Collections. Learning Objectives. In this Job Aid, you will learn how to:

Transcription

1 Collections Learning Objectives In this Job Aid, you will learn how to: 1 Create a new Collection page 3 2 Add content to an existing Collection page 6 3 View the content in a Collection page 9 4 Order the content in a Collection page 12 5 Download a Collection page 15 6 Delete a Collection page 19 Last updated: April 27, 2011

2 Overview Collections are holding areas for content found through browsing or searching. You can create or use a Collection to gather a set of images into a specific group in a specific order. Security Info You must have at least WRITE permission to create a new Collection or add content to an existing Collection. You need to have DELETE permission to delete a Collection. 2

3 1 Create a New Collection 1 Select a folder in the Navigation pane where you want the Collection to appear. 2 Click the FILE menu, select New, and then select Collection. 3

4 3 The New Collection: Create screen appears. Type the name of the Collection in the Name text box, and then select the Type of Collection. Click the button. Quick Tip Give the new Collection a unique name to differentiate it from others. NOTES Do not select Video Bin unless you are creating time-based content. Click the Show Options link and select: Add to my Favorite Collections to add the new Collection to your Favorite Collections node in the Navigation Pane. Subscribe to this Collection to easily locate your new Collection in your Subscriptions node. By default, each user is limited to 100 Favorite Collections. 4

5 4 The New Collection: Info screen appears. Edit metadata if necessary. Click the button. 5

6 5 The Collection created successfully confirmation message appears in the Status bar. 2 Add Content to an Existing Collection 1 Select the file(s) in the Content pane that you would like to add to an existing Collection. 2 Click the COLLECTION menu, and then select Add to Collection. Shortcut Right-click, or press Control (CTRL) and click, and then select Add to Collection. 6

7 3 The Choose a Collection screen appears. a Select a Collection from the list. OR b Find your Collection by typing the name of the Collection in the Starts with text box, and then click the button to filter the Collection. Shortcut After typing the name of the Collection in the Starts with text box, press Return or Enter on your keyboard to apply the filter. NOTES Click the button to clear out the Starts with text box and display all Collections. If a Documentum user updates a file in the repository, that same file in the Collection will update as well. You can select one or more objects and add them to a Collection. Folders cannot be added to a Collection. 7

8 4 Select the appropriate Collection, and then click the button. 5 The Object(s) added to Collection successfully message appears in the Status bar. 8

9 3 View the Content in a Collection 1 Click the COLLECTION menu, and then select View Collection. 9

10 2 The Choose a Collection screen appears. a Select a Collection from the list. OR b Find your Collection by typing the name of the Collection in the Starts with text box, and then click the button to filter the Collection. Shortcut After typing the name of the Collection in the Starts with text box, press Return or Enter on your keyboard to apply the filter. NOTES Click the button to clear out the Starts with text box and display all Collections. If a Documentum user updates a file in the repository, that same file in the Collection will update as well. 10

11 3 Select the appropriate Collection, and then click the button. 4 The Collection s content displays in the Content pane. Click the button to exit the Collection. 11

12 4 Order the Content in a Collection 1 Click the COLLECTION menu, and then select View Collection. 2 The Choose a Collection screen appears. a Select a Collection from the list. OR b Find your Collection by typing the name of the Collection in the Starts with text box, and then click the button to filter the Collection. Shortcut After typing the name of the Collection in the Starts with text box, press Return or Enter on your keyboard to apply the filter. NOTE Click the button to clear out the Starts with text box and display all the Collections. 12

13 3 Select the appropriate Collection, and then click the button. 4 The Collection s content displays in the Content pane. Select the check box next to the Collection icon. 13

14 5 Click the COLLECTION menu, select Order, and then select Reorder Items. 6 The Reorder Collections Items screen appears. Select a file name in the Collection Items list, and then click the or button to change the order in which the files appear. When you are finished reordering the files, click the button. 14

15 7 The Collection item reordering was successful confirmation message appears in the Status bar. 5 Download a Collection 1 Click the COLLECTION menu, and then select View Collection. 15

16 2 The Choose a Collection screen appears. a Select a Collection from the list. OR b Find your Collection by typing the name of the Collection in the Starts with text box, and then click the button to filter the Collection. Shortcut After typing the name of the Collection in the Starts with text box, press Return or Enter on your keyboard to apply the filter. NOTES Click the button to clear out the Starts with text box and display all the Collections. If a Documentum user updates a file in the repository, that same file in the Collection will update as well. 3 Select the appropriate Collection, and then click the button. 16

17 4 The Collection s content displays in the Content pane. Select the check box next to the Collection icon. 5 Click the button. 6 The Download Of: screen appears. Select As Individual Files or As MacZip Files (MAC), and then click the button. 17

18 7 The Select Folders dialog box appears. Browse to the Documentum Export folder on your computer, and then click the button. For PC Dialog boxes vary by platform. NOTE Documentum automatically creates an Export folder on your computer to help you organize your exported files. However, you may choose an alternate folder on your computer to save your exported files. 8 When the download is complete, the Export successful confirmation message displays in the Status bar. 18

19 6 Delete a Collection 1 Select a Collection in the Content pane. 2 Click the FILE menu, and then select Delete. Shortcut Right-click, or press Control (CTRL) and click, and then select Delete. Press delete on your keyboard. 3 The Delete: screen appears. Select Selected Version or All Versions, and then click the button. 19

20 4 The Collection is removed and the deleted successfully confirmation message appears in the Status bar. NOTE You can remove a Collection from your Favorite Collections if you have finished working with it. This does not remove or delete the Collection from the repository. It merely removes the Collection from your quick access Favorite Collections node. 20