Workplace Managed Client

Transcription

1 Workplace Managed Client Version 2.6 for Windows and Linux User Guide G

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3 Workplace Managed Client Version 2.6 for Windows and Linux User Guide G

4 Note Before using this information and the product it supports, read the information in Notices, on page 153. First Edition (January 2006) This edition applies to version 2.6 of IBM Workplace Managed Client (product number L-SFRK-6EQJ9H) and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation All rights reserved. US Government Users Restricted Rights Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

5 Contents Chapter 1. Welcome to IBM Workplace Managed Client Welcome to IBM Workplace Managed Client....1 Accessibility Logging in to IBM Workplace Managed Client...4 Logging in Changing your IBM Workplace Managed Client password Setting your server preference Setting your login method preference Navigating IBM Workplace Managed Client....7 Using the Switcher bar Using the embedded browser Security and certificates Viewing certificates Specifying certificates for signing and encrypting messages Creating a new certificate Trusting and using other people s certificates..11 Trusting certificate authorities Importing a certificate Deleting a certificate Changing your credential store password...13 Working offline Switching between working online and offline..14 Data synchronization Setting synchronization preferences Starting synchronization automatically Starting synchronization manually Stopping synchronization Working with the Person menu Printing Chapter 2. Search Search Searching for documents or messages Searching for text in a document or message..19 Finding people Search syntax Searching guidelines Chapter 3. Mail Mail Mail folders Identifying messages sent only to you Opening a message Closing a message Identifying and automatically deleting junk mail 26 Deleting messages Printing messages Working with attachments Opening Web links Creating a new message Editing a message Spell checking Replying to a message Forwarding a message Sending out-of-office messages Mail preferences Chapter 4. Address book Address book Creating a contact entry Creating a group entry Working with address book entries Printing address book entries Printing the address book list Sending a mail message from the address book 37 Directory Search Chapter 5. Calendar Calendar Navigating the calendar Creating a calendar entry Working with calendar entries Printing calendar entries Printing the calendar Setting calendar preferences Meeting invitations Chapter 6. Instant Contacts Instant Contacts Adding contacts Editing a contact s name Moving contacts Removing contacts Adding groups to the contact list Editing the name of a personal group Removing groups Displaying online contacts only or all contacts..47 Instant messaging preferences Chat Starting a chat Inviting others to chat Responding to an invitation to chat Formatting a chat message Displaying time stamps in the chat transcript..52 Displaying the time of the last message received 52 Displaying emoticons in chat messages Saving a chat transcript Leaving a chat Setting chat message preferences Online status Changing online status Editing your current online status message...55 Logging in to instant messaging Logging out of instant messaging Setting online status preferences Chapter 7. Application catalog Copyright IBM Corp iii

6 Using the Application catalog Showing applications Opening applications Creating applications Deleting applications Importing applications Exporting database applications Finding applications Duplicating applications Editing applications Sharing applications Refreshing an application s initial data Showing applications in Favorites Sorting applications Keyboard commands Chapter 8. IBM Workplace Documents 67 IBM Workplace Documents IBM productivity tools Working with libraries Working with folders Working with documents Setting Workplace Documents preferences...74 Chapter 9. Lotus Notes Lotus Notes Working with Lotus Notes bookmarks Chapter 10. IBM data access designer 77 IBM data access designer The Database Applications navigator Database applications Data definitions Using relationships Working with design elements Working with controls and decorations Using events in design elements and controls 104 Using the datetime data type in design elements and controls Keyboard commands Chapter 11. IBM data access viewer 111 Using IBM data access viewer Opening a database application Navigating a database application Creating records Deleting records Duplicating records Refreshing records Closing the current database application Navigating among records Sorting records Filtering records Showing all records Hiding records Printing records Finding and replacing characters in records..116 Keyboard commands Chapter 12. Activity Explorer Activity Explorer Activities Shared objects Alerts Enabling and disabling display of alerts Opening and closing Activity Explorer Activity Explorer navigation Activity List pane Activity Thread pane Details pane Instant Contacts pane Preview pane Activity creation Starting a new activity Creating a shared note Creating a persistent chat Creating a folder Creating a shared file Creating a shared snapshot Response objects Root objects Working with activities and objects Activity views Opening objects Posting a response to an object Viewing the members of objects and activities 143 Object updates Activity maps Deleting an object Working with people Identifying active people Alerting members Adding contacts Starting a chat Editing a contact Deleting a contact Activity Explorer preferences Setting Activity Explorer preferences Appendix. Notices Trademarks iv Managed Client User Guide

7 Chapter 1. Welcome to IBM Workplace Managed Client Welcome to IBM Workplace Managed Client The IBM Workplace Managed Client provides the usability and support for offline use traditionally found in desktop applications, with the manageability of Web-based applications. As updates to your applications become available, your administrator can make them available on your desktop. IBM Workplace Messaging IBM Workplace Messaging includes Mail, Calendar, Address Book, and Instant Messaging. Using Workplace Messaging, you can send and receive messages, maintain a personal calendar, save contact information for people and group mailing lists, work offline, participate in online chats, and save chat transcripts. IBM Workplace Documents IBM Workplace Documents includes library services for creating and storing documents, document locking, and versioning. It includes a set of productivity tools, which allow you to work with word processing documents, presentations, spreadsheets, and project plans. Using Workplace Documents, you can store documents in a local, encrypted data store, which can help increase security against viruses and other risks. You can create personalized views of document libraries. In addition, you can work offline to create, import, edit, and save documents. IBM data access tool The IBM data access tool is a tool for business users which provides the ability to create relational database applications. Using the data access tool, you can create forms, grids, and reports in order to add, edit, delete, and view summaries of database records. You can set up simple filters based on certain criteria or parameters, so you can work with the data more easily. Included is a set of sample applications that you can start with when building your own applications. IBM Activity Explorer IBM Activity Explorer is a productivity component based on the Workplace Managed Client. It provides a platform for team members to share data and collaborate online. Activity Explorer combines the strengths of real-time, or synchronous, communications in which users focus on a particular problem simultaneously and the rich collaboration features of shared workspaces, which provide a context for members to interact asynchronously as they refer to and respond to documents saved on the server. Using Activity Explorer, people create any of five types of shared objects they share with a membership list: persistent chats, files, folders, notes, and snapshots. Members of an object can post replies to it, using any of the five shared object types. Eventually, complex discussions can evolve in which multiple shared objects are connected into a hierarchically structured document collection (called an Copyright IBM Corp

8 activity, or activity thread), that represents all of the shared objects related to an entire project. IBM Lotus Notes If you use IBM Lotus Notes 7, you can open and work with Notes databases, views, and documents from the Workplace Managed Client without having to open the Notes client separately. You can open Notes items--notes databases, views, and documents--in the Workplace Managed Client as you normally open them in Notes. When you open a Notes item, most of the features normally available for the item in Notes are available in the Workplace Managed Client. Accessibility IBM Workplace Managed Client is designed to accommodate people who have physical challenges, such as restricted mobility or limited vision. People who have limited vision can use screen-reader software to listen to what is displayed on the screen. The Workplace Managed Client supports your system s display settings, such as color scheme, font size, and high-contrast display. In Microsoft Windows, enable High Contrast through your operating system and change the size of your display fonts. Note that changing your Windows display fonts affects all programs on your computer. Refer to Windows Help for more information. People who have restricted mobility can use keyboard commands, instead of a mouse, to interact with the Workplace Managed Client. In addition to keyboard commands, the Workplace Managed Client supports shortcut and command keys: v A shortcut key is usually displayed as an underlined letter on the screen after you press the ALT key. For example, the letter F is the shortcut key for the File menu. To use a shortcut key, hold down the ALT key and then press the shortcut key to trigger an action. For example, to display the File menu, press ALT+F. v A command key is a combination of the CTRL key and a letter. To use a command key, hold down the CTRL key and press the letter. For example, to print, press CTRL+P. The Workplace Managed Client supports the Windows StickyKeys accessibility option. Once the Windows Press modifier key twice to lock setting is selected, you can press the modifier key twice and then click the appropriate keyboard command. Related reference Keyboard commands Keyboard commands This section describes keyboard commands that you can use instead of using a mouse. Refer to the main menus to see the shortcut keys and command keys for each menu item. Switcher bar You can use key combinations to navigate the Switcher bar. 2 Managed Client User Guide

9 Key Combination Action CTRL+F8 Cycles through each component in Switcher bar SHIFT+CTRL+F8 Cycles counter clockwise through each component in Switcher bar Lists You can use keys and key combinations to navigate the lists that display in IBM Workplace Messaging and IBM Workplace Documents. These key combinations work in lists: Key combination Action UP ARROW Moves up a list DOWN ARROW Moves down a list TAB Cycles clockwise through a list. For example, focus is first on the action bar, then on each column heading, and finally on each item in the list. SHIFT+TAB Cycles counter clockwise through a list UP and DOWN ARROW Moves up and down the list of choices presented by an action button ENTER Activates a selected action HOME Moves to the first item in a list END Moves to the last item in a list CTRL+F7 Cycles through a list of open lists SHIFT+CTRL+F7 Cycles backwards through a list of open lists SHIFT+F10 Displays the context menu for a list Mail properties and rich-text editor These key combinations work in mail properties and the rich-text editor. Key Combination Action in Mail properties Action in rich text editor TAB Moves to the next property Moves to next control in rich text editor; Moves between drop-down menus within the toolbar SHIFT + TAB Moves to the previous property Moves to the toolbar and selects the previously selected icon in the toolbar ENTER or SPACEBAR Activates the selected action Activates the selected action CTRL+TAB Moves to the next property Moves from the body of the rich-text editor to the toolbar (from left to right) RIGHT or LEFT ARROW Not Applicable Moves between icons within the toolbar UP or DOWN ARROW Not Applicable Moves through menu items Chapter 1. Welcome to IBM Workplace Managed Client 3

10 Date picker The date picker is a small calendar that is located at the bottom of the side calendar. When you select a date in the date picker, the focus in the side calendar changes to match the selected date. These key combinations work in the date picker: Key Combination Action PAGE UP Moves to the previous month PAGE DOWN Moves to the next month CTRL+PAGE UP Moves to the previous year CTRL+PAGE DOWN Moves to the next year RIGHT ARROW Moves to the next day ENTER Opens the selected day UP and DOWN ARROWS Moves between months and between years in drop-down menus ENTER Opens the selected month or year in drop-down menus Related concepts Accessibility Logging in to IBM Workplace Managed Client You can log in to IBM Workplace Managed Client as either online or offline. When working online, you work with locally stored data. Your desktop connects to the server for data that is only available on the server and to synchronize local data and server data. When working offline, you work strictly with local data. You can switch between online and offline while working. Logging in for the first time configures and secures the Workplace Managed Client on your desktop. After you log in, you can set preferences to customize your workplace. Logging in to Workplace Managed Client performs security tasks such as user authentication. Once you have logged in, you can work with the Workplace Managed Client capabilities that your administrator has configured for you. You will be alerted if any capabilities have been updated since your last login. Related concepts Working offline on page 13 Security and certificates on page 9 Logging in on page 5 Setting your server preference on page 6 Setting your login method preference on page 6 4 Managed Client User Guide

11 Logging in When you log in to IBM Workplace Managed Client, you can choose to work online or offline, and if choosing to work online, you can also choose a startup status for instant messaging. When you log in, the system checks the server and alerts you if capability updates available. To log in, perform the following steps: 1. Double-click the Workplace Managed Client shortcut on your desktop. Note: If you used File Preferences Security to request operating system single sign-on, skip steps 2 and If prompted, type your user name. 3. Type your password. 4. In the Work status field, click Work online or Work offline. 5. If you clicked Work online and if instant messaging is available to you, specify a status in the IM status field. 6. If instructed by your administrator, click Connectivity to change connection settings. v Host name specifies the server name used during data synchronization. It can be the server from which you downloaded and installed the client. It can also be the update server. v Port corresponds to the port setting on the IBM WebSphere Portal server that your client connects to. v Managed Client URL specifies the update server. The IBM Workplace Collaboration Services Information Center describes these administrative functions. 7. Click Log in. 8. If the system detects that there are updates available, click OK to install the updates on your machine, as prompted. Note: If a security warning appears, you can click Trust this certificate and OK and then contact your administrator for details. Related concepts Logging in to IBM Workplace Managed Client on page 4 Working offline on page 13 Setting your server preference on page 6 Setting your login method preference on page 6 Changing your IBM Workplace Managed Client password You can change your IBM Workplace Managed Client password. Your new password will take effect the next time that you log in. If you are working online, it will be synchronized with your server. 1. Click File Preferences Server. 2. Click Change Password. 3. Enter the new password in the Enter password field. 4. Enter the new password again in the Re-enter password field. 5. Click OK. Chapter 1. Welcome to IBM Workplace Managed Client 5

12 6. Click Apply. 7. Click OK. Related concepts Logging in to IBM Workplace Managed Client on page 4 Logging in on page 5 Setting your server preference Changing your credential store password on page 13 Setting your server preference You can change the host name, port, and Web address to use for IBM Workplace Managed Client synchronization and update. Note: You must obtain these values from your administrator. They define the server to connect with for data synchronization between the client and server and the source for capability updates. 1. Click File Preferences Server. 2. Click in the Host name field and type the server name. 3. Click in the Port field and type the connection port on the server. 4. Click in the Managed Client URL field and type the Web address from which to obtain new or updated IBM Workplace Managed Client capabilities. 5. Click OK. Related concepts Logging in to IBM Workplace Managed Client on page 4 Logging in on page 5 Setting your login method preference Changing your credential store password on page 13 Setting your login method preference You can log in to IBM Workplace Managed Client using your Workplace Managed Client name and password or your operating system password. If you use your operating system password, you will not be prompted to enter a name and password when you log in to Workplace Managed Client. If you change your login method, the change will not take effect until you restart your system and then log in again to Workplace Managed Client. 1. Click File Preferences Security. 2. Choose one of these options: v Use my IBM Workplace Managed Client name and password to log in -- Log in by typing your Workplace Managed Client name and password. v Use my operating system password to log in -- Log in automatically using your operating system password. 3. Click OK. If you use the Workplace Managed Client Notes application plug-in, you can avoid being prompted for your Notes password each time you open a Notes application or database. Your administrator must first configure the single 6 Managed Client User Guide

13 log-in ability for you to use your rich client password when accessing Notes applications. Then, the first time you attempt to access Notes, you must enable this feature in the Notes User Security dialog box. To allow or disallow single log-in to Notes, perform the tasks described in Allow single log-in to Notes from IBM Workplace accessed from the help topic Security Basics, which is the main F1 topic in the Notes client User Security panel. Related concepts Logging in to IBM Workplace Managed Client on page 4 Logging in on page 5 Setting your server preference on page 6 Changing your credential store password on page 13 Navigating IBM Workplace Managed Client The IBM Workplace Managed Client user interface is described below. Switcher bar The Switcher bar lets you see the perspectives that you have access to and then switch between them. Navigator The navigator displays the views, folders, and documents that are available in the currently opened perspective. For example, when the Messaging perspective is open, the IBM Workplace Messaging views, folders, and documents are displayed. To expand or collapse the navigator section heading, click the section heading. Menu bar The menu bar displays menu choices that apply to all Workplace Managed Client perspectives. Search bar The search bar displays fields that you use to specify a search, and displays an online awareness indicator. The online awareness indicator displays your online status for chat and provides a menu that you use to change your status. Chapter 1. Welcome to IBM Workplace Managed Client 7

14 Using the Switcher bar Side bar The side bar displays Instant Contacts and the side calendar. Icons Icons display throughout Workplace Managed Client perspectives. To see a description of an icon, move the mouse pointer over the icon. List The contents of what you select in the navigator display to the right of the navigator. Tab Each tab displays a page. As you work, you can open multiple tabbed pages. Above the row of tabs, an action bar provides quick access to commonly used menu choices. If the row of tabs exceeds the width of your screen, left and right scroll icons display. Use these icons to display tabs that are out of view. To display a tabbed page in a maximized window, double-click the tab for the page. Then to redisplay the page on a tab, double-click the title bar of the maximized window. To reorder a tab in the row of tabs, drag and then drop the tab at a new location. You cannot reorder the Inbox and Address Book tabs, or the Activity List and Activity Tree tabs. Preview pane The preview pane displays a preview of a selected message or calendar entry. You can hide the preview pane. Context menu A context menu appears when you right-click an object or area. Status bar The status bar displays action buttons and messages about current status and activity. The message area displays messages about current status and activity. The Stop Synchronization button displays when synchronization is in progress. The activity indicator identifies when synchronization is running in the background. The Offline/Online button switches between working online and working offline. Note: To hide the status bar, click View Show Status Bar. The Switcher bar lets you see the perspectives that you have access to in IBM Workplace Managed Client, and then switch between them. A list of icons that map to each perspective appears on the side of your screen, if you have more than one perspective available. When you click an icon, the corresponding perspective opens and overwrites the previously opened perspective. The previously opened content will be restored as you last left it if you click its icon again. The last perspective that you have open when you close the Workplace Managed Client is the first perspective that opens when you restart the Workplace Managed Client. v To hide or display the Switcher bar, click the arrow on the edge of the Switcher bar frame. v To resize the Switcher bar, click and drag the edge of the Switcher bar frame. 8 Managed Client User Guide

15 Using the embedded browser v To show or hide labels for the icons on the Switcher bar, click View Show Labels on the Switcher Icons. The embedded browser lets you open and navigate Web pages directly from within the IBM Workplace Managed Client. The Address bar keeps a history of Web addresses that you type. Do any of these actions: v To open or close the Web browser, click Web Browser in the Switcher bar. v To open a Web page, enter a Web address in the Address bar at the top of the window, and then press ENTER. v To open a link from a document, click the link. v To open more than one browser tab while using the embedded browser, click File Open New Tab. v To change the default browser used for opening links, click File Preferences Web Browser, and select Use the browser embedded in this client or Use the Web browser associated with your operating system. Do any of these tasks from the embedded browser toolbar: Task Action Go to the previous page Click Back. Go to the next page Click Forward. Stop the Web page from loading Click Stop. Reload the Web page Click Refresh. Preview how the displayed Web page will look printed Change the page settings for printing the displayed Web page Click Print Print Preview. Click Print Page Setup. Print the Web page that is displayed Click Print Print. Security and certificates Your administrator establishes basic security settings in user policies using the IBM WebSphere Administrative Console. You can set security-related preferences to control how you send and receive secure messages. You can also use security preferences to change the credential store password and update the authenticating data in the credential store. A certificate is a credential that is presented to entities -- companies or individual accounts -- to prove the identity of the user or server that sent it. It is also used to prove the trustworthiness of external servers. In IBM Workplace Collaboration Services and IBM Workplace Managed Client, certificates are used to sign and encrypt messages. For details, see the Workplace Collaboration Services Information Center s Security section. Chapter 1. Welcome to IBM Workplace Managed Client 9

16 The credential store is a central collection of credentials such as passwords, user names, and certificates that is used by Workplace Managed Client capabilities. Your credential store is accessed when you log in. If you can be authenticated against the credential store, login occurs. You can set preferences for creating, displaying, importing, and deleting your own certificates and those of others. For example, you can accept other people s certificates into your own credential store. You can then use other people s certificates when encrypting messages that you send to them. Storing other people s certificates lets you encrypt messages to them when you are working offline. It also allows you to send encrypted messages to people outside the company who are not in your organization directory. You can also select certificates to be used for message encryption or decryption, as well as to establish trust for named certification authorities. Viewing certificates Specifying certificates for signing and encrypting messages on page 11 Creating a new certificate on page 11 Trusting and using other people s certificates on page 11 Trusting certificate authorities on page 12 Importing a certificate on page 12 Deleting a certificate on page 12 Changing your credential store password on page 13 Viewing certificates When you view certificates, you see basic information such as the following: Issued Issued to Displays the user name to whom the certificate was issued. by Displays the distinguished name of the issuer. Expiration date Displays the expiration date for the certificate. Purpose Displays the function of the certificate, such as the default certificate for signing. You can choose to display additional technical information about a certificate, including the following: Version Displays the certificate version as either V1, V2, or V3, using the Internet X.509 PKI specification. Serial number Displays the certificate serial number as hex in 4-digit space-separated clusters, using the Internet X.509 PKI specification. Signature algorithm Displays the signature algorithm as either MD2, MD5, or SHA-1, using the Internet X.509 PKI specification. Related concepts 10 Managed Client User Guide

17 Security and certificates on page 9 Logging in to IBM Workplace Managed Client on page 4 Specifying certificates for signing and encrypting messages You can specify which certificates to use for signing and encrypting messages. An indicator displays beside the default signing certificate. 1. Click File Preferences Security My Certificates. 2. In the Show field, select which certificates to display. 3. Select a certificate from the list. 4. Click Edit Purpose and then choose one or more of these options: v Use this certificate for signing messages -- use the selected certificate to sign the outgoing message. v Use this certificate as the default for signing messages -- use the selected certificate to sign all messages. v Use this certificate for encryption and decryption -- use the selected certificate to encrypt and decrypt messages. 5. Click OK. Related concepts Security and certificates on page 9 Logging in to IBM Workplace Managed Client on page 4 Creating a new certificate You can create a new certificate if your user policy settings so allow. A new certificate is automatically submitted to a certificate authority for signing. 1. Click File Preferences Security My Certificates. 2. Click Create New to create a new certificate. 3. Respond to prompts. 4. Click OK. Related concepts Security and certificates on page 9 Logging in to IBM Workplace Managed Client on page 4 Trusting and using other people s certificates You can accept other people s certificates in your credential store. You can then use other people s certificates when encrypting messages that you send to them. Storing other people s certificates lets you encrypt messages to them when you are working disconnected. It also allows you to send encrypted messages to people who are not in your organization directory. You can specify signing and encryption settings for other people s certificates that you accept in your credential store, including signature verification and trust. An indicator displays beside all trusted certificates. 1. Click File Preferences Security Other People s Certificates. 2. In the Show field, select which certificates to display. 3. Select a certificate from the display list. Chapter 1. Welcome to IBM Workplace Managed Client 11

18 4. Click Edit Purpose and Trust, and then select one or more of these options: v Use this certificate for verifying signatures v Use this certificate for encrypting outgoing messages v Trust this certificate 5. Click OK. Related concepts Understanding security and certificates Logging in Trusting certificate authorities An indicator displays beside all trusted certificates. 1. Click File Preferences Security Certification Authorities. 2. In the Show field, select which certificates to display. 3. Select a certificate from the list. 4. Click Edit Trust. 5. Select Trust this certificate to trust the certificate authority. Clear Trust this certificate to stop trusting the certificate authority. 6. Click OK. Related concepts Security and certificates on page 9 Logging in to IBM Workplace Managed Client on page 4 Importing a certificate You can import a certificate. 1. Click File Preferences Security, and then click one of these choices: v My Certificates -- Import one or more of your own certificates. v Other People s Certificates -- Import one or more certificates that other people sent to you. v Certification Authorities -- Import a certificate authority. 2. In the Show field, select which certificate types to display. 3. Click Import. 4. Specify the full path to the PKCS #7, Base 64, or DER file that you want to import from. 5. Click Next to view and specify the certificates in the file that you want to import. 6. Click OK. Related concepts Security and certificates on page 9 Deleting a certificate You can delete a certificate. 1. Click File Preferences Security and then click one of these choices: v My Certificates -- Delete one or more of your own certificates. 12 Managed Client User Guide

19 v Other People s Certificates -- Delete one or more certificates that other people sent to you. v Certification Authorities -- Delete a certificate from a certification authority. 2. In the Show field, select which certificates to display. 3. Select a certificate to delete. 4. Click Delete. 5. After confirming the deletion, click OK. Related concepts Security and certificates on page 9 Changing your credential store password You can change your credential store password. This password is stored in a user name password credential in the credential store and is a security tool used for authentication you when you log in. This procedure pertains only to the password used to unlock the credential store. Only change this password if instructed by your administrator to do so. Note: This is not the same function as changing your IBM Workplace Managed Client password using the Change Password function on the Server preferences page. 1. Click File Preferences Security. 2. Enable the Use my IBM Workplace Managed Client name and password to log in option. 3. Click Change Workplace Managed Client Password. 4. Enter your current credential store password in the Type your old password field. 5. Enter your new credential store password in the Type your new password field. 6. Enter your new password in the For verification... field. 7. Click OK. Related concepts Security and certificates on page 9 Logging in to IBM Workplace Managed Client on page 4 Changing your IBM Workplace Managed Client password on page 5 Working offline When you work with the IBM Workplace Managed Client you can work with rich client capabilities offline. When you do, you work with data that is stored locally on your machine. You can periodically switch to online and synchronize your local data with data on the server. Online and offline states are described below: Online Workplace Managed Client uses data stored on your local drives. You access the latest version of the local data, based on the last synchronization with the server data. This improves performance by reducing the need to Chapter 1. Welcome to IBM Workplace Managed Client 13

20 communicate with the server. When a feature requires data that is available only on the server, the client contacts the server for it. Offline Workplace Managed Client works only with data that is stored locally. In this mode, you are not able to use features that require data from the server, such as Instant Contacts. You can log in either online or offline. You can switch between online and offline during your session using the status bar or by clicking File--> Work Offline. Synchronization coordinates the data stored on your local machine with data stored on the server. It updates your mail, calendar, and document libraries. You should periodically synchronize your local data with the server data on the network. To synchronize data, you must be connected to the network and working online. If you choose to work offline, the Instant Messaging components do not connect to the server, nor do organizational or personal address book components. Your Messages screen will display local mail data based on the last synchronization with the server. Your Calendar will also display the latest local data. What you can do offline When working offline, you can perform the following tasks: v Compose mail and send it (to the Outbox) to send on next synchronization. Note: You cannot encrypt a mail message when working offline. v Compose replies and send them (to the Outbox) to send on next synchronization. v Work with locally stored data. v Work with saved chat transcripts. v View, create, and act upon calendar entries. v Work with documents in locally-stored document libraries. v Use spell check. v Use full-text search with mail. v Use the type-ahead feature to address messages. As you type a name in an address field, the type-ahead feature finds the name based on the letters that you type. The mail application populates the type-ahead feature with names found in your mail Inbox. Related concepts Logging in to IBM Workplace Managed Client on page 4 Security and certificates on page 9 Switching between working online and offline Switching between working online and offline You can switch between online and offline modes during a work session. In online mode you work with local data and connect to the server for data that is only available on the server. In offline mode you work only with local data. In online mode you can synchronize your local data with server data periodically. 14 Managed Client User Guide

21 To switch between working online and offline, click File Work Offline. When offline is enabled, there is a check next to the Work Offline option. To switch between working offline and online, click File Work Online. You can also click Online/Offline on the status bar to toggle between online and offline. Note: If you set the preference Synchronize when I choose to go offline, synchronization between local data and server data starts when you switch from working online to working offline. Related concepts Logging in to IBM Workplace Managed Client on page 4 Working offline on page 13 Data synchronization Setting your login method preference on page 6 Setting synchronization preferences on page 16 Data synchronization Synchronization coordinates the data stored on your local machine with data stored on the server. It updates your mail, calendar, and document libraries. For example, when you synchronize, queued mail in your Outbox is sent and your Inbox and calendar are updated. The status bar indicates when synchronization is occurring. To synchronize data, you must be connected to the network and working online. You can specify when to synchronize using File Preferences Synchronize. Resolving conflicts When you work on a document offline, and then synchronize your changes with the server, you may create a conflict document if someone was working with the same document on the server. By default, changes made to a document on the server take precedence over changes that were made offline. Mail and calendar users typically do not encounter conflicts. When conflicts occur in a document library, the Synchronization Conflicts folder appears in the document list. There are three types of conflicts that can occur: You and another user can make changes to the same document at the same time, a document can be deleted by one person and modified by another, or a document can be modified by you while locked by someone else on the server. Click any of the following document action buttons to resolve a conflict: v To resolve a conflict, click Resolve Conflict, select the action you want to take on the conflict document in the Resolve Conflict dialog box, and then click OK. Actions vary on the type of conflict. v To download the document from the server to your workstation, click Export. Then select Download to download the conflict document to your computer or select Download as PDF to download the conflict document as a PDF file to your computer. v To delete the conflict document, click Delete. Related concepts Chapter 1. Welcome to IBM Workplace Managed Client 15

22 Working offline on page 13 Security and certificates on page 9 Setting your login method preference on page 6 Setting synchronization preferences Starting synchronization automatically Starting synchronization manually Stopping synchronization on page 17 Switching between working online and offline on page 14 Setting synchronization preferences Using preferences, you can specify when synchronization will occur. 1. Click File Preferences Synchronize. 2. To specify when to synchronize data, or how often to synchronize automatically, choose one of the listed options. 3. Click OK. Related concepts Working offline on page 13 Data synchronization on page 15 Setting your login method preference on page 6 Starting synchronization automatically Click File Preferences Synchronize to specify an automatic synchronization method. Related concepts Data synchronization on page 15 Working offline on page 13 Setting synchronization preferences Setting your login method preference on page 6 Starting synchronization manually 16 Managed Client User Guide Click Tools Synchronize Now to synchronize mail and calendar data and any document libraries that you had made available offline between your desktop and the server. Note: You can also click the down arrow next to Messages and then click Synchronize Mail and Calendar, or click the down arrow next to Document Libraries and then click Synchronize Libraries Now. Related concepts Data synchronization on page 15 Working offline on page 13 Setting synchronization preferences Setting your login method preference on page 6

23 Stopping synchronization You can stop data synchronization between your desktop and the server. When you stop synchronization, any data that has already been synchronized remains intact but the process itself is stopped. Click Tools Stop Synchronizing. Note: You can also click the Stop Synchronization button, which appears on the status bar while synchronization is in progress. Related concepts Data synchronization on page 15 Working offline on page 13 Working with the Person menu Printing Setting synchronization preferences on page 16 Setting your login method preference on page 6 The Person menu is available wherever a person s name displays. Right-click a person s name and the Person menu displays a list of actions that are related to the context in which the name appears. You can print one or more documents (such as mail messages or calendar entries) at a time, or you can print an entire list -- for example, your Inbox, address book, or calendar. Before you print, you can preview how selected documents, folders, or views look when printed by clicking File Print Preview. 1. Perform one of these actions: v To print a single document, select the document, and then click File Print. v To print one or more documents, select the documents in the list, and then click File Print. v To print the contents of a folder, select the folder, and then click File Print. v To print a view, select the view, and then click File Print. 2. Optional: If you choose Selected view in the Print Options dialog box, select one of these options: v All rows to print the entire list. v Only selected rows to print only rows that are selected in the list. 3. Optional: If you choose Selected documents in the Print Options dialog box, select one of these options: v Print each document on a new page to print multiple documents, each document on its own page. v Print documents continuously to print multiple documents on the same page. v Expand name fields contents to print the entire contents of the To, cc, and bcc fields. 4. Optional: Click Preview to display how the selected documents or view look before you print. 5. Select additional preferences in the Print dialog box. Chapter 1. Welcome to IBM Workplace Managed Client 17

24 18 Managed Client User Guide 6. Click OK to print.

25 Chapter 2. Search Search In IBM Workplace Managed Client you can search for text and people. Searching for documents or messages You can search for text in mail folders and documents. The sources that you can search are limited to those to which you have access. When you work offline, you can search only mail folders. In general, search results display in the context in which you are working. For example, if you search a mail folder, the message list displays all messages that match the search. A separate Properties window displays the progress of the search, the basic search terms used, and the number of documents matching the search terms. 1. In the search bar, from the Search in list, select a source: v All messages: Search processes all mail folders v Inbox: Search processes the contents of your mailbox, both read and unread messages v Selected Mail Folder: Search processes only the current mail folder v All Document Libraries: Search processes all documents in all libraries v Selected Document Library: Search processes all documents in the selected library v People Finder: Opens the People Finder browser window where you can perform quick and advanced searches for people, view Person records, and more. For details, click the Help icon (the question mark) in the top right corner of the People Finder window. 2. Type search terms in the Search for field. 3. Click the Search button. Searching for text in a document or message Related reference Search syntax Searching for text in a document or message You can search the body of a document or message to find text. If you are using one of the IBM productivity tools, you may see a slightly different Find dialog box. For information on using the IBM productivity tools, click Help Help Topics while you are working in the document. 1. Open the document or message to search. 2. Click Edit Find 3. Type search terms in the Find field. Copyright IBM Corp

26 4. Optional: Select Match whole word only to find references that match the complete word exactly; otherwise search returns partial matches, such as finding catalogs when cat is the search term. 5. Optional: Select Match case to require that results exactly match the capitalization of the text that you entered. 6. Click Up or Down to select the direction in the document to search. 7. Click Find Next. 8. Optional: Click Find Next again to move to the next match. 9. Click Cancel to close the Find dialog box. Searching for documents or messages Related information Search Finding people By searching for a person s name, you can find that person and then perform a related action, such as adding the person to your list of instant contacts. 1. In the search bar, from the Search in list, select People Finder. 2. In the Search for field, type the person s name. 3. Click. In People Finder, you can perform quick and advanced searches for people, view person records, and more. For more information, click the Help icon (the question mark) in the top right corner of the People Finder section. Related reference Searching guidelines Search syntax Guidelines To refine a search query: v Use more than one word in your search queries. The search engine employs a free-text ranking mechanism to locate the best matches for your query. Documents containing more query terms and in proximity to each other, will receive a higher score. v Use quotations marks to return an exact match. When you use, Search checks the position of words in the quoted phrase to make sure they are next to each other and in the order entered, for example: Less precise: stock discount Better: "stock discount" If you type the words stock discount, Search might look for documents or posts with discounts for concert tickets as well as topics that mention stocks of office supplies. Setting off stock discount as a phrase reduces the ambiguity for Search by calling for these words to be associated directly with each other. Note: If you forget to use the closing quotation mark, the initial quotation mark is ignored. 20 Managed Client User Guide

27 v Use the plus sign (+) or minus sign (-) symbolic operators to help narrow the search. A plus sign (+) in front of a term guarantees that every document contains that term. A minus sign (-) in front of a term ensures that every document returned excludes that term, for example: "status reports" -weekly +monthly The minus sign eliminates, or rejects, the weekly status reports from the returned result set while the plus sign narrows the search to monthly reports. v Type in a known field name combined with a colon to return items from sources having that field. The valid fields are: all, title, author, creator, description, subject, date created, date updated, for example:creator: Limitations Search has the following limitations: v Search is not case-sensitive. For example, if you search for content about the country China, the result set might include other documents associated with china (of the pottery kind) unless you include or exclude certain words using symbolic operators. china -pottery +asia v Search ignores punctuation, such as periods or commas, unless they are enclosed in a quoted phrase. v Search does not support the logical operators AND, OR, and NOT. Searching guidelines When you type search text, keep these guidelines in mind: v Searching is not case-sensitive, so m and M are treated as the same letter. v In most cases, a match is returned if an entry is found that begins with the text you entered. For example, the search text ma would find Mary or Mary Beth in a first name field. If you are unsure of the spelling, type the first letters of the person s name. For example, if you are unsure whether someone s name is Patrice or Patricia, type the following letters: Patric v In a search for a name, several fields are searched in various combinations, and you can use a comma to indicate a lastname, firstname format. For example, if you type John Steven, matches include John Steven, John Stevenson, Steven John, Steven Johns, and Steven Johnson. And if you type doe, j matches include Jane Doe and John Doe. v Hyphenated words are treated as one word. v Matching is additive. In other words, if you type search text in the First name field and also in the Last name field, only people who have a first name that contains the First name search text and a last name that contains the Last name search text are returned. v You can type an asterisk (*) as a wildcard character. Type the asterisk only as part of a name, not by itself. For example, you could type Joh*ns*n to find the names Johansen, Johnson, and Johonsen, and other names like them. Chapter 2. Search 21

28 22 Managed Client User Guide

29 Chapter 3. Mail Mail Use mail to read and send messages, reply to and forward messages, send and receive attachments, and more. To open your mailbox, click Messaging. Working offline You can work with your mail file offline. When you want to connect to a server again, you can synchronize your changes up to the server. If you choose to work online, the mail in your Inbox will also be based on the data stored on your local drive. However, if a feature requires data that is only available on the server, the server will be contacted for it. If you choose to work offline, the mail in your Inbox will display the latest version of the local mail database (based on the last synchronization with the server mail database). It is best to synchronize before you start working offline, so you work with the most up-to-date version of your mail file. When you work offline, you can perform these tasks: v Create messages and replies, and save them in the Outbox. When you switch to working online, the messages are sent as soon as synchronization occurs. v Check the spelling of messages. v Use the type-ahead feature to address messages. As you type a name in an address field, the type-ahead feature finds the name, based on the letters that you type. Mail file size limit Your administrator may set a size limit for your mail file and automatically delete messages and attachments that are older than a specified number of days. If your mail file has a size limit, you will receive warning messages when the mail file is getting close to the limit. Mail preferences Three sets of preferences affect mail: Mail Send preferences These preferences control whether or not the message history and attachments are included in a reply. preferences These preferences control whether or not messages are encrypted and, whether or not messages are signed with a digital signature. In addition, these preferences control how messages are saved. Regional preferences These preferences control language, format, and time zone, as well as character sets. Setting Mail preferences Copyright IBM Corp

30 Setting Send preferences Setting Regional preferences Mail folders The Messages section displays a set of system folders, as well as any personal folders that you create. The total number of unread messages displays beside each folder name. Inbox Displays messages and invitations that you receive. The subject of messages and invitations that you have not yet read display in bold. Drafts Stores messages that you start to create or edit, but then decide to save so that you can work on them later. Sent Stores messages that you send. Outbox Temporarily stores messages that you create while you are working offline. When you switch to working online, the messages are sent. All Messages Displays all messages, invitations, calendar entries, drafts, and saved chats, as well as any documents that the Outbox folder is temporarily storing. Note that the All Messages folder does not display messages that are in the Trash or Junk Mail folders. Trash Stores messages that you delete. Junk Mail Stores messages that have been identified as junk mail. Restored Mail Stores archived messages that your administrator returns to your mailbox. Mailboxes do not normally contain the Restored Mail folder. Chat Transcripts Stores chat transcripts that you save. Opening a folder By default, every time that you open your mailbox, the message list displays the contents of the Inbox. To display the contents of a different folder, click the folder name under Messages. When you click a folder name, its contents display as a list, replacing the contents that were previously displayed. To see the contents of more than one folder at a time, open each folder on a tabbed page. Click the folder name, and then click File Open in New Tab. Moving a message to a folder To store a message in a different folder, move the message. 1. In the message list, select one or more messages to move. 2. Above the message list, click the arrow beside Folder, and then click Move to Folder. 3. Select a folder, and then click OK. 24 Managed Client User Guide

31 Creating a new folder To organize your messages, create personal folders, and then move messages into them. You can create up to three levels of subfolders. 1. Click the arrow beside Folder, and then click New Folder above the message list. 2. Type a name for the folder. 3. Select a location for the folder. Renaming folders You can rename only the personal folders that you create. 1. Right-click the folder to rename. 2. Click Rename Folder. 3. Type a new name for the folder. Deleting folders You can delete only the personal folders that you create. If you delete a folder that contains subfolders, all of the subfolders are also deleted. When you delete a folder, all of the documents in it are moved to the Trash folder. 1. Right-click the folder to delete. 2. Click Delete Folder. Using the Restored Mail folder If your administrator enables archiving for your mail file, you can recover messages that have been deleted and are no longer in your Trash folder. Archived messages are those that you delete, those that are deleted automatically when your mail file exceeds its size limit, as set by your administrator, and those that have exceeded the number of days that they are allowed to be in the Trash folder. The Restored Mail folder contains messages that have been restored. If you do not have any restored messages, the Restored Mail folder is hidden. To find out if archiving is enabled for your mail file or to request that mail be restored, contact your administrator. Using the Chat Transcripts folder The Chat Transcripts folder under Messages contains all of your saved chats, which are available whether you are working online or working offline. Because the Chat Transcripts folder opens on a tabbed page, you can view your saved chats at any time. A saved chat is similar to a mail message: any task that you can perform on a mail message, you can perform on a saved chat. Saving chats automatically: To save all chats automatically in the Chat Transcripts folder, click File Preferences Instant Messaging Chat Messages, and then select Automatically save in the Chat Transcripts folder. Identifying messages sent only to you To help you prioritize which messages to read first, the To column in the message list displays an attention indicator next to each message. The message is addressed only to you. You may want to read these messages first. Chapter 3. Mail 25

32 Opening a message The message is addressed to you and to several other people. Your name is in the cc field of the message. These types of messages are often sent for informational purposes. You can display a message in the preview pane or open a message on a tabbed page. The preview pane displays only one message at a time. To open and view multiple messages, open the messages on tabbed pages. v To display a message in the preview pane, click the subject of a message. If necessary, click View Show Preview and then click Expand or Collapse to expand or collapse the preview pane. v To open a message and display it on a tabbed page, double-click the message. Closing a message When you finish reading a message, close it. Click File Close. Identifying and automatically deleting junk mail When you delete a message as junk mail, any similar messages that you receive in the future are delivered directly to the Junk Mail folder instead of to the Inbox. 1. In the message list, select one or more messages to delete as junk mail. 2. Above the message list, click Junk Mail. Moving messages from the Junk Mail folder Emptying the Junk Mail folder Moving messages from the Junk Mail folder Occasionally review the contents of your Junk Mail folder to confirm that the messages that are automatically being filed as junk mail are, in fact, junk mail. If you find that a message should not continue to be filed as junk mail, move the message to another folder. Then future similar messages will be delivered to your Inbox. 1. Click the Junk Mail folder. 2. In the message list, select one or more messages to move. 3. Above the message list, perform one of these actions: v Click Not Junk Mail to move the messages to the Inbox. v Click Move to Folder, and then select a folder to move the messages to a different folder. Identifying and automatically deleting junk mail Emptying the Junk Mail folder Emptying the Junk Mail folder When you empty the Junk Mail folder, you permanently delete the messages stored there. 26 Managed Client User Guide

33 1. Click the Junk Mail folder. 2. Above the message list, click Empty This Folder. Identifying and automatically deleting junk mail Moving messages from the Junk Mail folder Deleting messages Printing Messages that you delete from a folder move to the Trash folder. 1. In the message list, select one or more messages to delete. 2. Above the message list, click Delete to move the messages to the Trash folder. Emptying the Trash folder Emptying the Trash folder When you empty the Trash folder, you delete the messages stored there. It is best to empty the Trash folder regularly so that your mailbox has more space for new messages. If you do not regularly empty the Trash folder, it will be automatically emptied for you, at an interval that the administrator sets. By default, the interval is every seven days. 1. Click the Trash folder. 2. Above the message list, click Empty Trash. Deleting messages messages 1. Select one or more messages, and then click Print above the message list. 2. Click Selected documents. 3. Optional: If you selected more than one message and want to print the messages without page breaks between them, select Print documents continuously. 4. Optional: To preview the print job before printing, click Preview. To leave the print preview page, click Close. 5. Click OK. 6. Click Print. Working with attachments Attached files display as links in the body of a message. Your user policy, as set by your administrator, must allow you to launch executable files. To work with an attachment, click the attachment link, and then perform any of these tasks: Task Action Open the attachment. Click Open. Save a copy of the attachment on your local machine. Save a copy of the attachment in a document library. To save one attachment, click Save. To save multiple attachments, click Save All. Click Add to Document Library. Chapter 3. Mail 27

34 Task Save a copy of the attachment in a document library and open the attachment. Action Click Add to Document Library and Open. Opening Web links Web links display as links in the body of a message. Click a Web link to open the Web page in a separate browser window. Creating a new message When you create a message, you can format text, attach files, and mark a message as high priority, as well as encrypt and digitally sign a message. Both mail preferences and send preferences affect the choices that you can make when you send a message. The type-ahead feature automatically tries to complete names as you begin to type them in the To, cc, and bcc fields. The names that are presented are those that you have previously used. When you address a message, you can click To, cc, or bcc to open and select a name from Directory Search. 1. To create and address a new message, perform one of these actions: v To create a message addressed to one or more new recipients, above the message list, click New Message, and then type the names of the recipients in the To, cc, and bcc fields. v To create a message addressed only to the sender of a message, select the message, and then above the message list, click the arrow beside New Message, and then click New Message to Sender. The sender s name displays in the To field. You can type additional names in the To, cc, and bcc fields. v To create a message to the sender and all recipients of a message, select the message, and then above the message list, click the arrow beside New Message, and then click New Message to All. The sender s name and the names of all of the recipients display in the To field. You can type additional names in the To, cc, and bcc fields. 2. Type the message text. 3. Optional: Perform any of these tasks: Task Action Format text Select the text in the body of the message, and then use the rich-text toolbar to format the text. Point to an icon in the toolbar to display information about it. Attach one or more files Above the message, click Attach, select one or more files, and then click Attach. Display a high priority icon beside the message in each recipient s Inbox Receive a delivery notification for when the recipient receives the message Above the message, click Properties, and then select High priority delivery. Above the message, click Properties, and then select Confirm delivery. 28 Managed Client User Guide

35 Task Encrypt message Note: Your user policy, as set by your administrator, may prevent you from choosing some security options. Digitally sign message Note: Your user policy, as set by your administrator, may prevent you from choosing some security options. Action Above the message, click Properties, and then select one of these choices: v Required v If possible v Do not encrypt Above the message, click Properties, and then select Digitally sign. 4. Perform one of these actions: v To send the message and save a copy of it in the Sent folder, above the message, click Send. v To save the message without sending it, above the message, click Save as Draft to save the message in the Drafts folder. Setting Mail preferences Setting Send preferences Editing a message You can edit a message that you receive or edit a draft that you are still working on. v To edit a message that you receive, open the message, click the arrow beside Reply, and then click Reply with History. Then edit the text in the reply. v To edit a draft, under Messages, click the Drafts folder. Then double-click the draft to open it for editing. Spell checking You can spell check messages and calendar entries. By default, the entire document is spell checked, but you can spell check only a portion of a document. The dictionary specified in the spell checker is used. If no dictionary is specified in the spell checker, the dictionary specified for the locale of the server is used. 1. Optional: To spell check only a portion of a document, select text in the body of the document. 2. Above the document, click Check Spelling. 3. If the spell checker finds a word that it does not recognize, perform one of these actions: v Under Change to, type a new spelling and then click Replace to replace that single instance of the word, or click Replace All to replace all occurrences of the word. v Under Suggestions, select a replacement word, and then click Replace to replace that single instance of the word, or click Replace All to replace all occurrences of the word. v Click Ignore to leave that single instance of the word unchanged, or click Ignore All to leave all occurrences of that word unchanged. 4. Repeat Step 3 for each word that the spell checker does not recognize. Chapter 3. Mail 29

36 5. Click OK to confirm all spelling changes, or Cancel to reject the changes. You can click Done at any time to close the spell checker and accept all changes. Replying to a message Mail preferences allow you to set the default behavior for the Reply option. You can set a preference for including the message history or including attachments, by default, in a reply. Or you can set a preference to include both message history and attachments, by default, in the reply. You can override the preferences on a per message basis. For example, if you set the preference to not include message history in replies, you can still choose Reply with History when you create a reply for a particular message. 1. Select the message to which you want to reply. 2. Perform one of these actions: v To reply only to the sender, above the message list, click Reply. The reply will use your specified mail preferences. v To reply to the sender and all recipients, above the message list, click the arrow beside Reply, and then click Reply to All. v To override a mail preference when you reply to a message, above the message list, click the arrow beside Reply, and then click one of the reply options. Using Chat to reply to a message Setting Mail preferences Using Chat to reply to a message If the sender of a message is online, you can send an instant message as a reply. An icon that indicates the sender s online status displays beside the sender s name in the message list. When you use a chat to reply to a message, the original subject of the message displays as the first line of text in the chat window. When you end the chat, the transcript of the chat is automatically saved in your Chat Transcripts folder. 1. Select the message to which you want to reply. 2. Above the message list, click the arrow next to Reply, and then click Reply with Chat to start a chat with the sender. Replying to a message Forwarding a message To forward a message, select the message, and perform one of these actions: v Above the message list, click Forward to forward both the message and any attachments that it contains. v Above the message list, click the arrow next to Forward, and then click Forward without Attachment to forward only the message. 30 Managed Client User Guide

37 Sending out-of-office messages You can send an automatic reply to people who send you mail while you are away or not checking . Each sender will receive only one automatic reply. 1. Click Tools Out of Office. 2. Select Enable out-of-office notification. 3. Select start and end dates. 4. Optional: Edit the automatic reply text in the Subject and Body fields. 5. Click OK. Mail preferences To set up mail to work exactly as you want, change your mail preferences. Even after you change a preference, you can override it on a message-by-message basis. Note that your administrator assigns a user policy to you. In this user policy, the administrator sets your default preferences and indicates whether or not you are allowed to change your preferences. Three sets of preferences affect mail: Mail Send preferences These preferences control whether or not the message history and attachments are included in a reply. preferences These preferences control whether or not messages are encrypted and, whether or not messages are signed with a digital signature. In addition, these preferences control how messages are saved. Regional preferences These preferences control language, format, and time zone, as well as character sets. Setting Mail preferences Setting Send preferences Setting Regional preferences Setting Mail preferences You can choose whether or not to include message history and attachments, by default, in the replies that you send. 1. Click File Preferences Mail. 2. Optional: Under When I reply, the default is to include, choose one or both of these options: v Message history -- To include in your reply, the body of the message to which you are replying. v Attachments -- To include in your reply, attachments that were in the message to which you are replying. 3. Click Apply. Replying to a message Working with attachments Chapter 3. Mail 31

38 Setting Send preferences You can set preferences for encrypting, signing, and saving copies of messages that you send. 1. Click File Preferences Mail Send. 2. Optional: Under How I want to encrypt messages, choose one of these options: v Encrypt all outgoing messages -- Choose this option to encrypt all messages that you send. If the message cannot be encrypted it is not sent. v Encrypt when possible, otherwise send unencrypted -- Choose this option to encrypt messages, if possible. Even if the message cannot be encrypted, it is sent. v Do not encrypt -- Choose this option if you do not want to encrypt any messages that you send. 3. Optional: Under How I want to use Digital Signatures, choose one of these options: v Sign all outgoing messages -- Choose this option to sign messages that you send. If the message cannot be signed it is not sent. v Sign when possible, otherwise send unsigned -- Choose this option to sign messages, if possible. Even If the message cannot be signed, it is sent. v Do not sign -- Choose this option if you do not want to sign any messages that you send. 4. Optional: Under When I send a message, choose one of these options: v Do not save a copy -- Choose this option if you never want to save a copy of a message. v Ask me to save -- Choose this option if you want to be prompted to save the message before you send it. v Save a copy in the Sent folder -- Choose this option if you want to save a copy of every message that you send. 5. Click Apply. Setting Regional preferences The initial settings for these preferences are based on your preferred language and regional settings. 1. Click File Preferences Regional Settings. 2. Optional: Under General, perform any of these actions: v Beside Preferred Language,select the language that you prefer to use. v Beside Preferred regional format, select the region that you are currently in. v Beside Time zone, select the time zone that you are currently in. 3. Optional: Under Calendar Preferences, perform any of these actions: v Beside Preferred calendar type, select the type of calendar to display -- for example, Gregorian. v Beside First day of the week, select the day to use as the first day of the week in the date picker. v Beside First work day of the week, select the day to use as the first day of the work week in the calendar. 4. Optional: Under International MIME Preferences, perform any of these actions: 32 Managed Client User Guide

39 v Beside Inbound message default character set, select the character set to use to decode inbound message content. v Beside Outbound message default character set, select the character set to use to encode outbound message content. 5. Click Apply. Chapter 3. Mail 33

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41 Chapter 4. Address book Address book Use your address book to save contact information and group mailing lists. The following table describes address book entry types. Entry type Description Contact Saves contact information, such as an address and a telephone number. Group Saves a group of addresses as a mailing list. To open the address book, click Messaging, and then click Address Book under Messages. Creating a contact entry Use contact entries to save contact information such as addresses and telephone numbers. 1. Above the address book, click New Contact. 2. Perform one of these actions: v Type the person s name. v Click Get Information from Directory to use Directory Search to find a person in an organization directory, and then add the person s name, address, and any other applicable directory information to the contact entry. 3. Optional: Edit the Display name field to change how the person s name displays in the address book. The default display name format is lastname, firstname (such as Cho, Alan), but you can type the name in a different format (such as Alan L. Cho or Al). 4. Optional: If available, select Add to Instant Contacts to add the person to your instant contact list, and then select the name of an instant contacts group or type a new group name. 5. Optional: Type one or more addresses. Use the Default field to select the address to display in the address book. The default address is used when you send messages to the person. 6. Optional: Type one or more telephone numbers. If you type more than one telephone number, use the Default field to select the telephone number to display in the address book. 7. Optional: Type any additional information about the person. 8. Click Save and Close. Creating a group entry You can create a group entry in the address book to save a group of addresses as a mailing list. 1. Above the address book, click New Group. 2. Type a group name. Copyright IBM Corp

42 3. Optional: Type a description of the group. 4. Click Add Members. 5. Use one of these methods to add a member: v To add an address that you know, type it in the Add an address field. v To find an address to add, use Directory Search to select an address from an organization directory or from your address book, and then add the address to the group entry. 6. Repeat Steps 4 and 5 until you finish adding members to the group. 7. Click Save and Close. Working with address book entries The following table describes address book entry tasks. Task Description To open an address book entry Double-click the entry. To edit an address book entry Select the entry, and then click Edit above the address book. To sort address book entries Click a column heading (such as Name or Company). To reverse the sort order, click the column heading again. To delete address book entries Select one or more entries to delete, and then click Delete above the address book. To add members to a group 1. Select the entry, and then click Edit above the address book. 2. Click Add Members. 3. To add an address that you know, type it in the Add an address field. To find an address to add, use Directory Search to select an address from an organization directory or from your address book, and then add the address to the group. 4. Repeat Steps 2 and 3 until you finish adding members to the group. 5. Click Save and Close. To remove members from a group 1. Select the entry, and then click Edit above the address book. 2. Select one or more members. 3. Click Remove Members. 4. Click Save and Close. Printing address book entries 1. Select one or more address book entries, and then click Print above the address book. 2. Click Selected documents. 3. Optional: If you selected more than one entry and want to print the entries without page breaks between them, select Print documents continuously. 36 Managed Client User Guide

43 4. Optional: To preview the print job before printing, click Preview. To leave the print preview page, click Close. 5. Click OK. 6. Click Print. Printing the address book list 1. To print only part of the address book list, select the rows to print. 2. Click Print above the address book. 3. Click Selected view to print the entire address book list, or click Only selected rows to print part of the list. 4. Optional: To preview the print job before printing, click Preview. To leave the print preview page, click Close. 5. Click OK. 6. Click Print. Sending a mail message from the address book Directory You can address a new message to one or more selected recipients. 1. In the address book, select one or more recipients. 2. Click Send Message above the address book to create a new message. 3. Type message text and send the message. Search While you work in mail, calendar, address book, and instant contacts, you can use Directory Search to look up the name of a person or group in a directory. Selecting people or groups Related reference Searching guidelines on page 38 Selecting people or groups Perform the following steps to search for names of people or groups and add the names to a list you can use for the task you are performing, such as composing a mail message. 1. If a choice of directories is available, you see a Search in list that displays the directories or lists you can search. Select the directory you want, for example, your personal address book or an organization directory. 2. In some contexts, you may see a View by list displaying choices set by your administrator that let you select whether you want to see people names, group names, or both in the Search results list. 3. In the Search for field, type all or part of the name you want to find. 4. Click Search. 5. From Search results, make a selection: v If the context allows you to select more than one person or group, you see one or more arrow buttons to the right of the Search results list. Select one or more names, then click an arrow button. To remove names, select the names and click Remove selected names. Chapter 4. Address book 37

44 v If the context allows you to select only one person or group, you see only the Search results list, without arrow buttons. Select the name, then continue with Step Optional: If the context allows you to select additional people and/or groups, repeat Steps 1 through 5 to select them. 7. Optional: If you opened the window by clicking Invite Others in a chat, click the Invitation message field and type a message you want to display in the chat window when each chat partner sees it open. 8. Click OK. Related reference Searching guidelines Searching guidelines When you type search text, keep these guidelines in mind: v Searching is not case-sensitive, so m and M are treated as the same letter. v In most cases, a match is returned if an entry is found that begins with the text you entered. For example, the search text ma would find Mary or Mary Beth in a first name field. If you are unsure of the spelling, type the first letters of the person s name. For example, if you are unsure whether someone s name is Patrice or Patricia, type the following letters: Patric v In a search for a name, several fields are searched in various combinations, and you can use a comma to indicate a lastname, firstname format. For example, if you type John Steven, matches include John Steven, John Stevenson, Steven John, Steven Johns, and Steven Johnson. And if you type doe, j matches include Jane Doe and John Doe. v Hyphenated words are treated as one word. v Matching is additive. In other words, if you type search text in the First name field and also in the Last name field, only people who have a first name that contains the First name search text and a last name that contains the Last name search text are returned. 38 Managed Client User Guide

45 Chapter 5. Calendar Calendar Use your calendar to keep track of appointments, meetings, reminders, all-day events, and anniversaries, and to invite others to meetings. There are two ways to display the calendar: v The tabbed calendar displays a one-day, five-day, one-week, or one-month calendar. To open the tabbed calendar, click Messaging to open the mail perspective, if necessary, and then click Calendar under Messages. To change the view, click the View field above the tabbed calendar and click One Day, Five Days, One Week, or Month. v The side calendar displays one day at a time. When you view the mail perspective, the side bar on the right displays the side calendar. To hide or display the side bar, click the arrow on the left border of the bar. To resize the side bar, drag the left border of the bar. To hide or display a condensed version of the side calendar, click the down arrow beside Calendar above the side calendar, and then click Summary. The summary view of the side calendar hides the time slots and displays calendar entries in a list so that you can see more entries at one time. Using the calendar offline When you are offline, you can create new calendar entries and respond to meeting invitations that you received when you were online. Navigating the calendar The following table describes ways to navigate the side and tabbed calendars. Task To go to the previous day or to the next day in the side calendar Action Click the left or right arrow beside the date above the side calendar. To go to a specific date in the side calendar Click the date above the side calendar, and then click a date in the date picker. To go to the current date in the side calendar Click the date above the side calendar, and then click Today is below the date picker. To scroll the hours in the side calendar Click the up or down arrow below the side calendar. To go to the previous page or to the next page in the tabbed calendar To go to a specific date in the tabbed calendar To go to the previous month or to the next month in the date picker To go to a specific month or year in the date picker Click the left or right arrow beside the date or date range above the tabbed calendar. Click the date or date range above the tabbed calendar, and then click a date in the date picker. Click the left or right arrow at the top of the date picker. Click the current month or year in the date picker, and then click a month or year. Copyright IBM Corp

46 Creating a calendar entry To create a new calendar entry, click the arrow beside Calendar above the side calendar, or click the arrow beside New Entry above the tabbed calendar. Then click one of the commands in the following table. Command Description New Meeting Creates an entry that has a start time and end time and includes invitees. New Appointment Creates an entry that has a start time and end time but does not include invitees. New Reminder Creates an entry that serves as a reminder at a set time. New All Day Event Creates an entry for an entire work day. New Anniversary Creates an entry that is a milestone or a special day, such as a birthday or an anniversary. Working with calendar entries The following table describes calendar tasks. Task Description To preview a calendar entry Click the name of the entry in the calendar. To open a calendar entry Double-click the name of the entry in the calendar. To edit a calendar entry Right-click the name of the entry in the calendar, and then click Edit. To delete one or more calendar entries Right-click the name of the entry in the calendar, and then click Delete. If you delete the entry for a future meeting and you are a meeting invitee, the meeting is declined. If you delete the entry for a future meeting and you are the meeting chairperson, the meeting is canceled. To forward a calendar entry Right-click the name of the entry in the calendar, and then click Forward. Printing calendar entries 1. Select one or more calendar entries, right-click the selection, and then click Print. 2. Click Selected documents. 3. Optional: If you selected more than one entry and want to print the entries without page breaks between them, select Print documents continuously. 4. Optional: To preview the print job before printing, click Preview. To leave the print preview page, click Close. 5. Click OK. 6. Click Print. 40 Managed Client User Guide

47 Printing the calendar 1. Right-click the calendar, and then click Print. 2. Click Selected calendar and select a calendar style such as Weekly. 3. Optional: Click Style Options and use any of the options that are available for the selected calendar style. Option Description Expand rows, time slots as needed For each entry, prints the complete contents of the Subject field and, when applicable, the Location and Chair fields, increasing the size of the entry s row to fit the contents. Spread week across 3 pages (For the weekly calendar style) Prints Monday and Tuesday on the first page, Wednesday and Thursday on the second page, and Friday, Saturday, and Sunday on the third page. Include weekends (For the weekly and monthly calendar styles) Prints weekend dates for each week. Print three month banner Prints a banner that displays the previous month, current month, and next month at the top of the page. Print first line of entries only Prints only one line for each calendar entry, cutting off entries when the default print space for entries is reached. Include icon For each entry, prints an icon that indicates the entry s type. Include start time (For daily and weekly calendar styles) Prints any entries that fall outside the specified time range above the first time slot of each day, and prints start times for the entries. Include end time (For daily and weekly calendar styles) Prints any entries that fall outside the specified time range above the first time slot of each day, and prints end times for the entries. Choose font settings for printing entries Prints calendar text in the selected font, style, and size. 4. Select start and end dates and, if you selected the daily or weekly calendar style, start and end times. 5. Optional: To preview the print job before printing, click Preview. To leave the print preview page, click Close. 6. Click OK. 7. Click Print. Setting calendar preferences 1. Choose File Preferences. 2. Optional: Click the + icon beside Calendar, click Display, change any of these settings -- start time of the work day, end time of the work day, and time slot interval -- and then click Apply. 3. Optional: Click Regional Settings, change any of these settings -- calendar type (such as Gregorian), first day of the week (the first day that appears for each Chapter 5. Calendar 41

48 Meeting week in the date picker), and first day of the work week (the first day that appears for each week in the tabbed calendar) -- and then click Apply. 4. Click OK. invitations When you create and send a new meeting invitation, you are the meeting chairperson and the recipients are the meeting invitees. A meeting entry is added to your calendar, and invitations are sent to the meeting invitees. Meeting invitation responses You can request responses from meeting invitees, which is useful when you want to know which invitees plan to attend the meeting. However, if you are sending a meeting invitation to a large number of invitees and do not want to receive a lot of invitation responses, you can send the invitation without requesting responses to it. If you request responses to a meeting invitation, invitees receive an invitation that contains Accept and Decline buttons. A meeting entry is added to the calendars of invitees who accept the meeting. If you do not request responses to a meeting invitation, invitees receive an invitation that contains an Add to Calendar button instead. Similarly, when you edit an existing meeting, you can request responses to the meeting change from invitees. If you request responses to a meeting change, invitees receive a meeting change notice that contains Accept and Decline buttons; if you do not request responses, invitees receive a meeting change notice that contains an Update Calendar button instead. Repeating meeting invitations You can create and send an invitation to a single meeting or to a series of repeating meetings. For example, you could create a repeating meeting that occurs once every week on the same day at the same time and create another repeating meeting that occurs at the same time for three consecutive days. If you request responses to a repeating meeting invitation, invitees must accept or decline all of the repeating meetings. Scheduling a meeting Use this procedure to create a new meeting and invite other people to the meeting. 1. Click the arrow beside Calendar above the side calendar, or click the arrow beside New Entry above the tabbed calendar. 2. Click New Meeting. 3. Specify a start date and start time, end date and end time, and duration. 4. Optional: To schedule a repeating meeting, select Repeats. Then select a frequency under Specify how often to repeat, and specify a duration or end date. 5. Type a meeting subject and location. 6. Optional: Clear Request responses from invitees if you do not want to receive responses from meeting invitees. 7. Perform one or both of these actions: 42 Managed Client User Guide

49 v To add invitees whose addresses you know, type each address in the Required, Optional, or FYI field. v To find one or more invitees to add, click Required, Optional, or FYI. Then use Directory Search to select one or more invitees from a directory. 8. Optional: Type any additional meeting information, such as a meeting agenda, at the bottom of the invitation. 9. Click Save and Send Invitation or Save as Draft. Viewing responses to a meeting invitation You must be the meeting chairperson to view responses to a meeting invitation. 1. In the calendar, open the meeting entry. 2. Click View Invitee Status above the entry. Editing a meeting You must be the meeting chairperson to edit a meeting. 1. In the calendar, open the meeting entry. 2. Click Edit above the entry. 3. If the meeting is a repeating meeting, specify whether to apply changes to only the selected meeting or to all of the repeating meetings, and then click OK. 4. Make any changes to the meeting. 5. Optional: If you requested responses to the original meeting invitation, select Require invitees to respond to meeting changes to request responses to the updated meeting invitation. If you make a date or time change to the meeting, this option is automatically selected. 6. Click Save and Send. Adding or removing meeting invitees You must be the meeting chairperson to add or remove invitees from a meeting. 1. In the calendar, open the meeting entry. 2. Click Change Invitees above the entry. 3. If the meeting is a repeating meeting, specify whether to change invitees for only the selected meeting or for all of the repeating meetings, and then click OK. If you have previously edited one of the repeating meetings, you cannot change invitees for all of the repeating meetings. 4. Perform any of these actions: v To add invitees whose addresses you know, type each address in the Required, Optional, or FYI field. v To find one or more invitees to add, click Required, Optional, or FYI. Then use Directory Search to select one or more invitees from a directory. v To remove invitees, select one or more invitees under Remove Invitees. 5. Click Send. Canceling a meeting You must be the meeting chairperson to cancel a meeting. 1. In the calendar, open the meeting entry. 2. Click Cancel Meeting above the entry. Chapter 5. Calendar 43

50 3. If the meeting is a repeating meeting, specify whether to cancel only the selected meeting or to cancel all of the repeating meetings, and then click OK. 4. Optional: Add comments to the meeting cancellation notice. 5. Click Send. Responding to a meeting invitation In your Inbox, double-click the meeting invitation to open it, and then perform one of the actions in the following table. Task To accept the invitation and add the meeting to your calendar Action Click Accept above the invitation. To decline the invitation Click Decline above the invitation. To include comments in your response to the invitation 1. Click the arrow beside Accept or Decline above the invitation. 2. Click Accept with comments or Decline with comments. 3. Add comments to the meeting response. 4. Click Send. To add the meeting to your calendar Click Add to Calendar above the invitation. This button is available only if the meeting chairperson has not requested a response to the invitation. If a meeting chairperson has requested a response to a repeating meeting invitation, you must accept or decline all of the repeating meetings. If you want to accept only selected meetings, you must first accept all of the repeating meetings. Then open the calendar, open a meeting that you want to decline, decline it, and repeat this process for each additional meeting that you want to decline. 44 Managed Client User Guide

51 Chapter 6. Instant Contacts Instant Contacts Instant Contacts displays the names of people, organized into personal groups and public groups. Use Instant Contacts to quickly find people who are online so that you can chat with them. You create and manage a personal group by adding and removing people (contacts) who are listed in the organization directory. You can also add contacts by specifying their address. The system administrator creates and manages public groups, which are stored in the organization directory. Instant Contacts displays only those members of a public group who are online. By default, Instant Contacts displays all contacts in your personal groups, regardless of their online status. Each name in Instant Contacts displays the contact s online status. The Person menu is available wherever a person s name displays. Right-click a person s name, and the Person menu displays a list of actions that are related to the context in which the name appears. Any changes that you make to Instant Contacts, such as a contact name, are reflected in the address book. Changes you make to information in the address book are reflected in Instant Contacts. You can set general instant messaging preferences, as well as chat message, alerts, and status preferences for instant messaging through the File menu. Related reference Online status Instant messaging preferences Related information Chat Adding contacts When you first open Instant Contacts, it is empty, until you add contacts and groups to it. You must associate each contact you add with a personal group. When you add your first contact, you must create a new group with which to associate it. All other contacts you add can be associated with an existing group or a new group which you create. You cannot add contacts to public groups. Contacts display in the order in which you add them. You cannot rearrange contact names within a group. 1. Click the arrow beside Instant Contacts, and then click New Contact. 2. Do one of the following actions to select a person to add to your contact list: v Click Search for person s name, and then use Directory Search to select one or more contacts to add. v Click Type person s address, and then type the person s address. The person s address displays in Instant Contacts. 3. Do one of the following actions to associate the person you selected with a group: Copyright IBM Corp

52 v To add the contact to an existing personal group, click Select an existing group and then select the group from the list of groups. v To create a new personal group to associate with the contact, click Or, type a new group name and type a unique group name. If you have no existing groups, such as when you add your first contact, you must create a group. 4. Click Add to add the contact. 5. Repeat Steps 2-4 to add other contacts. 6. When done, click Close to close the dialog box. Editing a contact s information Moving contacts Removing contacts Editing a contact s name You can edit a contact s display name. The display name -- also known as a nickname -- displays only on your computer; other people cannot see the display name. The changes you make here are also reflected in the address book. 1. Right-click the contact s name to display the menu, and then click Edit. 2. Make the changes you want to the contact s display name. 3. Click OK. Adding contacts Moving contacts Removing contacts Moving contacts You can move one or more contacts to a different personal group within your list of contacts. You cannot rearrange groups within Instant Contacts or the order in which contacts appear in a group. 1. Click the names of one or more contacts you want to move. 2. Drag the names to the new group. Adding contacts Removing contacts Editing a contact s information Removing contacts You can remove contact names from personal groups in Instant Contacts. You cannot remove contact names from public groups. 1. Right-click the contact s name to display the menu, and then click Delete. 2. Click Yes to confirm the deletion. Adding contacts Editing a contact s information Moving contacts 46 Managed Client User Guide

53 Adding groups to the contact list You can add personal and public groups to Instant Contacts. Groups are arranged in the order in which you add them. You cannot rearrange groups within Instant Contacts. 1. Click the arrow beside Instant Contacts, and then click New Group. 2. Select one of the following options: v Select New personal group, and then type a unique name for the group. v Select New public group, and then click Search to search the organization directory for the group. If more than one group displays, click the group that you want to add. 3. Click OK. 4. Click Add Another Group to continue adding groups or Close to close the dialog box. Removing groups Editing the name of a personal group You can edit the name of a personal group. You cannot edit the name of a public group. 1. Right-click the group name to display the menu, and then click Edit. 2. Type a unique name for the group. 3. Click OK. Adding groups to the contact list Removing groups Removing groups When you remove a personal group or public group, the group s members are removed from Instant Contacts. If a member of the group belongs to another group, that contact s name is not deleted from the other group. 1. Right-click the group name to display the menu, and then click Delete. 2. Click Yes to confirm the removal. Adding groups to the contact list Displaying online contacts only or all contacts By default, Instant Contacts displays all contacts in personal groups, regardless of their online status. However, you can choose to display only the contacts that are in your personal groups that are online. Only online members of public groups display in Instant Contacts. Click View Show Show Online People Only. Clear this setting to display all contacts. Setting general preferences Chapter 6. Instant Contacts 47

54 Instant messaging preferences 48 Managed Client User Guide You can set the following instant messaging preferences: v General preferences v Chat message preferences v Online status preferences v Alert preferences Setting general preferences You can set your startup online status. 1. Click File Preferences. 2. Click Instant Messaging. 3. Select a startup status to display when you log in. 4. Click Apply or Restore Defaults. 5. Click OK. Related reference Instant messaging preferences Setting chat message preferences You can specify the format and display of chat messages for all open and new chat windows, as well as how to save chat transcripts. 1. Click File Preferences. 2. Click the + beside Instant messaging, and then click Chat Messages. 3. Under Font Style, click Change Font, and select your instant messaging font style and color to use. Click OK. 4. Select or clear Always use my fonts and colors, over-riding my chat partner s specified styles to specify whether to display your selected font styles and color in both the chat messages you send, as well as those you receive. Selecting this option overrides any font styles in chat messages that your chat partner sends to you. 5. Select or clear Display graphical emoticons in chat transcript to specify whether to display icons. If this check box is not selected, icons display as their ASCII equivalents in chat transcripts. 6. Select or clear Show time stamps in chat transcript to specify whether to display the time that you and your chat partner send messages to each other during a chat session. 7. Select or clear Show time of last message received on the status bar to specify whether to display on the status bar the time of the last message you received during a chat session. 8. Select how to save chat transcripts to the Chat Transcripts folder: v Automatically save all chat transcripts with a default title to the Chat Transcripts folder in the Messages section of the navigator each time you close the chat window. v Prompt to save chat transcripts and choose whether to save with a default title to the Chat Transcripts folder in the Messages section of the navigator or as an HTML file to your desktop each time you close the chat window. v Do not save chat transcripts to the Chat Transcripts folder. If you select this option, you can still save individual chat transcripts to the Chat Transcripts folder by choosing File Save in a chat window.

55 9. Click Apply or Restore Defaults. 10. Click OK. Related reference Instant messaging preferences Setting online status preferences You can set preferences for online status and online status messages. 1. Click File Preferences. 2. Click the + beside Instant Messaging, and then click Status. 3. Edit the default status messages by selecting messages from the list or by typing a new message. 4. Select or clear the Prompt me to edit this message whenever I change my status check box for each status. If you select these check boxes, you are prompted to select or create a new online status message every time your online status changes. 5. For Automatic Status Change, select one of the following options: v Select to change your status from I am available to I am away when not using your mouse or keyboard for the specified number of minutes. This option does not change your online status if your status is Offline, Do not disturb, or I am away. v Select whether to change your status from I am away to I am available after you start using your mouse or keyboard. If you clear these check boxes, you must manually change your online status. 6. Click Apply or Restore Defaults. 7. Click OK. Related reference Instant messaging preferences Setting alert preferences You can choose how you want to be alerted when you receive an invitation or new chat message. 1. Click File Preferences. 2. Click the + beside Instant messaging, and then click Alerts. 3. Under General Alerts, select how you want to be alerted when you receive an invitation or new chat message. 4. Click Apply or Restore Defaults. 5. Click OK Related reference Instant messaging preferences Chat A chat consists of the text you type in the chat window and the messages you receive from your chat partner. You can include time stamps and emoticons in your chat messages. At the top of the chat window is the chat transcript, a history of the messages exchanged between you and your chat partner during a chat session. Your name Chapter 6. Instant Contacts 49

56 displays in blue text, and the text that you type displays in the font color and style that you specified for your font preferences. Your chat partner s name displays in red text, and the text that your chat partner types displays either in their own font style or in your font preference, if you have selected one. You can choose to save your chat transcripts as a file or to the Chat Transcripts folder. Names in Instant Contacts display a contact s online status. You cannot chat with a person whose status is offline. You cannot start a chat with a contact whose online status is Do not disturb, although you can continue a chat already in progress with that contact. If a person s online status is I am away, you can send a chat and the person will see it when they return. You can set chat message preferences, as well as general instant messaging, alerts, and status preferences for instant messaging through the File menu. Related reference Online status Instant messaging preferences Related information Instant contacts Starting a chat You can start a chat with a contact in Instant Contacts or with people in your organization directory or other company directories. 1. Click File New Chat. 2. In the Search in field, select where you want to search for a chat partner. v Organization directory to search your company s directory. v The Instant Contacts list. v One of the other directories that are displayed. 3. In the Search for field, type the name of the contact you are searching for, and then click Search. (You cannot search for groups.) 4. Click a name, and then click Add. 5. In the Invitation Message field, type the message you want chat partners to receive when they are invited to the chat. 6. Click OK. You can also do one of the following actions to start a chat with someone in your Instant Contacts list whose status is I am available or I am away : v Right-click a name in Instant Contacts and then click Chat. v Double-click a name in Instant Contacts. v Click a name in Instant Contacts and then click Actions People Chat. Leaving a chat Inviting others to chat When you are chatting with one person, you can invite other people to join the chat. You cannot send invitations to a person who is offline. You also cannot send invitations to a contact whose online status is Do not disturb, although you can 50 Managed Client User Guide

57 continue a chat already in progress with that contact. If a person s online status is I am away, you can send an invitation, which is displayed when the person returns. 1. Click Invite Others. 2. In the Search In field, select one of the following options to specify where you want to search for chat partners. Depending on your configuration, some of these choices might not be available. v Instant Contacts to list all contacts on your Instant Contacts list. v Organization directory to search your company s directory. v One of the other directories that are displayed. 3. In the Search For field, type the name of the contact you are searching for, and then click Search. (You cannot search for groups.) 4. Click a name and then click Add. 5. Repeat Steps 2 to 4 to select additional chat partners. 6. In the Invitation Message field, type the message you want chat partners to receive when invited to join the chat. 7. Click OK. You cannot add new chat partners while the chat window is updating. Responding to an invitation to chat Responding to an invitation to chat If you are invited to a chat with multiple people, click one of the following options: Join To participate in the chat. Respond Privately To send a chat message to the person who is inviting you. No other chat participant sees this message and it becomes a separate chat transcript.you can click Join at any time to participate in the original chat. Cancel To close the invitation without joining the chat. Inviting others to chat Formatting a chat message You can choose a font style and color for the current chat message. The font style you select applies to the entire chat message; you cannot choose different font styles for different parts of the message. Both you and your chat partner can see your selected font styles unless your chat partner has a version of chat that does not support rich text. 1. In the chat window, click Font style. 2. Select a font style and color for your chat message text. 3. Click OK. Note: You can also set your chat message format preferences for all chat windows. Click File Preferences, click the + beside Instant Messaging, and then click Chat Messages in the left navigator. Chapter 6. Instant Contacts 51

58 Displaying time stamps in the chat transcript Displaying the time of the last message received Displaying emoticons in chat messages Setting chat message preferences Displaying time stamps in the chat transcript You can display in a chat transcript the time that you and your chat partner send messages to each other during a chat. In the chat window, click View Show/Hide Time stamps. Clear this option if you do not want to display time stamps in the chat transcript. Formatting a chat message Displaying the time of the last message received Displaying emoticons in chat messages Setting chat message preferences Displaying the time of the last message received You can choose to display the time that the last message was received from a chat partner. The time displays in the status bar at the bottom of the chat window. In the chat window, click View Show/Hide Time of Last Message Received in Status Bar. Clear this option if you do not want to display the time of the last message received in the status bar. Formatting a chat message Displaying time stamps in the chat transcript Displaying emoticons in chat messages Setting chat message preferences Displaying emoticons in chat messages You can add emoticons, which are icons that convey intended tone, such as, to a chat message. If your chat partner has a version of chat that does not support rich text or icons, you cannot include emoticons in your chat message. This will be indicated by a message at the top of the chat window. 1. In the chat window, position your pointer where you want to insert the emoticon. 2. Click Emoticons. 3. Click an icon to insert it or type the emoticon shortcut (ASCII equivalent) listed beside the icons. If you type the emoticon shortcut, it is automatically converted to the emoticon in the message you send to your chat partner. 4. Finish typing your message and click Send. Formatting a chat message Displaying time stamps in the chat transcript Displaying the time of the last message received Setting chat message preferences 52 Managed Client User Guide

59 Saving a chat transcript When you finish a chat, you can save a transcript of the chat message. Select one of the following options from the chat window File menu: Save Save to File Saves the chat transcript as an HTML file to your desktop. Specify a file name and location and then click Save. Save Save to Chat Transcripts Folder Saves the chat transcript to your Chat Transcripts folder in the Messages section of the navigator. Save to Chats Transcripts Folder on Close Saves the transcript to your Chat Transcripts folder in the Messages section of the navigator when you close the chat window. Leaving a chat Setting chat message preferences To leave a chat, close the chat window. If you selected a save option, the chat transcript is saved when you leave. When you leave a chat, the transcript indicates that you left. Setting chat message preferences You can specify the format and display of chat messages for all open and new chat windows, as well as how to save chat transcripts. 1. Click File Preferences. 2. Click the + beside Instant messaging, and then click Chat Messages. 3. Under Font Style, click Change Font, and select your instant messaging font style and color to use. Click OK. 4. Select or clear Always use my fonts and colors, over-riding my chat partner s specified styles to specify whether to display your selected font styles and color in both the chat messages you send, as well as those you receive. Selecting this option overrides any font styles in chat messages that your chat partner sends to you. 5. Select or clear Display graphical emoticons in chat transcript to specify whether to display icons. If this check box is not selected, icons display as their ASCII equivalents in chat transcripts. 6. Select or clear Show time stamps in chat transcript to specify whether to display the time that you and your chat partner send messages to each other during a chat session. 7. Select or clear Show time of last message received on the status bar to specify whether to display on the status bar the time of the last message you received during a chat session. 8. Select how to save chat transcripts to the Chat Transcripts folder: v Automatically save all chat transcripts with a default title to the Chat Transcripts folder in the Messages section of the navigator each time you close the chat window. Chapter 6. Instant Contacts 53

60 v Prompt to save chat transcripts and choose whether to save with a default title to the Chat Transcripts folder in the Messages section of the navigator or as an HTML file to your desktop each time you close the chat window. v Do not save chat transcripts to the Chat Transcripts folder. If you select this option, you can still save individual chat transcripts to the Chat Transcripts folder by choosing File Save in a chat window. 9. Click Apply or Restore Defaults. 10. Click OK. Related reference Instant messaging preferences Online status Online status icons display next to people s names throughout IBM Workplace Managed Client, such as in Instant Contacts, the chat window, fields (To:, cc:, and bcc:), and when you search for people. These icons indicate who is online and available to chat. The following icons indicate online status: Icon Description The person is online and available to chat. The person is online, but away from the computer. When you send a chat to a person whose online status is I am away, the chat is displayed for the person to view upon returning. The person is online, but does not want to be disturbed. No icon The person is offline and unavailable. You can set status preferences, as well as general instant messaging, alerts, and chat message preferences for instant messaging through the File menu. Related reference Instant messaging preferences Related information Instant Contacts Chat Changing online status 54 Managed Client User Guide Your online status indicates whether you are available for online chats. You can change your online status at any time. 1. Click Tools My Status, and then select a status. 2. If you set the Status preference to prompt you to edit your status message, select one of the following options: v Click OK to display the default message. v Type a new message or select a different message from the list. v Clear the Prompt me to edit this message every time check box.

61 3. Click OK. Automatically changing your online status Customizing online status messages Editing your current online status message Editing your current online status message You can create a temporary online status message that displays as long as your online status remains unchanged. When your online status changes, your default or customized online status message displays instead. 1. Click Tools My Status, and then click Edit Current Status Message. 2. Select a different message from the list, or type a new message. 3. If you want to be prompted to edit your status message whenever you change your online status, select the Prompt me to edit this message whenever I change my status for your status preferences. 4. Click OK. Changing online status Automatically changing your online status Customizing online status messages Setting online status preferences Logging in to instant messaging Even if you are logged in to IBM Workplace Managed Client, you may be logged off of instant messaging. When you are logged off of instant messaging, no online status displays next to your name and you can not send and receive chat messages. To log in to instant messaging, click Reconnect to Instant Messaging above Instant Contacts. Your status changes to I am available. Logging out of instant messaging Logging out of instant messaging You can log out of instant messaging, but still remain logged in to IBM Workplace Managed Client. When you log out of instant messaging, no online status displays next to your name and you can no longer send and receive chat messages. To log out of instant messaging, click Disconnect from Instant Messaging above Instant Contacts. Logging in to instant messaging Setting online status preferences You can set preferences for online status and online status messages. 1. Click File Preferences. 2. Click the + beside Instant Messaging, and then click Status. 3. Edit the default status messages by selecting messages from the list or by typing a new message. Chapter 6. Instant Contacts 55

62 4. Select or clear the Prompt me to edit this message whenever I change my status check box for each status. If you select these check boxes, you are prompted to select or create a new online status message every time your online status changes. 5. For Automatic Status Change, select one of the following options: v Select to change your status from I am available to I am away when not using your mouse or keyboard for the specified number of minutes. This option does not change your online status if your status is Offline, Do not disturb, or I am away. v Select whether to change your status from I am away to I am available after you start using your mouse or keyboard. If you clear these check boxes, you must manually change your online status. 6. Click Apply or Restore Defaults. 7. Click OK. Related reference Instant messaging preferences Automatically changing your online status You can set instant messaging to automatically change your online status to I am away when you have not used your mouse or keyboard for a specified period of time. 1. Click File Preferences. 2. Click the + beside Instant Messaging, and then click Status. 3. For Automatic Status Change, select one of the following options: v Select to change your status from I am available to I am away when not using your mouse or keyboard for the specified number of minutes. v Select whether to change your status from I am away to I am available after you start using your mouse or keyboard. If you clear these check boxes, you must manually change your online status. 4. Click Apply or Restore Defaults. 5. Click OK. Changing online status Customizing online status messages Editing your current online status message Setting online status preferences Customizing online status messages You can customize the online status messages that display when someone moves the pointer over your name. 1. Click File Preferences. 2. Click the + beside Instant Messaging, and then click Status in the left navigator. 3. Edit the default status messages by selecting messages from the list or by typing a new message. You can store up to five different messages for each online status. 56 Managed Client User Guide

63 4. Select or clear the Prompt me to edit this message whenever I change my status check box for each status. If you select these check boxes, you are prompted to select or create a new online status message every time your online status changes. 5. Click Apply or Restore Defaults. 6. Click OK. Changing online status Automatically changing your online status Editing your current online status message Setting online status preferences Chapter 6. Instant Contacts 57

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65 Chapter 7. Application catalog Using the Application catalog The Application catalog is a tool that lets you create, edit, and use team spaces and database applications. Team spaces are IBM Workplace applications that allow you to participate in discussions, share documents related to a project, share a calendar related to a project, chat with other team members, and search for information related to a project. Database applications are applications that allow you to create, view, edit, delete, sort, filter, and print database records designed as forms, grids, and reports. Only team spaces and database applications that you are a member of or a moderator for are available in the Application catalog. The Application catalog lists all the current team spaces and database applications that are available to you. Each listing provides information about that team space or database application, including its name and owner, the designer template that was used to create it, the date it was last updated, its offline availability status, and whether or not it has been added to your Favorites list. Each of these options are shown in columns and can be re-sized to meet your needs. To access team spaces using the Application catalog, click Team Spaces in the Switcher bar. To access database applications using the Application catalog, click Applications in the Switcher bar. Showing applications Opening applications Creating applications Deleting applications Importing applications Exporting database applications Finding applications Duplicating applications Editing applications Sharing applications Refreshing applications Showing applications in Favorites Sorting applications Showing applications You can decide which team spaces or database applications to display in the list of applications. To show only certain applications, take the following steps: 1. Click the drop-down arrow next to the Show field. 2. Select one of the following options: v All displays all the available team spaces or database applications Copyright IBM Corp

66 v Local shows only the team spaces or database applications that are available locally v Favorites shows only the team spaces and database applications you have added to your Favorites list Once you select an option, the list of applications is automatically updated. Opening applications Creating applications Deleting applications Importing applications Exporting database applications Opening applications To open a team space or a database application from the Application catalog, use one of the following three methods: v Highlight the team space or database application and click File Open. v Double click the name of the team space or database application. v Right click the name of the team space or database application and select Open. Showing applications Creating applications Deleting applications Importing applications Exporting database applications Sorting applications Creating applications To create a team space or database application from the Application catalog, you can either import an existing application or create a new one. To create a new database application, take these steps: 1. Click New. 2. In the New Application window, enter the name of your application in the Name field. 3. Select the template that you want to use in the Template field. 4. Optionally enter a description in the Description field. 5. Click OK. The New Database Application window displays with the name and description of your database application already filled in the Name and Description fields. 6. Under Creation options, select either Blank or From a standard template. If you select to use a template, select the template from the list at the bottom of the window. 7. Click OK to open IBM data access designer and edit your new database application. To create a new team space, take these steps: 60 Managed Client User Guide

67 1. Click New. 2. In the New Application window, enter the name of your application in the Name field. 3. Select the template that you want to use in the Template field. 4. Optionally enter a description in the Description field. 5. Click OK to open and edit your new team space. Opening applications Deleting applications Importing applications Exporting database applications Deleting applications Delete only those team spaces and database applications that you no longer need. Once you delete an application, you will not be able to retrieve it later. To delete a team space or a database application from the Application catalog, use one of the following methods: v Highlight the team space or database application and click the Delete button. v Right click the name of the team space or database application and select Delete. v Click Edit Delete. Showing applications Opening applications Creating applications Importing applications Exporting database applications Importing applications You can import a team space or database application that has been previously exported. You must have the exported file available locally in order to import it. 1. Click File Import. 2. Click Browse to locate and select the team space or database application file that was exported to you. 3. Optionally enter any comments about the team space or the database application. 4. Type a name for the application in the Application Name field. 5. Select the design elements that you want to include in the imported application. To select all design elements, click Select All. To deselect all design elements, click Deselect All. 6. Click OK. Showing applications Opening applications Creating applications Deleting applications Chapter 7. Application catalog 61

68 Exporting database applications Exporting database applications Exporting database applications lets you send them to other users. When you export an application, you are creating a copy of the application to your local system. You can then send the file or post the file in a shared location for other users to access it. Users must import the application to use it. 1. Select a database application to export from the Application catalog, and then click File Export. 2. Click Browse to choose a location to store the database application. Give it a file name with the extension JAR, for example, c:\dbsapps\testdbsapp.jar. 3. Optional: Type a comment about the database application in the Comments field. 4. Select any of these options: v Compress the contents of the JAR file to compress the database application file that you are creating. v Overwrite existing files without warning to suppress any warnings that may display when you are creating the exported database application with the same name as another file in the same directory. v Include database application data to include data as well as design elements in the exported file. 5. Select the design elements that you want to include in the exported file. To select all design elements, click Select All. To deselect all design elements, click Deselect All. 6. Click OK. Showing applications Opening applications Creating applications Deleting applications Importing applications Finding applications To find a team space or a database application in the Application catalog, enter the name of the application in the Find field. Once you start entering characters in the field, the application that best matches the characters becomes highlighted. Only one application is highlighted at a time. Note that the list of applications does not need to be sorted by name in order for you to find an application. Duplicating applications Editing applications Refreshing applications 62 Managed Client User Guide

69 Duplicating applications Duplicating an application allows you to create an exact copy of a team space or database application that already exists. To duplicate an application, take the following steps: 1. Right click the name of the application and select Duplicate. 2. On the New Application window, type the name of the new application and optionally give it a description. 3. Click OK to open and edit your new team space or database application. Deleting applications Finding applications Editing applications Sorting applications Editing applications In order to edit a team space or a database application, you must have certain permissions. If you do not have the proper permissions, the Edit option will be disabled. To edit a team space or database application, take the following steps: 1. Highlight the name of an application. 2. Click File Edit to open and edit the team space or database application. Importing applications Exporting database applications Finding applications Duplicating applications Sorting applications Sharing applications Sharing an application allows you to copy it directly to a shared drive on the server. This is useful in environments where users prefer to post team spaces and database applications directly to a server instead of exporting and importing the applications to and from their local machines. To share a team space or database application, take the following steps: 1. Highlight the application. 2. Right click the name of the application and select Share. All the design elements as well as a copy of the current data are copied to the server. Importing applications Exporting database applications Finding applications Duplicating applications Chapter 7. Application catalog 63

70 Editing applications Refreshing an application s initial data You can refresh the initial data in a remote, server-based application with the current data in your local copy of the application. You must be working with an application that is available online in order to refresh its data. These applications will have a icon in the Available Offline column in the Application catalog. To refresh an online application s initial data on the server, take the following steps: 1. Highlight the name of the application. 2. Click View Refresh Initial Data. A window appears that shows you the status of the refresh. Opening applications Creating applications Editing applications Sharing applications Showing applications in Favorites You can add any application to your Favorites list. This allows you to find easily the applications you use the most. You can show only the applications listed in your Favorites list by selecting Favorites in the Show field in the Application catalog. Applications that are in your Favorites list display an icon in the Favorite column. To add an application to Favorites, take the following steps: 1. Highlight the application. 2. Right click the name of the application and select Show in Favorites. Editing applications Sorting applications You can sort team space and database applications for your convenience. This is especially useful for grouping similar applications and organizing your workspace. To sort a list of applications, take the following steps: 1. Select Tools Sort. 2. Select one of the following options to sort your applications: v v v v Favorites Name Template Owner v Last Updated v Available Offline 3. Select Ascending or Descending to determine the order of the list. 64 Managed Client User Guide

71 Finding applications Duplicating applications Editing applications Keyboard commands This section describes keyboard commands that you can use instead of using a mouse. Refer to the main menus to see the shortcut keys and command keys for each menu item. Keyboard Combination Action DOWN ARROW Navigate down the applications navigator UP ARROW Navigate up the applications navigator PAGE DOWN Navigate down the applications navigator, scrolling to the following page (if applicable) PAGE UP Navigate up the applications navigator, scrolling to the previous page (if applicable) CTRL+HOME Navigate to the top of the applications navigator CTRL+END Navigate to the bottom of the applications navigator SPACE or ENTER While a section header is selected, expand and collapse the header. While a design element type is selected, open the design element editor for this element type. SHIFT+F10 Display the context menu for the selected element Chapter 7. Application catalog 65

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73 Chapter 8. IBM Workplace Documents IBM Workplace Documents IBM Workplace Documents includes library services for creating and storing documents, document locking, and versioning. It includes a set of productivity tools, which allow you to work with word processing documents, presentations, spreadsheets, and project plans. Using Workplace Documents, you can store documents in a local, encrypted data store, which can help increase security against viruses and other risks. You can personalize your list of document libraries. In addition, you can work offline to create, import, edit, and save documents. Document library views Document libraries are organized into the following views: View Displays All Libraries Libraries that you have explicit access to and libraries that are public. Public Libraries Libraries that have unrestricted access. My Libraries Libraries to which you have explicit access. Favorite Libraries Libraries that you specify as your favorites. Private document libraries You have a private document library that is stored on your local machine. It is always available, whether you are working offline or online. The name of your private library is the same as your user name. You can copy documents from your private library to a server library. Working offline You can work with libraries offline. You can synchronize the changes that you made to local copies of the libraries with the libraries that are stored on the server. When you work online, the libraries that are stored on the server are up-to-date and reflect the most recent changes made to the documents and folders. Before you switch to working offline, synchronize. Then the copies of the libraries stored on your local machine are up-to-date, as of the time that you go offline. Preferences You can set preferences that affect the tools that you use and that specify how to save files. IBM productivity tools The IBM productivity tools include a word processing editor, a spreadsheet editor, a presentation editor, and a project planner. If your administrator gives you access to use the IBM productivity tools, you can create and edit documents in libraries. Copyright IBM Corp

74 Working with libraries When you work with libraries, you can perform any of these tasks: v Create a document library v Manage document libraries v Display the contents of a library v Add and remove libraries from Favorite Libraries v Import a new document or folder into a library v Make libraries available for offline use v Work with conflict documents v Refresh libraries Creating a document library You can create a application that contains a document library. If you want to create a document library, the administrator must add you to a user policy that gives you access for creating document libraries. 1. Click the arrow beside Document Libraries, and then click New Library. 2. Enter a name for the new document library. 3. Select a template, and click OK. The new document library appears under Document Libraries. If you want to let others access the document library, you must add them as members in the browser client. For help creating a document library or adding members, click? on the page in the browser client. Managing document libraries You can use your browser to manage the applications that you have created that contain document libraries. 1. Click the arrow beside Document Libraries, and then click Manage Libraries. Your browser opens to the Documents page. 2. You can perform the following tasks on the Documents page. v Delete document libraries that you own. v Open a document library and then manage the library membership or perform other activities. For help managing document libraries, click? on the page in the browser client. Displaying the contents of a library To display a library, click the arrow beside Document Libraries. Click Show, and then select the view that you want to use. Adding and removing libraries from Favorite Libraries You can add libraries that you access frequently to Favorite Libraries. 1. Click the arrow beside Document Libraries, and then click Organize Favorite Libraries. 2. To add a library to Favorite Libraries, select the check box in the Favorite Libraries column. To remove a library from Favorite Libraries, clear the check box. 68 Managed Client User Guide

75 Importing a new document or folder into a library To import a document or folder that is stored on your local machine into a library, your administrator must give you permission to import, and the library owner must give you access to create documents or folders. 1. Select the library into which you want to import a document or folder. 2. Click Import. 3. Select the document or folder to import, and then click Import. Making libraries available for offline use When you make a library available for offline use, a copy of the library is created on your local machine. If you work with a library offline, remember to synchronize frequently. 1. Click the arrow beside Document Libraries, and then click Organize Favorite Libraries. 2. For each library that you want to take offline, select the check box in the Available Offline column. After you confirm that you want to create a local copy of the library, synchronization starts. If you later decide that you no longer want to work with a library offline, clear the check box in the Available Offline column. The local copy of the library will be deleted from your machine. Working with conflict documents While you work offline on a document that is stored in a library on your local machine, other users may be working offline on that same document or working on that same document stored on the server. Then, when you and other users synchronize local libraries with those stored on the server, the Synchronization Conflicts folder may display in the library. A synchronization conflict occurs when the server cannot interpret which document takes precedence. From a synchronization conflict document, you can perform any of these actions: Task Action Resolve a conflict Click Resolve Conflict. In the Resolve Conflict box, click the action that you want to take. Your choices depend on the type of conflict you are resolving. Download a conflict document 1. Open the conflict document that you want to download. 2. Click Export, and then click Download or Download as PDF. 3. Specify where to save the document, and then click OK. Delete a conflict document Click Delete to delete the conflict document. Refreshing libraries You can refresh a library on the server to make sure that you have the latest updates to documents and any new documents or folders that have been added. Chapter 8. IBM Workplace Documents 69

76 Refreshing a library while the IBM Workplace Managed Client is off line updates the lock status of documents within the library, but does not refresh document or library content. 1. Right-click the library that you want to refresh. 2. Click Refresh Document Library. To refresh the list of libraries, click the arrow beside Document Libraries, and then click Refresh Library List. Working with folders When you work with folders, you can perform any of these tasks: 70 Managed Client User Guide v Create a new folder in a library v Copy or move documents to other folders v Copy documents from other folders or libraries v Delete a folder Creating a new folder in a library To create a new folder in a library, the library owner must give you access to create folders. You might want to create a folder to store the documents that you add to the library. 1. Select the library in which you want to create a folder. 2. Click New Folder. 3. Type a name for the folder. 4. Optional: Type a description for the folder. 5. Click OK. Copying or moving a document to a folder or library You can copy or move a document to a folder in the same library or to another library. 1. Right-click the document that you want to copy or move. 2. Click Copy To, or click Move To. 3. Specify the new folder that will store the document. 4. Click OK. If you try to move documents that you do not have permission to move, a message displays listing the documents that were not moved. To copy the documents instead, click Yes. Copying documents from a folder or library You can copy a document from a folder in the same library or from another library. 1. Right-click the target folder into which you want to copy the document. 2. Click Copy from Folder. 3. Select the document that you want to copy into the target folder. 4. Click OK. Deleting a folder To delete a folder, the library owner must give you access to delete folders. When you delete a folder, you delete the entire contents of the folder.

77 1. Right-click the folder that you want to delete. 2. Click Delete. 3. Click OK when you are asked to continue. 4. Optional: If you try to delete a folder that contains documents that you do not have permission to delete, a message displays listing the folders that were not deleted. Perform one of these actions: v To print a record of the folders that were not deleted, click Print. v Review the list of folders, and click OK. Working with documents When you work with documents, you can perform any of these tasks: v Create a new document v Create and work with versions of documents v Replace the current version of a document with a private draft v Edit a document v Delete a document v Download a document Creating a new document To create a document in a library, the library owner must give you access to create documents. 1. Select the library in which you want to create a new document. 2. Click the arrow beside New, and then click one of these options: v v v Document Spreadsheet Presentation v Project Plan 3. When you finish working in the document, perform one of these actions to save the document: Task Save the document but keep it open so that you can continue to work on it. Action Click Save. The document becomes visible in the library. If locking is enabled, the document locks so that others cannot edit it while you continue to work on it. Save and then close the document Click Save and Close. When you save a document, file names cannot contain the following : * # & + < >? \ / %. Creating and working with versions of documents If a library owner enables versioning, you can create and save versions of a document in the library. Using versioning, only the document that you are currently working on is considered to be the current version. Other documents, which are listed in the Version History, are available for you to view and to promote to being the current version. Chapter 8. IBM Workplace Documents 71

78 To work with versions, you must be working online. You can perform any of these tasks: Task Action Create a version Open the document that you want to save as a version, and then click Create Archive Version. Open a version Open a document that has a version history. Then in the Version History list, double-click the version that you want to open. Each version opens on a new tabbed page. Replace the current version with another version Open the version that you want to use as the current version, and then click Promote to Current Version. Download a copy of a version 1. Open the version that you want to download. 2. Click Export, and then click Download or Download as PDF. 3. Specify where to save the document, and then click OK. Replacing the current version of a document with a private draft A private draft is a copy of a document that is saved in a library and that you can edit without making your changes public. Only you can see and access the private drafts that you create. The phrase private draft displays in front of the title of any document that is a private draft. When you replace the current version of a document with a private draft, the draft is removed from the library. 1. Select the document. 2. Open the private draft that you want to use as the current version. 3. Click Save Promote to Current Version. Editing a document To edit a document in a library, the library owner must give you access to create documents. If you are working online and locking is enabled, when you edit a document the document automatically locks so that another person cannot edit the document while you are editing it. To lock a document manually, right-click the document and choose View, then click Lock above the document. 1. Select the document that you want to edit. 2. Click Edit to begin editing the document. If the document can be edited with either your computer s default tool or an IBM productivity tool, then you are presented with the option of which editor to use: v Click Edit With My Computer s Default Tool to use your default editor. 72 Managed Client User Guide

79 v Click Edit With IBM Productivity Tool to use the IBM productivity tool associated with the file type. If your administrator has not given you permission to use the IBM productivity tools, this option will not be available. 3. When you are finished working in the document, perform one of these actions: Task Save the document but keep it open so that you can continue to work on it. Action Click Save. The document locks so that others cannot edit it while you continue to work on it. Save and then close the document Click Save and Close. Save the document as a private draft Click the arrow beside Save, and then click Save as Private Draft. Save the document as a new document in a different folder or library Save the document as a new document with a different file type, such as PDF Setting Documents preferences Deleting a document 1. Click the arrow beside Save, and then click Save as New Document. 2. Select the folder, and then click OK. 1. Click the arrow beside Save, and then click Save as New Document. 2. Select the file type, and then click OK. To delete a document or private draft, the library owner must give you access to delete documents. 1. Select the document or open the private draft that you want to delete, and then perform one of these actions: v To delete a document, click Delete, and then click OK when you are asked to continue. v To delete a private draft, click Delete Draft. 2. Optional: If you try to delete documents that you do not have permission to delete, a message displays listing the documents that were not deleted. Perform one of these actions: v To print a record of the documents that were not deleted, click Print. v Review the list of documents, and click OK. Downloading a document To download a document from a library to your local machine, your administrator must give you permission to export and the library owner must give you access to export documents. 1. Right-click the document that you want to download, and choose View. 2. Click the arrow besideexport, and then perform one of these actions: v Click Download to save the document. v Click Download as PDF to save the document as a PDF file. 3. Specify where to save the document, and then click OK. Chapter 8. IBM Workplace Documents 73

80 Setting Workplace Documents preferences You can set these preferences for Workplace Documents: 1. Click File Preferences Document Management Tools. 2. Select the tools that you want to use for creating documents. 3. Select or clear When using an IBM productivity tool, automatically save every 10 minutes. You can change the number of minutes to a number from 1 to 120. After you initially save a document, the automatic save feature works in the background. 4. Set any or all of these preferences for displaying warning messages: v Select or clear Open other file types in an IBM productivity tool. If the file was not created in an IBM productivity tool, document formatting might be affected. v Select or clear Save documents as different file types. If you change the file type when you save a document, document formatting might be affected. v Select or clear Save documents in a tool other than an IBM tool. If you use a tool that is not the one that was used to create the document, document formatting may be affected. v Select or clear Copy or move documents with versions (versions are not copied or moved). v Select or clear Copy or move a private draft (private drafts are not copied or moved). 5. Click Change Server to enter a new server location if the server where you access document libraries has changed. 74 Managed Client User Guide

81 Chapter 9. Lotus Notes Lotus Notes If you use IBM Lotus Notes 7, you can open and work with Notes databases, views, and documents from IBM Workplace Managed Client without having to open the Notes client separately. To do so, your administrator must first set up the Workplace Managed Client so that you can access Notes applications. To work with Notes applications, click Lotus Notes in the Switcher bar on the left side of the Workplace Managed Client. This opens a bookmarks navigator and a default Notes page. The bookmarks navigator displays your current list of Notes bookmarks. The bookmarks list is synchronized between the Workplace Managed Client and Notes client so that changes you make to the list in the Workplace Managed Client are reflected in the Notes client and vice versa. You can open Notes items--notes databases, views, and documents--in the Workplace Managed Client as you normally open them in Notes. When you open a Notes item, most of the features normally available for the item in Notes are available in the Workplace Managed Client. Press F1 from an open Notes database, view, or document to open Notes Help and see information on specific Notes features. Working with Lotus Notes bookmarks The bookmarks navigator displays your current Lotus Notes bookmarks list. The bookmarks list is synchronized between the IBM Workplace Managed Client and the Notes client so that changes you make to the list in the Workplace Managed Client are reflected in the Notes client and vice versa. Task Description To open the bookmarks navigator In the Switcher bar on the left side of the Workplace Managed Client, click Lotus Notes and, if necessary, specify your Notes ID and password. To open a bookmarked item In the bookmarks navigator, click the bookmark. To hide or display the bookmarks navigator On the right border of the bookmarks navigator, click the arrow icon. To size the bookmarks navigator Drag the right border of the bookmarks navigator. To add a bookmark Open the Notes document, view, or database to bookmark, and then choose Create Bookmark. To remove a bookmark Right-click the bookmark, and then click Remove Bookmark. To rename a bookmark Right-click the bookmark, click Rename Bookmark, and then specify a new name. To add a bookmarks folder Right-click the bookmarks navigator bar, click New Folder, and then specify a folder name and location. Copyright IBM Corp

82 Task Description To move a bookmark to a folder Drag the bookmark to the folder. 76 Managed Client User Guide

83 Chapter 10. IBM data access designer IBM data access designer IBM data access designer allows you to create new database applications and edit existing database applications. In data access designer, you work with the design of the database application. To work with the data stored in a database application, you must be in IBM data access viewer. Database applications contain a data definition, which is made up of one or more tables that you create that define the type of data that you want in your database application. The tables that you create are then used when you design elements -- forms, grids, and reports. Once a database application is created and designed, users can then access the database application and use it in data access viewer. To create a new database application, your user policy that your administrator sets up for you must allow you to create applications. To edit database applications, you must have been given designer access to that application from the database application designer. The Database Applications navigator The Database Applications navigator displays all database applications that you have created, imported, or have editor access to. To save room in the navigator, you can collapse and expand the list of design elements for each database application by clicking the section heading of the database application in the navigator. You can determine which database applications appear in the Database Applications navigator by creating different working sets. A working set is a named set for logical groupings of the database applications. Working sets are useful if you want to view one group of database applications at a time. A database application can appear in more than one working set at the same time. You can edit and delete existing working sets. Deleting a working set will not delete the database applications contained in the set. Creating a working set Create working sets to organize your database applications. 1. Click the arrow beside Database Applications, and then click Select Working Set. 2. Click New. 3. Type a name for the working set in the Working set name field. 4. Select the database applications that you want in the working set. 5. Click Finish. The name of the working set appears in the Database Applications section heading menu. Selecting a working set Once working sets are created, select the working set that you want displayed in the Database Applications navigator. Copyright IBM Corp

84 Database 1. Click the arrow beside Database Applications, and then click Select Working Set. 2. Select the working set you want to display, and then click OK. You can also select the name of the working set from the Database Applications section heading menu. The currently selected working set is listed in the menu with a check mark. Deselecting a working set Deleselect a working set to display all database applications in the Database Applications navigator. Click the arrow beside Database Applications, and then click Deselect Working Set. Once a working set is deselected, the check mark next to the working set name in the Database Applications section heading menu is removed. Editing a working set You can change which database applications appear in a working set. 1. Do one of these actions: v To edit the current working set, click the arrow beside Database Applications, and then click Edit Selected Working Set. v To edit any existing working set, click the arrow beside Database Applications, click Select Working Set, select the working set that you want to edit, and then click Edit. 2. Optional: Change the working set name. 3. Change the database applications in the working set. 4. Click Finish. Deleting a working set Delete working sets that you do not use anymore. Deleting a working set does not delete the database applications within the working set. 1. Click the arrow beside Database Applications, and then click Select Working Set. 2. Select the working set that you want to delete. 3. Click Remove. 4. Click OK. applications The IBM data access tool allows you to create and work with database applications. A database application contains a collection of tables and design elements that you create so that users can enter, work with, and store data. You must plan ahead before creating a database application. Decide what you need the database application for, what kind of data you want to organize, how you want the data organized, and who will use the database application. Once you have planned your database application, you can start to design it in IBM data access designer. Setting an access level for a shared database application on page Managed Client User Guide

85 Creating a database application Creating a database application enables you to record, track, and organize data. When you create a database application, it does not get added to the currently selected working set by default. 1. Click Applications from the Switcher bar. 2. Click New in the Application catalog. 3. Type a name for your database application in the Name field. A database application name must be unique. 4. Select Database as your template. 5. Optional: Type a description of the database application in the Description field. 6. Click OK. 7. In the New Database Application dialog box that opens, under Creation options, select either Blank or From a standard template. If you select to use a template, select the template from the template list. 8. Click Finish. Creating a data definition on page 82 Editing a database application You can edit an existing database application. You cannot edit a shared database application if you do not have designer access in the access control list of the database application. 1. Click Applications from the Switcher bar. 2. In the Application catalog, right-click the name of the database application that you want to edit, and then click Edit. The database application opens in data access designer. Setting an access level for a shared database application on page 81 Duplicating a database application You can create a database application by copying the design of an existing database application. 1. Click Applications from the Switcher bar. 2. In the Application catalog, right-click the name of the database application that you want to duplicate, and then click Duplicate. 3. Type a new name for the database application in the Name field. 4. Optional: Type a description of the database application in the Description field. 5. Click OK. Exporting a database application Exporting a database application lets you give a database application to other users. When you export a database application, you are creating a copy of the database application on your local system. You can then send the file or post the file for other users to access. Users must import the database application to use it. Chapter 10. IBM data access designer 79

86 1. Select a database application to export from the Database Applications navigator, and the click File Export. 2. Click Browse to choose a location to store the database application, and give the database application a file name with the extension JAR. For example, c:\dbsapps\testdbsapp.jar. 3. Optional: Type a comment about the database application in the Comments field. 4. Select any of these options: v Compress the contents of the JAR file to compress the database application file that you are creating. v Overwrite existing files without warning to suppress any warnings that may display when you are creating the exported database application with the same name as another file in the same directory. v Include database application data to include data as well as design elements in the exported file. 5. Select the design elements that you want to include in the exported file. To select all design elements, click Select All. To deselect all design elements, click Deselect All. 6. Click OK. Importing a database application Importing a database application You can import a database that was exported. You must have the exported file available locally in order to import it. 1. Click File Import. 2. Click Browse to locate and select the database application file that was exported to you. 3. Type a name for the database application in the Application name field. The default name is the original name given to the database application, which you can change. You must change the name if it conflicts with an existing database application name. 4. Select the design elements that you want to include in the imported file. To select all design elements, click Select All. To deselect all design elements, click Deselect All. 5. Click OK. Exporting a database application on page 79 Changing database application attributes Once a database application is created, you can change its description, what default design element should open when your database application is first opened, and whether or not the top action bar, which includes the element navigator (Show drop-down list), and the bottom action bar should appear in data access viewer. You cannot change the name of a database application. 1. Click the section heading of a database application to edit its attributes. 2. Do any of these actions in the attributes editor: v Type a new description in the Description field. 80 Managed Client User Guide

87 v Select the design element that you want to open by default in data access viewer in the Default design element drop-down menu. v Display or hide the action bar in data access viewer by selecting or deselecting Show action bar. v Display or hide the element navigator in data access viewer by selecting or deselecting Show element navigator. Related concepts Working with design elements on page 87 Importing an image In order to use images in your database application, you must first import images into the database application so that they are available for all design elements. 1. Under the section heading of the database application in the Database Applications navigator, click Images. 2. Click Import Image. 3. Click Browse to locate and select an image file from your local system. You can import BMP, JPEG, and GIF files. 4. Optional: Edit the name of the image in the Design element name field. 5. Optional: Enter a comment about the image in the Comment field. 6. Click OK. Setting an access level for a shared database application Sharing a database application allows you to put a copy of a database application on a server without needing to first export it and then send it. You can give users access to edit the design of a shared database application through the access control list. Each shared database application has its own access control list that you can modify. If a user does not have access to edit the design of a shared database application, users can only view the database application in data access viewer. v Designers have access to the design of a database application, and have access to modify the design of the database application. The creator of a database application is automatically assigned Designer access when the database application is shared, and is listed as a Designer in the access control list. v Users do not have access to the design of a database application. Users can only view and run the database application that the designer has created. A database application that has not been shared (one that has been created locally), does not have an access control list associated with it until it is shared To share a database application, you must be the owner of the database application. You are the owner of a database application that you have created, imported, or duplicated on your local system. 1. Open the Application catalog. 2. Do one of these actions: v Right-click on the database application that you want to share, and then click Share. The first time that you share a database application, the access control list opens automatically. The access control data is cached locally for each shared database application, so it may take a moment to open the first time. v To update the access control list for an existing shared database application, in data access designer, right-click on the database application name, and then click Access Control List. Chapter 10. IBM data access designer 81

88 3. In the Access Control List dialog box, select the address book that you want to use, and then type text to search on in Search to locate a user name or group name. 4. Select a user name or group name from the name picker, and then click User or Designer to assign the User or Designer access level to the selected name. Note that if a name appears in both the User and Designer list, designer access takes precedence. 5. To remove a name from the User or Designer access list, select a name and then click Remove. 6. Click OK. Data definitions Once you create a database application, you must create a data definition for the database application. Without a data definition, you cannot use your database application. Data definitions define the base data for your database application. Data definitions are made up of tables. Each table includes columns. Columns can appear in data access viewer as different types of fields on a form or as grid and report rows. There must be at least one column identified as the primary key. The primary key column will contain data that can uniquely identify each record in the database application, for example, an invoice number or an ID number. You can assign more than one primary key to a table. If you make changes to a data definition, the Save option is disabled to save your changes. Any changes that you make to a data definition are saved automatically. Creating a data definition A data definition defines the tables of data that are collected and used in your database application. Tables are made up of columns. The column s data type determines the type of data that a user should enter, such as text or an integer. The column s control type determines how the data will be entered, for example in an edit box. When a particular data type cannot be used with a particular control type, that control type will be disabled. 1. Under the section heading of the database application in the Database Applications navigator, double-click Data Definition. 2. From the Palette to the right of the design editor, click Table, then move your cursor to the area in the design editor where you want to drop the table and click in that spot to drop the table. 3. Type a name for the table in the Table name field. 4. For your first column, overwrite Col1 with the name of your first column in the Column name field. 5. Choose one of these data types for the selected column from the Data type drop-down menu: 82 Managed Client User Guide

89 Data type Definition Text Provides a variable-length storage of strings. The upper limit is of Max Value of integer (the exact value is ). Provide a maximum length of characters that are allowed to be entered in the Length field, under Data Type Characteristics. The default length is 30. Once a value is entered and saved, it cannot be changed. Integer Stores whole numbers, which are 32-bit signed integers. Float Provides an 8-byte storage for numbers using the IEEE floating-point notation. Provide a precision value in the Precision field, under Data Type Characteristics. Date Provides a year-month-day date format storage in the database application. Datetime Provides a date and time format based on twenty-four hour clock, permitting a fractional-seconds value of up to nine digits. Name Provides text that represents a fully qualified name. The name should be a WMM ID. NameList Provides names separated by commas. 6. Select Primary key if you want the selected column to be a primary key column. By default, the first column that is created must be a primary key column. You can change this assignment as you create more columns. 7. Optional: Select Nullable if you want to allow a null value, where the user does not have to enter data in this column. If you choose to make a column required, it is recommended that you add an asterisk or hover help to the corresponding control label indicating that it is required for users to enter data. 8. Optional: Type a default value, which appears in the column when viewed in data access viewer, in the Default value field. 9. Select one of these control types for this column: Control type Definition Edit Data is entered in one line. List Box Each choice is displayed with an expanded list box. Users click an entry to select it. You may allow users to select more than one choice by pressing CTRL. Combination Box Each choice is displayed with a drop-down list box. Users click arrows to view the entries. They can then click the choice they want. Users can only click one choice. Check Box Each choice is displayed with a box users click to select. Users can select more than one choice. Radio Button Group Each choice is displayed with a radio button; users can click only one. Name Must be used with the Name data type, to display a name. NameList Must be used with the Namelist data type, to display names separated by commas. Chapter 10. IBM data access designer 83

90 10. To delete columns that you have created, select the column and click Delete. You cannot delete the primary key column. 11. Click OK. Related concepts Data definitions on page 82 Using the datetime data type in design elements and controls on page 106 Changing your primary key on page 85 Editing a table You can edit a table name and the columns that are in the table. You cannot edit the data type or the data type characteristics of a column. 1. Under the section heading of the database application in the Database Applications navigator, double-click Data Definition. 2. Right-click the table that you want to edit, and then click Edit Table. Deleting table data You can clear table data without deleting the table definition. When you delete table data, all of the data that is associated with the table gets deleted. 1. Under the section heading of the database application in the Database Applications navigator, double-click Data Definition. 2. Select the table or tables that you want to delete data from, and then click Design Delete Table Data, or right-click on the table, and then click Delete Table Data. Deleting a table You can delete tables that you do not use from a data definition. When you delete a table, all of the data in the table gets deleted. Any design elements that use the table also need to be deleted. 1. Under the section heading of the database application in the Database Applications navigator, double-click Data Definition. 2. Select the table or tables that you want to delete, and then click Edit Delete. Adding columns Once you have created a table, you can add additional columns at any time. 1. Open the data definition for your database application. 2. Select the table that you want to add columns to from the design editor. 3. Click Add in the Table Info tab in the attributes editor. Editing columns Once you have created a table, you can edit existing columns at any time. Note that data type and data type characteristics of column cannot be changed. 1. Open the data definition for your database application. 2. Select the table that you want to edit columns in from the design editor. 3. Select the column that you want to edit in the Table Info tab in the attributes editor. 4. Click Edit. 84 Managed Client User Guide

91 Deleting columns Once you have created a table, you can delete existing columns at any time. You cannot delete a primary key column. Remember to update any design elements that reference the columns that you delete. Controls that are bound to the deleted column should be removed. 1. Open the data definition for your database application. 2. Select the table that you want to delete columns from in the design editor. 3. Select the column that you want to delete from the Table Info tab in the attributes editor. 4. Click Delete. Changing data definition attributes Once a data definition is created, you can change its description and background color. The background color for a data definition does not appear in data access viewer. Do any of these actions in the attributes editor: v Click the Data Definition Info tab, and then type a new description in the Description field. v Click the Background tab, and then select a color for the data definition by clicking the button next to Color. v Click the Background tab, and then select Use system color to use the user s system color scheme. Changing your primary key Once you have created a table, you can change which columns are designated as the primary key at any time. You can designate more than one column to be the primary key. You cannot reorder the primary key columns. 1. Open the data definition for your database application. 2. Select the table that you want to change the primary key for from the design editor. 3. Click the Primary Key tab in the attributes editor. 4. Do any of these actions: v To designate a column as a primary key, select a column from the Available columns list, and then click the Add icon (+) to move it to the Selected columns list. v To designate a column as not being a primary key, select the column from the Selected columns list, and the click the Remove icon (-) to move it to the Available columns list. Related concepts Data definitions on page 82 Using relationships A relationship is an association between two or more tables within a data definition. Relationships are useful because they allow you to work with data that is in different tables. A relationship consists of a source table that links to one or more columns in a target table. If, for example, a department has several employees, then a record that is created in a department table has the same department ID as several records that are created in an employee table. Chapter 10. IBM data access designer 85

92 All tables in a data definition include one or more primary keys. A primary key is a column whose value is unique in every created record. A relationship consists of one or more columns in a source table that links to the primary key of a target table. The columns of the source table that link to the target table are known as the foreign keys of the source table. There must be an equal amount of foreign keys and primary keys in tables that are joined, the order of the columns must match, and the foreign keys and primary keys must share the same data types and data characteristics. Relationships can go only one way from the source table to the target table. Forms, grids, and reports created for one table can use the data from another table that is joined to it. When you create a form, grid, or report that is using a table that is linked to another table, you will have the option of selecting columns for data binding from both tables. Note that if you select table columns for a form or grid that are available from a relationship, users will not be able to create new records with the form or grid. The foreign key columns of the target table and all columns for the source tables will be read-only. Adding a relationship to a table You can add a relationship to any table. 1. Under the section heading of the database application in the Database Applications navigator, double-click Data Definition. 2. Select a table that you want to use as the source of a relationship, and then click the Relationships tab in the attributes editor. 3. Click Add. 4. Enter a name for the relationship in the Relationship name field. 5. Select the table that you want to link to from the Target table drop-down menu. 6. Select the foreign key column from the source table that you want to act as the link between the two tables in the Available columns list, and then click the right arrow button to move it to the Selected columns list. To move all columns from the source table, click the double-right arrow button. 7. To remove a foreign key column from being used as the link, select the column from the Selected columns list and click the left arrow button. To remove all columns from the Selected columns list, click the double-left arrow button. 8. Click OK. Editing a relationship If you have a relationship created for a table, you can edit the relationship settings. 1. Select the source table of a relationship, and then click the Relationships tab in the attributes editor. 2. Select the relationship that you want to edit, and then click Edit. Deleting a relationship If you do not want to use a relationship anymore, you can delete it. 1. Select the source table of a relationship, and then click the Relationships tab in the attributes editor. 2. Select the relationship that you want to edit, and then click Delete. 86 Managed Client User Guide

93 Working with design elements Database applications are made up of design elements. The design elements are forms, grids, and reports. Forms Forms are useful for entering and editing data for a record in a database application. A form shows one record at a time in data access viewer. Forms can contain many types of decorations and controls such as images, shapes, computed fields, hyperlinks, list boxes, and more. Forms are completely customizable so that they can be designed for any purpose. Grids Grids present data from many records in a format made up of columns and rows. Each record occupies a single row in the grid. A grid shows all the records in a database application. Reports Reports let you organize and present data from multiple records. You can choose what column data to present, group the records by column values, and calculate summary information for them. Opening a design element You can open multiple design elements. Design elements open as tabs across the top of the design editor. 1. Under the section heading of the database application in the Database Applications navigator, double-click a main design element. 2. Select a design element that you created from the list of available design elements, and then click Open Design Element. Previewing a design element You can preview how a design element will look in data access viewer. When you preview a design element, you are opening a portion of data access viewer and some of its functionality is available. 1. Under the section heading of the database application in the Database Applications navigator, double-click a main design element. 2. Select a design element that you created from the list of available items that you want to preview, and then click Preview.. Deleting a design element You can delete design elements that you do not use anymore. 1. Under the section heading of the database application in the Database Applications navigator, double-click a main design element. 2. Select a design element that you created from the list of available design elements, and then click Edit Delete. Creating a form You must have a data definition created before you can create a form. Chapter 10. IBM data access designer 87

94 1. Under the section heading of the database application in the Database Applications navigator, click Forms. 2. Click New Form. 3. Type a name for the form in the Name field. 4. Optional: Type descriptive comments about the form in the Comments field. 5. Select Generate automatically from selected table to create fields on the form from the table columns that you choose. Not selecting this option creates a form with no fields. 6. Select one of these options if you chose to generate fields from the selected table: v Horizontal to lay out the fields horizontally across the width of the form. v Vertical to lay out the fields vertically down the length of the form. 7. Select the table that you want use for the form. 8. Click Next, and then select the columns from the selected table that you want available in the form. If a relationship exists for the selected table, the columns from the joined table appear. Note that if you select table columns that are available from a relationship, users will not be able to create new records with this design element. The foreign key columns of the target table and all columns for the source tables will be read-only. 9. Click Next to add a filter. 10. Click Finish. Related concepts Using the datetime data type in design elements and controls on page 106 Using relationships on page 85 Adding a filter to sort data in data access viewer on page 89 Adding a condition to a filter on page 90 Creating a grid You must have a data definition created before you can create a grid. 1. Under the section heading of the database application in the Database Applications navigator, click Grids. 2. Click New Grid. 3. Type a name for the grid in the Name field. 4. Optional: Type descriptive comments about the grid in the Comments field. 5. Select the table that you want use for the grid. 6. Click Next, and then select the columns from the selected table that you want available in the grid. If a relationship exists for the selected table, the columns from the joined table appear. Note that if you select table columns that are available from a relationship, users will not be able to create new records with this design element. The foreign key columns of the target table and all columns for the source tables will be read-only. 7. Click Next to add a filter. 8. Click Finish. Related concepts Using the datetime data type in design elements and controls on page 106 Using relationships on page Managed Client User Guide

95 Adding a filter to sort data in data access viewer Adding a condition to a filter on page 90 Creating a report You can create three different types of reports: v Columnar, which is a simple tabular layout that doesn t allow summaries or groups. v Columnar with grand totals, which is a simple tabular layout that allows calculated summaries. v Columnar with groups and totals, which is a simple tabular layout that allows grouping of information and calculated summaries. 1. Under the section heading of the database application in the Database Applications navigator, click Reports. 2. Click New Report. 3. Type a name for the report in the Name field. 4. Optional: Type descriptive comments about the report in the Comments field. 5. Select the table that you want use for the report. 6. Select the type of report that you want to create from the Layout drop-down menu. 7. Click Next, and then select the columns from the selected table that you want available in the report. If a relationship exists for the selected table, the columns from the joined table appear. 8. Click Next to add a filter. 9. For Columnar with grand totals reports, click Next to add table columns that you want to summarize on. 10. For Columnar with groups and totals reports, click Next to add table columns to group by, and then click Next to add table columns that you want to summarize on. 11. Click Finish. Adding a filter to sort data in data access viewer Adding a condition to a filter on page 90 Creating summaries for a report on page 91 Creating group settings for a report on page 92 Adding a filter to sort data in data access viewer You can add a filter to sort data by in a form, grid, or report when you create or edit one of these design elements. Filters allow you to organize data that is stored in a database application. Filters can include a sort order list and conditions, but do not have to include both. The order of sorting is determined by the order that the columns are listed in the filter. Adding a filter to sort data by does the following in each of these design elements: v In a form, choose a control that you want the records created by the form to sort by when a user looks at them in data access viewer. The control you choose to sort by determines the order in which the completed records appear. You can choose more than one control to sort by. v In a grid, choose a column that you want the records to sort by in data access viewer. The column you choose to sort by determines the order of the completed records in the grid. You can choose more than one column to sort by. Chapter 10. IBM data access designer 89

96 v In a report, choose a column that you want the report data to sort by in data access viewer. The column you choose to sort by determines the order that the report data is displayed, and allows the data to be grouped so that summaries can be created for the data displayed in that column. Without choosing a column to sort by, you cannot create a group. You can choose more than one column to sort by. 1. Do one of these actions: v If you are creating a new design element, follow the procedure for creating a new design element, and then click Next to proceed to the Add Filters wizard page. v If you are adding or changing the data binding setting for a control, follow the procedure for adding and changing data binding, and then click Next to proceed to the Add Filters wizard page. 2. Click the Order by tab. 3. Select a table in the Tables list. You can select columns from different available tables. The selection of available columns to sort by corresponds to the table that is selected. 4. Select a table column that you want to sort data by under the Order by tab, and then click the right arrow button to move it to the sorting list. 5. Select the column that is being sorted, and then select Ascending or Descending to set the sort order for the data in that column. The up arrow icon next to a column name indicates ascending and the down arrow icon next to a column name indicates descending. 6. To reorder the order that the columns will be sorted, select a column and click the up arrow to move the item up one spot or the down arrow to move the item down one spot. 7. To remove columns from the sorting list, select a column and click the left arrow button. 8. Click Finish. Adding a condition to a filter Creating a form on page 87 Creating a grid on page 88 Creating a report on page 89 Adding a condition to a filter You can add a filter to a form, grid, or report when you create or edit one of these design elements. Filters allow you to organize data that is stored in a database application. Filters can include a sort order list and conditions, but do not have to include both. Conditions allow you to filter with more specific criteria, where certain records that meet a condition are the only ones that are available. The order of conditions executing is determined by the order that the conditions are listed in the filter. 1. Do one of these actions: v If you are creating a new design element, follow the procedure for creating a new design element, and then click Next to proceed to the Add Filters wizard page. v If you are adding or changing the data binding setting for a control, follow the procedure for adding and changing data binding, and then click Next to proceed to the Add Filters wizard page. 90 Managed Client User Guide

97 2. Click the Conditions tab. 3. Select a table in the Tables list. You can select columns from different available tables. The selection of available columns to sort by corresponds to the table that is selected. 4. Click the add condition button to add a condition. 5. Select a column to set a condition on, and operator, and a value from the Column, Operator, and Value drop-down menus. For example, EmployeeTable:SalaryColumn > Note that using the operators LIKE and NOT LIKE associates a SQL wildcard symbol (%) with data that is entered in the column. This symbol can be removed by editing the condition. 6. To add multiple conditions, change the And/Or options for correlating conditions by clicking the item in the And/Or column of the List of conditions, and then selecting And or Or from the drop-down list. 7. To reorder the order of the conditions in the List of conditions, select a condition and click the up arrow to move the item up one spot or the down arrow to move the item down one spot. 8. To remove a condition from the List of conditions, select a condition and click the delete condition button. 9. To edit the value of a condition listed in the List of conditions, select a condition and click the edit condition button. 10. Click Finish. Adding a filter to sort data in data access viewer on page 89 Creating a form on page 87 Creating a grid on page 88 Creating a report on page 89 Creating summaries for a report When you are creating or changing a report, you can create or change the settings that allow you to summarize data from a table column. Adding summary settings allows you to choose a table column whose data you want to be calculated in a specific way, and then displayed in the report. For example, if you have a table that shows salary information for individuals in a department, you can select the salary amount table column and choose to calculate the total amount of money being given in salary for a department. 1. Follow the procedure for creating a Columnar with grand totals or Columnar with groups and totals report, and then click Next to proceed to the Add fields to summarize on wizard page. 2. Select a column that you want to summarize data for in the Available columns list, and then click the right arrow button to move it to the Selected columns list. 3. Select one of these calculations that you want to execute on the selected column in the Selected columns list: v Average to calculate the average value in the selected column. Display the average at the end of the column if no summary bands exist, or in all summary bands. v Count to calculate the number of items in the selected column. Display the count at the end of the column if no summary bands exist, or in all summary bands. Chapter 10. IBM data access designer 91

98 v Maximum to calculate the maximum value in the selected column if no summary bands exist, or in all summary bands. v Minimum to calculate the minimum value in the selected column if no summary bands exist, or in all summary bands. v Sum to sum values in the selected column. Display the total at the end of the column. 4. Click Finish. Creating a report on page 89 Changing summaries for a report You can change the summaries you have set up for a report. To change the summary settings in a report, open the report, select the column that has summary settings applied to it, click the Grand Summary tab in the attributes editor, and then do any of these actions: v Change the label for the summary in the Label field. v Change the type of summary that you want calculated in the Summary type drop-down menu. v Change the color of the entire row of the summary field by deselecting Use system color, and then clicking the button next to Background Color. v Change the font, font style, font size, font color, font effect, and font script for the summary label and data by clicking Choose Font, or select Use default font to use the user s default font. Note that fonts that are chosen in data access designer may or may not be available in data access viewer, depending on the user s system. Not all fonts work across all systems. v To change just the color of the font, click the button next to Color under Font information to select a font color. v To add a summary to a column that was not selected as a summary column when the report was created, select Show summary, and then change the summary attributes. v To remove a summary from a column, select the column that has summary settings applied to it, and then deselect Show summary. Creating summaries for a report on page 91 Creating group settings for a report When you create a report, you can use settings that let you group data entered in data access viewer. Adding group settings lets you choose a table column to group the data by. For example, if you have records being created that show property for sale in different towns, you can select the town table column and choose to group the data in the report by town, so you can see all records that have property for sale by town. You must select a sort by column in the Add filter wizard page to be able to create a group. 1. To create a group, follow the procedure for creating a Columnar with groups and totals report, and then click Next to proceed to the Add fields to group by wizard page. 92 Managed Client User Guide

99 2. Select a column that you want to group data by in the Available columns list, and then click the right arrow button to move it to the Selected columns list. 3. Click Finish. Creating summaries for a report on page 91 Creating a report on page 89 Changing group settings for a report You can change the group header settings or the group summary settings. To change the group settings in a report, open the report, select the column that is set as a group, click the Group tab in the attributes editor, and then do any of these actions: v Change the label for the group header in the Label field. v Change the background color of the group header or the group summary data by clicking the button next to Background Color under the Group header settings section. v Change the font, font style, font size, font color, font effect, and font script for the group label or group summary data by clicking Choose Font under the Group header settings section, or select Use default font to use the user s default font. Note that fonts that are chosen in data access designer may or may not be available in data access viewer, depending on the user s system. Not all fonts work across all systems. v To change just the color of the font for the group header or group summary data, click the button next to Color under Font information of the Group header settings section to select a font color. v To select a column for grouping that was not selected as a grouping column when the report was created, select Group column, and then change the group attributes. v To remove group settings from a column, select the column that has group settings applied to it, and then deselect Group column. Creating group settings for a report on page 92 Changing basic form attributes You can change the descriptive comment in a form, and you can set layout options for when you are working in the form in data access designer. These layout options are not visible in data access viewer. You must save, exit, and then reopen the form for some layout settings to be applied. 1. Click inside the form, and then click the Form Info tab in the attributes editor. 2. Do any of these actions: v Type a new comment in the Comment field. v Display a horizontal and vertical ruler by selecting Show ruler. v Display a grid in the background of the form by selecting Show grid. v Force objects to line up along the grid when you draw, move, or resize them by selecting Snap to grid. v Enter the width and height that you want the grid boxes to be in the Width and Height fields. Grid boxes are measured in pixels. Chapter 10. IBM data access designer 93

100 Enabling form auto-saving You can enable form auto-saving so users do not have to save each record that they create with a form in data access viewer. Enabling this feature disables Save, so users can continue to create new forms without saving explicitly. 1. Click inside the form, and then click the Form Info tab in the attributes editor. 2. Select Enable auto-save of data. Adding and changing a background image for a form You can add an image to the background of a form. 1. Click inside the form, and then click the Background tab in the attributes editor. 2. Click Browse next to the Image source field. 3. Select an image from the list of images, and then click OK. 4. Select one of these repeat patterns for the image from the Repeat drop-down menu: v Once to position the image in the top left of the background. v Vertically to position the image vertically down the background. v Horizontally to position the image horizontally across the background. v Tile to tile the image through the entire background. v Size to Fit to fit the image to the size of the background. v Center to center the picture in the background. Importing an image on page 81 Changing the color of a form and control You can change the color of the background of a form and all form controls and decorations, except Check Box. 1. Click inside the form or control, and then click the Background tab in the attributes editor. 2. Select a color for the background by clicking the button next to Color, or select Use system color to use the user s system color scheme. Changing the font in a design element You can change the font that is displayed in a form, grid, and report. When you change the font at this level, the font is applied to the entire design element, including the static text and the data that is entered by a user using data access viewer. Note that the font attributes specified on a form are used for the labels of all controls on that form, even when a font is specified for the control itself. This allows the label and the contents of a control to use different fonts. Fonts that are chosen in data access designer may or may not be available in data access viewer, depending on the user s system. Not all fonts work across all systems. 1. Click inside the design element, and then click the Font tab in the attributes editor. 2. Click Choose Font to select a font, font style, font size, font color, font effect, and font script, or select Use default font to use the user s default font. 94 Managed Client User Guide

101 3. To change just the color of the font, click the button next to Color to select a font color. Changing basic grid and report attributes You can change a grid s or report s comment, and you can set table options for when the design element is used in data access viewer. 1. Click inside the design element, and then click the design element s Attributes tab in the attributes editor. 2. Do any of these actions: v Type a new comment in the Comment field. v Hide table row lines in the design element by deselecting Show row lines. v Select a color to display in all rows by clicking the button next to Default row color. v Select a color to display in alternate rows by clicking the button next to Alternate row color. Changing grid and report column attributes You can change basic attributes for a grid or report column, including the label, column width, column data alignment, and the control type for the column. 1. Click inside the grid or report column, and then click the Column Attributes tab in the attributes editor. 2. Change the label for the column by typing a label in the Label field. 3. Change the width of the column by entering a value, in pixels, in the Width field. 4. Change how the data in the column should be aligned by selecting an alignment from the Alignment drop-down menu. 5. Change the type of control type assigned to a column by selecting a control type from the Control type drop-down menu. These controls are the same ones listed in the Pallete. Working with controls and decorations You can add controls, such as a button or list box, to a design element. You can also add decorations, which is a type of control, such as a rectangle or ellipse. These features allow you to enhance your design element and customize your database application. Adding a control to a design element You can add available controls and decorations to forms, grids, and reports. 1. Click inside the design element. 2. From the Palette to the right of the design editor, click one of these controls or decorations, then move your cursor to the area in the design editor where you want to drop the control or decoration and click in that spot to drop the control. Control or Decoration Description Edit Control. Data is entered in one line. Available for forms, grids. Multiline Edit Control. Data is entered in multiple lines. Available for forms. Chapter 10. IBM data access designer 95

102 Control or Decoration Description Button Control. Always execute the Activate event when clicked. Execute an assigned action when the event occurs. Available for forms. List Box Control. Each choice is displayed with an expanded list box. Users click an entry to select it. You may allow users to select more than one choice. Available for forms. Combination Box Control. Each choice is displayed with a drop-down list box. Users click arrows to view the entries. They can then click the choice they want. Users can only click one choice. Available for forms, grids. Check Box Control. A value is displayed with a box. Users change the value by checking or unchecking the box. Available for forms, grids. Radio Button Group Control. Each choice is displayed with a radio button; users can click only one. Available for forms. Hyperlink Control. Open an assigned Web address when clicked. Also functions like a button, for example, associate a Load action with a hyperlink s Activate event, so that clicking the link opens a different design element. Available for forms. Computed Field Control. Read-only edit control that outputs the result of an expression, where the expression may contain references to the columns of the table. Note that if a computed field in a form is bound to a Name or Namelist type of column, a live name control displays -- users can see if the named user(s) is online and can click the control to chat with that person. Available for forms, grids, reports. Output Control. Read-only edit control that binds to a field in the data definition. Appears as text. Available for grids, reports. Text Decoration. Free-form text. Available for forms. Rectangle Decoration. Free-form rectangle shape. Available for forms. Line Decoration. Free-form line, vertical or horizontal. Available for forms. Rounded Rectangle Decoration. Free-form rectangle shape with rounded edges. Available for forms. Ellipse Decoration. Free-form ellipse shape. Available for forms. Image Decoration. Free-form image. Available for forms. Related concepts Using the datetime data type in design elements and controls on page 106 Importing an image on page Managed Client User Guide

103 Layering controls and decorations If you have multiple controls and decorations on a form, you can layer them. For example, if you have an image decoration on your form, you can layer an edit control over the image so that the image acts as a background for the edit control. Note that not all combinations of layering controls will display properly in data access viewer. Right-click on a control that you want to push back or bring forward, and then click one of these options: v Order Bring to Front to bring the control one layer forward. v Order Send to Back to send the control one layer back. Aligning and sizing multiple controls and decorations If you have multiple controls and decorations on a form, you can align them up and size them so they all match. The control or decoration that is selected last, when you are selecting multiple controls, is the priority control that all other controls align or size up to. 1. Press and hold CTRL and then select two or more controls and decorations that you want to align and size together. 2. Right-click on one of the selected controls, and then click one of these options: v Alignment Align Left to bring all selected items to the left border of the priority control. v Alignment Align Right to bring all selected items to the right border of the priority control. v Alignment Align Top to bring all selected items to align with the top of the priority control. v Alignment Align Bottom to bring all selected items to align with the bottom of the priority control. v Alignment Align Center to center all selected items in a group vertically. v Alignment Align Middle to center all selected items in a group horizontally. v Size Match Size to match the size of the selected items by the width and height of the priority control. v Size Match Height to match the size of the selected items by the height of the priority control. v Size Match Width to match the size of the selected items by the width of the priority control. Adding and changing the name and label for a control Names of controls are not visible in data access viewer. Labels are visible in data access viewer. You can change the name and labels for all form controls. You cannot change the label position for these controls: v Button v Check Box v Hyperlink 1. Click inside the control, and then click the Basics tab in the attributes editor. 2. Enter a name for the control in the Name field. Chapter 10. IBM data access designer 97

104 3. Enter a label for the name in the Label field. 4. Select a position for where the label should be in relation to the control next to Label position. Changing the size, position, and tab order of a control You can change the size or placement of a form control or decoration in the design editor. You can also determine a tab order for a control. Tab order determines the order in which the control gets focus when a user presses TAB. For example, if you have three controls in a form, enter a tab order for each control with a value of 1, 2, and 3. You can change the size and position of all form controls and decorations. You cannot change the tab order for these decorations: v v v Text Rectangle Line v Rounded Rectangle v Ellipse 1. Click inside the control, and then click the Basics tab in the attributes editor. 2. Do any of these actions: Task Action Change the width of the control or Enter a value, in pixels, in the Width field. decoration Change the height of the control or Enter a value, in pixels, in the Height field. decoration Place the control or decoration starting from Enter a value, pixels, in the Top field. the top of the design editor Place the control or decoration starting from Enter a value, in pixels, in the Left field. the left of the design editor Determine a tab order for a control Enter a tab order value in the Tab order field. Adding and changing the data binding for a control or column Form controls and columns in grids and reports must be bound to a data type in a table column. The available options that are available and that can be changed in a form control, or grid or report column vary based on the data type of the column. When you add new control, you must bind a table column from the data definition data to the control. You can add or change data binding for these form controls: v Edit v Multiline Edit v List Box v Combination Box v Check Box v Radio Button Group v Output 1. Click inside the control, or grid or report column, and then click one of these tabs in the attributes editor: 98 Managed Client User Guide

105 v Basics for form controls. v Binding for grid or report columns. 2. Select a table column from the Data binding drop-down menu. 3. To change the table or table columns that are available to be bound to a control, click Add Columns, and then change the table and select new table columns. Your selections appear in the Data binding drop-down menu. Using computed fields in forms, grids, and reports on page 103 Changing data entry settings in an edit or multiline edit control You can change how you want data to be entered in an Edit or Multiline Edit control. For example, if you want data to be entered in all upper case letters, select Upper case. 1. Click inside the control, and then click the Basics tab in the attributes editor. 2. Select the type of data input that you want from the Input mode drop-down menu. Changing the availability of a control and decoration You can choose whether a form control or decoration should be visible, enabled, or read-only when viewed in data access viewer. You can change the visible, enabled, or read-only settings for these controls: v Edit v Multiline Edit v List Box v Combination Box v Check Box v Radio Button Group You can change only the visible setting for these controls: v Button v Hyperlink v Computed Field v v v Text Rectangle Line v Rounded Rectangle v Ellipse 1. Click inside the control or decoration, and then click the Basics tab in the attributes editor. 2. Do any of these actions: Task Action Make a control visible or hidden Select or deselect Visible. Chapter 10. IBM data access designer 99

106 Task Action Make a control enabled or disabled Select or deselect Enabled. Note: Selecting or deselecting Enabled is data specific, not control specific. Setting a control to disabled (deselecting Enabled), changes the flag on the data bind element, which means that all controls bound to that data element will inherit its enablement setting. Make a control read-only or editable Select or deselect Read only. Changing the cursor, hover help, and inline help for a control or decoration You can select the type of cursor that appears when a user s mouse hovers over a control or decoration. You can create hover text for when a user s mouse hovers over a control. You can create Help text for a control, which appears when a user has focus in a control and presses SHIFT+F1. Hover text and help are useful if you want to tell a user that data entry in a field is required. You can change the cursor, hover help, and inline help for all form controls. You can change only the cursor setting for decorations. 1. Click inside the control or decoration, and then click the Basics tab in the attributes editor. 2. Do any of these actions: Task Action Change the type of cursor that appears when a user s mouse hovers over the Select a cursor style from the Cursor drop-down menu. control or decoration Provide hover text for a control Type text in the Hint field. Provide inline Help for a control Type text in the Help field. Securing data entry for an edit control If you have an edit control on your form that requires sensitive information to be entered by a user, for example a password, you can mark the edit control as a password field. The data entered in the field will appear in the default password symbol that your operating system uses, for example an asterisk. 1. Click inside the edit control, and then click the Options tab in the attributes editor. 2. Select Password. Adding and changing a border for a control or decoration You can put a border around all form controls and the Text decoration. 1. Click inside the control or decoration, and then click the Border tab in the attributes editor. 2. Select a border style from the Style drop-down list. 3. Select a color for the border by clicking the button next to Color. 4. Enter the width that you want the border to be in the Width field. Borders are measured in pixels. 100 Managed Client User Guide

107 Changing word wrapping and scroll bar options for a multiline edit control You can change the word wrapping settings and the scroll bar settings for a multiline edit control. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Do any of these actions: v Turn word wrapping on or off for the control by selecting On or Off under Wrapping. v Enable a vertical or horizontal scroll bar for the control by selecting Vertical scroll or Horizontal scroll under Scrolling. You can enable both types of scroll bars. However, if word wrapping is on, you cannot enable the horizontal scrolling. Adding and changing a button image You can add or change an image for a button. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Click Browse next to the Image source field. 3. Select an image from the list of images, and then click OK. Importing an image on page 81 Changing scroll bar and multiple select options for a list box control You can change scroll bar options and multiple select options for a list box control. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Select whether you want a vertical or horizontal scroll bar by selecting one of these options under Vertical scroll bar or Horizontal scroll bar: v Auto to automatically display a scroll bar only when needed. v Never to never display a scroll bar. 3. To allow users to select multiple items in a list box, select Multiple select. Changing style options for a combination box control You can change the style of a combination box control in forms and grids. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Select any of these options under Style: v Drop down to display the choices in a drop-down menu. v Select Read only if you do not want users typing data in the list. In forms, you must select Drop down to be able to select Read only. v Select Simple to display choices in a list box. Adding and changing an image and value for a check box control You can use an image for the check box label in forms, and you can change the checked or unchecked values that appear by default in a check box control in forms and grids. A check box can have two values stored -- a checked value and an unchecked value. By default the checked value is true and the unchecked value is false. However, you can provide your own checked and unchecked values. For Chapter 10. IBM data access designer 101

108 example, if a check box control is bound to a field called Gender, possible values are checked = Male and unchecked =Female. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Do any of these actions: v Click Browse next to the Image source field, select an image from the list of images to use as a label, and then click OK. v List the values that will be stored in the database application that you want to be checked by default in the Checked field under Values stored in database. v List the values that will be stored in the database application that you want to be unchecked by default in the Unchecked field under Values stored in database. Importing an image on page 81 Changing the layout of a radio button group You can display radio buttons horizontally or vertically. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. To display the radio buttons horizontally across the control, select Horizontal under Orientation. 3. To display radio buttons vertically down the control, select Vertical under Orientation. Setting up a hyperlink If you add a hyperlink to a form, you need to set up the Web address and link colors. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Type a Web address in the URL field. To preview the Web page to make sure the Web address is correct, click Preview to launch the Web address in your default browser. 3. Do any of these actions: v Select a color for the link by clicking the button next to Link color. Select Use system color to use the user s system colors. v Select a color for the link for when the user s mouse is hovering over the link by clicking the button next to Hover color. Select Use system color to use the user s system colors. v Select a color for the link for after it has been clicked by clicking the button next to Visited color. Select Use system color to use the user s system colors. Adding and changing text for a text decoration You can add or change the text for the text decoration on a form. 1. Click inside the decoration, and then click the Options tab in the attributes editor. 2. Type or change the text that you want to appear in the text decoration in the Text field. 102 Managed Client User Guide

109 Changing the stroke width and color for a decoration You can change the stroke width or stroke color for a rectangle, line, rounded rectangle, or ellipse. The stroke width for a decoration is the width of a line control or the outline of a decoration. The stroke color is the color of a line control or the outline of a decoration. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. Enter the stroke width value, in pixels, that you want for the decoration in the Stroke width field. 3. Select a color for the stroke by clicking the button next to Stroke color. Changing the orientation of a line When you add a line to a form, it can be vertical or horizontal. 1. Click the line, and then click the Options tab in the attributes editor. 2. Do one of these actions: v Select Horizontal to place the line horizontally across the form. v Select Vertical to place the line vertically down the form. Using computed fields in forms, grids, and reports Data access tool uses XPath expressions for computed fields. You can add computed fields to forms, grids, and reports. Computed fields are controls that display a calculated value rather than a value from a field in a database. The expression that is entered into the XPath editor is evaluated in data access viewer and displayed. Computed fields are not bound to data, and display a read-only value when viewed in data access viewer. For detailed documentation on XPath functions and how to use them, refer to the World Wide Web Consortium Web site at (Note that the reference to is provided for your convenience only, and IBM makes no representations or warranties, expressed or implied, regarding any information or materials posted on such Web site.) 1. From the Palette to the right of the design editor, click Computed Field, then move your cursor to the area in the design editor where you want to drop the computed field and click in that spot to drop the field. 2. Click inside the computed field. 3. Depending on the design element that you are in, click Binding or Computed Expression in the attributes editor. 4. Do one of these: v Click the Fields tab to select an available field from the data definition, and then click Insert. When you insert a field into an XPath expression, the name of the field is converted into the correct representation for a XPath expression. v Click the Functions tab to select a XPath function for the expression, and then click Insert. v Enter a XPath expression directly in the edit box to the right of the Fields and Functions tabs. Chapter 10. IBM data access designer 103

110 Creating the list for a list box, combination box, and radio button group If you have added a list box, combination box, or radio button group control to a form or grid column, you must then set up the list that is displayed in the control. 1. Click inside the control, and then click the Options tab in the attributes editor. 2. To use values that you want to customize yourself, select Custom values from the Choose selection method drop-down menu. Then do any of these actions: Task Action Add a new list entry Click Add, and then type the value that you want for one list entry in the Value column. Edit an existing list entry Click in the row that you want to edit and then click Edit. Enter a value in the Value field, and then click OK. Add a label, which appears instead of a Click in the row that you want to add a label value in forms (values appear in grids and to, and then click Edit. Enter a label name in reports) the Label field, and then click OK. Reorder the list entries Click in the row that you want to move, and then click Up to move the entry up one spot, or click Down to move the entry down one spot. 3. To use values from a table that you define, select Values defined from table columns from the Choose selection method drop-down list. Then follow these steps: a. Click Add Columns to select the tables and columns that you want to use for the Select table and Select label drop-down list. You can also set a filter condition on the Filters page of the wizard launched using the Add Columns button, which allows filtering of data populated in the control. b. Select a column value from the list of columns. c. To display a label for the selected column value, which appears instead of the value, select Select label, and then select the label from the label table. Using events in design elements and controls Simple actions can be attached to events which occur in a design element or control. Each event may execute one or more simple actions in the order that you specify. Simple actions can be attached to events in a form, a form control, such as a button, a grid, a grid column, and a report. Some events are available for forms, grids, and reports, while other events are available for form controls and grid columns. When you select a simple action, inline Help is provided for each action and argument, if an argument is available for a selected action. Events for forms, grids, and reports These events are available for forms, grids, and reports. Event name Description On Load The form has loaded On Link Exception There is a problem connecting to a data source 104 Managed Client User Guide

111 Event name Description On Link Error There is a problem connecting to a data source, but is not critical On Compute Exception A failure occurred while evaluating an XPath expression On Save The event is received at the save event start On Save Done The save completed successfully On Save Error An error occurred while performing the save On Insert An item was successfully added to the data store On Delete An item was successfully removed from the data store Events for form controls and grid columns You can add an event to all form controls. These events are available for form controls and grid columns. Event name Description On Previous Received focus from a control that follows this control in the document navigation order On Next Received focus from a control that precedes this control in the document navigation order On Focus An event was sent to cause the control to receive focus On Help (Not available for buttons or hyperlinks) On Hint (Not available for buttons or hyperlinks) Received in response to a user s request for help Received in response to a user s request for a hint On Activate The user activated a control by clicking the control, or activated the control through the keyboard On Value Changed (Not available for buttons or hyperlinks) On Valid (Not available for buttons or hyperlinks) On Invalid (Not available for buttons or hyperlinks) The value of a control changed The value of a control changed, and it was valid The value of a control changed, and it was not valid On Focus In The control received focus On Focus Out The control lost focus Adding a simple action You can add a simple action to a form, form control, grid, grid column, or report. 1. Click inside the design element or control, and then click the Event tab in the attributes editor. Chapter 10. IBM data access designer 105

112 2. Select an event and then click Add. 3. Select an action from the Action drop-down menu. 4. If necessary, select an argument for the action from the Arguments drop-down menu. 5. Click OK. Editing a simple action You can edit a simple action that is attached to an event in a design element or control. 1. Click inside the design element or control, and then click the Event tab in the attributes editor. 2. Select the simple action that you want to edit, and then click Edit. Deleting a simple action You can delete a simple action that is attached to an event in a design element or control. 1. Click inside the design element or control, and then click the Event tab in the attributes editor. 2. Select the simple action that you want to delete, and then click Delete. Changing the order of simple actions Simple actions are executed in the order that they are listed in the Events tab. You can reorder the list of simple actions. 1. Click inside the design element or control, and then click the Event tab in the attributes editor. 2. Select the event that you want to move up or down in the list of simple actions, and then do one of these: v Click Move Up to move the selected simple action up one spot in the list. v Click Move Down to move the selected simple action down one spot in the list. Using the datetime data type in design elements and controls The datetime data type can be chosen for a table column when you are creating tables in a data definition. A field or column with the datetime data type contains both the date and time in the same field of the record when viewed in data access viewer. Datetime in forms and grids You can select a datetime table column when creating a form or grid. If you choose a datetime column, two controls or two columns are created on the form or grid respectively so you can use one as a date picker and the other as a time picker. Datetime in controls You can choose to bind a datetime table column to an edit control that you add or edit. If you select an edit control that is bound to a datetime table column, you can choose to use a date picker or a time picker for that control in the Options tab of the attributes editor. A date picker allows users of the form to edit the date portion 106 Managed Client User Guide

113 of the field. A time picker allows users to edit the time portion of the field. To use a date picker and a time picker, add two edit controls, so that one can use a date picker and the other a time picker. You can choose a datetime data type for an output control or you can specify datetime in a computed field. If you use datetime in an output control or computed field, the date and the time are present in the text that is displayed in data access viewer. Creating a data definition on page 82 Creating a form on page 87 Creating a grid on page 88 Adding a control to a design element on page 95 Using computed fields in forms, grids, and reports on page 103 Keyboard commands This section describes keyboard commands that you can use instead of using a mouse. Refer to the main menus to see the shortcut keys and command keys for each menu item. Database Applications navigator and attributes editor You can use keyboard commands to navigate within the Database Applications navigator and attributes editor. Keyboard Combination Action DOWN ARROW Navigate down the navigator UP ARROW Navigate up the navigator PAGE DOWN Navigate down the navigator, scrolling to the following page (if applicable) PAGE UP Navigate up the navigator, scrolling to the previous page (if applicable) CTRL+HOME Navigate to the top of the navigator CTRL+END Navigate to the bottom of the navigator SPACE or ENTER While a section heading is selected, expand and collapse the heading. While a design element type is selected, open the design element editor for this element type. SHIFT+F10 Display the context menu for the selected element CTRL+F7 Access the first tab of the attributes editor while in a design element SHIFT+TAB, and then RIGHT ARROW Move to the next tab in the attributes editor Form design editor You can use keyboard commands to do tasks in the form design editor. Chapter 10. IBM data access designer 107

114 Keyboard Combination Action LEFT ARROW Move the selected object(s) to the left by one pixel RIGHT ARROW Move the selected object(s) to the right by one pixel UP ARROW Move the selected object(s) up by one pixel DOWN ARROW Move the selected object(s) down by one pixel CTRL+LEFT ARROW Move the selected object(s) to the left by ten pixels CTRL+ RIGHT ARROW Move the selected object(s) to the right by ten pixels CTRL+UP ARROW Move the selected object(s) up by ten pixels CTRL+DOWN ARROW Move the selected object(s) down by ten pixels ALT+ RIGHT ARROW Select the next object in logical order ALT+LEFT ARROW Select the previous object in logical order ALT+SHIFT+LEFT ARROW Append the next object in logical order to the list of selected object(s), and give focus to this object ALT+SHIFT+RIGHT ARROW Append the previous object in logical order to the list of selected object(s), and give focus to this object DELETE Delete the selected object F2 Directly edit selected control SHIFT+DOWN ARROW Increase the height of the selected object(s) by one pixel SHIFT+UP ARROW Decrease the height of the selected object(s) by one pixel SHIFT+LEFT ARROW Decrease the width of the selected object(s) by one pixel SHIFT+RIGHT ARROW Increase the width of the selected object(s) by one pixel CTRL+SHIFT+DOWN ARROW Increase the height of the selected object(s) by ten pixels CTRL+SHIFT+UP ARROW Decrease the height of the selected object(s) by ten pixels CTRL+SHIFT+LEFT ARROW Decrease the width of the selected object(s) by ten pixels CTRL+SHIFT+RIGHT ARROW Increase the width of the selected object(s) by ten pixels ALT+SHIFT+L Align selected object left ALT+SHIFT+T Align selected object top ALT+SHIFT+R Align selected object right ALT+SHIFT+B Align selected object bottom ALT+SHIFT+M Align selected object middle ALT+SHIFT+C Align selected object center 108 Managed Client User Guide

115 Grid and report design editor You can use keyboard commands to do tasks in the grid and report design editor. Keyboard Combination Action LEFT ARROW Select the column to the left of the currently selected column. If no column is selected, then select the first one. RIGHT ARROW Select the column to the right of the currently selected column. If no column is selected, then select the first one. SHIFT+LEFT ARROW Increase the size of the selected column by one pixel SHIFT+RIGHTARROW Decrease the size of the selected column by one pixel CTRL+SHIFT+LEFT ARROW Increase the size of the selected column by ten pixels CTRL+SHIFT+RIGHTARROW Decrease the size of the selected column by ten pixels CTRL+LEFT ARROW Move the column to the left CTRL+RIGHT ARROW Move the column to the right Palette Use menu commands for each control and decoration listed in the data access designer Palette. For the forms and data definitions, a selected item from the Palette is added to the top left of the design editor. For grids and reports, a selected item is added to the right of the selected column. Chapter 10. IBM data access designer 109

116 110 Managed Client User Guide

117 Chapter 11. IBM data access viewer Using IBM data access viewer IBM data access viewer is a tool that lets you add, edit, and delete data in database applications and view summaries of records stored in database applications in runtime. A record is a set of related information in a database. For example, in an employee database, the information on each employee (name, address, date of birth, and so on) is a record. In the data access viewer, records appear in forms, grids, or reports. Forms consist of one record, grids consist of multiple records, and a report is a summary of records in the database. Forms, grids, and reports are referred to as the application s design elements. Opening a database application Navigating a database application Creating records Deleting records Duplicating records Refreshing records Sorting records Filtering records Showing all records Hiding records Printing records Finding and replacing characters in records Opening a database application To view a database application in data access viewer, you must first click Applications in the Switcher bar to display the Application catalog. The Application catalog displays a list of all the available applications. To open an application, take the following steps: 1. Highlight the application you want to open. 2. Open the application by clicking File Open. The application opens using the default design element that was configured by the application designer. Navigating a database application Navigating a database application Every database application is made up of at least one form or grid and optionally a report. Forms and grids let you edit, delete, and create new records of data, and reports let you view and print the data and any available summaries of the data. Copyright IBM Corp

118 When you open an application in data access viewer, you can see which design elements are available by displaying them in the Show drop-down field on the action bar. You can navigate among the available forms, grids, and reports by clicking the Back and Forward icons on the action bar or by clicking View Back and View Forward. Creating records Deleting records Duplicating records Creating records You can create new records in forms and grids. To create a record, take the following steps: 1. Click New on the action bar. 2. Fill in information into the available fields. 3. Click Save on the action bar. Note that this action saves the entire table, not the record. This means that you need to save all changes to records individually. Note: If Save is disabled, the application designer configured the application to auto-save. This means that the application is automatically saved without you having to explicitly save the data. Deleting records Duplicating records Deleting records You can delete records that you no longer need. In a form or grid, delete the record you are currently using by clicking Delete and then Save in the action bar. In a grid, delete multiple records at the same time by taking the following steps: 1. Press the Ctrl button and continue pressing it. 2. Highlight the records that you want to delete. 3. Click Delete. 4. Click Save. Creating records Duplicating records Refreshing records Duplicating records 112 Managed Client User Guide Duplicating a record means making an exact copy of the currently selected record. Once you duplicate a record, you will have two records with identical information. In a form or grid, duplicate the record you are currently using by clicking Duplicate and the Save in the action bar. In a grid, duplicate multiple records at the same time by taking the following steps: 1. Press the Ctrl button and continue pressing it. 2. Highlight the records that you want to duplicate. 3. Click Duplicate.

119 4. Click Save. Any requirements that the application designer configured for the original record also apply to the duplicate record. For example, if you are required to enter a value in a field in the original record (often indicated with an asterisk), that same field will be required in the duplicate record. You must satisfy any requirements before you attempt to save. Otherwise, you will get an error message and will not be able to save your changes. Hint: To find out about any requirements for fields, try hovering your cursor over a field to display a tool tip, or put focus on the field and press F1 to get help about the selected field. Keep in mind that these options may not be enabled. Creating records Deleting records Refreshing records You can refresh records to return to the current state of your last save. To refresh records, take the following steps: 1. Click Refresh in the action bar. 2. If you have made changes since the last save, you will be prompted to save your changes. Select Yes to save your changes or No to lose the changes you have made since the last save. Creating records Deleting records Duplicating records Closing the current database application When you have finished working with a database application, click Exit in the action bar to close it. You may be prompted to save changes to the form or grid you are using. Opening a database application Navigating a database application Navigating among records When working with several records in the same database application, you will probably want to navigate among them as you make updates. The IBM data access viewer provides several options for navigating among records. To go the previous record, click Record Previous. To go to the next record, click Record Next. To go the first record, click Record First. To go to the last record, click Record Last. Chapter 11. IBM data access viewer 113

120 To navigate to a specific record number, take the following steps: 1. Click the field between < and > icons on the action bar to open the Go to record window. 2. Enter the number of the desired record in the Go to record field. 3. Click OK. Sorting records Filtering records Hiding records Printing records Sorting records You can sort records in ascending (for example, A - Z) or descending order (Z - A) as a way to group similar records and better organize your data. To sort records, take the following steps: 1. Click Sort in the action bar. 2. On the Sort dialog window, use the > button to add columns from the Available Columns field to the Sort by Columns field. If you add a column and then decide not to include it, use the < button to remove it. 3. Use the up and down arrows to select a column. 4. Select either Ascending or Descending for each selected column. The default sort order is Ascending. 5. Click OK. In a grid, you can toggle between an ascending and descending column order by clicking the up and down arrows in the column titles. Filtering records Hiding records Printing records Filtering records You can find and display particular records by filtering them according to the column values within forms and grids. This saves you time by allowing you to find certain records without having to navigate through them one by one. To filter records within a form, take the following steps: 1. Click Filter in the action bar. 2. In the Filter dialog, enter one or more values in the fields to select which records to display. For example, you may be working with a form that contains a field for entering the names of countries. If you want to filter and view all the records for a particular country, then enter the name of that country in its corresponding field in the Filter dialog. 3. Click OK. To filter records within a grid, take the following steps: 1. Click Filter in the action bar. 114 Managed Client User Guide

121 2. Under the name of each column, a new cell appears with a value [ALL]. Highlight one of these new cells at a time to filter the records in the database that use this column. 3. A drop-down arrow appears with the [ALL] value as well as the rest of the column values. Select the value that you want to display in your record. Note: When you specify a column value, only the records that contain an exact match for that column value are displayed. if you select [ALL], then the values in those columns are not filtered. Another way to remove filtering is to select Show All. Sorting records Showing all records Hiding records Printing records Showing all records In a grid, you can show all the records in a database application at one time. This is useful when you have hidden or filtered certain records but are ready to view all the records at one time again. To show all records, click Show All in the action bar. Filtering records Hiding records Hiding records You can hide a record so that it will not display in a grid. To hide a record, do the following: 1. Highlight the record. 2. Click Hide in the action bar. Filtering records Showing all records Printing records You can print forms, grids, and reports to a printer or to a file on your computer. Printing to a file is useful if you do not have a printer connected to your computer and would like to print to a disk. If you print more than one copy of the print job, select Collate copies to have IBM Workplace Managed Client print one copy of the whole print job before printing another. Otherwise, all copies of page 1 are printed, and then all copies of page 2, and so on. To print a form, grid, or a report, click File Print. To see a preview of your print job before you print it, click File Print Preview. Note: In order to print background colors and images that appear in your form, grid, or report, you must first enable your browser to print them. The way to enable printing background colors and images depends on your browser. In Internet Explorer V6, take the following steps: Chapter 11. IBM data access viewer 115

122 1. Click Tools Internet Options Click the Advanced tab. 3. Under Printing, check the Print background colors and images option. 4. Click OK to save your changes. In Mozilla V1.4, take the following steps: 1. Click File Page Setup. 2. Check the Print Background (colors and images) option. 3. Click OK to save your changes. Sorting records Filtering records Showing all records Hiding records Finding and replacing characters in records Finding and replacing characters in records You can find and replace characters (text, symbols, and numbers) in records to simplify the process of making global changes. To find and replace characters, take the following steps: 1. Click Edit Find/Replace. 2. In the Replace window, fill in the following information: v In the Find what field, enter what you are trying to find. v In the Replace with field, enter your replacement value. v Optionally select to match the whole word, match the case, or wrap the search. v Select the direction of the search (up or down). 3. Click Find Next. This highlights the first occurrence of the search string. 4. Click Replace to replace just that one occurrence or click Replace All to replace all occurrences of the search string. Filtering records Printing records Keyboard commands This section describes keyboard commands that you can use instead of using a mouse. Refer to the main menus to see the shortcut keys and command keys for each menu item. General keyboard commands The following keyboard commands apply to all parts of the data access viewer: Keyboard Combination Action SHIFT+F10 Display the context menu for the selected element 116 Managed Client User Guide

123 Keyboard Combination Action CTRL+F7 Call the applications view switcher. Allow to select a view to activate. ALT+ARROW_LEFT Navigates back to the previous design element. ALT+ARROW_RIGHT Navigates forward to the next design element. F5 Refreshes the data in the current design element. CTRL+SHIFT+HOME Moves to the first record in the table. CTRL+SHIFT+ ARROW_LEFT Moves to the previous record in the table. CTRL+SHIFT+ ARROW_RIGHT Moves to the next record in the table. CTRL+SHIFT+END Moves to the last record in the table. CTRL+G Opens the Go to Record dialog where you can specify the record number to navigate to. CTRL+Z Undo the last change to the data. CTRL+Y Redo the last undone change to the data. CTRL+F Open the Find / Replace dialog. CTRL+P Open the Print dialog. CTRL+S Save the changes to the current design element. ALT+UP ARROW or ALT+DOWN ARROW Access a date picker, while focus is in the date picker field. Keyboard commands for grids The following keyboard commands apply to grids only: Keyboard Combination Action F2 Activate a cell editor in the first column that has a cell editor in the current row. CTRL+F2 Activate a cell editor in the last column that was edited in the current row. SHIFT+F2 Activate a cell editor in the last column that has a cell editor in the current row. F3 Activate a cell editor in the same column, previous row. If the focus is not in a cell editor, then activate the cell editor in the column that was last activated in the previous row. F4 Activate a cell editor in the same column, next row. If the focus is not in a cell editor, then activate the cell editor in the column that was last activated in the next row (if there is no last active cell editor, then activate the first cell editor) Chapter 11. IBM data access viewer 117

124 Keyboard Combination Action TAB Move focus to next cell in the row and place the cell in edit mode. If focus is on the last control in a row move to the first control in next row. If the focus is not in a cell editor, then activate the first cell editor in the current row. CTRL+TAB Move focus to the next control following the table. SHIFT+TAB Move focus to the previous cell in the row and place the cell in edit mode. If focus is on the first control in a row, move to the last control in the previous row. If the focus is not in a cell editor, then activate the last cell editor in the previous row. CTRL+SHIFT+TAB Move focus to the control preceding the table. 118 Managed Client User Guide

125 Chapter 12. Activity Explorer Activity Explorer Activity Explorer is a productivity component based on the IBM Workplace Client Technology. It provides a platform for team members to share data and collaborate online through the use of shared objects that combine the use of synchronous and asynchronous communications. In synchronous communication, the participants are all present at the same moment and interact in real-time, as in an instant messaging chat. In asynchronous communication, on the other hand, team members work individually without the presence of other members, as in a discussion forum in which a person reads an existing posting and then posts a response. Using Activity Explorer, a user can start an activity by creating any of five types of shared objects: persistent chats, shared files, folders, shared notes, and shared snapshots. As he creates an object, the user specifies the list of members with whom to share the object. Members of an object can post responses to it, using any of the five shared object types. Thus, a simple chat or quick note on a topic might serve as a complete interaction, or become the basis for an extended series of interchanges and shared resources as other objects are added. Eventually, complex discussions can evolve in which multiple shared objects are connected into a hierarchically structured document collection (an activity, or activity thread), that represents all of the shared objects related to an entire project. Membership within an activity is dynamic and can vary among objects. Although the membership list of any object created in an activity always becomes the default membership list for objects posted as responses, as collaboration proceeds, any member of any object can redefine its membership by adding and removing members, making the membership of every object independent of any other object s membership. Whether collaboration on a shared object is synchronous or asynchronous depends on the type of object, whether other members of the object are currently online, and whether members who are online members are actively using the object. All of the object types can be used asynchronously, but only persistent chats and shared snapshots allow multiple members to use the object concurrently. As members make changes to a persistent chat or shared snapshot, other members of the shared object who have it open on their desktops are able to view the updates being made in real-time. By contrast, shared file and shared note objects can only be used asynchronously; when a member makes a change to one of these objects, the change is only visible to other members after the object is posted back to the server. Shared folders fall into another category altogether, because members cannot open a shared folder. Activity Explorer combines presence information and explicit notifications to promote opportunistic collaboration, increase task responsiveness, and keep members informed of the status of an activity. For example, Activity Explorer goes a step beyond the generalized presence awareness typically found in instant messaging applications by embedding awareness information within every object to indicate when it is in use and who is using it. Thus, when a member opens an object, the object becomes active. To inform members that the object is active, Activity Explorer highlights it in green. Members of the object also receive alerts Copyright IBM Corp

126 Activities Shared informing them that the object is in use and what actions have been taken. Members can hover the cursor over an active object to view a list current users. To inform you of changes that occurred when you were not online, a star burst icon identifies unread objects ( ). If a change has occurred within any activity, the activity s root object is flagged with a red exclamation point ( ). Together these visual cues let you quickly locate items that require your attention. Related concepts Activity Explorer navigation on page 127 Alerts on page 125 Shared objects Related reference Activities Persistent chats on page 123 Shared files on page 124 Folders on page 123 Shared notes on page 123 Private objects on page 124 Shared snapshots on page 124 An activity is a structured collection of shared objects that represents a collaborative effort to complete a task or project. Activity Explorer displays an activity as a hierarchy of shared objects. If you are a member of multiple activities, each activity displays as a separate hierarchy. Each shared object in an activity is a node in the hierarchy tree and can contain multiple child objects. Members extend a parent node by creating responses. Members can add responses to a parent object by clicking Post response and choosing one of the five shared object types (shared notes, persistent chats, folders, shared files, and shared snapshots). An activity can contain a combination of any of these different object types. Related concepts Shared objects Related reference Activity maps on page 146 objects A shared object is shared note, file, screen snapshot, folder, or persistent chat that is part of an activity, and is the basic building block of collaboration in Activity Explorer. Shared objects hold one piece of persistent information and define a list of people who have access to the object s content. An object can be the root object of an activity, or it can be created as a response to and be contained by another object. If you create a root object, it can be the only object in an activity or it can be the starting point for a hierarchy of interrelated objects. Each object stands as a node in the directory tree that defines an activity. 120 Managed Client User Guide

127 Objects can be private or can be shared with a list of members. Initially, the creator of an object determines who has access to the object by specifying the object s members, but later, each member has equal authority to add and remove members. Shared objects combine aspects of synchronous and asynchronous collaboration. To support synchronous collaboration, presence information is embedded within each shared object, so that all of the members of an object can tell when any member is using the object. To support asynchronous collaboration, all object are saved to the server. Members can close an object when they are finished working on it and then re-open the object at a later time to resume work. You can view objects from the Activity List pane (Activity List tab or Activity Tree tab), the Activity thread pane, or from an activity map. An activity map is a separate window in which the hierarchical structure of an entire activity displays. The objects displayed in each location are live ; that is, you can click the objects to open them and perform other operations. You can select an object to see a preview of it, read summary information for the object, and view the object s activity hierarchy. If you keep an object selected for ten seconds, its status is set to active. If the object remains selected (but you do not open it) for a further 120 seconds, its status reverts to inactive When another member opens or modifies an object that you share, you receive an alert informing you of the event. You can click the alert to open the activity map for the object. To provide real-time awareness, object icons are highlighted in green to indicate that they are in use. You can hover the cursor over an object to see the names of members who are using the object. You cannot use drag and drop to move an object from the node where it was created. Object types Users work with 5 types of objects in Activity Explorer: v Shared notes v Persistent chats v Folders v Shared files v Shared snapshots Members button When you open any object except a file, the title bar of the object includes a Members button and a Shared objects button. Chapter 12. Activity Explorer 121

128 The Members button opens a menu from which you can perform the following operations: v Send an alert to other members of the object v View the object s creation and modification dates v View the names and online status of other members v Add new members v Remove members Activity Thread button The Activity Thread button opens a menu from which you can perform the following operations: v Post a response object v Close all of the objects in the thread v Display a map of the entire activity thread in a new window v Navigate to the parent of the current object or to any objects posted as replies posted to the current object Related concepts Activity Explorer navigation on page 127 Activity Explorer preferences on page 151 Activity creation on page Managed Client User Guide

129 Viewing the members of objects and activities on page 143 Opening objects on page 141 Alerting members on page 149 Marking an object unread on page 141 Related reference Private objects on page 124 Restricted objects on page 125 Activity maps on page 146 Shared notes A shared note is a shared workspace in which you can create a memo in rich text format. Shared notes provide a space to post questions, comments, and reference information. When you open a shared note object it displays in a new window. You can edit the contents of a shared note by clicking Edit. After making changes to the note, you can click Save to close the note and save the revised contents to the server. This release of Activity Explorer does not support versioning, or synchronous editing of shared notes. If you change the contents of a shared note, the new version replaces the version on the server. If multiple members are working on a shared note at the same time, the server retains the last version saved; previously saved versions are lost. Related concepts Shared objects on page 120 Folders Folders are structural elements for organizing shared objects, and do not contain any content of their own. You create a folder as a parent object for a collection of other shared objects. Because a folder does not have any content of its own, you cannot open a folder. A folder contains only the shared objects that you or other members add as responses to it; members cannot drag objects from other nodes in an activity into a folder. Related concepts Shared objects on page 120 Creating a folder on page 134 Persistent chats A persistent chat is a shared space where members can exchange text messages in real-time or asynchronously. Persistent chats are saved to the server automatically and in their entirety. Members of the chat can close the chat and then reopen it at any time to view past messages and resume their conversation with other members. Members who are online can see a new message as soon as it is sent. Other members see the message the next time they open the chat. Persistent chats are distinct from standard chats started from the Instant Contacts pane. If you start a standard chat, you cannot later convert the chat into a persistent chat. To start a persistent chat, you must choose Persistent Chat from the menu of available objects. Chapter 12. Activity Explorer 123

130 Related concepts Shared objects on page 120 Creating a persistent chat on page 133 Shared files A shared file is a document, image, or other type of file that is saved to the server for members to use. When you open a shared file, a temporary version of the file is downloaded to your computer. If you make changes to the file and then save the file, Activity Explorer automatically saves the changes to the server, and the revised file can then be seen by other members. When you revise a shared file, the new version replaces the existing copy on the server. You also have the option to save a personal copy of a file on your own computer. You cannot lock a document to prevent other users from editing it. Saving a local copy of a shared file on page 146 Creating a shared file on page 134 Shared snapshots A shared snapshot is a shared workspace that displays a screen capture. A shared snapshot provides a tool for capturing a screen image and sharing it with other members. When creating a shared snapshot, you can send an invitation to other members to collaborate on the screen in real-time. The shared snapshot window opens in the foreground of the screen and remains there until closed or minimized. You can capture a screen area by re-sizing the shared snapshot window to cover the screen area you want to share and then clicking. After you save the captured screen area, you and other members can annotate the screen by dragging the cursor in the shared snapshot tool window. Each member s annotations are immediately displayed to other members who are active in the shared snapshot at the time. Related concepts Shared objects on page 120 Creating a shared snapshot on page 135 Changing the width and color of the shared snapshot pen on page 135 Private objects A private object is any type of object that has the creating user as its only member. When you create an object and do not share it with other users, Activity Explorer displays the object on your desktop as a private object. Private objects are saved on server, but cannot be seen other users. In your activity list, you can distinguish a private object by the head on the side of the icon. For example, the following image shows a shared note created as a private object: If you create a reply to a private object and share this new object with another member, that person still cannot see the private object. Instead, a restricted object displays in its place. 124 Managed Client User Guide

131 Alerts Posting a response to an object on page 142 Related reference Restricted objects Restricted objects A restricted object is an object that you do not have access to, but that is included on the path from the root object in an activity to an object that you do have access to. By default, when a member creates an object as a reply to another object, the new object inherits the membership list of the original object. However, membership in any activity is specified independently for each object in the activity so that the creator of a reply object can modify the default membership list. In fact, any member of an object can add or remove members from the object. Because membership in an activity can vary from one object to another, it is possible to be a member of a one object, and not be a member an object that was created in an earlier part of the same activity hierarchy. To enable members to always see the full path to objects on their desktops, Activity Explorer uses generic placeholder objects as surrogates for restricted objects on the path. Non-members can view the membership list of a restricted object and can see the position of the restricted object relative to other objects in the path, but they cannot open or reply to the restricted object, or see any other information about it. Related concepts Shared objects on page 120 Related reference Private objects on page 124 Active objects When a member opens an object, the object becomes active. Previewing an object for more than ten seconds also sets its status to active. To distinguish an active object, Activity Explorer highlights the object in green: A member can hover the cursor over an active object to display a list of members who are using the object. Related concepts Shared objects on page 120 Identifying active people on page 148 Related reference Preview pane on page 131 An alert is a notification sent to the members of an object. Some alerts are generated automatically when there is a change in an activity, such as a new object being created or members being added. These automatically generated alerts display above the system tray notification area of the taskbar. When you receive an event alert, you can click it to open the related object and close the alert. Or you can close the alert without viewing the object. Chapter 12. Activity Explorer 125

132 Another type of alert is issued on demand as an invitation to other members to collaborate on an object. When you receive an invitation to collaborate, you can accept the invitation to open the object, or decline the invitation. You can configure preferences to control when the client displays event alerts. By default, alerts display whenever an object is opened, created, or modified. You can also configure the client to display alerts that are generated in response to membership changes in an object. The client does not display alerts if your online status is set to Do Not Disturb Me. You can also display an alert history that lists the 8 most recent events. Setting Activity Explorer preferences on page 152 Viewing your event alert history on page 139 Enabling and disabling display of alerts Related reference Activity maps on page 146 Enabling and disabling display of alerts You can control the display of alert bubbles above the system tray. 1. Right click the IBM Workplace Managed Client icon in the system tray. 2. Click Display alert bubbles to set or clear the selection. 3. If you clear the selection, a message confirms that alerts have been suspended. Click OK to close the message box. The change you make is reflected in your Activity Explorer preference settings. Related concepts Alerts on page 125 Activity Explorer preferences on page 151 Opening and closing Activity Explorer Before you can open Activity Explorer, an administrator must enable the Allow Activity Explorer policy for your account, and you must be signed in to the IBM Workplace Managed Client. See the IBM Workplace Collaboration Services Information Center for information on user policies. Open Activity Explorer using any of the following methods: v If the Workplace Managed Client is active, click Activity Explorer on the Switcher bar, or click Window Activity Explorer from the main menu. v If the Workplace Managed Client is active and you want to share a file with another person, drag the file from the desktop of your computer to a name in the Instant Contacts pane. v If the Workplace Managed Client is open, but is not currently active, right-click the Workplace Managed Client icon in the system tray and then click Show IBM 126 Managed Client User Guide

133 Workplace Managed Client... Then click Activity Explorer on the Switcher bar, You must be connected to instant messaging to create persistent chats or shared snapshots. When disconnected, you can still preview and open these objects in Activity Explorer, but you cannot send chat messages or use the drawing tools in the shared snapshot window. Related concepts Activity Explorer on page 119 Activity Explorer navigation Activity Explorer navigation Each component in the Activity Explorer display is described below. Switcher bar Enables you to switch between the Activity Explorer perspective and the other perspectives in the IBM Workplace Managed Client. Activity List pane Includes two tabs that display your shared objects in a list view and tree view. Activity Thread pane Displays the entire activity for the object selected in the Activity List pane. Details pane Displays summary information for the object selected in the Activity List pane. Instant Contacts pane Displays your contacts list. Chapter 12. Activity Explorer 127

134 Preview pane The Preview pane displays a preview of a selected object. System tray icon Provides quick access to the following tasks: v Opening and closing Activity Explorer v Creating activities v Viewing your alert history v Enabling the display of alert bubbles Starting a new activity on page 132 Opening and closing Activity Explorer on page 126 Enabling and disabling display of alerts on page 126 Viewing your event alert history on page 139 Related reference Activity List pane Activity List pane Activity Thread pane on page 129 Details pane on page 130 Instant Contacts pane on page 130 Preview pane on page 131 The Activity List pane displays the objects that include you as a member. Activity Explorer provides two view of your activities. You can switch between views by clicking the following tabs: v Click the Activity List tab to display objects in a flat list. v Click the Activity Tree tab to display objects hierarchically, in the context of the activities that they are part of. When you select an object on either view, summary information for the selected object displays in the Details pane, and the object s activity hierarchy displays in the Activity Thread pane. In addition, for every object type except folders, a preview of the object displays in the Preview pane. From the tabs of the Activity List pane, you can perform the following actions: v Start a new activity v Post a response to an object v Determine which objects are active v View information about an object v Preview an object v Open an object v Change the membership of an object v Rename an object v Mark an object as unread v Delete an object 128 Managed Client User Guide

135 Information displayed on the Activity List page The Activity List page displays the following information for each listed object:! (Unread information) A red exclamation point in the first column identifies an activity that includes unread objects or objects that have been modified since the last time you viewed them. This information is displayed for root objects only. Note: By default, the list displays root objects only. Click Customize View to open a dialog box where you can change the default view to show all objects. Activity name This column displays the name of the object. Activity type This column displays the object type (note, chat, folder, file, or snapshot). Count This column displays the total number of objects in an activity, followed by the number of unread objects in parentheses. This information is displayed for root objects only. Modified This column displays the date and time the object was last modified. Modified By This column displays the name of the user who last modified the object. Related concepts Activity views on page 137 Active objects on page 125 Setting Activity Explorer preferences on page 152 Starting a new activity on page 132 Customizing the display on page 138 Refreshing your activities on page 138 Posting a response to an object on page 142 Related reference Preview pane on page 131 Root objects on page 136 Activity Thread pane The Activity Thread pane displays a hierarchical view of the entire activity to which an object selected on the Activity List tab belongs. Use the Activity Thread pane to help you visualize the relationships between objects, understand the progress of the activity, and acquaint yourself with the contributions of each member. The selection in the Activity Thread pane is always synchronized to the selection in the Activity List pane, so that when you select an object on either tab in the Activity List pane, the same object is automatically selected in the Activity Thread pane. You can expand or collapse sections of the activity hierarchy by clicking the plus or minus signs next to objects in the hierarchy. You can click the menu arrow on the title bar of the pane to access options for sorting objects at each level Chapter 12. Activity Explorer 129

136 in the hierarchy, and for displaying the members of each object. You can sort objects by name, creation date, or modification date. The context menus for objects in the Activity Thread and Activity List panes include the same options, so that the experience of working with objects in either location is identical. For example, you can right-click an object in either location and then click Add Member to add members to the object. Related concepts Activity Explorer navigation on page 127 Shared objects on page 120 Related reference Activities on page 120 Details pane The Details pane provides summary information about an object selected on the Activity List pane or Activity Thread pane. The Details pane displays the following information for a selected object: v The name of the object v The object type v The date and time that the object was created v The name of the user who created the object v The date and time that the object was last modified v The name of the person who last modified the object v The members of the object, including online status information You can perform the following actions from the Details pane: v Change the name of the object v Add and remove members Related concepts Activity Explorer navigation on page 127 Renaming objects on page 146 Adding members to an object on page 143 Removing members from an object on page 144 Instant Contacts pane The Instant Contacts pane displays the names of people, organized into personal groups and public groups, and displays their online status. Use the Instant Contacts list to quickly find people who are online so that you can chat or share an object or activity with them. By default, your Instant Contacts list is empty. You create your list of Instant Contacts by adding and removing the names of people (contacts) who are listed in the organization directory. To add contacts, you create personal groups and then add the contacts to these groups. The contacts you add do not have to be members of your shared objects. 130 Managed Client User Guide

137 Person menu The Person menu is available wherever a person s name displays. Right-click a person s name, and the Person menu displays a list of actions that enable you to chat with that person, edit the person s name, remove the person from your Instant contacts list, or start a new shared activity with the person. You can start a chat with someone only if their online status is I am available or I am away. When you select Chat... from the Person menu, you start a simple chat with the person. This type of chat is different from an Activity Explorer persistent chat and cannot be added to an activity. Simple chats occur in real-time and are available for the duration of the chat only. After the participants of a chat close the chat window, the chat ends and cannot be resumed. If you choose to, you can save a transcript of the chat to the Chat Transcripts folder in Messaging. By contrast, a persistent chat is always saved on the server automatically and functions as a shared space. A persistent chat can be closed and then resumed by any member at any time. When working from the Person menu, if you want to create a persistent chat, you must click New Persistent Chat. Related concepts Activity Explorer on page 119 Starting a new activity on page 132 Related reference Activities on page 120 Persistent chats on page 123 Preview pane The Preview pane displays the contents of the object selected in the Activity List tab, Activity Tree tab, or Activity Thread pane. You cannot edit objects from the Preview pane. Previewing an object refers to keeping the object selected so that it displays in the Preview pane. If you preview an object continuously for ten seconds, the status of the object changes from inactive to active. The object s status reverts to inactive if after a further 120 seconds, you do not perform any other action on the object. Depending on a setting in your Activity Explorer preferences, previewing an object might also change its status from unread to read. When you preview a shared file, you do not see the file s contents. Instead the Preview pane displays the file s name, an icon representing the file type, and the file size in KB. When you preview a shared folder, the Preview pane remains blank, because a shared folder has no content to display. Related concepts Activity Explorer navigation on page 127 Shared objects on page 120 Activity Explorer preferences on page 151 Active objects on page 125 Chapter 12. Activity Explorer 131

138 Activity creation An activity includes a root object and a hierarchy of responses to the root object. You create an activity when you create a new root-level object and share it with one or more members. The object you create can stand alone as the sole object in an activity, or you and other members of the original object can modify or replace the object; extend membership to other users so that they can then view and contribute to the activity; or create other objects in response to the root object. Each new object becomes a node in a growing activity thread, and the thread continues to grow and branch as members generate responses to the each object. By default, objects created as responses to another object inherit the membership of the parent object. The member who creates the response can choose to retain all of the inherited members, or change the list by adding and removing members. Whenever you create or modify an object, a message on the status bar of the client reports on the progress of the operation, and other members of the object receive an alert informing them of your actions. Users can set preferences to determine whether alerts display on their screen. Related concepts Shared objects Activity Explorer preferences on page 151 Starting a new activity Related reference Activities Starting a new activity 132 Managed Client User Guide An activity includes a root object and a hierarchy of responses to the root object. To start a new activity, you create a new root object. You can start an activity using any of the object types in Activity Explorer. Although the procedures for creating each of the object types vary, in each case you start the process by selecting the object type from a menu. Use any of the following methods to select the type of object to use to start an activity: v Click New Activity from the toolbar of the Activity List pane v Right-click a contact in the Instant Contacts list or Members dialog box v Right-click the IBM Workplace Managed Client icon in the Windows system tray Tip: To start an activity with a shared file, you can drag the file from the desktop of the operating system to a name in your Instant Contacts list. Related concepts Activity creation Activity Explorer navigation on page 127 Creating a shared note on page 133 Creating a persistent chat on page 133 Creating a folder on page 134 Creating a shared file on page 134 Creating a shared snapshot on page 135 Related reference

139 Root objects on page 136 Creating a shared note You can create a shared note as the first object in a new activity or as a response to another object. 1. Start a new activity or post a response to an existing object. 2. Click Shared Note from the menu of available objects. The Add Shared Note window opens. 3. Add members to the object. Click Share With to pick names from the organization s user directory. You can also type a name or address in the text box. If you begin to type a name and it matches the name of any users with whom you have collaborated in the past, type-ahead displays the matching names. An error displays if the name cannot be found in the directory. 4. In the Name field, type a name for the shared note. 5. Type the note text. Use the buttons on the toolbar to format the note. 6. Click Post to share the note. A progress meter displays on the status bar as the note is saved to the server. After the note is saved, it is added to the Activity List of each of its members. 7. When you are finished working with the note, close the window. The note is stored on the server and can be opened by any member at a later time. Opening objects on page 141 Related reference Shared notes on page 123 Creating a persistent chat You can create a persistent chat as the first object in a new activity or as a response to another object. 1. Start a new activity or post a response to an existing object. 2. Click Persistent Chat from the menu of available objects. The Add Chat window opens. 3. Add members to the object. Click Chat With to pick names from the organization s user directory. You can also type a name or address in the text box. If you begin to type a name and it matches the name of any users with whom you have collaborated in the past, type-ahead displays the matching names. An error displays if the name cannot be found in the directory. 4. In the Name field, type a name for the chat. 5. Click Chat. The chat window opens on your screen and on the screens of any members who are online, and is also added as a new object in each member s Activity List. 6. Type a message and click Send. Your message displays to every member who has the chat window open. 7. When you are finished working with the chat, close the window. The chat is stored on the server and can be resumed by any member at a later time. Opening objects on page 141 Chapter 12. Activity Explorer 133

140 Related reference Creating a folder Persistent chats on page 123 You can create a folder as the first object in a new activity or as a response to another object. 1. Start a new activity or post a response to an existing object. 2. Click Folder from the menu of available objects. The Add Folder window opens. 3. Add members to the object. Click Share With to pick names from the organization s user directory. You can also type a name or address in the text box. If you begin to type a name and it matches the name of any users with whom you have collaborated in the past, type-ahead displays the matching names. An error displays if the name cannot be found in the directory. 4. In the Name field, type a name for the folder. 5. Click OK to create the folder. A progress meter displays on the status bar as the folder is saved to the server. After the folder is saved, it is added to the Activity List of each of its members. Related reference Folders on page 123 Creating a shared file You can create a shared file as the first object in a new activity or as a response to another object. 1. Drag a file or use the menus to start a new activity or post a response to an existing object. To start a new activity, drag a file from your operating system s desktop to a name in your Instant Contacts list. To post a response to an existing object, drag a file to the existing object. 2. If you used the menus, click Shared File from the menu of available objects. 3. Add members to the object. From the Add Shared File window, click Share With to pick names from the organization s user directory. You can also type a name or address in the text box. If you begin to type a name and it matches the name of any users with whom you have collaborated in the past, type-ahead displays the matching names. An error displays if the name cannot be found in the directory. 4. In the Name field, type a name for the shared file. If you do not supply a name, Activity Explorer uses the name of the file you select in Step Specify the file location in the Filename field. Click Browse to navigate to the file or type the complete path, for example, C:\Documents and Settings\Administrator\Desktop\references.txt If you opened the dialog box by dragging a file, Activity Explorer automatically supplies the location. 6. Click OK to share the file. A progress meter displays on the status bar as the file is saved to the server. After the file is saved, it is added to the Activity List of each of its members. 7. When you are finished working with the file, close the window. The file is stored on the server and can be opened by any member at a later time. Opening objects on page Managed Client User Guide

141 Starting a new activity on page 132 Posting a response to an object on page 142 Related reference Shared files on page 124 Creating a shared snapshot To post a shared snapshot of an area on your computer screen, you use the shared snapshot tool. You can create a shared snapshot as the first object in a new activity or as a response to another object. Complete the following steps to create a shared snapshot: 1. Start a new activity or post a response to an existing object. 2. Click Shared Snapshot from the menu of available objects. The Add Shared Snapshot window opens. 3. Add members to the object. Click Share With to pick names from the organization s user directory. You can also type names or addresses in the text box. If you begin to type a name and it matches the name of any users with whom you have collaborated in the past, type-ahead displays the matching names. An error displays if you type a name that cannot be found in the directory. 4. In the Name field, type a namè for the shared snapshot. 5. Optional: Select Alert if you want to send an alert to members inviting them to collaborate with you on the snapshot. 6. Click OK. The Shared Snapshot Tool opens. 7. Resize the window to cover the area you want to share. 8. Click to take a snapshot of the selected screen area. A progress meter displays on the status bar as the snapshot is saved to the server. After the snapshot is saved, it is added to the Activity List of each member. If you chose to send an alert in Step 5, the Shared Snapshot Tool opens on the screens of any members who accepted your invitation to collaborate. 9. Use the pen tool to annotate the shared snapshot by dragging cursor over the image. Your annotations display immediately on the screens of other members who have the shared snapshot open. Similarly, if another member annotates the shared snapshot, the snapshot on your screen displays the changes. 10. When you are finished working with the snapshot, close the window. The snapshot is stored on the server and can be opened by any member at a later time. Changing the width and color of the shared snapshot pen Opening objects on page 141 Starting a new activity on page 132 Posting a response to an object on page 142 Changing the width and color of the shared snapshot pen After someone shares an image captured with the shared snapshot tool, members of the shared snapshot can annotate the image using the line drawing tool. You can customize the width and color of the lines you draw. You cannot erase or change the color of previously drawn lines. Chapter 12. Activity Explorer 135

142 To change line width or color, complete the following steps: From the toolbar of the Shared Snapshot Tool, click the following buttons to change the color and width of the properties of the pen: v Click Pen Color to change the line color v Click Pen Size to change the line width Each time you click a button, the pen color or pen size changes. As you continue clicking, you cycle through the available line choices, eventually returning to the default selection. You can now drag your cursor over the image in the Shared snapshot window to draw using the selected pen color and size. Creating a shared snapshot on page 135 Response objects Any member of an object can create a new object and post it as a response to the original parent object. The new object is considered to be a response object and includes all of the members of the parent object. Members of a response object can post additional responses to it. By default, response objects do not display in the Activity List. You can customize the display so that the Activity List shows all objects. Related concepts Shared objects on page 120 Customizing the display on page 138 Adding members to an object on page 143 Related reference Root objects Root objects A root object is any object that is created to start a new activity, as opposed to an object that is created as a response to an existing object. A root object can be the only object in an activity or it can contain multiple levels of child responses. You can easily identify root objects in the Activity List and Activity Tree. By default, the Activity Listdisplays root objects only. If you change the default list view so that it displays responses as well as root objects, you can still distinguish the latter by looking at the Count column. This column contains an entry only if the object is a root object. For each activity that appears on the Activity Tree, the root object displays at the base of the activity hierarchy, nested one level below the My Activities root. Related concepts Shared objects on page Managed Client User Guide

143 Customizing the display on page 138 Related reference Activity List pane on page 128 Response objects on page 136 Working with activities and objects Activity You can perform the following basic operations on the activities and objects that you share: v View lists of activities and the objects they contain v Open objects v Post responses v Update objects v View an activity map for an object v View the members of an object v Redefine the membership list of an object v Save a local copy of a shared file v Delete objects Related concepts Activity views Object updates Opening objects on page 141 Posting a response to an object on page 142 Opening an activity map on page 147 Viewing the members of objects and activities on page 143 Adding members to an object on page 143 Saving a local copy of a shared file on page 146 Deleting an object on page 147 views You can display information about your activities in several different views: a list view in the Activity List ; and hierarchical views in the Activity Tree, Activity Thread, and in an activity map. From each view you can create new activities, open objects, post responses, and determine whether the members of your objects are currently active. The Activity List provides the primary view of your activities. The Activity List displays basic information about objects, such their name and type, and the names of the people who last modified them. You can use this view to quickly identify objects that you have not yet looked at, and objects that you or another member have open. If you have a large list of objects, you can customize the display to help locate objects that match specific criteria. An alternate view of your activities is available in the Activity Tree. This view displays all your activities as activity hierarchies. You can click the plus and minus signs next to the objects in each activity hierarchy to expand and collapse sections of the hierarchy. The view in the Activity Thread pane enables you to focus on a the structure of a single activity. This view displays all of the objects related to the object that is Chapter 12. Activity Explorer 137

144 selected in the Activity List. The Activity Thread pane provides options for sorting objects in the activity and to display membership information for each object. Activity maps enable you to view the context for an object that you are currently looking at. Activity maps open in a new window and indicate whether other members of other objects in the activity are currently active. Another way to check on what is happening in an activity is to view your alert history, which displays when you right-click the IBM Workplace Managed Client icon in the Windows system tray. The alert history shows the eight most recent events that resulted in alerts being sent to you. You can click an alert to open the activity map for the object that generated the alert. Related concepts Active objects on page 125 Viewing your event alert history on page 139 Customizing the display Identifying unread objects on page 140 Related reference Activity maps on page 146 Activity List pane on page 128 Activities on page 120 Refreshing your activities Refresh your activities to reload them from the server and ensure that Activity Explorer displays their current status. Remember: By default, the Activity List displays root objects only. You can customize the display so that it shows other objects. You can refresh your activities from the Activity List or Activity Tree. To refresh the display, click Refresh. The progress bar displays as the client reloads your activities from the server. Customizing the display Related reference Activity List pane on page 128 Customizing the display By default, the Activity List tab shows root objects only. You can customize the display to change the default view in the Activity List. When working with long lists of objects, you can set view filters and change the sorting order so that you can more easily see specific objects. You can apply multiple filters in combination to create compound filters, and you can click column headings to change the sort order of the display. To set filters and change the sort order of the display, perform the following steps: 1. Click Customize View on the toolbar of the Activity List pane. 138 Managed Client User Guide

145 2. Optional: In the General section of the Customize View dialog box, select one or more of the following options: Option Description Show all shared objects Select this option if you want the list to display all of your shared objects, rather than root objects only. Show only shared objects from the Select this option to display only objects from currently selected activity thread the same activity as the object selected in the list, rather than objects from any activity thread. Show only new or modified shared objects Select this option to display only objects that you have not read, rather than both read and unread objects. Show only active objects Select this option to display objects that are active only. Objects that become inactive after being added to the list continue to appear in the list, but the object icons are no longer highlighted in green. Refreshing the list removes inactive objects. 3. Optional: In the Filter object types section, select the type of objects to display. 4. Optional: In the Filter by modification time section, filter objects by creation date by selecting the time period for which you want to view objects. You can display objects created any time from 24 hours ago to one year ago. After applying the filter, the list of objects includes only objects that were created or changed within the named interval. For example, if you select One week back, only objects created or changed within the past week appear in the list. Note: The list of objects is based on the status of objects at the time you apply the filter. Objects that are created or modified after you apply the filter do not display. You can click Refresh to update the list to show recent changes. 5. Optional: In the Display in categories section, select one of the following options: v Select New shared objects to sort objects by modification time. v Select Shared object types to sort objects by type. 6. Click Apply and then OK to save the changes. Related reference Activity List pane on page 128 Root objects on page 136 Viewing your event alert history When any member opens or modifies an object that you share, the action generates an alert. Alerts are displayed in two locations: alert bubbles that appear above the system tray (if you have set preferences to display alerts), and the alert history. The alert history stores the eight most recent alerts. The client must be signed in to the server to view the alert history. The alert history includes only events that occur when you are online. Each event in the history includes the names of the member performing the action, the name of the object, the type of activity, and the date and time. The most recent alert is listed first. Event information is saved when you exit and reopen the client. Chapter 12. Activity Explorer 139

146 1. To display information for the eight most recent events, right-click the IBM Workplace Managed Clienticon in the system tray. 2. Click an alert to view the activity map for the object that the event refers to. Related concepts Active objects on page 125 Alerts on page 125 Identifying unread objects Setting Activity Explorer preferences on page 152 Related reference Activity maps on page 146 Identifying unread objects Just as with messages, the status of an object can be either read or unread. When someone first shares an object with you, its status is unread. After you open the object, its status is updated to show that it has now been read. Depending on a setting in your Activity Explorer preferences, an object might also be marked as read if you preview it for more than 30 seconds. An object s status changes back to unread if another member makes changes to it or if you mark the object as unread. Activity Explorer uses two methods to distinguish unread objects. v You can identify unread objects in the Activity List pane, Activity Thread pane, or an activity map window by looking for icons marked with a star burst. For example, an unread shared note displays the following icon: Tip: You can customize the view of the Activity List to display new and modified objects only. v To identify activities in which objects have been added or modified, locate objects in the Activity List pane that are marked with a red exclamation point ( ). To locate unread objects in the activity, select the the object with the exclamation point, switch to the Activity Tree tab or Activity Thread pane, and click the plus signs in the activity hierarchy to expand the activity. Tip: On the Activity List tab, the Count column displays the number of unread objects in an activity in parentheses. For example, the value 4(2) in the Count column indicates that the activity contains four total objects, of which two remain unread. Related concepts Active objects on page 125 Activity Explorer preferences on page 151 Customizing the display on page 138 Marking an object unread on page 141 Related reference Preview pane on page 131 Activity List pane on page Managed Client User Guide

147 Activity Thread pane on page 129 Marking an object unread: To identify object that you have not yet read, Activity Explorer marks them with a starburst icon:. After you open an unread object, Activity Explorer changes the status of the object to read. (Depending on a setting in your Activity Explorer preferences, previewing an object might also change its status to read.) After an object has been marked read, you can change its status back to unread, for example, as a reminder to view it again later. Marking an object unread does not cause an alert to be sent to other members. However, an alert will be sent if the object continues to display in the Preview pane for longer than ten seconds. To mark an object unread, perform the following action from the Activity List pane, Activity Thread pane, or an activity map window: Right-click the object, and then click Mark Unread. Related concepts Activity Explorer preferences on page 151 Identifying unread objects on page 140 Viewing an object s creation and modification information You can view the creation and modification information for any object you are a member of. To view the creation and modification time for an object, perform one of the following operations: v View the list of objects in the Activity List pane. The Modified and Modified By columns display the time that the object was last modified and the name of the last person to modify the object. v From the Activity List pane or Activity Thread pane, select an object and then view its creation and modification information in the Details pane. v Open an object and click the Members button to view the object s creation and modification information. The Members button is not available for shared files and shared folders. Related concepts Shared objects on page 120 Activity Explorer navigation on page 127 Opening objects Members open an existing object to retrieve it from the server and work with it. You open objects from the Activity List tab, Activity Tree tab, Activity Thread pane, from an activity map window, or from an alert. After you open an object, it displays in a new window, and Activity Explorer sends an alert to the other members of the object to inform them that you are looking at the object. Note: You cannot open a folder object. Use one of the following methods to open an object from the Activity List, Activity Tree, Activity Thread pane, or from an activity map window: v Double-click the object. Chapter 12. Activity Explorer 141

148 v Right-click the object and select Open... v Right-click the object and select Open and Alert Members... Selecting this option sends an invitation to other members of the object to collaborate with you on the object now. For a shared snapshot or persistent chat, if a member accepts the invitation, the shared snapshot or persistent chat window opens on the member s desktop. This option is not available for shared files. After you open an object, it immediately displays in a new window, except in the case of a shared file, for which the Shared file dialog box is displayed. Click Open from this dialog box to open the shared file. v To open an object from an alert, click the text in the alert. Related concepts Activity Explorer preferences on page 151 Alerts on page 125 Related reference Activity List pane on page 128 Activity Thread pane on page 129 Activity maps on page 146 Folders on page 123 Posting a response to an object To extend an activity, you post a response to an object in that activity. You cannot post a response to an activity as a whole. You must be a member of an object to post a response to it. You can post a response using any object type. The response object is created as a child of the original object. By default, the membership of the response object is the same as the parent object, but you can add or remove members as desired. You can post a response to an object that is currently open or to one that remains closed. You can use the following methods to post a response: v To post a response to an object that is open, click the Activity thread button, click Post, and then select the type of object to create. v To post a response to an object that is closed, select the object from the Activity List, Activity Tree, Activity Thread pane, or in an activity map window, click Post from the toolbar, and then select the type of object to create. Tip: You can also right-click a closed object to open the menu from which you can select the type of object to post as a response. Tip: To post a shared file as a response, you can drag the file from the desktop of your operating system to the object. Creating a shared note on page 133 Creating a persistent chat on page 133 Creating a folder on page 134 Creating a shared file on page 134 Creating a shared snapshot on page Managed Client User Guide

149 Viewing the members of objects and activities Use any of the following methods to view the members of an object: v To see all members of a given object, perform one of the following actions: Click the object in the Activity List or Activity Tree. The Details pane displays summary information for the object, including membership information. From the Activity List, Activity Tree, or Activity Thread, right-click the object and then click Members. The Members dialog box opens to display the current members of the object. Select an object in any view and then click Actions Activity Members from the main menu. From a shared note, persistent chat, or shared snapshot, click Members From the Activity List pane or the Activity Thread pane, ALT-right click the object to view a full list of members. v To see the members of every object in an activity, perform the following steps: 1. From the Activity List, click any object in an activity. 2. From the Activity Thread, click the menu arrow and then click Show Members. 3. Click Expand. v To see a list of members who are using an active (green) object, hover the cursor over the object. Related concepts Shared objects on page 120 Activity Explorer navigation on page 127 Active objects on page 125 Identifying active people on page 148 Adding members to an object Removing members from an object on page 144 Adding members to an object You must be a member of an object to add other members. You can add members to any object while it is closed or from a shared note, persistent chat, or shared snapshot that you have open. When adding members to an object, you can also add them to other objects in the activity. You add members from the Add Members dialog box. You can use different methods to open this dialog box. 1. Open the Add Members dialog box. To open the dialog box from an open shared note, persistent chat, or shared snapshot, click Activity thread on the toolbar and then click Add Members. To open the dialog box from an object that is closed, perform one of the following actions. v Right-click the object in the Activity List, Activity Tree, or Activity Thread, and then click Add Members. v From the Details pane, click Add Members. Chapter 12. Activity Explorer 143

150 v Drag a contact s name from the Instant Contacts list and drop it on an object. To add multiple members at one time, use SHIFT-click or CTRL-click to select two or more contacts, and then drag the selected names to the object. Tip: You can also open the Add Members dialog box by clicking Add from the Members dialog box. 2. Add the names of the people you want to share the object with. From the Add Member dialog box, click Share with to select names from the organization directory, or type names or addresses in the text box. Note: If you dragged names from Instant Contacts, these names are already listed in the entry field. 3. By default, the names in the Share with field will be added to the current object only. If you want to add these people to other objects in the activity, select one of the following options: v Provide access to all responses to this object v Provide access to all objects in this activity 4. Click OK. After you apply the change, other members of the object might receive an alert, depending on the settings in their Activity Explorer preferences. Related concepts Activity Explorer preferences on page 151 Deleting an object on page 147 Removing members from an object Related reference Restricted objects on page 125 Removing members from an object You must be a member of an object to remove other members. You can use different methods to remove members from a shared object. You can remove members from an object while it is closed or from a shared note, persistent chat, or shared snapshot that you have open. When removing members from an object you can also remove them from other objects in the activity. 1. To remove members from an object that is closed, right-click the object in the Activity List tab, Activity Tree tab, or Activity Thread pane and click Remove Members. To remove members from an open shared note, persistent chat, or shared snapshot, click on the toolbar and then click Remove Members. 2. From the Remove Members dialog box, select the names of the people you want to stop sharing the object with. To select multiple members at one time, use SHIFT-click or CONTROL-click. Note: You can remove yourself from the membership of an object; however, if you are the last remaining member of the object, you are prompted to delete the object. 144 Managed Client User Guide

151 Object 3. By default, the selected members will be removed from the current object only. If you want to remove these members from other objects in the activity, select one of the following options: v Remove access to all responses to this object v Remove access to all objects in this activity 4. Click OK. After you apply the change, other members of the object might receive an alert, depending on the settings in their Activity Explorer preferences. Tip: As a shortcut for removing a member from a single object, you can right-click the member s name in the Details pane or the Members dialog box and then click Remove Members. Related concepts Activity Explorer preferences on page 151 Adding members to an object on page 143 Viewing the members of objects and activities on page 143 updates You can update the content, names, and membership of shared objects. For some object types, multiple members can update content concurrently, and see the resulting updates displayed in real-time. For example, after you open a persistent chat or shared snapshot, if you type a message or make annotations with the pen tool, your edits are immediately added to the object, saved to the server, and displayed on-screen to other members who have the object open. On the other hand, multiple members cannot edit the content of a shared note or a shared file at the same time. When you open a shared note or shared file, Activity Explorer opens a temporary local copy of the object on your computer. As you make content changes, the changes initially occur in this local copy only. The server copy is updated only after you save the object. The version that you save overwrites the previous version. This can lead to lost data if two members are working on the object at the same time. For example, if you edit and save a shared note, and another member is editing the note at the same time, if that member saves the note after you do, your version of the note is overwritten. Neither your version of the note, nor the version that you originally opened can be retrieved. Folder objects do not have any content of their own, so you cannot edit the content of a folder. You also cannot drag objects into a folder from locations elsewhere in any activity hierarchy. Any member of an object can rename the object. The name change is propagated to each member s view of the object, even if the user has the object open. Members of an object can modify the membership list of the object at any time. All members have full control to add and remove other members. Renaming objects on page 146 Adding members to an object on page 143 Chapter 12. Activity Explorer 145

152 Saving a local copy of a shared file A member of a shared file can save a local copy of the file. To save a local copy of a shared file, perform the following steps: 1. Double-click a shared file from the Activity List pane, the Activity Thread pane, or an activity map window. 2. From the Shared File dialog box, click Save As..., specify the name and location for the new local copy of the file, and click Save. When you save a local copy of a shared file, any changes you make to the local copy are not saved to the server. Opening objects on page 141 Related reference Shared files on page 124 Renaming objects You can rename shared objects at any time. You must be a member of a shared object to rename it. To rename an object, select the object in the Activity List, Activity Thread, or an activity map window, and use one of the following methods: v Right-click the object, click Rename, then type the new name and click OK. v In the Details pane, type the new name in the text box and press ENTER. The name change is saved to the server and propagated to all members. Tip: If the name change does not immediately display in the Activity List, click Refresh to update the view. Related concepts Activity Explorer navigation on page 127 Shared objects on page 120 Refreshing your activities on page 138 Activity maps An activity map displays the complete hierarchy of an activity. An activity map opens in its own window. You can open an activity map from any open object except a file. You can also open an activity map from an entry in your alert history. After you open an activity map, you can click the plus and minus signs next to objects in the hierarchy to expand and collapse sections of the hierarchy. You can work with objects in the hierarchy just as you can from the Activity List pane, opening them, adding responses, and so forth. If you open an activity map from the Shared objects button of an object, the activity map window closes automatically when you close the object from which you opened the map. Related concepts Shared objects on page Managed Client User Guide

153 Opening an activity map Opening an activity map From any open object except a shared file or shared folder, you can open an activity map for the object, which shows all of the objects in the same activity. The activity map opens in a new window. From an open object, perform the following steps to open the object s activity map in a new window. 1. From the toolbar in the object window, click Activity Thread Map. The object s activity map window opens. 2. Optional: From the activity map, click Expand to expand the activity hierarchy so that all objects display. If you close the object from which you opened an activity map, the activity map also closes. You can also open an activity map from an alert. Related concepts Alerts on page 125 Shared objects on page 120 Related reference Activity maps on page 146 Deleting an object Any member of an object can delete the object. Deleting an object that has one or more levels of responses also deletes all of the responses. If you are not a member of all the responses, Activity Explorer prevents you from deleting the object. To delete an object, complete the following steps from the Activity List pane, Activity Thread pane, or in an activity map window: 1. Right-click the object, and then click Delete, or select the object and then press the Delete key on your keyboard. Note: Activity Explorer does not generate an alert when you delete an object. 2. From the warning box, do one of the following: v Click Remove to cancel your membership in the object and remove it from your desktop. The object will remain on the server and continue to be available to other members. Chapter 12. Activity Explorer 147