EMC Documentum TaskSpace

Transcription

1 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide P/N A01 EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Copyright EMC Corporation. All rights reserved. Published December 2008 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up to date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners.

3 Table of Contents Preface Chapter 1 Overview of TCM and TaskSpace What is TCM? What is TaskSpace? Understanding the Documentum TCM solution set TaskSpace Forms Builder Process Builder Process Engine Content Server Development platforms Composer Documentum Application Builder and Application Installer (DAB/DAI) Document Image Services Viewers PDF Annotation Services Documentum Administrator Process Integrator Process Analyzer Business Activity Monitor ACS/BOCS EMC Documentum TCM Architecture Building a TaskSpace application Reusing applications TaskSpace and TCM documentation Chapter 2 Getting Started Introduction to TaskSpace configuration TaskSpace configuration overview Brief tour of a sample application Overview of task list tab configuration Visibility of task list tab elements Overview of folder tab configuration Overview of search tab configuration Overview of process initiation configuration Overview of configuring direct association of activity to template Overview of configuring association of activity to package and package to template Overview of dashboard configuration Overview of task view configuration Overview of folder view configuration Overview of document view configuration PDF annotations overview EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 3

4 Table of Contents High Fidelity Form Templates Overview Overview of generic form tab configuration Starting the user interface Creating an application Modifying an application Preparing the repository Object types Objects Users, groups, and roles Process templates Templates/components Dashboards File formats Chapter 3 Preparing Forms Builder Templates TaskSpace components Chapter 4 Preparing Users, Groups, and Roles Preparing Users Locating a user Creating or editing a user User properties Importing users Input file for creating new users Performing a TaskSpace user import Changing the home repository of a user Viewing the groups and roles to which a user belongs Renaming a user Reassigning objects owned by a user Deleting a user Preparing Groups Locating a group Viewing the users in a group Creating or editing a group Privileges for creating or modifying groups Group properties Adding or removing members in a group Reassigning one group s items to another group Deleting a group Preparing Roles Locating a role Creating or editing a role Role properties Adding or removing members in a role Reassigning one role s items to another role Deleting a role Chapter 5 Preparing Permission Sets Permissions overview Object permissions Folder security Default alias sets How Content Server evaluates access to an object Locating a permission set EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

5 Table of Contents Creating or modifying permission sets Creating a permission set Setting a user s basic and extended object permissions Viewing or modifying permission sets Viewing or modifying a permission set Adding users to permission sets Deleting users from permission sets Changing the permissions assigned to a user Permission set properties Deleting a permission set Chapter 6 Preparing Work Queues Work queue overview Work queue roles Setting up a new work queue Setting up work assignment matching Setting up skill profiles in the process template Defining work assignment matching filters Work queue policies Priorities of tasks Set dynamic priority and aging logic for tasks Creating or modifying a queue policy Deleting a queue policy Defining a queue category Defining a work queue Adding work assignment matching filters to a work queue Defining work queue override policies Managing work queue processors Adding a user or group to a work queue Removing a user or group from a work queue Adding skills to work assignment processor profiles Updating the processor profile in a work queue Monitoring work queues Assigning or reassigning a work queue task to a specific user Unassigning a work queue task from a user Suspending a work queue task Unsuspending a work queue task Enabling processors to select tasks from the queue Create business calendars Creating a calendar Editing a calendar Deleting a calendar Chapter 7 Configuring TaskSpace Components Introduction to configuring components Adding components Displaying component properties Removing components Chapter 8 Configuring Actions Introduction to configurable actions EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 5

6 Table of Contents Creating a configurable action Action properties Create a new document Create a new form Create a new folder Create a new cabinet Create a new High Fidelity form Start a new process Start the specified process with the selected objects TaskSpace selection dialog box Standard WDK import dialog box TaskSpace import Create a new calendar Create a new calendar event within a calendar Display topic on an object Standard WDK room members Basic actions Editing a configurable action Deleting a configurable action Assigning configurable actions Chapter 9 Configuring Menus Introduction to configuring a menu Basic menu properties Creating a menu Editing a menu Deleting a menu Chapter 10 Configuring Import Dialog Boxes Introduction to configuring an importer Adding a metadata template for TaskSpace Import Creating an importer Adding an importer Editing an importer Removing an importer Deleting an importer Creating a configurable action for TaskSpace Import Chapter 11 Configuring Select Dialog Boxes Introduction to configuring a selector Creating a selector Creating an import locator Creating a search locator Editing a selector Adding an additional locator Editing a locator Deleting a locator Adding a selector Removing a selector Deleting a selector EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

7 Table of Contents Creating a configurable action for the selection dialog box Chapter 12 Configuring Processes Introduction to configuring processes Adding processes Removing processes Chapter 13 Configuring Dashboards Introduction to configuring dashboards Creating a new dashboard Adding existing dashboards Editing a dashboard Removing dashboards Deleting dashboards Chapter 14 Administering Business Processes Introduction to process management Finding process templates Viewing process template properties search results Managing process templates Managing process parameters Viewing process instances Administering process instances Creating a custom process instance search tab Using the default process instance search page Performing administrative functions for an instance Administering tasks Managing task details Editing task timers Chapter 15 Configuring Tabs Introduction to configuring tabs Creating a new tab Creating a search tab Creating a task list tab Creating a folder tab Creating a generic form tab Creating a dashboard tab Creating a process instance list tab Creating a tab of another type Editing a tab Deleting tabs Chapter 16 Configuring Roles Introduction to configuring roles Creating a new role Assigning tabs to a role Configuring global search for a role Assigning workflow components to a role Assigning folder view in Open Items for a role Assigning document view in Open Items for a role EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 7

8 Table of Contents Assigning menus to a role Adding an existing role Editing a role Removing roles Troubleshooting role behavior Chapter 17 Configuring Types Introduction to configuring types Creating types Adding types Editing custom types Removing types Deleting custom types Chapter 18 Configuring the User Interface Configuring logos Mapping file formats to viewers Appendix A Managing Applications Displaying the list of parent applications Managing a TaskSpace application in a development platform Keeping the repository and a Composer project synchronized Deploying an application to another environment Appendix B Basic Actions Appendix C Creating a New Tab Type Adding a tab type definition Localizing the new tab type Developing a class for the new tab type Developing a configuration interface for the new tab type XForm WDK Component Developing custom components for the new tab type Appendix D Types Properties Appendix E Using a Dashboard Tab Appendix F Administering the BAM Server Introduction to BAM server management Starting and stopping the BAM server Configuring BAM data transfer options Managing history data Updating BAM data definitions Appendix G About Annotations Glossary EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

9 Table of Contents List of Figures Figure 1. EMC Documentum Enhancements for TCM Figure 2. EMC Documentum TCM Architecture Figure 3. TaskSpace Application Build Process Figure 4. TaskSpace Application Design Figure 5. Top bar of a sample application Figure 6. Sample task list tab Figure 7. Sample folder tab Figure 8. Sample search tab Figure 9. Sample initiate process view Figure 10. Sample standard task view Figure 11. Sample task view with document view Figure 12. Sample folder view Figure 13. Sample document view Figure 14. Permission Set Properties page: Info tab Figure 15. Permission Set Properties page: Permissions tab Figure 16. Add Role page, Assign Tabs tab Figure 17. Add Role page, Global Search tab Figure 18. Add Role page, Workflow tab Figure 19. Add Role page, Folder View tab Figure 20. Add Role page, Document View tab Figure 21. Add Role page, Menus tab Figure 22. Edit Role page, Tabs tab EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 9

10 Table of Contents List of Tables Table 1. Selecting viewers Table 2. Related documentation Table 3. Features of the TaskSpace top bar in a sample application Table 4. Requirements for each element of a task list tab Table 5. Comparison of process initiation configuration methods Table 6. The TaskSpace URL variables Table 7. Location of each component in the TaskSpace user interface Table 8. User properties Table 9. Default values for new users Table 10. Privileges for creating or modifying groups Table 11. Privileges for creating or modifying groups Table 12. Group properties Table 13. Role properties Table 14. Basic permissions Table 15. Extended permissions Table 16. Permissions required under folder security Table 17. Basic permissions Table 18. Extended permissions Table 19. Info page Table 20. Permissions page Table 21. User roles for work queues Table 22. Basic action properties Table 23. Basic menu properties Table 24. Process template properties fields Table 25. Process Instance search fields Table 26. Buttons on Process Instances page Table 27. Task properties Table 28. Administrative actions Table 29. Task properties Table 30. Panes in a folder tab Table 31. Viewers Table 32. Development platforms Table 33. Basic actions Table 34. Values in the type element Table 35. Type properties EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

11 Preface This guide describes how to configure and administer EMC Documentum TaskSpace software. Intended audience The information in this guide is intended for application designers and administrators who need to configure and administer TaskSpace software. It assumes some familiarity with basic Documentum functionality, such as repository configuration and maintenance and object type design. For a list of related documentation, refer to TaskSpace and TCM documentation, page 26. Revision history The following changes have been made to this document. Revision history Revision date December 2008 Description Initial publication EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 11

12 Preface 12 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

13 Overview of TCM and TaskSpace Chapter 1 This chapter introduces Transactional Content Management (TCM) and the TaskSpace software, as detailed in the following sections: What is TCM?, page 13 What is TaskSpace?, page 14 Understanding the Documentum TCM solution set, page 15 Building a TaskSpace application, page 24 TaskSpace and TCM documentation, page 26 What is TCM? TCM is an overall term for describing the management of content received or generated as part of a process. Transactional content often originates outside of the business organization and is the driving force for internal, back office transactions. Invoice processing, loan origination, and claims management are examples of transactional content. By using TCM, businesses can streamline their processes and thereby improve employee productivity as well as their bottom line. EMC Documentum has created a TCM solution set that addresses all aspects of information management. The following figure illustrates the EMC Documentum approach to TCM. There is a robust user interface designed specifically to streamline TCM processes, configuration options that allow for tailoring the user interface functionality to each site s specific needs, and a variety of input and integration options, all of which are managed and accessed through the EMC Documentum repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 13

14 Overview of TCM and TaskSpace Figure 1. EMC Documentum Enhancements for TCM What is TaskSpace? EMC Documentum TaskSpace provides a user interface optimized for task processing and document retrieval. The highly configurable user interface is enhanced by the availability of an integrated viewer and access to the EMC Documentum repository and content management services within a standard browser application. TaskSpace, in combination with the rest of the Documentum Process Suite and the Documentum repository, delivers an end to end solution for managing high volume TCM applications. TaskSpace also provides the ability to configure, design, and layout user interfaces in addition to core content management functionality. More specifically, the core value of TaskSpace is that it allows organizations to rapidly create and deploy TCM applications 14 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

15 Overview of TCM and TaskSpace that are tailored to specific needs and also have the look and feel of customized, in house applications. Specific TaskSpace capabilities include: Creation and layout functionality through EMC Documentum Forms Builder: This tool is based on the EMC Documentum Web Development Kit component framework and provides the ability to design user interfaces that permit knowledge workers to interact with workflows, business processes, and document retrieval. Administration: Administrators can maintain TaskSpace components, define roles for users, and associate applications with and apply security to documents and folders. Business process management integrations: EMC Documentum Process Suite leverages the ability to define, execute, monitor, and optimize business processes across organizations, systems, and applications. Document viewing: Users can view documents and other images using a document viewer, such as Adobe Acrobat Reader, Documentum PDF Annotation Services (PAS), Daeja ViewOne Pro, IGC Brava!, or High Fidelity Forms. Users can annotate documents and other images using PAS, Daeja ViewOne Pro, or IGC Brava! Note: Use of a document viewer in TaskSpace requires Document Image Services. Information retrieval: Data and documents can be extracted to access and process customers requests. Information can be retrieved using metadata search capabilities or by browsing through folders and categories in the repository. Understanding the Documentum TCM solution set To achieve the objective of creating an end to end enterprise imaging platform, the Documentum TCM solution set is designed to work seamlessly together and includes a core set of required products as well as additional, optional products. The core set of required products includes: TaskSpace, page 16 Forms Builder, page 16 Process Builder, page 17 Process Engine, page 17 Content Server, page 17 Development platforms, page 18 The additional, optional products that can be used as part of the TCM solution set include: Document Image Services, page 18 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 15

16 Overview of TCM and TaskSpace Viewers, page 19 PDF Annotation Services, page 22 Documentum Administrator, page 22 Process Integrator, page 22 Process Analyzer, page 22 Business Activity Monitor, page 22 ACS/BOCS, page 23 The Documentum TCM solution set architecture is described in EMC Documentum TCM Architecture, page 23. TaskSpace TaskSpace simplifies the work of the task processor through a streamlined user interface with built in image operations. TaskSpace is specifically designed for users who perform a large number of tasks, and who have to find documents and folders in very large repositories. More specifically, TaskSpace: Provides a streamlined, scalable user interface built for task processing and document retrieval. Offers integrated document viewing with annotations. Enables the management of work queues. Works in conjunction with Forms Builder to allow application designers to quickly and easily create tailored applications. Serves as an alternative to Webtop for process oriented applications. Forms Builder Documentum Forms Builder is an interactive tool used to create and modify form based templates and store them in a repository. Forms Builder enables users to design user interface templates for searching, viewing documents and folders, process initiation, task lists, and tasks as well as basic forms within the Documentum Process Suite and functions as the layout tool for TaskSpace. A template specifies the data items and user interface elements associated with the form, default data values, the ways to validate user entries, and the format for transmitting the data to the program presenting the form. After a template is installed in a repository, an administrator can use TaskSpace to access the template and create instances based on the template. These instances are then available for end users to view and modify repository data using TaskSpace. The following features facilitate creating highly usable and visually appealing forms: 16 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

17 Overview of TCM and TaskSpace Usability: Build new templates or modify existing ones quickly by dragging and dropping controls into place. Layout and styling: Exercise a high degree of control over layout of templates with design boxes; specify font, color, background, and other styling parameters; incorporate logos or other graphical images. Tab order/hot keys: Create forms that do not require a mouse for navigation. Instance locking: Prevent users from making conflicting changes when several users need to work with the same form data. Process Builder Process Builder allows for the creation of process templates. A process template captures the definition of a business process, enabling users to repeatedly perform the process. Also, business analysts can optionally use Process Analyzer to design the process iteratively with the developer (who is using Process Builder). Individual processes generated from a process template are called workflows. A workflow formalizes a business process such as an insurance claims process. After the business process is formalized in a process template, users can use the template to repeatedly perform the business process. Because a process template is separate from its runtime instantiation, multiple workflows based on the same template can be run concurrently. Using TaskSpace, users can initiate workflows as part of task processing activities and work on tasks assigned by the workflows. Process Engine Process Engine carries out the execution, orchestration, and management of business processes. It automatically evaluates business rules and assigns process tasks to the correct system, group, or individual at the appropriate time. Users interact with Process Engine through a set of interfaces that control and provide context for tasks, work lists, escalations, and notifications. Content Server Content Server provides core content management functionality and serves as the foundation for other EMC Documentum content management products and extended services. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 17

18 Overview of TCM and TaskSpace Development platforms Most of the work required to manage a TaskSpace application can be performed within TaskSpace itself. However, some management tasks must be performed in a development platform. Documentum Composer and Documentum Application Builder and Application Installer (DAB/DAI) are currently supported. It is highly recommended that Composer be used, rather than DAB/DAI, to manage TaskSpace applications. Composer EMC Documentum Composer provides a development platform for assembling, configuring, and deploying EMC Documentum applications. Based on the Eclipse Integrated Development Environment, Composer provides a unified environment for creating and maintaining EMC Documentum application elements such as workflow templates, lifecycle definitions, security settings, and aspects. Documentum Application Builder and Application Installer (DAB/DAI) DAB/DAI provided a development platform for assembling, configuring, and deploying EMC Documentum applications. Available application elements included workflow templates, lifecycle definitions, security settings, and aspects. Document Image Services Document Image Services provides support for image oriented documents and is designed to support a range of viewers. Features include: Page serving: Provides enhanced performance by returning pages one at a time for TIFF and PDF formats, enabling supported viewers to display the first page while the remainder of the document continues to download. (Page serving does not apply to secure PDF files.) Document Image Services also integrates with Accelerated Content Services (ACS) and Branch Office Caching Services (BOCS) to provide efficient and quick access to frequently used documents. For information on page access terminology, refer to the Documentum TaskSpace Deployment Guide. Annotations: Enables some viewers to save annotation files along with documents. (Only the PAS, Daeja ViewOne Pro, or IGC Brava! viewers support annotations.) Certifications: Requires Documentum 6.0 or greater. 18 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

19 Overview of TCM and TaskSpace Use with TaskSpace: Can be used to integrate and configure one or more of the supported image viewers with TaskSpace. Use independent of TaskSpace: Can be used by itself to integrate a supported image viewer into any WDK based application with minimal configuration and programming. Viewers The ability to integrate viewers into document templates created in Forms Builder simplifies the viewing of documents and document information from TaskSpace. Note: Use of a document viewer in TaskSpace requires Document Image Services. The following tables provide detailed information for each viewer. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 19

20 20 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide IGC Brava! Daeja ViewOne Pro Table 1. Selecting viewers Documentum PAS Adobe Reader High Fidelity Forms Runtime ActiveX control Java applet ActiveX control ActiveX control ActiveX control N/A Localization Currently French, German, and Japanese All TaskSpacesupported languages All TaskSpacesupported languages All TaskSpacesupported languages Annotations Supported Supported Supported Not currently supported Major File Formats (For complete lists, refer to vendor documentation.) Page Modifications (PDF, TIFF) Page Access Browsers Deployment JPEG, PDF, TIFF, AutoCAD (dwf, dwg, dxf) BMP, EMF, GIF, JPEG, PCX, PDF, PNG, TIFF, TXT, and other common formats PDF only PDF and irm pdf for IRM Refer to www. openoffice.org Not currently supported The OpenOffice Writer format (ODT) only, such as instances of high fidelity form templates Yes Yes No No No No Page Serving (TIFF/PDF) Internet Explorer only Server side deployment Page Serving (TIFF/PDF) All TaskSpacesupported browsers Server side deployment None Internet Explorer only Client side deployment Byte streaming (PDF) All TaskSpacesupported browsers Client side deployment None Internet Explorer only Server side deployment Browser All browsersupported languages Not currently supported GIF, JPEG, PDF, PNG for Firefox, and Internet Explorer. Internet Explorer also supports MS Office formats, irm pdf, irm msw8, irm excel8book, irm ppt8 for IRM. None All TaskSpacesupported browsers N/A Overview of TCM and TaskSpace

21 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 21 IGC Brava! Daeja ViewOne Pro Documentum PAS Adobe Reader High Fidelity Forms License Server Yes No No No No No Website com Browser Browser vendor Overview of TCM and TaskSpace

22 Overview of TCM and TaskSpace PDF Annotation Services PAS integrates Adobe s review and commenting capabilities into the Documentum platform. PDF Annotation Services works with Adobe Acrobat and Adobe PDF. Document integrity and security are preserved throughout the streamlined markup, review, and approval processes. Documentum Administrator EMC Documentum Administrator is a powerful Web based tool that removes the complexity of maintaining global, distributed Documentum deployments. The Web based interface supports standard Web browsers, giving system administrators on any desktop platform a window into all components of a distributed application environment. Process Integrator EMC Documentum Process Integrator works with EMC Documentum Process Engine and Content Server to deliver a universal integration service. You gain integration of EMC Documentum process, content, and repository services with external processes through a service oriented architecture (SOA) implementation. Process Analyzer EMC Documentum Process Analyzer allows business level users to easily design processes running within and outside of the EMC Documentum platform. This graphical tool allows users to diagram processes and to associate attribute information for activities and tasks within a process. Business Activity Monitor EMC Documentum Business Activity Monitor (BAM) provides alerts and reports on process execution data pulled from EMC Documentum Process Engine. In real time, Documentum Business Activity Monitor tracks defined key performance indicators (KPIs), reporting on process performance and providing alerts for conditions that fall outside of designated thresholds. It also directs performance information back into 22 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

23 Overview of TCM and TaskSpace Documentum Process Analyzer and Process Simulator to help optimize process design and efficiency. Features include operational dashboards, which use a set of easily customizable portlets that can be combined and configured for each user within a portal framework. ACS/BOCS ACS and BOCS are part of the EMC Documentum Distributed Content offering. The ACS server is a lightweight server, installed with Content Server, that serves content to web based client applications quickly using HTTP or HTTPS protocol. BOCS servers (installed separately from Content Server) communicate with ACS servers and cache content locally. This allows users to obtain frequently accessed content very quickly. The amount of content that can be cached and the length of time which the content is held is configurable. BOCS servers give users on web based clients the fastest possible access to frequently used content without the requirement to install and maintain a distributed storage area remote site. EMC Documentum TCM Architecture The following diagram outlines the EMC Documentum TCM architecture. The TaskSpace application framework provides a wide range of features for working with TCM. This framework also draws on Document Image Services for page serving and annotation manipulation functions. Supporting the TaskSpace and Document Image Services functionality are the Documentum Platform Services and the Documentum repository. Additional tools such as Documentum Composer, Forms Builder, and Business Process Manager provide functionality for creating a TaskSpace TCM application that is tailored to the specific needs of each customer. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 23

24 Overview of TCM and TaskSpace Figure 2. EMC Documentum TCM Architecture Note: If necessary, DAB/DAI can be used in place of Composer. Building a TaskSpace application TaskSpace provides a structure for building a range of possible components, including templates and business processes, which you create to meet specific needs, as follows: Figure 3. TaskSpace Application Build Process Define types and data structures: Possible types include document types and folder types, among other possibilities. Use Documentum Composer to also create necessary data/folder structures. 24 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

25 Overview of TCM and TaskSpace Design business processes: Based on the lifecycles identified, create one or more business processes, including work queues, using Process Builder, that control exactly how information received should be processed. Also, business analysts can optionally use Process Analyzer to design the processes iteratively with the developer (who is using Process Builder). Design templates and TaskSpace components: Using Forms Builder, create templates to use within TaskSpace for viewing documents, searching, viewing folders, starting processes, and viewing and working with tasks and task lists. Then, using the TaskSpace Configuration tab, select which components you wish to include in your application. Configure the application: Using the TaskSpace Configuration tab, complete the configuration process for your application, including user interface tabs and user roles. Integrate with external systems: add and configure TaskSpace integrations with external systems, such as a document viewer. Reusing applications After you create a TaskSpace application, child applications can be created on the basis of a parent application. For example, if you created an application based on a fairly generic loan processing procedure, a second application geared toward a more specialized loan process could be created using the generic procedure as the parent application. This would eliminate duplication of effort as components from the parent application are included in the child application, saving time and reducing costs. The child application is then further configured and refined by hiding unwanted components from the parent application or, if necessary, adding new components. The following graphic illustrates this process: EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 25

26 Overview of TCM and TaskSpace Figure 4. TaskSpace Application Design TaskSpace and TCM documentation The following table lists the Documentum products that allow you to administer and configure the TaskSpace software, and refers you to appropriate documentation for detailed information on each product: Table 2. Related documentation Documentum product Documentum ACS/BOCS Documentum Administrator Documentum Application Builder and Application Installer Reference Documentum Branch Office Caching Services Release Notes Documentum Content Server Administration Guide Documentum Distributed Content Configuration Guide Documentum Administrator Deployment Guide Documentum Administrator Release Notes Documentum Administrator User Guide Documentum Application Builder Release Notes Documentum Application Builder User Guide Documentum Application Installer Release Notes 26 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

27 Overview of TCM and TaskSpace Documentum product Documentum Business Activity Monitor Documentum Composer Documentum Content Server Documentum Document Image Services Documentum Forms Builder Documentum Foundation Classes Documentum PDF Annotation Services Documentum Process Analyzer Reference Documentum Business Activity Monitor Implementation Guide Documentum Business Activity Monitor Installation Guide Documentum Business Activity Monitor Release Notes Documentum Composer Release Notes Documentum Composer User Guide Documentum Content Server Administration Guide Documentum Content Server Full Text Indexing Installation and Administration Guide Documentum Content Server Fundamentals Guide Documentum Content Server Installation Guide Documentum Content Server Release Notes Documentum Document Image Services Deployment Guide Documentum Document Image Services Development Guide Documentum Document Image Services Release Notes Documentum Forms Builder Development Guide Documentum Forms Builder Installation Guide Documentum Forms Builder Release Notes Documentum Forms Builder User Guide Documentum Foundation Classes Development Guide Documentum Foundation Classes Installation Guide Documentum Foundation Classes Release Notes Documentum PDF Annotation Services Deployment Guide Documentum PDF Annotation Services Release Notes Documentum Mobile Process Analyzer Installation Guide Documentum Mobile Process Analyzer Tutorial Documentum Process Analyzer and Mobile Process Analyzer Release Notes Documentum Process Analyzer Server Administration Utility User Guide Documentum Process Analyzer User Guide EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 27

28 Overview of TCM and TaskSpace Documentum product Documentum Process Builder Documentum Process Engine Documentum Process Integrator Documentum TaskSpace Documentum Web Development Kit Reference Documentum Process Builder Deployment Guide Documentum Process Builder Development Guide Documentum Process Builder Release Notes Documentum Process Builder User Guide Documentum Process Engine Release Notes Documentum Process Integrator Development Guide Documentum Process Integrator Installation Guide Documentum Process Integrator Release Notes Documentum TaskSpace Configuration Guide Documentum TaskSpace Deployment Guide Documentum TaskSpace Release Notes Documentum TaskSpace User Guide Documentum Web Development Kit and Webtop Deployment Guide Documentum Web Development Kit and Webtop Reference Guide Documentum Web Development Kit Development Guide Documentum Web Development Kit Release Notes 28 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

29 Chapter 2 Getting Started The TaskSpace user interface is highly configurable. Your configurations are stored in applications. You can deploy multiple TaskSpace applications, each with different settings. The TaskSpace installation provides a base application, also called TaskSpace. This base application contains read only default settings (such as components, tabs, and roles) that represent the most basic configuration. You can create and configure a new application based on this application. To save time, configure one application and then create additional applications based on your first application. This eliminates performing the same configurations in multiple applications. An application inherits all configuration settings from its parent application. New components, tabs, or roles can be added or created for the new application. Changes made in the child application have no effect in the parent application. The following sections describe how to create and start configuring a new TaskSpace application: Introduction to TaskSpace configuration, page 29 Starting the user interface, page 48 Creating an application, page 51 Modifying an application, page 53 Preparing the repository, page 54 Introduction to TaskSpace configuration The following sections introduce the administration and configuration interfaces for the TaskSpace software: TaskSpace configuration overview, page 30 Brief tour of a sample application, page 31 Overview of task list tab configuration, page 33 Overview of folder tab configuration, page 36 Overview of search tab configuration, page 37 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 29

30 Getting Started Overview of process initiation configuration, page 38 Overview of dashboard configuration, page 41 Overview of task view configuration, page 42 Overview of folder view configuration, page 44 Overview of document view configuration, page 45 TaskSpace configuration overview The following procedure describes how to create and configure a TaskSpace application in a development, test, or production environment. Note: This guide assumes that you have already installed TaskSpace software as described in the Documentum TaskSpace Deployment Guide (and optionally, the Documentum Document Image Services Deployment Guide). To configure TaskSpace: 1. Plan and identify the business processes, object types, and object attributes necessary for TaskSpace configuration. 2. Create and start configuring an application. For instructions, refer to Creating an application, page Prepare the repository with objects, templates, and other items necessary for TaskSpace configuration. The following sections provide instructions: Preparing the repository, page 54 Chapter 3, Preparing Forms Builder Templates Chapter 4, Preparing Users, Groups, and Roles Chapter 5, Preparing Permission Sets Chapter 6, Preparing Work Queues 4. Configure templates as components for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 5. Configure tabs. For instructions, refer to Chapter 15, Configuring Tabs. 6. Associate tabs and components with roles. For instructions, refer to Chapter 16, Configuring Roles. 7. Complete the user interface configuration. For instructions, refer to Chapter 18, Configuring the User Interface. Note: After you have created and configured a TaskSpace application in a development environment, you can copy the application to a test or production environment. For instructions, refer to Deploying an application to another environment, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

31 Getting Started Brief tour of a sample application This section briefly describes configuration of the various tabs and other features of a sample TaskSpace application. Keep in mind, however, that the TaskSpace user interface is highly configurable. This sample demonstrates only one possible way to configure the TaskSpace user interface. The following figure includes the top bar portion of the TaskSpace user interface in a sample application: Figure 5. Top bar of a sample application Table 3, page 31 describes each feature of the TaskSpace top bar in a sample application. Table 3. Features of the TaskSpace top bar in a sample application Feature A logo Global search Role Preferences Logout Help icon About icon Description You can import a GIF or JPEG image as a logo for the top bar, and you can specify whether it appears on the left or the right. For instructions, refer to Configuring logos, page 281. You can configure (or omit) a global search in the top bar for each role. For instructions, refer to Chapter 16, Configuring Roles. If the current user is a member of multiple roles that have been configured in the TaskSpace Configuration tab, the Role list box is available. It displays role name for the current user and allows the user to switch roles without having to logout and login again. The Preferences button allows users to change their preferences, which includes the ability to remove saved credentials. For instructions, refer to the Documentum TaskSpace User Guide. The Logout button allows users to logout. The Help icon allows users to access TaskSpace online help. The About icon displays information about the currently installed release of TaskSpace, the current repository, the current TaskSpace application, and the current user s role. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 31

32 Getting Started Feature Configuration tab Administration tab A task list tab named Tasks A folder tab named My Folder A search tab named Search A process tab named Processes Queue Management tab Process initiation view Dashboard tab Description You can configure multiple Configuration tabs with different names, and you can specify which ones appear for each role. For instructions, refer to Chapter 15, Configuring Tabs and Chapter 16, Configuring Roles. You can configure multiple Administration tabs with different names, and you can specify which ones appear for each role. For instructions, refer to Chapter 15, Configuring Tabs and Chapter 16, Configuring Roles. You can configure multiple task list tabs with different names, and you can specify which ones appear for each role. For more information, refer to Overview of task list tab configuration, page 33. You can configure multiple folder tabs with different names, and you can specify which ones appear for each role. For more information, refer to Overview of folder tab configuration, page 36. You can configure multiple search tabs with different names, and you can specify which ones appear for each role. For more information, refer to Overview of search tab configuration, page 37. You can configure multiple process tabs with different names, and you can specify which ones appear for each role. For instructions, refer to Chapter 15, Configuring Tabs and Chapter 16, Configuring Roles. You can configure multiple Queue Management tabs with different names, and you can specify which ones appear for each role. For instructions, refer to Chapter 15, Configuring Tabs and Chapter 16, Configuring Roles. When a user starts a process, it appears in a process initiation view. You can configure which initiate process component appears for each process template. For more information, refer to Overview of process initiation configuration, page 38. You can configure multiple dashboard tabs with different names, you can specify which BAM dashboards appear in each tab, and you can specify which tab (or tabs) appear for each role. For more information, refer to Overview of dashboard configuration, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

33 Getting Started Feature Task view Folder view Document view Generic form tab Description When a user opens a task, it appears in a task view. You can configure which task components appear for each process template and activity. For more information, refer to Overview of task view configuration, page 42. When a user opens a folder, it appears in a folder view. You can configure which folder components appear for each folder type and role. For more information, refer to Overview of folder view configuration, page 44. When a user opens a document, it appears in a document view. You can configure which document view component appears for each object type and role. For more information, refer to Overview of document view configuration, page 45. You can configure multiple generic form tabs with different names, and you can specify which ones appear for each role. A generic form tab can display a Forms Builder form template component or WDK component. For more information, refer to Overview of generic form tab configuration, page 48. Overview of task list tab configuration A TaskSpace task list tab displays a list of tasks for each user or work queue. The list can include search terms and a filter to reduce the list. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 33

34 Getting Started Figure 6. Sample task list tab The following procedure briefly describes how to assemble a task list tab, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a task list tab. To assemble a task list tab: 1. Examine the object types available in the repository and decide which object type to use for packages in the task lists. You can use one of the object types already available in the repository, or you can create your own. For instructions on creating an object type, refer to Documentum Composer User Guide. 2. In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 3. (Optional) In the TaskSpace Administration tab, create a work queue for any work queue task lists that you intend to create. For instructions, refer to Chapter 6, Preparing Work Queues. 4. (Optional) In the Process Builder software, create a structured data type for your work queue task lists. For detailed instructions, refer to Documentum Process Builder User Guide. 5. In the Process Builder software, create and install at least one process template using the prepared object type, structured data types, and work queues. For detailed instructions, refer to Documentum Process Builder User Guide. 34 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

35 Getting Started 6. In the Forms Builder software, create at least one (user or work queue) task list template using the prepared object type and process template. For instructions, refer to Documentum Forms Builder User Guide. 7. In the TaskSpace Configuration tab, configure all user and work queue task list templates as components for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 8. In the TaskSpace Configuration tab, create a task list tab using the prepared user task list components. For instructions, refer to Chapter 15, Configuring Tabs. 9. In the TaskSpace Configuration tab, associate the task list tab and work queue task list components with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. Visibility of task list tab elements You can configure what users can see in a task list tab. Table 4, page 35 describes what is required for a user to see each element: Table 4. Requirements for each element of a task list tab Element of a task list tab The task list A list box of user task lists The task browser tree, the Inbox node within the task browser, and user task lists under the Inbox node The Work Queues node within the task browser Work queues under the Work Queues node The following sections provide instructions: Requirements At least one user task list component associated with the task list tab Multiple user task list components associated with the task list tab, the tree option disabled in tab configuration, and no membership in queue_advance_processor role One of the following: Membership in the queue_advance_ processor role The tree option enabled in task list tab configuration and multiple task list components associated with the task list tab Membership in the queue_advance_ processor role Membership in those work queues EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 35

36 Getting Started Documentum Forms Builder User Guide Chapter 4, Preparing Users, Groups, and Roles Creating a task list tab, page 240 Chapter 16, Configuring Roles Overview of folder tab configuration A folder tab displays information about a specific folder, a tree view of the folder and its subfolders, and a list of the folder contents. The contents list can include search terms and a filter to reduce the list. Figure 7. Sample folder tab The following procedure briefly describes how to assemble a folder tab, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a folder tab. To assemble a folder tab: 1. Examine the object types available in the repository, and decide which object type to use for the folders, documents, processes, and other objects displayed in this folder tab. You can use one of the object types already available in the repository, or you can create your own. For instructions on creating an object type, refer to Documentum Composer User Guide. 36 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

37 Getting Started 2. In the TaskSpace software, using the prepared object types, create at least one folder containing subfolders, documents, processes, or other objects. For instructions, refer to the Documentum TaskSpace User Guide. 3. In the Forms Builder software, create at least one folder contents template using the prepared object type. Optionally create at least one folder information template, using the prepared object type. For instructions, refer to Documentum Forms Builder User Guide. 4. In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 5. In the TaskSpace Configuration tab, configure the folder templates as components for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 6. In the TaskSpace Configuration tab, create a folder tab using the prepared folder components. For instructions, refer to Chapter 15, Configuring Tabs. 7. In the TaskSpace Configuration tab, associate the folder tab with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. Overview of search tab configuration A TaskSpace search tab allows users to retrieve and display documents, folders, or other objects. Figure 8. Sample search tab EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 37

38 Getting Started The following procedure briefly describes how to assemble a search tab, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a search tab. To assemble a search tab: 1. Examine the object types available in the repository and decide which object type to use in the search. You can use one of the object types already available in the repository, or you can create your own. For example, if you want users to search for folders, you can select the dm_folder object type. For instructions on creating an object type, refer to Documentum Composer User Guide. 2. In the Forms Builder software, create at least one search template using the prepared object type. For instructions, refer to Documentum Forms Builder User Guide. 3. In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 4. In the TaskSpace Configuration tab, configure the search template as a component for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 5. In the TaskSpace Configuration tab, create a search tab using the prepared search component. For instructions, refer to Chapter 15, Configuring Tabs. 6. In the TaskSpace Configuration tab, associate the search tab with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. Overview of process initiation configuration When a user starts a process, it appears in a process initiation view. You can configure which initiate process component appears for each process template. This section provides an overview on configuring how users start processes in the TaskSpace user interface. 38 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

39 Getting Started Figure 9. Sample initiate process view You can configure how users start processes (process initiation) in two different ways. You can associate the Initiate activity of a process template directly with a Forms Builder template. Alternatively, you can associate the Initiate activity of a process template with a package, and associate that package with a Forms Builder template. The following table compares the two configuration methods in more detail: Table 5. Comparison of process initiation configuration methods Comparison Activity template Activity package template Associations and number of packages The Initiate activity may have zero or more packages. The activity is associated with a Forms Builder template. The Initiate activity may have one or more packages. At least one Initiate activity package must be mandatory and associated with a Forms Builder template. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 39

40 Getting Started Comparison Activity template Activity package template What happens when a user starts the process? Configuration The Forms Builder template that is associated with the Initiate activity appears as an item in the Open Items tab. The user may enter values and click on an action button, such as Submit. If there are no mandatory packages associated with the activity, depending on the actions, the task is processed further and the item is closed. If the activity has one or more mandatory packages, normal process container appears as another item in the Open Items tab. The Forms Builder template must be configured before the Process Builder template. For details, refer to Overview of configuring direct association of activity to template, page 40. The Forms Builder template that is associated with the package in the Initiate activity appears as an item in the Open Items tab. The user may enter values and click on an action button, such as Submit. If there are no other mandatory packages associated with the activity, depending on the actions, the task is processed further and the Opened Item is closed. If the activity has one or more other mandatory packages, normal process container appears in an Open Item. The Process Builder template must be configured before the Forms Builder template. For details, refer to Overview of configuring association of activity to package and package to template, page 41. Note: In either case, if you want to allow users to right click a file and select Start Attachment, you must include a package in your process template with the same object type as the file. Overview of configuring direct association of activity to template You can associate the Initiate activity of a process template directly with a Forms Builder template. To configure direct association of activity to template: 1. In the Process Builder software, create a process template. Detailed instructions are available in the Documentum Process Builder User Guide. 2. In the Forms Builder software, create a template using the Initiate Process template type and the prepared process template. Detailed instructions are available in Documentum Forms Builder User Guide. 3. (Optional) In the TaskSpace Configuration tab, add the process template and configure the Forms Builder template as a component for the TaskSpace user 40 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

41 Getting Started interface. This is necessary if you intend to export the TaskSpace application to another environment. For instructions, refer to Adding processes, page 214 and Adding components, page 136. Overview of configuring association of activity to package and package to template You can associate the Initiate activity of a process template with a package, and associate that package with a Forms Builder template. To configure association of activity to package and package to template: 1. In the Forms Builder software, create a template using any template type. Detailed instructions on creating all template types are available in the Documentum Forms Builder User Guide. 2. In the Process Builder software, create a process template with at least one mandatory package. Associate the package with the prepared Forms Builder template. Configure the Initiate activity to auto launch the package. Detailed instructions are available in the Documentum Process Builder User Guide. 3. (Optional) In the TaskSpace Configuration tab, add the process template and configure the Forms Builder template as a component for the TaskSpace user interface. This is necessary if you intend to export the TaskSpace application to another environment. For instructions, refer to Adding processes, page 214 and Adding components, page 136. Overview of dashboard configuration The Business Activity Monitor (BAM) is a product of EMC Documentum that gives business users insight into processes executing in the Documentum Process Engine. It provides the ability to generate alerts in real time and creates a dashboard view that shows process status and performance statistics. If you are using BAM, you can create dashboard tabs in TaskSpace. A dashboard tab allows users to view BAM dashboards. For more information on BAM, refer to the Documentum Business Activity Monitor User Guide. The following procedure briefly describes how to assemble a dashboard tab, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a dashboard tab. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 41

42 Getting Started To assemble a dashboard tab: 1. Create dashboards and add them as components in a TaskSpace application. For instructions, refer to Chapter 13, Configuring Dashboards. 2. Create a dashboard tab, using the prepared dashboards. For instructions, refer to Creating a dashboard tab, page In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 4. In the TaskSpace Configuration tab, associate the dashboard tab with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. Overview of task view configuration When the user launches a task in TaskSpace, the task appears within a task view. The type of task view that appears depends on task component configuration. Two types of task views are available: the standard task view and a task view with an embedded document view. Figure 10. Sample standard task view The standard task view contains Info, Comments, and Progress tabs. The Info tab contains a list of packages. 42 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

43 Getting Started Figure 11. Sample task view with document view The task view with an embedded document view displays the document associated with the process package. The following procedure briefly describes how to assemble a task view, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a task view. To assemble a task view: 1. Examine the object types available in the repository, and decide which object type to use for packages in the task. You can use one of the object types already available in the repository, or you can create your own. For instructions on creating an object type, refer to Documentum Composer User Guide. 2. In the TaskSpace Administration tab, create at least one user. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 3. (Optional) In the TaskSpace Administration tab, create a work queue for this task view. For instructions, refer to Chapter 6, Preparing Work Queues. 4. (Optional) In the Process Builder software, create an structured data type for this task view. For detailed instructions, refer to Documentum Process Builder User Guide. 5. In the Process Builder software, create and install at least one process template. If you want a document view embedded within this task view, include least one package using the prepared object type. Consider using structured data types and work queues in this process template. For detailed instructions, refer to Documentum Process Builder User Guide. 6. (Optional) In the Forms Builder software, create at least one document view template using the prepared object type. This is necessary if you want a document view EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 43

44 Getting Started embedded within this task view. For instructions, refer to Documentum Forms Builder User Guide. 7. In the Forms Builder software, create at least one task template using the prepared process template (and optionally, the prepared document view template). For instructions, refer to Documentum Forms Builder User Guide. 8. (Optional) In the TaskSpace Configuration tab, add the process template and configure the task template as a component for the TaskSpace user interface. This is necessary if you intend to export the TaskSpace application to another environment. For instructions, refer to Adding processes, page 214 and Adding components, page 136. When a user displays a task that had been generated from the specified process template, it appears in the specified task component. Overview of folder view configuration When the user launches a folder in TaskSpace, the folder appears within a folder view composed of folder components. The component that appears depends on your configuration. Figure 12. Sample folder view The following procedure briefly describes how to assemble a folder view, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a folder view. 44 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

45 Getting Started To assemble a folder view: 1. Examine the object types available in the repository, and decide which object type to use for the folders, documents, processes, and other objects displayed in this folder view. You can use one of the object types already available in the repository, or you can create your own. For instructions on creating an object type, refer to Documentum Composer User Guide. 2. In the TaskSpace software, using the prepared object types, create at least one folder containing subfolders, documents, or other objects. For instructions, refer to the Documentum TaskSpace User Guide. 3. In the Forms Builder software, create at least one folder contents template using the prepared object type. Optionally, create at least one folder information template using the prepared object type. For instructions, refer to Documentum Forms Builder User Guide. 4. In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 5. In the TaskSpace Configuration tab, configure the folder templates as components for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 6. In the TaskSpace Configuration tab, associate the folder components with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. When a user with the specified role displays a folder, it appears in the specified folder components. Overview of document view configuration When the user launches a document in TaskSpace, the document appears within a document view component. The component that appears depends on your configuration. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 45

46 Getting Started Figure 13. Sample document view The following procedure briefly describes how to assemble a document view, with references to appropriate instructions in this and other guides. You can also use this procedure as a troubleshooting checklist if users have unexpected results when displaying a document view. Note: This guide assumes that you have already installed at least one supported viewer as described in the Documentum TaskSpace Deployment Guide. For a list of supported viewers, refer to Viewers, page 19. To assemble a document view: 1. Examine the dm_document object type and subtypes available in the repository, and decide which object type to use for the documents to be displayed in this document view. You can use one of the object types already available in the repository, or you can create your own. For instructions on creating an object type, refer to Documentum Composer User Guide. 2. In the TaskSpace software, create at least one document using the prepared object type. For instructions, refer to the Documentum TaskSpace User Guide. 3. In the Forms Builder software, create at least one document view template using the prepared object type. For instructions, refer to the Documentum Forms Builder User Guide. 4. In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 5. In the TaskSpace Configuration tab, configure the document view templates as components for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 46 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

47 Getting Started 6. In the TaskSpace Configuration tab, associate the document view component with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. 7. In the TaskSpace Configuration tab, map one or more file formats to each viewer. For instructions on mapping file formats to viewers, refer to Mapping file formats to viewers, page 283. Note: To map PDF files to the PAS viewer, PAS deployment is required. For information, refer to PDF annotations overview, page 47. To allow the use of high fidelity form templates in TaskSpace, the ODT file format must be mapped to the High Fidelity Forms viewer. For information, refer to High Fidelity Form Templates Overview, page 48. When a user with the specified role displays a document, it appears in the specified document view component. PDF annotations overview If your organization has installed and configured the PAS, you can store comments created in Adobe Acrobat or Reader into a repository and you can view and enter comments in PDFs directly from TaskSpace. Note: Users who want to display multiple PDF documents or renditions at the same time can do so with Adobe Reader 7. Users of Adobe Reader 8 or Adobe Acrobat 8 can only open one document at a time to make annotations. Comments are associated with a specific version of a document. If a document is versioned, the comments on the previous version are migrated to the new version. Example: If you check out a 1.0 CURRENT version of a document, and then a second user adds comments to the document, the comments are associated with the 1.0 version. If you then check in and change the version number to 1.1, then when you view the 1.1 CURRENT version, you will not see the comments from the 1.0 version. Note: If you make modifications to pages using PAS as your viewer, and you choose to create a new version of the document from the page modifcation Confirmation dialog box,, any existing annotations will be lost. For instructions on deploying PDF Annotation Services, refer to the Documentum PDF Annotation Services Deployment Guide. To use PDF Annotation Services, you must configure TaskSpace to open PDF Annotation Services when you view a PDF. For instructions, refer to Mapping file formats to viewers, page 283. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 47

48 Getting Started High Fidelity Form Templates Overview High fidelity form templates display rich electronic forms that look just like their paper counterparts. End users can fill them out online or offline. For forms that are filled out electronically but submitted by hard copy or fax, high fidelity forms support bar code generation of key identifying data. Overview of generic form tab configuration TaskSpace allows the creation of a generic form tab that can use any form template or a WDK component. An example is the TaskSpace Welcome page. To assemble a generic form tab: 1. In the Forms Builder software, create at least one form template. For instructions, refer to Documentum Forms Builder User Guide. 2. In the TaskSpace Administration tab, create at least one role and add at least one user to that role. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 3. In the TaskSpace Configuration tab, configure the form template as a component for the TaskSpace user interface. For instructions, refer to Chapter 7, Configuring TaskSpace Components. 4. In the TaskSpace Configuration tab, create a generic form tab using the prepared form template or an existing WDK componentcomponent. For instructions, refer to Chapter 15, Configuring Tabs. 5. In the TaskSpace Configuration tab, associate the generic form tab with the prepared role. For instructions, refer to Chapter 16, Configuring Roles. Starting the user interface To start the user interface and log in: 1. Open a supported browser. For a list of supported browsers, refer to the Documentum TaskSpace Release Notes. 2. Navigate to the TaskSpace user interface at the following URL: Table 6, page 49 explains each variable in this URL: 48 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

49 Getting Started Table 6. The TaskSpace URL variables URL variable server_name port_number deployment_name app_name Explanation The name of the computer on which TaskSpace is installed. The port where the application server listens for connections. The virtual directory created during installation. The name of a TaskSpace application. Note: If you are accessing the TaskSpace user interface for the first time, omit the question mark and everything that follows. The login page appears. 3. On the TaskSpace login page, select a repository and enter your login name and password. 4. To have the login page automatically recall this information, select the Remember my credentials option. Tip: Once you are logged in, you can view or delete your saved credentials by clicking Preferences. 5. To enter a Microsoft Windows NT domain name, click More Options and enter the domain. 6. To select the language for text in the TaskSpace user interface, click More Options and select the language. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 49

50 Getting Started 7. To connect to the repository using a particular server, click More Options and select that server from the Server list box. The default is Any Running Server. 8. To use accessibility features, click More Options and check Additional Accessibility Options. The accessibility mode provides linear navigation, tab navigation, lists instead of menus, and additional descriptive text. 9. To change your password, complete the following steps: Note: If your organization uses Lightweight Directory Access Protocol (LDAP), you cannot change your password from the TaskSpace login page. Ask your system administrator how you can change your password. a. Click More Options. b. Click Change Password. c. Type your current password and new password. d. Click Apply. 10. Click Login. The TaskSpace software determines your user account s role memberships and determines which of these roles have been configured for use in the TaskSpace user interface. If your login account is a member of only one role, the TaskSpace user interface appears. The interface elements available to you depend on your role. If your login account is a member of multiple roles, you are prompted to select a role. Also, if your account is a member of a role that is itself a member of another role, the inherited role also appears in the list, as long as it has been configured for use in the TaskSpace user interface. 11. If prompted, select a role and click Select. The TaskSpace user interface appears. The interface elements available to you depend on the role you selected. 50 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

51 Getting Started Note: After login, you can switch to a different role by selecting it from the list box in the top bar. The interface changes to reflect the new role. Creating an application This section describes how to create a new TaskSpace application based on an existing application. Note: The configuration settings in the base application are read only. To change any configuration settings, you must create at least one new application. To create an application: 1. Log into the TaskSpace user interface with a user account that satisfies the following requirements: Log in as a user that has Superuser privileges. Log in as a member of a role that has access to the TaskSpace Configuration tab. By default, the ts_designer role has access to the TaskSpace Configuration tab. For basic instructions, refer to Starting the user interface, page Click Configuration. A tree representing the application appears on one side and settings appear on the other side. By default, the root of the tree is selected. 3. Click New Application. The Create Application page appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 51

52 Getting Started 4. In the Name box, type a unique name. 5. (Optional) In the Title box, type a title for the application. This title (or the application name, if no title is specified) appears in the login page and in the browser title bar when users access this application. 6. Click OK. A new application is created based on the application where you were logged in. The new application inherits the components, tabs, roles, and other settings from its parent application. A message appears indicating the successful creation of the new application. 52 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

53 Getting Started 7. (Optional) Click Bookmark this link. Finish creating the bookmark as indicated by your browser. 8. Copy the URL for the new application and click Close. 9. In a new browser window, paste the copied URL. The following chapters provide additional configuration instructions: Chapter 4, Preparing Users, Groups, and Roles Chapter 5, Preparing Permission Sets Chapter 6, Preparing Work Queues Chapter 7, Configuring TaskSpace Components Chapter 8, Configuring Actions Chapter 9, Configuring Menus Chapter 12, Configuring Processes Chapter 13, Configuring Dashboards Chapter 15, Configuring Tabs Chapter 16, Configuring Roles Chapter 18, Configuring the User Interface Modifying an application This section describes how to modify an existing TaskSpace application. Note: The configuration settings in the base application are read only. To change any configuration settings, you must create at least one new application. For instructions, refer to Creating an application, page 51. To modify an application: 1. Log into the TaskSpace user interface as a member of a role that has access to the TaskSpace Configuration tab. By default, the ts_designer role has access to the TaskSpace Configuration tab. For instructions, refer to Starting the user interface, page Click Configuration. A tree representing the application appears on one side and settings appear on the other side. By default, the root of the tree is selected. 3. In the Title box, type a title for the application. This title appears in the login page and the title bar of the browser when users access this application. The following chapters provide additional configuration instructions: Chapter 4, Preparing Users, Groups, and Roles Chapter 5, Preparing Permission Sets EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 53

54 Getting Started Chapter 6, Preparing Work Queues Chapter 7, Configuring TaskSpace Components Chapter 8, Configuring Actions Chapter 9, Configuring Menus Chapter 12, Configuring Processes Chapter 13, Configuring Dashboards Chapter 15, Configuring Tabs Chapter 16, Configuring Roles Chapter 18, Configuring the User Interface Preparing the repository To take advantage of most of the features in the TaskSpace user interface, you must create or configure a number of items in the repository. The following sections describe the items that may be needed in the repository, roughly in the order in which they should be created, and explain why they may be needed: Object types, page 54 Objects, page 55 Users, groups, and roles, page 55 Process templates, page 55 Templates/components, page 55 Dashboards, page 56 File formats, page 56 Object types To meet your needs, you can create new object types in Documentum Composer for use in the TaskSpace interface. For instructions on creating and modifying object types, refer to Documentum Composer User Guide. Note: You must create your TaskSpace application from the TaskSpace Configuration tab first before adding custom types into the application using Composer, because a TaskSpace application needs extra configuration files which will not be populated properly if the application is created from Composer instead of TaskSpace. 54 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

55 Getting Started Objects If you create a new object type in Documentum Composer, or if you configure an existing one, consider creating new objects in the TaskSpace user interface for testing purposes. (For example, if you create a new document object type and configure a search template to find documents of this object type, you should test that search template to make sure that it works before deploying your TaskSpace application to a production environment.) For instructions on creating objects, refer to the Documentum TaskSpace User Guide. Users, groups, and roles The base TaskSpace application contains the ts_designer role to get you started. After the TaskSpace DAR installation, an script automatically runs and adds the user who installed the DAR to the ts_designer, form_designer, queue_admin, and queue_advance_processor roles. This allows you to log in to the TaskSpace user interface as that user. You can then create additional users, groups, and roles in the TaskSpace Administration tab to meet your needs. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. You can use the TaskSpace Administration tab to perform other important user configurations: To allow a user access to Forms Builder, add the user to the form_designer role. To allow a user to create new TaskSpace applications, give the user Superuser privileges and access to the Configuration tab. Process templates You must create and install one or more process templates in the Process Builder software. For instructions on creating and installing process templates, refer to Documentum Process Builder User Guide. Templates/components The base TaskSpace application contains default components that represent the most basic configuration. TaskSpace components are Forms Builder templates that have been configured in TaskSpace. The Forms Builder software allows you to create templates specific to the TaskSpace software, including search, document view, folder, initiate process, task list, and task templates. After these templates have been installed in Forms Builder, you can then configure them as TaskSpace components. The TaskSpace user EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 55

56 Getting Started interface is based on these components. For instructions, refer to Chapter 3, Preparing Forms Builder Templates. Dashboards A dashboard is an interface, created in Business Activity Monitor (BAM) or TaskSpace, with visual indicators for process performance monitoring. The base TaskSpace application contains one default dashboard, ts_bam_dashboard1. In your application, you can create your own dashboards. BAM is required in your Documentum environment to allow the creation of dashboards within TaskSpace. For more information on BAM, refer to Business Activity Monitor, page 22 or Documentum Business Activity Monitor User Guide. File formats You can create new file formats in Documentum Administrator for use in the TaskSpace interface. For instructions on creating and modifying file formats, refer to Documentum Administrator User Guide. For instructions on mapping viewers to file formats in the TaskSpace interface, refer to Mapping file formats to viewers, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

57 Chapter 3 Preparing Forms Builder Templates The base TaskSpace application contains a set of default components. TaskSpace components are Forms Builder templates that have been configured in TaskSpace. The Forms Builder software allows you to create templates specific to the TaskSpace software, including search, document view, folder, process instance list, process parameter, task list, and task templates. After these templates have been installed in Forms Builder, you can then configure them as TaskSpace components. The TaskSpace user interface is based on these components. For complete directions for creating templates and information on using the Forms Builder software, refer to the Documentum Forms Builder User Guide. For instructions on configuring Forms Builder templates as TaskSpace components, refer to Chapter 7, Configuring TaskSpace Components. TaskSpace components After you have created and installed templates in the Forms Builder software, you can configure them as components in the TaskSpace user interface. Table 7, page 57 indicates where each component appears in the TaskSpace user interface and what it allows the user to do: Table 7. Location of each component in the TaskSpace user interface Component TaskSpace tab Component notes Search A search tab Allows users to retrieve and display documents, folders, or other objects. Document view Folder contents and information A document view A folder view or a folder tab Displays a document of the specified object type within a viewer. Displays information about a specific folder, a tree view of the folder and its subfolders, and a list of the folder contents. The contents list can include search terms and a filter to reduce the list. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 57

58 Preparing Forms Builder Templates Component TaskSpace tab Component notes Process instance list Process parameter Process initiation Administration Administration A folder view or a folder tab Allows administrators to view a list of current process instances running in TaskSpace. Allows administrators to changed a process parameter for a process. Allows users to initiate processes. Task list A task list tab Displays a list of tasks for each user or work queue. The list can include search terms and a filter to reduce the list. Allows users to retrieve and display tasks. Task A task view Displays information about a task and either a list of associated packages, or a document view of one associated package. Dashboard A dashboard tab Allows administrators to monitor process performance. (This type of component is created in TaskSpace, not in Forms Builder.) 58 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

59 Chapter 4 Preparing Users, Groups, and Roles The base TaskSpace application contains one default role (ts_designer). You can create users, groups, and additional roles to meet your needs. The following sections provide instructions: Preparing Users, page 59 Preparing Groups, page 70 Preparing Roles, page 78 Preparing Users This section describes the following: Locating a user, page 59 Creating or editing a user, page 61 User properties, page 62 Importing users, page 64 Changing the home repository of a user, page 67 Viewing the groups and roles to which a user belongs, page 68 Renaming a user, page 68 Reassigning objects owned by a user, page 69 Deleting a user, page 69 Locating a user To locate a user: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 59

60 Preparing Users, Groups, and Roles 3. Navigate to Administration / User Management / Users. 4. In one or more search fields, type information about the user you want to find. Click Search. Note: You can also click Show All Users. 5. If necessary, refine your search by specifying the letter or letters that start the username. In the Starts with field, type the letter or letters of the username and then click Go. 6. To select a user, click the user s name. 60 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

61 Preparing Users, Groups, and Roles Creating or editing a user You must have adequate privileges to create or edit users. If the server authenticates users against the operating system, each user must have an account on the server host. If the repository is the governing member of a federation, a new user can be a global user. Global users are managed through the governing repository in a federation and have the same property values in each member repository in the federation. If you add a global user to the governing repository, that user is added to all member repositories. If you create users who will be managed by an LDAP server, the user_name and user_login_name properties of the dm_user object must have unique, non null values, and the user_address property of the dm_user object must have a non null value. To create or edit a user: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration / User Management / Users. 4. Do one of the following: To create a new user, click Create User. To edit an existing user, locate and select the user, and then click Properties. For instructions on locating a user, refer to Locating a user, page 59. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 61

62 Preparing Users, Groups, and Roles 5. Enter values to define the user. For an explanation of user properties, refer to User properties, page Click OK. User properties The following table describes user properties that might require further explanation, beyond their field names. Table 8. User properties Field State Name User Login Name Description Determines whether the user can connect to the repository. An active user can connect to the repository. An inactive or locked user cannot connect. A locked user can be unlocked only by a System Administrator or Superuser. The user s name as it appears on the user s home cabinet and on items the user creates or modifies. The name with which the user logs into the repository. 62 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

63 Preparing Users, Groups, and Roles Field User Login Domain User Source E Mail Address User OS Name Windows Domain Home Repository Default Folder Default Group Default Permission Set Db Name Description Identifies the domain in which the user is authenticated. It is typically a Windows domain or the name of the LDAP server used for authentication. Determines the authentication source. Depending on the operating system, some or all of the following choices are available: None: Either the user is authenticated in a Windows domain or the user has an account on the Content Server host and is authenticated by the operating system. LDAP: The user is authenticated through an LDAP directory server. Inline Password: The user is authenticated based on a password stored in the repository. Choose Password for repository users who are not authenticated on an LDAP server or Windows domain. This option is available only when Documentum Administrator or TaskSpace is used to create users. It is not available in other applications in which it is possible to create users. The address to which notifications are sent for workflow tasks and registered events. The login name for authenticating the user on an operating system or on an LDAP server. The user s Windows domain, to be used if the repository is on a Windows host or on a UNIX host with a domain map for Windows domain authentication. The repository where the user receives notifications and tasks. For instructions on changing the home repository of an existing user, refer to Changing the home repository of a user, page 67. The default location for storing items the user creates. The group assigned to items the user creates. The permission set assigned to items the user creates. The user s name in an RDBMS. This is used if the user is a repository owner or registers RDBMS tables. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 63

64 Preparing Users, Groups, and Roles Field Privileges Description Authorizes the user to perform certain activities. When setting this, if you grant Superuser privileges to a user after installing or upgrading a repository or after manually running the toolset.ebs script, add that user manually to the group called admingroup. Alias Set Workflow Disabled Propagate changes to members Turn off authentication failure checking If you revoke a user s Superuser privileges, remove the user from the admingroup. The user s default alias set. Indicates that the user is not available to receive workflow tasks. If you are creating a global user, this propagates your changes to members of the repository federation. A global user is a user who is found in all members of a repository federation and whose property values are the same in all of the repositories. Global users are managed through the governing repository. Global users can also have local properties, which you can modify in a local repository.for more information on global users, see the Documentum Administrator User Guide. Allows the user more login attempts than the limit set in the repository config object. Importing users You can import users from information contained in an input file. To import users: 1. Determine what type of authentication the repository uses. If the server authenticates users against the operating system, each user must have an account on the server host before you create the users. 2. Create the input file. For information, refer to Input file for creating new users, page Perform the import in the TaskSpace Administration tab. For instructions, refer to Performing a TaskSpace user import, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

65 Preparing Users, Groups, and Roles Input file for creating new users You can import users from information contained in an input file. Before you create the users, determine what type of authentication the repository uses. If the server authenticates users against the operating system, each user must have an account on the server host. If the server uses an LDAP directory server for user authentication, the users do not need to have operating system accounts. If you specify the attributes user_group (the user s default group) and acl_name (the user s default permission set), any groups and permission sets must already exist before you import the users. If you are creating a user who is authenticated using a password stored in the repository, the password cannot be assigned in the input file. You must assign the password manually. Each user to be imported starts with the header object_type:dm_user. Follow the header with a list of attribute_name:attribute_value pairs. The attributes user_name and user_os_name are required. In addition, the following default values are assigned when the file is imported: Table 9. Default values for new users Argument user_login_name privileges folder group client_capability 1 Default username 0 (None) /username docu Each attribute_name:attribute_value pair must be on a new line. For example: object_type:dm_user user_name:pat Smith user_os_name:psmith user_group:accounting acl_domain:smith acl_name:global User Default ACL object_type:dm_user user_name:john Brown user_os_name:jbrown If the file contains umlauts, accent marks, or other extended characters, store the file as a UTF 8 file or users whose names contain the extended characters are not imported. The attributes you can set through the input file are: EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 65

66 Preparing Users, Groups, and Roles user_name user_os_name user_os_domain user_login_name user_login_domain user_password user_address user_db_name user_group_name user_privileges (set to integer value) default_folder user_db_name description acl_domain acl_name user_source (set to integer value) home_docbase user_state (set to integer value) client_capability (set to integer value) globally_managed (set to T or F) alias_set_id (set to an object ID) workflow_disabled (set to T or F) user_xprivileges (set to integer value) failed_auth_attempt (set to integer value) You can specify as many of the above attributes as you wish, but the attribute_names must match the actual attributes of the type. The attributes may be included in any order after the first line (object_type:dm_user). The Boolean attributes are specified using T (for true) or F (for false). Use of true, false, 1, or 0 is deprecated. Any permission sets that you identify by acl_domain and acl_name must exist before you run the file to import the users. Additionally, the ACLs must represent system permission sets. They cannot represent private permission sets. Any groups that you identify by user_group_name must exist before you run the file to import the users. Content Server creates the default folder for each user if it does not already exist. Performing a TaskSpace user import To import users from a file: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration / User Management / Users. 66 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

67 Preparing Users, Groups, and Roles 4. Click Import User. 5. Click Input File Path and browse to the location of the input file containing information for creating the new users. 6. In the other fields, specify any property values that apply to all the users you are importing. Values specified in the input file override values specified on this page. For an explanation of user properties, refer to User properties, page Specify how to handle information from the input file for any users who already exist in the repository: To change the existing information, select the overwrite option. To keep the existing information, select the ignore option. 8. Click Import. Changing the home repository of a user The home repository is where the user receives tasks and notifications. To change the home repository of a user: 1. Locate and select the user. For instructions, refer to Locating a user, page Right click the user and select Change Home Repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 67

68 Preparing Users, Groups, and Roles 3. Select the new home repository. 4. Select when to run the job that assigns the new home repository. 5. Click OK. Viewing the groups and roles to which a user belongs To view the groups and roles to which a user belongs: 1. Locate and select the user. For instructions, see Locating a user, page Right click the user and select View Current User Memberships. A list of the groups and roles appears. The selected user is a member of each of these groups and roles. Renaming a user To rename a user: 1. Create a new user with the new name. For instructions, refer to Creating or editing a user, page Assign the existing user s objects to that user. For instructions, refer to Reassigning objects owned by a user, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

69 Preparing Users, Groups, and Roles Reassigning objects owned by a user You can reassign objects owned by a user to another user, a group, or a role. This procedure is useful if you are deleting a user from the repository and want to reassign the user s files and objects to another user. To reassign one user s items: 1. Locate and select the user. For instructions on locating a user, refer to Locating a user, page Right click the user and select Reassign User. 3. Click Select User and select the new user, group, or role to which to reassign items. 4. Indicate whether to run the reassign job at the next time the job is scheduled or now. 5. Indicate whether to unlock or ignore checked out objects. 6. Indicate whether to save changes and report results or just report results. 7. Click OK. Deleting a user EMC Documentum strongly recommends making users inactive rather than deleting them from the repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 69

70 Preparing Users, Groups, and Roles It is important to know that if you delete a user, the content server does not delete the references to that user in other repository objects, such as groups and permission sets. This means that if you delete a user, you must do one of the following: Reassign the user s objects to another user. See Reassigning objects owned by a user, page 69. Create a user with the same name. If you create a user with the same name, the new user inherits the group membership and object permissions belonging to the deleted user. You cannot delete the repository owner, installation owner, or yourself. To delete a user: 1. Locate and select the user. For instructions, refer to Locating a user, page Click Delete User. 3. Click OK. Preparing Groups A group is a collection of users, other groups, and roles. A group can own sysobjects and permission sets. By default, a group is owned by the user who creates the group. This section includes the following: Locating a group, page 70 Viewing the users in a group, page 71 Creating or editing a group, page 72 Privileges for creating or modifying groups, page 73 Group properties, page 74 Adding or removing members in a group, page 75 Reassigning one group s items to another group, page 77 Deleting a group, page 77 Locating a group To locate a group: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 70 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

71 Preparing Users, Groups, and Roles 3. Navigate to Administration / User Management / Groups. 4. In the Starts with field, type the first letter or letters of the group name and then click Go. Viewing the users in a group To view the users in a group: 1. Locate the group. For instructions, refer to Locating a group, page Double click the group. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 71

72 Preparing Users, Groups, and Roles Creating or editing a group To create or modify a group, you must have adequate privileges. Table 10. Privileges for creating or modifying groups Privilege Create Group System Administrator Superuser Description Can create a group with yourself as the owner. Can modify groups to which you belong. Can modify any group. Can create a group and assign a different user as the owner. To create or edit a group: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration / User Management / Groups. 4. Do one of the following: To create a new group, click Create Group. To edit an existing group, locate and select the group, and then click Properties. For instructions on locating a group, refer to Locating a group, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

73 Preparing Users, Groups, and Roles 5. Enter the appropriate information to define the new group. For an explanation of group properties, refer to Group properties, page Click OK. Privileges for creating or modifying groups Table 11. Privileges for creating or modifying groups Privilege Create Modify Delete Create Group Can create group or assign ownership to a group to which the user belongs Can add or delete members and assign ownership to a group to which the user belongs Can delete groups the user owns, including groups where a group is owner and the user is a member of the group EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 73

74 Preparing Users, Groups, and Roles Privilege Create Modify Delete System Administrator Superuser Can create group or assign ownership to a group to which the user belongs Can create a group and assign ownership to a different user or group Can update group administrator, owner, or members of a group Can update group administrator, owner, or members of a group Can delete groups the user owns, including groups where a group is owner and the user is a member of the group Can delete any group Group properties Table 12. Group properties Field Name Group Native Room Class E Mail Address Owner Administrator Alias Set Description The name of the group. The name must consist of characters that are compatible with Content Server s server OS code page. Available in repositories with Collaborative Services is enabled. If you select a room, the group is considered a private group in the room. Distinguishes between groups and roles. Select Group. The server does not enforce the value of this property and does not set the property to any value other than group. The address for the group. This is typically the address of the group s owner. The owner of the group. The user you select has the Create Group privilege. If you are a Superuser, you can select the owner. Otherwise, you can set this to a group of which you are a member. The administrator for the group. The administrator can modify the group. If this is null, only a Superuser and the group owner can modify the group. The alias set for the group. 74 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

75 Preparing Users, Groups, and Roles Field Global Group Private Group Dynamic Group Description If you are connected to the governing repository of a federation, this makes the group a global group. Makes the group a private group. Otherwise, the group is public. By default, groups created by users with System Administrator or Superuser privileges are public, and groups created by users with a lower privileges are private. Makes the group a dynamic group. A dynamic group is a group comprised of potential members, any of whom can be made actual members in Webtop or TaskSpace. In Webtop or TaskSpace, the application from which a user accesses the repository can request that the user be made an actual member. You can use dynamic groups to model role based security. For example, suppose you define a dynamic group called EngrMgrs. Its default membership behavior is to assume that users are not members of the group. The group is granted the privileges to change ownership and change permissions. When a user in the group accesses the repository from a secure application, the application can issue the session call to add the user to the group. If the user accesses the repository from outside your firewall or from an unapproved application, no session call is issued and Content Server does not treat the user as a member of the group. The user cannot exercise the change ownership or change permissions permits through the group. Adding or removing members in a group To add or remove members: 1. Locate and select the group. For instructions, refer to Locating a group, page Double click the group. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 75

76 Preparing Users, Groups, and Roles 3. To add members: a. Click Add Members. b. Select the users, groups, or roles to add. c. Click the add arrow. d. Click OK. 4. To remove members: a. Select the users, groups, or roles to remove. b. Click Remove Members. 76 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

77 Preparing Users, Groups, and Roles Reassigning one group s items to another group You can reassign objects owned by a group to another group or to a role. This procedure is useful if you are deleting a group from the repository and want to reassign the group s files and objects to another group. To reassign one group s items to another group: 1. Click Administration. 2. Navigate to Administration / User Management / Groups. 3. Select the group to reassign. 4. Right click the group and select Reassign. 5. Click Select to select a group or role to which to reassign items. 6. Indicate whether to run the reassign job at the next time the job is scheduled or now. 7. Indicate whether to unlock or ignore checked out objects. 8. Indicate whether to save changes and report results or just report results. 9. Click OK. Deleting a group EMC Documentum recommends that you do not remove groups from the repository. Instead, remove all members of the group and leave the group in the repository, or EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 77

78 Preparing Users, Groups, and Roles reassign all objects owned by the group to another group or user. For instructions, refer to Adding or removing members in a group, page 75 or Reassigning one group s items to another group, page 77. To delete a group: 1. Click Administration. 2. Navigate to Administration / User Management / Groups. 3. Select the group. 4. Click Delete Group. 5. Click OK to confirm that you want to delete the group. Preparing Roles A role is a group that contains the users and groups assigned particular duties within a client application domain. This section includes the following: Locating a role, page 78 Creating or editing a role, page 79 Role properties, page 80 Adding or removing members in a role, page 81 Reassigning one role s items to another role, page 82 Deleting a role, page 83 Locating a role A role is a type of group that contains a set of users or other groups that are assigned a particular role within a client application domain. If you create a role as a domain, it is listed in the groups list not the roles list. To locate a role: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration / User Management / Roles. 78 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

79 Preparing Users, Groups, and Roles 4. In the Starts with field, type the first letter or letters of the role name and then click Go. Creating or editing a role This section describes how to create a new role in the TaskSpace Administration tab. Note: After you create a new role in the TaskSpace Administration tab, you must use the TaskSpace Configuration tab to add the role to a TaskSpace application. Alternatively, you can use the TaskSpace Configuration tab to create a new role and add the role to a TaskSpace application at the same time. For instructions, refer to Creating a new role, page 257. If you create a role as a domain, it is listed on the groups list not the roles list. To create or edit a role: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration / User Management / Roles. 4. Do one of the following: To create a new role, click Create Role. To edit an existing role, locate and select the role, and then click Properties. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 79

80 Preparing Users, Groups, and Roles 5. Enter values to define the role. For an explanation of properties, see Role properties, page Click OK. Role properties The following table describes fields that might require further explanation, beyond their field names. Table 13. Role properties Field E Mail Address Owner Administrator Description The address of the role s owner. If no value is entered, the address defaults to the role name. The role owner can modify the role. A user or group, in addition to a Superuser or the role owner, who can modify the role. If this is null, only a Superuser and the role owner can modify the role. 80 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

81 Preparing Users, Groups, and Roles Field Private Role Create role as domain Dynamic Role Description Creates the role as a private role. Otherwise the role is a public role. By default, roles created by users with System Administrator or Superuser privileges are public, and roles created by users with a lower user privilege level are private. If you create a role as a domain, it is listed on the groups list, not the roles list. Creates the role as a dynamic group. For more information on dynamic groups, see Group properties, page 74. Adding or removing members in a role To add or remove members: 1. Click Administration. 2. Navigate to Administration / User Management / Roles. 3. Double click the role in which you want to add or remove members. The list page with members of the role appears. 4. To add members: a. Click Add Members. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 81

82 Preparing Users, Groups, and Roles b. To jump to a particular user, group, or role, type the name in the text box and click Go. c. Select the users, groups, or roles to add. d. Click the add arrow. e. Click OK. 5. To remove members: a. Select the users, groups, or roles to remove. b. Click Remove Members. Reassigning one role s items to another role You can reassign objects owned by a role to another role or to a group. This procedure is useful if you are deleting a role from the repository and want to reassign the role s users and other objects to another role. To reassign one role s items to another role: 1. Click Administration. 2. Navigate to Administration / User Management / Roles. 3. Right click the role and select Reassign. 82 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

83 Preparing Users, Groups, and Roles 4. Click Select to select a group or role to which to reassign items. a. To jump to a particular group or role, type the name in the text box and click Go. b. Select a group or role. c. Click OK. 5. Indicate whether to run the reassign job the next time the job is scheduled or now. 6. Indicate whether to unlock or ignore checked out objects. 7. Indicate whether to save changes and report results or just report results. 8. Click OK. Deleting a role Roles are a type of group. EMC Documentum recommends that you do not delete roles. Instead, remove all members of the role and leave the role in the repository, or reassign the members of the role to another role. For instructions, refer to Adding or removing members in a role, page 81 or Reassigning one role s items to another role, page 82. To delete a role: 1. Click Administration. 2. Navigate to Administration / User Management / Roles. 3. Select the role. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 83

84 Preparing Users, Groups, and Roles 4. Click Delete Role. 5. Click OK to confirm that you want to delete the role. 84 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

85 Chapter 5 Preparing Permission Sets A permission set (also known as access control lists, or ACLs) defines the object level permissions applied to objects to which the permission sets are assigned. For more information on how permission sets behave in the Documentum system, refer to the security chapter in the Content Server Administration Guide. The following sections provide information and instructions on permission sets: Permissions overview, page 85 How Content Server evaluates access to an object, page 90 Locating a permission set, page 91 Creating or modifying permission sets, page 92 Creating a permission set, page 92 Setting a user s basic and extended object permissions, page 95 Viewing or modifying permission sets, page 97 Permission set properties, page 102 Deleting a permission set, page 105 Permissions overview This section describes the following: Object permissions, page 86 Folder security, page 88 Default alias sets, page 89 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 85

86 Preparing Permission Sets Object permissions Access to folders and documents in a repository is subject to an organization s security restrictions. All content in the repository is associated with object permissions, which determines the access users have to each object in the repository such as a file, folder, or cabinet and governs their ability to perform specific actions. There are two categories of object permissions: Basic: Required for each object in the repository Extended: Optional Basic permissions grant the ability to access and manipulate an object s content. The seven basic permission levels are hierarchical and each higher access level includes the capabilities of the preceding access levels. For example, a user with Relate permission also has Read and Browse. Table 14. Basic permissions Basic permission None Browse Read Relate Version Write Delete What it allows No access to the object is permitted. Users can view the object s properties but not the object s content. Users can view both the properties and content of the object. Users can do the above and add annotations to the object. Users can do the above and modify the object s content and check in a new version of the item (with a new version number). Users cannot overwrite an existing version or edit the item s properties. Users can do the above and edit object properties and check in the object as the same version. Users can do all the above and delete objects. Extended permissions are optional, grant the ability to perform specific actions against an object, and are assigned in addition to basic permissions. The six levels of extended permissions are not hierarchical, so each must be assigned explicitly. Only System Administrators and Superusers can grant or modify extended permissions. 86 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

87 Preparing Permission Sets Table 15. Extended permissions Extended permission Execute Procedure Change Location Change State Change Permission Change Ownership Extended Delete What it allows Superusers can change the owner of an item and use Run Procedure to run external procedures on certain object types. A procedure is a Docbasic program stored in the repository as a dm_procedure object. Users can move an object from one folder to another in the repository. A user also must have Write permission to move the object. To link an object, a user also must have Browse permission. Users can change the state of an item with a lifecycle applied to it. Users can modify the basic permissions of an object. Users can change the owner of the object. If the user is not the object owner or a Superuser, they also must have Write permission. Users can only delete the object. For example, you may want a user to delete documents but not read them. This is useful for Records Management applications where discrete permissions are common. When a user tries to access an object, the Content Server first determines if the user has the necessary level of basic permissions. If not, extended permissions are ignored. Permission sets are configurations of basic and extended permissions assigned to objects in the repository that lists users and user groups and the actions they can perform. Each repository object has a permission set that defines the object level permissions applied to it, including who can access the object. Depending on the permissions, users can create new objects; perform file management actions such as importing, copying, or linking files; and start processes, such as sending files to workflows. Each user is assigned a default permission set. When a user creates an object, the repository assigns the user s default permission set to that object. For example, if the default permission set gives all members of a department Write access and all other users Read access, then those are the access levels assigned to the object. Users can change an object s access levels by changing the object s permission set. To do this, the user must be the object s owner (typically the owner is the user who created the object) or they must have Superuser privileges in the object s repository. When a user modifies a permission set, it is saved as a permission set assigned to them. They can then apply the permission set to other objects in the repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 87

88 Preparing Permission Sets The ability to modify permission sets depends on the user privileges in the repository: Users with Superuser privileges can modify any permission set in the repository. They can designate any user as the owner of a permission set, and change the owner of a permission set. This permission is usually assigned to the repository administrator. Users with System Administrator privileges can modify any permission set owned by them or by the repository owner. They can designate themselves or the repository owner as the owner of a permission set they created and can change whether they or the repository owner owns the permission set. This permission is usually assigned to the repository administrator. Users with any privileges less than the Superuser or System Administrator privileges are the owner only of the permission sets they create. They can modify any permission set they own but cannot change the owner of the permission set. If you designate the repository owner as the owner of a permission set, that permission set is a System (or Public) permission set. Only a Superuser, System Administrator, or the repository owner can edit the permission set. If a different user is the owner of the permission set, it is a Regular (or Private) permission set. It can be edited by the owner, a Superuser, System Administrator, or the repository owner. A user with Write or Delete permission can change which permission set is assigned to an object. Security protects the information in each repository using object permissions to control access to cabinets, folders, documents, and other objects. Object permissions determine what actions users can perform on objects. Permissions can be added, removed, modified, or replaced, and set differently for different users. The section on security in the Content Server Administration Guide contains additional information on permission sets. If you use Documentum s Web Publisher and if the user does not assign the default permission set, the Content Server assigns a default permission set according to the setting in the default_acl property in the server config object. Folder security Folder security is an additional level of security that supplements the existing repository security. Implementing this security option further restricts allowable operations in a repository. Folder security prevents unauthorized users from adding documents to, removing documents from, or changing contents of secured folders. When folder security is enabled, a user must have Write permission (or greater) on the: Target folder to create, import, copy, or link an object into the folder. Source folder to move or delete an object from a folder. 88 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

89 Preparing Permission Sets Folder security only pertains to changing the contents in a folder. For example, a user with Browse permission on a folder can still check out and check in objects within the folder. The Content Server Administration Guide contains information about assigning folder security to a repository. If you use Documentum s Web Publisher, and if folder security is used in a repository, any content files in the WIP state must have the same permission as the folder. To use the same folder permission, the administrator must ensure the lifecycle in WIP state does not apply any set ACL action. For example: WIP folder acl Staging WP "Default Staging ACL" Approved WP "Default Approved ACL" Table 16, page 89 lists the actions affected by folder security. Table 16. Permissions required under folder security Action Create an object Import file(s) or folder Move an object Copy an object Link an object Unlink an object Delete one version of a document Delete all versions of a document Delete unused versions of a document Requires at least Write permission for: Cabinet or folder in which you create the new object Cabinet or folder to which you import the file(s) or folder Both the cabinet or folder from which you remove the object and the destination folder or cabinet Destination cabinet or folder Destination cabinet or folder Cabinet or folder from which you unlink the object The document s primary folder The document s primary folder The document s primary folder Consult the repository administrator to determine if folder security is enabled in the repository. Default alias sets The Content Server adds two default aliases to a permission set: dm_owner Represents the owner of the permission set. dm_world Represents all repository users. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 89

90 Preparing Permission Sets Note: You cannot delete dm_owner or dm_world from a permission set. How Content Server evaluates access to an object When a user who is not an object s owner or a Superuser requests access to a SysObject, Content Server evaluates the entries in the object s permission set in the following manner: 1. Checks for a basic access permission or extended permission entry that gives the user the requested access level (Browse, Read, Write, and so forth) Note: Users are always granted Read access if the user owns the document, regardless of whether there is an explicit entry granting Read access or not. 2. Checks for no access restriction or extended restriction entries that deny the user access at the requested level. A restricting entry, if present, can restrict the user specifically or can restrict access for a group to which the user belongs. 3. If there are required group entries, the server checks that the user is a member of each specified group. 4. If there are required group set entries, the server checks that the user is a member of at least one of the groups specified in the set. If the user has the required permission, with no access restrictions, and is a member of any required groups or groups sets, the user is granted access at the requested level. When a user is an object s owner, Content Server evaluates the entries in the object s permission set in the following manner: 1. Checks if the owner belongs to any required groups or a required group set. If the owner does not belong to the required groups or group set, then the owner is allowed only Read permission as their default base permission but is not granted any extended permissions. 2. Determines what base and extended permissions are granted to the owner through entries for dm_owner, the owner specifically (by name), or through group membership. 3. Applies any restricting entries for dm_owner, the owner specifically (by name), or any groups to which the owner belongs. 90 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

91 Preparing Permission Sets 4. The result constitutes the owner s base and extended permissions. If there are no restrictions on the base permissions of the owner and the dm_owner entry does not specify a lower level, the owner has Delete permission by default. If there are restrictions on the base permission of the owner, the owner has the permission level allowed by the restrictions. However, an owner always has at least Browse permission; they cannot be restricted to None permission. If there are no restrictions on the owner s extended permissions, they have, at minimum, all extended permissions except delete_object by default. The owner may also have delete_object if that permission was granted to dm_owner, the user specifically (by name), or through a group to which the owner belongs. If there are restrictions on the owner s extended permissions, then the owner s extended permissions are those remaining after applying the restrictions. When Content Server evaluates a Superuser s access to an object, the server does not apply AccessRestriction, ExtendedRestriction, RequiredGroup, or RequiredGroupSet entries to the Superuser. A Superuser s base permission is determined by evaluating the AccessPermit entries for the user, for dm_owner, and for any groups to which the user belongs. The Superuser is granted the least restrictive permission among those entries. If that permission is less than Read, it is ignored and the Superuser has Read permission by default. A Superuser s extended permissions are all extended permits other than delete_object plus any granted to dm_owner, the Superuser by name, or to any groups to which the Superuser belongs. This means that the Superuser s extended permissions may include delete_object if that permit is explicitly granted to dm_owner, the Superuser by name, or to groups to which the Superuser belongs. Locating a permission set This section describes how to locate permission sets. To locate a permission set: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration > Security. The Permission Sets list page appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 91

92 Preparing Permission Sets 4. To view a specific permission set type, select an option from the list box above the Items per page list box: Select Current User s Permission Sets to view only your permission sets. Select System Permission Sets to view only system permission sets. Select Manually Created to view only manually created permission sets. Select Auto Generated to view only automatically created permission sets. Creating or modifying permission sets Use the Info and Permissions pages under the Security node to create, view, or modify permission sets. The following sections provide instructions: Creating a permission set, page 92 Setting a user s basic and extended object permissions, page 95 Viewing or modifying permission sets, page 97 Creating a permission set Before a permission set is saved, it is validated as follows: 1. New accessors (users or groups) for permissions are evaluated to confirm they belong to all the required groups and at least one of the groups listed in the required group set. 92 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

93 Preparing Permission Sets 2. New accessors for restrictions are evaluated to confirm that they belong to all the required groups and at least one of the groups listed in the required group set. To create a new permission set: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration > Security. The Permission Sets list page appears. 4. Click Create Permission Set. The New Permission Set page appears, with the Info tab forward. 5. Enter general information about the new permission set: Type the name of the permission set. Type a description of the permission set. Select an Owner of the permission set. If you are connected as a Superuser or the repository owner, you can change who owns the permission set. If you are connected with user privileges other than Superuser or the repository owner, you are the owner. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 93

94 Preparing Permission Sets Select a Class for the permission set from the list box: Select Regular for the permission set to be used only by the user or group that creates it. Any user or group in the repository except the repository owner can create a Regular permission set. Select Public for the permission set to be used by anyone in a repository. Any user or group in the repository can create a Public permission set. Public permission sets can be modified or deleted, and deleted only by the permission set owner (the user or group that creates it), a Superuser, a System Administrator, or the repository owner. If the repository owner is the owner of a particular permission set, it is called a System permission set. 6. Click Next. The Permissions tab displays the default access control entries: dm_owner The owner of the permission set. dm_world All repository users. 7. To add accessors (users or groups) to the permission set: a. Click the Add link. b. To select from all users or groups, click the All tab. To select from recently used users and groups, click the Recently Used tab. 94 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

95 Preparing Permission Sets c. Select the users or groups to add and then click the add button. To remove an item from the list of selected items, select it and click the remove button. d. Click OK. The Set Access Permission page appears. For more information about the Set Access Permission page, refer to Setting a user s basic and extended object permissions, page 95. e. In the Basic Permissions area, select the access level. f. In the Extended Permissions area, select the extended permissions that you want to add. g. If you added multiple users, click Next to apply different permissions to each user. When you are done, click Finish. Otherwise, click OK. 8. To edit a user or group s permissions levels: a. Select the users or groups for whom you want to edit permissions. b. Click the Edit link. The Set Access Permission page appears. For more information about the Set Access Permission page, refer to Setting a user s basic and extended object permissions, page 95. c. In the Basic Permissions area, select the access level. d. In the Extended Permissions area, select the extended permissions that you want to add. e. Click OK. 9. To remove users or groups, select them and click the Remove link. 10. Click OK. Setting a user s basic and extended object permissions On the Set Access Permissions page, set the basic and extended permissions for a user. To set a user s basic and extended permissions: 1. To set the user s basic permissions, select the correct level from the Basic Permissions list box. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 95

96 Preparing Permission Sets The permission levels are cumulative; that is, a user with Read permission on an object can read an associate content file and also view the object s properties. The permission levels are: Table 17. Basic permissions Basic permission None Browse Read Relate Version Write Delete What it allows No access to the object is permitted. Users can view the object s properties but not the object s content. Users can view both the properties and content of the object. Users can do the above and add annotations to the object. Users can do the above and modify the object s content and check in a new version of the item (with a new version number). Users cannot overwrite an existing version or edit the item s properties. Users can do the above and edit object properties and check in the object as the same version. Users can do all the above and delete objects. 2. To set the user s extended permissions, select the appropriate checkboxes. The extended user permissions are not cumulative. The extended permission levels are: Table 18. Extended permissions Extended permission Execute Procedure Change Location Change State Change Permission What it allows Superusers can change the owner of an item and use Run Procedure to run external procedures on certain object types. A procedure is a Docbasic program stored in the repository as a dm_procedure object. Users can move an object from one folder to another in the repository. A user also must have Write permission to move the object. To link an object, a user also must have Browse permission. Users can change the state of an item with a lifecycle applied to it. Users can modify the basic permissions of an object. 96 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

97 Preparing Permission Sets Extended permission Change Ownership Extended Delete What it allows Users can change the owner of the object. If the user is not the object owner or a Superuser, they also must have Write permission. Users can only delete the object. For example, you may want a user to delete documents but not read them. This is useful for Records Management applications where discrete permissions are common. 3. Apply the selected permissions: If you added one user, click OK. If you added multiple users, click Next to assign the permissions of the next accessor or Finish to assign the same permissions to all accessors whose permissions you are changing. Viewing or modifying permission sets The following sections provide instructions: Viewing or modifying a permission set, page 97 Adding users to permission sets, page 100 Deleting users from permission sets, page 101 Changing the permissions assigned to a user, page 101 Viewing or modifying a permission set To view or modify a permission set: 1. Locate a permission set. For instructions, refer to Locating a permission set, page Select the permission set you want to view or modify, and then click Properties. The Permission Set Properties page appears, with the Info tab forward. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 97

98 Preparing Permission Sets 3. Edit properties on the Info tab. For more information about the Info tab, refer to Permission set properties, page Click the Permissions tab. 98 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

99 Preparing Permission Sets This tab displays the list of users and groups given permissions by the permission set. For each user or group, this tab displays the permissions and extended permissions given. For more information about the Permissions page, refer to Permission set properties, page To add users or groups (accessors) to the selected permission set, do the following. You must have adequate permission levels to add users or groups to the permission set: a. To add users or groups, click Add. b. To select from all users or groups, click All. To select from recently used users and groups, click Recently Used. c. Select the users or groups to add and then click the add button. To remove an item from the list of selected items, select it and click the remove button. d. Click OK. The Set Access Permission page appears. For more information about the Set Access Permission page, refer to Setting a user s basic and extended object permissions, page 95. e. In the Basic Permissions area, select the access level. f. In the Extended Permissions area, select the checkboxes of any extended permissions to add. g. If you added multiple users or groups, click Next to apply different permissions to each. When you are done, click Finish. Otherwise, click OK. 6. To edit a user or group s permissions: a. Select the users or groups for whom you want to edit permissions. b. Click the Edit link. The Set Access Permission page appears. For more information about the Set Access Permission page, refer to Setting a user s basic and extended object permissions, page 95. c. In the Permission area, select the access level. d. In the Extended Permissions area, select the checkboxes of any extended permissions you want to add. e. Click OK. 7. To remove users or groups, select the users or groups and click the Remove link. 8. Click OK. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 99

100 Preparing Permission Sets Adding users to permission sets To add users to an existing permission set: 1. Locate a permission set. For instructions, refer to Locating a permission set, page Select the permission set to modify and click Properties. The Info page appears where you can edit the description or change the class of the permission set. 3. Click the Permissions tab. The Permissions page appears. 4. In the Grant access to section, click Add. The first set of users, groups, and roles in the repository appears on the Choose a user/group page. To view more users, groups, and roles, click the navigation arrows. To display only users, groups, or roles, select Show Users, Show Groups, or Show Roles. 5. Select the users, groups, or roles to add to the permission set. a. Select the names of any users, groups, or roles to add to the permission set. b. Click the Add arrow. c. Click OK or Cancel. Click OK to add the users, groups, and roles to the permission set. The system displays the Set Access Permission page. Click Cancel to cancel the operation and return to the Permissions page. 6. On the Set Access Permission page, select the basic and extended permissions for each user, group, or role being added. For more information about the Set Access Permission page, refer to Setting a user s basic and extended object permissions, page Click OK, Next, Finish, or Cancel. Click OK to assign permissions to the specified user, group, or role. Click Next to assign permissions to each individual user, group, or role. Click Finish to apply the changes to all the remaining users, groups, and roles. The system displays the Confirm page with the message that proceeding will apply the changes to all the remaining selections. To apply individual changes to different selections, click Cancel and walk through the selections using the Next and Previous buttons. Click Cancel to cancel the operation and return to the Permissions page without adding any users, groups, or roles to the permission set. 100 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

101 Preparing Permission Sets Deleting users from permission sets To delete users from a permission set: 1. Locate a permission set. For instructions, refer to Locating a permission set, page Select the permission set to modify and click Properties. The Info page appears where you can edit the description or change the class of the permission set. 3. Click the Permissions tab. The Permissions page appears. 4. In the Grant access to section, select the users to delete. 5. Click Remove. 6. Click OK or Cancel. Click OK to delete the users from the permission set. Click Cancel to cancel the operation and return to the Permission Sets list page without deleting users from the permission set. Changing the permissions assigned to a user This section describes how to change a user s permissions in a permission set. To change the permissions of a user: 1. Locate a permission set. For instructions, refer to Locating a permission set, page Select the permission set to modify and then click Properties. The Permission Set Properties page appears, with the Info tab forward. 3. Click the Permissions tab. 4. In the Grant access to section, select the users to modify. 5. Click Edit. The Set Access Permission page appears 6. Change the user permissions. For more information about the Set Access Permission page, refer to Setting a user s basic and extended object permissions, page Click OK, Previous, Next, Finish, or Cancel. Click OK to apply the changes to the permission set and return to the Permissions page. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 101

102 Preparing Permission Sets Click Next or Previous to assign different permissions to the next or previous user. Click Finish to apply the changes to all remaining users. The system displays the Confirm page with the message that proceeding will apply the changes to all the remaining selections. To apply individual changes to different selections, click Cancel and walk through the selections using the Next and Previous buttons. Click Cancel to cancel the operation and return to the Permissions page without changing the permission set. Note: The OK and Cancel buttons appear when only one user, group, or role is selected in the Grant access to section on the Permissions page. If more than one is selected, the Previous, Next, Finish, and Cancel buttons appear. 8. Click OK or Cancel on the Permissions page. Click OK to save the changes made to the permission set. Click Cancel to cancel the operation and return to the Permission Sets list page without deleting users from the permission set. Permission set properties This section describes the field values for the following tabs on the Permission Set Properties or New Permission Set page: Info Permissions 102 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

103 Preparing Permission Sets Figure 14. Permission Set Properties page: Info tab Table 19. Info page Field Label Name Description Owner Value The name of the permission set. On the New Permission Set page, this value is required. On the Permission Set Properties page, this value is read only. A description of the permission set. Indicates who owns the permission set. If connected as a Superuser or the repository owner, you can change who owns the permission set. If creating a permission set and connected with user privileges other than Superuser or the repository owner, you are the owner. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 103

104 Preparing Permission Sets Field Label Class Next Cancel Value From the list, select a class for the permission set. Regular: A permission set used only by the user or group that creates it. Any user or group in the repository except the repository owner can create a Regular permission set. Public: A permission set used by anyone in a repository. Any user or group in the repository can create a Public permission set. Public permission sets can be modified or deleted and deleted only by the permission set owner (the user or group that creates it), a Superuser, a System Administrator, or the repository owner. If the repository owner is the owner of a particular permission set, it is called a system permission set. Click to continue to the Permissions page. Click to cancel creating or modifying a permission set and return to the Permission Sets list page without saving any changes. Figure 15. Permission Set Properties page: Permissions tab 104 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

105 Preparing Permission Sets Table 20. Permissions page Field Label Grant access to Accessors Previous OK Cancel Value The Content Server automatically adds dm_owner and dm_world to a permission set. The default alias dm_owner represents the owner of the permission set and dm_world represents all repository users. You cannot delete dm_owner or dm_world from a permission set. Click Add to add users or groups and their permissions for the permission set. Select a user and click Edit to modify basic or extended permissions. Select a user and click Remove to delete a user or group from the permission set. Displays users and groups who are included in the permission set. Click to return to the Info page. Click to save changes and return to the Permission Sets list page. Click to cancel creating or modifying a permission set and return to the Permission Sets list page without saving any changes. Deleting a permission set This section describes how to delete permission sets. You cannot delete permission set templates using this application. To delete a permission set template, use Composer. The Composer documentation provides instructions on how to delete permission set templates. To delete a permission set: 1. Locate a permission set. For instructions, refer to Locating a permission set, page Select the permission sets to delete. 3. Click Delete. 4. Click OK. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 105

106 Preparing Permission Sets 106 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

107 Chapter 6 Preparing Work Queues Work queues hold tasks that can be performed by available users within a defined pool of users. The following sections provide instructions: Work queue overview, page 107 Setting up a new work queue, page 110 Setting up work assignment matching, page 110 Work queue policies, page 113 Defining a queue category, page 116 Defining a work queue, page 117 Defining work queue override policies, page 119 Managing work queue processors, page 120 Monitoring work queues, page 124 Create business calendars, page 128 Note: The queue_admin role allows users to access the Work Queue Management node on the TaskSpace Administration tab. Work queue overview A work queue enables more efficient workflow in situations where the volume of tasks and the need for quick processing are high. Business models such as a loan processing center with applications for several types of loans with different processing requirements are well suited to use work queues. You can create queues for different purposes and organize them into queue categories, enabling you to manage and balance the workload in your organization. Work queues hold tasks that are to be performed by available processors who are assigned to the queue. The list of processors is defined in the process template using Process Builder. When a task enters the system, the server assigns it to a work queue EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 107

108 Preparing Work Queues based upon the task and the work queue properties. Processors assigned to work on that queue receive tasks in their Inbox in priority order or the queue manager can manually assign the item to a particular user. Processors with the queue_advance_processor role can choose to pull items from their queue regardless of their priority and without waiting for the item to be assigned to their Inbox. A processor s access to tasks in the work queue also depends on task list tab configuration. Users may be able to choose a task list from a list box or from a tree view on the side of a task list tab. If a tree view is available, an Inbox node is always available. The user s role determines whether a Work Queues node is also available. The Inbox node provides access to user task lists. The Work Queues node provides access to work queue task lists. The list box provides access to both types of task lists. For more information on using a task list, refer to the Documentum TaskSpace User Guide. For information on configuring a task list tab, refer to Overview of task list tab configuration, page 33,, and Creating a task list tab, page 240. Work queue roles In the context of a work queue, work queue users are referred to as processors. There are two roles for processors: queue_processor and queue_advance_processor. Both roles receive tasks in their Inbox that are assigned by the queue supervisor or acquired based upon the priority of the task and the user s skill profile. Users with the queue_processor role do not select the tasks that they work on. They can select an option to have the system automatically deliver the next task when their queue is empty or they can request the next task manually by selecting a menu option. The application then assigns the processor the next highest priority task from among the work queues to which the user belongs. To access work queues, you must belong to one of the roles described in Table 21, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

109 Preparing Work Queues Table 21. User roles for work queues Role Queue_admin What this role can do Creates work queues and queue policies, assigns processors to work on queue tasks, defines the skill profiles that enable the application to assign tasks to the appropriate processor, and can add, edit, or assign skill profiles to the individual work queue processors. Queue administrators can use the Work Queue Monitor to view the tasks in the queue, the name of the processor assigned to the task, the status of the task, when the task was received, and the current priority of the task. Members of the queue_admin role do not by default have the administrator role. Queue_manager Queue administrators who have CREATE_GROUP privileges can create work queues. Monitors work queues to determine which queues have overdue tasks that need to be addressed or which queues have too many tasks in the queue. Queue managers assign roles to queues, and assigns users to work on queue items. Queue managers can reassign and suspend tasks. They can also add, edit, and assign skill profiles to individual work queue processors. Queue managers can use the Work Queue Monitor to view the tasks in the queue, the name of the processor assigned to the task, the status of the task, when the task was received, and the current priority of the task. Queue_processor Queue managers who have CREATE_GROUP privileges can create work queues. Works on items that are assigned by the system from one or more work queue inboxes. Queue processors can request work, suspend and unsuspend work, complete work, and reassign their work to others. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 109

110 Preparing Work Queues Role Queue_advance_processor Process_report_admin What this role can do Works on items that are assigned by the system from one or more work queue inboxes. Additionally, selects tasks to work on from one or more work queue inboxes. For information on getting a task, refer to Enabling processors to select tasks from the queue, page 128 and the Documentum TaskSpace User Guide. Runs historical workflow reports from the Workflow menu. Setting up a new work queue Work queue configuration is primarily an assembly of various items. This section briefly describes how to set up a new work queue, with references to appropriate documentation for details. To set up a new work queue: 1. Create the users and groups needed to process the work queues. For details, refer to Chapter 4, Preparing Users, Groups, and Roles. 2. If necessary, set up work assignment matching. For details, refer to Setting up work assignment matching, page Create the queue policies needed for the queue. For details, refer to. 4. Create the queue categories. For details, refer to Defining a queue category, page Create the work queue. For details, refer to Defining a work queue, page If necessary, create override policies for work queue policies. For details, refer to Defining work queue override policies, page Create the process templates used for the work queue in Process Builder. When a work queue is the performer for a task, the checkbox to delegate the activity s work to someone else must be selected in the activity definition. Procedures to define process templates are available in the Documentum Process Builder User Guide. Setting up work assignment matching When you are creating a work queue, your first task is to configure the work assignment matching filters by defining the skills or attributes that are necessary to process tasks 110 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

111 Preparing Work Queues in the work queue. The work assignment matching filter lists the abilities, attributes, or expertise necessary to perform tasks in a work queue. The processor profile lists which of these filters has been assigned to a work queue processor. When the processor pulls the next task or when a manager assigns a task, the system then uses the skills defined in the work assignment matching filter to qualify a processor based upon the skills or attributes required to work on a task. If a work assignment matching filter is not set up for a work queue, than any queue processor in the work queue can work on the tasks regardless of qualifications. When a workflow process runs and the system creates a new item for a work queue, it checks the work queue skills that are defined in the task based on the activity mapping rules set up in the activity template in Process Builder. (Once that task is created, there is no way to change the associated required skills.) The system compares the skills required by the task against the skills listed for users in the work queue and uses this comparison for both the Get Next Task and Assign Task functions. For example, the work queue loan_underwriter_queue has three required skills defined for it: auto loans, commercial loans, and home loans. When an auto loan application comes through the workflow, the system evaluates the skill association stored in the activity template, and resolves the skill value for an auto loan. It then sends the loan application to the loan_underwriter_queue. When a supervisor assigns a task or when a processor tries to pull the task, the server ensures that this processor has auto loans listed as a skill before allowing the processor to acquire the task. A particular task associated with a queue can require one or more skills to complete. A processor may have several skills related to a work queue. Setting up skill profiles in the process template When you create an activity that is performed by a specific work queue, you select the work queue name and set the required skills for the activity on the Performer tab in the Activity Inspector. You can use process data to map to the values of the required skill. When you map a skill, it is added to the task and in Webtop or TaskSpace the system uses it to qualify a processor for the task. For more information, refer to Documentum Process Builder User Guide: Working with Activities. Defining work assignment matching filters Each work assignment matching filter contains the skill definitions that enable the system to match a processor with a task based on the skills required by the task and the abilities or expertise of the processor. When you create the filter, you define the EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 111

112 Preparing Work Queues possible skill values, display labels, data types, and operators used by the system to compare the list of processor skills against the required job skills and assign the task to an appropriate processor. The process template in Process Builder must have these skills defined for the task, as well. Users with the queue_admin role can create, delete, or modify queue matching filters. Users with the queue_manager role can view the settings of the matching filters only. To define work assignment matching filters: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration > Work Queue Management > Work Assignment Matching > Matching Filters. 4. Do one of the following: To create a new filter, click New Matching Filter. To edit an existing filter, select the filter and click Properties. 5. Type a name for the filter. 6. If appropriate, type a description for the filter. 7. For a new filter, select the data type of the available skill values from the Data Type list box. Valid values are Integer, String, and Double. The value you select here determines the type of comparator that is available in the Comparison Operator list box. 8. Select a comparison operator from the list box. 9. Type in a Value to be used in the comparison and a display label based on the data type you selected. For example, to match work based on processing a conventional loan, type conv in the string column to represent a conventional loan and type conventional loan as the display label. 10. Click Insert to add more rows to the table, as necessary to define the varying types of work matching comparison values. 11. Select Processors can have more than one skill for this filter to allow a processor to have more than one skill associated with this filter. For example, a processor could have skills for processing both real estate loans and automobile loans. 12. Click OK. 112 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

113 Preparing Work Queues After you have created one or more work queues, you can add filters to the work queues, as described in Adding work assignment matching filters to a work queue, page 118. Work queue policies A work queue policy contains the logic that the system uses to track and manage tasks in the work queue. This logic enables the system to assign an initial priority and age the priority of the task based on different values you set up in the policy. The queue policy contains settings for priorities, management settings, thresholds, and other management functions. When a new item comes in for workflow, the server identifies the activity as a work queue item, checks the priority value in the policy, and assigns an initial priority to the item. After the task is in the queue, the aging job increases the priority incrementally based upon the policy until the task is worked on. You also set up threshold values to trigger notifications to the queue manager when high priority items are not being processed or when a specific number of tasks are waiting in a work queue. With a work queue policy, you can define settings that move an unworked task to a higher priority level when the priority aging job runs. You can also flag a percentage of tasks to be routed for quality checks. The following sections provide more information: Priorities of tasks, page 113 Creating or modifying a queue policy, page 114 Deleting a queue policy, page 116 Priorities of tasks For most queue processors, work items appear in the Inbox based on their priority the highest priority items are assigned to be worked on before lower priority work items. Priority and aging settings are essential elements in the processing of work queue tasks. When the system creates a new work item, the server identifies the task as a work queue item and checks for logic to enable it to assign an initial priority to the item. After the task is in the queue, an aging job increases the priority of the task based upon other logic, which moves the task higher in the Inbox until the task is worked on. Priority escalation may trigger the queue administrator to redistribute tasks or reallocate resources between work queues. The priority level at which a task first appears and the speed at which it increases in priority can be set either in the work queue policy or in the activity template for the task. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 113

114 Preparing Work Queues For example, you set the initial priority for new tasks in a queue to 1, which means that all new tasks begin with a priority of 1. If you have set the Increment Priority to 10, then whenever the dm_qmpriorityaging job runs, the priority increases by a factor of ten, if the task has not been worked on. In this example, the task has remained in the queue and the dm_qmpriorityaging job has run three times, increasing the priority to 31. The maximum priority field is set to 30, so the system sends a notification to the queue managers group, warning that the task has surpassed its maximum priority and needs attention. Using a work queue policy, the queue administrator or queue manager can specify the initial priority of the task and the frequency and percentage at which it increments based on different values you set up in the policy. For more complex initialization and aging scenarios, you use Documentum Composer to create a priority module that contains logic to dynamically calculate and update the priority based on process data or other attributes belonging to the process. A priority module can be associated with a work queue policy or a Process Builder activity template. Set dynamic priority and aging logic for tasks There may be situations where both the initial priority and the amount that priority increments need to be calculated dynamically. In these cases, you create a priority module that the system uses instead of the work queue policy to set priority and aging logic. A priority module can be selected when creating the work queue policy. The Documentum Process Builder User Guide provides information on creating a priority module. Process data can be used to set the initial priority and increase the priority based on values in the workflow. For example, if a loan application belonging to a preferred customer comes through a work queue, it can be immediately placed at a higher priority value than a loan application from other customers. In addition, if the loan request is for a greater amount or comes from a preferred loan broker, then the priority can be increased at a higher rate, ensuring that the queue supervisor is alerted if the task is not completed within a specified period of time. This kind of logic can be especially useful to increase the priority of a task as it nears a deadline or some other time restriction the priority is increased more rapidly as the deadline approaches, pushing the task up the queue at a higher rate. Creating or modifying a queue policy Each work queue can have one policy. If you associated an override policy with a document being routed in the workflow, the system uses the override policy rather than the work queue policy for that item. 114 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

115 Preparing Work Queues Users with the queue_admin role can create or modify queue policies. To create or modify a work queue policy: 1. Click Administration. 2. Navigate to Administration > Work Queue Management > Policies > Work Queue Policies. 3. Do one of the following: To create a new policy, select New Policy. To edit an existing policy, select the policy and then click Properties. 4. For a new policy, type a name. (For an existing policy, you may edit the properties of a policy, but the policy name remains a read only field. To rename a policy, you must delete the existing policy and recreate the same policy with the new name.) 5. If necessary, click Edit to specify a different policy manager. 6. Define the following settings: Threshold The number of unfinished tasks in the queue at which notifications are sent to the queue manager warning that the number of tasks in the queue is high. Notifications are triggered when the server runs the dm_qmthresholdnotification job. The queue managers group is specified in the queue definition and defines who receives the notifications. Max Priority When a task in the work queue reaches this level, notifications are sent to the queue managers group warning that there is an important task not being processed. Notifications are triggered when the server runs the dm_qmprioritynotification job. Initial Priority The level of importance that is assigned to a newly created task when the work queue uses this policy. When a task remains in the queue without being worked on, the system adds the number specified in the Increment Priority field to this initial number each time the dm_qmpriorityaging job runs. Increment Priority The value by which to increment the priority level of tasks that are still in the queue each time the system runs the dm_qmpriorityaging job. It is added to the initial priority each time that the aging job runs. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 115

116 Preparing Work Queues Percent Quality Check 7. Click OK. The percent used to randomly decide if the work item must be routed to another processor for a quality assurance check. The Queue Task Rework Decision in Process Builder uses the percent quality check setting to determine if the work item is routed for quality check. Deleting a queue policy To delete a work queue policy: 1. Select the queue policy to delete. 2. Click Delete. Note: If the policy is in use and is referenced by other work queues or work items, the system does not delete the work queue policy. 3. Click OK. Defining a queue category Queue categories are like folders in which you organize your work queues. Categories can be designed to resemble your business model s hierarchy enabling you to drill though different categories to locate your work queue in a logical representation of your organization. Work queue categories must be created before creating the related work queues. Users with the queue_admin or queue_manager role can create and edit categories. To create a queue category: 1. Click Administration. 2. Navigate to Administration > Work Queue Management > Work Queues. 3. To nest the new category within an existing category, navigate to that existing category. 4. Select New Category. 5. Type the name of the new category. 6. If appropriate, type a description of the new category. 7. Click OK. 116 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

117 Preparing Work Queues To delete a queue category: 1. Select the queue category to delete. 2. Click Delete. The system warns you that this operation cannot be undone. Note: If the category is in use and is referenced by other work queues, the system does not delete the work queue category. 3. Click OK. Defining a work queue Work queues are organized and listed under work queue categories. Before creating a work queue, you should first create a queue category and queue policy. For details, refer to Defining a queue category, page 116 and. Users with the queue_manager role and with CREATE_GROUP privileges can create work queues. To create a work queue: 1. Click Administration. 2. Navigate to Administration > Work Queue Management > Work Queues. 3. Navigate to the work queue category where you want the new work queue to be located. 4. Click New Work Queue. The Work Queue Properties page appears. 5. Type the name of the new work queue using lowercase letters. After the work queue has been created, the name is read only. Note: Do not use quotation marks in the work queue name. 6. If appropriate, type a description of the new work queue. 7. By default, you are assigned as the queue manager. To change the queue manager, click Edit next to Queue manager, select a different user, and click OK. 8. Select a policy to apply to the queue. The settings for the queue policy appear as read only fields on the page, except for the policy name and policy manager name. 9. To change the name of the policy manager, click Edit. The name of the policy manager appears by default. 10. In the Work Assignment Matching Filters area, specify which skills are required for the work queue. The system uses these skills to filter and assign tasks to the queue: EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 117

118 Preparing Work Queues a. Click Add. The system displays a page where you can select specific skills to apply to the work queue. b. Select the skills you are adding to work queue. Click the add arrow to move the skills to the content selection area of the page. c. Click OK. 11. Assign processors to the queue in the Assigned Processors table: a. Click Add. b. Select the processors you are adding to work queue. Click the add arrow to move the processors to the content selection area of the page. Note: Only users with roles queue_processor and queue_advance_processor appear in the list of available users. For more details on setting up users and groups, refer to Chapter 4, Preparing Users, Groups, and Roles. c. Click OK. The system prompts you to select the skills that it uses in matching work assignments to the individual processors. d. Select the appropriate skills for each processor and apply the selected skills: 12. Click OK. If you added one processor, click OK. If you added multiple processors, click Next to select the skills of the next processor or Finish to select the same skills for all remaining selected processors. Note: The system does not allow you to save the page until all assigned processors have their skills selected. By default, the new work queue is placed in the current category. Adding work assignment matching filters to a work queue Add work assignment matching filters to a work queue to define the skill set for the queue and for its processors. All processors in the work queue must have their skills updated each time a new filter is added to the queue. After you add the work assignment matching filter, the system prompts you to define the related skills for each processor in the queue. When a skill is removed from the work queue, the system checks for the skill in existing tasks for this work queue and removes them immediately. 118 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

119 Preparing Work Queues To assign work assignment matching filters to a work queue: 1. Click Administration. 2. Navigate to Administration > Work Queue Management > Work Queues and select a work queue. 3. Click Properties. The Work Queue Properties page appears. 4. Under Work Assignment Matching Filters, click Add. 5. Select the skills you are adding to work queue. 6. Click the add arrow to move the skills to the content selection area of the page. 7. Click OK. If the work queue has users for whom skills have not been specified, the Skills for Work Assignment Mapping page appears, prompting you to select the skills for each of these users. Note: Skill profiles are not available for groups. 8. For each user, select skills. If only one user needed skills specified, click OK. If multiple users needed skills specified, click Next. When you have selected the skills for each user, click Finish. 9. On the Work Queue page, click OK. To remove work assignment matching filters from a work queue: 1. Navigate to the work queue and select it. 2. Click Properties. The Work Queue Properties page appears. 3. Under Work Assignment Matching Filters, next to the filter that you want to remove, click Remove. 4. Click OK. When the system removes the matching filter from work queue, the corresponding skill values set up for users in the work queue are not automatically removed. The skill properties for the user remain until you remove them from the Processor Profile page for each processor. For instructions, refer to Managing work queue processors, page 120. Defining work queue override policies A work queue override policy allows the priority and aging of a task to be controlled based on the document properties and lifecycle. Override policies can be used when different document types with different processing needs are routed through the EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 119

120 Preparing Work Queues workflow. For example, applications for different types of loan products might have different priorities and different aging requirements. To use override policies, when you apply a lifecycle to the document, you define the alias set %wq_doc_profile to the override policy that you want the system to apply to the document. If there is no override policy associated with the document, the system uses the policy associated with the work queue to set the properties of the work item. Users with the queue_admin role can create or modify queue override policies. To create or modify a work queue override policy: 1. Click Administration. 2. Navigate to Administration > Work Queue Management > Policies > Override Policies. The Work Queue Override Policy page appears. 3. Do one of the following: To create a new override policy, select New Work Queue Override Policy. To edit an existing override policy, select the override policy and then click Properties. 4. For a new override policy, type a name. Once the override policy has been saved, the name field becomes read only. 5. To add a work queue and policy: a. Click Add. The Work Queue Policy Assignment page appears. b. Select the queue and policy to use for your override policy. c. Click OK. The Work Queue Override Policy page reappears. 6. To remove a work queue and policy pair, select it and click Remove. 7. Click OK. Managing work queue processors Work queue processors can be managed from within the work queue itself or from Work Queue Monitor. When you view the list of work queues within a category, clicking on the number of active users shows you the list of users and groups that are members of the queue. You can also view the availability of the member and if there is a delegated user for that member. This section includes the following: Adding a user or group to a work queue, page 121 Removing a user or group from a work queue, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

121 Preparing Work Queues Adding skills to work assignment processor profiles, page 122 Updating the processor profile in a work queue, page 123 Adding a user or group to a work queue If a work queue is acquiring too many tasks and the processing rate is too slow to meet your business needs, you can add more processors to a queue. Users with the queue_admin or queue_manager role can assign users and groups to queues. To add a user or group to a work queue: 1. Display a list of work queues using one of the following: Click Administration. Select Work Queue Management > Work Queues. Click Queue Management. 2. Navigate to the active work queue. 3. Click the queue s number users link in the Active Users column. 4. Click Add Member(s). A page appears allowing you to add members to the work queue. Note: Users must be assigned to the role queue_processor or queue_advance_ processor to appear in this list. 5. Select the users, group, or roles and click the arrow to move them. 6. Click OK If skills have not been specified for the users you are adding, the Skills for Work Assignment Mapping page appears, prompting you to select the skills for each of these users. 7. For each user, select skills. If only one user needed skills specified, click OK. If multiple users needed skills specified, click Next. When you have selected the skills for each user, click Finish. Removing a user or group from a work queue Users with the queue_admin or queue_manager can remove a user or group from a work queue. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 121

122 Preparing Work Queues To delete a user or group from a work queue: 1. Display a list of work queues using one of the following: Click Administration. Select Work Queue Management > Work Queues. Click Queue Management. 2. Navigate to the active work queue. 3. Click the queue s number users link in the Active Users column. 4. Select the user or group to delete from the work queue. 5. Click Remove Member(s). Note: If you delete a user from the queue after they have acquired a task, it remains in the user s Inbox until they have completed the task. Adding skills to work assignment processor profiles A processor profile can include many different skills based upon the abilities, attributes, or expertise of the processor. The system uses these skill profiles to match a processor to a task based on the skills or attributes required to work on the task. The queue manager and the queue administrator assign, edit, or remove skill profiles related to work queue processors and can add or remove work queues for a processor using the processor profile. Skills can also be added to a processor profile when a work assignment matching filter is added to an existing queue. After adding the filter and related skills to the work queue, the system displays each processor profile, enabling you to make the updates to the skill set. Skill profiles are not defined for groups. Note: If a work queue does not have any associated skill requirements, the system does not prompt you to assign skills to a processor. For more information on updating skills for users when adding filters to a queue, refer to Adding work assignment matching filters to a work queue, page 118. To add skills to a processor profile: 1. Display the Processor Profile search interface using one of the following: Click Administration. Navigate to Administration > Work Queue Management > Work Queues, select a work queue, and click the queue s number users link in the Active Users column. 122 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

123 Preparing Work Queues Click Administration. Navigate to Administration > Work Queue Management > Work Assignment Matching > Processor Profile. The Processor Profile search interface appears allowing you to search for a specific user by name or by group. This interface also allows you to see a list of all processors. Do one of the following to access the processor to whom you are adding skills: Select Search in the list box; type the username, group, or user operating system name; and click Search to find the processor. Select Show All Users from the list box and navigate to the processor name. Click Queue Management. Select a work queue and click the queue s number users link in the Active Users column. 2. Right click the user and select Properties. The Processor Profile page appears. 3. Under Skills for Work Assignment Matching, click Add. 4. Select a filter from the list box. The skills related to that filter appear. 5. Select the appropriate values for the processor. 6. Click OK. The Processor Profile page reappears. 7. Click OK. To delete skills for a processor: 1. Click Administration. 2. Navigate to Administration > Work Queue Management > Work Assignment Matching > Processor Profile. The Processor Profile search interface appears allowing you to search for a specific user by name or by group. This interface also allows you to see a list of all users. 3. Select the user and click Properties. The Processor Profile page appears. 4. Under Skills for Work Assignment Matching, next to the filter that is related to the skills you want to delete, click Remove. 5. Click OK. Note: If a work queue that a processor is assigned to requires a particular skill set, the system does not delete the associated filter. Updating the processor profile in a work queue The system uses the user profile to assign tasks to a processor based on skill levels necessary for the task. You can update, add, or remove a skill for a user. You can also change work queue assignments for the user by adding or removing a work queue from the list of assigned queues. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 123

124 Preparing Work Queues Users with the queue_admin or queue_manager can update a user profile. To update a processor profile: 1. Display a list of work queues using one of the following:. Click Administration. Select Administration > Work Queue Management > Work Queues. Click Queue Management. 2. Navigate to the active work queue. 3. Click the queue s number users link in the Active Users column. 4. Select a user or group. 5. Click Properties. The Processor Profile page shows a list of skills that the user has as well as a list of work queues that the processor is assigned to. 6. To change the processor s skill set, click Add in the Skills for Work Assignment Matching table. The Processor Skill page appears with the username and a list box of filters associated with the assigned work queues. 7. Select a work assignment matching filter from the list box. 8. Select the skills to associate with the processor. 9. Click OK. The Processor Profile page reappears. 10. Click OK. Monitoring work queues Although most functions of work queues can be managed from within their individual components, you can use Work Queue Monitor as a dashboard to manage work queues from one location. Use Work Queue Monitor to view the assignment status of each task, the actual task count and the policy task count, the priority of a task and the highest priority of the policy, as well as how many active users are assigned to each queue. If a task count or a task priority exceeds the level specified in the policy, the system displays a caution icon in the row for that queue and displays the item in the column that exceeds the policy in bold font. Using the controls at the top of the page, you can select different views in the monitor, depending on your access and privileges. You can also select which columns appear on the page and in what order they appear by clicking the column setting icon and making your selections. 124 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

125 Preparing Work Queues You can view all work queues in the system that you have access to by selecting All Work Queues from the drop down list on the page. You can also filter to show only the work queues that you manage by selecting My Work Queues. The Show Descendents option displays all work queues that are nested inside of the categories. Use the My Categories link to configure which categories appear in drop down box of the monitor screen. Only categories that you manage are available for selection. To select a work queue category to monitor: 1. Click Queue Management. 2. Click My Categories. 3. Select the categories to monitor. Click the add arrow to move the categories to the content selection area of the page. 4. Click OK. To view the workload of a work queue: Work queue managers and administrators can view the inboxes of their work queues. Users with the queue_admin or queue_manager role can perform this procedure. 1. Display a list of work queues using one of the following: Click Administration. Select Administration > Work Queue Management > Work Queues. Click Queue Management. 2. Select a work queue. 3. Select View Workload. The system displays that work queue s task list and the tasks it contains. To monitor and update active work queues: 1. Display a list of work queues using one of the following:. Click Administration. Select Tools > Work Queue Management > Work Queue Monitor. Click Queue Management. 2. To view the tasks in the active queue, double click the queue name. To view the users in the active queue, click the number users link (where number is the number of users). 3. To update queues, refer to the appropriate procedure: Assigning or reassigning a work queue task to a specific user, page 126 Unassigning a work queue task from a user, page 126 Suspending a work queue task, page 127 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 125

126 Preparing Work Queues Unsuspending a work queue task, page 127 Adding a user or group to a work queue, page 121 Removing a user or group from a work queue, page 121 Adding skills to work assignment processor profiles, page 122 Updating the processor profile in a work queue, page 123 Assigning or reassigning a work queue task to a specific user When a work queue task is assigned or reassigned, the system matches the new performer skill to the task skill. If the new performer does not have the skills required by the task, the system does not allow the reassignment to take place. Users with the queue_admin or queue_manager role can assign a task in a work queue to a specific user. To assign a work queue task to a specific user: 1. Click Queue Management. 2. Navigate to the active work queue, and double click its name. 3. Select one or more tasks. 4. Select one of the following: If the selected tasks are not already assigned to a user, click Assign If the selected tasks are already assigned to a user, click Reassign Tip: This action may also be available as a button when a user displays a task in TaskSpace, depending on configuration of the task template. 5. Select the user to whom to assign the tasks. 6. Click OK. Unassigning a work queue task from a user You can reassign a task that is already assigned to a processor without immediately reassigning it to another processor by unassigning the task from the user. Unassigning the task moves the task back to the queue. After the task has been unassigned, you can assign the task to another work queue processor at your leisure. 126 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

127 Preparing Work Queues Users with the queue_admin or queue_manager role can unassign a work queue task from a user. To unassign a work queue task from a user: 1. Click Queue Management. 2. Navigate to the active work queue, and double click its name. 3. Select one or more tasks that have already been assigned to users. 4. Click Unassign. Suspending a work queue task Users with the queue_admin or queue_manager role can suspend a task and specify how it should remain suspended. The application automatically resumes the task when the amount of time you specified is reached. To suspend a task in a work queue: 1. Click Queue Management. 2. Navigate to the active work queue, and double click its name. 3. Select one or more tasks. 4. Click Suspend. Tip: This action may also be available as a button when a user displays a task in TaskSpace, depending on configuration of the task template. 5. Type the time and date when you want the application to automatically resume the task. 6. Click OK. Unsuspending a work queue task Users with the queue_admin or queue_manager role can unsuspend a suspended work queue task. To unsuspend a task: 1. Click Queue Management. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 127

128 Preparing Work Queues 2. Navigate to the active work queue and click its name. 3. Select one or more suspended tasks. 4. Click Unsuspend. Tip: This action may also be available as a button when a user displays a task in TaskSpace, depending on configuration of the task template. Enabling processors to select tasks from the queue Processors who are assigned the queue_advance_processor role have the ability to view the work queue tasks that they are eligible to work on and acquire them regardless of their priority. Processors with the queue_advance_processor role have the additional Work Queue node in the directory tree that shows all of their assigned work queues displayed as separate Inboxes. From these Work Queue Inboxes, they can select any unassigned tasks that they are eligible to work on based on their skill set. If a processor pulls only one task from the queue, the task automatically opens in a task view in TaskSpace enabling them to begin working on the task immediately. To keep the system from automatically opening the task after the processor pulls it, you must change the tag <opentaskmanager>true</opentaskmanager> in the pullqueuedtask_component.xml file to false. The processor can still get the task, but must open it from the Work Queue task list. For more information on how queue processors pull tasks from the queue, refer to Documentum TaskSpace User Guide. Create business calendars Processors from various regions or business units of your organization may adhere to different work hours and schedules. To enable workflow timers to use actual working hours and holidays, you can create custom business calendars that reflect these different work schedules. All the timers using business days and business hours will use the business calendar associated with the process template. Users with the required permission sets can create calendars based on regional work schedules, country specific holidays, or other unique time constraints. A process designer can then use the Process Builder application to select a specific calendar for an entire process or for a specific activity. In this way, timers for a process are calculated based on actual work hours. When you create a new calendar, you can select an existing calendar and use it as a basis for creating another calendar, making the necessary modifications to the new calendar. 128 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

129 Preparing Work Queues (The new calendar is effectively a copy of the base calendar. It does not inherit changes from the base calendar after creation.) You can also create different time periods within a calendar for ease of administration. For example, you can create a calendar for the Western Region for the years 2008 through The calendar can have two different periods of time on the Periods tab a time period within 2008 and a time period in Each period of time can be edited separately and can have its own starting and ending times, work days, and non working days. The following sections provide instructions: Creating a calendar, page 129 Editing a calendar, page 133 Deleting a calendar, page 134 Creating a calendar To create a new calendar: 1. Click Administration. 2. Navigate to Administration > Workflow Calendar. The Calendars page appears with a list of calendars that exist within the repository. 3. Click Create Calendar. A calendar creation interface appears, with the Calendar tab forward. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 129

130 Preparing Work Queues 4. To base the new calendar on an existing calendar, select the calendar name from the Base calendar list. The default is None. 5. Type a name for the calendar. You can also type a description. 6. Click Next. The Periods tab appears, allowing you to create separate periods of time. 7. Type a name for a period within the calendar. 8. Select a Start date and End date for this period. 9. Scroll down to display the Working days group of settings. 130 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

131 Preparing Work Queues 10. For at least one day of the week, select a Start time and an End time. Note: To set the same time for multiple working days, select the days of the week and then select Use same time for all checked days. 11. Scroll down to display the Non working days group of settings. 12. If necessary, specify non working days: To identify a day as a non working day, specify a date, optionally specify a name, and click Add. The date appears in the list of non working days. To edit a non working day, select it from the list and click the Edit link. Change the date, change the name, or both. Click Add again. The list of non working days is updated to reflect your changes. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 131

132 Preparing Work Queues To delete a non working day, select it from the list and click the Delete link. The list of non working days is updated to reflect your changes. 13. Click Next. The Details tab appears, displaying the list of events that are associated with the calendar. 14. If necessary, add, edit, or delete periods in your calendar: To add a period to your calendar, click Add. The Periods tab reappears. Repeat the steps that apply to the Periods tab for each additional period in your calendar. To edit a period in your calendar, select it and click Edit. The Periods tab reappears. Repeat the steps that apply to the Periods tab for each period that you want to edit. To delete a period from your calendar, select it and click Delete. The period is removed from the list. 15. Click Next. The Permissions tab appears. 132 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

133 Preparing Work Queues Superusers can create, edit, or delete business calendars. Users with the bpmuser role can create business calendars and can edit or delete their own business calendars. Any user can see the business calendars created by others. Use this tab to manage the permissions for the business calendar. For instructions on modifying permission sets, refer to Viewing or modifying permission sets, page Click Finish. The system saves the calendar to the /System/Workflow/Calendar folder. Editing a calendar Note: If you edit a calendar that is being used in a running or paused workflow, the timer expiration dates are recalculated based on the modified calendar. To edit a calendar: 1. Click Administration. 2. Navigate to Administration > Workflow Calendar. The Calendars page appears with a list of calendars that exist within the repository. 3. Right click the calendar and select Properties. The calendar definition opens, enabling you to edit the calendar details. If the calendar is being used in a process, the system displays the process name on the Calendar tab, in the Process list. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 133

134 Preparing Work Queues Deleting a calendar Note: The system will not delete a calendar that is referenced in any process definition. To delete a calendar: 1. Click Administration. 2. Navigate to Administration > Workflow Calendar. The Calendars page appears with a list of calendars that exist within the repository. 3. Right click the calendar and select Delete. 134 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

135 Chapter 7 Configuring TaskSpace Components The base TaskSpace application contains a set of default components. TaskSpace components are Forms Builder templates that have been configured in TaskSpace. The Forms Builder software allows you to create templates specific to the TaskSpace software, including search, document view, folder, task list, and task templates. For instructions, refer to Documentum Forms Builder User Guide. After these templates have been installed in Forms Builder, you can configure them as TaskSpace components. The TaskSpace user interface is based on these components. This chapter describes how to configure Forms Builder templates as TaskSpace components: Introduction to configuring components, page 135 Adding components, page 136 Displaying component properties, page 137 Removing components, page 138 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring components In the TaskSpace Configuration tab, the Components node displays a list of the current components for the application. To display the list of components: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Components node. A table appears, listing the components for this application, the component type for each component, the status of each component (added to the current application or inherited from a parent application), and the application in which it was added. By default, the list includes inherited components. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 135

136 Configuring TaskSpace Components 4. Change how components are displayed, as needed: To hide inherited components, clear Show Inherited Components. To show them, select Show Inherited Components. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To filter the list, select an option from the Show list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. You can add an installed template as a component, display the properties of an added component, or remove an added component. The following sections provide instructions: Adding components, page 136 Displaying component properties, page 137 Removing components, page 138 Note: Actions can be performed by using buttons or right click menus. For brevity, this documentation describes only the buttons. Adding components After you have created templates in the Forms Builder software, use the TaskSpace Configuration tab to add them to the TaskSpace user interface as components. You must have the Superuser level of privileges to add components. 136 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

137 Configuring TaskSpace Components To add components: 1. Click Configuration. 2. Select the Components node. A list of components for this application appears. 3. Click Add. The Add Components page appears, with a list of installed templates. 4. Specify which templates to use as TaskSpace components: To add templates, select them from the Select Components to Add list and click the button. To remove templates, select them from the Selected Components list and click the button. 5. Click OK. Displaying component properties After you have added a Forms Builder template to the TaskSpace user interface as a component, you can display the properties for that component. To display component properties: 1. Click Configuration. 2. Select the Components node. 3. Right click a component. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 137

138 Configuring TaskSpace Components 4. Select Properties. The Properties: Info page appears, displaying the component s name, template type, and description. This page also indicates in which TaskSpace application this component was added. A table lists this application and all of the applications that inherit the component from it. For each application, the table indicates which TaskSpace tabs uses this component. Removing components You must have the Superuser level of privileges to remove components. Note: You can remove only the components that have been added to the current application. To remove TaskSpace components: 1. Click Configuration. 2. Select the Components node. 3. Select the components to remove. 4. Click Remove. A Confirm page appears. 5. To prevent display of this confirmation page in the future, select Do not show this message again. 138 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

139 Configuring TaskSpace Components 6. Click Yes. The components are removed from the TaskSpace application, but the templates still exist in the repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 139

140 Configuring TaskSpace Components 140 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

141 Chapter 8 Configuring Actions TaskSpace allows application designers to create actions tailored for a specific application (configurable actions). Designers can supply action parameter values for standard WDK actions, and these action parameter values are then used when the WDK actions are executed. There are two types of configurable actions, advanced and basic: For advanced actions, supply parameter values are provided that are passed to the action when invoked. A new WDK action definition is created and loaded into the configuration service. You can also provide post action activities, such as assigning a landing tab or a completion message. A basic action points to an existing WDK action. These are standard actions already existing in WDK that can that be assigned to a particular tab or menu. The designer does not supply parameter values, and no new action definition is created. No post action activities can be assigned. When configuring an action, you do not need to provide an action parameter value. However, if you do not, and it is not provided by context, the action is disabled and the control may not display, based on your configuration. The designer can also define where these actions are to be displayed within the application. A configurable action can be assigned as an action button to a specific tab (search, task list, folder, or open items folder), as a button on a form template, or as an item in a context menu which is displayed for a specific object type. This chapter describes how to create and modify configurable actions for your TaskSpace application: Introduction to configurable actions, page 142 Creating a configurable action, page 143 Action properties, page 145 Create a new document, page 147 Create a new form, page 151 Create a new folder, page 154 Create a new cabinet, page 158 Create a new High Fidelity form, page 160 Start a new process, page 163 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 141

142 Configuring Actions Start the specified process with the selected objects, page 165 TaskSpace selection dialog box, page 167 Standard WDK import dialog box, page 169 TaskSpace import, page 171 Create a new calendar, page 172 Create a new calendar event within a calendar, page 175 Display topic on an object, page 178 Standard WDK room members, page 179 Basic actions, page 181 Editing a configurable action, page 182 Deleting a configurable action, page 183 Assigning configurable actions, page 184 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configurable actions In the TaskSpace Configuration tab, the Actions node displays a list of the current configurable actions for the application. To view configurable actions: 1. Click Configuration. 2. Select the Actions node. A table appears listing the configurable actions for this application, the status of each configurable action (added to the current application or inherited from a parent application), and the application in which it was added. By default, the list includes inherited configurable actions. 142 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

143 Configuring Actions 3. Change how configurable actions are displayed, as needed: To hide inherited configurable actions, clear Show Inherited Actions. To show them, select Show Inherited Actions. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. Creating a configurable action Application designers can create a variety of configurable actions within TaskSpace. This section describes how to configure advanced actions and basic actions. To create a configurable action: 1. Click Configuration. 2. Select the Actions node. 3. Click Create. The Select target action dialog box appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 143

144 Configuring Actions 4. Use the appropriate radio button to determine whether basic or advanced actions will be available for you to select. 5. Select the desired action and click Next. The following sections describe the configuration of specific actions. 144 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

145 Configuring Actions Note: While the name of the Set action control properties dialog box will change to reflect the action your are configuring, the properties configured on this screen are the same for each type of action. Action properties The table below provides descriptions of the action properties for all configurable actions: Table 22. Basic action properties Field Action Name Action Label Description A unique identifier of each configurable action. For an advanced action, it is the action ID of the newly created WDK action definition. Refer to the Documentum Web Development Kit Development Guide for more information. Required The text that is displayed on the action control (button or menu item). This may not be the label used if you invoke this action from a form template. Required EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 145

146 Configuring Actions Field Description Action tooltip Completion Message Landing Tab Action hotkey Enable action if Description A brief description of the action you are creating. The text that displays if you mouse over the action control. Not used for menu items. Text that displays in the message bar upon successful completion of an action. Note: Only used for advanced actions The tab that opens upon successful completion of an action. This is only used for advanced actions. Note: If the configurable action is configured to allow for the opening of an item, then Opened Item is a choice for a landing tab. Note: If an action is assigned a landing tab, and the user who invokes it does not have access to that tab, an error message displays after the completion of the action. A key or keystroke combination assigned to invoke the action. Refer to the Documentum Web Development Kit Development Guide for more information. Determines under what condition the action is enabled for an action button or menu item. Selecting Always causes the action to be enabled whenever all required action parameter values have been supplied. Otherwise, the appropriate number of documents must be selected from a data grid for the action to be enabled. Note: In the event of an advanced action where all of the required action parameter values are supplied using static values, the action is always enabled. 146 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

147 Configuring Actions Field Show if disabled Show if invalid Description Checking this box means that even if not all the conditions are met for an action to be invoked, this action control still displays but is disabled. Checking this box means that even if the action is not available because the action definition can not be resolved, this action control still displays but is disabled. Create a new document This action allows the user to create a new document from within the TaskSpace application. To configure the Create a new document action: 1. Type a unique name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that will open upon completion of the action from the Landing Tab list. 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new document screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 147

148 Configuring Actions 12. In the Target Folder field, choose whether to pick a target folder at runtime or to select one now. Choosing a folder at runtime allows for the target folder action parameter value to be dynamically determined at the time the action is invoked. Selecting one now provides a static action parameter value; that is, you choose the target folder now. 148 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

149 Configuring Actions If you click Choose folder at runtime, the Select input type for Target Folder parameter screen appears. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 149

150 Configuring Actions If you click Choose folder now, the Choose a folder dialog box appears. Select the folder you want as your target folder, and click OK. 13. In the Object Name field, click Choose a value. The Select input type for Object Name parameter dialog box appears. 14. Choose whether to name the document at runtime, name it now, or to allow the user to name it. Entering a value now means this will be the name of the document every time this action is invoked. Click OK. 150 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

151 Configuring Actions 15. From the Object Type list, select an object type for the new document. The Format field is now available. 16. From the Format list, choose the type of format for the new document. The Template field is now available. 17. From the Template list, select a template from the repository that will be used for the new document the user will create. 18. Click Finish. Create a new form This action allows the user to create a new form from within the TaskSpace application. To configure the Create a new form action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new form screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 151

152 Configuring Actions 12. In the Target Folder field, choose whether to pick a target folder at runtime or to select one now. Choosing a folder at runtime allows for the target folder action parameter value to be dynamically determined at the time the action is invoked. Selecting one now provides a static action parameter value; that is, you choose the target folder now. If you click Choose folder at runtime, the Select input type for Target Folder parameter screen appears. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. 152 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

153 Configuring Actions If you click Choose folder now, the Choose a folder dialog box appears. Select the folder you want as your target folder, and click OK. 13. In the Form Instance Name field, click Choose a value. The Select input type for Form Instance Name parameter dialog box appears. 14. Choose whether to name the form at runtime, name it now, or to allow the user to name it. Entering a value now means this will be the name of the form every time this action is invoked. Click OK. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 153

154 Configuring Actions 15. In the Target Form Template field, click Form Search. The Search for supplied argument value dialog box appears. 16. Select a template from the list, or use the Search field to locate and select a template. Click OK. 17. Click Finish. Create a new folder This action allows the user to create a new folder from within the TaskSpace application. To configure the Create a new folder action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 154 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

155 Configuring Actions 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new folder screen appears. 12. In the Target Folder field, choose whether to pick a target folder at runtime or to select one now. Choosing a folder at runtime allows for the target folder action parameter value to be dynamically determined at the time the action is invoked. Selecting one now provides a static action parameter value; that is, you choose the target folder now. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 155

156 Configuring Actions If you click Choose folder at runtime, the Select value for parameter from the list screen appears. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. 156 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

157 Configuring Actions If you click Choose folder now, the Choose a folder dialog box appears. Select the folder you want as your target folder, and click OK. 13. In the Folder Name field, click Choose a value. The Select input type for Folder Name parameter dialog box appears. 14. Choose whether to name the folder at runtime, name it now, or to allow the user to name it. Entering a value now means this will be the name of the folder every time this action is invoked. Click OK. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 157

158 Configuring Actions 15. From the New folder type list, select the object type for the folder the user is creating. 16. Click Finish. Create a new cabinet This action allows the user to create a new cabinet in the repository from within the TaskSpace application. To configure the Create a new cabinet action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new calendar screen appears. 158 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

159 Configuring Actions 12. In the Cabinet Name field, click Choose a value. The Select input type for Cabinet Name parameter dialog box appears. 13. Choose whether to name the cabinet at runtime, name it now, or to allow the user to name it. Entering a value now means this will be the name of the cabinet every time this action is invoked. Click OK. 14. Click Finish. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 159

160 Configuring Actions Create a new High Fidelity form This action allows the user to create a new High Fidelity form from within the TaskSpace application. To configure the Create a new High Fidelity form action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new High Fidelity form screen appears. 12. In the Target Folder field, choose whether to pick a target folder at runtime or to select one now. Choosing a folder at runtime allows for the target folder action parameter value to be dynamically determined at the time the action is invoked. 160 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

161 Configuring Actions Selecting one now provides a static action parameter value; that is, you choose the target folder now. If you click Choose folder at runtime, the Select value for parameter from the list screen appears. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 161

162 Configuring Actions If you click Choose folder now, the Choose a folder dialog box appears. Select the folder you want as your target folder, and click OK. 13. In the Form Instance Name field, click Choose a value. The Select input type for Form Instance Name parameter dialog box appears. 14. Choose whether to name the High Fidelity form at runtime, name it now, or to allow the user to name it. Entering a value now means this will be the name of the form every time this action is invoked. Click OK. 162 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

163 Configuring Actions 15. From the Target Form Template list, select the template to be used for the High Fidelity form the user will create. 16. Click Finish. Start a new process This action allows the user to start a new process from within the TaskSpace application. To configure the Start a new process action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Start a new process screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 163

164 Configuring Actions 12. In the Process to Start field, click Process Search. The Search for supplied argument value dialog box appears. 13. Select a process from the list, or use the Search field to locate and select a process. Entering a value now means this will be the name of the process every time this action is invoked. Click OK. 14. Click Finish. 164 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

165 Configuring Actions Start the specified process with the selected objects This action allows the user to start a specified process with objects selected by the user from within the TaskSpace application. To configure the Start a specified process with selected objects action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Start the specified process with the selected objects screen appears. 12. In the Objects to Route field, click Dynamic Object Value Selection. The Select input type for Objects to Route for parameter dialog box appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 165

166 Configuring Actions 13. Choose whether to route the current folder (the folder the user is in when the action is invoked), or just the selected objects. 14. Click OK. 15. From the Send as Attachment list, choose true to indicate the objects will be sent as an attachment, false to indicate they won t be. 16. In the Target Process field, click Process Search. The Search for supplied argument value dialog box appears. 166 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

167 Configuring Actions 17. Select a process from the list, or use the Search field to locate and select a process. Click OK. 18. Click Finish. TaskSpace selection dialog box This action allows the user to activate a TaskSpace selection dialog box instead of the standard selection dialog box. Refer to Chapter 11, Configuring Select Dialog Boxes for more information. To configure thetaskspace selection dialog box action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action TaskSpace selection dialog screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 167

168 Configuring Actions 12. Click Choose folder now. The Choose a folder dialog box appears. 13. Select the folder you want as your target folder, and click OK. 168 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

169 Configuring Actions 14. From the Selection Dialog Configuration list, select the configuration you want to use for this dialog box. 15. Click Finish. Standard WDK import dialog box This action allows the user to activate a WDK import dialog box. To configure the WDK import dialog box action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Standard WDK Import screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 169

170 Configuring Actions 12. In the Target Folder field, click Choose folder at runtime. The Select value for parameter from the list screen appears. 13. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. 14. Click Finish. 170 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

171 Configuring Actions TaskSpace import This action allows the user to activate a TaskSpace import dialog box instead of the standard import dialog box. Refer to Chapter 10, Configuring Import Dialog Boxes for more information. To configure the TaskSpace import dialog box action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action TaskSpace import screen appears. 12. In the Target Folder field, click Choose folder at runtime. The Select value for parameter from the list screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 171

172 Configuring Actions 13. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. 14. From the Importer Configuration ID list, select the configuration you want to use for this dialog box. 15. From the Multiple file selection list, select whether or not users can import multiple documents or not. Selecting true allows multiple file selection, while false limits the user to a single file. 16. Click Finish. Create a new calendar This action allows the user to create a calendar in TaskSpace. To configure the Create a new calendar action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 172 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

173 Configuring Actions 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new calendar screen appears. 12. In the Target Folder field, choose whether to pick a target folder at runtime or to select one now. Choosing a folder at runtime allows for the target folder action parameter value to be dynamically determined at the time the action is invoked. Selecting one now provides a static action parameter value; that is, you choose the target folder now. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 173

174 Configuring Actions If you click Choose folder at runtime, the Select value for parameter from the list screen appears. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. 174 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

175 Configuring Actions If you click Choose folder now, the Choose a folder dialog box appears. Select the folder you want as your target folder, and click OK. 13. Click Finish. Create a new calendar event within a calendar This action allows the user to create an event in a calendar in TaskSpace. To configure the Create a calendar event action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 175

176 Configuring Actions 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Create a new calendar event within a calendar screen appears. 12. In the Target Calendar field, choose whether to pick a target calendar at runtime or to select one now. Choosing a calendar at runtime allows for the target calendar action parameter value to be dynamically determined at the time the action is invoked. Selecting one now provides a static action parameter value; that is, you choose the target calendar now. 176 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

177 Configuring Actions If you click Choose calendar at runtime, the Select input type for Target Calendar parameter screen appears. Select Current Calendar if you want the action to complete in the same calendar in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Calendar if you want the action to complete in a calendar selected from a data grid. Click OK. If you click Choose calendar now, the Choose a folder dialog box appears. Select the calendar you want as your target calendar, and click OK. Note: You will see both folders and calendars available. However, if you select a folder you will get an error; you must select a calendar. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 177

178 Configuring Actions 13. Click Finish. Display topic on an object This action allows the user to view any ongoing discussion on an object (for example, a folder or document). To configure the Display topic on an object action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Display topic on an object screen appears. 178 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

179 Configuring Actions 12. In the Target Object field, click Choose object at runtime. The Select input type for Target Object parameter screen appears. 13. Select Current object if you want the action to complete for the same object from which it is invoked. Choose Selected object if you want the action to complete for an object selected from a data grid. Click OK. 14. Click Finish. Standard WDK room members This action allows the TaskSpace user to invoke the Membership dialog box for an eroom to manage membership. To configure the Standard WDK room members action: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Type the message you want to appear when the action has completed in the Completion Message field. 6. Select a tab that opens upon completion of the action from the Landing Tab list 7. Select a hotkey from the Action Hotkey list to associate it with this action. 8. Select from the list the conditions in which you want the action to be available. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 179

180 Configuring Actions 9. Choose if you want the action to be visible even when it is disabled. 10. Choose if you want the action to be visible even when it is invalid. 11. Click Next. The Set supplied action arguments for action Standard WDK room members screen appears. 12. In the Target eroom field, click Choose folder at runtime. The Select input type for target eroom parameter screen appears. 13. Select Current Folder if you want the action to complete in the same folder in which it is invoked. An example would be creating a new document by invoking a configurable action assigned to a folder tab so that the new document is created within that folder. Choose Selected Folder if you want the action to complete in a folder selected from a data grid. Click OK. 14. Click Finish 180 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

181 Configuring Actions Basic actions Application designers can make a variety of WDK actions available to end users in TaskSpace by assigning them as configurable action. To view these actions, you must select the Basic radio button on the Select target action dialog box. You cannot select a landing tab or a completion message for a basic action, as there is no way to control activity after the action completes. Refer to Appendix B, Basic Actions for a list of some possible basic actions you can configure. To configure other actions in TaskSpace: 1. Type a name for the action in the Action Name field. 2. Type a label for the action in the Action Label field. 3. Type a description in the Description text field. 4. Type a tooltip in the Action Tooltip field. 5. Select a hotkey from the Action Hotkey list to associate it with this action. 6. Select from the list the conditions in which you want the action to be available. 7. Choose if you want the action to be visible even when it is disabled. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 181

182 Configuring Actions 8. Choose if you want the action to be visible even when it is invalid. 9. Click Finish. Editing a configurable action You can edit a configurable action in the current application and the repository. Note: You can not edit a configurable action from a parent application, only from the current application. To edit a configurable action: 1. Click Configuration. 2. Select the Actions node. A list of configurable actions for this application appears. 3. Select the action you wish to edit. 4. Click Edit. The Edit Action Edit action properties dialog box appears. 182 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

183 Configuring Actions While the name of the Edit action control properties dialog box will change to reflect the action your are editing, the properties edited on this screen are the same for each type of action. 5. Follow the steps as described in Creating a configurable action, page 143 for the specific action you are editing. 6. Click Finish. Deleting a configurable action You can delete a configurable action from both the current application and the repository. This configurable action can not be added back later, and would have to be recreated. Note: You can not delete a configurable action from a parent application, only from the current application. To delete a configurable action: 1. Click Configuration. 2. Select the Actions node. A list of configurable actions for this application appears. 3. Select the action you wish to delete. 4. Click Delete. The Confirm dialog box appears. 5. Click Yes. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 183

184 Configuring Actions Assigning configurable actions Actions can be assigned to users as action buttons on a specific tab, as a button on a form template, or as an option on a context menu. For information on how to assign actions, refer to: Chapter 15, Configuring Tabs Documentum Forms Builder User Guide Chapter 9, Configuring Menus 184 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

185 Chapter 9 Configuring Menus Using TaskSpace you can configure context menus that application designers can assign to specific roles based on object type. The application designer can make a variety of actions, including configurable actions, available to the end user from these context menus. Note: Only configurable actions available in the current application can be assigned to context menus. Refer to Chapter 8, Configuring Actions and Assigning menus to a role, page 268 for more information. This chapter describes how to configure context menus for your Taskspace application: Introduction to configuring a menu, page 185 Creating a menu, page 187 Editing a menu, page 190 Deleting a menu, page 190 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring a menu In the TaskSpace Configuration tab, the Menus node displays a list of the current menus for the application. To view menus: 1. Click Configuration. 2. Select the Menus node. A table appears listing the menus for this application, the status of each menu (added to the current application or inherited from a parent application), and the application in which it was added. By default, the list includes inherited menus. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 185

186 Configuring Menus 3. Change how menus are displayed, as needed: To hide inherited menus, clear Show Inherited Menus. To show them, select Show Inherited Menus. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. Basic menu properties The table below provides descriptions of the basic menu properties for all configured menus: Table 23. Basic menu properties Field Menu Name Description A unique identifier of each menu. Required 186 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

187 Configuring Menus Field Description Menu Label Please select the object type that you will configure the menu for Description A brief description of the action you are creating. The text that appears on the button for a flyout menu within folder tabs. Determines the object type that can be selected to invoke the menu. This menu is also available for any sub types of the object type you select here, if that sub type does not have its own menu assigned. Creating a menu You can create a menu in the current TaskSpace application that is available in this application and can be made available to any child application as well. This menu is created for a particular object type and can consist of configurable actions created for that object type or for parent object types. Example 9 1. An example of sub types Actions available for object type dm_sysobject are also available for object type dm_document because it is a sub type of dm_sysobject. You can order these actions how you wish, and can create one level of sub menus or add separators. To create a menu: 1. Click Configuration. 2. Select the Menus node. 3. Click Create. The Configure basic menu properties dialog box appears EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 187

188 Configuring Menus 4. Type a menu name in the Menu Name field. 5. Type a description in the Description text box. 6. Type a menu label in the Menu Label field. 7. Select the object type for which you want this menu to be used. 8. Click Next. The Configure the menu items screen appears. 188 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

189 Configuring Menus 9. The Available Actions pane displays actions available specifically for the object type you selected. Check the Display actions defined for super types and Display generic actions for more actions. Display actions defined for super types makes available any actions configured for the parent object type of the selected object type. Display generic actions makes available any generic actions or actions defined without a scope. 10. Select the actions you want to add to the menu, and click Add To Menu. 11. Click Add Menu Separator for a separator. 12. Click Add Sub Menu to create a sub menu if desired. The Configure a sub menu screen appears. Type a label (Required) for the sub menu, and configure it as you did the main menu. When finished, click OK. 13. Use the arrow buttons to rearrange the actions, sub menus, and separators in the order you want them to appear in the menu. Remove items by selecting them and clicking Remove Menu Item. 14. When you have the menu configured, click Finish. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 189

190 Configuring Menus Editing a menu You can modify an existing menu that was created in the current application. To edit a menu: 1. Click Configuration. 2. Select the Menus node. A list of menus for this application appears. 3. Select the menu you wish to edit. 4. Click Edit. The Configure basic menu properties dialog box appears. 5. Make the desired changes to the menu. 6. Click Finish. Deleting a menu You can delete an existing menu from the current application and the repository. To delete a menu: 1. Click Configuration. 190 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

191 Configuring Menus 2. Select the Menus node. Select the menu you wish to delete. 3. Click Delete. The Confirm dialog box appears. 4. If you are certain you wish to delete the menu, click Yes. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 191

192 Configuring Menus 192 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

193 Configuring Import Dialog Boxes Chapter 10 TaskSpace allows the configuration of TaskSpace Import dialog boxes (importers) to import single or multiple documents, preview the selected documents, and assign metadata to the documents using a template. This chapter describes how to configure an importer for your TaskSpace application: Introduction to configuring an importer, page 193 Adding a metadata template for TaskSpace Import, page 194 Creating an importer, page 195 Adding an importer, page 196 Editing an importer, page 197 Removing an importer, page 198 Deleting an importer, page 199 Creating a configurable action for TaskSpace Import, page 200 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring an importer In the TaskSpace Configuration tab, the Importers node displays a list of the current importers for the application. To view importers: 1. Click Configuration. 2. Expand the Components node. 3. Select the Importers node. A table appears listing the importers for this application, the status of each importer (added to the current application or inherited from a EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 193

194 Configuring Import Dialog Boxes parent application), and the application in which it was added. By default, the list includes inherited importers. 4. Change how importers are displayed, as needed: To hide inherited importers, clear Show Inherited Importers. To show them, select Show Inherited Importers. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. Adding a metadata template for TaskSpace Import You can add an electronic form or a document view form as a metadata template that appears in the Import dialog box. Users can view the document being imported, and add or alter the metadata if necessary. If you wish to reuse an existing electronic form or document view form, TaskSpace loads the metadata template as an embedded form to hide the action buttons. 194 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

195 Configuring Import Dialog Boxes Note: If you are reusing an existing form, then skip steps 1 through 4. To add an electronic form as a metadata template: Note: If you are reusing an existing form, then skip steps 1 through In Documentum Forms Builder, create an Electronic Form based on the existing dm_document type to display or capture the appropriate metadata. 2. Click View > Storage and select Store in repository attributes. 3. Save the form. 4. Install the form. Note: For complete directions for creating templates and information on using the Forms Builder software, refer to the Documentum Forms Builder User Guide. 5. Log in to TaskSpace and add the template as a TaskSpace component. Note: For complete instructions on configuring Forms Builder templates as TaskSpace components, refer to Chapter 7, Configuring TaskSpace Components. To add a document view form as a metadata template: Note: If you are reusing an existing form, then skip steps 1 through In Documentum Forms Builder, create a Document View form based on the existing dm_document type to display or capture the appropriate metadata. 2. Click View > Storage and select Store in repository attributes. 3. Save the form. 4. Install the form. Note: For complete directions for creating templates and information on using the Forms Builder software, refer to the Documentum Forms Builder User Guide. 5. Log in to TaskSpace and add the template as a TaskSpace component. Note: For complete instructions on configuring Forms Builder templates as TaskSpace components, refer to Chapter 7, Configuring TaskSpace Components. Creating an importer You can create an importer in the current TaskSpace application that is available in this application and can be made available to any child applications as well. You map particular object types to specific metadata templates that allow the user to assign or alter the metadata for an imported document. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 195

196 Configuring Import Dialog Boxes To create an importer: 1. Click Configuration. 2. Expand the Components node. 3. Select the Importers node. A list of selectors for this application appears. 4. Click Create. The Importer dialog box appears. 5. Enter a unique name in the Name box. 6. Select the appropriate object type from the list. 7. Select the appropriate metadata template. 8. Click Add Mapping. 9. When you have mapped all the appropriate object types for this importer, click OK. Adding an importer You can add an existing importer that was created in the current application. 196 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

197 Configuring Import Dialog Boxes To add an importer: 1. Click Configuration. 2. Expand the Components node. 3. Select the Importers node. A list of importers for this application appears. 4. Click Add. The Add Importers dialog box appears. 5. Select the importer(s) to add and move them to the Selected Importers display box using the arrow button. 6. Click OK. Editing an importer You can modify an existing importer that was created in the current application. To edit an importer: 1. Click Configuration. 2. Expand the Components node. 3. Select the Importers node. A list of importers for this application appears. 4. Select the importer you wish to edit. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 197

198 Configuring Import Dialog Boxes 5. Click Edit. The Importer dialog box appears. 6. Make the desired changes to the importer. 7. Click OK. Removing an importer You can remove an existing importer from the list of those available in the current application. The importer is unavailable in this application, but remains in the repository. To remove an importer: 1. Click Configuration. 2. Expand the Components node. 3. Select the Importers node. Select the importer you wish to remove. 4. Click Remove. The Confirm dialog box appears. 198 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

199 Configuring Import Dialog Boxes 5. If you are certain you wish to remove the editor, click Yes. Deleting an importer You can delete an existing importer from the current application and the repository. To delete an importer: 1. Click Configuration. 2. Expand the Components node. 3. Select the Importers node. Select the importer you wish to remove. 4. Click Delete. The Confirm dialog box appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 199

200 Configuring Import Dialog Boxes 5. If you are certain you wish to delete the editor, click Yes. Creating a configurable action for TaskSpace Import After configuring your importer, you must create a configurable action so that the user can invoke the new import configuration. You can then make this action available to the user in the same way as any other configurable action (for example, from an action button). For additional instructions, refer to TaskSpace import, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

201 Configuring Select Dialog Boxes Chapter 11 TaskSpace allows the configuration of TaskSpace Select dialog boxes (selectors) that can select objects in the repository by using Search View and TaskSpace Import. A selector can have one or more locators to find objects in a repository. There are two types of locators: The Import locator is used to select documents that have been imported from the local file system. The Search locator is used to select documents using search templates. You can configure one or more locators into a selector, and saves the configuration data into a data object in repository. At run time, a selection dialog can be invoked through a configurable action. This section describes how to configure a selector for your TaskSpace application: Introduction to configuring a selector, page 201 Creating a selector, page 202 Editing a selector, page 206 Adding a selector, page 209 Removing a selector, page 209 Deleting a selector, page 210 Creating a configurable action for the selection dialog box, page 211 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring a selector In the TaskSpace Configuration tab, the Selectors node displays a list of the current selectors for the application. To view selectors: 1. Click Configuration. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 201

202 Configuring Select Dialog Boxes 2. Expand the Components node. 3. Select the Selectors node. A table appears listing the selectors for this application, the status of each selector (added to the current application or inherited from a parent application), and the application in which it was added. By default, the list includes inherited selectors. 4. Change how selectors are displayed, as needed: To hide inherited importers, clear Show Inherited Selectors. To show them, select Show Inherited Selectors. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. Creating a selector You can create a selector in the current TaskSpace application that is available in this application and can be made available to any child applications as well. You add one or more locators to the selector as you create it. 202 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

203 Configuring Select Dialog Boxes To create a selector: 1. Click Configuration. 2. Expand the Components node. 3. Select the Selectors node. A list of selectors for this application appears. 4. Click Create. The Selector dialog box appears. 5. Enter a unique name in the Name box. 6. Use the radio button to indicate whether the user can select multiple documents or not. 7. Click Add. The Create Locator screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 203

204 Configuring Select Dialog Boxes 8. Select either Import or Search from the list and click Next. If you chose: Import, refer to Creating an import locator, page 204 for directions. Search, refer to Creating a search locator, page 205 for directions. 9. When you have added one or more locators, click OK. Creating an import locator This section describes how to create a locator to select documents imported from the local file system. To create an import locator 1. Select an importer from the list. 204 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

205 Configuring Select Dialog Boxes 2. Type a folder location in the Default Target Folder box, or click Browse Folders to locate and select a folder. 3. Type a label for the locator. 4. Click OK. To complete the creation of the selector, refer to Creating a selector, page 202. Creating a search locator This section describes how to create a locator to find objects in the repository using a search template. These objects can be documents, folders, processes, and so on. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 205

206 Configuring Select Dialog Boxes To create a search locator 1. Select a search template from the list. Note: This list includes all components in the current application with a type of Search. 2. Type a label for the locator. 3. Click OK. To complete the creation of the selector, refer to Creating a selector, page 202. Editing a selector You can modify selectors created in the current application of TaskSpace. Note: You can not edit a selector inherited or added from a parent application, only a selector created in the current application. To edit a selector: 1. Click Configuration. 2. Expand the Components node. 3. Select the Selectors node. A list of selectors for this application appears. 4. Select the selector you wish to edit. 5. Click Edit. The Selector dialog box appears. 206 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

207 Configuring Select Dialog Boxes 6. Use the radio button to indicate whether the user can to select multiple documents or not. 7. To add an additional locator, refer to Adding an additional locator, page To edit a locator, refer to 9. To delete a locator, refer to Deleting a locator, page 208. Adding an additional locator This section describes how to add an additional locator when editing a selector. To add a locator 1. Click Add. The Create Locator screen appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 207

208 Configuring Select Dialog Boxes 2. Select either Import or Search from the list and click Next. If you chose: Import, refer to Creating an import locator, page 204 for directions. Search, refer to Creating a search locator, page 205 for directions. Editing a locator This section describes how to edit a locator when editing a selector. To edit a locator: 1. Select the locator you wish to edit. 2. Click Edit. 3. Make the desired changes, and click OK. Deleting a locator This section describes how to delete a locator when editing a selector. To delete a locator: 1. Select the locator you wish to delete. 2. Click Delete. 3. Click OK. 208 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

209 Configuring Select Dialog Boxes Adding a selector You can add selectors already existing in the repository to the current application. Note: You can not add a selector to a parent application, only to the current application. To add a selector: 1. Click Configuration. 2. Expand the Components node. 3. Select the Selectors node. A list of selectors for this application appears. 4. Click Add. The Add Selectors dialog box appears. 5. Select one or more selectors in the Select Selectors to Add box, and use the arrow button to move them to the Selected Selectors box. 6. Click OK. Removing a selector You can remove a selector from the current application. This selector can be added back to the application later. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 209

210 Configuring Select Dialog Boxes Note: You can not remove a selector from a parent application, only from the current application. To remove a selector: 1. Click Configuration. 2. Expand the Components node. 3. Select the Selectors node. A list of selectors for this application appears. 4. Select the selector you wish to remove. 5. Click Remove. The Confirm dialog box appears. 6. Click Yes. Deleting a selector You can delete a selector from both the current application and the repository. This selector can not be added back later, and would have to be recreated. Note: You can not delete a selector from a parent application, only from current application. 210 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

211 Configuring Select Dialog Boxes To delete a selector: 1. Click Configuration. 2. Expand the Components node. 3. Select the Selectors node. A list of selectors for this application appears. 4. Select the selector you wish to delete. 5. Click Delete. The Confirm dialog box appears. 6. Click Yes. Creating a configurable action for the selection dialog box After configuring your selector, you must create a configurable action so that the user can invoke the new selection configuration. You can then make this action available to the user in the same way as any other configurable action (for example, from an action button). EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 211

212 Configuring Select Dialog Boxes Refer to TaskSpace selection dialog box, page 167 for more information. 212 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

213 Chapter 12 Configuring Processes Process Builder allows you to create process templates. After these process templates have been installed in Process Builder, you can then add them to your TaskSpace application. (This is necessary if you intend to export the TaskSpace application to another environment. For instructions, refer to Deploying an application to another environment, page 290.) This section describes how to add installed process templates to your TaskSpace application: Introduction to configuring processes, page 213 Adding processes, page 214 Removing processes, page 215 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring processes In the TaskSpace Configuration tab, the Processes node displays a list of the current processes for the application. To view processes: 1. Click Configuration. 2. Select the Processes node. A table appears listing the processes for this application, the status of each process (added to the current application or inherited from a parent application), and the application in which it was added. By default, the list includes inherited processes. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 213

214 Configuring Processes 3. Change how processes are displayed, as needed: To hide inherited processes, clear Show Inherited Processes. To show them, select Show Inherited Processes. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. You can add an installed process template or remove an added process. The following sections provide instructions: Adding processes, page 214 Removing processes, page 215 Adding processes After you have created process templates in the Process Builder software, use the TaskSpace Configuration tab to add them to the TaskSpace user interface. You must have the Superuser level of privileges to add processes. To add processes: 1. Click Configuration. 2. Select the Processes node. A list of processes for this application appears. 3. Click Add. The Add Processes page appears with a list of installed process templates. 214 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

215 Configuring Processes 4. Specify which process templates to use: To add process templates, select them from the Select Processes to Add list and click the button. To remove process templates, select them from the Selected Processes list and click the button. 5. Click OK. Removing processes You must have the Superuser level of privileges to remove processes. Note: You can remove only the processes that have been added to the current application. To remove processes: 1. Click Configuration. 2. Select the Processes node. A list of processes for this application appears. 3. Select the processes to remove. 4. Click Remove. A Confirm page appears. 5. To prevent display of this confirmation page in the future, select Do not show this message again. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 215

216 Configuring Processes 6. Click Yes. The processes are removed from the TaskSpace application, but the process templates still exist in the repository. 216 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

217 Chapter 13 Configuring Dashboards Dashboards allow administrators to monitor process performance in the repository. The Business Activity Monitor (BAM) is required in your Documentum environment in order to create dashboards in TaskSpace. BAM gives business users insight into processes executing in the Documentum Process Engine. It provides the ability to generate alerts in real time and creates a dashboard view that shows process status and performance statistics. For more information on BAM, refer to the Documentum Business Activity Monitor Implementation Guide. The base TaskSpace application contains three default dashboards, ts_bam_alert, ts_bam_process and ts_bam_summary.. In your application, you can create your own dashboards. This chapter describes how to configure dashboards in the TaskSpace user interface. The Configuration tab in TaskSpace allows you to perform dashboard management tasks specific to the TaskSpace software. The following sections provide instructions: Introduction to configuring dashboards, page 217 Creating a new dashboard, page 219 Adding existing dashboards, page 220 Editing a dashboard, page 221 Removing dashboards, page 221 Deleting dashboards, page 222 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring dashboards In the TaskSpace Configuration tab, the Dashboards node displays a list of the current dashboards for the application. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 217

218 Configuring Dashboards To display the list of dashboards: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Dashboards node. A table appears, listing the dashboards for this application, the label for each dashboard, the status of each dashboard (added to the current application or inherited from a parent application), and the application in which it was created. 4. Change how dashboards are displayed, as needed: To hide inherited dashboards, clear Show Inherited Dashboards. To show them, select Show Inherited Dashboards. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. You can create a new dashboard or add a dashboard that already exists in the repository. You can also edit or delete a dashboard. The following sections provide instructions: Creating a new dashboard, page 219 Adding existing dashboards, page 220 Editing a dashboard, page 221 Removing dashboards, page 221 Deleting dashboards, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

219 Configuring Dashboards Creating a new dashboard This section describes how to create a new dashboard in the TaskSpace Configuration tab. In effect, you are creating a dashboard in the repository and adding the dashboard to the TaskSpace application at the same time. You must log in as a member of the ts_designer role to create a dashboard. To create a dashboard: 1. Start the TaskSpace user interface and log in as a member of the ts_designer role. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Dashboards node. A list of dashboards for this application appears. 4. Click Create. The Create Dashboard Configuration wizard appears. 5. In the Name box, type a unique name. 6. (Optional) In the Label box, type a label for the dashboard. 7. Click Next. The Dashboard page appears. 8. Design the BAM dashboard. For more information, refer to the Documentum Business Activity Monitor Implementation Guide. 9. When you have finished configuring the dashboard, click Finish. The list of dashboards for this application is updated to reflect your configurations. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 219

220 Configuring Dashboards To implement a new dashboard in the TaskSpace user interface, you must associate it with a dashboard tab. For instructions, refer to Creating a dashboard tab, page 248. Adding existing dashboards This section describes how to add dashboards that already exist in the repository in the TaskSpace Configuration tab. You must log in as a member of the ts_designer role to add a dashboard. To add dashboards: 1. Start the TaskSpace user interface and log in as a member of the ts_designer role. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Dashboards node. A list of dashboards for this application appears. 4. Click Add. The Add Dashboard wizard appears. 5. Select at least one dashboard to add to this application: To add dashboards, select them from the Available Dashboards list and click the button. To remove dashboards, select them from the Selected Dashboards list and click the button. 220 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

221 Configuring Dashboards 6. Click OK. The list of dashboards for this application is updated to reflect your configurations. To implement a dashboard in the TaskSpace user interface, you must associate it with a dashboard tab. For instructions, refer to Creating a dashboard tab, page 248. Editing a dashboard After a dashboard has been created, you can edit it. To edit a dashboard: 1. Click Configuration. 2. Select the Dashboards node. A list of dashboards for this application appears. 3. Select the dashboard to edit and click Edit. The Modify Dashboard Configuration page appears. 4. Modify settings as needed. For instructions, refer to Creating a new dashboard, page Click Finish. The list of dashboards for this application appears reflecting the changes that you have made. To implement a dashboard in the TaskSpace user interface, you must associate it with a dashboard tab. For instructions, refer to Creating a dashboard tab, page 248. Removing dashboards You must log in as a member of the ts_designer role to remove dashboards. Note: You can remove only the dashboards that have been added to the current application. To remove dashboards: 1. Click Configuration. 2. Select the Dashboards node. A list of dashboards for this application appears. 3. Select the dashboards to remove and click Remove. A Confirm page appears. 4. To prevent display of this confirmation page in the future, select Do not show this message again. 5. Click Yes. The dashboards are removed from the TaskSpace application, but the dashboards still exist in the repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 221

222 Configuring Dashboards Deleting dashboards You must log in as a member of the ts_designer role to delete dashboards. Note: If you delete dashboards, they are no longer available to any application in the repository. To delete dashboards: 1. Click Configuration. 2. Select the Dashboards node. A list of dashboards for this application appears. 3. Select the dashboards to delete and click Delete. A Confirm page appears. 4. To prevent display of this confirmation page in the future, select Do not show this message again. 5. Click Yes. The dashboards are deleted from the repository. 222 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

223 Chapter 14 Administering Business Processes The Process Management node enables you to search for and then administer process templates and the associated process instances. This functionality makes it much easier to see how the system is doing at a glance and decide where to take corrective action, when necessary. Using the Administration tab, you can make changes to process instances without having to uninstall them first in Process Builder. Introduction to process management, page 223 Finding process templates, page 223 Administering process instances, page 226 Administering tasks, page 229 Introduction to process management The Process Management node gives you access to administrative functions for both process templates and process instances. To display the process management node: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Administration. 3. Navigate to Administration / Process Management. Finding process templates The Process Templates page shows a list of draft, validated, and installed process templates that exist within the repository. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 223

224 Administering Business Processes In one or more search fields, type information about the process template that you want to find. You can also narrow the list of process templates by searching within the returned results for: Process name All processes, or those processes that are either installed or validated A specific version of the process To search for a process template: 1. Click Administration. 2. Navigate to Administration / Process Management / Process Templates. 3. Type a search string in the Process Name field. Use the percent sign (%) as a wildcard. 4. To search for a process using a standard Version Label, do one of the following: To select the current version, select the radio button and CURRENT from the list box. To select all versions, select the radio button and ALL from the list box. To select another version, select the radio button and type the version label in the text box. 5. Click Search to retrieve a list of processes that meet the search criteria. 6. To further filter the search results, select one of the following options from the list box: Installed shows only installed processes. Validated shows only validated processes. All shows all processes saved in the repository, regardless of state. 7. Click Search to return a filtered list of results. 8. Select a process and click the Properties button to view the properties of the template. Viewing process template properties search results The following table describes columns of returned information about the properties of the process templates: Table 24. Process template properties fields Field Name Description The name of the process as described in Process Builder. 224 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

225 Administering Business Processes Field Version Modified Instances Longest Duration Audited Paused Tasks State Overdue Tasks Description The Documentum version of the template. Date that the template was last modified. Number of workflows currently running and using this process template. The elapsed time of the longest running instance of this process. Indicates if auditing is turned on for the process. Number of tasks that have been paused. Indicates if the template is a draft or has been validated or installed. Number of tasks that are overdue. Managing process templates Once you have retrieved your list of process templates, you can manage the individual templates. The standard TaskSpace options such as access to the Process Properties tab are available from the right click menu as well as the functions that are available as buttons on the page. For example, if there are process parameters associated with the process template, you can manage the parameters using either the right click menu or the Manage Process Parameters button. Managing process parameters Process parameters are constant values that you can modify while they are being used in a process. Process Parameter forms enable you to change a process parameter values from TaskSpace without having to change the original process in Process Builder. Once you have retrieved the list of processes that meet the search criteria, you can view any process parameters that are associated with a process template. Process parameters can be used in thresholds, deadlines, escalation roles, and other values that are fixed across a process. When you change the values of the parameter from the Administration tab, the value is updated for any new process instances or workitems. The process parameters in any currently running instances are not changed, although the values can change in any activity that occurs in the future. If you have associated a custom form with the process parameters, the system displays the custom form with the list of process parameters that have been assigned to that EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 225

226 Administering Business Processes template. If you have used a default form to display the parameters, the default form appears instead. The Documentum Process Builder User Guide provides details on creating process parameters. The Documentum Forms Builder User Guide provides details on creating custom forms used to display process parameters. To view process parameters 1. Select a process name from the results list that has an associated Process Parameters form. 2. Click Manage Process Parameters to display the form that lists the process parameters. The Manage Process Parameters button is only available for processes that have associated Process Parameter forms. 3. Edit the process parameter values by typing new values in the text box. 4. Click Submit to make the new parameters available to all new instances of the process. Note: The system only updates process parameters that are changed in Process Builder or TaskSpace. Any changes you make to the process parameter default values in Forms Builder are ignored. Viewing process instances You can view all instances associated with the process by selecting a process template and clicking Show Instances. Using the default process instance search page, page 227 provides details on the functions available for administering process instances. Administering process instances A process instance is an entity that represents workflow or a process in runtime. Use the Process Instances node of the Process Management tree to search for specific instances of a process and to drill down and manage the details of that process instance. The process instance list shows a list of process instances as well as other information about the state of each instance. This can be useful in determining if a process instance has aborted or is not running properly. From the list you can view all tasks in a given state, regardless of the process template that they are associated with. For example, you might want to find all paused tasks in the system and investigate the reason that they are paused. 226 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

227 Administering Business Processes The Process Instances node provides a default search page enabling you to find specific instances based up on the search fields. You can also create a custom search tab that uses process data to search for process instances. Custom search tabs enable you to create searches based on custom attributes that pertain to your business needs. Creating a custom process instance search tab, page 227 provides more information on custom process instance search tabs Creating a custom process instance search tab To search for a process instance based on structured data types, you create a custom search tab in TaskSpace. In TaskSpace, you use the Process Instance List Template (created in Forms Builder) to create a process instance search tab and select process data as your search criteria. A process instance list template is based on installed Process Builder process templates and then further customized by selecting structured data types, columns, filters, and search terms to retrieve a list of process instances. Note: In the custom search page, the value for Runtime State is typed in a text box. Valid values for the text box must be typed using the following format: SHOW_ALL, SHOW_DORMANT, SHOW_RUNNING, SHOW_HALTED. The value for View Filter is also typed in a text box. Valid values for the text box must be typed using the following format: SHOW_ALL, SHOW_FAILED, SHOW_OVERDUE, SHOW_OVERDUE_AND_FAILED, SHOW_OVERDUE_OR_FAILED. In addition, EQUALS is the only operator supported for the search fields Version, Runtime State, and View Filter. The Documentum Forms Builder User Guide contains more information on using the Process Instance List Template. For moire information on creating the process instance list tab, refer to Creating a process instance list tab, page 249. For more information on creating process templates, refer to the Process Builder User Guide. Using the default process instance search page TaskSpace is delivered with a standard process instance search page that enables you to find processes based on a variety of search criteria. To search for a process instance: 1. In TaskSpace, click Administration. 2. Navigate to Administration / Process Management / Process Instances. 3. Enter search criteria in the search fields to retrieve a list of process instances. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 227

228 Administering Business Processes 4. Click Search. The following table describes the fields you can use to search for a process instance. Table 25. Process Instance search fields Field Workflow name Supervisor name Process name Runtime State Version Label Containing Tasks with Status Description The name of the process instance. A user with the role of supervisor for that particular instance. The name of the process template. Select one of the following workflow states: All Running Dormant Halted Note: In the custom search page, the value for Runtime State is typed in a text box. Valid values for the text box must be typed using the following format: SHOW_ALL, SHOW_DORMANT, SHOW_RUNNING, SHOW_HALTED The Documentum version of the process template. Select a value for the type of instances you want to appear in the search results. All Failed Overdue Overdue and Failed Overdue or Failed Note: In the custom search page, the value for View Filter is typed in a text box. Valid values for the text box must be typed using the following format: SHOW_ALL, SHOW_FAILED, SHOW_OVERDUE, SHOW_OVERDUE_AND_FAILED, SHOW_OVERDUE_OR_FAILED. If you have configured a custom search tab, the columns that appear in the search results are based upon the data you set up in the search page. 228 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

229 Administering Business Processes Performing administrative functions for an instance The following buttons are enabled based upon the context of the instance and which actions are possible within a particular workflow. Table 26. Buttons on Process Instances page Button Instance View Change Supervisor Resume Workflow Halt Workflow Terminate Workflow Description Enables you to drill down into the instance and see the process diagram as well as the list of tasks associated with the process instance. Administering tasks, page 229 provides more information on the process instance view. Enables the administrator to select another supervisor from a list. Starts this workflow and all its current tasks. Pauses the workflow and pauses all of its current tasks. Stops the workflow without the option of restarting it. Administering tasks When you select a process instance and click the Instance View button from within the Process Instance search results page, the system displays the process diagram and associated tasks for the instance that you have selected. The instance view gives you a window into the running workflow and enables you to administer tasks for that workflow. Note: If the browser does not display the instance view, you may need to download and install the Adobe Scalable Vector Graphics plugin. The plugin is available on the Adobe SVG Viewer download site. You can click the individual activities within the process flow and the system highlights the associated task enabling you to see which tasks are associated with that activity. The instance view also shows icons that indicate the state of a particular activity within the instance. To see information about files that are attached to the workflow, select Attachments. The Documentum TaskSpace User Guide contains more information on tasks. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 229

230 Administering Business Processes Table 27. Task properties Field Task Name Status Action Performer(s) Comment(s) Receive Date Complete Date Description The name of the activity or the name of the sub process associated with the instance. Displays the current status of the task. The type of action that was performed on the task. For example, if the workitem was forwarded to another user, the action is Forward. The name of the performer for the task. If the performer is based on a process parameter, the name is preceded and followed by a dollar sign ($), for example $Reviewer$. Any comment or notations associated with the task. The date the task was received by the task processor. The date the task was completed by the processor. When you right click a task in the process instance view, you have the following options: Selecting History displays a list of events that have occurred to the item, such as checkout, checkin, and promote. Selecting View displays the Task Manager tabs which usually include the Info, Comments, and Progress tabs. The Info tab enables you administrator to take action on a process instance and task. Table 28. Administrative actions Field Previous Next Get Task Assign Finish Delegate Repeat Perform Description Displays the previous tab of the Task Info page. Displays the next tab of the Task Info page. Assigns the task to you and refreshes the page, enabling you to work on the task immediately. Assigns the task to another user to complete. Completes the task and sends it to the next step of the activity. Assigns another user the responsibility of performing a task that originally had been assigned to you. Sends the task to another user or group to repeat a task that you have just completed. Executes the task. 230 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

231 Administering Business Processes Field Close Complete Rerun Reject Suspend Unsuspend Unassign Assign Reassign Description Closes the task. Finishes the task and sends it to the next user or activity in the workflow. Runs automatic activities that have failed. Sends the task to another step as defined in the template. Pauses the task in order to wait for some other supporting document or task to take place. Removes the task from the suspended state and enables the performer to acquire the task. Returns the task to the work queue and the status of the task appears as dormant until reassigned to another user. Enables you to select the next performers for the task. Enables you to assign the task to a performer again. Depending on the type of activity, you can also perform management functions such as changing the performer, halting the workflow, editing timers, and so on. Table 29. Task properties Field Task Name Status Action Performer(s) Comment(s) Receive Date Complete Date Description The name of the activity or the name of the sub process associated with the instance. Displays the current status of the task. The type of action that was performed on the task. For example, if the workitem was forwarded to another user, the action is Forward. The name of the performer for the task. If the performer is based on a process parameter, the name is preceded and followed by a dollar sign ($), for example $Reviewer$. Any comment or notations associated with the task. The date the task was received by the task processor. The date the task was completed by the processor. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 231

232 Administering Business Processes Managing task details The Task Details page gives you a high level view of the task and shows the task identification number, any task instructions, the designated performer, and the priority number assigned to the task. If there are timers for the selected task, you can view them and update them, if necessary. Editing task timers If timers exist for the selected task, they are grouped together based on their type. Timers that are created when the process instance is created are called pre task creation timers. Pre task creation timers help to ensure that workitems are progressing to designated points in the workflow in a timely manner. A pre task creation timer takes action if an activity has not been triggered within a designated amount of time after the workflow starts. The activity is considered triggered once it is created by the workflow, but not necessarily acquired by a user. Pre task creation are not activated on the first activity of a workflow as they are automatically triggered during the workflow s start. Timers that are created after the task has been created are called post task creation timers. These timers help to ensure that a task is completed within a specified window of time after it has been started. A post task creation timer takes action if an activity has not completed within a designated amount of time after the activity starts. Changes made to timers apply only to the selected task and not to other tasks based on the activity template. If the expiration of a timer is changed, any additional timers that follow in the task are not updated or changed in the same fashion. Their expiration times are completely independent. For example, if you add two hours to the first timer for a task, the system does not add two hours to the timers that follow. When there are multiple timers for a task, the first timer is considered the due date for the task. (TaskSpace uses this due date to determine overdue tasks.) If you edit the expiration time for a subsequent timer to expire before the first timer, the due date of the task does not change. For example, if Timer_1 is set to expire at 10:00 AM and you edit Timer_2 to expire at 9:00 AM, the due date for the task remains 10:00 AM. Note: Although the timer may be set to expire at a specific time, the action for that timer does not occur until the next time the timer job runs. The task of checking the warning timers and performing the requested actions is performed by the dm_wfmstimer job. The Documentum Process Builder User Guide provides more information on timers and the dm_wfmstimer job. To edit a task timer: 1. On the Instance Details page, click Task Details. 232 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

233 Administering Business Processes The Task Details page shows the task timer name, any description or details for the timer, and the expiration time. 2. Select the timer with the values that you want to change and click Edit Timer. The Edit Timer page appears. 3. Use the calendar and time controls in the Expires field to set the new expiration values. To set the expiration to the current date and time, select the Set Timer Expiration as current time checkbox. 4. Click Show Job Info to view when the update timer job last ran and when the next job is scheduled to run. 5. Click Save to set the timer expiration to the new value. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 233

234 Administering Business Processes 234 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

235 Chapter 15 Configuring Tabs The base TaskSpace application contains default tabs, such as Search and Tasks. In your application, you can create and configure your own tabs. Introduction to configuring tabs, page 235 Creating a new tab, page 236 Editing a tab, page 252 Deleting tabs, page 252 You can also create a new tab type. For instructions, refer to Appendix C, Creating a New Tab Type. Note: The configuration settings in the base application are read only. To configure tabs, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring tabs In the TaskSpace Configuration tab, the Tabs node displays a list of the current tabs for the application. To display the list of tabs: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. A table appears, listing the tabs for this application, the tab type for each tab, the status of each tab (added to the current application or inherited from a parent application), and the application in which it was created. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 235

236 Configuring Tabs 4. Change how tabs are displayed, as needed: To hide inherited tabs, clear Show Inherited Tabs. To show them, select Show Inherited Tabs. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. You can create a new tab and you can edit or delete a created tab. When creating or editing a tab, your primary task is to specify which components are associated with this tab. Any users who can access this tab can use the associated components. The following sections provide instructions: Creating a new tab, page 236 Editing a tab, page 252 Deleting tabs, page 252 Creating a new tab You can create any number of tabs for the TaskSpace user interface. Creating multiple tabs of the same type: 236 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

237 Configuring Tabs Gives you control over the functionality available to each TaskSpace role. For example, you can create one search tab associated with multiple search components and one search tab associated with only one search component. In this example, you might assign the former search tab to advanced roles and the latter search tab to beginner roles. The search, task list, folder, generic form, and dashboard tab types have settings that you can change for this purpose. Makes it easier for you to configure different TaskSpace applications in different languages. For example, you can create a second configuration tab with a label in the supported language of your choice (rather than the English ʺConfigurationʺ). The following sections provide instructions: Creating a search tab, page 237 Creating a task list tab, page 240 Creating a folder tab, page 243 Creating a generic form tab, page 246 Creating a dashboard tab, page 248 Creating a process instance list tab, page 249 Creating a tab of another type, page 251 Creating a search tab A search tab allows users to search for objects, such as documents, folders, or processes. If you provide multiple search components, the users can select one from a list box. You can create any number of search tabs for the TaskSpace user interface. To create a new tab: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. The list of tabs for this application appears. 4. Click Create. The Create Tab page appears. 5. From the Select Tab Type list, select Search. 6. Click Next. The Tab Configuration Search page appears. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 237

238 Configuring Tabs 7. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 8. Select templates: To add templates to this tab, select them and click. You can add any number of templates. (The template list on this page includes only installed templates that have been added to this application or that have been inherited by this application. For instructions on installing templates, refer to the Documentum Forms Builder User Guide. For instructions on adding components, refer to Adding components, page 136.) To remove templates from this tab, select them and click. 9. Click Next. The Tab Configuration Assign Actions page appears. 238 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

239 Configuring Tabs 10. Choose whether to display the standard action buttons for the tab (Edit, Open, View, and Export), hide all action buttons for the tab (meaning the action button panel is not displayed), or assign specific action buttons for the tab. 11. If you choose to assign action buttons, select the actions you wish to display and use the left/right arrow buttons to put them in the right pane. Use the up/down arrow buttons to order them as they will appear on the tab. 12. Click Finish. The new tab appears in the list of tabs for this application. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 239

240 Configuring Tabs To implement a new tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Creating a task list tab A task list tab displays a list of tasks. You can configure whether users can select a task list component from a list box or from a tree. You can specify which user task lists users can access. You can create any number of task list tabs for the TaskSpace user interface. Task list template configuration varies, depending on the type of task list template: A user task list template must be added to TaskSpace as a component and then must be selected during creation or configuration of a task list tab. (This tab must then be specified during creation or configuration of a role.) The following procedure describes how to select user task list components during creation of a task list tab. A work queue task list template must be added to TaskSpace as a component and then must be mapped to a work queue during creation or configuration of a role. For instructions, refer to Chapter 16, Configuring Roles. To create a new tab: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. The list of tabs for this application appears. 4. Click Create. The Create Tab page appears. 5. From the Select Tab Type list, select Task List. 6. Click Next. The Tab Configuration Task List page appears. 240 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

241 Configuring Tabs 7. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 8. Select user task list components: To add components to this tab, select them and click. You can add any number of components. (The component list on this page includes only installed components that have been added to this application or that have been inherited by this application. For instructions on installing components, refer to the Documentum Forms Builder User Guide. For instructions on adding components, refer to Adding components, page 136.) To remove components from this tab, select them and click. 9. In a task list tab with multiple components, configure how users access the components: To allow users to choose task list components from a tree view on the side of a task list tab, select Display task browser tree view. To allow users to choose task list components from a list box instead, clear Display task browser tree view. Note: Members of the queue_advance_processor role can always see the tree view, regardless of this setting. Users who are not members of the EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 241

242 Configuring Tabs queue_advance_processor role see the tree view when this setting is enabled and multiple task list components have been associated with the task list tab. 10. Click Next. The Tab Configuration Assign Actions page appears. 11. Choose whether to display the standard action button for the tab (Get Next Task), hide the action button for the tab (meaning the action button panel is not displayed), or assign specific action buttons for the tab. 12. If you choose to assign action buttons, select the actions you wish to display and use the left/right arrow buttons to put them in the right pane. Use the up/down arrow buttons to order them as they will appear on the tab. 242 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

243 Configuring Tabs 13. Click Finish. The new tab appears in the list of tabs for this application. To implement a new tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Creating a folder tab A folder tab displays an interface for a specified folder. This tab can be configured to display the following panes: Table 30. Panes in a folder tab Pane Description Tab Configuration Information Tree Contents Contains a folder information component (sometimes known as a data or metadata template) to display information about the specified folder. Depending on the component configuration, users may be able to edit the information for the folder. Contains a tree view of the specified folder and subfolders. Users can navigate to subfolders or back to the root folder. Contains a folder contents component (sometimes known as a content template), to list the contents of the selected folder. Depending on the component configuration, users may be able to search for items within the selected folder. From the contents list, users may be able to display documents, display other folders, and start processes. If necessary, you can omit this pane from a folder tab. By default, the folder information component that appears in this pane depends on configuration of the role of each user who displays it. You can override this configuration for a folder tab. If necessary, you can omit this pane from a folder tab. By default, the folder contents component that appears in this pane depends on configuration of the role of each user who displays it. You can override this configuration for a folder tab. You can create any number of folder tabs for the TaskSpace user interface. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 243

244 Configuring Tabs To create a new tab: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. The list of tabs for this application appears. 4. Click Create. The Create Tab page appears. 5. From the Select Tab Type list, select Folder. 6. Click Next. The Tab Configuration Folder page appears. 7. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 8. In the Root folder tab box, specify the root folder. You can specify any folder in the repository except the repository s root folder. For example, you can specify /System 244 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

245 Configuring Tabs to display the System cabinet. (If you leave this blank or specify an invalid location, the folder tab displays the current user s home cabinet as the root folder.) 9. Specify whether to hide or display the tree pane. 10. Configure the information pane: Specify whether to hide or display the information pane. In the Folder information frame height box, specify a height in pixels for the information pane. If you chose to display the information pane, specify whether to override the folder information component configured for each role. If you chose to override the folder information component for each role, from the Folder information template list box, select a folder information component. 11. Configure the contents pane: Specify whether to override the folder contents component configured for each role. From the Folder content template list box, select a folder contents component. 12. Click Next. The Tab Configuration Assign Actions page appears. 13. Choose whether to display the standard action buttons for the tab (Edit, Open, View, Export, and the default flyout menu), hide all action buttons for the tab (meaning the action button panel will not be displayed), or assign specific action buttons for the tab. 14. If you choose to assign action buttons, select the actions you wish to display and use the left/right arrow buttons to put them in the right pane. Use the up/down arrow buttons to order them as they will appear on the tab. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 245

246 Configuring Tabs The flyout menu, which is always available, will now become the menu you configured for the type of object the user is viewing (assigned by role). If no menu was configured and assigned, the user will still see the default flyout menu. Likewise, the actions in the flyout menu will be the same no matter what object type the user is viewing. Refer to Assigning menus to a role, page 268 for more information. 15. Click Finish. The new tab appears in the list of tabs for this application. To implement a new tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Creating a generic form tab The generic form tab type is the most customizable tab type. A generic form tab can display a Forms Builder form template or WDK component. A generic form tab can be implemented in many different ways. For example, you can implement a generic form tab as a welcome tab. You can create any number of generic form tabs for the TaskSpace user interface. To create a new tab: 1. Create one of the following: 246 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

247 Configuring Tabs A Forms Builder form template. For instructions on creating a Forms Builder form template, refer to the Documentum Forms Builder User Guide. For instructions on adding it as a component in TaskSpace, refer to Adding components, page 136. A WDK component. For general instructions on creating a WDK component, refer to the WDK Development Guide. Note: If possible, avoid including a Submit button in the form. If you need to include a Submit button, design the associated action appropriately for the tab context. (For example, the Submit button should not attempt to close the tab, because a tab cannot be closed.) By default, if a Submit button is invoked, a new instance of the XForm will be created. 2. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 4. Select the Tabs node. The list of tabs for this application appears. 5. Click Create. The Create Tab page appears. 6. From the Select Tab Type list, select Generic Form. 7. Click Next. The Tab Configuration Generic Form page appears. 8. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 247

248 Configuring Tabs (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 9. Associate this tab with a Forms Builder form template or WDK component. To associate this tab with a Forms Builder form template component, next to Component Type, select XForms. From the Form Name drop down list, select the template that you want to use. To associate this tab with a WDK component, next to Component Type, select WDK Component. From the WDK Component ID drop down list, select the component that you want to use. 10. Click Finish. The new tab appears in the list of tabs for this application. To implement a new tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Creating a dashboard tab The Business Activity Monitor (BAM) is a product of EMC Documentum that gives business users insight into processes executing in the Documentum Process Engine. It provides the ability to generate alerts in real time and creates a dashboard view that shows process status and performance statistics. If you are using BAM, you can create dashboard tabs in TaskSpace. A dashboard tab allows users to view BAM dashboards. You can create any number of dashboard tabs for the TaskSpace user interface. For more information on BAM, refer to the Documentum Business Activity Monitor Implementation Guide. To create a new tab: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. The list of tabs for this application appears. 4. Click Create. The Create Tab page appears. 5. From the Select Tab Type list, select Dashboard. 6. Click Next. The Tab Configuration Dashboard page appears. 248 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

249 Configuring Tabs 7. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 8. Select a dashboard component. You can add only one dashboard to a given tab. (The dashboard list on this page includes only dashboards that have been added to this application or that have been inherited by this application. For instructions on adding dashboards, refer to Chapter 13, Configuring Dashboards.) 9. Click Finish. The new tab appears in the list of tabs for this application. To implement a new tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Creating a process instance list tab You can create a custom search tab in TaskSpace to search for a process instance based on structured data types. Use a Process Instance List Template (created in Forms Builder) to create a process instance search tab and select process data as your search criteria. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 249

250 Configuring Tabs Refer to Creating a custom process instance search tab, page 227 and the Documentum Forms Builder User Guide for more information. To create a new tab: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. The list of tabs for this application appears. 4. Click Create. The Create Tab page appears. 5. From the Select Tab Type list, select Process Instance List. 6. Click Next. The Tab Configuration Process Instance List page appears. 7. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 250 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

251 Configuring Tabs 8. Select components: To add components to this tab, select them and click. You can add any number of components. (The component list on this page includes only installed components that have been added to this application or that have been inherited by this application. For instructions on installing components, refer to the Documentum Forms Builder User Guide. For instructions on adding components, refer to Adding components, page 136.) To remove components from this tab, select them and click. 9. Click Finish. The new tab appears in the list of tabs for this application. Creating a tab of another type You can create any number of process, queue management, administration, and configuration tabs for the TaskSpace user interface. Creating multiple tabs of the same type makes it easier for you to configure different TaskSpace applications in different languages. For example, you can create a second configuration tab with a label in the supported language of your choice. To create a new tab: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Tabs node. The list of tabs for this application appears. 4. Click Create. The Create Tab page appears. 5. From the Select Tab Type list, select Queue Management, Administration, or Configuration. 6. Click Next. The Tab Configuration page (for the type you selected) appears. 7. Specify identifying information: In the Name box, type a unique name to distinguish this tab from other tabs in the same TaskSpace application during configuration. In the Label box, type a label to distinguish this tab from other tabs for the end user. (Optional) In the Description box, type a description. (Optional) In the Tooltip box, type a tooltip for the end user to see when rolling over the tab label. Tooltips are also used by screen readers. 8. Click Finish. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 251

252 Configuring Tabs The new tab appears in the list of tabs for this application. To implement a new tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Editing a tab This section describes how to edit the settings for a tab. Note: You can edit only the tabs that have been created in the current application. If the current application has inherited a tab that you want to modify, you can modify it only in the context of the application in which it was created. (Log out of the current application and log into the application in which the tab you want to modify was created.) To edit a tab: 1. Click Configuration. 2. Select the Tabs node. The list of tabs for this application appears. 3. Select the tab to edit. 4. Click Edit. A Tab Configuration page appears. 5. Modify settings as needed. For instructions, refer to Creating a new tab, page Click OK. The list of tabs for this application appears reflecting the changes that you have made. To implement a tab in the TaskSpace user interface, you must associate it with a role. For instructions on specifying which roles can access this tab, refer to Chapter 16, Configuring Roles. Deleting tabs You can delete TaskSpace tabs from the application you are configuring. Note: You can delete only the tabs that have been created in the current application. If the current application has inherited a tab that you want to delete, you can delete it only in the context of the application in which it was created. (Log out of the current application and log into the application in which the tab you want to delete was created.) To delete tabs: 1. Click Configuration. 252 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

253 Configuring Tabs 2. Select the Tabs node. The list of tabs for this application appears. 3. Select the tabs to delete. 4. Click Delete. A Confirm page appears. 5. To prevent display of this confirmation page in the future, select Do not show this message again. 6. Click Yes. The tabs are deleted from the TaskSpace application. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 253

254 Configuring Tabs 254 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

255 Chapter 16 Configuring Roles The TaskSpace software is role based. As such, the TaskSpace user interface and permissions are dictated by configurable roles. This ensures that users can access only what they need to access in the realm of their job definition, and it also ensures that the system is as simple as it can be because users are not exposed to irrelevant information. In an enterprise, multiple TaskSpace applications can be deployed to serve the needs of different departments. While the roles are universal across corporate departments, the TaskSpace user interface experience for the same role can vary across the TaskSpace applications. The base TaskSpace application contains one default role, ts_designer. In your application, you can configure this role and create your own roles. This chapter describes how to configure roles in the TaskSpace user interface. The Configuration tab in TaskSpace allows you to perform role management tasks specific to the TaskSpace software. The following sections provide instructions: Introduction to configuring roles, page 255 Creating a new role, page 257 Adding an existing role, page 269 Editing a role, page 271 Removing roles, page 272 Troubleshooting role behavior, page 273 Note: The configuration settings in the base application are read only. To configure components, you must create at least one new application. For instructions, refer to Creating an application, page 51. Introduction to configuring roles In the TaskSpace Configuration tab, the Roles node displays a list of the current roles for the application. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 255

256 Configuring Roles To display the list of roles: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Roles node. A table appears listing the roles for this application, the status of each role (added to the current application or inherited from a parent application), and the application in which it was added. 4. Change how roles are displayed, as needed: To hide inherited roles, clear Show Inherited Roles. To show them, select Show Inherited Roles. To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. You can create a new role or add a role that already exists in the repository. You can also edit or delete a role. When creating or editing a role, your primary task is to specify which tabs and components are associated with this role. Any users who are members of this role can access the associated tabs and use the associated components. Note: Document view components are associated with roles directly. These components are available to the role from a document view. The search and task list components are associated with roles only through association with tabs of the corresponding type (search and task list). Folder components are associated with roles either directly (from a folder view) or through association with a folder tab. 256 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

257 Configuring Roles You can also configure the global search feature for each role. By default, the TaskSpace top bar includes a search box for all roles. For each role, you can specify whether this search feature is available. For each role, you can also specify the search component and the text that appears inside the box, which can be used to prompt the user to specify appropriate search criteria. The following sections provide instructions: Creating a new role, page 257 Adding an existing role, page 269 Editing a role, page 271 Removing roles, page 272 Creating a new role This section describes how to create a new role in the TaskSpace Configuration tab. In effect, you are creating a role in the repository and adding the role to thetaskspace application at the same time. Alternatively, you can use the TaskSpace Administration tab to create a new role in the repository and then use the TaskSpace Configuration tab to add the role to thetaskspace application. For instructions, refer to Creating or editing a role, page 79 and Adding an existing role, page 269. You must have the Superuser level of privileges to create roles. To create a role: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Roles node. A list of roles for this application appears. 4. Click Create. The Add Role wizard appears, with multiple tabs. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 257

258 Configuring Roles Either navigate through the wizard using the Next and Previous buttons, or click the tabs. This documentation assumes you are navigating through the wizard. 5. On the Role Identity tab, in the Role Name box, type a unique name. 6. (Optional) In the Role Description box, type a description. (This description appears in the role properties page in the Administration tab.) 7. Click Next. The Assign Tabs tab appears. For instructions, refer to Assigning tabs to a role, page 258. Assigning tabs to a role The Assign Tabs tab allows you to assign tabs to a role, either while creating a new role or while adding an existing role. Each role can access any number of tabs, even multiple tabs of the same type. For example, one role could have access to two search tabs, one for finding documents and one for finding folders. 258 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

259 Configuring Roles Figure 16. Add Role page, Assign Tabs tab The Available Tabs list includes all tabs that have been created in this application or that have been inherited by this application. For instructions on creating tabs, refer to Creating a new tab, page 236. To assign tabs to a role: 1. Select at least one tab to associate with this role: To add tabs, select them from the Available Tabs list and click the button. To remove tabs, select them from the Assigned Tabs list and click the button. If you intend to configure the global search feature for this role, include at least one search tab in the Assigned Tabs list. 2. Arrange the tabs in the order they should appear for this role. To move tabs up, select them and click the button. To move tabs down, select them and click the button. The order of tabs in the list, from top to bottom, represents the order in which they appear in the user interface, from side to side. Also, the topmost tab in the list is the default tab, the first tab to appear when a member of that role logs in. 3. Click Next. The Global Search tab appears. For instructions, refer to Configuring global search for a role, page 260. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 259

260 Configuring Roles Configuring global search for a role The Global Search tab allows you to configure the global search feature for a role, either while creating a new role or while adding an existing role. Figure 17. Add Role page, Global Search tab To configure global search for a role: 1. Hide or show the search feature for this role: To hide the search feature from the top bar, clear the checkbox and skip to the last step in this procedure. To show the search feature in the top bar, making it available to this role, select the checkbox. 2. In the Search Tab list box, select the search tab to be associated with the global search. This selection determines the available options in the Search Component list box. For example, if you select a search tab that has two search components, both components are available for selection. 3. In the Search Component list box, select the search component to be used for the global search. This selection determines the available options in the Search Term list box. For example, if you select a search component that has three search terms, all three search terms are available for selection. 260 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

261 Configuring Roles 4. (Optional) In the Search Field Tooltip box, specify the text to appear as a tooltip for the search box. 5. In the Search Button Text box, specify the text to appear on the search button. 6. In the Search Term list box, select the search term to be used for the global search. A text box below the Search Term list box displays the DQL query from the selected search component. The Search Term list box is populated from the WHERE clause in this query. 7. Click Next. The Workflow tab appears. For instructions, refer to Assigning workflow components to a role, page 261. Assigning workflow components to a role The Workflow tab allows you to associate TaskSpace components with a role based on a work queue or the process instance list, either while creating a new role or while adding or editing an existing role. Keep in mind the following points: The object types listed on this page include only object types that already exist in the repository. For instructions on creating new object types, refer to the Documentum Composer User Guide. The component lists on this page include only installed components that have been added to this application or that have been inherited by this application. For instructions on installing components, refer to the Documentum Forms Builder User Guide. For instructions on adding components, refer to Adding components, page 136. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 261

262 Configuring Roles Figure 18. Add Role page, Workflow tab Assigning workflow components to a role involves mapping the process instance list to a process instance list component and mapping work queues to work queue task list components. Task components need no mapping because this type of component is displayed based on the process template and activity selected during creation of the component. To map work queues: 1. From the Process Instance List/Work Queue list, select processinstancelist or a work queue. This selection determines the available options in the Content Template list. The Content Template list contains all installed and added process instance list components or task list components of the work queue type. 2. From the Content Template list: If you selected processinstancelist in step 1, select a process instance list template. If you selected a work queue in step 1, select a task list component. 3. Click Add Mapping. The mapping appears in a list below the Add Mapping button. (Remove mappings by selecting them and clicking Remove Mapping.) When users select the configured role and open a task list of the specified work queue, the task list opens in the specified task list component. When users select the configured role and open a process instance list, the list opens in the specified process instance list component. 262 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

263 Configuring Roles 4. Click Next. The Folder View tab appears. For instructions, refer to Assigning folder view in Open Items for a role, page 263. Assigning folder view in Open Items for a role The Folder View tab allows you to configure the layout of the folder view displayed in Open Items for an object of type dm_folder or its subtype. This configuration is assigned to a role, either while creating a new role or while adding or editing an existing role. Keep in mind the following points: The object types listed on this page include only objects of type dm_folder and its subtypes that already exist in the application. For instructions on creating new object types, refer to Chapter 17, Configuring Types. The component lists on this page include only installed components that have been added to this application or that have been inherited by this application. For instructions on installing components, refer to the Documentum Forms Builder User Guide. For instructions on adding components, refer to Adding components, page 136. Figure 19. Add Role page, Folder View tab Assigning folder view components to a role involves mapping object types (dm_folder or its subtypes) to TaskSpace components. For example, you could map the following components: EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 263

264 Configuring Roles Map folder object types to folder content components or folder information components. Map room object types to room view components. Map calendar objects types to calendar view components. To map folder object types: 1. From the Types available for configuration list, select a folder type to configure and click Add. The default types in the Types available for configuration are dm_folder (for viewing folder objects), dmc_room (for viewing room objects), and dmc_calendar (for viewing calendar objects). If you have added custom folder object types, they will be listed here as well. The added folder type is moved from the Types available for configuration list and added to the Configured folder types list. The type just added is also highlighted, indicating that it is the active folder type for selecting configuration settings. (You can remove added folder types by selecting them and clicking Remove.) 2. From the Content panel form template list, which includes all installed and added template components for the available folder types, select a template appropriate for the selected folder object type. For example: For dm_folder, select a folder contents template. The default folder contents template from the base application is DefaultFolderContentView. For dmc_room, select a room view template. The default room view template from the base application is DefaultRoomView. For dmc_calendar, select a calendar view template. The default calendar view template from the base application is DefaultCalendarView. Note: To use collaboration features for calendars and rooms, you should map the dmc_room and dmc_calendar object types to the appropriate templates (default templates are defaultroomview and defaultcalendarview). The collaboration features are only available when the Documentum Collaboration Edition (DCE) is enabled. DCE requires a separate license and is enabled through Licensing Configuration in Documentum Administrator. 3. If you want to include the folder tree panel in the view, select the Show tree panel option. An additional field, Tree panel width, appears. Enter the desired width for the folder tree panel in number of pixels. If 4. If you want to display the full folder path information in the view, select the Show full path option. 5. If you want to display the overview panel, select the Show overview panel option. Two additional fields appear: In the Overview panel form template list, select a folder information template. The default folder information template from the base application is DefaultFolderMetaDataView. 264 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

265 Configuring Roles In the Overview panel height field, enter the desired height for the overview panel in number of pixels. 6. If you want to include the preview pane in the view, select the Show preview pane option. An additional field, Preview pane width, appears. Enter the desired width for the preview pane in number of pixels. 7. Select the desired option for displaying action buttons on the folder view tab: Select Display standard tab actions to display the default action buttons for TaskSpace tabs. Default actions are edit, open, view, and export. Select Hide the action button panel for the tab if you do not want any action buttons to appear on the folder view. Select Assign the action that should be displayed for the tab to select which actions to include on the folder view. Two lists of actions appear, Available actions and Assigned actions. Select desired actions from the list of available actions and move them to the list of assigned actions by clicking the right arrow. An assigned action can be moved back to the list of available actions by selecting it and clicking the left arrow. The display order for assigned actions can be changed by selecting an action and clicking either the up arrow or down arrow to move it within the list. The list of available actions includes configurable actions (if previously configured) in addition to default TaskSpace actions. For more information on configuration actions, refer to Chapter 8, Configuring Actions. The following graphic shows a folder view in Open Items with the following settings: tree view is visible with a width of 200 pixels, show full path is enabled, overview panel is visible with a height of 150 pixels, preview pane is visible with a width of 200 pixels, and actions are Edit, Open, View, Export. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 265

266 Configuring Roles 8. Click Next. The Document View tab appears. For instructions, refer to Assigning document view in Open Items for a role, page 266. Note: If there is no configured folder view for a folder type, the following default folder view settings are used: Tree view: visible, width = 200 pixels Overview panel: visible, height = 150 pixels Preview pane: hidden, width = 200 pixels Actions: standard_edit, ts_open, ts_view, standard_export Note: The fly out menu used for an opened item folder tab (that is, a folder view tab) is assigned and rendered the same as it is for a standard folder tab. For information on assigning menus to a role, refer to Assigning menus to a role, page 268. Assigning document view in Open Items for a role The Document View tab allows you to configure the layout of the document view and assign components used in the document view when opening an object type of dm_document or its subtype in the Open Items tab. This configuration is assigned to a role, either while creating a new role or while adding or editing an existing role. Keep in mind the following points: The object types listed on this page include only object types of dm_document or its subtypes that already exist in the current application (except dm_document) or are inherited from the parent application. For instructions on creating new object types, refer to Chapter 17, Configuring Types. 266 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

267 Configuring Roles The component lists on this page include only installed components that have been added to this application or that have been inherited by this application. For instructions on installing components, refer to the Documentum Forms Builder User Guide. For instructions on adding components, refer to Adding components, page 136. Figure 20. Add Role page, Document View tab Assigning the document view for an object of type dm_document and its subtypes in the Open Items tab involves mapping document object types to document view components. The configuration data is saved for the current role. To map document object types: 1. From the Document Types list, select a document type, such as dm_document. This selection determines the available options in the Content Template list. The Content Template list contains: DEFAULT, which is the default document view component inherited from the base application All installed and added document view components that match the selected object type 2. From the Content Template list, select a document view component. 3. Click Add Mapping. The mapping appears in a list below the Add Mapping button. (Remove mappings by selecting them and clicking Remove Mapping.) EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 267

268 Configuring Roles When users select the configured role and open a document of the specified object type, the document opens in the specified document view. 4. Click Next. The Menus tab appears. For instructions, refer to Assigning menus to a role, page 268. Assigning menus to a role The Menus tab allows you to assign context menus to a role, either while creating a new role or while adding or editing an existing role. A menu can also be assigned as a role specific flyout menu on a folder tab. Note that the fly out menu used for an opened item folder tab (that is, a folder view tab) is assigned and rendered the same as it is for a standard folder tab. These menus are mapped to an object type. There is one to one mapping between a menu and a role per object type. Refer to Chapter 9, Configuring Menus and Creating a folder tab, page 243 for more information. Figure 21. Add Role page, Menus tab 268 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

269 Configuring Roles To assign a menu to a role 1. From the Select object type list, select the object type you wish to associate with a specific menu for this role. 2. From the Select menu list, select the menu you wish to assign to this role for the selected object type. 3. Click Assign Menu. The menu appears in the Confiured Menus text box. (Remove menus by selecting them and clicking Unassign Menu.) Note: One object type, dmc_calendar, and two menus, defaultfoldertabflyoutmenu and defaultcalendarmenu, are part of collaboration features that are only available when the Documentum Collaboration Edition (DCE) is enabled. DCE requires a separate license and is enabled through Licensing Configuration in Documentum Administrator. To complete the role configuration: 1. If necessary, return to another tab and change settings. 2. When you have finished configuring the role, click Finish. The list of roles for this application is updated to reflect your configurations. Adding an existing role This section describes how to add a role to TaskSpace that already exists in the repository. In effect, you are adding TaskSpace settings to this role. You must have the Superuser level of privileges to add roles. To add a role: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. Select the Roles node. A list of roles for this application appears. 4. Click Add. The Add Role wizard appears, with multiple tabs. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 269

270 Configuring Roles Either navigate through the wizard using the Next and Previous buttons, or click the tabs. This documentation assumes you are navigating through the wizard. 5. On the Role Identity tab, specify identifying information for the role: From the Select a Role list box, select the role to add. If a description is available in the Role Description box, examine it to verify that this is the role you want to add. 6. Click Next. The Assign Tabs tab appears. For instructions, refer to Assigning tabs to a role, page Click Next. The Global Search tab appears. For instructions, refer to Configuring global search for a role, page Click Next. The Workflow tab appears. For instructions, refer to Assigning workflow components to a role, page Click Next. The Folder View tab appears. For instructions, refer to Assigning folder view in Open Items for a role, page Click Next. The Document View tab appears. For instructions, refer to Assigning document view in Open Items for a role, page Click Next. The Menus tab appears. For instructions, refer to Assigning menus to a role, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

271 Configuring Roles 12. When you have finished configuring the role, click Finish. The list of roles for this application is updated to reflect your configurations. Editing a role The Roles node on the Configuration tab allows for editing the configuration of an existing role. To edit a role: 1. On the Configuration tab in TaskSpace, select the Roles node. A list of roles for this application appears. 2. Select the role to edit and click Edit. The Edit Role page for the selected role appears with multiple tabs, beginning with the Tabs tab. Figure 22. Edit Role page, Tabs tab 3. On the Tabs tab, if you wish to edit tab settings, click Manage. The Assign Tabs page appears. Manipulate tabs as desired. For detailed information on assigning tabs, refer to Assigning tabs to a role, page 258. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 271

272 Configuring Roles 4. Click the Global Search tab to modify global search settings for this role. For detailed information on global search settings, refer to Configuring global search for a role, page 260. When finished, click Save to save changes made on this tab. 5. Click the Workflow tab to modify workflow component settings for this role. For detailed information on workflow component settings, refer to Assigning workflow components to a role, page 261. When finished, click Save to save changes made on this tab. 6. Click the Folder View tab to modify folder view component settings for this role. For detailed information on folder view component settings, refer to Assigning folder view in Open Items for a role, page 263. When finished, click Save Configuration to save changes made on this tab. 7. Click the Document View tab to modify document view component settings for this role. For detailed information on document view component settings, refer to Assigning document view in Open Items for a role, page 266. When finished, click Save to save changes made on this tab. 8. Click the Menus tab to modify menu settings for this role. For detailed information on menu settings, refer to Assigning menus to a role, page 268. When finished, click Save to save changes made on this tab. 9. Click Close or OK to exit the Edit Role page. Removing roles You must have the Superuser level of privileges to remove roles. Note: You can remove only the roles that have been added to the current application. To remove roles: 1. Click Configuration. 2. Select the Roles node. A list of roles for this application appears. 3. Select the roles to remove and click Remove. A Confirm page appears. 4. To prevent display of this confirmation page in the future, select Do not show this message again. 5. Click Yes. The roles are removed from the TaskSpace application, but the roles still exist in the repository. 272 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

273 Configuring Roles Troubleshooting role behavior This section briefly describes how to troubleshoot role behavior in TaskSpace. If users are unable to access items in TaskSpace that their roles should be able to access, or if users can access items that their roles should not be able to access, try the following steps. To troubleshoot role behavior: 1. Determine which roles you want the users to use in TaskSpace. 2. Use the TaskSpace Administration tab to verify that the users are members of these roles. For instructions, refer to Chapter 4, Preparing Users, Groups, and Roles. 3. Verify these roles are configured for use in TaskSpace. (Make sure the role is listed for the application.) For instructions, refer to Introduction to configuring roles, page If a user is a member of multiple roles configured for use in TaskSpace, verify the user is selecting the appropriate role during login. 5. If a user is a member of a role that is itself a member of another role, and both of these roles have been configured for use in TaskSpace, be aware that TaskSpace behavior depends on both of these roles. To avoid confusion, give the users advance notice of any role membership changes. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 273

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275 Chapter 17 Configuring Types Application designers and administrators with the appropriate privileges can use TaskSpace to create, add, edit, delete, and remove types. The following sections provide instructions: Introduction to configuring types, page 275 Creating types, page 276 Adding types, page 277 Editing custom types, page 277 Removing types, page 278 Deleting custom types, page 279 Introduction to configuring types In the TaskSpace Configuration tab, the Types node displays a list of the added and inherited types for the application. To display the list of types: 1. Start the TaskSpace user interface and log in. 2. Click Configuration. 3. Select the Types node. The Types list page appears, listing the types, the type status (added to the current application or inherited from a parent application), and the defined application. By default, the list includes inherited types. 4. Change how types are displayed, as needed: To hide inherited types, clear Show Inherited Types. To show inherited types, select Show Inherited Types. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 275

276 Configuring Types To view a different page in a multi page list, click the arrows above the list. To change the number of items displayed per page, select the number in the Items per page list box. To sort a column, click the column heading. To reverse the sort order, click the heading a second time. Creating types To create a type in TaskSpace, you must have Superuser, Sysadmin, or Create Type user privileges. If you have Superuser privileges, you can create a subtype with no supertype. When you create a type, the system creates a relationship called ts_type_rel between the TaskSpace application and the type. When a TaskSpace application is imported into Documentum Composer, the TaskSpace Composer plug in recognizes the relationship and imports the types that are associated with TaskSpace. The Model Type option is available only if the High Volume Server license is installed and enabled. There are three options for Model Type: Standard: Select to create a heavy type. This is the default setting. Shareable: Select to create a shareable SysObject model type for SysObject supertypes and their subtypes. Lightweight: Select to create a lightweight SysObject. The system checks for shareable types in the current repository and displays them in the Parent Type field. This option is not available if there are no shareable types in the current repository. Refer to the Documentum High Volume Server Developer Guide for information about shareable SysObjects and lightweight SysObjects. Refer to the Documentum Administrator User Guide for information about types. To create a type: 1. Start the TaskSpace user interface and log in. 2. Click the Configuration tab. 3. Select the Types node to access the Types list page. 4. Click Create to access to New Type Info page. Note: TaskSpace does not display the Create button if you do not have Create Type user privileges. 5. Enter information on the New Type Info page. Refer to Appendix D, Types Properties for more information about the type properties. 6. Click Next to access the New Type Attribute page. 276 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

277 Configuring Types A list of the properties inherited from the supertype appears. You cannot delete the inherited properties. Refer to the Documentum Administrator User Guide for instructions to add a property or to edit or remove a user defined property. 7. Click Finish. The type is saved. Adding types Add an existing type to create a relationship between the TaskSpace application and type. When you import the TaskSpace application into Documentum Composer, the TaskSpace Composer plug in recognizes the relationship and imports the types associated with the TaskSpace application. To associate an object type: 1. Start the TaskSpace user interface and log in. 2. Click the Configuration tab. 3. Select the Types node to access the Types list page. 4. Click Add to access to Add Types page. 5. Select the types to associate with the child application and then click the right arrow (>) to add the types to the Selected Types column. 6. Click OK. The system displays the Types list page that includes the added types. Editing custom types For any user or system defined type you can change the default group, default permission set, or default storage area. Any changes made to a type apply to all objects of that type, to its subtypes, and to all objects of any of its subtypes. Refer to the Documentum Administrator User Guide complete instructions to modify types. To modify a type: 1. Navigate to the Type Properties Info page: a. Navigate to Administration > Types to access the Types list page. A list of existing object types is displayed. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 277

278 Configuring Types b. Select the type to modify and then select Edit to access the Type Properties Info page. Note: The Edit button is not enabled for inherited types. 2. View or modify information on the Type Properties Info page. Refer to Appendix D, Types Properties for documentation about the type properties. 3. Click OK to save changes or click the Attributes tab to access the Type Properties Attributes page to view or change the type s properties. A list of the properties appears. You cannot delete the inherited properties or properties inherited from the supertype. Refer to the Documentum Administrator User Guide for complete instructions to add a property or to remove a user defined property. 4. Click OK. The changes to the type are saved. Removing types The Remove button is enabled only for non inherited types. When a type is removed from the application, it is not deleted from the repository. TaskSpace only removes the relationships that exist between the application and the type. To remove a type: 1. Start the TaskSpace user interface and log in. 2. Click the Configuration tab. 3. Select the Types node to access the Types list page. A list of existing object types is displayed. 4. Select the type to remove. 5. Click Remove. The system displays the Confirm dialog box. 6. Click OK. The type is removed. 278 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

279 Configuring Types Deleting custom types You can delete a custom type from the repository if: You have at least Create Type privileges. The Delete button is disabled if you do not have the required privileges. The type is not a system defined type or a type that begins with dm_. There are no existing objects of that type in the repository. The type is not a shareable type that is shared by a lightweight sysobject. You must delete the dependent lightweight object first. When you delete a type, the system removes the type from the repository. TaskSpace also removes the relationships that exist between the application and the type. To delete a type: 1. Start the TaskSpace user interface and log in. 2. Click the Configuration tab. 3. Select the Types node to access the Types list page. A list of existing object types is displayed. 4. Select the type to delete. 5. Click Delete. The system displays the Delete Object(s) dialog box. 6. Click OK. The type is deleted. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 279

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281 Configuring the User Interface Chapter 18 This chapter describes how to complete the user interface configuration: Configuring logos, page 281 Mapping file formats to viewers, page 283 In TaskSpace 6.0, a setting was available on the TaskSpace Configuration tab s root node for configuring reuse of a popup window (Window Management). This setting has been moved to Preferences. For more information, refer to the Documentum TaskSpace User Guide. Configuring logos By default, the TaskSpace user interface has no logos. You can add a logo to the login page, to the top bar (above the tabs), or both to represent your own company. The height of the image that you choose for the top bar should be no more than 80 pixels. If you choose an image that is too large, the TaskSpace software will scale it down to 80 pixels, keeping the width proportional to avoid distortion. To configure a logo: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. 3. In the tree, select the root node for the application. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 281

282 Configuring the User Interface 4. Under Top Bar Logo or Login Logo, specify the location and name of your logo file: a. Click Select. The Select Location page appears prompting you to specify the general location of your logo file. To use a file from your local drive or network, select From a Local Drive/Network and click Browse. (Use this option only on the computer where TaskSpace is installed. If you are using the TaskSpace user interface from another computer, use a folder view or tab to import the image file into the repository and then select the file from the repository. For instructions on using a folder view or tab to import a file, refer to the Documentum TaskSpace User Guide.) To use a file from the Documentum repository, select From Documentum Repository and click Locate. All available files of the appropriate type are listed. b. Navigate to and select your logo file. Click Open or OK. The filename appears on the Select Location page. c. Click OK. The file is copied to the repository location /System/Applications/app_ name/logo, where app_name is the name of the TaskSpace application. 282 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

283 Configuring the User Interface 5. When you have completed your configuration changes, scroll down and click Save. Mapping file formats to viewers The TaskSpace user interface supports multiple document viewers and each viewer has different capabilities. For a list of supported viewers, refer to Viewers, page 19.) The TaskSpace Configuration tab allows you to configure the mapping of file formats to viewers. If a document s file format is not mapped to an embedded viewer, then TaskSpace will respond to a user s actions as follows: Open: The Document View form will display in TaskSpace with the message No viewer has been assigned for the file format. The user can view or update document attributes, but cannot view, edit or annotate the document s contents because of the lack of viewer support. View: The document will download to the user s PC and use the shell association to open the document for viewing. The Document View form will not be displayed. Edit: The document will be checked out and downloaded to the iuser s PC and use shell association to open the document for editing. The Document View form will not be displayed. If the existing file formats in the repository do not meet your needs, create new file formats in Documentum Administrator for use in the TaskSpace interface. For instructions on creating and modifying file formats, refer to the Documentum Administrator User Guide. To configure the mapping of formats to viewers: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Configuration. Under Viewers and Formats, a table lists the current format to viewer mappings for this application. Only one mapping (PDF and Acrobat Reader) is provided by default. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 283

284 Configuring the User Interface 3. You can add a mapping: a. Click Add. The Add Format Viewer Mapping page appears. b. From the Format Name list box, select a format. c. From the Viewer Name list box, select the viewer to associate with the selected format. Table 31. Viewers Viewer AcrobatReader Notes Adobe Acrobat Reader supports only PDF files and irm pdf files for IRM. For more information, refer to Viewers, page EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide

285 Configuring the User Interface Viewer Brava Browser Daeja High Fidelity Forms PAS Notes IGC Brava! supports BMP, EMF, GIF, JPEG, PCX, PDF, PNG, TIFF, TXT, and other common file types. For more information, refer to Viewers, page 19. Firefox and Internet Explorer support GIF, JPEG, PDF, PNG formats, as well as irm pdf, irm msw8, irm excel8book, and irm ppt8 for IRM. Internet Explorer also supports Microsoft Office formats. For more information, refer to Viewers, page 19. Daeja ViewOne Pro supports GIF, JPEG, PDF, TIFF, and other common imaging file types. For more information, refer to Viewers, page 19. OpenOffice supports OpenOffice Writer files (ODT), such as instances of high fidelity form templates. For more information, refer to Viewers, page 19. PDF Annotation Services (PAS) supports only PDF files. For more information, refer to Viewers, page 19 and PDF annotations overview, page 47. d. Click OK. The table of format to viewer mappings reflects your new mapping. 4. You can edit a mapping: a. Select the mapping to edit. b. Click Edit. c. (Optional) From the Viewer Name list box, select a different viewer. d. Click OK. The table of format to viewer mappings reflects your changes. 5. You can remove a mapping: a. Select the mapping to remove. b. Click Delete. The table of format to viewer mappings reflects your changes. 6. When you have completed your configuration changes, scroll down and click Save. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 285

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287 Appendix A Managing Applications This appendix describes how to perform typical management tasks for your TaskSpace applications. Displaying the list of parent applications, page 287 Managing a TaskSpace application in a development platform, page 288 Deploying an application to another environment, page 290 If the TaskSpace software has been deployed across multiple application servers, you can access it from different URLs, one for each application server. When you use one of these URLs to change configuration settings in a TaskSpace application, you must restart each of the other application servers. Displaying the list of parent applications As you create TaskSpace applications, examine the list of parent applications. This helps you understand the complex relationships of inheritance between your various applications. To display the list of parent applications: 1. Start the TaskSpace user interface and log in. For instructions, refer to Starting the user interface, page Click Parent Applications. EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide 287

288 Managing Applications A list of applications appears. In each row of this list, the application in the first column is the parent of the application in the second column. 3. To change the number of items displayed per page, select the number in the Items per page list box. Managing a TaskSpace application in a development platform Most of the work required to manage a TaskSpace application can be performed within TaskSpace itself. However, some management tasks must be performed in a development platform. Two development platforms are currently supported: Documentum Composer Documentum Application Builder and Application Installer (DAB/DAI) Both allow you to assemble, configure, and deploy EMC Documentum applications. Available application elements include workflow templates, lifecycle definitions, security settings, aspects, and object types. The following table compares the available development platforms: 288 EMC Documentum TaskSpace Version 6.5 SP1 Configuration Guide