Document Management System GUI. v6.0 User Guide

Transcription

1 Document Management System GUI v6.0 User Guide

2 Copyright Copyright HelpSystems, LLC. All rights reserved. US: Outside the U.S.: +44 (0) IBM, AS/400, OS/400, System i, System i5, i5/os, Power Systems, iseries and AIX are trademarks or registered trademarks of International Business Machines Corporation in the United States and/or other countries. Windows and Windows Server are registered trademarks of Microsoft Corporation in the United States and/or other countries. Linux is a registered trademark of Linus Torvalds Java is a registered trademark of Oracle and / or its affiliates. All other product and company names are trademarks of their respective holders. For third-party conditions and disclaimers. see the Release Notes in the Product Directory. Other guides in this series Document Management System GUI v6.0 Installation Guide 2

3 Contents Copyright 2 Other guides in this series 2 Contents 3 Introduction 10 Logging On 10 Passwords 11 Document Management System Administration Area 12 Working in the Administration Area 12 Administration Panels 13 Menu options 13 Devices 13 Roles 14 Users 14 User 14 Administration Actions 14 Devices 15 Roles 15 Users 15 User 16 Administration View Options 16 3

4 Contents / Refresh 16 Reset Columns 16 Managing Devices 16 Adding a Device 17 Editing a Device 19 Duplicating a Device 20 Deleting a Device 20 Managing Roles 21 Defining Roles 21 Administrator 22 Standard User 22 Supervisor 22 Specific administration role 22 Defining an Administrator Role 23 Defining a Standard User Role 23 Editing Roles 25 Duplicating Roles 25 Deleting Roles 26 Filtering 26 Managing Users 27 Approving a User For Access 27 Rejecting a User For Access 28 Editing a User 29 Editing User Details 30 Editing Role Parameters 31 Deleting a User 32 Manage Settings 33 Working with Archived Spooled Files 34 4

5 Contents / Information on the Archived Spooled Files display 34 Working in the Archived Files Area 35 Archived File Actions 35 View File 35 Export Pages 35 Reload Subset Templates 36 Options 36 View 36 Refresh 37 Page Size 37 Reset Columns 37 Links 37 Creating a Link 37 Current Page Links 37 Custom Links 38 Managing Links 39 Deleting Links 39 Editing Custom Links 39 Viewing Links 40 Changing the Device 40 Templates 40 Applying a Subset Template 42 Changing the Template Sort Order 42 Template User Authority 43 *USE 43 *CHG 43 Subset Template Filtering Rules 43 Subset Template Parameters 43 5

6 Contents / Removing additional user-input criteria 46 Completing the search 46 Working with Indexed Files 47 Clear 47 Select 47 Search 47 Working in the Indexed Files Area 47 Archived File Actions 47 View File 48 Export Pages 48 Options 48 View 48 Refresh 49 Page Size 49 Reset Columns 49 Searching by Report Type 49 Selecting the Report Type 49 Index Date 50 Search Using Index Definitions 50 The importance of sequence order 50 Index Definition Criteria 51 Selecting the Index Definition 51 Initializing the search 53 Changing the Sequence Order of Index Definitions 53 Searching using Linked Indexes 54 Selecting the Linked Index Group 54 Selecting an Index Date Range 54 Specifying the Linked Index Value 55 6

7 Contents / Requesting results 55 Selecting the Index Definition for the Report Type 55 Retrieved Spooled File Information 57 Navigating a retrieved archived spooled file 57 Moving between pages 57 Searching for specific text within the archived spooled file 58 Index searches 59 Defining the Index Search 59 Finding the first instance 60 Finding further / previous instances 60 Searches that do not find any values 60 Selecting Alternative Index Criteria 60 Changing Index Values Sequence Order 61 Sticky Notes 62 Displaying the contents of a sticky note 62 Hiding the contents of a sticky note 62 Adding a Sticky Note 62 Re-positioning a Sticky Note 63 Editing Sticky Note Contents 63 Deleting a Sticky Note 64 Line Notes 64 Displaying the contents of a line note 64 Hiding the contents of a line note 65 Adding a Line Note 65 Re-positioning a Line Note 65 Editing Line Note Contents 66 Deleting a Line Note 66 Printing options 67 7

8 Contents / Printing Remotely 67 Printing to an Output Queue 68 Printing to a Printer 68 Export Page to PDF 68 Exporting 69 Common options 69 Export To options 70 PDF 70 HTML 70 RTF File (Rich Text Format) 71 Text File (Plain Text Format) 71 Logging Off 72 Glossary 73 8

9 9 Contents /

10 Introduction / Logging On Introduction Halcyon s Document Management System GUI provides an easy way for multiple users to simultaneously access or handle indexed spooled files, assign sticky and line notes, apply print overlays and export data direct from an IBM i device without the need for specialist skills or training. All spooled files that are stored on an IBM i can be viewed securely and remotely through a web browser. Using the appropriate security settings organizations have the option to allow their customers to carry out their own searches. Logging On To access the Document Management System GUI (localhost:8080) you must log on with a User Id and Password that is authorized on the IBM i device to which you are connecting. 1. Enter a valid User ID. 2. Tab down and enter the password associated with the User ID. 3. Click Log On. Use the drop-down choice menu in the Name parameter to select a different IBM i device than that shown (if additional devices have been set up). Note: It is only possible to log on to one device for each session. 10

11 Introduction / Logging On Note: Forgotten passwords must be reset on IBM i rather than through Document Management System GUI. Passwords Not all characters that are allowed in iseries 128-long passwords are supported by Document Management System GUI. The following characters are currently supported: ABCDEFGHIJKLMNOPQRSTUVWXYZ abcdefghijklmnopqrstuvwxyz and space. Document Management System GUI detects the use of any unsupported character and displays an error rather than submitting the details to IBM i for it to be rejected. In this instance the password must be amended on IBM i so that it is acceptable for the GUI. 11

12 Document Management System Administration Area / Working in the Administration Area Document Management System Administration Area The Document Management System GUI Administration area contains a series of screens that allows you to create and configure four separate options: Devices Users Roles Settings The default view within the Document Management System GUI Administration area is Manage Devices. The initial view of this display shows all your current devices from which archived and indexed spooled files can be requested. Note: The first time this view is displayed there is nothing to see as no devices have yet been added. Working in the Administration Area To work in the Administration area of Document Management System GUI select the Administration tab from the menu ribbon. When working in the Administration area of Document Management System GUI the following information and options are available. 12

13 Document Management System Administration Area / Working in the Administration Area Administration Panels The panels of the Administration area of Document Management System GUI are used to select menu options and display information that corresponds to the selected option. Menu options The menu options allow you to view, add, edit, duplicate and delete the selected option. The information in the main window changes depending on the menu option selected. Devices The following information is displayed in the main window when Devices is selected as the menu option. Name Displays the name of the IBM i. Address Displays the IP Address of the IBM i. Description Displays the textual description entered from the IBM i. Connection Pooling Specifies if connection pooling is turned on or off. Minimum If connection pooling is active, displays the minimum number of connections available to the connection pool. 13

14 Document Management System Administration Area / Administration Actions Maximum If connection pooling is active, displays the maximum number of connections available to the connection pool. Roles The following information is displayed in the main window when Roles is selected as the menu option. Name Displays the name assigned to the role. Description Displays a textual description of the role. Default Role Indicates, with a tick mark, the role that is currently defined as the default role. This is the role automatically assigned to new users. Users The following information is displayed in the main window when Users is selected as the menu option. User Name Displays the user name. This may or may not be the same as the real name of the user. User Displays the actual name of the user. Approved Indicates whether or not the user is approved to use Document Management System GUI. Address Displays, if entered, the address of the user. Date Created Displays the date on which the user record was created within Document Management System GUI. Last Login Displays the date on which the user last logged into Document Management System GUI. User The following information is displayed in the main window when User is selected as the menu option. Clear Subset Template Cache On Login Indicates whether or not the Subset Template Cache is cleared whenever a user logs on to Document Management System GUI. See "Manage Settings" on page 33 for more information. Administration Actions When working in the Administration area of Document Management System GUI the Actions button can be used to apply a specific action to the selected menu option. The available actions change depending on the selected menu option. Click Actions to display a drop-down menu. 14

15 Document Management System Administration Area / Administration Actions The following actions can be applied in the respective menu option. Devices The following actions are available when working with devices. Add Use to add a new IBM i device to Document Management System GUI. Edit Use to edit an existing IBM i device. The device must first be selected in the main panel of the Document Management System GUI. Duplicate Use to copy the details of an existing IBM i device. The device must first be selected in the main panel of the Document Management System GUI. Delete Use to delete an existing IBM i device from Document Management System GUI. The device must first be selected. Roles The following actions are available when working with roles. Add Use to add a new role to Document Management System GUI. Edit Use to edit an existing role. The role must first be selected in the main panel of the Document Management System GUI. Duplicate Use to copy the details of an existing role. The role must first be selected in the main panel of the Document Management System GUI. Delete Use to delete an role from Document Management System GUI. The role must first be selected. Users The following actions are available when working with users. Edit Use to edit an existing user. The user must first be selected in the main panel of the Document Management System GUI. 15

16 Document Management System Administration Area / Administration View Options Approve User Use to approve a user that cannot currently access Document Management System GUI. The user must first be selected. Reject User Use to reject a user that can currently access Document Management System GUI. The user must first be selected. Delete Use to delete a user from Document Management System GUI. The user must first be selected. User The following actions are available when working with user settings. Edit Use to change the current setting of the Clear Subset Template Cache On Login value. Administration View Options When working in the Administration area of Document Management System GUI the View button can be used to refresh the display or reset the current view if the layout has been amended. Click View to display a drop-down menu. The following options are available. Refresh Use the Refresh option, either from the drop-down menu or hot-key combination Ctrl+Alt+F5, primarily when working with Devices and Users to automatically update the display with any details that have changed since the display was first opened by this user. For example, a new device may have been added, user logged on or another user may have made changes to which you are not yet aware. Reset Columns Use the Reset Columns option to reset the current view back to the default. This is useful when column orders or sizes have been changed. Managing Devices The Manage Devices panel of the Document Management System GUI Administration area allows you to add and configure the IBM i devices from which the archived spooled file data is collected. You can also edit, duplicate and delete devices. 16

17 Document Management System Administration Area / Managing Devices Note: You must have administrator privileges or the required user settings in order to perform these tasks. To display the Manage Devices panel: 1. From the Document Management System GUI menu ribbon select the Administration tab. 2. Click Data > Devices in the left-hand navigation column. Adding a Device IBM i devices from which archived and indexed spooled files are requested can be added in one of two ways: From the Actions menu: 1. Ensure the Manage Devices tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUIinformation bar). 2. From the menu bar, click Actions. 3. From the drop-down menu click Add. Note: You must use this option when adding the first device. From an existing device: 1. Ensure the Manage Devices tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). 2. Right-click on any existing device. 3. From the pop-up menu click Add. The Add Device dialog is displayed. 17

18 Document Management System Administration Area / Managing Devices The following parameters are available on the Add Device dialog. Device Name Enter the IBM i device name as it is recorded on your network. Address Enter the Host name (usually the same as the device name) or the IP Address of the device on your network. Port Enter the Port Number on which the device communicates with the Document Management System Graphical User Interface. The default setting is Port Please refer to your network administrator for guidance before amending this setting. Description Enter a brief textual description of the device. Connect Timeout Enter the time, measured in milliseconds, after which a connection attempt is deemed unsuccessful. The default setting is milliseconds. Read Timeout Enter the time, measured in milliseconds, after which an attempt to read information from the device is deemed unsuccessful. The default setting is milliseconds. 18

19 Document Management System Administration Area / Managing Devices Time Zone Use the drop-down menu to select the time zone in which this device is located. Spooled file dates and times are specified in times local to the device location. Use Connection Pooling Connection Pooling allows you to spread the load of retrieving information from the IBM i device, rather than having one browser connection for each web session opened. The connection is only active when a request for information is generated by a user, such as requesting a page of spooled file data. Once the data has been retrieved, the connection is reset and available for use by other users. Note: Connection pooling is independent of each device. Minimum Pool Size Specify the minimum number of connections that form the available connection pool. The default setting is 2. Should more than 2 connection requests be generated at exactly the same time, the first two requests will be processed and subsequent requests will have to wait until one of the connections becomes available again. Should this persist or a large number of users complain about slow loading times, consider increasing the value in this field. Maximum Pool Size Specify the maximum number of connections that form the available connection pool. The default setting is 10. If a large number of users require a simultaneous connection to this device you may want to consider increasing this value to prevent any lag in spooled file data retrieval. Once you have finished entering the settings for the new device, click Save to confirm and add the device to the list of available devices. Editing a Device Editing a device allows you to make changes to the current configuration. To edit an existing IBM i device: Ensure the Manage Devices tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the device to be edited so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Edit. 1. Right-click on the device to be edited. 2. Click Edit from the pop-up menu. The Edit Device dialog is displayed allowing you to edit any of the device parameters. These parameters are the same as used previously when "Adding a Device" on page 17. When the edit is complete, click OK to save the changes. 19

20 Duplicating a Device Document Management System Administration Area / Managing Devices Duplicating devices is a quick and convenient way of adding devices to the Document Management System GUI without using the Add Device function. Duplicating a device copies the details of an existing device into a new record, allowing you to keep the parameters of the existing system intact. The only information that you MUST change when duplicating a device are the Name and Port settings. To duplicate a device: Ensure the Manage Devices tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the device to be copied so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Duplicate. 1. Right-click on the device to be copied. 2. Click Duplicate from the pop-up menu. The Duplicate Device dialog is displayed. These parameters are the same as used previously when "Adding a Device" on page 17. Note: You must amend at least the Name and Port settings on this display before you can save the new record. Click OK to save the new device record. Deleting a Device IBM i devices from which spooled files are no longer required can be removed from the Document Management System GUI. This can be done in one of two ways: Ensure the Manage Devices tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the device to be removed so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Delete. 1. Right-click on the device to be removed. 2. Click Delete from the pop-up menu. The Delete Device dialog is displayed. 20

21 Document Management System Administration Area / Managing Roles Click Yes on this confirmation dialog to delete the device or No to cancel the action. Managing Roles A Role is a definition of the level of access that a user, or group of users is given within Document Management System GUI. This allows you to assign access to users according to their current role within the organization and creates a hierarchy in Document Management System GUI similar to that which would normally exist in your everyday business environment. If you do not set up any roles, then every user assumes the default role of Administrator which gives full access to Document Management System GUI options. You can also edit, duplicate and delete roles. Note: You must have administrator privileges or the required user settings in order to perform these tasks. To display the Manage Roles panel: 1. From the Document Management System GUI menu ribbon select the Administration tab. 2. Click Account > Roles in the left-hand navigation column. Note: The first time this view is displayed there is nothing to see as no roles have yet been added. Defining Roles To define a new role within the Document Management System GUI: 1. Ensure that Account > Roles is selected in the Administration navigation panel. 2. Either select the Actions button and click Add from the drop-down menu or right-click anywhere in the main window and select Add from the pop-up menu. The Add Role dialog is displayed. 21

22 Document Management System Administration Area / Defining Roles In most scenarios, it is expected that you would want to create at least two different roles to manage the day-to-day running of Document Management System GUI. Administrator This role has full access to all areas of functionality within Document Management System GUI. An alternative title could be Super-User. Standard User This role just has the ability to view archived and indexed spooled files. Other roles that you may wish to add for audit trail purposes include: Supervisor This role has more functionality than a standard user, such as adding devices and users, but less so than an administrator. Specific administration role This role is just used to grant access to functions within Document Management System GUI and does not get involved with any other aspect of spooled file management. Note: These additional roles are not covered here but by setting up the two basic roles you should be able to create these roles at a later point if required. 22

23 Defining an Administrator Role Document Management System Administration Area / Defining Roles At least one administrator role is required in Document Management System GUI to provide access to all functionality within the product. Note: At least one user must be defined on the system before you can assign a role. To define an Administrator role: 1. In the Name parameter type Administrator. 2. Tab down to the Description parameter. 3. Type a Description of System Administrator. 4. Unless you want to make every user an Administrator, ignore the Default Role check box. 5. In the Users Assigned To Role section select at least one user to which to assign the Administrator role. 6. Within the Actions In Role section of this display, click All Actions. All subsequent actions are now checked indicating that this role has full access to every function within Document Management System GUI. Your current display should now look like the screen shot below: Click OK to add the new Administrator Role to Document Management System GUI. Defining a Standard User Role The following instructions create and configure a standard user role which only has access to viewing archived and indexed files. This role is also set as the default user role for subsequent new users who are added to Document Management System GUI. Note: At least one user must be defined on the system before you can assign a role. 23

24 Document Management System Administration Area / Defining Roles 1. Ensure that Account > Roles is selected in the Administration navigation panel. 2. Either use the Actions button or right-click in the main display panel to open the options pop-up menu. 3. Select Add from either menu to display the Add Role dialog. 4. Type a Role Name of System User. 5. Enter a Description of Standard User. 6. Click the Default Role check box to indicate that this role is now the default role for subsequent users. 7. In the Users Assigned To Role section select at least one user to which to assign this standard role. 8. Within the Actions In Role section of this display, scroll-down to the sub-heading of Spooled Files, click Spooled Files. The View Files options are all enabled. Your current display should now look like this: Click OK to add the System User Role to the existing Document Management System GUI roles. The main display now shows both roles and the assignation of the default role. Any users that are defined on the system are now assigned this default role. 24

25 Document Management System Administration Area / Defining Roles You can now continue to add further roles, with different levels of system access as, and if, required by your organization s operating environment. Editing Roles Editing a role allows you to amend the current attributes of an existing role. Note: You must have a suitable role definition assigned to your own user profile to be able to edit other role entries. Ensure that Account > Roles is selected in the Administration navigation panel. Then either: or 1. Click on the role to be edited so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Edit. 1. Right-click on the role to be edited. 2. Click Edit from the pop-up menu. The Edit Role dialog is displayed allowing you to edit any of the role parameters. Make amendments as required and click OK to confirm. Note: Take care not to make any amendments to any exiting role, particularly the Administrator role, that may prevent you from performing certain functions within Document Management System GUI, once the amendment has been confirmed. Duplicating Roles Duplicating roles is a quick and convenient way of adding roles to the Document Management System GUI without using the Add Role function. Duplicating a role copies the details of an existing role into a new record, allowing you to keep the majority of the existing role settings intact. The only information that you MUST change when duplicating a role is the Name. To duplicate a role: Ensure the Manage Roles tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the role to be copied so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Duplicate. 25

26 1. Right-click on the role to be copied. 2. Click Duplicate from the pop-up menu. The Duplicate Role dialog is displayed. Document Management System Administration Area / Defining Roles Note: You must amend at least the Name setting on this display before you can save the new record. Click OK to save the new role. Deleting Roles Deleting a role permanently removes it from Document Management System GUI. Note: You must have a suitable role definition assigned to your user profile to be able to delete existing roles. Ensure the Manage Roles tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the role to be removed so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Delete. 1. Right-click on the role to be removed. 2. Click Delete from the pop-up menu. The Delete Role dialog is displayed. Click Yes on this confirmation dialog to delete the role or No to cancel the action. Filtering The filtering option is available when managing roles in the Administration area of Document Management System GUI. By specifying a user, or group of users, in the filter, you can instantly see the role to which they are assigned. 26

27 Document Management System Administration Area / Managing Users To apply a user filter: 1. From the Document Management System GUI menu ribbon select the Administration tab. 2. Click Account > Roles in the left-hand navigation column. 3. At the bottom of this panel is the Filter option. 4. From the drop-down menu option select the user, or group of users to which the filter applies. 5. Click Apply Filter. The role to which this user or group of users is assigned is now displayed in the main window of the Manage Roles display. Note: Use (All) to display all roles defined on the system. Managing Users The Manage Users panel shows the details of all users of the Document Management System GUI. From within this panel it is possible to edit and delete existing ones. You can also reject and approve users for access and view the date and time at which individual users last accessed the system. Note: You must have administrator privileges or the required user settings in order to perform these tasks. Note: Whenever a user, not previously registered within the Document Management System GUI, logs onto an IBM i device listed within the Devices section of the Administration area, they are automatically added to the list of users displayed in this section. To display the Manage Users panel: 1. From the Document Management System GUI menu ribbon select the Administration tab. 2. Click Account> Users in the left-hand navigation column. Approving a User For Access Users who log onto the Document Management System GUI are automatically approved via the Work with User Authority permissions set on IBM i. Approval is only required for users who have been previously rejected for access to the system via the Document Management System GUI. Users that are waiting approval are easily identified by the condition Manage Users panel. in the Approved column of the 27

28 To approve a user for access: Document Management System Administration Area / Managing Users Ensure the Manage Users tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the user to be approved so that they are highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Approve User. 1. Right-click on the user to be approved. 2. Click Approve User from the pop-up menu. The Approve User dialog is displayed. Click Yes to approve the user or No to cancel the action. The user is now displayed with the condition in the Approved column of the Manage Users panel. Rejecting a User For Access Users who log onto the Document Management System GUI are automatically approved via the Work with User Authority permissions set on IBM i. In some cases, you may not want these users to have access to the Document Management System GUI. You can use the Reject Access option to remove automatic access. Users that have been rejected for access are identified by the condition the Manage Users panel. in the Approved column of To reject a user for access: Ensure the Manage Users tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: 1. Click on the user to be rejected so that they are highlighted. 2. From the menu bar, click Actions. 28

29 3. From the drop-down menu click Reject User. Document Management System Administration Area / Managing Users or 1. Right-click on the user to be rejected. 2. Click Reject User from the pop-up menu. The Reject User dialog is displayed. Click Yes to reject the user or No to cancel the action. The user is now displayed with the condition in the Approved column of the Manage Users panel. Editing a User Editing the details of an existing user allows you to change both the personal characteristics of the user and also the role level that they are assigned. To edit a user: 1. Select the Administration tab from the Document Management System GUI menu ribbon. 2. Select Account > Users. Then either: or 1. Click on the user to be edited so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Edit. 1. Right-click on the user to be edited. 2. Click Edit from the pop-up menu. The Edit User dialog is displayed. 29

30 Document Management System Administration Area / Managing Users Editing User Details Editing user parameters allows you to amend individual characteristics of the user. From the Edit User dialog, select the Users tab The following parameters can be amended when editing a user. User Name The User Name can be completely different from the entries in the First Name and Last Name parameters. Although you can change the user name parameter, it will not have any real effect as the next time the original user name signs on to Document Management System GUIthey will be re-created as the original user no longer exists in the list. First Name Amend the first name of this user. Last Name Amend the last name of this user. This parameter may be missing for some users who only access IBM i with their first name. Gender Specify the gender of this user. This setting is optional and is not used within Document Management System GUI. Address Enter or amend the address for this user. 30

31 Document Management System Administration Area / Managing Users Approve User A tick mark indicates that this user is already approved. Click to remove the tick mark and prevent this user from accessing the Document Management System GUI. If no tick mark is present, the user is currently prevented from using Document Management System GUI. Click to approve this user for access. Click OK to confirm and save the changes. Editing Role Parameters Editing role parameters allows you to grant a different level of authority within Document Management System GUI to this user. From the Edit User dialog, select the Roles tab. The current role applied to this user is indicated by a tick mark. From the Roles listed on this display, either: Click next to the new role required to assign this role level. You can then remove the original role setting by clicking to remove the tick mark. or Click All Roles to assign all role levels to this user. Click OK to confirm and save the changes. 31

32 Deleting a User Document Management System Administration Area / Managing Users Deleting a user removes them from the Document Management System GUI database so they can no longer access the interface. Note: Deleting a user from the Document Management System GUI does not delete them on IBM i. Deleting users can be done in one of two ways: Ensure the Manage Users tab is displayed (as shown on the browser tab heading or the bottom right corner of the Document Management System GUI information bar). Then either: or 1. Click on the user to be removed so that it is highlighted. 2. From the menu bar, click Actions. 3. From the drop-down menu click Delete. 1. Right-click on the user to be removed. 2. Click Delete from the pop-up menu. The Delete User dialog is displayed. Click Yes on this confirmation dialog to delete the device or No to cancel the action. 32

33 Manage Settings Document Management System Administration Area / Manage Settings The Settings section of the Document Management System GUI Administration area allows you to specify whether or not to clear the subset template cache on log in. Clear Subset Template Cache On Login Specifies that the Subset Template Cache for this user is cleared every time they log on to Document Management System GUI. The default setting is On. The Subset Template Cache is automatically refreshed every 15 minutes. With this setting active, a user can log off and log on again to clear the current cache information and update the display. With this setting turned off, the user would have to wait 15 minutes from the log on to automatically refresh the data. Note: It is possible to manually refresh the Subset Templates by using the Reload > Subset Templates option from Archived Spooled Files display. 33

34 Working with Archived Spooled Files / Information on the Archived Spooled Files display Working with Archived Spooled Files The main display of the Document Management System GUI is split into two tabs; Archived Files and Indexed Files. This section deals solely with working with archived spooled files. Note: For more information on working with Indexed Files, see "Working with Indexed Files" on page 47. Information on the Archived Spooled Files display The following information is visible on each page of returned archived spooled file records. The default sort order is creation date age descending (newest first). The following information is displayed on the Archived Spooled Files display. Name This column displays the name of each individual archived spooled file retrieved from the selected device. Click on the name to retrieve the actual pages of the spooled file. Note: See "Retrieved Spooled File Information " on page 57 "Retrieved Spooled File Information " on page 57 for more details. Pages Displays the number of pages contained within the spooled file. Job Displays the name of the job, user and number of the job that created the spooled file. Report Type Displays the description of the Report Type (followed by the Report Type name in brackets) currently associated with the archived spooled file. Archive Displays the name of the archive group to which the archived spooled file belongs. 34

35 Working with Archived Spooled Files / Working in the Archived Files Area User Displays the name of the user that owns the spooled file. This is normally the same as the person that created the spooled file but can be different in instances where the spooled file has been created for a specific user as part of a run job. User Data If assigned on IBM i, this field displays up to 10 characters of user-defined data for the spooled file. Number Displays the number of the job that created the spooled file. Created Displays the date and time at which the spooled file was originally created (not archived). Click on the required archived spooled file, listed in the Name column, to retrieve all the pages for viewing. Double-click on a spooled file to able to view and work with the contents. Note: Any spooled files which have previously been opened during this session are highlighted on this display. The highlight is cleared when a new search or when a change of Subset Template is actioned. Working in the Archived Files Area To work in the Archived Files area of the Document Management System GUI select the Archived Files tab. When working in the Archived Files area of the Document Management System GUI the following options are available. Archived File Actions The Actions button can be used to apply a specific action to the selected menu option. Click Actions to display a drop-down menu. The following actions can be applied. View File Use the View File option to open the selected archived file so that the contents can be viewed. You can also view an archived spooled file by using Hot Key combination Ctrl+Alt+V or by double-clicking on the file directly from the list. Export Pages Use the Export Pages option to export pages from the archived spooled file without opening it first. This is useful if they information that you require is always contained on the same page, for example page one, of 35

36 Working with Archived Spooled Files / Working in the Archived Files Area the archived spooled file. You can also export pages from an archived spooled file by using Hot Key combination Ctrl+Alt+E or by opening the archived spooled file and selecting the Export Pages icon from the toolbar. Reload Subset Templates The Reload button can be used to update the list of available templates which can then be applied to the list of archived spooled files. Click Reload to display a drop-down menu. Click Subset Templates to update the list of subset templates to include any new templates that may have been added since this Document Management System GUI session was started. Options The Options button can be used to set the method for how a retrieved archived spooled file is displayed in your browser. Click Options to display a drop-down menu. The default setting is View Files In Tab. With this setting activated, indicated by a tick mark, any archived spooled file that is retrieved is displayed in a new tab within your web browser. If this setting is not active, the retrieved spooled file will open in the same browser window in which the Document Management System GUI is already running. View The View option can be used to specify the characteristics of the archived spooled files display panel. Click View to display a drop-down menu. The following View options can be applied. 36

37 Refresh Working with Archived Spooled Files / Links Use the Refresh option, either from the drop-down menu or hot-key combination Ctrl+Alt+F5, to automatically update the display with any archived spooled files that have been added since the display was first opened by this user. Page Size Use the Page Size option to specify the number of archived spooled files that are returned per page of the archived spooled files display. The default setting is 10 rows of archived spooled files. Use the drop down menu to select a new option from 15, 20, 25, 50 or 100 rows. Selecting a new value automatically updates the display to the new setting. Reset Columns Use the Reset Columns option to reset the current view back to the default. This is useful when column orders or sizes have been changed. Links Links allow you to build 'bookmarks' to specific pieces of information within archived and indexed spooled files. By creating a link, you can quickly return to the exact point in the spooled file without having to research for the information. You can also create links to external web-pages, intranets or similar. These could be used to index useful reference information or instructions. From the Archived Spooled Files or Indexed Spooled Files display, select the Links option on the menu bar. From the drop-down menu, you can add new links or manage existing ones. Creating a Link Links can be created for the current page view or for a third party website or intranet page. Current Page Links Current page links allow you to create a bookmark to the page of the archived spooled file that you are currently viewing. To create a link to the current page: 1. Navigate to the page in the spooled file to which you want to create the link. 2. From the Archived Files or Indexed Files tab, select Links from the menu bar. 37

38 Working with Archived Spooled Files / Links 3. From the drop-down menu select Add. 4. From the secondary menu, select Current. The Add Current Link dialog is displayed. 5. Enter the Caption by which this link can be identified. 6. The URL is already created as the link to the chosen page in the spooled file. 7. Click OK to create the link to the current page. Note: Amending the URL will cause the link to fail. Custom Links Custom Links allow you to create a bookmark to an external web or intranet page. To create a link to a custom page: 1. From the Archived Files or Indexed Files tab, select Links from the menu bar. 2. From the drop-down menu select Add. 3. From the secondary menu, select Custom. The Add Custom Link dialog is displayed. 38

39 4. Enter the Caption by which this custom link can be identified. 5. Enter the full URL (including of the custom link that you want to add. 6. Click OK to create the custom link. Working with Archived Spooled Files / Links Managing Links Only Custom Links can be edited. When you use the Manage Link option with Archived Files, Indexed Files and Pages, the only action you can take is to delete the link. Note: It is also possible to delete Custom Links as well as editing them using the Manage function. Deleting Links Once links have been created you can use the Manage option to delete existing links. 1. From the Archived Files or Indexed Files tab, select Links from the menu bar. 2. From the drop-down menu select Manage. The Manage Links dialog is displayed. 3. From the Link Type drop-down menu select the link type for the link that you want to delete. 4. Once the Link Type is selected, the associated links are automatically displayed. 5. Click on the 'x' symbol on the line of the link you want to delete. The link is automatically removed. 6. Once finished, click Close to return to the current view. Editing Custom Links Unlike other types of link, which go to specific locations with Document Management System GUI, Custom Links can be edited as they are bookmarks to external locations. 1. From the Archived Files or Indexed Files tab, select Links from the menu bar. 2. From the drop-down menu select Manage. The Manage Links dialog is displayed. 3. From the Link Type drop-down menu select the Custom link type. 39

40 4. Select the Custom Link that you want to edit. 5. You can amend either or both the Caption and URL parameters. 6. Click OK to save the new parameters. 7. Click Close to return to the current view. Working with Archived Spooled Files / Changing the Device Viewing Links Once links have been created they are available to view from the Links menu option on the Document Management System GUI menu bar. To view a link: 1. From the Archived Files or Indexed Files tab, select Links from the menu bar. 2. From the drop-down menu select the type of link that you want to view. 3. A further drop-down menu is displayed showing all the available links for the selected link type. 4. Click on the link view to open it in a new tab if the View Files In Tab option is active or in the same tab if the option is inactive. Changing the Device If you want to work with archived and indexed spooled files from another IBM i device, you can do so, providing the device has been added to Document Management System GUI, without leaving the main display. To change the current device: 1. On the Document Management System GUI menu bar, the current IBM i device is displayed. 2. Click on this device to display a drop-down menu of other devices that are available. 3. Click on the required device. 4. The Document Management System GUI automatically logs off the current system and presents the log on screen for the selected system. Templates Subset templates are used within the Document Management System GUI Archived Files area to filter the view of returned archived spooled files to the criteria specified on the template. This allows you to search for specific records within a large number of spooled files and limit the number of spooled files displayed on screen at any one time. 40

41 Working with Archived Spooled Files / Templates Subset templates are defined on IBM i and are then available for use within Document Management System GUI. Note: When you first log into the Document Management System GUI a default template is assigned. This is specified on IBM i - Work with Subset Templates display by using F16=Set User Default against the required template. Different users can be assigned a different default template. If no default template has been assigned, the first template that does not have *EXCL authority assigned is used. When working in the Archived Files tab of Document Management System GUI the Subset Template options are available in the left-hand navigation panel of the display. 41

42 Applying a Subset Template To apply a subset template to the current list of archived spooled files: Working with Archived Spooled Files / Templates 1. From the Document Management System GUI menu ribbon select the Archived Files tab. 2. In the left-hand navigation panel, Subset Template, click the small down-arrow in the selection box. A drop-down menu is displayed containing all the subset templates available on this IBM i which can be applied to the archived spooled files. 3. Click on the required subset template so that it is highlighted. 4. At the bottom of the left-hand navigation panel, click Search. The list of spooled files that match the criteria on the selected subset template are displayed in the main window. Note: A dotted line is shown around any subset template parameters that are pre-defined in the template. Providing you have sufficient authority, additional parameters allow you to add or remove criteria from the subset template for the purposes of a search within Document Management System GUI. Any criteria that is added, removed or changed is shown highlighted by a yellow background. Note: If you are using a default subset template of *NONE you can define criteria within any of the remaining parameters. Changing the Template Sort Order You can sort subset templates by Name or Description. By default, templates are sorted by Name in descending order. The arrow in the column header shows the current sort order, ascending or descending. Click in the header to change the direction of the sort order. Click in the Description column header to change the template sort order to Description. 42

43 Working with Archived Spooled Files / Template User Authority Template User Authority The level of functionality that you have when using and applying templates is defined by the user authority assigned to your user profile for Subset Templates within HEM / SBSTPL. Note: Please refer to your Halcyon Product Suite User Reference documentation for more information regarding User Authorities. *USE If you have *USE authority applied, you can only apply the template default settings. You can specify predefined criteria by which to search but you are unable to change or amend any of these criteria to return a different set of archived spooled files than those already displayed. *CHG If you have *CHG (change) authority applied, you can amend the pre-defined template parameters (or add new criteria) to fine-tune the criteria to return a more precise set of archived spooled files. Subset Template Filtering Rules When applying subset template filter parameters, the following rules apply: 1. The subset template filter parameters use AND rather than OR logic. Therefore, only archived spooled files that match ALL of the specified criteria are retrieved when the search is requested. The more criteria specified, the more exclusive the search. 2. If you are using a default template of *NONE you can define criteria within any of the remaining parameters. 3. You can amend the criteria within the current subset template definition to be more precise with the search, but completely changing the definition will usually result in no archived spooled files being retrieved. For example, if the current parameter definition is set to AB*, you could enter ABC* to further filter the search, but over-typing the entry with XYZ* would not return any archived spooled files as the criteria is pre-defined to search for AB*. Subset Template Parameters The following parameters are available for the definition of archived spooled file search criteria. The use of generic characters followed by the wildcard character * is permitted. User Name Enter the required user name for which archived spooled files are retrieved. A group profile name can be entered, in which case all archived spooled files owned by all the users in the group are selected. Name *ALL *CURRENT Specify a user name All archived spooled files for all users are retrieved Archived spooled files for the current user are retrieved 43

44 Working with Archived Spooled Files / Subset Template Parameters Output Queue Enter the output queue required. Name *ALL Specify a named output queue All output queues are retrieved Library Enter the name of the output queue library required. Spooled File Enter the name of the archived spooled file to retrieve. Name generic* *ALL Specify the name of the archived spooled file to retrieve To specify a generic archived spooled file name, type starting characters followed by an asterisk All archived spooled files are retrieved Print Device Enter the details of the required print device for which archived spooled files are retrieved. Name generic* *ALL Specify the name of the print device To specify a generic print device, type starting characters followed by an asterisk All archived spooled files associated with any print device are retrieved Form Type Enter the details of the form type required for archived spooled file retrieval. Name *ALL *STD Specify the form type required for the archived spooled file All form types are retrieved All archived spooled files with a form type of STD are retrieved User Data If any user data has been specified, use this field to type the text required. Text *ALL Specify the user data required for the archived spooled file All archived spooled files with any user data values are retrieved Note: *ALL followed by blanks is a valid entry. Job Name Enter the job name required for archived spooled file retrieval. Name Specify the job name * Archived spooled files from the current job are retrieved *ALL Archived spooled files from any job are retrieved Job User Enter the job user profile required for archived spooled file retrieval. 44

45 Working with Archived Spooled Files / Subset Template Parameters Job Number Enter the job number required for archived spooled file retrieval. Created On Enter the name of the system on which the required archive spooled file was created. Name generic* *ALL Specify a system name To specify a generic system name, type starting characters followed by an asterisk All archived spooled files created on any system are retrieved ASP Enter the name of the ASP where the archive spooled file is located Specify an ASP between 2 and 255 *ALL All archive spooled files from any ASP are retrieved *SYSTEM Specifies the system ASP Begin Date Type Specifies the date from which the search for the retrieval of archive files begins. Beginning Date Days Specifies the earliest available date Enter the date required. This must be in the 6 character system format, either with or without separators (such as YY/MM/DD or DDMMYY) An offset value in the range -366 to +0. The number of days entered is subtracted from the current system date to determine the start date to be used End Date Type Specifies the date at which the search for the retrieval of archive spooled files ends. Date Days End Enter the date required. This must be in the 6 character system format, either with or without separators (such as YY/MM/DD or DDMMYY) An offset value in the range -366 to +0. This number of days is subtracted from the current system date to determine the end date used Specifies up to and including the current date. Archive Group Specify the archive spooled file group required. Name generic* *ALL Specify an archive group name To specify a generic archive group name, type starting characters followed by an asterisk All archive groups are retrieved Archive Library Specify the archive spooled file library required. Name Specify an archive library name 45

46 Working with Archived Spooled Files / Subset Template Parameters generic* *ALL To specify a generic archive library name, type starting characters followed by an asterisk All archive libraries are retrieved Archive File Specify the name of the archive file required. Name generic* *ALL Specify an archive file name To specify a generic archive file name, type starting characters followed by an asterisk All archive files are retrieved Archive Member Specify the archive member required. The archive member name is restricted to the following format: M#000nnnnn where nnnnn = to Name generic* *ALL Specify an archive member name To specify a generic archive member name, type starting characters in the correct format followed by an asterisk All archive files are retrieved Removing additional user-input criteria To remove additional user-input criteria (not the default criteria from the subset template) from the parameters, click the Reset button. Completing the search Once the relevant parameter criteria have been entered, either click Search or press <Enter> to begin the process of retrieving archived spooled files that match the defined parameters. 46

47 Working with Indexed Files Working with Indexed Files / Working in the Indexed Files Area Working with Indexed Files allows you to search spooled files by using either Report Types and searching for specific index definitions within different spooled files or Linked Indexes to search for Report Types that share the same indexed definitions. To work with Indexed Files, select the Indexed Files tab from the main display. This opens the Indexed Files display from where you can select to work with either Report Types or Linked Indexes. The top panel of this display is used to define the type of search to be undertaken and the index criteria used to retrieve the archived spooled files. Clear Use the Clear button to remove the current index parameters from this display allowing you to assign new index criteria on which to search. Select Use the Select button to choose alternative index criteria (if defined) on which to base this search. Search Use the Search button to initiate the search with the selected index criteria. Once the list of spooled files that match the index criteria are returned, they are displayed in the bottom panel of this display. Working in the Indexed Files Area To work in the Indexed Files area of Document Management System GUI select the Indexed Files tab. When working in the Indexed Files area of Document Management System GUI the following options are available. Archived File Actions The Actions button can be used to apply a specific action to the selected menu option. Click Actions to display a drop-down menu. 47

48 Working with Indexed Files / Working in the Indexed Files Area The following actions can be applied. View File Use the View File option to open the selected indexed file so that the contents can be viewed. You can also view an indexed spooled file by using Hot Key combination Ctrl+Alt+V or by double-clicking on the file directly from the list. Export Pages Use the Export Pages option to export pages from the indexed spooled file without opening it first. This is useful if they information that you require is always contained on the same page, for example page one, of the spooled file. You can also export pages from a spooled file by using Hot Key combination Ctrl+Alt+E or by opening the spooled file and selecting the Export Pages icon Options from the toolbar. The Options button can be used to set the method for how a retrieved spooled file is displayed in your browser. Click Options to display a drop-down menu. The default setting is View Files In Tab. With this setting activated, indicated by a tick mark, any spooled file that is retrieved is displayed in a new tab within your web browser. If this setting is not active, the retrieved spooled file will open in the same browser window in which the Document Management System GUI is already running. View The View option can be used to specify the characteristics of the spooled files display panel. Click View to display a drop-down menu. 48

49 Working with Indexed Files / Searching by Report Type The following View options can be applied. Refresh Use the Refresh option, either from the drop-down menu or hot-key combination Ctrl+Alt+F5, to automatically update the display with any spooled files that have been added since the display was first opened by this user. Page Size Use the Page Size option to specify the number of spooled files that are returned per page of the spooled files display. The default setting is 10 rows of spooled files. Use the drop down menu to select a new option from 15, 20, 25, 50 or 100 rows. Selecting a new value automatically updates the display to the new setting. Reset Columns Use the Reset Columns option to reset the current view back to the default. This is useful when column orders or sizes have been changed. Searching by Report Type Within the Indexed Files panel, the default setting is to search by Report Type. Note: For more information on searching via Linked Indexes please see "Searching using Linked Indexes" on page 54. When you search by Report Type, you are searching for archived spooled files that match the information in the index definitions for the selected index date. Selecting the Report Type With Report Type selected as the search option, use the drop-down menu to the right of this parameter to select the Report Type to use for the Index search. 49

50 Working with Indexed Files / Search Using Index Definitions All of the Report Types that are currently defined on the IBM i device to which you are currently connected are available for selection in the drop down menu. Report Types are listed in descending, alphabetical order. Index Date If several index builds exist for the chosen Report Type, you can select the build you require from the dates listed in the Index Date drop-down menu. The most current build is selected by default. Search Using Index Definitions The following sections describe how to use index definitions to search for spooled files that match the selected Report Type and index definition criteria. With the Report Type and Index Date parameter selected you can then choose the index definitions on which to search. Note: When selecting Indexes on which to search, the index Description parameter is shown. If no Description has been defined for the index then the Name of the Index is shown instead. The importance of sequence order The sequence order has a bearing on the position at which archived spooled file is displayed on screen when opened and a match is found. Therefore, a value for entered for the first definition in the sequence is 50

51 Working with Indexed Files / Search Using Index Definitions displayed at the top of the screen, even though a value entered for the second index definition may appear above it in the actual archived spooled file. Note: Index definition sequence order does not determine the order in which indexed archive spooled files are retrieved for selection. Once you have determined the index definitions and the sequence order in which the definitions are retrieved within the indexed archived spooled files, click OK to return to the Work with Indexed Files main display. Index Definition Criteria Depending on the Report Type selected and the number of index definitions that are currently defined for the Report Type, up to four parameters are available into which you can input the required index definition criteria. By default, the parameter names and sequence order are the same as those defined on the Report Type on IBM i. Each Report Type has different criteria defined and therefore these named fields vary from Report Type to Report Type. Type the required search criteria into one or more of the index definition fields. Note: If more than one criteria is entered, only archived spooled files on which all search criteria are found are returned for selection. To select different index definitions from those currently displayed, see "Index Definition Criteria" above (below). To change the sequence order of the index definitions, see "Index Definition Criteria" above. Selecting the Index Definition To select different or additional, if less than four index definitions are currently displayed, click Select. This opens a pop up window from where index definitions can be selected. 51

52 Working with Indexed Files / Search Using Index Definitions Index definitions that are currently selected are shown in the Selected column. The position in the column indicates the current search sequence order. Index definitions which have been defined but are not currently selected are shown in the Available column. If you have less then four index definitions selected you can add further definitions to your current selection by clicking on the required definition in the Available column and dragging it to the Selected column. If you already have four index definitions selected but want to change one (or more) of these definitions, you must first remove one of the existing definitions before replacing it with your new selection(s). Click on the index definition in the Selected column that you want to remove from the search parameters and drag it to a new position in the Available column. You can repeat this process for all definitions that you want to deselect. Now click on the index definition in the Available column that you want to replace the previous entry and drag it to the Selected column. Continue to change definitions as required. If required, you can now change the sequence order of the selected index definitions Once satisfied with the index definitions you have selected, click OK to return to the Work with Indexed Files main display. 52

53 Initializing the search Working with Indexed Files / Search Using Index Definitions With the Index definitions and sequence order set, you are ready to initialize the search for matching archived spooled files. From the Work with Indexed Files main display, click Search. All archived spooled files that match the Report Type and contain all of the selected index definitions are returned and are displayed in the main window of this display. These spooled files are now available for viewing. Please see "Retrieved Spooled File Information " on page 57 for more information regarding the tools and options available when browsing through retrieved archived spooled files. Changing the Sequence Order of Index Definitions The current sequence order is shown in the Selected column and runs from top to bottom (i.e. the top definition is searched first). To change the sequence order in which the index definitions are applied when searching for archived spooled files that match the selected Report Type: 53

54 Working with Indexed Files / Searching using Linked Indexes From within the Selected column, click on the index definition that you want to move and drag it to the new position in this column. The sequence order changes to reflect the new positions of the index definitions. Searching using Linked Indexes As an alternative to searching for indexed archived spooled files that match index definitions within individual report types, you can search using Linked Indexes. This allows you to locate archived spooled files across a range of Report Types that share the same index definitions. For example, a linked index run against a customer number could find information within Invoices, Purchase Orders, Shipping Notes and so on. Note: Linked Indexes are setup on IBM i using Halcyon Spooled File Manager, menu option 42=Configuration followed by option 2=Work with Linked Indexes. To use Linked Indexes to search for multiple Report Types that have share common information, change the search method from Report Type to Linked Indexes by using the drop down menu. Once Linked Indexes has been selected as the search method, the remaining selection criteria change to reflect the Linked Index groups that have been created on IBM i. Selecting the Linked Index Group Use the drop-down choice menu next to the Linked Index selection to display the names of the linked indexes that have been created on the current IBM i to which you are logged on. Select the required Linked Index on which to base the search for the matching Report Types and indexed archived files within these Report Types. Note: If the required Linked Index does not exist in this list, it must first be created and implemented on IBM i before it is available for selection here. Selecting an Index Date Range The Index Date Range parameters default to today s date, so continuing with these defaults only returns archived spooled files that have been created on this date. 54

55 Working with Indexed Files / Searching using Linked Indexes Use the date range parameters to specify a range of dates between which any indexed archived spooled files that were created and that match the selected Linked Index and Description parameters are retrieved. Use the drop-down arrow in each Date Range parameter to open a traditional format calendar from which From and To dates can be selected. Specifying the Linked Index Value The Linked Index value parameter is the value for the Linked Index selection that you want to search for across all Report Types and indexed archived spooled files. So, for example, if the Linked Index selection was Customer Number, you would enter the actual customer number in the Customer Number parameter. The resulting search would then return all Report Types and indexed archived spooled files on which this Customer Number appears. Requesting results Click Search to return any matching results to the specified selection criteria. Any indexed archived spooled files that match are displayed in the grid beneath the parameters. Selecting the Index Definition for the Report Type If more than one index value has been setup for a Report Type you can specify up to 4 different values (providing more than one value has been defined for the Report Type by clicking Select. 55

56 Working with Indexed Files / Searching using Linked Indexes Note: This option works in exactly the same way a when searching by Report Types. See "Selecting the Index Definition " on page 51 for more information. Note: See also "Changing the Sequence Order of Index Definitions" on page 53 and "The importance of sequence order" on page 50 for further information. 56

57 Retrieved Spooled File Information / Navigating a retrieved archived spooled file Retrieved Spooled File Information Once opened, the retrieved spooled file is displayed in a new tab in your browser unless the Options > View Files In Tab option is turned off. In this case the retrieved spooled files opens in the same window as the original list of archived spooled files. Navigating a retrieved archived spooled file When viewing a retrieved spooled file, the following navigational aids and tools can be used. Moving between pages Use the following icons, available from the top left-hand side of the toolbar to navigate through pages of the spooled file. Icon Function Go to the first page in the archived spooled file Go to the Previous page in the archived spooled file Go to the Next page in the archived spooled file 57

58 Retrieved Spooled File Information / Navigating a retrieved archived spooled file Go to the Last page in the archived spooled file Specify the page number to which you want to go Note: The current page and number of pages contained within the archived spooled file is displayed in the bottom right-hand side of the information panel. This is updated every time a page navigation or search request is completed Searching for specific text within the archived spooled file You can search for specific text contained with the archived spooled file by entering the required text in the Search parameter and clicking the magnifying glass to complete the request. The Search parameter is available in the top-right hand corner of the retrieved archived spooled file display. The text search is not case-sensitive. If the entered text is found, it is highlighted on the page. If the text found is not the occurrence of the text that you are searching for, use the green arrow to the right of the magnifying glass to locate the next occurrence. This facility is available until no further occurrences of the entered text exist in the remaining pages of the spooled file. 58

59 Retrieved Spooled File Information / Index searches Should the entered text not be found within the spooled file, a message is displayed on screen that the search was unsuccessful. Either re-enter different text for this spooled file and initiate another search or open another spooled file and retry the search with the initial text. Index searches If the archived spooled file have indexes applied, you can use values set on IBM i to search for information contained within the spooled file. Up to four separate values can be used as the basis for the index search (dependent on how many index criteria have been specified for the report type to which the spooled file is affiliated). Index searching is available for the selected archived spooled file if the Select Indexes icon available from the toolbar. Note: You need an appropriate level of authority in order to able to use index searches when working with archived spooled files. is Defining the Index Search To begin the search using indexes within an archived spooled file click the Select Indexes icon the tool bar. from This opens a new panel within the current display listing the first four index criteria that have been specified for the report type associated with the selected archived spooled file. If available, up to eleven other index criteria can be used as replacements for the current criteria if required. Note: See "Selecting Alternative Index Criteria" on the next page for more information. In the example screen shot above, the four index fields into which values can be entered are listed as: Monitor Alert ID Audit Type Date 59

60 Finding the first instance Retrieved Spooled File Information / Index searches Enter a value into one or more (not necessarily just the first) of the fields and click Search. If the search is successful, the first page of the archived spooled file on which the index value(s) has been found, is displayed with the index value highlighted. If searching on more than one index value, only the first value is shown as being highlighted on the page. Should you require a different value to be shown as being highlighted you can change the sequence in which the index values are searched. See "Defining the Index Search" on the previous page for more information. Note: If you enter a value into more than one field for the same search, all values must be found on a single page of the archived spooled file in order for the search to be considered successful. Finding further / previous instances To find further instances of the index value(s) click the Next Occurrence icon. The display changes to show the next instance of the index value search within the archived spooled file. You can continue to use this facility until the 'No More Occurrences' message is displayed. To find a previous instance of the index value(s) click the Previous Occurrence icon. The search works in the same way as before but locates the previous occurrence of the index value in the archived spooled file. Continue to use this facility until the No More Occurrences messages is displayed. Searches that do not find any values If the search is unsuccessful, the message 'No Occurrences Found' is displayed. Click Clear to remove the current values from the index criteria and enter a new value on which to search. Selecting Alternative Index Criteria To select alternative index criteria to the ones currently displayed, click Select. If other index criteria have been specified for the report type, they are now listed in the Indexes for... dialog from where they can be selected for use when searching for values within the archived spooled file. 60

61 Retrieved Spooled File Information / Index searches Up to 15 separate index criteria can be specified per report type but only four can be used at any one time as the basis for conducting an index search. Note: Some report types may have less than four index values specified in which case you are unable to specify additional criteria from within the Document Management System GUI. This must be done from within the Halcyon Spooled File Manager application running on the IBM i. The Select Indexes For... dialog allows you to specify the four index criteria to be used for the purpose of the search. Criteria that are already in use are shown in the Selected column of this dialog. If four index criteria have already been specified, one must be de-selected in order to add a different value. Single-click on the selected index that you want to remove and keeping your finger on the mouse button drag the selection to the Available column. The index is now removed from the Selected column. Select a new index from the Available column and perform the same click and drag action as previously to move the index to the Selected column. Click OK to save the new index search parameters. Changing Index Values Sequence Order The sequence order of indexes defines the first found value on the display, when one or more values are entered into the search criteria. In the Selected column, the current sequence order as defined on IBM i is shown. To change the sequence order in the Selected column, single-click on the index that you want to move and keeping your finger on the mouse button drag the selection to the new position in this column. Continue with this process until your new sequence order has been defined. 61

62 Retrieved Spooled File Information / Sticky Notes Click OK to save the new sequence order. The new index value sequence order is now shown in the Index Search panel above the spooled file details. Note: For more information regarding the specification of indexes within report types, please refer to your Halcyon Suite Level User Reference documentation. Sticky Notes Sticky notes can be used to add or emphasize further detail within an archived spooled file. A sticky note provides users with a brief message regarding an element of the archived spooled file. They can be placed anywhere on the page and the contents displayed or hidden from view. Note: Whenever a sticky note is created or modified, the date, time and change user details are recorded and stored on IBM i in file HEMIDN. As with the IBM i version of the Document Management System, you can add sticky notes to an archived spooled file directly from within the Document Management System GUI. Sticky notes that have already been applied to an archived spooled file via IBM i are also displayed from within the GUI. Note: It is not currently possible to highlight information in an archived spooled file using the Document Management System GUI. Highlights must be applied to the archived spooled file from within the Work with Archived Spooled Files display on IBM i. Please see your Halcyon Suite User Reference documentation for more information on using highlights in archived spooled files. Sticky notes have *PUBLIC user authority, meaning any user can add, edit and view these type of notes from within the GUI. Note: Although multiple sticky notes are allowed there must be no overlaps with other sticky notes or highlights that have been applied on IBM i. Displaying the contents of a sticky note To display the contents of an individual sticky note, single-click on the note to expand the contents. To simultaneously display the contents of all sticky notes on the page, click the Show Sticky Notes icon from within the toolbar. Hiding the contents of a sticky note To hide the contents of an individual sticky note, single-click on the note to close. To simultaneously hide the contents of all sticky notes on the page, click the Hide Sticky Notes icon from within the tool bar. Adding a Sticky Note To add a sticky note to an archived spooled file, click the Add Sticky Note icon on the toolbar. The Add Sticky Note dialog is now displayed. 62

63 Retrieved Spooled File Information / Sticky Notes Note: At this point, it does not matter where the cursor is positioned on the page as you can move the note into position once the text has been entered. Type the text for the sticky note. Click Save to confirm the entry of the sticky note text. Re-positioning a Sticky Note To re-position a sticky note to a new location on the page, ensure that the contents are visible and position the cursor over the top of the note. The cursor changes to a Move shape. Depress and hold down the left button on the mouse and drag the sticky note to the required position on the page of the archived spooled file. Once the desired position has been achieved, release the button. The sticky note is now re-positioned on the page. Sticky notes are minimized to the top left-hand corner of the note so try and position this corner to the relevant information to which the note applies. Editing Sticky Note Contents To edit the contents of a sticky note, first ensure that the current contents are visible. Click on the pencil icon in the top-left-hand corner of the note. The pencil becomes enabled when the mouse pointer is directly above it. The Edit Sticky Note dialog is now displayed. 63

64 Retrieved Spooled File Information / Line Notes Replace the current text with the new text. Once finished, click Save to update the entry for this sticky note. The sticky note contents have now been amended. Deleting a Sticky Note To delete the contents of a sticky note, first ensure that the current contents are visible. Click on the trash can icon in the top-right-hand corner of the note. The trash can becomes enabled when the mouse pointer is directly above it. The Delete Note dialog is now displayed. Click Yes to delete the sticky note from the page or No to cancel the action and return to the archived spooled file page with the sticky note still in place. Line Notes Line notes can be used to add or emphasize further detail within an archived spooled file. A line note provides users with a brief message regarding a specific line within the spooled file. Note: Whenever a line note is created or modified, the date, time and change user details are recorded and stored on IBM i in file HEMIDN. As with the IBM i version of the Document Management System, you can add line notes to an archived spooled file directly from within the Document Management System GUI. Line notes that have already been applied to an archived spooled file via IBM i are also displayed from within the GUI. Note: It is not currently possible to highlight information in an archived spooled file using the Document Management System GUI. Highlights must be applied to the archived spooled file from within the Work with Archived Spooled Files display on IBM i. Please see your Halcyon Suite User Reference documentation for more information on using highlights in archived spooled files. User authority to line notes is controlled by IBM i system default HEM/ARCNOTES. User profiles that have *USE authority can only view notes. *CHG authority is required to be able to add and delete notes. See Authority Control below for more information. Note: Only one line note can be applied to any single line within a spooled file. Displaying the contents of a line note To display the contents of an individual line note, single-click on the note to expand the contents. 64

65 Retrieved Spooled File Information / Line Notes Line note contents are shown contained within a box surrounded by a red border to make them clearly identifiable. Hiding the contents of a line note To hide the contents of an individual sticky note, single-click on the note to close the contents to the line note flag. Adding a Line Note To add a line note to an archived spooled file, click the Add Line Note icon on the toolbar. The Add Line Note dialog is now displayed. Note: At this point, it does not matter where the cursor is positioned on the page as you can move the note into position once the text has been entered. Type the text for the line note. Authority Control Authority control sets the level of authority that applies to this line note. Public Authorization ID Anybody can view, amend and delete this line note Only users with the same level as authorization as the user listed in the Authorization ID parameter can amend and delete this line note. Authorization ID Select the name of the user whose authorization level is applied to this line note. Click Save to confirm the entry of the line note text. Re-positioning a Line Note To re-position a line note to a new location on the page, ensure that the contents are visible and position the cursor over the top border of the note. 65

66 Retrieved Spooled File Information / Line Notes Depress and hold down the left button on the mouse and drag the line note either up or down the page to the required line of the archived spooled file. Once the desired position has been achieved, release the button. The line note is now re-positioned on the page. Click inside the line note to minimize the note to the left of the line to which it applies (as indicated by the flag). Editing Line Note Contents Providing you have the correct level of user authority you can edit the contents of a line note. To edit a line note, open it so the current contents are visible. Click on the pencil icon in the top-left-hand corner of the note. The pencil becomes enabled when the mouse pointer is directly above it. Replace the current text with the new text. Once finished, click Save to update the entry for this line note. The line note contents have now been amended. Deleting a Line Note Providing you have the correct level of user authority you can delete a line note. To delete a line note, open it so that the current contents are visible. Click on the trash can icon in the top-right-hand corner of the note. The trash can becomes enabled when the mouse pointer is directly above it. The Delete Note dialog is now displayed. 66

67 Retrieved Spooled File Information / Printing options Click Yes to delete the line note from the page or No to cancel the action and return to the archived spooled file page with the line note still in place. Printing options You can obtain hard copies of pages of the archived spooled file in any of the following ways: Print remotely Export a single page to PDF Export Printing Remotely Printing remotely allows you to print directly to a printer or named output queue on IBM i. From the tool bar select the icon. The Print Remotely dialog is displayed. Click the Set As Default option to set the current option is the default option that is displayed each time the Print Remotely function is used. 67

68 Printing to an Output Queue Use the following instructions to print to an existing output queue: Retrieved Spooled File Information / Printing options 1. In the Print To parameter select Output Queue from the drop-down menu. 2. Select to print either the Current Page, All Pages or a Range of Pages (specifying the From and To Page parameters in this instance). 3. In the Output Queue parameter, enter the name of the Output Queue to which the print is sent. 4. Enter the name of the Output Queue Library in which the entered output queue is held. 5. Click Print to generate the output to the nominated output queue. Printing to a Printer Use the following instructions to print to a named printer: 1. In the Print To parameter select Printer from the drop-down menu. 2. Select to print either the Current Page, All Pages or a Range of Pages (specifying the From and To Page parameters in this instance). 3. In the Printer Name parameter, enter the name of the Printer as it is identified on the network. 4. Click Print to generate the output to the named printer. Export Page to PDF This option allows you to export the current page displayed in your browser to a PDF file. This is a quick and easy way of extracting specific information from a potentially large spooled file. Click on the Export Page to PDF icon. The PDF choice dialog opens. When this option is chosen, you have the choice to: Open the file with your installed PDF reader of your choice Save the file 68

69 Retrieved Spooled File Information / Printing options You can then use standard tools and navigation options to perform actions on this file, directly from your installed PDF software. Exporting In addition to the print options, you can export the contents of the archived spooled file to a variety of different formats such as PDF, HTML and Plain Text. Being able to export information from an archived spooled file provides an additional flexibility when extracting data so that it is easier to distribute to a greater number of people within your organization. Click on the Export icon to open the Export Options dialog. This dialog allows you to set the criteria for the export as well as applying any background and print overlay features to the exported report. Click the Set As Default option to set the current option as the default option that is displayed each time the Export Pages function is used. Common options The following options are available whichever export method you use. Page Range These specify the pages to be included in the exported report. Current Page Exports the information that is shown on the current page 69