CMS501: D2 Training for Contributors Agenda What is Documentum D2? Roles/Groups: Support, Coordinator, Contributor, Consumer D2 Overview: Login/Logout Main Menu Workspaces Widgets User settings Spaces/Folders/ Search global and advanced D2 migration Documentum D2 Web-based application used to manage content Document repository and collaboration tool D2 replaces CenterStage (support expiring in 2017) D2 has similar features to CenterStage not a feature-to-feature match 1
Features - Comparisons FEATURES D2 CenterStage Versioning Document checkin/checkout Workflows & Lifecycles (next release) Recycling Bin & Mobile app (next release) Document Viewer, Full text search Communication tools blogs, discussions, wikis Data Tables Keywords, Tags Subscribe (watch space) Share space, folder, file Comment Viewer role (consumer role) Import/Export folder structure(s), Export Folder structure to Excel, Import via Drag and Drop (including Outlook messages) Blogs.mcgill.ca Yammer (discussions) Space/Folder/File level favorites (available after D2 migration) Space level favorites D2 Migration D2 launch date: August 2, 2017 Space migrations will occur until the end of October 2017. You will receive an email notification for each CenterStage space you manage containing: the date planned for your space migration any necessary measures that must be taken beforehand Refer to the ECM Blog for project updates & migration information: http://blogs.mcgill.ca/ecm-blog/ Roles/Groups Support Create space (process the D2 Request Form - see KB 1445) Add 1 or more coordinators to the space Send email informing coordinator(s) of created space Roles (called groups in D2) are created using the following naming convention: Space Short Name_coordinator Space Short Name_contributor Space Short Name_consumer Can add external users, if need be (special requests) Coordinator Responsible for managing the security and membership of space Add/remove members or groups into/from their space Assign permissions Contributor View spaces that you have access to Folders and files (e.g. create folder, import files, view & edit files, ) Consumer - View & comment space content 2
Contributor Role/Group Getting started Access QA (training): https://qcms.mcgill.ca/d2/#d2 Log in: Login: McGill User Name Password: McGill Password D2 training accounts Lab PC ID Password Space Location Train02 training2 Ask Instructor 000Training02 Row1 Train03 training3 Ask Instructor 000Training03 Row1 Train04 training4 Ask Instructor 000Training04 Row1 Train05 training5 Ask Instructor 000Training05 Row1 Train06 training6 Ask Instructor 000Training06 Row1 Train07 training7 Ask Instructor 000Training07 Row1 Train08 training8 Ask Instructor 000Training08 Row1 Train09 training9 Ask Instructor 000Training09 Row2 Train10 training10 Ask Instructor 000Training10 Row2 Train11 training11 Ask Instructor 000Training11 Row2 Train12 training12 Ask Instructor 000Training12 Row2 Train13 training13 Ask Instructor 000Training13 Row2 Train14 training14 Ask Instructor 000Training14 Row3 Train15 training15 Ask Instructor 000Training15 Row3 Train16 training16 Ask Instructor 000Training16 Row3 3
Getting started First-Time login You will be prompted to install the Content Transfer Extension, which allows faster check-out/check-in of files using D2 The required steps for the CTF installation differ depend on: Whether you have a SLA (Service Level Agreement with IT Services) Your administrative rights to the computer The browser you are using Detailed steps for each are provided in Appendix 1 of the D2 User Guide. See KB 1445. Getting Started Main Menu Your name & user name displays in the menu. Log out: Click the down arrow next to your name (may be hidden) Access EMC Documentum D2 User Guide: Menu can also be pinned / unpinned 4
Main Menu NEW Use to create new folder IMPORT To import file(s) or To import folder structure (if EMC Documentum Client Manager plugin is enabled) Main Menu CONTENT Use to export folder(s), (if EMC Documentum Client Manager plugin is enabled) View/modify permission, properties VERSIONS Use to display current version or all versions of content User Settings 5
User Settings 1. General tab Temporary and checkout path Browser Plugin (Documentum Client Manager recommended) Date and time formats Default Workspaces Login Settings User Settings 2. User Interface tab Content by page (min = 20, max = 250) Sorting preference Menu position and width User Settings 3. Events tab global subscription you will receive an email notification when a new item or a new version of an item has been added to all your spaces and public spaces! Currently, only file subscriptions are available. Use this feature with caution because you may receive too many emails. It s better to subscribe to key documents or folders that you would like to track. 6
Workspaces Workspaces Workspaces you see depend on your role. When you first connect to D2, you will see 3 workspaces: BROWSE MYFILES SEARCH Note You can have the same workspace open more than once. For example, you may want to work with two different spaces, each space in a Browser workspace. Workspaces To add a workspace: click to access the Workspace Gallery. click workspace to add it (e.g. Manage). To delete a workspace: click next to the workspace. 7
Workspaces BROWSE to navigate to your spaces, folders, sub-folders and documents. show space members MYFILES to see information about your files (e.g. checked out, last modified) SEARCH to search (global, advanced) MANAGE (covered in CMS 502 course) available only to coordinators (to manage space members and permissions) Widgets Widgets Workspaces contain widgets that you can select from. Widgets appear in various panes/areas of the screen. 8
Widgets Add widget 1. Click to add widget from Widgets Gallery. 2. Select the widget from the available widgets Remove widget 1. Click to remove widget Widget Audit Browser Checkout Comments Coordinator Workbench Documents Favorites Facets Last Modified Examples of Widgets Function Displays a list of audited actions for the selected content. Displays spaces and folders. Displays a list of checked out files with file name, checkout date/time information. Use to view, create, delete and reply to comments about the content Restricted to the coordinator role and is used to view and edit groups, update permissions and display members. Displays folders and files. Also displays results from searches. Displays a list of spaces, folders, files marked as favorite. Note: currently unavailable; available after D2 migration is completed. Linked to search results template (modified by, modified date) Displays when the file was last modified. Examples of Widgets Widget Location Preview Properties Relation Search Thumbnails Versions Workspace Members Function Displays a list of directory locations where the content (e.g. file) is found Used to preview pdf documents Displays properties of the selected content Displays related objects (e.g. comments and track changes in Word) You can perform a global or advanced search. You can also view, edit or run last search or saved searches. Enables thumbnail preview for browsing content. Displays the first page of a document. Displays a list of the versions of the selected files. For the content (e.g. folder), displays members, group that they belong to (coordinator, contributor, consumer) and their permission. 9
Widgets Widget options Click the down-arrow next to a widget to see options (or right-click) : Columns: to add/remove columns in this widget (very useful) Expand/Collapse Switch widget (to replace) Remove widget You can also drag the widget to another location Advanced: Export to Excel exports the Documents widget folder structure to Excel Exercise 1 SPACES 10
Spaces What is a space? Like a website that only members can access A separate space can be created for projects/commitees/teams Members are given permission to view, edit, add, remove content To create a new space Fill out the D2 Request Form - see KB 1445 (How to request/access section) What does our committee think? What can you do there? A central place for space members to store and collaborate on key documents Track changes Versioning Spaces Public vs. private spaces If a space is public, entire McGill community can see its content. Only selected members can contribute. If a space is private, the coordinator decides who can be a member and what permissions are granted. Spaces To view your spaces: BROWSE > Browser > space 11
Spaces To view space members of a space: 1. Click the space 2. Click Workspace Members widget 3. Click View Members Spaces To view your spaces: 1. Click BROWSE Workspace 2. Click Browser widget Right-click on your space to: Export Add comment Add to favorites Note: Favorites currently unavailable; available after D2 space migrations are completed. Send email Subscribe (watch content) Properties (for coordinators only) Spaces Add comment to space 1. Right-click 2. Select Add comment 3. The Add comment window displays. Type the comment. 4. Click Post. Comment is viewable in the Comments widget. You can also use the Comments widget to add/delete a comment. 12
Spaces Remove comment from space 1. Click Comments widget 2. Select the comment you want to delete. You will see two options: Reply and Delete. You may only delete your own comments. 3. Click Delete Spaces Add space to favorites 1. Right-click 2. Select Add to favorites Space displays in Favorites widget Remove space from favorites 1. From Favorites widget, right-click on space 2. Select Remove from favorites Note: widget is currently unavailable; only available after D2 space migrations are completed. Spaces Send Mail Use to send an email to the select user(s) with the space url. User has to be a member of the space to be able to open link. 1. Right-click on the space 2. Select Send mail 3. Email window displays 4. Click from To: field to select recipient(s) 5. Find recipient name using Source field 6. Click to move name(s) to Selection field 7. Click OK 8. Ensure Subject field is filled in 9. Enter Message url and basic message included 10. Click Send 13
Spaces Subscribe to space Note: Space subscriptions will be migrated from CenterStage to D2, but will only be functioning in a future release Will allow you to be notified when a new item or a new version of an item has been added to the space. 1. Right-click 2. Select Subscribe Spaces Subscribe to space Daily Digest of New Item and New Version: daily email with summary of new or updated files or folders. Instant Notification on Modified Item: email received when a new version of the file or folder has been added. You will get one email per document. Instant Notification on New Item: email received when a new file or folder has been added. You will get one email per document. Spaces Coordinators can view & edit: Space properties 1. Right-click on space 2. Select Properties 14
Spaces Coordinators can update: Name of the Space Title of this Space Subject Space Short Name: cannot be updated Public Space: cannot be updated; set by IT Support when space is created Spaces Copy space link to clipboard 1. Right-click 2. Select Copy link to clipboard You can use this link from the clipboard (e.g. in a Word document). Exercise 2 15
Folders Folders Create new folder (use to organize your content) cannot be created at the top space level. Folders must be created first. must be inserted into folders. Note Best practice After folders are created, coordinators should assign Delete permissions to coordinators and possibly contributors Folders Create new folder steps Go to the desired space or folder 1. From the menu, click NEW > Item The New Content dialog window opens 2. From the Creation profile drop down box, click folder 3. Ensure that dic_folder displays New Folder 4. Click Next 16
Folders 5. From Edit properties, enter folder name in Name field 6. Click Next Folders Import folder Use to import a folder to a space from another destination. Note that User Setting for current browser plugin must be Documentum Client Manager to do this. 1. Select space or folder 2. From D2 menu, click IMPORT > Folder Structure 3. Click next to the Folder to import field & select folder 4. Click Next> 5. Enter folder name (Name: field) 6. Click Check In All Content and Finish. The folder will be imported into D2. Folders Export folder Use to export a space or a folder to another destination. Note that User Setting for current browser plugin must be Documentum Client Manager to do this. 1. Right-click on the folder to export 2. Select Export folder 3. From Browse For Folder window, select where to export to 4. Click OK 17
Folders Copy folder Use to copy a folder & its contents from one location to another. 1. Right-click on the folder 2. Select Copy 3. Go to the space or folder you want to copy the folder to. Right-click and select Paste. Folders Move folder Use to move a folder from one location to another. 1. Right-click on the folder 2. Select Cut 3. Go to the space or folder you want to move the folder to. Right-click and select Paste. Note You may also find the folder from the Documents widget and drag it to a new space or folder within D2. Note: Delete permissions must be set by coordinator for folder beforehand. Folders Link folder Use to create a link to a folder. e.g. you may want the folder (link) to appear in another space 1. Right-click on the folder 2. Select Copy 3. Go to the space or folder you want to copy the folder to. Right-click and select Paste as link Note The 2 locations of the folder will be in the Location widget. 18
Folders Add comment to folder 1. Right-click on the folder 2. Select Add comment 3. The Add comment window displays. Type the comment 4. Click Post The comment is viewable in the Comments widget. You can also use the Comments widget to add/delete a comment. Folders Remove comment from folder 1. Click Comments widget 2. Select the comment you want to delete. You will see two options: Reply and Delete. You may only delete your own comments. 3. Click Delete Folders Add folder to favorites 1. Right-click on folder 2. Select Add to favorites Folder displays in Favorites widget Remove folder from favorites 1. From Favorites widget, right-click on folder 2. Click Remove from favorites Note: widget is currently unavailable; available after D2 space migrations are completed. Same rules as space favorites apply. 19
Folders Send Mail Use to send an email to the select user(s) with folder url. User has to have permissions to the folder to be able to open link. 1. Right-click on the folder 2. Select Send mail 3. Email window displays 4. Click from To: field to select recipient(s) 5. Find recipient name using Source field 6. Click to move name(s) to Selection field 7. Click OK 8. Ensure Subject field is filled in 9. Enter Message url and basic message included 10. Click Send Same rules as space send mail apply. Folders Subscribe to folder Folder subscriptions will be migrated from CenterStage to D2, but will only be functioning in a future release You are notified when a new item or a new version of an item has been added to the folder. 1. Right-click on the folder 2. Select Subscribe Same rules as space subscription apply Delete folder * 1. Right-click on the folder 2. Select Delete 3. Select delete option 4. Click OK Folders * Only if your role (group) has the Delete permission 20
Folders Folder properties Use to rename folder and add tags (keywords) 1. Right-click on the folder 2. Select Properties 3. Rename folder using Name field 4. Add Keywords by clicking on Separate keywords by commas 5. Click OK Only if your role (group) has the permission Folders Copy folder link to clipboard 1. Right-click on the folder 2. Click Copy link to clipboard Same rules as space copy link apply. Exercise 3 21
Import one or many View (read only) Edit Versioning Cancel Checkout Delete Add & Remove Comment Add/Remove to favorites Note: widget will only be available after D2 space migrations are completed. Send Mail Subscribe to file File properties Copy, Move, Paste as Link, Copy Link to Clipboard Import file(s) into space 1. Go to the space and folder you want to import file into 2. From the menu, click IMPORT > File 3. From to Import field, click Steps vary depending on how many files and the file properties (refer to D2 User Guide for detailed steps) Note: It is also possible to drag & drop a file (e.g.: Word Document, Outlook item) into the Documents widget 22
View file 1. Right-click on the file 2. Select View Or double-click on file Edit file 1. Right-click on the file 2. Select Edit 3. File is checked out and locked to other members to ensure only 1 person is editing at the same time. Locked by you - green lock Edit file cont d 4. Make changes 5. Save and close the file 6. Select Check in Don t forget to 23
Edit file cont d 7. Fill out Check-In window: Select Check in version as: Enter version note in Description 8. Click OK The D2 Uploader will update the file in D2 and remove the lock Versioning New version is created Old version of file retained Versions widget shows all the versions OR From the D2 menu, click version button: Select Current version to see the latest version of file Select All versions to see all versions of the file Import New Version 1. Locate the file that you want to perform this on 2. From the menu, click IMPORT > New version 3. The Import window displays. Click from File field 4. Format displays 5. Click OK to replace file with this selected file 24
locked by others have a red lock To see which user has the file locked, modify the Documents widget to include the Checked Out By column Cancel Checkout When you edit a file, the file is checked out. If you change your mind about editing, you can cancel the checkout. 1. Right-click on the file 2. Select Cancel checkout 25
Delete File * Coordinator will decide role permissions for files & folders 1. Right-click on the file 2. Select Delete 3. The Delete menu will open 4. Select delete option 5. Click OK You have to decide whether you want to delete the current version or all versions of the file. * Only if your role has the Delete permission To add a comment to file 1. Right-click on the file 2. Select Add comment 3. The Add Comment window displays. Type the comment 4. Click Post To remove a comment for a file 1. Click Comments widget 2. Select the comment you want to delete. You may only delete your own comments. 3. Click Delete 26
Add file to favorites 1. Right-click on file 2. Select Add to favorites File displays in Favorites widget Remove folder from favorites 1. From Favorites widget, right-click on file 2. Select Remove from favorites Note: widget is currently unavailable; available after D2 space migrations are completed. Same rules as space or folder favorites apply. Send Mail Use to send an email to the selected user(s) with file url. User has to have permissions to the file to be able to open link. 1. Right-click on the file 2. Select Send mail 3. Email window displays 4. Click from To: field to select recipient(s) 5. Find recipient name using Source field 6. Click to move name(s) to Selection field 7. Click OK 8. Ensure Subject field is filled in 9. Enter Message url and basic message included 10. Click Send Same rules as space and folder send mail apply. Subscribe to a file Notifies you when file is updated or new version of file is added File subscriptions will be migrated from CenterStage to D2 immediately 1. Right-click on the file 2. Select Subscribe Same rules as space and folder subscriptions apply. 27
Subscribe to file (currently available) Daily Digest of New Item and New Version: daily email with summary of new or updated files or folders. Instant Notification on Modified Item: email received when a new version of the file or folder has been added. You will get one email per document. Instant Notification on New Item: email received when a new file or folder has been added. You will get one email per document. File properties Use to rename file and add tags (keywords) 1. Right-click on the file 2. Select Properties 3. Rename file using Name field 4. Add Keywords by clicking on Separate keywords by commas 5. Click OK Same rules as space and folder properties apply. Copy a file: Copy & Paste Move a file: Cut & Paste Create a link to a file: Copy & Paste as Link Same rules as folder copy-move-link apply. 28
Copy file link to clipboard 1. Right-click on the file 2. Select Copy link to clipboard You can use this link from the clipboard (e.g. in a Word document). Same rules as space copy link apply. Exercise 4 Search D2 provides a full-text search Multiple search options: content name, title, keywords, subject, content, etc. Use SEARCH workspace 29
SEARCH Search widget Global search (searches all your spaces, including public) Note: James McGill will search for either James or McGill James+McGill will search for James McGill Advanced search to search specific space(s). My last search (to re-run your last search) My searches (via advanced search) SEARCH Facets widget after a search is run, displays search results by: Modified By, Modified date Advanced Search Select Advanced search dialog icon Use Criteria tab to select types and enter search criteria 30
Advanced Search Use Location tab to select specific spaces (or folders & sub-folders) Use to select Advanced Search Use Columns tab to customize your search result display settings (columns) and to set your sorting preference Use to select columns Advanced Search Use Facets tab to further refine your search result display settings 31
Advanced Search To modify saved searches: 1. From Search widget, rightclick on the saved search in My searches 2. Select Search criteria Use Save as to save your search. Use Run to run your search. Exercise 5 Migration - Wikis & Blogs What will happen to my CenterStage wikis & blogs? CENTERSTAGE D2 CenterStage location & ownership is maintained Blogs.mcgill.ca (new solution) user-friendly centralized system for building and publishing blogs Example: ECM Blog For more information and WPT 100 training, refer to KB 1813. 32
Migration - Subscriptions File subscriptions will function in D2 immediately. File subscriptions will be migrated from CenterStage to D2 as follows: CENTERSTAGE SUBSCRIPTION PREFERENCES As soon as updated Daily/Weekly D2 SUBSCRIPTION PREFERENCES Instant Notification on Modified Item Daily Digest of New Item and New Version Folder and Space subscriptions will be migrated, but will not function immediately. Same rules apply. Migration: Discussions & Data Tables CenterStage discussions not available in D2 Save your discussions elsewhere before migration Use Yammer McGill s social networking software (part of Office 365). For more information, refer to KB article 5960. CenterStage data tables not available in D2 To save your CenterStage data table before migration: Export CenterStage data table to Excel Re-upload the Excel file to CenterStage For more information, refer to KB article 7508 CENTERSTAGE D2 D2 Migration Locked files: Save and check-in your CenterStage files before migration Comments: File comments will be migrated into D2 Folder comments will not be migrated Tags: CenterStage tags will not be migrated into D2 Tags are called keywords in D2 33
Conclusion D2 issues & questions Contact IT Service Desk KB articles Article 1445 Service description D2 space request form FAQ Training material D2 User Guide Article 7580 D2 plugins What s Next 34