EMC ApplicationXtender Web Access 5.40 User s Quick Reference P/N 300-005-669 REV A01 EMC Corporation Corporate Headquarters: Hopkinton, MA 01748-9103 1-508-435-1000 www.emc.com
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Contents ApplicationXtender Web Access User s Quick Reference... 4 ApplicationXtender Web Access Tools... 4 To log into AppXtender Web Access:... 7 To log into multiple data sources:... 7 To search using index values:... 7 To view documents from the... 8 To search using List of Values criteria:... 8 To search using full-text query:... 8 To search using a combination query:... 9 To search multiple applications:... 9 To search using ODMA Attributes:... 10 To save a query:... 10 To manually index a batch page:... 10 To index a page using the Select Indexes function:... 11 To submit documents for full-text indexing:... 11 To transfer AppXtender documents to Records Manager for AppXtender:... 11 To file AppXtender documents for retention:... 12 To work with AppXtender documents filed for retention:. 13 To apply a retention hold to AppXtender documents... 14 To remove a retention hold from AppXtender documents 14 Note on logging into Records Manager for AppXtender... 15 Document Display View Toolbar (Thin Client Viewer)... 15 Document Display View Image Toolbar (Interactive Client Viewer)... 16 3
ApplicationXtender Web Access User s Quick Reference The procedures in this Quick Reference will lead you through the steps to use ApplicationXtender Web Access to search for and retrieve documents, view documents, and manage documents and batches. Note: This card is designed to provide quick reference information for ApplicationXtender Web Access to end users and is not intended to take the place of the ApplicationXtender Web Access User s Guide. ApplicationXtender Web Access Tools The following table lists the tools you can use in ApplicationXtender Web Access. Table 1 ApplicationXtender Web Access Tools Button Location Function All views Log out of AppXtender Web Access Application View, Query Criteria View, Configure AppXtender Web Access settings All views Return to Application List view Document Display View Display document index data in Index View Application View, Index View Use Batch List functionality to index documents for a selected application Application View Use Batch Import functionality to add documents for a selected application 4 4
Table 1 ApplicationXtender Web Access Tools (Continued) Button Location Function Batch Import View, Document Display View Create a New ApplicationXtender document Display Application Query Criteria view to create a new query Open selected documents and display them in Document Display view Note: When you select to view more than one document from the result set, each document appears in Document Display view in a separate viewing window. Print the selected documents Export the selected documents Perform a text search on the selected documents Delete the selected documents E-mail the selected documents Document Display View Display the result set for the most recent query in Query Result view Application View Display the most current document in Document Display view Note that this button appears in the toolbar only after you return to Application view after working with the current document in Document Display view 5
Table 1 ApplicationXtender Web Access Tools (Continued) Button Location Function Index View Display the Select Indexes view Index View Populate index fields using data from the Auto Index database table Note: The selected application must be configured for automatic indexing for this button to appear. Index View Populate index fields using data from the Key Reference database table Note: The selected application must be configured for automatic indexing for this button to appear. Index View Attach the currently displayed page to the current document Index View Attach all pages remaining in the batch to the current document Index View Modify the index for the current document Document Display View Add a Web link to eroom to access selected document Document Display View Add a Database Row link to eroom to access selected document Document Display View File the selected document for Centera retention. Note: The selected application must be configured for Centera retention. 6 6
To log into AppXtender Web Access: To log into AppXtender Web Access: 1. Click Login at the AppXtender Web Access Welcome page. 2. To use an authorized data source other than the default, select from the Data Source drop-down list. 3. Enter your user name and password. 4. To request full text search support, click the check box (if it is not already selected). 5. Click OK. To log into multiple data sources: To log into multiple data sources: 1. Right-click the additional data source you want to log into. 2. Click Login on the shortcut menu. 3. At the Login to Data source dialog box, to log in with your current user name and password, verify the information in the Data Source, User Name, and Password text boxes. 4. To log in as a different user, click the Auto login using same credentials check box to remove the check mark. Then enter a new user name and password in the text boxes. 5. If desired, select the Request Full Text Search Support check box. 6. Click Login to log into the data source. To search using index values: To search using index values: 1. To create a new query, right-click the application name, and then click New Query on the shortcut menu. 2. In Application Query Criteria view, enter the search criteria in the fields for the corresponding index values. 3. To hide data for a particular index in the result set in Query Results view, click the Show check box to remove the check mark. 4. Click Submit to start the search process. When the search is complete, the results appear on the Query Results view. 7
To view documents from the To view documents from the Query Results view, click the icon for the page you want to view. Refer to the ApplicationXtender Web Access Release Notes for specific versions of supported Web browsers. To search using List of Values criteria: To search using List of Values criteria: 1. Access the Application Query Criteria view. 2. Click the List of Values tool corresponding to the index name you want to search on. 3. Type a value in the Field Value text box, and click Add. The value appears in the text box. 4. Continue adding values to build your search expression. 5. When you finish, click OK. The list of values appears in the text box in Application Query Criteria view. 6. Enter any other criteria you want to include. 7. When you finish, click Submit to start searching. 8. Click Submit to start the search. To search using full-text query: To search using full-text query: 1. Access Application Query Criteria view. 2. Select the appropriate option from the Search Type options. Available options are All Words, Any Words, Exact Phrase, and Expression. 3. Type the criteria text in the Criteria text box. 4. Click Submit to start the search. 8 8
To search using a combination query: To search using a combination query: 1. Access Application Query Criteria view. 2. Type search criteria in the Index Name section. 3. Type search criteria in the Full-Text section. 4. To get results that match criteria in the Index Name and Full-Text sections, select the And option. To get results that match criteria in either the Index Name or Full-Text sections, select the Or option. 5. Click Submit to start the search. To search multiple applications: To search multiple applications: 1. If you have not already done so, install the Java Runtime Environment on your computer. Refer to the ApplicationXtender Release Notes for the supported version of the Java Runtime Environment. 2. Right-click an application you want to include in the query, and select Cross Application Query Configuration. 3. From the application list, click another application you want to include in the query. Then click > to move the select to the Selected Applications list. To select all of the applications, click >>. 4. Repeat step 3 to select the other applications you want to include. 5. To make a field searchable, click the icon to the left of the index name until a question mark appears. (Each index field that you select must exist in at least two of the applications to be searched.) 6. To include a field in the result set in Query Results view, click the icon until a check mark appears. (Fields that do not have either a question mark or a check mark are excluded from both the Query view and the Query Results view.) 7. Click Apply to save the query. At the Cross Application Query save as dialog box, enter a name for the query, and click Save. 8. Click Apply at the Cross Application Query Configuration dialog box. 9. Click OK to clear the confirmation message. 10. Click Close to close the Cross Application Query Configuration dialog box. 11. To run the query, right click the query name listed under any of the included applications, and click Run. 9
To search using ODMA Attributes: To search using ODMA attributes: 1. Select Settings from the View menu, or click the Settings icon. 2. In Application Query Criteria view and Query Results view, if the Enable ODMA Search option is not selected, click the check box. Then click Save. 3. Access Application Query Criteria view. 4. Enter search criteria in the fields for the ODMA attribute indexes that you want to search. 5. Enter any other criteria for the search. 6. Click Submit to start the search. To save a query: To save a query: 1. In Application Query Criteria view, enter your search criteria. 2. In the Save Options section, enter a name for the query in the Query Name text box. 3. To allow all users to access the query, click the Available To All Users check box. To make the query a private query (only you can access), leave the check box empty. 4. Click Submit to save and run the query. To manually index a batch page: To manually index a batch page: 1. Access Application Batch List view. 1. From the Current Application drop-down list, select the application you want to work with. 2. From the list of available batches (if any), select the batch you want to index. 3. In Document Display view, on the first page in the batch, locate the index data for the first index field in Index view. 4. In Index view, enter the data value into the field. 5. Repeat steps 3-4 for the remaining fields in Index view. 6. Click the Save button. Index view changes to Modify mode. 7. To index another batch page, on the main toolbar, click the New Document button. To open the current document and its index, click the View Last Indexed Document button. 10 10
To index a page using the Select Indexes function: To index a batch page using the Select Indexes function: 1. Access Application Batch List view. 1. From the Current Application drop-down list, select the application. 2. From the list of available batches (if any), select the batch you want to index. 3. In Document Display view, locate the data for the first index field. 4. In Index view, click the Select Indexes button. 5. In Select Indexes view, find the necessary index data. 6. To attach the current page, to the left of the index data, click the Attach Current Page button. To attach all pages remaining in the batch, to the left of the index data, click the Attach All Pages button. To submit documents for full-text indexing: To submit documents for full-text indexing: 1. Display the document you want to submit for indexing in Document Display view. 2. From the Document menu, select Submit Full Text Job. 3. From the Select Queue list, select the full-text queue to which the document should be submitted for indexing. 4. Click OK. To transfer AppXtender documents to Records Manager for AppXtender: To transfer AppXtender documents to Records Manager for AppXtender: 1. From Records Manager for AppXtender, search for the AppXtender documents to be transferred. 2. From the result set, locate the document you want to transfer. 3. Click the arrow head to the right on the page icon. A shortcut menu appears. 4. From the shortcut menu, click Classify and Transfer. 5. If necessary, log into Records Manager for AppXtender by entering your Records Manager for AppXtender user name and password. 11
6. Find the filing system file plan to which the document should be transferred by clicking the plus signs (+) next to the filing system and file plane names until the destination file plan appears. 7. Select the destination folder. 8. Click OK to transfer the document. The dialog box closes, and the transferred document is cleared from the AppXtender Web Access results list. To file AppXtender documents for retention: The procedures for filing ApplicationXtender documents for retention vary depending on whether the application is configured with records administration retention or Centera retention. To file AppXtender documents for retention using records administration retention: 1. From the AppXtender application configured with retention administration, search for the AppXtender documents to be filed for retention. 2. From the AppXtender Web Access Application Query Result view, locate the document you want to file and click the arrow head on the page icon. 3. From the shortcut menu, click File For Retention. 4. If necessary, log into Records Manager for AppXtender. 5. Find the filing system file plan to which the document should be filed for retention by clicking the plus signs (+) next to the filing system and file plane names until the destination file plan appears. 6. Select the destination folder. 7. Click OK. The dialog box closes. The icon for the selected document is updated in the results list to show a clock face on the page, indicating the document has been filed for retention. To file AppXtender documents for Centera retention: 1. From the AppXtender application configured with Centera retention, search for the AppXtender documents to be filed for retention. 2. From the AppXtender Web Access Query Result view, select the check box next to each document that you want to file for retention. 3. Click the File Selected Documents for Retention icon on the main toolbar. Web Access displays the Set Retention Options dialog box. 4. Select a retention class or retention policy from the Retention Class or Policy list box. 12 12
Note: You must have the Retention Administrator privilege to select a class or policy other than the default. 5. To apply the retention setting to previous versions of the documents, enable File all previous document revisions. 6. Click OK. To work with AppXtender documents filed for retention: The procedures for working with ApplicationXtender documents filed for retention vary depending on whether the application is configured with records administration retention or Centera retention. To work with AppXtender documents filed for retention using records administration retention: 1. Query the AppXtender application configured with records administration for the documents you want to work with. 2. From the query results, click the page icon to select the document. The icon for documents that are filed for retention is a clock face on a page with an arrow head to the right of the page. 3. Check the document out of the AppXtender repository. 4. When you finish working with the document, check it back into the AppXtender repository. To return the document to the repository without modifying the document, use the Cancel Checkout function. To work with AppXtender documents filed for Centera retention: 1. Query the AppXtender application for the documents you want to work with. 2. From the query results, click the page icon to select the document. The icon for documents that are filed for retention is a clock face on a page. 3. Check the document out of the AppXtender repository. You cannot modify or delete documents that are in a retention status. 4. When you finish working with the document, check it back into the AppXtender repository. Web Access saves the document as a new version. 13
To apply a retention hold to AppXtender documents 1. Query the application to locate the document. 2. Right-click the document to open the Web Access shortcut menu. 3. Select Place Retention Hold. Web Access displays the Retention Hold Options dialog box. Note: To access the Retention Hold Options dialog box from document display view, click the Set Retention Hold icon on the main toolbar. 4. Select a retention hold label from the Enter hold label list box. 5. To create a new retention hold label, click Create New, and then type the name of the new label (for example, W2). 6. Click OK. Web Access displays a retention hold status dialog box. 7. Click Close. To remove a retention hold from AppXtender documents 1. Query the application to locate the document. 2. Right-click the document to open the Web Access shortcut menu. 3. Select Remove Retention Hold. Web Access displays the Retention Hold Options dialog box. 4. Click Yes. Web Access displays a retention hold status dialog box. 5. Click Close. Note: Users with the Administrator privilege and Retention Administrator privilege can use the Web Access Administrator page to remove a retention hold setting from a set of documents. 14 14
Note on logging into Records Manager for AppXtender You need to log into Records Manager for AppXtender only once from ApplicationXtender Web Access. From then on, when you select to classify and transfer an AppXtender document or file it for retention, the Records Manager for AppXtender login dialog box is bypassed and the Select File Plan dialog box appears immediately. This applies not only to the current AppXtender Web Access session but to future sessions as well. Document Display View Toolbar (Thin Client Viewer) The following table lists the tools you can use in Document Display view to manipulate the image in the document viewer: Table 2 Thin Client Viewer Toolbar Buttons Button Function Display the previous page Display the next page Mirror left-to-right Mirror top-to-bottom Select from the Zoom drop-down list to change the magnification of the image. Select from the Rotation drop-down list to rotate the image within the viewer to the left in 90 degree increments. 15
Document Display View Image Toolbar (Interactive Client Viewer) The following table lists the tools you can use in Document Display view to manipulate the image in the document viewer: Table 3 Image Toolbar (Interactive Client Viewer) Button Function Fit displayed page in the viewer Fit displayed page in the viewer from top to bottom Fit the displayed page in the viewer from left to right Rotate displayed page 90 degrees to the left Rotate displayed page 90 degrees to the right Zoom in on displayed page Zoom out on displayed page Magnify a specific area on the displayed page Enable text searching for COLD/ERM and text documents Display previous page of document Display next page of document 16 16
Table 3 Image Toolbar (Interactive Client Viewer) (Continued) Button Function Display previous version of document Display next version of document Redisplay the Text Search dialog box Switch between pan mode and selection mode Form overlay Print current page and all or a range of subpages Print document or PDF file and all or a range of pages Display information about image Display previous subpage Display next subpage Refresh viewing area Open Select Files for Batch Import window Display Page menu 17
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