action. 5. Apply the changes. After that, a text file previously selected in the windream drive is opened over the windream context menu by enabling the button Open with Notepad. Note: The file of the script can be named as you want. However, you will have to consider that the file is saved with the.vbs extension. Additionally, the filename has to be the same as has been defined for the entry of the context menu. For using an other program instead of Notepad, you replace the item %windir%\notepad.exe by the file name including the complete path of the program that shall be started. The term must be set in quotation marks. Note: It is not checked in the example script, whether the selected file can be started with the determined program. In certain cases, the program displays an error message if the file format is incorrect. A check is possible, but it requires experienced knowledge in programming. Example code: #Language <VBScript> 'windream script sample to start an application ("exe"- file) and parse

314 Menu 6-35 'the selected file as argument '****************************************************** ****************** Dim WM_File Dim WM_LoopPDObject Sub On_ContextMenu() On Error Resume Next Call On_PreAction For each WM_LoopPDObject in WM_PDCollection WM_File = WM_LoopPDObject.aPath Call On_ItemAction Next Call On_PostAction End Sub Sub On_ItemAction() Dim WshShell Dim sprogcall On Error Resume Next sprogcall = "%windir%\notepad.exe" & " " & WM_DriveLetter & ":" & WM_File Set WshShell = CreateObject("WScript.Shell") If Err.Number <> 0 Then wderrhandler "CreateObject (" & Chr(34) & "Wscript.Shell" & _ Chr(34) & ") " Exit Sub Else WshShell.Run (sprogcall) If Err.Number <> 0 Then wderrhandler " " & sprogcall Exit Sub End If End IF End Sub '****************************************************** ****************** '****************************************************** ****************** Sub wderrhandler(sarg) Dim smesg smesg = "Systemfehler: " & sarg WM_MsgHandler.ComErrHRes = Err.Number WM_MsgHandler.ComErrDesc = Err.Description WM_MsgHandler.ShowError (smesg) End Sub '****************************************************** ****************** Deleting the menu cache Clicking this button will delete the menu cache in which the settings of the context menu are saved. The general entries of the windream context menu which are configured on the server are read by the program on the windream client when the context menu is started for

315 6-36 Menu the first time and saves the settings in a menu cache (ie. the local Windows Registry). After having changed the context menu settings on the server, the cache will usually be refreshed. In cases in which a refresh process cannot be executed, the cache can be deleted manually by clicking this button. When the menu is started again, the cache will be filled with the new settings again.

316 In/Out 6-37 In/Out You can make default settings on the tab page In/Out (at least windream SBX-version required). These settings are valid for the check-in, check-out as well as for the import and export functions. The settings can be made independently from each other. Figure 6-13: windream Configuration In/Out Generally, a default setting has to be enabled with the respective checkmark in the corresponding checkbox named Active. If there is no checkmark in the box, windream will always offer the previous settings which had been made by a user.

317 6-38 In/Out Dropdown list Type The dropdown list Type contains two elements (Check in/out and Import / Export). The settings of this tab page can be made separately for each list element. Thus, always different settings will be valid for checking in/out and exporting/importing objects. Note: Please read further information on these functions under "Processing documents". Backup directory Backup copies of documents can be created when checking in or importing documents. The location at which these copies shall be saved can be determined via the respective field fro entering the backup folder. Determine a folder here or select a folder via button. If the option for creating a backup has been set on check-in or import processes, windream will create a folder for each document in this directory, in which the copies will be saved. If you have not determined a backup directory (default), folder WMCIBak will be created in the directory in which the documents have previously been checked out / exported. windream generates a separate subfolder for each document in this directory, into which the copies will be saved. Figure 6-14: Backup copy in the backup directory Open without question When checking out or exporting documents, you can determine that the documents shall be opened directly after the check out / export process. You can also decide whether a security question shall be

318 In/Out 6-39 displayed before opening a file. If you want to exclude specific filetypes from this process, you enter the respective file extensions in the respective field for opening the files without further request. Enter the file extension with all three letters, several filetypes are separated by commas. Wildcards are not supported. Examples: BMP, JPG, TIF. By default, no filetypes have been excluded. Outgoing documents (check out, export) In this group of the tab page, all default settings are made which refer to the check-out and export of documents. Field To Include Subfolders HTML Index Data XML Index Data Set ReadOnly flag Field for entering the path and the working folder to which documents will be saved during a check-out or export process outside the DMS. A dialog box is opened over the command button path can be selected as default setting. over which a If this checkmark is enabled, documents of the currently selected folder and all documents within subfolders will be checked out or exported recursively. Additionally to the check-out or export function, index data of all documents are saved to a HTML file (checkmark enabled). These files will be saved in the same directory in which the documents are placed, too. Additonally to the check out or export function, index data of documents can be saved in a XML file (checkmark enabled). XML files will be stored in the same directory in which the documents are placed, too. If this option has been enabled, the documents will be equipped with the read-only flag during a check out and export process. This means that the filesystem attribute ReadOnly will be set for the documents being checked out or exported. This protection will be removed again, if a check-out process is undone and if documents are checked in or imported. This option is not set by default (see also "Check out and check in documents " and "Export and import of documents" in chapter "Processing documents"). Note: Under specific circumstances, the editing of files may leasd to problems with other applications, if checked out or exported files have been equipped with the read-only flag. It may become necessary to remove the read-only flag temporarily. However, the read-only flag has to be set again before checking in or importing the files, as otherwise the check-in / import process will fail.

319 6-40 In/Out Incoming documents (check-in, import) In this group of the tab page, all default settings are made which refer to the import or check-in processes of documents. As outgoing <Path> From: <Distinct Directory> Include subfolders Make new version Remove read-only flag Documents are checked in / imported from that directory to which they had been checked out / exported. The documents are checked in / imported from one distinct directory determined by the user. Over the button, a dialog box can be opened over which a path is determined that is offered as default path. This entry will only be active if the From button has been enabled.. All documents will be checked in/imported which were placed in subfolders of the current path. A new version will automatically be created during the check-in/import of documents. If the option for setting the read-only flag has been enabled, the option for removing the flag must also be set. Only then can the read-only protection be removed again during an undo check-out or check-in / import process. See also the description of the option for setting the read-only flag under "Outgoing documents (check out, export)", p. 6-39).

320 Reporting 6-41 Reporting windream generates logfiles on specific actions or processes during the editing of documents or folders. These files contain information on the mode, the process and the status of each action. This refers to processes like import and export, creation of versions, check-in and check-out actions or applying a current life-cycle rule for a document. These processes are taken up in separate reporting files which inform about the successful procedure or about errors which might have occurred. Reporting files can be viewed after each end of a process as a final check. Note: Please read detailed descriptions of the actions in the respective chapters of this documentation On the Reporting tab page of the windream configuration you make user-specific settings for taking up protocols of processes. Among others, you determine the actions for which a protocol is created, whether the corresponding logfile will be displayed and where the file shall be placed in the filesystem.

321 6-42 Reporting Figure 6-15: windream Configuration Reporting Dropdown list Report for The user-specific settings for the reporting can be configured separately for each action. The dropdown list indicates all actions for which a report can be written. After having selected an action, you determine the settings in the groups Dialog and Protocol File for each selected action. Note: Independent of the reporting settings, no reporting dialog will be displayed for archiving and deleting documents, as this