CMS 504: D2 for Space Contributors and s Agenda Part One What is Documentum D2? Groups: Support,, Contributor, Consumer D2 Overview: Login/Logout Main Menu User settings Workspaces Widgets Spaces Folders & folder properties Files & file properties Versioning Search global and advanced Documentum D2 Web-based application used to manage content Document repository and collaboration tool McGill University - 1
Features CMS Core Versioning Document checkin / checkout Key features Advanced Features (plugin) Future Releases Document Viewer, Search, Keywords File subscriptions, Sharing via email, Comment Import files, Favorites Drag & drop, Import Folder Export Folder, Export folder structure to Excel Workflows & Lifecycles, Recycle Bin, Mobile app Folder subscriptions, Space subscriptions Global subscriptions 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 Groups are created:, Contributor, Consumer Can add McGill students & external users, if need be (special requests) 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 Space Contributor Group McGill University - 2
Getting started Access QA (training): https://qcms.mcgill.ca/d2/#d2 Log in as a contributor: Login: McGill User Name Password: McGill Password D2 Contributor training accounts Lab PC D2 Training ID D2 Password Space Location Train02 training2c Ask Instructor 100Training02c Row1 Train03 training3c Ask Instructor 100Training03c Row1 Train04 training4c Ask Instructor 100Training04c Row1 Train05 training5c Ask Instructor 100Training05c Row1 Train06 training6c Ask Instructor 100Training06c Row1 Train07 training7c Ask Instructor 100Training07c Row1 Train08 training8c Ask Instructor 100Training08c Row1 Train09 training9c Ask Instructor 100Training09c Row2 Train10 training10c Ask Instructor 100Training10c Row2 Train11 training11c Ask Instructor 100Training11c Row2 Train12 training12c Ask Instructor 100Training12c Row2 Train13 training13c Ask Instructor 100Training13c Row2 Train14 training14c Ask Instructor 100Training14c Row3 Train15 training15c Ask Instructor 100Training15c Row3 Train16 training16c Ask Instructor 100Training16c Row3 Getting started First-Time login You will be prompted to install the Content Transfer Extension (CTF), 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. McGill University - 3
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) Menu can also be pinned / unpinned NEW Use to create new folder Main Menu IMPORT To import file(s) To import folder structure (only if EMC Documentum Client Manager plugin is enabled) McGill University - 4
Main Menu CONTENT Use to export folder(s) (only 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 User Settings 1. General tab Temporary and checkout path Browser Plugin (Documentum Client Manager recommended) Date and time formats Default Workspaces Login Settings McGill University - 5
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 any of 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. Workspaces McGill University - 6
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. BROWSE, MYFILES). To delete a workspace: click next to the workspace. 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 available only to coordinators (to manage space members and permissions) McGill University - 7
Widgets Widgets Workspaces contain widgets that you can select from. Widgets appear in various panes/areas of the screen. 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 McGill University - & Communications 8
Examples of Widgets Widget Audit Browser Checkout Comments Workbench Documents Favorites Facets Last Modified 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. 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. 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 McGill University - & Communications 9
Exercise 1 SPACES 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 and more. McGill University - 10
View your spaces 1. Click BROWSE Workspace 2. Click Browser widget Spaces To view space members of a space: 1. Click the space 2. Click BROWSE workspace 3. Click Browser widget 4. Click Workspace Members widget 5. Click View Members To select a space: 1. Click BROWSE Workspace 2. Click Browser widget 3. Click on the space Spaces Right-click on your space to: Export Add comment Add to favorites Send mail Subscribe (watch content) Copy link to clipboard Properties (for coordinators only) McGill University - 11
Spaces Add comment to space 1. Right-click on the space 2. Select Add comment 3. Type the comment in the Add Comment window. 4. Click Post. The comment is viewable in the Comments widget. You can also use the Comments widget to add / delete a comment. 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 on the space 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 McGill University - 12
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 Spaces Subscribe to space Note: Space subscriptions 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 space. 1. Right-click on the space 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. McGill University - 13
Spaces Copy space link to clipboard 1. Right-click on the space 2. Select Copy link to clipboard You can use this link from the clipboard (e.g. in a Word document). Exercise 2 Folders McGill University - 14
Folders Create new folder (use to organize your content) Files cannot be created at the top space level. Folders must be created first. Files must be inserted into folders. Note Best practice After folders are created, coordinators should assign Delete permissions to coordinators and possibly contributors Create new folder 1. Go to the desired space/folder. From menu, click NEW > Item 2. The New Content dialog window opens. From the Creation profile drop down box, click folder 3. Ensure that dic_folder displays New Folder 4. Click Next Create new folder 5. Enter the folder name in the Name field 6. Click Next. The folder will be created. McGill University - 15
Folders Import folder Use to import a folder to a space. Note that the User Setting for current browser plugin must be Documentum Client Manager. 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 OK 5. Click Next 6. Enter folder name (Name: field) 7. 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. 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 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. 4. Right-click and select Paste. McGill University - 16
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. 4. 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. 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. McGill University - 17
Folders Remove comment from folder 1. Click Comments widget 2. Select the comment. 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 Same rules as space favorites apply. 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. McGill University - 18
Folders Subscribe to folder Folder subscriptions 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 group has the Delete permission Folder properties Folders Use to rename folder and add 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 group has the permission McGill University - 19
Folders Copy folder link to clipboard 1. Right-click on the folder 2. Click Copy link to clipboard Same rules as copy space link apply. Exercise 3 Files McGill University - 20
Files Import one or many View (read only) Edit Versioning Cancel Checkout Delete Add / Remove Comment Add / Remove to favorites Send Mail Subscribe to file File properties Copy, Move, Paste as Link, Copy Link to Clipboard Files To Import file(s) into a space All 3 conditions must be met: You must be in the Browser widget Select the space and folder you want to import the file into You must have the Write permission to this space and folder Files Import file(s) into space 1. From the Browser widget, go to the space and folder you want to import file into 2. From the menu, click IMPORT > File 3. From Files to import field, click 4. Select file(s) and click Next 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 McGill University - 21
Files View file 1. Right-click on the file 2. Select View Or double-click on file Files Edit file 1. Right-click on the file 2. Select Edit 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 Files Edit file cont d 3. Make changes 4. Save and close the file 5. Select Check in Don t forget to McGill University - 22
Files Edit file cont d 6. Fill out Check-In window: Select Check in version as: Enter version note in Description 7. Click OK The D2 Uploader will update the file in D2 and remove the lock Files Versioning New version is created Old version of file retained Versions widget shows all the versions OR From the D2 menu (Version): Select Current version to see the latest version of file Select All versions to see all versions of the file Files Import New Version 1. Select 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. The Format displays 5. Click OK to replace file with this selected file McGill University - 23
Files Files locked by others have a red lock Files To see which user has the file locked, modify the Documents widget to include the Checked Out By column Files 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 McGill University - 24
Files Delete File * 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 Files 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 Files 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 McGill University - 25
Add file to favorites 1. Right-click on file 2. Select Add to favorites Files File displays in Favorites widget Remove folder from favorites 1. From Favorites widget, right-click on file 2. Select Remove from favorites Same rules as space or folder favorites apply. Files 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. Files Subscribe to a file (currently available) Notifies you when file is updated or new version of file is added 1. Right-click on the file 2. Select Subscribe Same rules as space and folder subscriptions apply. McGill University - 26
Files 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 Files Use to rename file and add 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. Files 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. McGill University - 27
Files 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 copy space link apply. Exercise 4 Search D2 provides a full-text search Multiple search options: File name, title, keywords, subject, content, etc. Use SEARCH workspace Global search vs Advanced Search McGill University - 28
Global Search Global Search Use the Search Widget Searches all your spaces, including the public spaces 1. Enter the search criteria 2. Click magnifying glass Note: James McGill will search for either James or McGill James+McGill will search for James McGill Advnaced Search Advanced search Use the Search Widget Use to refine your search and to search specific space(s) Select the Advanced search dialog icon Advanced Search From the Advanced Search: Use Criteria tab to select Types = Document Enter search criteria McGill University - 29
Advanced Search Use Location tab and click (or folders & sub-folders) to select specific spaces 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 McGill University - 30
Advanced Search To modify saved searches: 1. From Search widget, right-click on the saved search in My searches 2. Select Search criteria Use Save as to save your search. Use Run to run your search. Search My last search To re-run your last search My searches To access searches saved via advanced search Search Facets widget Facets widget after a search is run, displays search results by: Modified By, Modified date McGill University - 31
Exercise 5 Space Group Agenda Part Two Space uses the Manage workspace to: View space members View/edit space properties Add user or AD group to space Remove user or AD group from space Assign group permissions Create a new D2 group add a new D2 group assign permission to D2 group add users or groups to D2 group McGill University - 32
Log in Access QA (training): https://qcms.mcgill.ca/d2/#d2 Log in as a coordinator: 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 Space View space membership View space members (2 extra ways) View / edit space properties View & edit space name Determine membership add members to groups Contributor Consumer Determine what members can do Permissions Encourage participation & set best practices McGill University - 33
View space members View space members 1. Click space name or folder 2. Click MANAGE workspace 3. Click Workspace Members widget 4. Click View Members View space members 1. Click space name or folder 2. Click MANAGE workspace 3. Click Workbench 4. Click Show Members McGill University - 34
Space properties Space Properties: 1. Right-click on space 2. Select Properties Space properties: can: 1. View all space properties 2. Update: Name of the Space Title of this Space Subject Click OK to save changes Cannot change: Space Short Name, Public Space, Source Template McGill University - 35
Exercise 6 Group membership To add user or AD group to space 1. Use MANAGE Workspace 2. Click on the space from the Browser widget. 3. Click Workbench 4. Click 5. From Select your Group field, select the group (e.g. contributors) 6. Enter all or part of user or AD group name in search field 7. Click Search 8. Select user/group and add by using button 9. Click Save r or AD group added) 10. Click Close Invite new members to the space Right-click on the space and select Send mail McGill University - 36
To add user or AD group to space To add user or AD group to space Invite new members to the space McGill University - 37
To remove user or AD group from space 1. Use MANAGE Workspace 2. Click on the space from the Browser widget. 3. Click Workbench 4. Click 5. From Select your Group field, select the group (e.g. contributors) 6. Select the user or AD group you would like to remove from the list on the right 7. Click the button 8. Click Save 9. Click Close To remove user or AD group from space Group Permissions McGill University - 38
Group permissions are set at the folder or file level Note: it is not possible to set permissions at the space level. This is the message that displays: To update group permissions at folder and file level: 1. Use MANAGE Workspace 2. Select the folder/file Click Browser widget to select the folder OR Click Documents widget to select the file 3. Select Workbench 4. Click Update Permissions 5. Look for the group in the Group field coordinators, contributors, consumers 6. Click the down-arrow to modify permission for the group Edit, Delete, Read, Read & Comment 7. Click Save 8. Click Close To update group permissions at folder level McGill University - 39
To update group permissions at folder level To update group permissions at file level When folders are first created: Sub-folders and files inherit the permissions of the main folder If the permission of the main folder is updated the permission of all sub-folders and files are also updated, except if the permission of a given sub-folder or file is manually updated McGill University - 40
Exercise 7 Do you need to create D2 custom groups? To create a new D2 group and assign permissions 1. Request the new D2 group from IT Service Desk 2. Add permission to new D2 group 1. Ensure that new D2 group is created and you are the administrator 2. Select your folder within the space 3. Click MANAGE workspace 4. From Workbench, click Update Permissions 5. In Add a Group field, type the D2 group name created by IT Support 6. Select the D2 group 7. Assign a permission to the D2 group (e.g. Read, Edit, etc.) 8. Click Add 9. Click Save 10.Click Close 3. Add users/groups to new D2 group McGill University - 41
Add permission to new D2 group Click Save and Close McGill University - 42
Add users/groups to new D2 group 1. Click MANAGE workspace 2. Click on the space from the Browser widget 3. Click Workbench 4. Click Previously seen steps apply To remove permission from D2 group 1. Select your folder/file within the space 2. Click MANAGE workspace. 3. From Workbench, click Update Permissions 4. From the drop-down permissions of the selected D2 group: Select Exclude 5. Click Save 6. Click Close To remove permission from D2 group McGill University - 43
Adding McGill staff, McGill students and external users to D2 spaces How do you add McGill permanent staff @mcgill.ca to a D2 space? All permanent staff with active payroll are synchronized daily at 4 am using 000-staff AD group. They are automatically given access to D2. No further configuration is necessary. Space adds the staff member to a group in D2. McGill University - 44
How do you add @mail.mcgill.ca to a D2 space? Space coordinator submits a service request to IT Support Provide McGill username of the user IT Support Adds user s McGill account to the CMS McGill mail AD group Informs the space coordinator that it may take a minimum of 2 business days for the license to be enabled Sends add members instructions to space coordinator Space Adds the user to the space Contacts the user to inform them they have been added to the space User Uses their normal login @mail.mcgill.ca to log in D2 How do you add an external user to a D2 space? Space coordinator Submits a service request to IT Support to invite the user to D2. IT Support Using D2, IT Support Desk will invite the external user to the Try It Now space in D2 User Will receive the invitation email from IT Support Will use the activation code in the email to accept the invitation Will choose a new password Will receive a confirmation email that they have been created from noreply@mcgill.ca The user will use their external email account created by IT Support (e.g. firstname.lastname@gmail.com) to access the D2 space. How do you add an external user to a D2 space? (cont d) Space Adds this external user to the space Contacts the user to inform them they have been added to the space McGill University - 45
Invitation email sent to the external user (first email) 2 nd email sent to the external user (used to log in) checklist When you get your D2 space Set folder permissions Add members to groups (coordinator, contributor, consumer) Invite the members to the space Remove members when required (e.g. leave the project, change department) Promote the use of the D2 space to share documents McGill University - 46
Conclusion Complementary communication tools & training Office 365 apps (e.g. Yammer, Sway ) Blogs (blogs.mcgill.ca) WPT 100 training 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 Data Privacy Day What s Next McGill University - 47