EMC Documentum Archive Services for SharePoint

Transcription

1 EMC Documentum Archive Services for SharePoint Version 5.3 SP5 User Guide P/N A01 EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Copyright <my original pub year> EMC Corporation. All rights reserved. Published October 2007 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... 5 Chapter 1 Overview... 7 Document and forms libraries... 7 Documentum credentials... 8 Chapter 2 Manual transfer... 9 Check In to Documentum... 9 Repository browser Shortcuts Documentum content is read-only Documentum content is editable Check in to Documentum/Cancel Documentum Checkout Chapter 3 Automatic transfer Chapter 4 Glossary EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 3

4 Table of Contents List of Figures Figure 1. Documentum credentials page... 8 Figure 2. Check in to Documentum menu option Figure 3. Transfer file options Figure 4. Repository browser Figure 5. Delete Shortcut option Figure 6. Retrieve to SharePoint menu option Figure 7. Check In to Documentum/ Cancel Documentum Checkout menu options EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

5 Preface Welcome to Documentum Archive Services for SharePoint. This guide will assist you in working with documents and files that are moved between SharePoint and Documentum. About this guide This document is primarily meant for end users working with Documentum Archive Services. It details the user interface and how to transfer files from SharePoint to Documentum. Because the Documentum Archive Services utilizes the Microsoft SharePoint interface, a familiarity with SharePoint will enhance your understanding of how to use Documentum Archive Services to its fullest potential. It is outside the scope of this document to detail any features and functions that are handled only by SharePoint such as viewing documents and properties or deleting and uploading files. Please see your system administrator if you have questions about these functions. Revision History The following changes have been made to this document. Revision Date October 2007 Description Initial publication EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 5

6 Preface 6 EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

7 Overview Chapter 1 All functionality of the Documentum Archive Services can be accessed through the file drop down menu as you click the arrow to the right of a file in a document or forms library. Other SharePoint menu items are also included in this menu. How this menu is displayed is entirely reliant upon how your system administrator has set up the document library in which you are working. Document libraries can be set up completely different from one another and therefore will have different features available. Document and forms libraries Every document library manages the transfer of files to Documentum and the accessibility of those files. Forms libraries that are enabled with Documentum Archive Services offer the same features as document libraries, though the content of a forms library will be XML forms instead of documents. As you work within the SharePoint repository uploading and editing files, those files need to be transferred to the Documentum repository for permanent storage. Depending on the configuration of the document or forms library this can happen manually or automatically. Manual transfer Transfers prompt you for additional input to complete the transfer from SharePoint to Documentum. You will initially see the Check In to Documentum prompt to transfer a file to Documentum when a document library is configured for manual transfer. After a file has been initially transferred, various other options are presented to view and edit the file. See the Manual Transfer section for more information. EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 7

8 Overview Automatic transfer Transfers are handled automatically and mostly all the additional input required is checking out/checking in documents, uploading/creating new documents or updating existing documents. However, if the document library is configured to move the file while leaving a shortcut link, you must first retrieve the document from SharePoint before editing it. See the Automatic Transfers section for more information. Documentum credentials When you first attempt to transfer a file to Documentum you will be sent to a SharePoint page requesting your Documentum credentials. These credentials are stored and used for subsequent transfers when you are logged into SharePoint with your current user id, so you only have to sign in once. Figure 1 shows the Documentum credentials page. Figure 1. Documentum credentials page See your system administrator if you do not have your login credentials. 8 EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

9 Chapter 2 Manual transfer It may be helpful to think of SharePoint as a work-in-progress repository for documents and files to be modified frequently and which are not ready to be finalized. By contrast, Documentum is a permanent repository which houses more formalized drafts of files and documents. Linking documents between these two repositories is an important aspect of how Documentum Archive Services manages document transfer and administration. When a document library is configured for a manual transfer to Documentum, you must go through the extra step of accessing Documentum. You initially will only see one of two options: Check In to Documentum Check In to Documentum/Cancel Documentum Checkout Check In to Documentum If the Check In to Documentum option is displayed, the document has not yet been transferred to Documentum. Select this option to send the document to Documentum for storage. See figure 2 to view the Check In to Documentum option. Once the document is sent to Documentum, a shortcut to the document may be left behind in SharePoint. You may not see a shortcut link to a file in a document or forms library. If this is the case, the administrator may have chosen to not leave a link in SharePoint for added security. Options to link and edit documents from repositories are set by your system administrator and document and forms libraries will differ from one to another. EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 9

10 Manual transfer Figure 2. Check in to Documentum menu option Repository browser If the repository browser option has been selected by your system administrator when configuring the document library, you will have the ability to further select the Documentum destination of the file you are checking in. When you select the Check in to Documentum option, you will be taken to a screen requiring you to either select another location or transfer the file to the original location. Figure 3 displays the option to either transfer the file to the original location or select another location. Figure 3. Transfer le options If you select a location different from the original, you will be taken to the repository browser, where you can browse the Documentum repository for a new location. See figure 4 for an example of the repository browser. 10 EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

11 Manual transfer You can browse through the Documentum repository and once you have found a location in which to transfer the document, click the radio button next to the directory and click the Select button. Figure 4. Repository browser Once you have chosen a new directory and clicked the Select button, the document is transferred and the document or forms library page will be displayed. Shortcuts Depending on how a document or forms library is configured to handle manual transfers from SharePoint to Documentum, a link may or may not be left behind in SharePoint. This link has one of two options configurable by the administrator: Documentum content is read-only Documentum content is editable Documentum content is read-only If your system administrator has configured the shortcut to be a read-only link, you cannot recommit the document to Documentum. The only option in the item-level drop down menu is to delete the shortcut. Figure 5 displays the Delete Shortcut option for a read-only shortcut in the file drop-down menu. EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 11

12 Manual transfer Figure 5. Delete Shortcut option Documentum content is editable When Documentum content is editable,, the Retrieve to SharePoint option is displayed in the item level drop-down menu. Select the Retrieve to SharePoint option to bring the file back from Documentum. See figure 6 for the Retrieve to SharePoint menu option. Once the file is in SharePoint, you can work with it normally. Figure 6. Retrieve to SharePoint menu option Check in to Documentum/Cancel Documentum Checkout If the Check in to Documentum and Cancel Documentum Checkout menu options are displayed, a copy of the document is housed in both SharePoint and Documentum. It is important to keep the two copies correctly versioned and synchronized with each other. Figure 7 displays the Check In to Documentum and Cancel Documentum Checkout menu options 12 EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

13 Manual transfer Figure 7. Check In to Documentum/ Cancel Documentum Checkout menu options After you have completed modifying a document and have uploaded it to SharePoint, select the Check in to Documentum option to copy the file to the Documentum repository. Click the Cancel Documentum Checkout menu option to keep the previous version of the document in Documentum without checking in a subsequent version available in SharePoint. EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 13

14 Manual transfer 14 EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

15 Automatic transfer Chapter 3 In most cases, when a document or forms library is set up for automatic transfers from SharePoint to Documentum, there are no additional actions you must perform in order to work with both repositories. Checking out, updating and creating new documents are all done through the SharePoint interface options in the drop-down and top menus. However, when a document or forms library is configured to move files while leaving an editable shortcut, you must retrieve the file from Documentum in order to work with it. The file menu options you see when your document or forms library is set up as such is the same as for manual transfer. When you have completed working with the file, you must manually send it back to Documentum. EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 15

16 Automatic transfer 16 EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5

17 Chapter 4 Glossary Automatic transfer A document library configuration option that transfers files from SharePoint to Documentum upon stated events such as when a document is checked out, checked in or uploaded Document library: An area in SharePoint in which to store files and documents Editable shortcut: A link in SharePoint to a file Documentum that enables users to view and edit the file Forms library: A document library configured for XML forms Manual transfer: A document library configuration option that transfers files from SharePoint to Documentum when users initiate the transfer Repository browser: A feature in the Documentum Archive Services that enables you to browse through the Documentum repository in order to find a new location in which to transfer a file. EMC Documentum Archive Services for SharePoint User Guide Version 5.3 SP5 17