EMC Documentum TaskSpace Version 6 Sample Application Tutorial P/N 300-005-359 A01 EMC Corporation Corporate Headquarters: Hopkinton, MA 01748-9103 1-508-435-1000 www.emc.com
Copyright 2007 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.
Table of Contents Preface... 7 Chapter 1 Overview... 9 Requirements... 9 The Mail Manager Sample Application... 10 Creating the Sample Application... 11 Chapter 2 Create the New Application... 15 Chapter 3 Create Object Types... 19 Chapter 4 Create the Directory Structure... 37 Chapter 5 Create Queues... 47 Chapter 6 Create a Process... 55 Chapter 7 Create a Document View Template... 87 Chapter 8 Create a User Task List Template... 97 Chapter 9 Create a Work Queue Task List Template... 107 Chapter 10 Create a Task Template... 115 Chapter 11 Create a Search Template... 125 Chapter 12 Create an Initiate Process Template... 137 Chapter 13 Create a Folder Contents Template... 145 Chapter 14 Add Components to TaskSpace... 155 Chapter 15 Create Tabs... 159 Chapter 16 Add a Process... 171 Chapter 17 Create a Role... 173 Chapter 18 Create Users and Add Them to a Role... 179 Chapter 19 Assign Queues... 187 Chapter 20 Load the Sample Data... 193 Chapter 21 Start a Process... 201 EMC Documentum TaskSpace Version 6 Sample Application Tutorial 3
Table of Contents Chapter 22 Complete a Process... 207 Chapter 23 Search for Mail... 213 Chapter 24 Prepare the DocApp for Deployment... 219 Chapter 25 Install the DocApp in a New Environment... 231 4 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Table of Contents List of Tables Table 1. Object Attributes... 27 Table 2. Work Queue Policy... 48 Table 3. Process Properties... 60 Table 4. IF Query Conditions... 76 Table 5. ELSE IF Query Conditions... 77 Table 6. Users and Privileges... 233 EMC Documentum TaskSpace Version 6 Sample Application Tutorial 5
Table of Contents 6 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Preface TaskSpace software accelerates the deployment of transactional content management (TCM) applications by providing an out-of-the-box highly-configurable user interface optimized for task processing and document retrieval. The 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 software, in combination with the rest of the Documentum Process Suite, EMC Captiva, 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 create TCM applications that are tailored to specific needs and also have the look and feel of customized, in-house applications, with the organization s identity and which speak directly to the organization s users. This tutorial is designed to step the developer through the creation of a sample TaskSpace application. While the resulting application is not designed to serve the particular business need of any particular organization, it can be modified either marginally or entirely to create an application that meets the users needs. Intended Audience The sample application should be created by the TaskSpace designer who will be creating TaskSpace applications. This tutorial is not intended to replace the Documentum TaskSpace Configuration Guide, but should be used as a supplement to that guide. Revision History The following changes have been made to this document. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 7
Preface Revision History Revision Date October 2007 Description Initial publication 8 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Chapter 1 Overview This chapter provides a brief overview of the steps necessary to create the sample TaskSpace application, as well as the requirements for building the application. Requirements To use this tutorial, you must have two working TaskSpace environments installed, including: Documentum TaskSpace Documentum Application Builder Documentum Process Builder Documentum Forms Builder Documentum Application Installer One of these environments will be used to create the sample application, and the second environment will be used as a target environment in which to redeploy the application you have created. Ideally you will be working with a TaskSpace installation that does not already have roles and users created. It is not a problem if this is not the case, but some steps might vary slightly. It is imperative, however that the Mail Manager application you are creating in this tutorial not already exist in either environment or there will be conflicts in the DocBase due to the overlapping in the naming of objects. If you have already created the application described in this tutorial, remember to change the names of the DocApp, objects, processes, templates, roles and users that you create in subsequent applications to avoid conflicts and possible confusion. EMC has provided you with a completed version of the sample application you will be creating. This sample application will allow you immediate hands-on experience with a TaskSpace application, as well as an example of a completed version for comparison purposes as you create your own Mail Manager application. The Mail Manager application created by EMC and provided with your TaskSpace application was built EMC Documentum TaskSpace Version 6 Sample Application Tutorial 9
Overview using different naming conventions for this very reason. The naming conventions used in its creation will be provided in the steps of this tutorial to assist you in comparing your work to the completed sample application provided. All references to the Mail Manager application in this tutorial are to the application you are creating, not to the Mail Manager application that EMC provides. The Mail Manager Sample Application The TaskSpace application we will be creating is called Mail Manager, and it addresses a common business function (albeit in a simplified format) that many organizations might need. Mail Manager is designed to route mail to the appropriate end user. In our scenario, you are creating an application for a company that has the following business process: Mail comes into the organization and is scanned and converted into PDF documents. The PDF documents are imported into the Mail Manager application. A process is initiated that will route the mail documents to the appropriate mail processor s work queue based on the type of mail that it is. The company has three types of mail processors: one to process purchase orders for the sales department, one to process invoices for the accounting department, and one to process any other mail that is delivered. The information that we are interested in capturing for any given piece of mail is: the sender the date the mail item was postmarked the type of document it is (for example, an invoice) the date the mail item entered the work queue the date the mail item is processed To successfully process the mail, the mail processor receives the item in the appropriate queue, opens the item, views the document, and then indicates that the processing is completed. After the mail has been processed, it must move to an archived folder. The processor must be able to use the Search functionality to locate a document in various stages of processing. After creating the application, it must be deployable to other environments. The diagram below provides a graphic overview of the process flow of the Mail Manager application. 10 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Overview By completing this tutorial, the user will be able to experience the beginning to end process of successfully building a TaskSpace application, including the creation of a DocApp, the creation of a process, the building of the templates, the building of and use of a TaskSpace application, and the deployment of the TaskSpace application. Creating the Sample Application This section provides a brief overview of the steps you will be following in this tutorial to create and deploy the Mail Manager application. The steps you will follow are: 1. Create the new application From the base TaskSpace application, you will be creating a new child application called Mail Manager. This creates the DocApp of the same name. Refer tochapter 2, Create the New Application for more information. 2. Create object types You must create custom object types using Documentum Application Builder and assign the necessary attributes for Mail Manager to properly process mail. Refer tochapter 3, Create Object Types for more information. 3. Create the directory structure You will use the Mail Manager application to create a new directory structure specific to your users needs. Refer tochapter 4, Create the Directory Structure for more information. 4. Create queues Users will require a work queue governing what tasks are assigned to them. Refer to Chapter 5, Create Queues for more information. 5. Create a process EMC Documentum TaskSpace Version 6 Sample Application Tutorial 11
Overview Using Documentum Process Builder, you will create the process that controls how mail is handled by Mail Manager. Refer to Chapter 6, Create a Process for more information. 6. Create a document view template Using Documentum Forms Builder, you must create templates that determine what the end user will see and be able to do when using the Mail Manager application. The document view template provides instructions to the system on how documents are displayed when opened by a mail processor. Refer to Chapter 7, Create a Document View Template for more information. 7. Create a task list template This template regulates how tasks are displayed in the mail processor s inbox in Mail Manager. Refer to Chapter 8, Create a User Task List Template for more information. 8. Create a work queue template This templates controls how tasks are displayed in the mail processor s work queue in Mail Manager. Refer to Chapter 9, Create a Work Queue Task List Template for more information. 9. Create a task template This template governs how an opened task will display in Mail Manager, and actions a mail processor can take with that piece of mail. Refer to Chapter 10, Create a Task Template for more information. 10. Create a search template This template determines how searches can be conducted and what data is displayed for the returned documents. Refer to Chapter 11, Create a Search Template for more information. 11. Create an initiate process template This template is used to control how the process you created in Documentum Process Builder is initiated within the Mail Manager application. Refer to Chapter 12, Create an Initiate Process Template for more information. 12. Create a folder contents template This template regulates what information is displayed in the directory structure you created in the Mail Manager application. Refer to Chapter 13, Create a Folder Contents Template for more information. 13. Add components to TaskSpace Now that you have created the necessary templates, you must add them to the Mail Manager application. Refer to Chapter 14, Add Components to TaskSpace for more information. 12 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Overview 14. Create tabs The mail processors will not see the same tabs as the user who is creating the Mail Manager application. You must create the tabs they need to see to accomplish their assigned tasks. Refer to Chapter 15, Create Tabs for more information. 15. Add a process You must add the process you created in Documentum Process Builder to the Mail Manager application. Refer to Chapter 16, Add a Process for more information. 16. Add a role The mail processors must have a role created that is used to govern their Mail Manager experience. Refer to Chapter 17, Create a Role for more information. 17. Create users and add them to a role You are now ready to create the mail processors who handle the various types of mail. Note that these are test users that you create to complete and test your application. Users do not deploy with the application to a new environment. Refer to Chapter 18, Create Users and Add Them to a Role for more information. 18. Assign queues You must assign the appropriate users to the proper queues so that tasks are routed to them based on your process. Refer to Chapter 19, Assign Queues for more information. 19. Load the sample data Here you are simulating the task of scanning and categorizing mail. Refer to Chapter 20, Load the Sample Data for more information. 20. Start a process Here you are simulating the task of triggering the mail on its route through the process. Refer to Chapter 21, Start a Process 21. Complete the process As a mail processor, you will view the mail and complete the task. Refer tochapter 22, Complete a Process. 22. Conduct a search You can test the search functionality you created to locate particular pieces of mail. Refer tochapter 23, Search for Mail. 23. Prepare the DocApp for deployment Now that you have a fully functioning Mail Manager application, you must prepare it for deployment to your production environment. Refer tochapter 24, Prepare the DocApp for Deployment. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 13
Overview 24. Install the DocApp in a new environment In the production environment, you need to install the Mail Manager application so that mail processors can get to work. Refer to Chapter 25, Install the DocApp in a New Environment. 14 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the New Application Chapter 2 Now you will create the Mail Manager application, which automatically creates a DocApp of the same name. Follow these steps to create your new application: Note: In creating your Mail Manager application, the user should be the same user who installed your content server. That user will already be assigned the roles ts_designer, form_designer, queue_admin, and queue_advance_processor with System Administrator and Super User rights. If you choose, you can create a different user for use in this tutorial. To do this, login to TaskSpace as the user who installed your content server and create a user with System Administrator and Super User rights and assign that user to the roles listed above. Use Chapter 18, Create Users and Add Them to a Role for guidance. In our example, we will be using dmadmin to signify the user who installed the content server. Substitute the user who installed your content server or the user you created for dmadmin whenever this tutorial uses dmadmin in text or image. When deploying and using the sample application created by EMC, you must create a user named dmadmin with the rights and roles listed above. 1. Log in to TaskSpace by entering the Login Name and Password and click Login. 2. Select the Configuration tab and click New Application. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 15
Create the New Application 3. Enter a Name (which is what the DocApp for this application will be called) and a Title (which is what will appear in the UI) for this application. For the sample application, use mailmanager and Mail Manager, respectively. In this step you are creating the DocApp for your sample application. Click OK. Note: The sample application created by EMC is named mailmanager_samp and titled Mail Manager Samp. 16 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the New Application 4. Upon seeing the confirmation screen, click Bookmark this link to add the URL to your favorites. This is the URL for the new application, and if this were a production application this is the URL that would be distributed to users. Click Close, and exit the TaskSpace application EMC Documentum TaskSpace Version 6 Sample Application Tutorial 17
Create the New Application 18 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types Chapter 3 For the Mail Manager sample application, you will need to create two object types, both of which are required for this application. One of these object types is for our mail documents, and the other is for our mail folders. Follow these steps to create the object types for your application: 1. Log in to Documentum Application Builder. 2. Click Open Existing DocApp from DocBase. 3. Navigate to and select the mailmanager DocApp in the mailmanager folder. Click Open. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 19
Create Object Types 4. The mailmanager DocApp opens with an alias set. 5. Select Insert > Object Type to create a new object. 20 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types 6. In the navigation panel, right-click the new object type and then in the context menu that appears choose Edit the selected object(s). EMC Documentum TaskSpace Version 6 Sample Application Tutorial 21
Create Object Types 7. In the dialog box, click the General tab and change the Type name and Label to mm_mail_doc and Mail Manager Mail Document respectively. From the SuperType list box, select dm_document. Note: The object type in the sample application created by EMC is named mm_samp_mail_doc. 8. Now you must create five attributes for your object type. Select Insert > Attribute to assign an attribute to your object type. 22 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types 9. In the navigation panel, right-click the new object type and then in the context menu that appears choose Edit the selected object(s). 10. In the dialog box, select the General tab. Change the Attribute name and Label to mail_type and Mail Type respectively. Using the list box, set the Data type to String and type 32 for the Length. Note: The attribute in the sample application created by EMC is named mm_samp_mail_type. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 23
Create Object Types 11. In the dialog box, select the Value Assistance tab. Click Add Default. 24 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types 12. In the Default Value Assistance dialog box, select Fixed List. 13. Type Purchase Order and Invoice as your values. 14. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 25
Create Object Types 15. Select Insert > Attribute to assign another attribute to your object type. 16. In the dialog box, select the General tab. Change the Attribute name and Label to sender and Sender respectively. Using the list box, set the Data type to String and type 80 for the Length. 26 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types Note: The attribute in the sample application created by EMC is named mm_samp_mail_sender. 17. Repeat steps 15 and 16 using the table below to define the attributes: Table 1. Object Attributes Attribute Name Label Data type date_postmarked Date Postmarked Time date_queued Date Queued Time date_processed Date Processed Time Note: The attributes in the sample application created by EMC are named mm_samp_date_postmarked, mm_samp_date_queued, and mm_samp_date_processed, respectively. 18. Close the attribute dialog boxes and select the mm_mail_doc object type from the left-hand navigation panel. Click the Display Configuration tab in the dialog box. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 27
Create Object Types 19. In the Scope list box, select application= webtop and to the right of the Display Configuration List click Add. 20. Type Custom Fields in the Display Configuration Name text box. Click OK. 28 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types 21. In the Display Configuration List, select Custom Fields and click Edit to the right of Attributes in Custom Fields display configuration. The Display Configuration Dialog box appears, and includes a very comprehensive list of Available attributes. 22. Check the Show custom attributes only box to show only those attributes you want to use in creating the Mail Manager application. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 29
Create Object Types 23. Select the sender and date_postmarked attributes and click Add to move them to the Current attribute list. You may select them individually or in multiples by using the Control and Shift keys. After they appear in the Current attribute list, you can use the up and down arrows to change the order of the attributes. Select sender and date_postmarked and put them in that order. 30 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types When you have selected and ordered the attributes, click OK. Your attributes are now listed. 24. Check your new object into the DocApp by right-clicking it in the left-hand navigation pane and selecting Check In DocApp. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 31
Create Object Types Click OK on the Check In All Objects dialog box. 25. Select Insert > Object Type to create a new object type. 32 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types 26. Modify the properties for the object type you created: In the navigation panel, right-click the new object type and then in the context menu that appears choose Edit the selected object(s). In the dialog box, click the General tab and change the Type name and Label to mm_mail_folder and Mail Manager Mail Folder respectively. In the SuperType list box select dm_folder. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 33
Create Object Types Note: The object type in the sample application created by EMC is named mm_samp_mail_folder. 27. Check your new object into the DocApp by right-clicking it in the left-hand navigation pane and selecting Check In DocApp. Click OK on the Check In All Objects dialog box. 34 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Object Types 28. Exit Documentum Application Builder. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 35
Create Object Types 36 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the Directory Structure Chapter 4 Your mail processors will need a folder structure to store mail that is being processed and mail that has been archived. Follow these steps to create the folder structure for your application. 1. Log in to the Mail Manager application. 2. Click the My Folder tab. Click More Actions. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 37
Create the Directory Structure 3. Select Create a new folder. 4. Type MailManager in the Name field of the Create tab, and select dm_folder in the Type list box. 38 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the Directory Structure 5. Click on the Info tab and type MailManager and Mail Manager as the Name and Title respectively. Click Finish. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 39
Create the Directory Structure Note: The folder in the sample application created by EMC is named MailManagerSamp and titled Mail Manager Samp. 6. Click the MailManager folder in the navigation tree. 40 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the Directory Structure 7. Click More Actions and select Create a new folder. 8. Type in_process in the Name field of the Create tab. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 41
Create the Directory Structure 9. From the Type list box, select the mm_mail_folder object type you created earlier. 10. Click on the Info tab and type in_process and In Process as the Name and Title respectively. 42 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the Directory Structure 11. Click on the Permissions tab and select the User/Group dm_world. Click Edit. 12. On the Set Access Permissions screen, select Write from the Basic Permissions list box. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 43
Create the Directory Structure 13. Click Finish. 44 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create the Directory Structure 14. From the MailManager folder, repeat steps 7 through 13, but use archived for the Name of the folder and Archived for its Title. Note: The folders in the sample application created by EMC are named in_process_samp and archived_samp and titled In Process Samp and Archived Samp, respectively. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 45
Create the Directory Structure 46 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Queues Chapter 5 Your process will require a queue policy, a queue category, and three queues, one for each type of mail processor. Follow these steps to create Mail Manager s work queues:. 1. In the Mail Manager application, click the Administration tab. 2. In the left-hand navigation tree, select and expand Work Queue Management, then Policies, and then Work Queue Policies. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 47
Create Queues 3. Click New Policy and enter a new policy called mm_mail_queue_policy using the information provided in the table below: Table 2. Work Queue Policy Field Value Threshold 100 Max Priority 80 Initial Priority 20 Increment Policy 10 Percent Quality Check 10 48 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Queues Click OK. Note: The queue policy in the sample application created by EMC is named mm_samp_mail_queue_policy. 4. In the left-hand navigation tree, select and expand Work Queue Management, and then click on Work Queues. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 49
Create Queues 5. Click on New Category, and type mm_mail_queue_category as the Name. Click OK. 50 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Queues Note: The work queue category in the sample application created by EMC is named mm_samp_queue_category. 6. Click mm_mail_queue_category. 7. Click New Work Queue. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 51
Create Queues 8. Name the new work queue mm_acct_queue and select mm_mail_queue_policy as the Policy Name. Click OK. 9. Repeat steps 7 and 8, using mm_sales_queue and mm_other_queue in the Name field. 52 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Queues EMC Documentum TaskSpace Version 6 Sample Application Tutorial 53
Create Queues Note: The work queues in the sample application created by EMC are named mm_samp_acct_queue, mm_samp_other_queue, and mm_samp_sales_queue. 54 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process Chapter 6 You now need to create a process that will govern the flow and disposition of the mail in Mail Manager. Follow these steps to create a process. 1. Log in to Documentum Process Builder. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 55
Create a Process 2. Click Tool > Process Properties, and in the Process Properties dialog box, keep the default settings for the General tab. 3. You need to add a package to your process so that the mail document is included in all of your process s activities. Click the Data tab and select Packages in the navigation tree. Click the plus sign to add a new package. 56 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process Note: The package in the sample application created by EMC is named mm_samp_mail_doc. 4. Name the package mm_mail_doc and select Mail Manager Mail Document as the Type from the list box. Click Apply. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 57
Create a Process 5. Now you must be add process variables so that the attributes of the document can help guide it through the process. Select Process Variables in the navigation tree. Click the plus sign to add a new process variable. 58 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 6. Name the process variable mail_type and choose STRING as its Type. Click Apply. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 59
Create a Process 7. Repeat steps 5 and 6 three more times using the information in the chart below: Table 3. Process Properties Name sender date_postmarked date_queued Type STRING DATE DATE Note: The process variables in the sample application created by EMC are named mm_samp_mail_type_pro_var, mm_samp_mail_sender_pro_var, mm_samp_ date_postmarked_pro_var, and mm_samp_date_queued_pro_var. 8. Select Process Variables in the navigation tree to ensure that you have created all the necessary process variables. Click OK. 9. In the list of activity Templates, expand Integration, right-click Process Data Mapping, and select Validate. 60 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 10. In the list of activity Templates, again expand Integration, right-click Process Data Mapping, and select Install. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 61
Create a Process 11. Drag and drop the Process Data Mapping activity template you just validated and installed into the work area. 12. Go to Tools > Activity Template and select Uninstall. 62 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 13. Double click the Process Data Mapping activity template to open the Activity Inspector dialog box. 14. In the text field at the top, delete the words Process Data Mapping and type Set Document Attributes. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 63
Create a Process 15. Click the Process Data Mapping tab. 16. In the Source pane, expand the Packages > mm_mail_doc, Variables, and Execution Data > workflow nodes. In the Destination pane, expand the Packages > mm_mail_doc and Variables nodes. 64 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 17. From the central list box, select the Copy function. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 65
Create a Process 18. Map the first attribute, sender, to the sender process variable in the Destination pane. When the user enters the name of the Sender as an attribute of a mail document, that attribute will become a variable for this process you are creating. 19. Map the variable mail_type to the mail_type attribute in the Destination pane. When a mail type is assigned to a document at the start of this process, it will become an attribute of the mail document. 20. Map the Execution Data > workflow variable start_date to the date queued attribute in the Destination pane. When a process is started for a particular document, that process start date becomes the date the document entered your work queue. Click OK. 66 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 21. In the list of activity Templates, expand Flow, right-click Decision Split, and select Validate. Right-click Decision Split again and select Install. Now drag and drop it to your work area and select Tools > Activity Template > Uninstall. 22. From the icons in the toolbar, select the Manual Activity template and place it in your work area. Do this three times. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 67
Create a Process 23. Open the first activity and rename it Process Sales Mail. 24. Click on the Performer tab and choose By one or more manual performers and click Select Performer. 68 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 25. In the Select Performer dialog box, use the list box to select Work queue. 26. Choose Assign performer(s) now. Click Next. 27. Select mm_sales_queue and click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 69
Create a Process 28. Click Finish. 29. Choose Delegate the activity s work to someone else and then Assign to Workflow Supervisor if auto delegation fails. 70 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 30. Click OK. 31. Repeat steps 23 through 30 for activities 2 and 3, but use the following names and work queues: EMC Documentum TaskSpace Version 6 Sample Application Tutorial 71
Create a Process Name Performer Activity-2 Process Accounting Mail mm_acct_queue Activity-3 Process Other Mail mm_other_queue When you have completed all three activities, your work area will look like this: 32. In the list of activity Templates, expand Flow, right-click Join, and select Validate. Right click Join again and select Install. Now drag and drop it to your work area and select Tools > Activity Template > Uninstall 33. Right-click the Join activity template, and select Activity Inspector. On the Trigger tab, select This number of input flows selected and type 1 in the field so that the tab reads 1 out of 3 possible input flows. 72 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 34. From the toolbar, select the connector and connect the Decision Split to the three activities you added. 35. Open the Decision Split activity and rename it Route Document. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 73
Create a Process 36. Click the Transition tab and choose Select next activities based on conditions. 74 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 37. Select the IF statement. 38. Change the fields as follows: EMC Documentum TaskSpace Version 6 Sample Application Tutorial 75
Create a Process Table 4. IF Query Conditions Field Value Query on Process Data [List box following Query on] mail_type Condition = Value Purchase Order Select one or more of these next activities Process Sales Mail 39. Click the plus (+) sign to add a new query. 76 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 40. Select the ELSE IF statement. 41. Change the fields as follows: Table 5. ELSE IF Query Conditions Field Value Query on Process Data [List box following Query on] mail_type Condition = Value Invoice Select one or more of these next activities Process Accounting Mail EMC Documentum TaskSpace Version 6 Sample Application Tutorial 77
Create a Process 42. Select ELSE and then select Process Other Mail as the final activity. Click OK. 43. Use the connector tool to connect the Initiate Process icon to the Set Document Attributes icon, and the Set Document Attributes icon to the Route Documents icon. Also connect the three mail processing activities you created to the Join icon. 78 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 44. In the list of activity Templates, expand Content Services, right-click Link to Folder, and select Validate. Right click Link to Folder again and select Install. Now drag and drop it to your work area and select Tools > Activity Template > Uninstall 45. Open the Link to Folder activity and rename it Move to Archived Folder. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 79
Create a Process 46. Click the Link to Folder tab and click... to add a package. 47. Select mm_mail_doc and click Add to move it to the Selected items pane. Click OK. 80 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 48. Type /dmadmin/mailmanager in as the path to the Destination Folder, name the new folder archived, and choose Yes to unlink from the original folder. Click OK. 49. In the list of activity Templates, expand Integration, right-click Process Data Mapping, and select Install. Now drag and drop it to your work area and select Tools > Activity Template > Uninstall EMC Documentum TaskSpace Version 6 Sample Application Tutorial 81
Create a Process 50. Modify the Process Data Mapping activity as follows: Open the activity. Click on the Performer tab. Rename the activity to Set Archival Attributes. Choose for the activity to be performed Automatically on behalf of a performer, and select BPSIntegration as the Automatic execution parameter. 82 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 51. Click on the Process Data Mapping tab and in the Source pane expand the Execution Data > task node and in the Destination pane expand the Packages > mm_mail_doc node. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 83
Create a Process 52. Using the Copy function from the central list box, map the creation_date to the date_processed. 53. Click OK. 54. Using the connector tool, finish connecting the elements of your process. 84 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Process 55. Save your process template as mm_process_mail, validate it, and install it. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 85
Create a Process 86 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Document View Template Chapter 7 Your mail processors will need to be able to view the documents that are routed to them. You need to configure a document view template to control what data they see and how they see it. Follow these steps to create a document view for your Mail Manager. Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Log in to Documentum Forms Builder. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 87
Create a Document View Template 2. Start your template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Document View. Type mm_mail_doc_view in the Name field. Click OK. 88 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Document View Template Note: The document view template in the sample application created by EMC is named mm_samp_mail_doc_view_temp. 3. Select mm_mail_doc as your object type. Click Finish. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 89
Create a Document View Template 4. Now that you have a draft template for your Document View, you can use Documentum Forms Builder to manipulate the basic template to create the look and feel that best serves your end users needs. Refer to the Documentum Forms Builder User Guide for the specific use of that application. Delete the Date Processed field, as your mail processors will be viewing the document before processing is complete. 90 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Document View Template 5. Select date_processed from the Data Model pane and delete it. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 91
Create a Document View Template 6. Reorder the fields by dragging and dropping them. Use the following order: Mail Type Sender Date Postmarked Date Queued 7. Select the Mail Type field and open the Special tab under Properties. 92 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Document View Template 8. Select the value Purchase Order and click Modify. 9. Remove the default values for your list box by deselecting the Default value box. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 93
Create a Document View Template 10. Click OK. 11. Select the ImageViewer from the UI Model pane and click the Special tab. 12. Click Configure. 13. Type 600 in the Width and Height fields and click OK. 94 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Document View Template 14. Save the template, validate it by clicking Tools > Validate, and then install it by clicking Tools > Install. Click OK when the dialog box appears. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 95
Create a Document View Template 96 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a User Task List Template Chapter 8 Your mail processors will have an inbox when they log in to Mail Manager. This template governs the look and feel of that inbox. Follow these steps to create your Mail Manager task list: Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Start your template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Task List. Type mm_inbox in the Name field. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 97
Create a User Task List Template Note: The task list inbox template in the sample application created by EMC is named mm_samp_tasklist_inbox_temp. 2. Choose User Task List and click Next. 3. Choose to show the tasks from the selected processes, select mm_process_mail, and then click Next. 4. Click Next. 98 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a User Task List Template 5. Select the items from the Available Columns list that you want to appear in your task list as columns. The up and down arrows can be used to determine in what order the columns will appear. You should select mail_type, sender, and Priority, in that order. Click Next. 6. Select the element labeled All, click Remove, then click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 99
Create a User Task List Template 7. Click the minus ( ) button. 100 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a User Task List Template. 8. Click Finish. 9. Now, modify this template like you did the Document View. Delete the Vertical Box above the columns. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 101
Create a User Task List Template 10. In the UI Model, expand the tasklistgroup, select the tasklist, and click the Special tab. 102 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a User Task List Template 11. Select each of the columns listed in the Properties panel and click Modify. Modify the labels so that they are more user friendly. Change mail_type to Mail Type as in the image below. Do the same for sender, changing the label to Sender. 12. Change the Table Width from Auto Fit to a Width of 500. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 103
Create a User Task List Template 13. Save, validate, and install the template. 104 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a User Task List Template EMC Documentum TaskSpace Version 6 Sample Application Tutorial 105
Create a User Task List Template 106 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Work Queue Task List Template Chapter 9 Mail processors will retrieve the mail they need to process from their work queues. Create a template to determine what information they see about each mail document in their queue. Follow these steps to create your Mail Manager work queue: Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Start your template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Task List. Type mm_queue in the name field. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 107
Create a Work Queue Task List Template Note: The task list work queue template in the sample application created by EMC is named mm_samp_tasklist_workqueue_temp. 2. Choose Work Queue Task List then click Next. 3. Choose to show the tasks from the selected processes, select mm_process_mail, and then click Next. 108 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Work Queue Task List Template 4. Click Next. 5. Select the items from the Available Columns list that you want to appear in your task list as columns. The up and down arrows can be used to determine in what order the columns will appear. You should select mail_type, sender, and Priority, in that order. Click Next EMC Documentum TaskSpace Version 6 Sample Application Tutorial 109
Create a Work Queue Task List Template 6. Select the element labeled All, click Remove, then click Next. 7. Choose Match all and then set the Variable as Sender and the Condition to equals. Select Get user input and click Finish. 110 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Work Queue Task List Template 8. Now, modify this template like you did the Document View and Task List. Delete the extra vertical box between your search field and your search button. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 111
Create a Work Queue Task List Template 9. In the UI Model, expand the tasklistgroup, select the tasklist, and click the Special tab. 112 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Work Queue Task List Template 10. Select each of the columns listed in the Properties panel and click Modify. Modify the labels so that they are more user friendly. Change mail_type to Mail Type as in the image below. Do the same for sender, changing the label to Sender. 11. Change the Table Width from Auto Fit to a Width of 500. 12. Save, validate, and install the template. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 113
Create a Work Queue Task List Template 114 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Task Template Chapter 10 When a task is opened by your mail processors, the task template determines what they see and what actions they can take to process the task. Follow these steps to create a Task for your Mail Manager application: Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Start your task template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Task. Type mm_process_mail in the name field. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 115
Create a Task Template Note: The task template in the sample application created by EMC is named mm_samp_task_process_mail_temp. 2. Choose mm_process_mail and click Next. 3. Select Process Sales Mail and click Next. 116 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Task Template 4. Choose which process variables you wish to include on the Task template. For Mail Manager, don t include any. Click Next. 5. You can choose how the documents will be seen by your mail processor while processing a task by integrating a document view template into your task template. Select the mm_mail_doc_view Document View template that you created and click Finish. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 117
Create a Task Template Your new Task template appears. 118 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Task Template 6. As with your other templates, you now must clean this one up. Delete the Instructions text box at the top of the template. 7. Save, validate, and install the template. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 119
Create a Task Template 8. Log in to Documentum Process Builder and open your process and uninstall it. 120 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Task Template EMC Documentum TaskSpace Version 6 Sample Application Tutorial 121
Create a Task Template 9. Open the Activity Inspector for both the Process Accounting Mail and the Process Other Mail activity templates. On the Properties tab, choose mm_process_mail as the Form Name and click OK. 122 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Task Template 10. Save, validate, and install your process. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 123
Create a Task Template 124 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Search Template Chapter 11 Your mail processors might need to search for a particular piece of mail. This template will be used to create the search available to them. Follow these steps to create a Search template for your application: Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Start your template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Search. Type mm_search_mail in the name field. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 125
Create a Search Template Note: The search template in the sample application created by EMC is named mm_samp_search_mail_temp. 2. Choose a simple search and select the Mail Manager Mail Document that you created earlier. Click Next. 3. Check the Only custom attributes box, and then select the desired attributes and use the arrows to create search results columns. Put the attributes in the order listed below, and then click Next. 126 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Search Template Mail Type Sender Date Postmarked Date Queued Date Processed 4. Using the list boxes, create filters for your search. You should select Match all, and then choose mail_type and sender as your Variables. Set the Condition to equals for both, and allow user input. The example below provides the filter criteria for the Mail Manager application. When you are finished, click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 127
Create a Search Template 5. Select the Maximum number of results box and type 500. Click Finish. 6. Now that you have a search template, you must clean it up like you did your previous templates. 128 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Search Template 7. Start by changing the label of your sender search field to Sender. 8. Drag and drop a Dropdown List just below your mail_type field. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 129
Create a Search Template 9. On the General > Display tab, Name your list box mail_type and Label it Mail Type. 10. On the General > Data Storage tab, type mail_type in the Name field. 130 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Search Template 11. On the Special tab, select /mm_search_mail/mail_type from the Data binding list box. Click Add. 12. In the Add Choice dialog box, type Purchase Order for both the Value and Display, an select the Default value box. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 131
Create a Search Template 13. Click Add twice more and repeat step 12 each time, using Invoice and Other for the Value and Display, but do NOT select the Default value box for either of these two values. 14. Delete the original mail_type text field. 15. Drag the Search button down below the Sender field. 16. On the Style tab, select Center. 132 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Search Template 17. Verify the properties of your search results columns, including ensuring that they have user friendly names in the Label field. 18. Click Modify Query and make the following changes to your search query: delete the two equals signs ( = ) and type the word like in their places type a % between each apostrophe ( ) and dollar sign ( $ ) EMC Documentum TaskSpace Version 6 Sample Application Tutorial 133
Create a Search Template 19. Click on Sync terms and Execute to verify your search has no errors. Click Accept. 20. Save, validate, and install the template. 134 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Search Template EMC Documentum TaskSpace Version 6 Sample Application Tutorial 135
Create a Search Template 136 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Chapter 12 Create an Initiate Process Template In many cases, business processes will be automatically initiated or initiated by other applications. In Mail Manager, you will be manually initiating your process. This template provides the means to do that. Follow the steps in this section to create an Initiate Process template for your application: Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Start your template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Initiate Process. Type mm_start_process_mail in the name field. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 137
Create an Initiate Process Template Note: The initiate process template in the sample application created by EMC is named mm_samp_init_process_mail_temp. 2. Select the process you created earlier and click Next. 3. From the Available process variables, select mail_type and move it to the Selected process variables pane using the arrows. Click Finish. 138 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create an Initiate Process Template 4. Now that you have an Initiate Process template, you must clean it up as you did your other templates. Start by inserting a Vertical Box and deleting its Label. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 139
Create an Initiate Process Template 5. Click No on the Select data binding dialog box. 6. Drag the Horizontal Box and mail_type field into the Vertical Box you created. Change the Label name for the mail_type field to Mail Type. 140 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create an Initiate Process Template 7. Center the Horizontal Box containing the buttons. 8. Insert a Spacer. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 141
Create an Initiate Process Template 9. Click No on the Select data binding dialog box. 10. Save, validate, and install the template. 142 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create an Initiate Process Template EMC Documentum TaskSpace Version 6 Sample Application Tutorial 143
Create an Initiate Process Template 144 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Chapter 13 Create a Folder Contents Template The mail processors will have access to the folders that you created previously. This template determines how information will be presented in those folders. Follow these steps to create a folder contents template: Note: For details on how to localize this template, please refer to Documentum Forms Builder User Guide. 1. Start your template: In the Create new template pane, select TaskSpace Component. In the Template type pane, select Folder Contents. Type mm_folder_contents in the name field. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 145
Create a Folder Contents Template Note: The folder contents template in the sample application created by EMC is named mm_samp_folder_contentl_temp. 2. Select the Mail Manager Mail Document object type you created for the Mail Manager application and use the arrow to move it to the Document types selected pane. Click Next. 146 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Folder Contents Template 3. Select all five of the available elements and use the arrow to move them to the Columns selected pane. Use the up and down arrows to put them in the order listed below: Mail Type Sender Date Postmarked Date Queued Date Processed 4. Click Next. 5. Select the element labeled All, click Remove, then click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 147
Create a Folder Contents Template 6. Choose Match all and then set the Variable as Mail Type and the Condition to equals. Select Get user input. 7. Click the plus sign ( + ) and repeat step 6 but use Sender as the Variable. Click Finish. 8. Now that you have a Folder Contents template, you must clean it up as you did your other templates. Start by selecting the Horizontal Box containing the list box. On the General > Display tab, select Hidden. 148 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Folder Contents Template 9. Replace the Mail Type text box with a Dropdown List. Type mm_mail_doc.mail_type and Mail Type as the Name and Label, respectively 10. On the General > Data & Storage tab, type mm_mail_doc.mail_type as the Data name. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 149
Create a Folder Contents Template 11. On the Special tab, select /mm_folder_contents/searchterms/mm_mail_doc.mail_type as your Data binding. Click the Add button to add Possible values. 12. In the Add Choice dialog box, type Purchase Order for both the Value and Display, and deselect the Default value box. 150 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Folder Contents Template 13. Click Add twice more and repeat step 12 each time, using Invoice and Other for the Value and Display, and do NOT select the Default value box for either of these two values. 14. Verify the table height and width are set to Autofit. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 151
Create a Folder Contents Template 15. Save, validate, and install the template. 152 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Folder Contents Template EMC Documentum TaskSpace Version 6 Sample Application Tutorial 153
Create a Folder Contents Template 154 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Add Components to TaskSpace Chapter 14 Now that you have created these components in Documentum Process Builder and Documentum Forms Builder, it is time to load them into Mail Manager. Follow these steps to add components to the TaskSpace application: 1. Log in to Mail Manager by entering the Login Name and Password and click Login. Since you have not previously created roles, you will automatically log in as ts_designer. 2. Click the Configuration tab and select Components from the navigation tree. Click Add. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 155
Add Components to TaskSpace 3. Locate and select the components you created in the Select Components to Add pane, and use the arrows to move them to the Selected Components pane. When you are finished, click OK. 156 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Add Components to TaskSpace 4. For Mail Manager, you are only going to be using the components you created, so deselect the Show Inherited Components box. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 157
Add Components to TaskSpace 5. When building an application other than Mail Manager, note that you can use the list box to filter the visible components that are available. If you wanted to see all of the folder contents templates available to you, including those inherited from TaskSpace or other parent or grandparent applications, you would select the Show Inherited Components box and set the list box to Folder Contents. 158 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Tabs Chapter 15 Now that the components are in Mail Manager, you must create the tabs that give the user access to the various templates. Follow these steps to create tabs in Mail Manager. 1. In the Mail Manager application, click the Configuration tab and select Tabs. 2. Deselect the Show Inherited Tabs box, and you see that you don t yet have any tabs that you have created. Click Create. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 159
Create Tabs 3. In the Select Tab Type list box, select Task List and click Next. 4. Name the tab process_mail and Label it Process Mail. Use the arrows to select the mm_inbox task list from the Available task lists templates. Click Finish. 160 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Tabs You have now created your first Mail Manager tab. 5. Click Create and select Search from the Select Tab Type list box. Click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 161
Create Tabs 6. Name your tab search_mail and Label it Search for Mail. Use the arrows to select the mm_search_mail template from the Available search templates. Click Finish. 162 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Tabs 7. Click Create and select Folder from the Select Tab Type list box. Click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 163
Create Tabs 8. Follow these instructions to complete your Folder tab: Name the tab in_process_mail and Label it In Process Mail. Type the Root folder path as /dmadmin/mailmanager/in_process. Deselect the Display tree and Folder information check boxes. Select mm_folder_contents as your Folder content template. Click Finish. 164 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Tabs 9. Click Create and select Folder from the Select Tab Type list box. Click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 165
Create Tabs 10. Follow these instructions to complete the folder: Name the tab archived_mail and Label it Archived Mail. Type the Root folder path as /dmadmin/mailmanager/archived. Deselect the Display tree and the Folder information check boxes. Select mm_folder_contents as your Folder content template. Click Finish. 166 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Tabs 11. Click Create and select Folder from the Select Tab Type list box. Click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 167
Create Tabs 12. Follow these instructions to complete the folder: Name the tab mail_folders and Label it Mail Folders. Type the Root folder path as /dmadmin/mailmanager. Deselect the Folder information check box. Leave your Folder content template empty. Click Finish. 168 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Tabs You have now created your Mail Manager tabs. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 169
Create Tabs 170 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Add a Process Chapter 16 You must add your process to Mail Manager so that mail will be delivered to the right mail processor. Follow these steps to add a process to Mail Manager. 1. In the Mail Manager application, click the Configuration tab and select Processes. There are no processes, inherited or added. Click Add. 2. Locate and select the process you created in the Select Processes to Add pane, and use the arrows to move them to the Selected Processes pane. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 171
Add a Process 3. Your process is now available in Mail Manager. 172 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Role Chapter 17 A role is a group that contains users or groups of users that perform certain duties in TaskSpace. A user s role determines what tabs he will see. In Mail Manager, the mail processor is a role that you must create. Follow these steps to create a role in Mail Manager. 1. In the Mail Manager application, click the Configuration tab and select Roles. There is one role which is inherited by all new applications: ts_designer. Click Create. 2. Click the Role Identity tab and assign mail_processor as the Role Name. Click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 173
Create a Role 3. Select the Available Tabs you wish to assign to this role and use the arrows to move them to the Assigned Tabs pane. Use the up and down arrows to put the tabs in the order you want them to appear for the users you will assign to this role. For Mail Manager, assign process_mail, search_mail, and mail_folders, in that order. Click Next. 174 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Role 4. Create the Global Search by naming search_mail as your Search Tab, mm_search_mail as the Search Component, and mail_type as the Search Term. Click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 175
Create a Role 5. Map your components to the appropriate Documentum object types. Select mm_mail_folder as your Object Type/Work Queue and mm_folder_contents as the Content Template. The Information Template should be set to None. Click Add Mapping. Your mapping appears. 176 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create a Role 6. Repeat step 5 for all of the object types and content templates in the table below. When you have completed all of them, click Finish. Object Type/Work Queue mm_mail_doc mm_sales_queue mm_acct_queue mm_other_queue Map Components mm_mail_doc_view mm_queue mm_queue mm_queue EMC Documentum TaskSpace Version 6 Sample Application Tutorial 177
Create a Role 7. Your new role is now in Mail Manager. 178 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Chapter 18 Create Users and Add Them to a Role Now you are ready to create your mail processors and assign them to the mail processor role you created. Follow these steps to add users to Mail Manager. 1. In the Mail Manager application, click the Administration tab. Navigate to User Management and select Users. Click Create User. 2. Follow these instructions to create a user: Name your new user sales_processor and use that for the User Login Name as well. Select Inline Password as the User Source. Type and verify a Password. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 179
Create Users and Add Them to a Role Type in an E-mail Address. Click OK. 3. Click Create User again. 180 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Users and Add Them to a Role 4. Repeat step 2, but this time Name the user acct_processor and use that as the User Login Name as well. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 181
Create Users and Add Them to a Role 5. Repeat step 2 again, but this time Name the user other_processor and use that as the User Login Name as well. Click OK. 6. In the navigation tree, click Roles. 182 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Users and Add Them to a Role 7. Double click queue_advance_processor. Click Add Member(s). EMC Documentum TaskSpace Version 6 Sample Application Tutorial 183
Create Users and Add Them to a Role 8. Select the three users you created and use the arrows to add them to the role. Click OK. 184 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Create Users and Add Them to a Role 9. All three users are now members of the queue_advance_processor role. 10. Repeat steps 7 through 9 for the mail_processor role that you created. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 185
Create Users and Add Them to a Role 186 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Assign Queues Chapter 19 Now that you have created your mail processors, you must assign them to the appropriate queues so that your process will route the correct documents to them. Follow these steps to assign users to queues. 1. In the Mail Manager application, click the Administration tab. Navigate to Work Queue Management > Work Queues > mm_mail_queue_category. The queues you created earlier are visible. Select the mm_acct_queue. 2. Select mm_acct_queue and click View Member(s). EMC Documentum TaskSpace Version 6 Sample Application Tutorial 187
Assign Queues 3. Click Add Member(s). 4. Double click queue_advance_processor. 188 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Assign Queues 5. Select acct_processor and dmadmin and use the arrows to assign these users to the queue. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 189
Assign Queues 6. Click OK. The acct_processor and dmadmin are now both assigned to the mm_acct_queue. 190 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Assign Queues 7. Navigate back to mm_mail_queue_category in the navigation tree. Note that there are now two users assigned to the mm_acct_queue. 8. Repeat steps 2 through 7, assigning sales_processor and dmadmin to the mm_sales_queue, and other_processor and dmadmin to the mm_other_queue, respectively. 9. Navigate back to mm_mail_queue_category in the navigation tree. Note that there are now two users assigned to each queue. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 191
Assign Queues 192 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Load the Sample Data Chapter 20 You are very close to processing some mail! Now you need to import the mail (PDF files representing scanned documents) into the DocApp. Follow these steps to load sample data into Mail Manager. 1. Click on the My Folder tab while logged in as dmadmin (the owner of the process mm_process_mail) and in the role of ts_designer. 2. Navigate to the folder MailManager/in_process. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 193
Load the Sample Data 3. Click More Actions > Import. 4. In the Import File Selection screen, click Add Files. 194 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Load the Sample Data 5. Navigate to the PDF files that you will be importing, select them. and click OK. 6. After the files appear in the Selected Files/Folders pane, click Next. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 195
Load the Sample Data 196 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Load the Sample Data 7. Select the Mail Manager Mail Document object type from the Type list box. 8. You will now need to add a Sender and Date Postmarked for each of the documents you are importing. You can rename the documents as well. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 197
Load the Sample Data 198 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Load the Sample Data EMC Documentum TaskSpace Version 6 Sample Application Tutorial 199
Load the Sample Data 9. You can now review your documents in the in_process folder in Mail Manager. 200 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Start a Process Chapter 21 You are now ready to start processing mail. You will, as dmadmin, initiate the process, which routes mail to the appropriate mail processor. Completing the process (as the mail processor) in the next chapter will send the mail to the archive folder. Follow these steps to initiate the process: 1. Click the Processes tab and select the process you created. Click Start Process. 2. Your process opens in the Open Items tab. Enter a Mail Type and click Submit. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 201
Start a Process 3. Click Add to the right of mm_mail_doc. 4. Navigate to your PDF files in dmadmin > MailManager > in_process and select one. Click OK. 202 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Start a Process EMC Documentum TaskSpace Version 6 Sample Application Tutorial 203
Start a Process 204 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Start a Process 5. Click Finish. 6. Repeat steps 1 through 5 with two more documents, making sure to assign mail types of Invoice and Other to the documents. 7. Logout of Mail Manager. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 205
Start a Process 206 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Complete a Process Chapter 22 Now that you have started a process, you must log in as a processor and complete the process. Follow the steps in this chapter to complete the process. 1. Log in to Mail Manager as the user sales_processor. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 207
Complete a Process 2. Navigate to your work queue. The document is in the queue. 3. Click Get Next Task. The document opens in the document view you created. 208 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Complete a Process 4. Click Finish to complete the task. 5. Click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 209
Complete a Process 6. The work queue is now empty. 7. Navigate to the Archived folder. The document is there. 210 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Complete a Process 8. Repeat steps 1 through 7 as the acct_processor and other_processor to process invoices and other documents in Mail Manager. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 211
Complete a Process 212 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Search for Mail Chapter 23 Now you are going to search for mail using the search you created in Documentum Forms Builder. Follow these steps to conduct a search for mail. Note: For these searches to have meaning, you must have a variety of documents with overlapping and varying mail types and senders. If you do not, please go back and enter more documents. 1. Log in to Mail Manager as the user sales_processor. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 213
Search for Mail 2. Click the Search for Mail tab. 3. Select Purchase Order from the Mail Type list box. This search should return Purchase Orders from any senders. 214 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Search for Mail 4. Click Search, and as expected, a list of Purchase Orders from a variety of senders is returned. 5. Likewise, if you enter only the name of a sender in the Sender field, you could expect all documents from that sender, regardless of mail type. Try that now. Type Sender2 in the Sender field and leave the Mail Type blank. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 215
Search for Mail 6. Click Search, and as expected, a list of documents from Sender2 with a variety of mail types is returned. 7. Try a search with both a Mail Type and a Sender. 216 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Search for Mail 8. Notice the search returns all documents of that mail type from that sender. 9. And lastly, leave both search fields blank for a return of all documents. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 217
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Chapter 24 Prepare the DocApp for Deployment You must now prepare the DocApp for deployment in your production environment. Follow these steps to ensure that all necessary features and components of your Mail Manager application are included in the DocApp: 1. Log in to Documentum Application Builder. 2. Click Open Existing DocApp from DocBase. 3. Navigate to and select the mailmanager DocApp in the mailmanager folder. Click Open. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 219
Prepare the DocApp for Deployment 4. Ensure that all of the following items that you created are present in the navigation pane: object types workflow process templates alias set role presets 220 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Prepare the DocApp for Deployment 5. From the tool bar, select Insert > Object from DocBase > Queue Management > Work Queue. 6. Select the work queues you created (use the Shift key to select all three) and click Insert. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 221
Prepare the DocApp for Deployment Your work queues are now included in the DocApp. 7. From the tool bar, select Insert > Object from DocBase > Folder. 222 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Prepare the DocApp for Deployment 8. Double click dmadmin, and then select the MailManager folder you created as well as the folder containing your process, mm_process_mail (you can use the Control or Shift key to select both at once). Click Insert. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 223
Prepare the DocApp for Deployment Your folders are now included in the DocApp. 9. From the tool bar, select DocApp > Set Installation Options. The Target DocBase Installation Options dialog box appears. 224 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Prepare the DocApp for Deployment 10. Do not modify the settings for the object types. 11. Select your workflow template, mm_process_mail. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 225
Prepare the DocApp for Deployment 12. Click New next to Location Alias, and in the Alias Object Dialog box type MailManager as the name and /dmadmin/mm_process_mail as the value. Click OK. 13. Do not modify the settings for the work queues. 14. Do not modify the settings for the templates. 15. Do not modify the settings for the alias set. 16. Do not modify the settings for the roles. 17. Select your data object,mailmanager. 226 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Prepare the DocApp for Deployment 18. Click New next to Location Alias, and in the Alias Object Dialog box type MailManagerFolder as the name and /dmadmin as the value. Click OK. 19. Repeat steps 17 and 18 for the data object mm_process_mail, but name it MailManagerProcess. Keep the value as /dmadmin. 20. Do not modify the settings for the presets. 21. On the Target DocBase Installation Options dialog box, click OK. 22. In the navigation panel, right-click the DocApp and select Check in DocApp. 23. When the Check In Application dialog box appears, click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 227
Prepare the DocApp for Deployment 24. From the tool bar, select DocApp > Create DocApp Archive. 25. Choose a location to store your archived DocApp and click OK. 26. Navigate to the location where you archived your MailManager Doc App. You will see a folder with the name of your DocApp. The folder contains multiple files. You can ZIP this folder for increased portability. 228 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Prepare the DocApp for Deployment 27. Move your Mail Manager DocApp to its new server using whatever means you choose (for example, FTP). EMC Documentum TaskSpace Version 6 Sample Application Tutorial 229
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Install the DocApp in a New Environment Chapter 25 Now that you have created your Mail Manager DocApp and moved it to the new server, you are ready to install it. Follow these steps to install Mail Manager: 1. Log in to Documentum Application Installer. 2. Navigate to you DocApp using Browse and click OK. EMC Documentum TaskSpace Version 6 Sample Application Tutorial 231
Install the DocApp in a New Environment 3. Click Start Installation. 4. When the installation has completed, click Quit Installation. 5. Log in to TaskSpace (not Mail Manager, but the base application). 232 EMC Documentum TaskSpace Version 6 Sample Application Tutorial
Install the DocApp in a New Environment 6. Click the Administration tab, and using the steps in Chapter 18, Create Users and Add Them to a Role, create the following users with these specified privileges: Table 6. Users and Privileges User Privileges Client Capability dmadmin System Administrator Super User sales_processor None consumer acct_processor None consumer other_processor None consumer EMC Documentum TaskSpace Version 6 Sample Application Tutorial 233