EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide EMC Corporation Corporate Headquarters: Hopkinton, MA 01748 9103 1 508 435 1000 www.emc.com
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Table of Contents Preface... 9 Chapter 1 Introduction... 11 Chapter 2 Getting Started... 13 Logging in and out... 13 Common areas of Media WorkSpace... 15 Navigating the Home view... 18 Inbox panel... 18 My Most Popular Assets panel... 18 Recently Viewed Assets panel... 18 Recently Added Assets panel... 19 Navigating the Repository view... 19 Application titlebar... 20 Quick Search toolbar... 20 Control toolbar... 20 Panels... 22 Asset panel... 23 Using the breadcrumb node... 24 Details panel... 25 Storyboard panel... 25 Navigation panel... 26 Preview panel... 26 Asset Attributes panel... 27 Presentation panel... 27 Comparison panel... 28 My Collections panel... 29 Performing an action... 29 Accessing context menu items... 30 Viewing and working with permissions... 30 Introducing permissions... 30 Permission sets overview... 32 Basic permissions... 32 Extended permissions... 32 Viewing Media WorkSpace in full screen mode... 33 Viewing assets in full screen preview... 33 Working with panels, views, and searches... 35 Using the Asset panel and Navigation panel... 35 Using Views to change the displaying of assets in the Asset panel... 35 Navigating the repository... 36 Hiding or showing the Navigation panel... 37 Using the View Preferences dialog... 38 Accessing View Preferences dialog... 38 Resizing Thumbnails... 38 Changing asset view order... 39 Filtering assets based on metadata... 40 Using the Presentation panel and the Comparison panel... 44 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 3
Table of Contents Accessing the Presentation panel... 44 Using the Presentation panel... 45 Accessing the Comparison panel... 47 Using the Comparison panel... 49 Using the My Collections panel... 52 Creating a collection... 53 Adding and removing assets in a collection... 53 Searching for assets... 54 Quick search... 54 Advanced search... 55 Viewing product information... 57 Launching Digital Asset Manager in Media WorkSpace... 57 Accessing Media WorkSpace via DAM... 57 Accessing File Share Services (FSS) or My Documentum for the Desktop... 58 Viewing and editing assets via File Share Services... 59 Browsing the File Share Services repository share... 60 Chapter 3 Annotating and Marking Up Images... 61 Creating markups and annotations... 61 Adding text annotations... 63 Viewing saved annotations... 65 Deleting markups and annotations... 65 Chapter 4 Printing Images... 67 Using print controls... 67 Chapter 5 Working with Assets... 71 Adding a new folder... 71 Moving/copying/linking assets... 72 Deleting an asset or folder... 73 Viewing item properties... 75 Rating an asset... 76 Renaming assets... 76 Uploading a file to Media WorkSpace... 76 Downloading an asset... 78 Using the Content Transfer Monitor... 79 Transforming an asset... 80 Chapter 6 Working with Slide or Presentation Files... 83 Creating a slide collection... 83 Adding or removing assets in slide collections... 84 Building a presentation... 84 Previewing a slide or presentation... 85 Generating a presentation from recent slides... 86 Appendix A Keyboard Shortcuts... 89 4 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Table of Contents List of Figures Figure 1. Login dialog... 14 Figure 2. Home View... 16 Figure 3. Repository View... 17 Figure 4. Paging screens in a panel... 17 Figure 5. Application titlebar... 20 Figure 6. Quick Search Toolbar... 20 Figure 7. Media WorkSpace Control toolbar... 21 Figure 8. Asset breadcrumbs... 21 Figure 9. Asset name filter field... 22 Figure 10. Asset panel... 24 Figure 11. Breadcrumb node... 24 Figure 12. Scrolling breadcrumb node... 24 Figure 13. Asset Details panel... 25 Figure 14. Storyboard panel... 25 Figure 15. View of Navigation panel... 26 Figure 16. Preview panel... 26 Figure 17. Asset Attributes panel... 27 Figure 18. Presentation panel... 28 Figure 19. Comparison panel... 29 Figure 20. My Collections panel... 29 Figure 21. Right click context menu... 30 Figure 22. Permissions tab... 31 Figure 23. Permissions dialog... 31 Figure 24. Full Screen context menu... 34 Figure 25. Column Preferences dialog... 36 Figure 26. View Preferences dialog... 38 Figure 27. Filter Options dialog... 41 Figure 28. Presentation panel... 44 Figure 29. Presentation panel toolbar... 45 Figure 30. Presentation Locator Dialog Box... 46 Figure 31. Comparison panel... 48 Figure 32. Comparison panel grid options... 49 Figure 33. Comparison Set Locator Dialog Box... 50 Figure 34. Create A New Collection dialog... 53 Figure 35. Quick Search Toolbar... 54 Figure 36. Advanced Search menu... 55 Figure 37. Advanced Search dialog... 55 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 5
Table of Contents Figure 38. Repository Locations Selector dialog... 56 Figure 39. FSS Context menu item... 59 Figure 40. Open or view asset... 59 Figure 41. Open Containing Folder using FSS menu item... 60 Figure 42. Annotation Icon On Thumbnail... 61 Figure 43. Preview Control toolbar... 61 Figure 44. Markup Annotation toolbar... 62 Figure 45. Text Editor... 63 Figure 46. Print View Toolbar... 67 Figure 47. Print Preview dialog... 68 Figure 48. Confirm Deletion of Selected Items (folder) dialog... 74 Figure 49. Confirm Deletion of Selected Items (asset) dialog... 74 Figure 50. Properties dialog... 75 Figure 51. Upload Dialog Box... 77 Figure 52. Select Files dialog... 77 Figure 53. Select Folder dialog... 79 Figure 54. Content Transfer Monitor... 80 Figure 55. Transformation Assistant... 81 Figure 56. Creating a slide collection... 83 Figure 57. Build Presentation dialog... 85 Figure 58. Generate PPT from Recent Slides icon is active... 86 Figure 59. Select the version to be used for each outdated slide... 87 Figure 60. Building a new presentation... 88 Figure 61. Transformation request confirmation... 88 6 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Table of Contents List of Tables Table 1. Basic permissions... 32 Table 2. Extended permissions... 33 Table 3. Media WorkSpace Keyboard Shortcuts... 89 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 7
Table of Contents 8 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Preface EMC Documentum Media WorkSpace is a web application using client server technology. This guide describes how with Media WorkSpace you can perform a variety of functions such as viewing, searching, sorting, comparing, rating, and a variety of assets types (images, video, presentations, documents, and others). Instructions for navigation and interface configuration, as well as procedures for working with files, folders, and metadata, are provided in this document and the other Media WorkSpace documents: Media WorkSpace Deployment and Configuration Guide Media WorkSpace Release Notes Using Media WorkSpace, you will be working with various levels of asset containers: repositories, cabinets, folders, subfolders, and within each can be a variety of file types (assets). Multiple Media WorkSpace instances can be configured for each repository. Note: While you can only log in to one repository at a time, you can have multiple repositories available during the login from which to choose. Intended audience This manual is intended for marketing professionals and creative users who will work with files and repositories. Revision history The following changes have been made to this document. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 9
Preface Revision history Revision date April 2010 Description Initial publication for general availability version 6.5 SP2 10 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Introduction Chapter 1 Welcome to EMC Documentum Media WorkSpace a unique application designed for integrated marketing. Media WorkSpace is a Flex based application that makes it easier for you to create, manage, and collaborate on multi purpose content. EMC Documentum Media WorkSpace is an innovative, asset storage and retrieval application that supports an array of functions for working efficiently with media assets such as viewing, rating, comparing, editing, and commenting. The Media WorkSpace interface consists of multiple panels that can be hidden and repositioned by the user. Some of the functions that you can perform with Media WorkSpace include: Browsing images, slides or presentations, and video files as thumbnails or in full screen mode Create asset collections for sharing and collaborating Search, sort, and filter assets based on metadata View and search assets based on media properties Move, copy, and link assets within Media WorkSpace Upload, download, and version assets Rate assets using a starred rating system Make and save image comparison sets and presentations Create and save image markups and annotations Convert formats and build PowerPoint presentations Setup and print images Connect with other Documentum applications EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 11
Introduction 12 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Chapter 2 Getting Started This chapter covers procedures related to navigating the Media WorkSpace interface: Logging in and out, page 13 Common areas of Media WorkSpace, page 15 Navigating the Home view, page 18 Navigating the Repository view, page 19 Working with panels, views, and searches, page 35 Viewing product information, page 57 Launching Digital Asset Manager in Media WorkSpace, page 57 Accessing Media WorkSpace via DAM, page 57 Accessing File Share Services (FSS) or My Documentum for the Desktop, page 58 Viewing and editing assets via File Share Services, page 59 Browsing the File Share Services repository share, page 60 Logging in and out To log in to Media WorkSpace, you need: Media WorkSpace URL Your user name and password Name of the repository you are accessing Network location (ACS or BOCS), if applicable Domain name, if applicable Check with your administrator if you require any of this information. Caution: In your browser(s), ensure that popup blockers are disabled for the URL for Media WorkSpace (MWS). If they are enabled, some MWS functions may not properly work because MWS has a number of important dialogs that act like popups. If you are creating an exception EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 13
for the URL for MWS in your browser popup feature, and if you use Digital Asset Manager (DAM), also ensure that you create an exception for DAM. Figure 1. Login dialog To log in to Media WorkSpace: 1. Navigate using your Media WorkSpace URL. The Media WorkSpace Login page opens (as above). 2. In the Username field, type your user name for the repository you are logging into. User names are case sensitive. 3. In the Password field, type your password for the repository you are logging into. Passwords are case sensitive. 4. From the Repository drop down selection list, select the repository. 5. From the Location drop down selection list, select the location on your organization network from where you are accessing Media WorkSpace content. This allows you to access content from the nearest storage area in the network. Depending on your organization s setup, this location might be a fixed value and not user selectable. Note: The Location list only displays in the Login dialog box if it is configured by your Administrator. 6. If you do not have to select a Domain or Language, skip to Step 7; if you do have to, click on Options. In the screen image, above, options are not displayed. The Options enable you to: Enter another Domain, if available Select from the styles that have been configured for you from the Style list 7. Click Log In or press Enter. Note: The Log In button is only activated after all the required fields are filled in. The application opens and you are presented with the Home View. Home View is the default view that appears after you log in to the application (as shown on the following page). Of course, 14 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
the number of entries in the various panels of the Home view will depend on your activity level and the activity level of your organization. To log out of Media WorkSpace: 1. From Main View, click Log Out from the right hand corner of the control bar, as in the image above. Note: When you log in again, Media WorkSpace opens in Main View. Common areas of Media WorkSpace There are two main views of the user interface: the Home view and the Repository view. Caution: Do not use the browser Forward and Backward arrows to navigate Media WorkSpace. Do not refresh the browser. The above actions could result in unintentionally ending your Media WorkSpace session. When the warning feature is enabled, you are warned about navigating away from Media WorkSpace while logged in. The warning dialog box gives you the opportunity to confirm that you wish to exit Media WorkSpace or return to Media WorkSpace. Note: Many of the functions that are available in one form (for example, from a context menu) are also available in other forms (for example, toolbars, keyboard shortcuts, or MWS menus). Some are only available as listed in the procedures or description provided. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 15
Figure 2. Home View The Home View consists of the following elements: Application titlebar The Application titlebar in the Home view does not have the View Preferences button. Otherwise, the Application titlebar in the Home view is the same as in the Repository view. Inbox use the Inbox to send to and receive messages from other Media WorkSpace users open, delete, or reply to a Media WorkSpace message send a Media WorkSpace message open a transformation notification open, finish forward, or reject a Quickflow task Note: For this version of Media WorkSpace, only supports Quickflow tasks are supported, not general workflow tasks. send a message My Most Popular Assets assets owned by you that are most frequently accessed by users Recently Viewed Assets assets most recently viewed by you Recently Added Assets assets most recently added by you You can refresh this page to update the information in the various screen areas by clicking the Refresh button. The screen areas can be sorted by their respective columns and the columns can be reordered by dragging and dropping them. Assets listed in these screen areas can be opened and worked with right from the Home view. 16 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Figure 3. Repository View The Repository view consists of the following elements: Application titlebar Quick Search toolbar (including Advanced Search button) Control toolbar (including menus, bread crumbs, and action buttons) Navigation panel (browse repositories, cabinets, and folders) Asset panel (where cabinets, folders, and assets are viewed) Preview panel (to the left of the Asset panel, below the Repository panel) Asset Attributes panel (to the left of the Asset panel, below the Preview panel) You can enable additional panels, dialogs, and views for additional Media WorkSpace functionality: View Preferences dialog Presentation panel Comparison panel Figure 4. Paging screens in a panel When there is more than one page of items to view, you will see paging tools (as shown above). The paging tools enable you to go to the next screen, previous screen, first screen or last screen. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 17
Navigating the Home view The Home view is the screen that Media WorkSpace opens to after you log in. The Home view contains the following panels: Inbox panel, page 18 My Most Popular Assets panel, page 18 Recently Viewed Assets panel, page 18 Recently Added Assets panel, page 19 Double clicking an asset in any of the bottom three panels opens the asset in Full Screen Preview. Inbox panel You can use the Inbox to send and receive messages through the Media WorkSpace, and to collaborate on tasks involving assets in Media WorkSpace using Quickflow. The Inbox lists items received as follows: Type either a Message, a Quickflow (task), or a Notification (for example, that a transformation completed or failed) Priority low, medium, or high priority, as set by the sender From from whom the message was sent Subject the subject that the message addresses Date Received the date the message was received in the Inbox You can sort the Inbox messages by the columns for each of the above. My Most Popular Assets panel The assets that you own and are most frequently accessed by all other users are listed in this panel. Having this panel available enables you to quickly view the assets that are most frequently accessed by users, rather than navigating to it the Repository view. For your convenience, a thumbnail of the asset displays so that you can confirm that this is the asset that you want before opening it. Additionally, there is a Type column to inform you of the type of asset (for example, image, presentation, and so on). Recently Viewed Assets panel A list of assets that you recently viewed enables you to determine from having viewed the asset (but not necessarily worked on it) which you would like to open without having to navigate to it through the Repository view. 18 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
For your convenience, the asset Name (and an icon indicating the asset type), Type, and Owner are sortable columns by which you can resort your recently viewed assets. Recently Added Assets panel The assets that you added most recently to the repository are listed in this panel. Having this panel enables you to find an asset that you may want to work with while relieving you of the necessity to navigate through the Repository view to again locate that asset. For your convenience, this panel has sortable columns for the asset s Name, Type, Path (in the repository), and a thumbnail of the asset displays so that you can confirm that this is the asset that you want before opening it. Navigating the Repository view This section contains details on the features that you will find in the Repository view s panels, dialogs, and views. Additionally, this section contains procedures and details on how to work with permissions. Application titlebar, page 20 Quick Search toolbar, page 20 Control toolbar, page 20 Panels, page 22 Asset panel, page 23 Details panel, page 25 Storyboard panel, page 25 Navigation panel, page 26 Preview panel, page 26 Asset Attributes panel, page 27 Presentation panel, page 27 My Collections panel, page 29 Comparison panel, page 28 Performing an action, page 29 Accessing context menu items, page 30 Viewing and working with permissions, page 30 Using the breadcrumb node, page 24 Viewing Media WorkSpace in full screen mode, page 33 Viewing assets in full screen preview, page 33 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 19
Application titlebar The Application titlebar is at the top of the Media WorkSpace application. Figure 5. Application titlebar From left to right: Home and Repository View Display the view of your home screen or toggle between this view and the Repository View. View Preferences Greeting Log Out Quick Search toolbar Figure 6. Quick Search Toolbar The Quick Search toolbar enables you to have quick access to a quick search or to customize your search using the Advanced search parameters. Asset Search Search the repository for an asset. The binocular icon opens the Advanced Search Options menu to refine search parameters for All Types, Presentation, Image, Video, or Audio files. Note: A full text index search can only be performed if index server is installed and configured. For instructions on how to use the Search functionality, refer to Searching for assets, page 54. Control toolbar The Control toolbar appears below the upper WorkSpace tabs in the Repository view screen. Click the items on the Control toolbar to access menu items. Note: The available buttons may differ depending on the asset in the Asset panel. 20 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Figure 7. Media WorkSpace Control toolbar Left side of Control toolbar File menu New Collection New folder (CTRL+ALT+N) Remove from this location Remove from repository Properties (CTRL+ALT+I) Print (CTRL+ALT+P) View menu Toggle Full Screen (F7) Full Screen Preview Details Toggle Presentation Panel Toggle Compare Panel Tools menu Upload (CTRL+ALT+U) Download (CTRL+ALT+D) Content Transfer Monitor Quickflow Launch Digital Asset Manager (F2) Help Help Contents (F12) About Media WorkSpace (F8) Center of Control toolbar: Asset location (breadcrumbs) Note: The list of items above show the PC keyboard shortcuts that display on a PC. For a more complete list of Mac and PC keyboard shortcuts, please see the appendix. Figure 8. Asset breadcrumbs Asset name filter field EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 21
Figure 9. Asset name filter field Right side of Control toolbar (availability of certain buttons varies): Views Filter Options New Folder Details Print Full Screen Preview Export asset View asset Edit asset Check in asset Transformation Cancel check out Delete Quickflow Apply a new template Download as Generate PowerPoint from slides Note: Apply a new template, Download As and Generate PowerPoint from slides are only available for PowerPoint files or slide collections. Panels Panels are interactive areas that accept user input and/or provide navigating, viewing, and/or editing functions for assets. Panels may contain particular working functions, such as repositories, cabinets, and folders, slide previews, and storyboards. To resize a panel in one of the various views, click on the title bar of the panel to open it, and click again to collapse the panel. For instance, click the Preview panel s title bar to open that panel (shown open below). Most panels can be resized using the grab handles or the collapse and expand arrows, if present. 22 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
The panels that you may use in the Repository view include: Asset panel, page 23 Details panel, page 25 Storyboard panel, page 25 Navigation panel, page 26 Preview panel, page 26 Asset Attributes panel, page 27 Presentation panel, page 27 My Collections panel, page 29 Comparison panel, page 28 In addition to the above Repository view panels, there are also Repository view dialogs for: Using the View Preferences dialog, page 38 Advanced search, page 55 Filtering assets based on metadata, page 40 Chapter 4, Printing Images Adding a new folder, page 71 Asset panel When you select a cabinet or folder, it displays in the Asset panel. The Asset panel shows the cabinets, folders, and assets that are in the current location to which you have navigated. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 23
Figure 10. Asset panel While you can navigate in the Navigation panel, you can also navigate within the Asset panel. Using the breadcrumb node Figure 11. Breadcrumb node As you navigate the repository and open cabinets and folders, Media WorkSpace displays a breadcrumb path to the location you are viewing. You can click any link in the breadcrumb to go to that location. Breadcrumb paths may be truncated due to the space available for the full path to display. When this happens, a scroll bar will enable you to scroll through the entire path by dragging the bar to the right or back to the left. Figure 12. Scrolling breadcrumb node 24 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Details panel Figure 13. Asset Details panel The Details panel, which displays in the same area as the Asset panel, provides basic content management functionality (metadata, renditions, versioning, comments, permissions, relationships, and [for some media types] links) for existing assets. Note: The tabs in the Asset Details panel will vary depending on the type of asset. One of the tabs available in the Details panel is the IP Rights tab, which can only be viewed if configured by your administrator. The IP Rights tab enables you to view IP rights attached to assets. Creation and attachment of rights is currently done using DAM. Storyboard panel Figure 14. Storyboard panel The Storyboard panel displays when you open the Details panel for assets such as presentations, collections, videos, and documents. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 25
Navigation panel The Navigation panel displays the root of the repository into which you are logged. The contents of the repository are displayed in the sub nodes of the repository tree. The sub nodes are cabinets. Cabinet nodes contain folder nodes. To open a node, click it. Below the Repository panel: Preview panel Asset Attributes panel Figure 15. View of Navigation panel Preview panel The Preview panel displays a small preview of the currently selected asset, folder or sub folder. You preview these assets as thumbnails. You can change the size of the thumbnail cells by resizing the preview area. Figure 16. Preview panel 26 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Asset Attributes panel The Asset Attributes panel displays the Documentum metadata associated with that asset. Some (metadata) attributes include: Authors (names) Checked Out By (name) Created (date) Keywords (metadata), and many others Note: You can edit metadata in the Asset Attributes panel and in the Metadata tab in the Details panel. Figure 17. Asset Attributes panel As shown in the image above, you can collapse panels to maximize room for another panel. In this instance, the Preview panel is collapsed so that the Asset Attributes panel is able to be expanded more. IP rights in the Asset Attributes panel is noted by a red R icon in the panel titlebar. Note: The IP Rights tab in the Details panel (not the Asset Attributes panel) enables you to view IP rights attached to assets. Creation and attachment of rights is currently done using DAM. Presentation panel In the image below, the Presentation panel (which, when activated, displays on the far right side) is shown. The presentation panel shows the selected presentation and provides tools to: delete the open presentation or view it full screen. The icons provide the following functionality: File: open and close presentation files Clear: remove the images from the open presentation file Save: save a presentation under another name EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 27
Delete: delete the presentation View Full Screen: view the presentation in full screen mode Figure 18. Presentation panel As well, you can rate the images individually by clicking the number of stars that you want for the rating (for example, click the third star from the left if you want to give the slide 3 stars). To keep any changes that you have made during work done in the Presentation panel, you need to click the Save button and choose Save or Save As... Comparison panel The Comparison panel can be accessed using the View menu or the context menu. The icons provide the following functionality: File: open and close presentation files Clear: remove the images from the open presentation file Save: save a presentation under another name Delete: delete the presentation View Full Screen: view the presentation in full screen mode 28 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Figure 19. Comparison panel The Comparison panel enables the viewing and comparing of images in one of three layouts, which you can select from the layout options at the bottom of the panel. You can add images to compare and can save comparison sets for later review. My Collections panel Figure 20. My Collections panel As with other panels, the My Collections panel can be resized and minimized to make room for other panels or maximize its view. Click the title bar to open the panel the same size as the last time you resized the panel. The contents in the panel will, of course, depend on the asset collections that are gathered. Performing an action To perform an action on an asset, you have the following options: Select the asset and then select an action from the Control titlebar. Based on your selection, some action items may or may not be enabled. Right click the selected item (or anywhere in a content panel or view) and select an action from the context menu. Based on your selection, some action items may or may not be enabled. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 29
Note: This guide uses the term right click ; however, this can be interchanged with Control click, depending on your mouse or if you are using a Macintosh operating system. Double clicking an asset opens the asset in full screen preview. Accessing context menu items Figure 21. Right click context menu Access context menu items by right clicking anywhere in a panel or screen. The following context menu items are available by right clicking in the Asset panel (selections and mouse over selections are displayed using a change in background color). See the respective sections in this guide on how to use these items. The following context menu items should display only if FSS is integration is configured: Open using FSS Open Containing Folder using FSS Viewing and working with permissions This section includes: Introducing permissions, page 30 Permission sets overview, page 32 Basic permissions, page 32 Extended permissions, page 32 Introducing permissions Your access to a repository item is determined by an assigned permission set or level. A permission set determines who can access a particular object in a repository and what actions a user can perform 30 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
on a repository object. For example, to view the contents of an asset you must READ access to the asset. To edit the asset you must have version access. Permissions on an object are set automatically on import through the configuration done by the administrator of the repository. Users can see and modify the permissions in the Permissions tab of the Details panel. Right click an asset and select Details to open the panel. Click the Permissions tab to view the permissions that have (or have not) been set for designated users. Figure 22. Permissions tab From the Permissions tab, you can open the Add / Edit Permissions dialog when you click Add / Edit Permissions link at the bottom right of the tab. Figure 23. Permissions dialog Note: Your ability to change permissions will depend on your own role and permissions. Permissions for folders cannot be set in MWS. They can be set in other Documentum applications like DAM or Documentum Administrator. Caution: For your permissions changes to take effect, save your changes on the Permissions tab. From the Permissions tab, select the permission type, the user or group to whom to apply permissions, basic permission levels, and then click the extended permissions to apply. Click OK when you have completed your changes. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 31
Permission sets overview Each item in the repository has a permission set that determines who can access the item. The permission set lists the users, and groups who have access to the item, and specifies the level of access given to each. For example, a permission set might give one user permission only to view an item, while it gives another user additional permissions to edit, and delete the item. The permission set specifies the level of access by assigning each user or group basic permissions, and extended permissions. For descriptions see Basic permissions, page 32, and Extended permissions, page 32. When you create a new item in the repository, Media WorkSpace automatically assigns the permission set specified in your user properties as your default permission set. To work with permission sets, in Documentum Administrator, navigate to Administration / Security. You cannot work with permission sets in MWS. Basic permissions When adding a user or group to a permission set, you assign the user or group one of the permission levels described in Table 1, page 32. Table 1. Basic permissions Permission level None Browse Read Relate Version Write Delete Permissions No access is permitted to the item. User can view the item s properties but not the item s content. User can view both the properties, and content of the item. User can add annotations to the item. User can modify the item s content, and they can check in a new version of the item (with a new version number). The user cannot overwrite an existing version or edit the item s properties. User can edit item properties, and check in the item as the same version. User can delete items. Extended permissions You can add one or more extended permission to a user or group s basic permission level in a permission set. Extended permissions are described in Table 2, page 33. 32 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Table 2. Extended permissions Extended permission Execute Procedure Change Location Change State Change Permission Change Ownership Extended Delete Description User can change the owner of an item, and can run external procedures on certain item types. User can move the item. User can change the item s lifecycle state. User can modify the item s permissions. User can change the owner of the item User can delete the item. Note: To use Documentum Administrator to work with Permissions, please refer to the Documentum Administrator User Guide. Viewing Media WorkSpace in full screen mode Full screen mode maximizes your view of Media WorkSpace by hiding the browser frames. You can view specific assets at full screen resolution by performing one of the following actions: Select View>Toggle Full Screen from the Control bar to toggle between full screen mode and regular mode, or select View>Full Screen Preview Right click and select Toggle Full Screen from the context menu Click the Full Screen preview icon Press Esc or click Return to return to the previous view. Note: Full screen mode differs from full screen preview in that current views can be switched to full screen mode, which hides the toolbars and buttons in the browser to maximize screen real estate. Preview mode also maximizes browser real estate, and is used for working with assets to perform actions such as annotations and markups. Viewing assets in full screen preview Similar to full screen mode is full screen preview. The full screen preview enables you to preview an asset using the majority of your screen s area. To view in full screen preview: Double click an asset, or Select an asset and click View>Full Screen Preview, or Select an asset and click the Full Screen Preview button. Click Return to return to the previous view. Note: Pressing Esc does not return you to the previous view from the full screen preview; Esc only works in full screen mode. To return from full screen preview, click Return. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 33
To view an asset in Full Screen Preview mode: You can view your asset and scroll each asset in full screen preview mode. 1. Select an asset. 2. To view these assets in Full Screen Preview mode, see click View>Full Screen Preview from the Control toolbar menu or select View Full Screen from the Presentation panel control menu. Full Screen Preview can also be invoked by double clicking an asset in the Asset panel. Full screen preview starts with the selected asset. If none is selected, the first one is previewed first. The full screen toolbar displays the following buttons: Previous Next Show Thumbnail Reel Edit Markup and Annotations Show Markup and Annotations Print Image Details Properties Return For additional convenience, the context menu supports the following actions: Figure 24. Full Screen context menu Only one image is displayed at a time. Click the image in the storyboard at the bottom of the screen to view that image. You can also scroll through the images using Previous and Next arrows or Previous and Next context menu items. 3. Select Show Markup and Annotations to view or hide annotations. 4. Select Edit Markup and Annotations to make changes to markups and annotations. 5. Exit full screen mode by clicking Return or pressing the Esc key on your keyboard. 34 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with panels, views, and searches The Media WorkSpace interface is highly configurable. It consists of multiple panels that can be hidden, repositioned, and resized to optimize your viewing space. This section covers: Using the Asset panel and Navigation panel, page 35 Using the View Preferences dialog, page 38 Using the Presentation panel and the Comparison panel, page 44 Using the My Collections panel, page 52 Using the Asset panel and Navigation panel By default, the Asset panel displays to the right of the Navigation panel in Repository view. The asset panel shows details and thumbnails of the assets that are selected. The Navigation panel displays cabinets/folders and sub folders in a tree structure. You can perform the following actions from the Navigation panel: Access the repository, cabinets, and folders Hide the Navigation panel Move the Navigation panel Using Views to change the displaying of assets in the Asset panel From the Control toolbar, click the Views button to open the Views menu. There are four options for re ordering your Asset panel: List Thumbnails List and Thumbnails Storyboard A gear shaped icon appears on the far right side in the column title row when you are in either the List view or the List and Thumbnails view. Click it to open the Column Preferences dialog which enables you to select the columns to display or hide. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 35
Figure 25. Column Preferences dialog To show additional columns: select the desired items in the Available attributes to display list on the left and drag them to the right. To hide columns: select items from the Selected attributes to display list and drag them to the left. Navigating the repository The Navigation panel displays the repository s directory structure. When you select a cabinet or folder, the repository panel displays a tree folder structure to indicate the location of the current folder with respect to the repository. The Asset Tree panel displays the contents of the asset selected, and most assets will also display a thumbnail in the Preview panel. You can collapse and expand the repository, cabinet, and folder nodes. Note: If the triangle icon to the left of a folder or cabinet is pointing down, that indicates that the folder or cabinet is expanded. A triangle icon pointing to the right (to) a folder or cabinet indicates that the cabinet or folder is collapsed. To navigate the repository: 1. From the Navigation panel, select a cabinet The cabinet opens to display a tree folder structure. 2. Select a folder from the cabinet tree structure. Folders appear in the Asset panel. The breadcrumb updates the path to the current location. 36 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
3. Click on the folder to expand it. Sub folders (if any) are displayed in a tree structure Sub folders or media files display in the Asset panel. The breadcrumb updates the path to the current location. 4. Click on the triangle icon beside the folder, to collapse it. The sub folders, if any, close and the parent folder is displayed. The Navigation and Asset panels display the parent folder. The breadcrumb updates accordingly 5. To go up a level in the directory, do one of the following: In the Navigation panel, click the location/folder you want to go to. OR Click the location from the breadcrumb node. 6. For the Asset Attributes, Details, and My Collections panels, you can click the header on the panel to minimize and restore the panel s height. 7. Dialogs can be resized, maximized, restored, and moved to off screen positions. Hiding or showing the Navigation panel You can hide the Navigation panel to widen the Asset panel and My Collections panel. To hide the Navigation panel: 1. The Repository view displays the Navigation panel to the left and the Asset panel to the right. 2. Use your mouse to grasp the resizing handle on the right margin of the Navigation panel and slide the panel closed. You can also use the resizing handles to increase the height of the Preview, Asset Attributes, and My Collections panels. OR Click the left pointing triangle at the top right of the Repository panel. The Navigation, Preview, Asset Attributes panels collapse and the Asset panel expands accordingly. To show the Navigation panel: 1. Perform one of the following: Use your mouse to grasp the resizing handle on the right margin of the Navigation panel and slide the panel open. You can also use the resizing handles to increase the height of the Preview, Asset attributes, and My Collections panels. OR Click the right pointing triangle at the top of the closed column containing the Navigation, Preview, and Asset Attributes panels to expand these panels to their previous size. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 37
Using the View Preferences dialog The View Preferences dialog displays viewing and ordering options for objects in the Asset panel. Use the dialog to: Resize thumbnails cells displayed using the provided slider Change sorting for fields such as Name, Rating, Type, and Format Sort order of thumbnails displayed (ascending/descending) Filter thumbnails displayed by select metadata (for example, Name, Rating, Type, Format) Choose whether to show My Rating, Average Rating, or both Show/hide metadata, such as image rating or item name Reset your selections with the Reset link or click close after you have made your changes Accessing View Preferences dialog To access the View Preferences dialog, click the View Preferences link in the Application titlebar. The View Preferences dialog displays over the Asset panel. Figure 26. View Preferences dialog Resizing Thumbnails You can change the size of the thumbnails for some of the assets that are displayed in the Asset panel when in Thumbnail view. To change to Thumbnail view, click the Views button in the Application titlebar and select Thumbnails. Decrease or increase the size of the assets using the slider provided in the View Preferences dialog. The size of the thumbnail is limited to the size of the Asset panel area that is available and configured settings. To resize cell size for asset thumbnails: 1. Navigate to and click on the required folder to display its contents. 38 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
2. Click the View Preferences link in the Application titlebar. The dialog displays over the Asset panel. 3. Select and drag the arrow on the Thumbnail View Cell Size slider. When you mouse over the arrow, you see the current cell size pop up numerically. 4. Slide the arrow along the rule: a. Shift the arrow to the right. Thumbnail cells increase in size. b. Shift the arrow to the left. Thumbnail cells decrease in size. You can use your mouse to change the size of the viewing area so that your thumbnails have a larger range of possible sizes. Changing asset view order By default, objects in the Asset panel appear in alphabetical order by name. You can change this view order according to the following criteria from the View Preferences dialog: Name (of document or folder) Rating (how many stars the item was rated) Type (Document or Folder) Format (jpg, gif, bmp, and so on) Size Version Creator Date created Date modified You can select to hide image names by: Deselecting Show Item Name You can select to view image ratings by: Selecting Show Item Rating To change asset view order: 1. Navigate to and click on the required folder to display its contents. 2. Select View Preferences dialog in the Control bar. The dialog displays over the Asset Tree panel. 3. Click the drop down arrow beside the Sort By field and select the required sort option from the drop down menu: Name Rating EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 39
Type Format Size Version Creator Date Created Date Modified 4. At the Sort Direction field, select the Ascending or Descending button, to further sort your selections in ascending or descending order. Assets are sorted according to the specified options. Note: To view asset without names, deselect Show Item Name from the bottom left of the View Preferences dialog. To clear the asset sort order, click Reset at the bottom left of the View Preferences dialog. Selecting Reset returns the following fields back to default setting if they were changed: Sort By Sort Direction (to Ascending) Item Cell Size Show Item Name (to selected) Filtering assets based on metadata Objects in the Asset Tree panel appear in alphabetical order by name. Use Filter Options in the Control Bar to narrow the selection of objects displayed. The filter criteria is case insensitive. Filter options include: Name Starts With (enter first letter or characters of name) Name Contains (of document or folder) Creator Name Contains (name of user who created the document or folder in the repository) Format (content type) Type (document or folder) Creation Dates (creation date or range of dates) Rating (rating level) File Size (MB) To filter assets based on metadata: 1. Navigate to and click on the required folder to display its contents. 2. Click View Preferences dialog link in the Application titlebar. The dialog displays over the Asset panel. 40 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Figure 27. Filter Options dialog 3. From the Filter Options dialog box, select one or more of the following filters according to your preferences: Contains Name To filter your search by Contains Name, enter characters of name of the asset you would like to view. To view a selection of assets beginning with a specific letter of the alphabet, enter the letter of the alphabet only. Thumbnail View automatically filters as you type characters into the Name text field. If an object in Thumbnail View contains the typed in letter sequence in its name, it is kept in view. For example, if you are filtering by the name, Apple, Thumbnail View will filter as soon as you enter the first letter in the Name field. When you type in ʺAʺ, all items with A or a in their name display. As you type in Ap, only items with Ap ʺAPʺ, ʺapʺ, ʺaPʺ in their name display. As you type in App, only items with App in their name display. The filtering continues until you have typed in the whole word and only the object with the name Apple is left on the screen. The filter criteria is case insensitive. Starts With Name differs from Contains Name. Starts With Name has the listed characters at the start of the name, whereas Contains Name contains those characters within the name between the start and end of the name, as follows: Contains Name when you type one, all items containing one anywhere in the asset name displays, such as Money.jpg or Lonely.ppt Starts With Name when you type art, all assets with names that start with art are displayed, such as artistic.jpg or arthur.doc Creator To filter your search by Creator, enter the name of user who created the document or folder in the repository. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 41
Format Thumbnail View automatically filters as you type characters into the Creator text field. If an object in Thumbnail View contains the typed in character sequence in its name, it is kept in view. For example, if you are filtering by the name, Smith, Thumbnail View will filter as soon as you enter the first letter in the Creator field. When you type in ʺSʺ, all items with S in the creator name show up. As you type in Sm, only items with Sm in the creator name show up. As you type in Smi, only items with Smi in the creator name show up. The filtering continues until you have typed in the whole word and only the object(s) with the name Smith is/are left on the screen. The default view is set to All Formats for the file type selected, or you can select a format (for example, BMP, JPEG, GIF, PNG, and several others if image is the asset type). To filter your search by format, select one of the following, select All Formats or select a specific format. Type The default view is set to All Types. To filter your search, select one of the following: Document or All Types When you select Document or All Types, the sort by fields provided are: Format Size Rating Folder When you select Folder, the following sort by fields are disabled: Format Size Rating Creation Dates You can specify ONE date of creation or a RANGE of creation dates for your search (a start range date and an end range date). To enter a creation date: Select the FIRST calendar to the right of Creation Dates field. A calendar dialog displays. Select the month by clicking on the left or right arrow by the month and year at the top of the dialog. 42 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Select the date on the selected month. The calendar dialog closes. If you want to create a date range, select the SECOND calendar on the far right of Creation Dates field. A calendar dialog displays. Select the year, month, and date of the end range date of creation. If you have one date of creation, select the same month and date you entered in the first calendar. File Size (MB) The calendar dialog closes. To filter your selection by file size, use the File Size horizontal slider. The rule moves in exponential increments. Click the first overlapping arrow and slide along the horizontal slider to the desired file size. Watch the slider s tool tips to see the incremental increases as you use the slider. Rating For example, To view all images that are 2 MB, slide the first overlapping arrow to the left to 2.0 MB. To filter your selection by a size range, slide the first overlapping arrow to the first size range and the second arrow to the second size range. A setting of 2 and 4, will show all assets from 2 4 MB in size. Select 0 if you want to see all images sizes. Image size selection ranges from 0 15 GB To view the results for the two types of ratings, you must select the rating type you want to view from the View Preferences dialog (see Using the View Preferences dialog, page 38). Then, to filter your selected asset by an asset rating level, use the two horizontal sliders for the two rating types, My Rating and Average Rating in the Filter Options dialog (see Figure 27, page 41). For example: To view My Rating results in the Asset panel, select the yellow My Rating star. The star will darken when selected. To view Average Rating results in the Asset panel, select the red Average Rating star. The star will darken when selected. To view both rating types in the Asset panel, select both. In Filter Options, you can use the sliders for either of the two rating types by dragging the first overlapping arrow to your first rating range and the second arrow to your second rating range. A setting of 2 and 4, will show all assets with a rating from 2 4 stars for that rating type (Average or My). Select 0 if you want to see all images, with or without a rating. Images are rated from 1 5 stars. 4. The assets are filtered according to your specified filter(s). Note: To clear all the filter fields, select Clear from the bottom right of the View Preferences dialog. The filter fields clear and reset to default setting. Assets appear in default sort order. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 43
Using the Presentation panel and the Comparison panel Use the Presentation panel and the Comparison panel to group images into comparison or presentation sets. This section provides instruction on how to create, save, locate, view, and delete comparison and comparison and presentation sets. Note: You can toggle between Comparison panel and Presentation panel by selecting the View menu item or context menu item for each (for example, Toggle Compare Panel and Toggle Presentation Panel). The two panels will simply switch and you can continue to use them with or without saving your changes between each toggle of the panels. Note: While anyone can add/remove/reorder assets in a set or collection, the deletion of a set or collection can only be done by users with DELETE permission for that specific collection. Accessing the Presentation panel You can access the Presentation Panel from the Repository view in the following ways: Select View > Toggle Presentation Panel from the View menu in the Control bar. Select Toggle Presentation Panel from the context menu. Figure 28. Presentation panel 44 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Using the Presentation panel Drag and drop images from the Asset panel or Details View into the Presentation panel. Images dropped into the Presentation panel are referenced, not duplicated. Thus, another image object is not created. To create and save a presentation using the Presentation panel: 1. Open the Presentation panel by selecting View>Toggle Presentation Panel from the Control toolbar. The panel opens to the right of the Asset panel. 2. The Presentation Panel control menu displays the following icons: File (Open/Close a presentation set) Clear (the Slideshow assembler content) Save (a presentation set) Delete (the opened presentation set) View Full Screen (the selected images) Figure 29. Presentation panel toolbar For added convenience, the context menu in the Presentation panel area displays the following options: Add to Current Comparison Set to add the images that are in the Presentation panel to a comparison set Settings to adjust Flash Player settings About Adobe Flash Player... 3. Drag and drop images from My Collections panel into the Presentation panel. The images in My Collections can be from anywhere in the repository. As you add images to fill the panel area, a vertical scroll bar appears. The panel automatically scrolls when you drag items to the panel s top or bottom edges, or when your mouse pointer approaches the panel s top or bottom edges. You can manually select and drag an image to change its position. Note: You cannot drag and drop the same image into the Presentation panel or Comparison panel twice. You cannot drag and drop a folder or file type (other than images) into the Presentation panel or Comparison panel. You cannot drag an image from the My Collections panel to the Comparison panel, nor to the Presentation panel. Use the Asset panel or Details panel as the source for images to drag into the Presentation panel or Comparison panel. 4. To remove an image from the presentation, select the image and drag out of the image area, below, where indicated by To Remove Images, Drag Here. To remove all the images from the compare set, click Clear. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 45
5. To save the presentation, click the Save icon from the toolbar. A drop down menu appears. Select Save to save a new comparison set or save an existing opened comparison set with your new changes. Select Save As... when you want to save an existing image set with a different name, creating a new image set. Note: You can save multiple comparison sets with the same name. 6. Enter the name and click OK. Note: You can toggle between Comparison panel and Presentation panel by selecting the View menu item or context menu item for each (for example, Toggle Compare Panel and Toggle Presentation Panel). The two panels will simply switch and you can continue to use them with or without saving your changes between each toggle of the panels. To locate and view a saved presentation: Note: You need WRITE permission on a collection you did not create to save any modifications. You can use the Save As functionality to save into a brand new collection. 1. Open the Presentation Panel by selecting View>Toggle Presentation Panel from the Control toolbar. The panel opens to the right of the Asset panel. 2. To access a saved comparison, select File>Open. The Presentation Locator dialog box opens. Figure 30. Presentation Locator Dialog Box 3. You can perform a search in a number of ways: For a specific saved presentation, enter the name or the creator of the presentation in the first field box on the left. You can enter the first or last name of the creator, or both. You can also enter a portion of the name/creator name. The field is case insensitive. Click Search. 46 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
The search result appears in a table with the following headers. Name (of the presentation) Creator (of the presentation) Created (creation day of the week, date, and time) For a listing of all of your saved comparisons, click Get My Items. The search result appears in a table with the following headers: Name (of the presentation) Creator (of the presentation) Created (creation day of the week, date, and time) For a list of all of the saved comparisons, click Get All. The search result appears in a table with the following headers: Name (of the presentation) Creator (of the presentation) Created (creation day of the week, date, and time) 4. To clear your search, click Reset. 5. Select the item you want to open. Click Open. The image set opens. To delete a saved presentation: Note: You need DELETE permission for the target collection to delete it. 1. Open the Presentation panel by selecting View>Toggle Presentation Panel from the Control bar. The panel opens to the left of the Thumbnail panel. 2. Select the Open icon from the Presentation panel control menu. The Presentation Locator dialog box opens. 3. Locate and select the saved presentation following the steps outlined in To locate a Saved Presentation. 4. Click Delete. 5. The Confirm Delete Presentation dialog box appears. Select OK. You can also delete an opened presentation in Slideshow assembler by selecting the Delete icon from the Slideshow assembler toolbar. Accessing the Comparison panel The Comparison panel can be accessed using the View menu or the context menu. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 47
Figure 31. Comparison panel To access the Comparison panel: 1. Perform one of the following: Select the Toggle Compare Panel from the context menu OR Select View>Toggle Compare Panel from the View menu in the Control bar. The Comparison panel opens to the right of the Asset panel in the same area as the Presentation Panel. Note: You can toggle between Comparison panel and Presentation panel by selecting the View menu item or context menu item for each (for example, Toggle Compare Panel and Toggle Presentation Panel). The two panels will simply switch and you can continue to use them with or without saving your changes between each toggle of the panels. 2. The Comparison panel toolbar, as with the Presentation Panel toolbar, displays the following icons: File>Open/Close (a saved comparison set) Clear (the Comparison assembler content) Save (a comparison set) Delete (the opened comparison set) View Full Screen 3. The context menu displays the following same actions as it does in the Asset panel: Toggle Full Screen (toggle between present screen size and full screen) Toggle Presentation panel Toggle Compare panel Open Containing Folder Details Properties (enabled when you select a media file) 48 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
New Folder Delete Markup and Annotation (enabled when you select an image that has a saved markup or annotation) Quickflow (opens a Quickflow dialog for working with the selected asset) Refresh (refreshes selected location in Media WorkSpace) Help Contents (opens the Help system) About Media WorkSpace (splash screen with trademarks and build number) Settings... (for Adobe Flash Player) About Adobe Flash Player Using the Comparison panel Drag and drop images from the Asset panel into the Comparison Panel. Images dropped into the assembly area are referenced, not duplicated. Thus, another image object is not created. To create and save a comparison set using the Comparison panel: 1. Open the Comparison panel. 2. Navigate the repository to display desired images in the Asset panel. Drag and drop images from the Asset panel into the Comparison panel. As you add images to the Comparison panel, the images resize to fit the window. You can also manually click and drag an image to change its position. Note: You cannot drag and drop the same image into the Presentation panel or Comparison panel twice. You cannot drag and drop a folder or file type (other than images) into the Presentation panel or Comparison panel. You cannot drag an image from the My Collections panel to the Comparison panel, nor to the Presentation panel. Use the Asset panel or Details panel as the source for images to drag into the Presentation panel or Comparison panel. 3. By default, images are displayed in a grid alignment. You can change the display configuration of the images, if required, by using the configuration icons at the bottom of the screen. Figure 32. Comparison panel grid options Select ONE of the following configurations views to change the set alignment: Grid alignment Horizontal alignment Vertical alignment The selected option is highlighted in blue. 4. Drag and drop an image, to change its position in the configuration. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 49
5. To remove a specific image from the comparison set, drag it into the banner below the image assembly area that is labeled To Remove Images, Drag Here. To remove all the images from the comparison set, click Clear. 6. To save the comparison set, click the Save icon from the Comparison panel toolbar. A drop down menu appears. Select Save to save a new comparison set or save an existing opened set without any changes. Select Save As... to save an existing comparison set with a different name, creating a new comparison set in the repository. Note: You can save multiple comparison sets with the same name. 7. The Save Compare Set As dialog box appears. Enter the name of the file and click OK. To locate and view a saved compare set: Note: You need WRITE permission on a collection you did not create to save any modifications. You can use the Save As functionality to save into a brand new collection. 1. Open the Comparison panel. 2. To access a saved compare set, select the File icon from the Comparison Assembler control menu. The Comparison Set Locator dialog box opens. Figure 33. Comparison Set Locator Dialog Box 3. Select one of the following to perform a search: For a specific saved comparison set, enter the name or the creator of the set in the first field box on the left. You can enter the first or last name of the creator, or both. You can also enter a portion of the name/creator name. The field is case insensitive. Click Search. 50 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
The search result appears in a table with the following headers. Name (of the compare set) Creator (of the compare set) Created (day of the week, date, and time) For a list of all of the saved comparison sets, click Get All. The search result appears in a table with the following headers: Name (of the compare set) Creator (of the compare set) Created (day of the week, date, and time) For a list of all of the saved comparison sets under your name, click Get My Items. The search result appears in a table with the following headers: Name (of the compare set) Creator (of the compare set) Created (day of the week, date, and time) 4. Select the item that you want to open. Click OK. The comparison set opens. 5. To cancel your search, click Cancel. 6. To clear the fields in your search, click Reset. To view a comparison set in Full Screen mode: You can view the comparison set and scroll each image in the set in full screen mode. 1. Create a comparison set following steps 1 7 in Using the Comparison panel, page 49. 2. To view these images in full screen mode, click View Full Screen from the Comparison panel toolbar. The selected images are displayed full screen. To exit full screen view at any time, select Toggle Full Screen from the context menu, click OK, or press the ESC key on your keyboard. The full screen tool bar enables the following actions. Select one to perform the action: Grid Alignment (configure images in a grid) Horizontal Alignment (configure images in a horizontal line) Vertical Alignment (configure images in a vertical line) Print Image (to send the image directly to the printer) OK (to return to the previous screen) To delete a saved comparison set from Comparison Set Locator: Note: You need DELETE permission for the targeted collection to be able to delete it. 1. Open the Comparison panel. 2. To access a saved comparison set, select File>Open from the Comparison panel toolbar. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 51
The Compare Set Locator dialog box opens. 3. Select one of the following to perform a search: For a specific saved compare set, enter the name or the creator of the set in the first field box on the left. You can enter the first or last name of the creator, or both. You can also enter a portion of the name/creator name. The field is case sensitive. Click Search. The search result appears in a table with the following headers. Name (of the compare set) Creator (of the compare set) Created (day of the week, date, and time) For a list of all of the saved compare sets, click Get All. The search result appears in a table with the following headers: Name (of the compare set) Creator (of the compare set) Created (day of the week, date, and time) For a list of all of the saved compare sets under your name, click Get Mine. The search result appears in a table with the following headers: Name (of the compare set) Creator (of the compare set) Created (day of the week, date, and time) 4. Select the saved comparison set (you can select more than one) and click Delete. 5. The Confirm Comparison Set Delete dialog box appears. Select OK. You can also delete an opened presentation in Comparison assembler by selecting the Delete icon from the Slideshow assembler toolbar. Using the My Collections panel The following topics are included in this section: Creating a collection, page 53 Adding and removing assets in a collection, page 53 Building a presentation, page 84 In the My Collections panel, you have several actions that you can perform within a single collection or between collections: View assets in the Details panel by selecting Details from the Action menu for that collection. Review collections to add or delete assets in and between collections using drag and drop after opening collection storyboards. Remove a collection from My Collections using the Remove Action item. 52 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Note: This does not remove the collection item from the repository, only from the My Collections panel. Share a collection with others using the Share Action item. Task a colleague to work with assets using the Quickflow Action item. Download a collection to your local machine as individual files or in a zip file using the Download Action item. Refresh the collection so that it displays the most up to date assets using the Refresh Action item. Build Presentation. Creating a collection Collections can be created to organize assets for yourself or to collaborate with other users. This includes sharing, sending using Quickflow, downloading and rating. To create a collection: 1. On the My Collections title bar, click the button. The Create A New Collection dialog opens. Figure 34. Create A New Collection dialog 2. Enter a name for your new collection. 3. Select a Collection Type from the drop down selection list. Collection (can be a variety of asset types) Slide Collection (slides, images, and document pages) Video Bin (to collect video frames and/or videos) 4. Click OK to create the new collection. The collection is placed in logical order in your My Collections panel. 5. Now, you can add assets to your new collection. Note: The collection object is created in the My Personal Collections folder in your home cabinet. Adding and removing assets in a collection Adding and removing assets in a collection is as simple as dragging and dropping. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 53
To add or remove assets in a collection 1. Select the collection with which to work, and click the right pointing triangle in the title of the collection to open it and make it available to have assets added or deleted. 2. Navigate the Repository and Asset panels to find an asset to add, or drag and drop an asset from another collection. 3. Drag the asset to the location that you want it in the collection. If this is the first asset, it will be in the first frame. 4. Continue adding assets as needed. You can return to your collection at any time to make changes. Assets can be added from other collections or other slide collections in the My Collections panel or from the Details panel and the Storyboard panel associated with a particular Details panel. If you add a presentation to a slide collection, all of the slides from the presentation are added to the slide collection at the point where the presentation was dropped into the Slide Collection. You can add or remove assets to and from any point in your collection. 5. To remove an asset from a collection, drag it out of the collection area and drop it in the area of one of the closed collections. Searching for assets You can search for an asset using standard Documentum search options or using the Advanced search options provided in the Search toolbar. Searches look across repositories, cabinets, and folders unless specified otherwise in an Advanced Search. Figure 35. Quick Search Toolbar When you are ready to perform an asset search, enter characters associated with the asset that you seek and click OK, or click the Advanced Search button for more search options. Note: If Index Server is available, the metadata fields that can be searched is determined by your administrator. Otherwise, the default metadata fields that can be searched with a quick search are Name, Title, and Author. By default, searches are case insensitive. This is configurable by your administrator (by editing the Search.xml file). Quick search A quick search involves entering some or all of the characters from the name of the asset that you seek. After you enter the characters from the name, click OK. The Asset panel will display the results of the search. The search will look in the current cabinet. 54 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Advanced search To use the advanced search parameters, click the Advanced Search button beside the OK button. To perform an Advanced Search: 1. Click the Advanced Search button. The Advanced Search menu displays. Figure 36. Advanced Search menu 2. Select the type of asset that you seek. The Advanced Search dialog opens. Figure 37. Advanced Search dialog 3. In the Contains field, enter a string of contiguous characters contained in the asset name. 4. In the File Format selection list, choose the format that applies to this asset. Note: The File Formats are determined by the asset type that you selected at the outset. In this example, we are using image as the asset type. 5. For Locations, choose either the current cabinet or the most recently used folder location. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 55
6. Optionally, you can click Edit to specify repository locations to search. Figure 38. Repository Locations Selector dialog By default, the repository is the level at which the search will begin. You can change that by dragging and dropping cabinets or folders that you want to include in the search into the Included in Search box, on the right side of the dialog. If you dragged cabinets A, B, and C into the list of items to be included in the search and subsequently find out that cabinet B is irrelevant to the search, you can drag it or any other unwanted search location to the area at the bottom of the screen to delete it from the search. You can search at the repository level (including all cabinets and folders) or be as specific as the sub folder level or even several sub folders from different cabinets. Once you have completed your selection of search locations in the Repository Locations Selector dialog, only those locations will be searched. 7. You can select an Object Type that may contain the asset that you seek. 8. You can select one of the asset s Properties to search for, using the Operator field (for example, Contains, Begins With, Not In, and so on) to describe the property, or click Remove to ignore the Properties. Click Add Another Property to keep adding descriptions of properties that will help you filter for the asset you seek. 9. Select the last Date relevant action that you want to filter by to find the asset. Select the action (for example, Check Out Date, Effective Date, Modified, and so on) and the timeframe (for example, Anytime, Within the Previous Day, Within the Previous Week, and so on) OR specify a date range (From, To). Use the calendar buttons to open a calendar screen and navigate to the From and To dates. 10. From the Size selection list, choose a size range (for example, Any Size, Less Than 1 MB, Less Than 1 GB, and so on) or select an operator (for example, =, >, Between, Is Null, and so on) an estimated value for the size of the asset, and a magnitude (for example, KB, MB, GB). 11. You can Find Hidden Objects and/or Find All Versions by selecting those options. 12. You can choose to further filter your search based on Media Properties (for example, Color Mode, Height, JPEG Quality, and so on), and you can add Media Properties by which to filter, or click the Remove button to ignore Media Properties. After all of your search parameters are defined, click Search to start the search, click Clear to set new parameters from scratch, or click Cancel to return to the previous screen. 56 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Note: The results of the search are displayed in the Asset panel in a tab. The tab shows the number of assets that were returned for that one search page, and not the total number of assets applicable to the entire search. Viewing product information The About Media WorkSpace box provides information about the product version and release date. If you require technical support or want to upgrade your version, you will need this information. To view product information for Media WorkSpace: 1. In Main View, select Help>About Media WorkSpace from the Control bar. 2. The About box opens. The product version number, build number, and build date are provided. 3. To close the About box, click OK. Launching Digital Asset Manager in Media WorkSpace You can access Digital Asset Manager (DAM) via Media WorkSpace by selecting Tools>Launch Digital Asset Manager from the menu in the Control bar or by selecting F2 from your keyboard. DAM launches in another browser tab or browser window (depending on how you have your browser configured) in the same folder location as in Media WorkSpace. To access DAM via Media WorkSpace: 1. Navigate to the MWS URL in your browser. The MWS login screen opens. 2. In the Username field, type your user name using the same user credentials that you will enter to log into DAM. User names are case sensitive. 3. In the Password field, type your password using the same user credentials that you will enter to log into DAM. Passwords are case sensitive. 4. From the Repository dropdown list, select the DAM repository. 5. From the menu bar, select Tools>Launch Digital Asset Manager. Note: Your Media WorkSpace administrator must configure DAM to work from within MWS by having MWS point to the DAM URL. Accessing Media WorkSpace via DAM When you access Media WorkSpace through DAM, another browser window opens and you are taken to your Media WorkSpace repository. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 57
To access Media WorkSpace via DAM: 1. Navigate to the DAM URL in your browser. The DAM login screen opens. 2. In the Username field, type your user name using the same user credentials that you will enter to log into Media WorkSpace. User names are case sensitive. 3. In the Password field, type your password using the same user credentials that you will enter to log into Media WorkSpace. Passwords are case sensitive. 4. From the Repository dropdown list, select the Media WorkSpace repository. 5. From the menu bar, select Tools>Launch MediaWorkSpace. Note: Your Digital Asset Manager administrator must configure Media WorkSpace to work from within DAM by having DAM point to the MWS URL. Accessing File Share Services (FSS) or My Documentum for the Desktop Customers who use both Media WorkSpace and File Share Services (or MWS with My Documentum for the Desktop) will benefit from this and the following two sections, for how the applications inter operate. When you launch File Share Services or its latest version, the repository is shown as a Windows file share. Files that are saved in File Share Services are saved to the repository. Note: When using a Mac, the repository that you are connected to will use Mac s external hard drive icon. Caution: To connect to File Share Services, ensure File Share Services has been installed and configured. You should be connected to FSS before you login to Media WorkSpace. The FSS icon should appear in your system menu. To connect to File Share Services, you need to log in to the same repository as Media WorkSpace, using the same user credentials that you use to log in to Media WorkSpace. Refer to the steps below. To connect to File Share Services: 1. Click on the FSS Monitor icon from your system tray. The FSS login screen opens. 2. In the Username field, type your user name using the same user credentials that you enter to log into Media WorkSpace. User names are case sensitive. 3. In the Password field, type your password using the same user credentials that you enter to log into Media WorkSpace. Passwords are case sensitive. 4. From the Repository drop down selection list, select a Media WorkSpace repository. 5. Click Login or press Enter. You have successfully logged in. 58 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Viewing and editing assets via File Share Services You can select an asset in Media WorkSpace and use File Share Services (FSS) to view or modify an asset. You can also open the original folder containing the object in File Share Services. Note: To access File Share Services, the File Share Services client service should be configured and running, and you must be logged in to the same repository as you are using for Media WorkSpace. The FSS Monitor icon displays in your system tray when FSS is running. To view and edit an asset using File Share Services 1. Browse the Media WorkSpace repository for the target asset. 2. Right click the asset to reveal the context menu. Figure 39. FSS Context menu item 3. Select Open Using FSS. Note: If you must be logged into FSS to perform this action. A dialog opens that asks, Would you like to View or Edit asset name? Figure 40. Open or view asset 4. If you select View, the asset will open in the associated desktop application to view the asset. If you select Edit, the asset will open in the associated desktop application to edit the asset. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 59
5. Any changes you make during editing can be saved to the desktop and then uploaded to the repository. Browsing the File Share Services repository share To browse the File Share Services repository share: 1. From the Media WorkSpace Asset panel, select and right click the required asset. The context menu opens. 2. Select Open Containing Folder using FSS. Figure 41. Open Containing Folder using FSS menu item Note: If you must be logged into FSS to perform this action. The repository share opens in a new Windows Explorer window to the folder containing the asset. 3. Browse the repository by clicking on selected cabinets and folders to reveal their contents. Caution: You should ensure that popup blockers are not enabled to use this feature. 60 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Chapter 3 Annotating and Marking Up Images With Media WorkSpace you can add reviewer comments and highlight specific areas of an image for editing and future reference. Images that have saved annotations have a balloon with the letter A in the Details title bar, under the thumbnail, and in the Markup and Annotations Indicator. Creating markups and annotations, page 61 Viewing saved annotations, page 65 Deleting markups and annotations, page 65 column in the Asset panel. This is the Creating markups and annotations With the annotation tool you can markup and add text notes to an image. When you save the annotations they are stored in a separate layer and do not affect the original image. Markups and annotations on image assets are viewable in real time. Figure 42. Annotation Icon On Thumbnail You must have Write permission to create annotations and markups on an image. If you do not have Write permission, a prompt will be displayed when entering the markup and annotations editor and you will be returned to the previous screen. Only one markup and annotation can be created on an image at a time. Only the initial creator of the markup and annotation can edit or delete the markup and annotation. Note: Full screen capability is not available when Edit Markup and Annotations is selected. Figure 43. Preview Control toolbar EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 61
Annotating and Marking Up Images The markup and annotations toolbar is available in Full Screen Preview mode. Full Screen Preview mode displays the image full screen with a Preview Control Bar featuring buttons to perform a variety of actions: Directional arrows: to scroll to previous or next image Thumbnail Image Reel: to provide a horizontal scrolling list of asset as thumbnails Select a thumbnail to skip ahead or backward to preview any asset in the collection View the asset s rating in the form of filled stars at the bottom of the thumbnail Change the image rating by clicking a star Edit Markup and Annotation: to access the annotation toolbar Show/Hide Markup and Annotations: to see any markup and annotations on the image. As you move forward and backward through the collection, markup and annotations display for each image (that has any) in the collection Print: to send the selected image directly to the printer Details: Open the Details tab for this image Properties: View metadata for this image (click OK to exit Properties dialog) Return: to return to previous screen The context menu in Preview mode includes options provided in the Preview Control toolbar as well as: Toggle Full Screen: enter or exit full screen mode while maintaining Preview functionality Hide Control bar: hides the Control bar from view. The context menu changes to Show Control Bar to bring it back on screen. To create/edit markups on an image: 1. From the Asset panel, select the required image. 2. Double click the image OR Select View>Toggle Full Screen from the Application titlebar. The image appears in Preview mode. The Preview Control toolbar displays at the bottom of the screen. 3. Select the Edit Markup and Annotations icon from the Preview Control bar or right click and select Edit Markup and Annotations from the context menu. The Annotation toolbar displays. Figure 44. Markup Annotation toolbar 4. Use the following tools from the Markup Annotation toolbar, as required: Color Picker The default color is red. To change this color, open the Color Picker icon and select a new color. Pencil: produces a thin line (3 x 3 pixels) Marker: produces a thicker line (6 x 6 pixels) 62 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Annotating and Marking Up Images Eraser: removes a markup Add Note: adds text annotations Hide/Show Markup Annotations: existing markup and annotations Save Undo: last action Redo: last action Clear All: remove all annotations made OK: Return to image preview 5. Select either the pencil or marker tool to add free form lines to the image. The pencil produces a thin line (1 pixel in width) The marker produces a thicker line (3 pixels x 3 pixels). 6. Use the eraser or the Undo option to remove any annotations you do not want. 7. Use the Redo option to add back the last undone annotation. 8. To toggle between showing and hiding annotations, select Hide/Show Markup Annotations. 9. To delete all markups, select the Clear All icon. 10. To save all notes and annotations, select Save before exiting the annotation tool screen. 11. To exit from the annotation tool screen, click OK. When you are finished editing or to return to the previous screen, click Return from the toolbox or from the context menu. You are prompted to save any added markups and annotations. Adding text annotations You can add reviewer comments to images using the Note tool and Text Editor. Images that have saved annotations display a balloon with the letter A under the thumbnail in the Details panel title bar and in the Annotation and Markup Indicator column in the Asset panel. Figure 45. Text Editor To add text annotations: 1. Navigate through the repository to the required image. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 63
Annotating and Marking Up Images 2. Double click the image from the Asset panel or select View>Toggle Full Screen. The image appears in full screen mode. The preview toolbar appears at the bottom of the screen. 3. Select the Edit Markup and Annotations icon from the toolbar OR right click and select Edit Markup and Annotations from the context menu. The annotation toolbar displays. Note: You can drag the Annotation toolbar to any location on the image. 4. Select the Add Note tool. A note balloon appears where you have clicked the mouse. You can reposition the note by selecting it and moving it to the desired location. 5. Double click the Note balloon and the Text Editor opens: The day, date, and time are recorded for the note. You do not need to add this information in the body of the note. 6. Enter your text using the keyboard. 7. Select from the following tools in the Text Editor to change the default font color, style, size, and to add emphasis, if desired: Font Selector: to change the default font Font Size Selector: to change the default font size Font Emphasis icons: to add emphasis Bold Italics Underlined Color Picker: to change the default font color The default color is red. To change this color, click the Color Picker icon and select a new color. The font color changes to the selected color. Text Alignment: to adjust the change the default text alignment: Left text alignment Centre text alignment Right text alignment Justified text alignment Add Bullets: to add emphasis 8. Double click Text Editor, to close it. 9. To delete a note, right click the Note and select Delete Note from the context menu. The note can be a newly created note or an existing note. 10. To save a note, select the Save icon before exiting the annotation tool screen. The Save option takes a snapshot of the image as is. If a note is open, it will show as opened in the snapshot. If it is closed, it will be closed in the snapshot. 11. To exit from the annotation tool screen, select OK from the control menu. 64 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Annotating and Marking Up Images To edit an existing note: Follow steps 1 3 above to locate the note. Double click the Note balloon to open the Text Editor. Make your edits and select the Save icon to save your changes. Viewing saved annotations Images that have saved annotations display a balloon with the letter A under the thumbnail in the Details panel title bar and in the Annotation and Markup Indicator column in the Asset panel. You can open image files with saved annotations in read only or edit mode. To view saved annotations: 1. For a read only image: Select and double click the required image. The image opens in Full Screen Preview mode. Open the annotation tool by selecting the Show Markup Annotations icon from the toolbar OR Right click and select Show Markup Annotations from the context menu. Saved annotations display. 2. To open for editing: Select and double click the required image. The image opens in Full Screen Preview mode. Open the annotation tool by selecting the Edit Markup and Annotations icon from the toolbar OR right click and select Edit Markup and Annotations from the context menu. The annotation toolbar displays. To view a closed note, select and click the note. Select Return to return to the previous screen. Deleting markups and annotations Images that have saved annotations display a balloon with the letter A under the thumbnail in the Details panel title bar and in the Annotation and Markup Indicator column in the Asset panel. You need Write permission to delete markup and annotations from an image. To delete markup and annotations from an image: 1. Select the image from the Asset panel 2. Right click and select Delete Markup and Annotations. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 65
Annotating and Marking Up Images 3. A confirmation box appears asking if you would like to make the deletion. Select Yes. 66 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Printing Images Chapter 4 You can print images in Media WorkSpace. There are options available for selecting portrait or landscape orientation, as well as single or grid. The Print function allows these basic settings before taking you to your configured print driver dialog for printing. This chapter provides the following instructions: Using print controls, page 67 Using print controls The Media WorkSpace Print feature allows single or multiple images to be printed on a single page. from the Asset panel or single assets from Preview. You can resize and reposition images before you print. You can select Print from control bar while in Asset panel, but any markups and annotations on the image will not print. Figure 46. Print View Toolbar The Print View toolbar features the following menu items: Grid layout One per page layout Portrait Landscape Print default system print dialog Cancel to return to Main View The Print Preview context menu provides the following actions: Print Images Cancel (Print) Settings (for Flash Player) About Adobe Flash Player... EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 67
Printing Images To print an asset: 1. In Home View OR in Full Screen Preview, select one or multiple images. 2. Click the Print button from the Application titlebar or select Print from the context menu or select File>Print from the menu in the Control bar. 3. The Print View page displays. The selected image(s) are set up on the page like a contact sheet. Multiple image sets can be spread across several pages, depending on image size. Use the navigation arrows at the bottom of the page to move to the previous or next page. You can change the number of columns in the contact sheet, enable or disable image borders, and change the layout from landscape to portrait and vise versa using the Print View toolbar: To change the number of columns, select the desired number using the arrow to the left of the No. Of Columns field box. To change page layout, select Landscape button. To return to Portrait view, select Portrait. Figure 47. Print Preview dialog When the Print Preview dialog opens, the screen beneath it (Repository View, in this instance) will still be displayed, but is greyed, as above. 4. Select Print. The default print dialog displays. Select from the options available, for example, the number of copies, if required, and adjust print set up, if required. Note: If you have selected Landscape as your page set up, select Landscape in the print dialog box to print in Landscape mode. Note: For Macintosh users, the default A4 print size puts a white margin around the image which might result in the image being cropped while printing. The workaround is to create another custom page size to select for printing under Paper Size in your Printer dialog. 68 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Printing Images 5. Select the required printer and click Print. Note: If markups and annotations on an image are visible in Print View, the print will contain markups and annotations. 6. Select Close from the toolbar to go back to the previous screen. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 69
Printing Images 70 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Chapter 5 Working with Assets This chapter outlines actions and procedures involving assets and folders in Media WorkSpace: Adding a new folder, page 71 Moving/copying/linking assets, page 72 Deleting an asset or folder, page 73 Viewing item properties, page 75 Rating an asset, page 76 Renaming assets, page 76 Uploading a file to Media WorkSpace, page 76 Downloading an asset, page 78 Using the Content Transfer Monitor, page 79 Transforming an asset, page 80 Note: For operations that rely upon CTS, note that CTS processing is asynchronous and that the time required for processing depends on the queue and what is already in the queue at the time the current job was submitted. Adding a new folder You can add a new folder to a repository, and you can now delete a folder in Media WorkSpace when you select File>Remove from the Repository from the menu in the Control bar. You need Write permission for the folder that you want to delete. To add a new folder: 1. Navigate the repository to the location where you want to create the folder. 2. Click New Folder on the Application titlebar OR Select File>New Folder from the Control bar. The New Folder dialog displays. 3. Enter a name for the new folder in the New Folder Name field. Click OK. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 71
Working with Assets The new folder appears in the selected location. Moving/copying/linking assets You can move/copy/link assets and folders in a number of ways. The action depends on the asset selected as well as the source and target location. Using the Breadcrumb navigation link (move asset) Within the Navigation panel (move asset) From Asset panel to Navigation panel (move/copy/link asset) Within the Asset panel (move folder asset only) From the Asset Search field (copy and link asset to the repository) To move/copy/link an asset from one location to another: 1. Navigate the repository to the asset that you would like to move. 2. Select the asset(s). 3. Perform ONE of the following: Using the Breadcrumb link: From the Asset panel, drag and drop the object into the breadcrumb link that represents your target location. Within the Navigation panel (folders only): Drag and drop the folder into another folder or cabinet tree node. If the target location is a sub folder, the sub folder will open when you target the parent folder. The Navigation panel automatically scrolls when you drag items to the panel s top or bottom edges, or when your mouse pointer approaches the panel s top or bottom edges. From Asset panel to Navigation panel: From the Asset panel, drag and drop the asset into a Navigation panel node. Select one of the following options: Move Copy Link Cancel Within the Asset panel: Drag and drop the asset into the target folder. From Asset Search: Perform a search to locate the desired asset. Select the asset from the Asset panel 72 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Assets Drag and drop the asset into the target folder in the Navigation panel. Select one of the following options: Copy Link Cancel Note: The ʺMoveʺ option is not available from Asset Search. The asset appears in its new location. Deleting an asset or folder You can delete a folder from just the current location or delete it from the repository. As well, you will have an opportunity to choose between deleting and deep deleting of folders and their contents. To delete an asset or folder 1. Navigate the repository to the location where you want to delete the folder. In the Asset panel, select the folder to delete. Note: You cannot delete folders from the Navigation panel, though you can select the location to create a new folder in the Navigation panel. 2. After selecting the folder or asset, from the File menu, select either Remove from the repository or Remove from this location. Remove from this location removes that instance of a linked folder or asset, while Remove from the repository provides the option of deletion of the asset or deep deletion of the folder and its contents from a repository. 3. If you selected Remove from repository to delete an empty folder, the Confirm Deletion of Selected Items dialog opens. If you selected Remove from repository to delete a folder that is not empty, the Confirm Deletion of Selected Items dialog opens, and you must choose Deep Delete to delete the folder and its contents. If you choose Delete and then click the Delete button to delete a folder that has contents, the deletion will not succeed. If you selected Remove from this location to delete an empty linked folder, the Confirm Deletion of Selected Items dialog does not open, the linked folder is removed without a need to confirm the deletion. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 73
Working with Assets Figure 48. Confirm Deletion of Selected Items (folder) dialog If you selected Remove from Repository for an asset, a thumbnail of the asset displays in the dialog and the info recorded about this asset is displayed in the Info tab. As well, ratings stars are shown to the left of the Info tab. Figure 49. Confirm Deletion of Selected Items (asset) dialog 4. You can choose to delete Current Versions or All Versions, from the Versions drop down selection list, and choose to Delete (asset or folder) or Deep Delete (folder). Note: In order to delete a folder with subfolders and assets, you must choose Deep Delete. 5. After making your choices, click Delete at the bottom of the dialog to complete the deletion, or click Cancel to return to your previous screen. 74 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Assets Viewing item properties When you import an asset to Media WorkSpace, its metadata (or properties) is captured. Metadata is assigned to cabinets and folders, as well as assets stored in the repository. To view item properties: 1. Select an item (cabinet, folder, or image) and perform one of the following actions to invoke the item properties box: Select File>Properties from the menu in the Control bar Right click and select Item Properties from the context menu Figure 50. Properties dialog The Properties dialog box displays featuring: Description tab the metadata items that are available is configured by your administrator. Thumbnail image Asset rating stars Ratings stars represent My ratings and Average ratings. You can change the rating for My rating but not Average rating. IP Rights tab The IP Rights tab enables you to view IP rights attached to assets. Creation and attachment of rights is currently done using DAM. Note: The IP Rights tab only displays if IP Rights are assigned to that asset. OK button to close the dialog. 2. To close the Properties dialog box, click OK or click the close button on the top of the dialog box. You are returned to Repository view. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 75
Working with Assets Rating an asset Media WorkSpace provides users with a star rating scale to use for asset reviews and record the degree to which an asset meets a project s needs. The rating system allows a user to rate an asset. These assets can be reviewed as a collection by filtering according to a rating level using the View Preferences dialog. Assets support an overlay of five white stars for rating purposes. When you click on a star, it turns yellow to indicate its rating. On a scale of 1 5, the highest rating is five yellow stars. You can adjust the rating of an image, that is, increase or decrease the rating. You require Browse permission to rate an asset or to change the rating of an asset. To rate an asset: 1. Choose an asset to rate from the many locations within Media WorkSpace where you can rate an asset. The asset displays an overlay of five white stars if it has not yet been rated. There are two types of ratings, My ratings (yellow stars) and Average ratings (red stars). Only My ratings can be changed. 2. Click on one or more of the five stars to rate the asset. On a scale of 1 5, 5 stars is the highest. To increase the rating of an asset, click additional stars. To decrease the rating of an asset, click the first yellow star. This removes all ratings. Click a star to rate the asset. 3. Your rating is preserved; there is no save procedure. Renaming assets To rename an asset, you require Write permission. Locate the asset you would like to rename in the Asset panel or in the Details panel > Metatdata tab > Name field. Select the asset. Highlight the item name and delete the text for the name. Enter a new name. Uploading a file to Media WorkSpace You can upload a file from your local machine to Media WorkSpace. The Upload function copies the asset only and does not delete the original copy of the file being imported. 76 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Assets To upload an asset file to Media WorkSpace: 1. Navigate to the cabinet/folder/sub folder location you would like to import the file to. 2. Select Tools>Upload from the Control bar. The Upload dialog box displays. Figure 51. Upload Dialog Box Note: If you know the file name and file path of the selected image, you can skip Steps 4 7 and enter the information into the Name and File fields directly in the Import dialog box. 3. Select Browse (folder icon). The Select Files dialog box opens. Figure 52. Select Files dialog 4. Browse your local machine for the required file. 5. Select the file. Click Finish. The Upload dialog box returns. 6. Enter the following information: Name: The original name of the file is populated. Change the name if required. Object Type: dm document is selected by default. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 77
Working with Assets You can select a custom type object, in which case the dialog expands with an additional information field box: Attribute type. This field is mandatory. Object Format: the file extension is automatically entered. You can change the file type from the list presented at this point, if required. Subject: Optionally, enter a description of the subject. Keywords: Optionally, enter keywords by which the asset can be searched. Click Edit to enter keywords for this asset. A dialog will display in which you can add, edit, or delete keywords. Chosen File(s): the file path is automatically entered in this field. To browse for the file location to save your files or assets, click the folder icon to the right of the File field box. The repository share opens. Select the folder location. Note: Non mandatory attributes are available for non dm document formats, such as Subject and Keywords, listed above. 7. Click OK. The system uploads the file. A timer clock displays and then a progress bar appears at the bottom of the Upload dialog box. Once import is complete, the Import completed successfully message displays, letting you know that the file may take a few moments to reach the selected folder. 8. Click Import. The file imports to your current folder location. 9. The file appears in the Asset panel. The current view refreshes after import. Downloading an asset You can download an asset from the Media WorkSpace repository. Downloading only copies the asset and does not remove it from the repository. To download an asset: 1. Navigate the repository to the asset you would like to export. 2. Select Tools>Download from the Control bar. The Select Folder dialog box appears. The name of the asset appears in the File Name field box. 78 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Assets Figure 53. Select Folder dialog 3. Browse to the location in which you would like to download the asset. 4. Click OK. The Commencing content transfer progress bar displays. 5. Once the export has been completed, The Export completed successfully message displays. 6. Click OK. Note: Download As is only available for Powerpoint files or Collections and transforms the content and downloads it in its transformed format to your local machine. Using the Content Transfer Monitor You can review the status of uploads and downloads using the Content Transfer Monitor in the Tools menu. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 79
Working with Assets Figure 54. Content Transfer Monitor The Content Transfer Monitor has two tabs: Upload: to view the progress of assets copied from your local machine to the repository Download: to view the progress of assets copied from a repository to your local machine Note: To view the details of one of the rows in the Content Transfer Monitor, click that row and the details will display, as shown in the image above. Transforming an asset You can transform assets to another format. For instance, you can transform a presentation to another format, such as another version of PowerPoint or a PDF for publication. To transform an asset 1. Open an asset in the Details panel. 2. Click the Transform button at the top right of the Details panel to begin the process. 3. The Transformation Assistant dialog opens. 80 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Assets Figure 55. Transformation Assistant 4. The Transformation Assistant shows the asset selected on the left and provides options for type of transformation and the purpose of the transformation, as follows: The Transform to drop down selection list shows the transform to options that are available. Purpose of transformation options are listed below, along with the required actions to complete the step: Create a new object click Next and select your Object Type and Destination Folder, then click Finish. The new asset is created. As part of the transformation, a relationship will be created between the original asset and the transformed asset. Create a new rendition click Next and edit the Rendition Name and Description as needed, and click Finish The new rendition is created. Create a new version click Finish to create the new version. Create a new package click Finish to create the new package, which transforms the object, zips the newly transformed object, and then the zip file is added as a new rendition to the original asset. 5. You are returned to the Details panel. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 81
Working with Assets Upon successful completion, a message follows that says Transformation request successfully sent to server. 82 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Chapter 6 Working with Slide or Presentation Files With Media WorkSpace, you can create, manage, and preview presentation assets stored in the Documentum repository, and perform similar functions with slides and presentations as with images and other assets (for example, upload/download, edit in native application, search for items, and so on). Slide assets can be shared from and to PowerPoint presentations so that you can maximize the efficiency and consistency of your published messages. This chapter includes the following sections: Creating a slide collection, page 83 Adding or removing assets in slide collections, page 84 Building a presentation, page 84 Previewing a slide or presentation, page 85 Generating a presentation from recent slides, page 86 Creating a slide collection Slide collections can be used to create new presentations using select slides from multiple presentations and images that already exist in the repository. To create a slide collection: 1. On the My Collections titlebar, click the button. The Create a New Collection dialog opens. Figure 56. Creating a slide collection 2. Select Slide Collection from the Collection Type drop down list. 3. Click OK to create the new collection. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 83
Working with Slide or Presentation Files 4. The collection is placed in logical order in your My Collections panel. Adding or removing assets in slide collections You can add and remove images and slides to and from a slide collection by dragging or dropping. To add or remove assets in a slide collection: 1. Select the slide collection with which to work and click the right pointing triangle in the title of the collection to open it and make it available for adding and deleting assets. 2. Navigate the Repository and Asset panels to find an asset to add, or drag and drop one from another collection. 3. Drag the asset to the location where you want to locate it in the collection. The first asset will occupy the first frame. 4. Continue adding assets as needed. Return to your collection at any time to make changes. Assets can be added from other collections in the My Collections panel or from the Details or Storyboard panels. If you add a presentation to a slide collection, all of the slides from the presentation are added to the slide collection at the point where the presentation was dropped into the Slide Collection. Add or remove assets to and from any point in your slide collection. 5. To remove a slide, drag it out of the collection area and drop it in the area of one of the closed collections. See Using the My Collections panel, page 52 for more information on creating slide collections, transforming a slide collection to a PowerPoint presentation, and managing slide collections. Building a presentation When a slide collection is ready for building into a PowerPoint file, you can easily transform the collection by following the steps outlined below. Any images included in the slide collection will be converted to slides when the presentation is built. To build a presentation 1. Open the slide collection that you want to bind into a PowerPoint file. 2. From the Actions menu, select Build Presentation. The Build Presentation dialog opens. 84 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Slide or Presentation Files Figure 57. Build Presentation dialog 3. In the dialog, enter or select: Name you must enter a name to continue Object Type Default is Document (dm document). Object Format Default is MS PowerPoint Presentation 8.0 2003 (Windows). Master Template Select a template or leave None Chosen. Destination Select the location from the navigation tree; the selected location is entered in the Destination field by the system. 4. Click OK. Upon successful delivery of the presentation to the transformation server, a message displays: Transformation request successfully sent to server. It may take several moments for the collection to complete the transformation of its slides into a PowerPoint file. Previewing a slide or presentation You can preview a slide or presentation: in the Details panel using the storyboard in Full Screen Preview (first slide only) in the My Collections panel, asset by asset if you are logged in to FSS (or MyDD), you can open the presentation using FSS (ormydd) in the Storyboard view of the Asset panel EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 85
Working with Slide or Presentation Files Generating a presentation from recent slides After you create a slide collection or a presentation, the slides contained within may be modified by users at their source location. These updates are not automatically reflected in your collection or presentation. Therefore, this feature is useful if you wish to generate an updated presentation and optionally update your collection with the latest versions of contained slides. When the Generate PPT from Recent Slides icon is active, this indicates that there are slides in your collection or presentation for which updated versions exist. You can click the icon to open the wizard that enables you to update specific slides and create a new presentation object. As well, this enables you to update the slides in the slide collection. The procedure that follows assumes that the slide collection or presentation that is being worked with has had a slide checked out, edited, and checked back in. To generate a presentation from recent slides: 1. Open the slide collection or presentation to confirm that the Generate PPT from Recent Slides icon is active. Figure 58. Generate PPT from Recent Slides icon is active 2. Click the Generate PPT From Recent Slides icon to start the wizard. 3. The wizard opens, showing you the derivations of the slides (the original and the new version). You can use the Magnify slider to adjust the on screen dimensions of the slide for easier viewing and comparison. If multiple slides have new versions, then the Next Slide button will be active. Select the version to use for each slide and click Build It when your updates are completed. 86 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide
Working with Slide or Presentation Files Figure 59. Select the version to be used for each outdated slide 4. Build a new presentation using the recent slide(s). As mentioned in the wizard, the new slide(s) replace the old slide(s); all other slides remain unchanged. Enter or select the details for Object Name, Object Type, Object Format, Master Template, and select a destination for the presentation using the navigation tree (which will automatically fill in the Destination field). Note: If no template is selected, no template is applied to the presentation. If you select Create New Version, the updating options are different; only the Master Template drop down selection list is shown, and the Object Name, Object Type, Object Format, and Destination fields are not available. Refer to Figure 60, page 88. Note: If you are working with a slide in a collection rather than a presentation, there will only be Create New Presentation the Create New Version option is not available. Click Finish when you complete your entries. EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide 87
Working with Slide or Presentation Files Figure 60. Building a new presentation 5. After you click Finish, the presentation is sent for transformation. You will receive a message confirming that the presentation was sent to the transformation server to be created. Figure 61. Transformation request confirmation 88 EMC Documentum Media WorkSpace Version 6.5 SP2 User Guide