EMC Documentum My Documentum Desktop (Windows)

EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide EMC Corporation Corporate Headquarters: Hopkinton, MA 017489103 15084351000 www.emc.com

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Table of Contents Chapter 1 Quick Start...7 Introduction...7 Check Out and Check In Repository Files...7 Import Files from Your Computer...8 Absolute and UCF Folder Paths...8 Chapter 2 Files and Folders... 11 Check Out Files... 11 Check Out Files... 11 Check In Files...12 Check In Files...12 Import Local Files and Folders...12 Import Local Files and Folders...13 Import Preferences Using Preferences Dialog Box...13 Confirm a Scheduled Import...14 View Check-in and Import Progress...14 Lock and Unlock Files...15 Lock a Single File...15 Lock Multiple Files...15 Unlock a Single File...15 Unlock Multiple Files...15 View Files as Read-only...16 View Files as Read-only...16 View or Edit File and Folder Properties...16 View and Edit File Properties...16 View or Edit Folder Properties...16 My Favorites...17 Display My Favorites...17 Add Files and Folders to My Favorites...17 Remove Files and Folders from My Favorites...17 Create Folders and Cabinets in the Repository...18 Copy Files and Folders...18 Move Files and Folders...18 Save Files...18 Link Files and Folders to Other Folders...19 Create a Link to a Folder...19 Remove Link to a File...19 Rename Files and Folders...19 Delete Files and Folders...20 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 3

Table of Contents Chapter 3 Delete files and folders...20 Search for Files and Folders...20 Search for files and folders...20 View Search Results...21 Browse for Files and Folders...22 Browse for Files and Folders...22 Display Recent Files...22 Versions...22 Display All Versions of a File...22 Force Refresh of the Folder Cache...22 Force Refresh of the Folder Cache...23 Client Plugins...23 Working with Documentum D2...25 Overview...25 Enable D2 for MDD...26 Create Content...26 Import Content...27 Import a Folder Structure...27 Copy and Paste Content...28 Export Content...28 Edit Content...28 Check In Content...28 Delete Content...29 Delete the Version...29 Rename Content...29 View the Content Version...29 View Content Properties...29 Check D2 Connection Status...29 Chapter 4 Repositories...31 Log In to Repositories...31 Log Out of Repositories...32 Log Out of Repositories...32 Chapter 5 My Documentum Desktop...33 Start MDD...33 Stop MDD...33 Change MDD Server URL...33 Enable or Disable Kerberos SSO...34 View MDD Product Information...34 Appendix A Reference...35 Appendix B Glossary...41 4 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Preface This manual explains how to benefit from the functionality of My Documentum Desktop. Intended Audience This guide is intended for My Documentum Desktop end users requiring information on how to use the functionality of this software application. Revision History The following changes have been made to this document. Revision Date December 2015 Description Initial publication. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 5

Chapter 1 Quick Start This chapter contains the following topics: Introduction Check Out and Check In Repository Files Import Files from Your Computer Absolute and UCF Folder Paths Introduction My Documentum Desktop (MDD) enables users to directly access and edit files in Documentum repositories from within their authoring and page layout applications. Use the icon to start MDD from the system tray. Repositories are displayed and accessed as a node (like a shared network drive) on your computer s operating system. For example, on Windows, My Documentum Desktop (under which the repository nodes are listed) is displayed in Windows Explorer as another drive. On the Macintosh, repository nodes are displayed under localhost in Finder. Check Out and Check In Repository Files The most up-to-date files in a repository are automatically downloaded to your computer in the corresponding MDD repository node. However, files that you change in a repository node are not saved to the repository until you check the files in to a repository. To improve performance, MDD automatically synchronizes the contents of a specific number of repository folders with a cache on your machine. However, this synchronization does not include files that are deleted or moved by other users (using MDD or another client). That is, whenever a user deletes or moves files, his or her own cache is immediately refreshed, but other users caches are not refreshed. To reduce occurrences of this out-of-sync situation, a full refresh is performed periodically (the default is every 10 minutes). However, your cache can still become out-of-sync; that is, a file was moved or deleted by another user and a full refresh had not occurred yet. Some indications of this out-of-sync situation are: While performing an action on a file, an error occurs and the message indicates that the file is deleted or is not found. When you check out a file, a message appears, redirecting you to the new location of the file, or The same file or folder is displayed in two or more locations in the same repository. See Force Refresh of the Folder Cache, page 23. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 7

Quick Start Note: Depending on the option you selected during installation, MDD automatically starts after installation and when you log in to your machine. 1. Perform the following steps to locate a file: a. Navigate to My Computer/My Documentum Desktop/Repositories/repository_name where repository_name is the name of a repository. b. If prompted, enter your user name and password and click OK. c. Navigate the repository node s folder structure just as you would on your computer. 2. Right-click the file and select Edit, edit the file, and save the file. 3. Right-click the file and select Check in. 4. If prompted, specify property values and click Finish. The changed file is checked in to the repository. Import Files from Your Computer To import files from your computer into a repository, you must first copy them to a repository node and then import them into the repository. Note: MDD is automatically started after installation and when you log in to your machine. 1. Perform the following steps to locate the repository folder to which you want to import your file: a. Navigate to My Computer/My Documentum Desktop/Repositories/repository_name, where repository_name is the name of a repository. b. If prompted, enter your user name and password and click OK. c. Navigate the repository node s folder structure just as you would on your computer. 2. Select the file on your computer and drag it to the repository folder. 3. If prompted, specify property values and click Finish. The file is imported into the repository. Absolute and UCF Folder Paths When you perform any UCF operation that is supported by MDD, such as, Browse, View, Edit, Checkout-Checkin Delete, Import, Save as, Export, Link/Unlink, on a file, you must consider the absolute folder path and the UCF absolute path of the file. The absolute folder path is a combination of the folder location of the file along with the filename. Absolute Path = Folder path + filename + DOT + file extension + NULL For example, My Documentum Desktop\Repositories\xyz72\Temp\256_CHAR_TEST_DATA\Browse\Reporting.xlsx The UCF absolute folder path is a combination of the UCF cache folder path along with the filename. UCF Absolute Path = UCF cache folder path + filename + DOT + file extension For example, C:\Users\abc2\Documentum\Viewed\Reporting.xlsx You can perform UCF operations on the file if the absolute path exceeds 260 characters as long as the UCF absolute path does not exceed 260 characters. If the file exceeds 260 characters for both 8 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Quick Start absolute and UCF absolutes paths, then the user can only browse the folders and cannot perform any UCF operation on the file. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 9

Chapter 2 Files and Folders This chapter contains the following topics: Check Out Files Check In Files Import Local Files and Folders Confirm a Scheduled Import View Check-in and Import Progress Lock and Unlock Files View Files as Read-only View or Edit File and Folder Properties My Favorites Create Folders and Cabinets in the Repository Copy Files and Folders Move Files and Folders Save Files Link Files and Folders to Other Folders Rename Files and Folders Delete Files and Folders Search for Files and Folders Browse for Files and Folders Versions Force Refresh of the Folder Cache Client Plugins Check Out Files Check Out Files To check out a file: Right-click the file and select Edit. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 11

Files and Folders Check In Files By default, files are automatically checked in every 5 minutes (although your administrator might have changed it). Note: References to the files that have not been checked in or imported are displayed in WIP. Your administrator might have configured the MDD server to skip prompting for property values. For information about configuring MDD to check in files on a specific schedule, see EMC Documentum My Documentum Desktop Installation and Configuration Guide. Check In Files 1. Perform one of the following actions: To easily check in multiple files in different folders, navigate to My Computer/My Documentum Desktop/Repositories/WIP. To check in single file or files in the same folder, navigate to that folder. 2. Select the files, right-click, and select Check In. 3. If prompted to specify properties for the files: a. Select a file or folder in the left pane of the Properties tab in the Checkin dialog box, and enter relevant properties. To apply the same properties to multiple files and folders, select them at the same time. b. Click the Attributes tab and specify values for the attributes of each file and folder. Note: Attributes are defined in the Documentum Data Dictionary. c. To remove files or folders from the checkin list, select the file or folder and click Remove. d. Click Finish. Import Local Files and Folders To import local files or folders into a repository, you must have at least Write permissions on the folder or cabinet into which you want to import the files or folders. To see a file or folder, you must have at least Browse permissions on the file or folder. Dragging and dropping files from an untrusted network location to a repository is not supported. Note: An untrusted network location is usually identified when the following message is displayed while attempting to copy or move files to that untrusted network location: Are you sure you want to copy or move files to this folder? You should only copy or move files from locations that you trust. When you place files and folders in a repository node, MDD places them in WIP, and then choose one of the following options: Allow MDD to automatically check in the files and folders, by default Manually import the files and folders Note: Use the Save As menu option to import files into the repository directly. 12 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Files and Folders MDD does not support duplicate filenames. Import Local Files and Folders Drag-and-drop does not support plugin features for layout files (for example, dragging and dropping a layout file will not preserve links). For more information on MDD s import process, see Import local files and folders, page 12. 1. To import using drag-and-drop: a. In the Repositories node, navigate to the repository location to which to import. b. On your computer, locate and select the item to import. To import multiple items, select multiple items. c. Drag-and-drop the selected items to the target location in the Repositories node. If identically named files exists in the target location, you will be prompted to either: Click Yes or Yes to All to import the files as the next version of the existing identically named files. Click No, No to All, or Cancel to cancel the copy operation. 2. If prompted to specify properties for the file (default): a. On the Checkin dialog box s Properties tab, select a file or folder in the left pane and enter properties as appropriate. To apply the same properties to multiple files and folders, select them at the same time. For information on specific properties, see Common properties, page 38. b. Click the Checkin dialog box s Attributes tab and specify values for the attributes of each file and folder as appropriate. Note: Attributes are defined in the Documentum Data Dictionary. c. To remove files or folders from the checkin list, select the file or folder and click Remove. d. Click Finish. 3. To check in the file to the repository, see Check In Files, page 12. Note: If you do not see the imported file, make sure the MDD server filters allow that object type to be displayed. For information on server filters, see the My Documentum Desktop Installation and Configuration Guide. Import Preferences Using Preferences Dialog Box The Preferences dialog box can be accessed from the system tray: select Preferences from the system tray. The following table lists the available import preferences: Import Preference Automatically import documents every Description When you edit a document and save it, the document is automatically imported every five minutes. Specify the time in minutes. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 13

Files and Folders Import while reconnecting to server Don t import if disconnection time is less than Immediately import new documents and new versions Prompt for properties when importing Immediately check in updated documents Prompt for properties when checking in Prompt for properties when manually importing If MDD is disconnected from the server and reconnected, file in WIP can be imported if Import when reconnecting to server option is selected. If MDD is disconnected from the server less than the specified time, the import operation is not executed. The documents added recently are imported immediately. The Import dialog box is displayed each time a document is imported. The documents edited recently are checked in immediately The Check in dialog box is displayed each time a document is checked in. The Import dialog box is displayed when you import a document manually. Confirm a Scheduled Import You are prompted to confirm a scheduled import if: MDD client is configured to import files on a specific schedule. This is the default configuration and the default interval is every 5 minutes. Your administrator kept the default behavior to prompt for property values on import; although by default you will not be prompted on checkin. Note: For information about configuring a scheduled import, see the EMC Documentum My Documentum Desktop Installation and Configuration Guide. 1. When the drop-down is displayed, click the notification. If the notification has disappeared, you can click Check In Pending Objects. 2. If prompted to enter import information: a. Select a file or folder in the left pane of the Properties tab in the Checkin dialog box, and enter relevant properties. To apply the same properties to multiple files and folders, select them at the same time. b. Click the Attributes tab and specify values for the attributes of each file and folder. Note: Attributes are defined in the Documentum Data Dictionary. c. To remove files or folders from the checkin list, select the file or folder and click Remove. d. Click Finish. View Check-in and Import Progress 1. In your system tray, right-click and select Show Checkin Progress. MDD displays checkin status using the following icons. 14 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Files and Folders An operation is successful. An operation failed. 2. Perform one of the following actions: To display details about an entry, double-click it. To remove an entry, select the entry and click Remove. To refresh the summary, click Refresh. Lock and Unlock Files Locking a file prevents other users from editing the file. Unlocking a file allows other users to edit it. Locking a folder locks all of the files within that folder but not any files in subfolders. Unlocking a folder unlocks all of the files within that folder but not any files in subfolders. Lock a Single File To lock a single file: Right-click the file and select Lock. Lock Multiple Files To lock multiple files: 1. Perform one of these actions: Select a folder and select Lock to lock all of the files in the folder. Files in sub-folders are not locked. You can still add files to locked folders. Ctrl+click each file (or Shift+click consecutive files) and select File > Lock. Unlock a Single File To unlock a single file: Right-click the file and select Unlock. Unlock Multiple Files To unlock multiple files: Select multiple files, right-click and select Unlock. Note: Files in sub-folders are not unlocked. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 15

View or Edit File and Folder Properties View Files as Read-only When you view a file as read-only, the original file remains available in a repository for others to edit. View Files as Read-only To view a file, you must have at least Read permissions on the file (see Permissions, page 37). To view a file as read-only: To view the current version, right-click the file and select View To view a previous version, right-click the file, select Versions, select a version, and click Open Note: You can also open the file from an editing application s Open command. Depending on your organization s setup, the view operation displays the file as read-only or editable. If it is editable, you can edit the file and save it to the repository through a manual checkin, as described in Check In Files, page 12. View or Edit File and Folder Properties View and Edit File Properties To edit properties: You must be connected to the MDD server. Note: If you are disconnected from the MDD server, only a relevant subset of all properties are displayed. The file cannot be checked out by someone other than the user. You must have at least Write permissions on the file. 1. Right-click the file and select Properties. For information on common properties, see Common Properties., page 38. 2. Change any property values. Note: Not all properties are editable. 3. Perform one of these actions: Click OK to save all changes and exit the dialog box. Click Cancel to discard all changes and exit the dialog box. View or Edit Folder Properties To edit properties: You must be connected to the MDD server. Note: If you are disconnected from the MDD server, only a relevant subset of all properties are displayed. The file cannot be checked out by someone other than the user. 16 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

View or Edit File and Folder Properties You must have at least Write permissions on the file. 1. Right-click the file and select Folder Properties. For information on common properties, see Common Properties, page 38. 2. Change any property values. Note: Not all properties are editable. 3. Perform one of these actions: Click OK to save all changes and exit the dialog box. Click Cancel to discard all changes and exit the dialog box. My Favorites To quickly access files and folders that you use frequently, keep them as favorites in your My Favorites. If you no longer frequently use a favorite, delete it from the favorite list to make it easier to find the genuinely useful ones. My Favorites is displayed at the root level of the MDD node. Note: You must be logged into a repository to use My Favorites You must have at least Relate permissions on the files and folders to use them in My Favorites. The files in your My Favorites map to the ones in your Subscriptions node in Documentum Webtop. Display My Favorites To display My Favorites: Navigate to My Computer/My Documentum Desktop/My Favorites/repository_name, where repository_name is the name of a repository. Add Files and Folders to My Favorites To add files and folders to My Favorites: 1. In the Repositories node navigate to the file or folder that you want to add to My Favorites. 2. Right-click the file or folder, and select Add to My Favorites. You can also Import a file or folder directly into My Favorites. Note: Files that reside on the Desktop cannot be imported directly into My Favorites but to a folder \cabinet, which is listed in the My Favorites list. Remove Files and Folders from My Favorites To remove files and folders from My Favorites: 1. Navigate to My Computer/My Documentum Desktop/My Favorites/repository_name, where repository_name is the name of a repository. 2. Right-click the file or folder, and select Remove from My Favorites. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 17

View or Edit File and Folder Properties Create Folders and Cabinets in the Repository To create a file or folder directly in a repository, you must have at least Write permissions on the folder or cabinet into which you want to add the file or folder (see Permissions, page 37). 1. In the Repositories node, navigate to the location in which to create the new folder or cabinet. Cabinets can only be created at the top level of a repository. 2. Select File > New > Cabinet or Folder. When you create a new folder, the folder type is set based on the value in the global.preferences file in the MDD server. When you import a folder from the desktop (drag-and-drop), the folder type is taken from the mdd.properties file in the MDD client. Copy Files and Folders Note: You cannot move a file or folder to a location in which an identically named file or folder exists. 1. In the Repositories node, locate and select the file or folder. To open a repository, see Log in to repositories, page 31. 2. Select Copy or CTRL+C. You can also select the file or folder, and CTRL+drag the file or folder to the new location. 3. Navigate to the new location. 4. Select Paste or CTRL+V. Move Files and Folders To move a file within a repository: 1. Perform one of these actions: Drag and drop the file to another cabinet or folder. Right-click the file and select Cut, go to another cabinet or folder, then right-click and select Paste. Note: You cannot move a locked file or folder. You cannot move a file or folder to a location in which an identically named file or folder exists. Attempting to move files or folders to another repository, copies them instead. Save Files When you save a new file or document by using the Save or Save As option, the following series of actions occur: 1. Microsoft Office displays the Save screen, because this document does not have a location yet. 18 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

View or Edit File and Folder Properties 2. You can then browse and select a location in the MDD repository and click Save or Save As. The document is saved locally only. 3. When you close the MDD document, you get a prompt with the import screen for MDD. The same screen appears when you drag and drop an item into the repository. 4. The document is then imported to MDD. However, the new file and all files pending for check-in are displayed in the Checkin dialog box. The new file is displayed first and all pending files are listed below it. You must remove the pending files in the Checkin dialog box, if you do not want to check in. Files created through Notepad (.txt files) or similar applications do not follow this behavior. Link Files and Folders to Other Folders Content Server supports linking objects to folders. An object may be linked to multiple locations in the repository. Users should be able to select an object and link it to a selected folder. From the context menu on an object, similar to a copy and paste operation, a menu similar to that of the Windows Explorer menu is provided that includes a Copy and Paste as Link option. When you perform this operation on a file or folder, a shortcut is created as a link to the original object. There is no UI to show the linked locations. The name of the object does not change. You can perform the following actions: Link documents to other folders Link folders to other folders Create a Link to a Folder 1. In Finder, right-click the file and select Copy. 2. Right-click the destination folder and select Paste As Link. Remove Link to a File When links to a file are created in multiple folders, the file is displayed in each folder. When you delete a link, then only that link is deleted; that is, the file is not deleted. 1. In Repositories, right-click the link and select Remove Link. Note: Remove Link is only displayed in Repositories. Remove Link is disabled when there are no links to the file. Rename Files and Folders You must rename an item through the context menu, as described here, to ensure the file appears in the repository share. 1. In the repository, locate and select the file or folder. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 19

Search for Files and Folders To open a repository, see Log in to repositories, page 31. 2. Right-click the file or folder and select Rename. 3. Type the new name. 4. Click OK. Delete Files and Folders When you delete a file or folder, you delete all versions. If you delete a folder that contains files, you delete the folder files as well. The delete operation deletes files and folders in sequential order (which may not be from the top of the folder to the bottom), such that the delete operation stops when it reaches a file or folder that is locked even if unlocked files or folders still remain. Delete files and folders A file cannot be deleted, if: The file is locked. You have less than Delete permissions on the file (see Permissions, page 37). You have less than Write permissions on the folder in which the file resides. A folder cannot be deleted, if: The folder contains locked files. You have less than Delete permissions on the folder (see Permissions, page 37). To delete files and folders: 1. In the Repositories node, locate and select the file or folder. 2. Perform one of these actions: To delete all versions, select File > Delete. To delete only the current version or a previous version, select File > Versions, select the Delete tab, then select the checkbox for the version to delete, and then select Delete. Click Yes. Search for Files and Folders Search for files and folders To see a file or folder, you must have at least Browse permissions on the file or folder. To search for a file or folder: 1. Select a folder and in the toolbar, click My Documentum Desktop Search. 2. In the search pane (which is the left pane), specify the search criteria in these fields: Search (the top field in the search pane): The behavior of this field is determined by whether full-text search is installed on the Content Server. 20 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Search for Files and Folders Note: If you click Search without specifying a search string, following message appears: The minimum characters for the search string should be 2 or more If full-text search is not installed, the text in this field is included in a search that searches only the object_name, subject, and title attributes. When multiple search terms (each separated by a space) are entered, then every term must occur in a single attribute (that is, an AND operator is applied to the terms) to be considered a match. If full-text search is installed, see your administrator to find out how full-text search behaves. Note: Full-text searches are always case-insensitive. Name Text to find in the object_name attribute. When multiple search terms (each separated by a space) are entered, then every term must occur in a single attribute (that is, an AND operator is applied to the terms) to be considered a match. Subject Text to find in the subject attribute. When multiple search terms (each separated by a space) are entered, then every term must occur in a single attribute (that is, an AND operator is applied to the terms) to be considered a match. Title Text to find in the title attribute. When multiple search terms (each separated by a space) are entered, then every term must occur in a single attribute (that is, an AND operator is applied to the terms) to be considered a match. Format The file or folder format to which to restrict the search. Type The file or folder object type to which to restrict the search. The default type is dm_document. Location The repository or folder to which to restrict the search. Click the browse button to select a different location. To stop a search in-progress, click. The results that match the search criteria are displayed in the right pane. The search results are also displayed in the Search Results node. If the search operation retrieves more than 100 search results, the following message appears: There are more than 100 items, would you like to view them all? Click Yes to display all the items. Note: If the total number of items retrieved by the search operation is 250, which is the server limit, the following message appears: Please select more search parameters if you do not find your file in these results. Click No to display 100 items per page. Note: The 100 and 250 values can be configured by the Administrator. 3. To display a file, double-click it. View Search Results To display your most recent search results (if any): 1. Navigate to My Computer/My Documentum Desktop/Search Results. 2. To display a file, double-click it. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 21

Browse for Files and Folders Browse for Files and Folders Browse for Files and Folders To see a file or folder, you must have at least Browse permissions on the file or folder. To browse for files and folders: 1. Navigate to My Computer/My Documentum Desktop/Repositories/repository_name, where repository_name is the name of a repository. 2. If prompted, enter your user name and password and click OK. 3. Navigate the repository node s folder structure just as you would on your computer. Display Recent Files To display files that you have recently checked out and imported: Navigate to My Computer/My Documentum Desktop/Recent Files/repository_name, where repository_name is the name of a repository. Versions Versions let you keep track of changes to a file. When you update a file in the repository, MDD creates a new version with a new version number and keeps the previous version for reference. Note: When you view a file through MDD, MDD adds the file extension to the file name, even if the file name has no extension in the repository. For example, if a text file is named abc in the repository, when you view it through MDD, the file name reads abc.txt. If you have the option to enter attribute information during a checkin and if you select to give the new version the same number as the previous version, then MDD overwrites the previous version. You can view and delete previous versions. If you delete the current version of a file, the previous version becomes the current version. If you delete all versions of a file, the file no longer exists in the repository. Display All Versions of a File To see a file or folder, you must have at least Browse permissions on the file or folder. To display all versions: 1. In the Repositories node, locate and select the file. 2. Select Versions from context menu. Force Refresh of the Folder Cache To improve performance, MDD automatically synchronizes the contents of a specific number of repository folders with a cache on your machine. However, this synchronization does not include files that are deleted or moved by other users (using MDD or another client). That is, whenever a 22 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Browse for Files and Folders user deletes or moves files, his or her own cache is immediately refreshed, but other users caches are not refreshed. To reduce occurrences of this out-of-sync situation, a full refresh is performed periodically (the default is every 10 minutes). However, your cache can still become out-of-sync; that is, a file was moved or deleted by another user and a full refresh had not occurred yet. Some indications of this out-of-sync situation are: While performing an action on a file, an error occurs and the message indicates that the file is deleted or is not found. When you check out a file, a message appears, redirecting you to the new location of the file, or The same file or folder is displayed in two or more locations in the same repository. Force Refresh of the Folder Cache 1. To resolve this out-of-sync situation, manually refresh your cache by selecting File > Force Refresh. Client Plugins MDD also includes optional integrations, called client plug-ins, with authoring and page layout applications. From within these applications and with the corresponding client plug-in installed, you can insert repository files into your layout files and import them directly into a repository without having to use the MDD interface. MDD currently includes one client plug-in for Adobe InDesign. Note: MDD is compatible with many desktop applications but supports only the specific applications listed in the My Documentum Desktop Release Notes. Client Plugins Adobe InDesign Plugin Operations Note: When importing InDesign documents, thumbnails, storyboards, and PDF renditions may be created depending on whether Documentum Content Transformation Services (that is, Media Transformation Services or Advanced Document Transformation is installed. If you are disconnected from the repository, only cached items are available. You can perform these operations using the Adobe InDesign Plugin: File > Open Navigate to My Documentum Desktop, log in (if prompted) and open an InDesign document. File > Check In Explicitly check in an InDesign document that you have checked out. File > Save Navigate to My Documentum Desktop, log in (if prompted) and import your InDesign document. The InDesign document is imported as a virtual document. File > Save As Navigate to My Documentum Desktop, log in (if prompted) and import your InDesign document. The InDesign document is imported as a virtual document. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 23

Browse for Files and Folders File > Place Navigate to My Documentum Desktop, log in (if prompted) and select an object to insert into your InDesign document. When a repository file is inserted into another repository file, a link is created between them. File > Export Navigate to My Documentum Desktop, log in (if prompted) and select an InDesign document to export as a PDF file. 24 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Working with Documentum D2 Chapter 3 This chapter contains the following topics: Overview Enable D2 for MDD Create Content Import Content Import a Folder Structure Copy and Paste Content Export Content Edit Content Check In Content Delete Content Delete the Version Rename Content View the Content Version View Content Properties Check D2 Connection Status Overview By enabling the D2 feature for the MDD client, users can seamlessly perform the following core ECM features: Creating content Importing content Importing a folder structure Copy and pasting content Exporting content Editing content Checking in content Deleting content Deleting the version Renaming the content EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 25

Working with Documentum D2 Viewing the version Viewing the properties Check the D2 connection status The EMC Documentum D2 User Guide provides more information about the D2 functionality. Enable D2 for MDD To enable D2 for MDD, see the instructions provided in the EMC Documentum My Documentum Desktop Installation and Configuration Guide. Create Content 1. Right-click inside any repository folder and select New > D2 Content from context menu. 2. On the Fill creation profile page: a. Select a Creation profile. b. Select a Document type. c. If you want to inherit properties, fill out the Inheritance form as described in the following table: Field Source Properties Content Description The source location is grayed out and users cannot modify it. Select to inherit properties Select to inherit non-property content. d. Click Next. 3. On the Edit properties page, fill out the properties form and click Next. 4. On the Choose template page, select a template for the content. 5. Click Check In and Finish. Depending on your configuration, D2 creates the file in a folder as described in the following table: If you have An autolink rule set for the created content. No autolink rule set and selected or opened a folder in the active widget. No autolink rule set and no folder selected or opened in the active widget. Content placed in In a folder, as indicated by the autolink rule. The EMC Documentum D2 User Guide provides more information. In the selected folder. In the home cabinet. 26 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Working with Documentum D2 Import Content 1. Drag and drop content from the file system to an active widget. 2. Select a file format for the content being imported. 3. Select Same creation profile and properties for all files to use the same creation profile and properties for all files being imported. When this option is selected, only the first file being imported is checked for an applicable file for property import. 4. On the Fill creation profile page: a. Select a Creation profile. b. Select a Document type. c. If you want to inherit properties, fill out the Inheritance form as described in the following table: Field Source Properties Content Description The source location is grayed out and users cannot modify it. Select to inherit properties Select to inherit non-property content. d. Click Next. 5. On the Edit properties page, fill out the properties form and click Next. 6. On the Choose template page, select a template for the content. 7. Click Check In and Finish. Depending on your configuration, D2 creates the file in a folder as described in the following table: If you have An autolink rule set for the created content. No autolink rule set and selected or opened a folder in the active widget. No autolink rule set and no folder selected or opened in the active widget. Content placed in In a folder, as indicated by the autolink rule. The EMC Documentum D2 User Guide provides more information. In the selected folder. In the home cabinet. Import a Folder Structure You cannot import a folder structure using the drag-and-drop functionality from file system. When any folder with contents is imported into the repository, only the content of the folder, including the parent and its subfolders, are imported into the repository. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 27

Working with Documentum D2 Copy and Paste Content You can copy and paste one or more files or folders within the repository. When copying a folder, D2 copies all the folder content with its folder structure and subfolders to the target repository. If you drag and drop the content to the target repository, the location where the content is copied is determined by the auto-linking configuration. If auto-linking is not configured, the content is copied to the target location. Export Content 1. In the Repository folder, navigate to the folder containing the content. 2. Select the content to export. 3. Drag and drop or copy the content to the target location. 4. Navigate to the target folder, paste the file, and click Open. Edit Content 1. In the Repository folder, navigate to the folder that contains the content you want to edit. 2. Right-click the content and select Edit. You can also double-click the content and select the Edit option. Check In Content 1. In the Repository folder, navigate to the folder that contains the content you want to check in. 2. Right-click the content and select Check in. 3. On the General tab, select the content version and add a description. 4. On the Options tab, select values for the following field as described in the table: Field Set as current version Retain lock in repository Checkin from file Format Description Select to set the content as the current version. Select to keep the content checked out after the initial checkin. Select a file to check in. By default, this field is populated by the content you selected in step 3. Select the file format of the content. 5. Click OK. 28 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Working with Documentum D2 Delete Content 1. In the Repository folder, navigate to the folder that contains the content you want to delete. 2. Right-click the content and select Delete. Delete the Version 1. In the Repository folder, navigate to the folder that contains the content you want to delete. 2. Right-click the content and select Versions. 3. On the Delete tab, select the version that you want to delete. Rename Content 1. In the Repository folder, navigate to the folder that contains the content you want to rename. 2. Right-click the content and select Rename. View the Content Version 1. In the Repository folder, navigate to the folder that contains the version of the content you want to view. 2. Right-click the content and select Versions. 3. On the View tab, select the version you want to view. View Content Properties 1. In the Repository folder, navigate to the folder that contains the content. 2. Right-click the content and select Properties. Check D2 Connection Status 1. Navigate to the system tray. 2. Right-click MDD icon and select Check D2 Connection. If D2 is not enabled, the Check D2 Connection option will not be available. The following table describes the connectivity status that appears in the pop-up message: Status If the status = Connected Description D2 is configured. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 29

Working with Documentum D2 Status If the status = Not logged If the status = Disconnected Description User is not logged into the repository. D2 server is down. 30 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Chapter 4 Repositories This chapter contains the following topics: Log In to Repositories Log Out of Repositories Log In to Repositories For you to open a repository, MDD must be started, as signified by the If MDD is stopped, see Start MDD, page 33. You can log into more than one repository at a time. icon in the system tray. 1. In Windows Explorer, navigate to Desktop/My Computer/My Documentum Desktop/Repositories/repository_name, where repository_name is the name of the repository. 2. If prompted, enter your user name and password and click OK. If you want to log in as a different user, first log out and then log back in as the different user. You will not be prompted to log in, if: Your administrator has enabled the MDD server and Documentum repository for Kerberos Single Sign-on (SSO). You have enabled MDD client for Kerberos Single Sign-on (SSO). If your credentials fail to be authenticated by Kerberos SSO, then either: (default) You will be able to log in using your non-kerberos SSO user name and password. You will not be able to log in using non-kerberos SSO credentials. See your administrator. Note: The domain credential is necessary only in certain installations of MDD. If you are uncertain whether it applies to your installation, ask your administrator. If you have logged in to the repository previously, the required fields are automatically populated. You are now logged in to the repository. The open cabinet icon turns a darker shade, and the user name appears in parentheses to the right of the repository icon to indicate that you are logged in. All the available cabinets are displayed. If your repository login fails (or is cancelled), the server s repository list in MDD incorrectly displays an open cabinet for the repository you chose to connect to. To update this list with the correct connection indicator, click Refresh. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 31

Repositories Log Out of Repositories When you log out of a repository, you can no longer work with files in the repository. You can, however, still work with files that are cached on your machine. Log Out of Repositories 1. Navigate to My Computer/My Documentum Desktop/Repositories. 2. Right-click the repository icon and select Logout. Note: Alternately, you can select a repository and then select File > Logout. 32 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Chapter 5 My Documentum Desktop This chapter contains the following topics: Start MDD Stop MDD Change MDD Server URL Enable or Disable Kerberos SSO View MDD Product Information Start MDD When MDD is started, the icon appears in your system tray. If the icon does not appear, then MDD is not started (unless you have configured Windows to hide the icon). If the icon appears like this,, then MDD is in disconnected mode, which also means you are disconnected from all repositories. Stop MDD 1. Log out of any repositories to which you are logged in. See Log Out of Repositories, page 32. 2. In your system tray, right-click and select Exit. 3. Click Yes. The icon is moved out of system tray. Note: All files and folders to which you have navigated are still displayed. Change MDD Server URL To change the MDD server URL: 1. In the system tray, right-click the MDD Monitor icon and choose Exit. At the prompt to stop the monitor, select Yes. 2. In C:\Program Files\Documentum\FSS\config\system\system.properties, change the following property: Mdd_Server_Url=http://mdd_server_ip:port where: EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 33

My Documentum Desktop Use https, if the MDD Server is using SSL; http, if the MDD Server is not using SSL. mdd_server_ip is the name or IP address of the MDD server port is the port on which the MDD server listens 3. From the Windows Start menu, select Programs > Documentum > My Documentum Desktop >Start MDD. The new repositories associated with the MDD server will be displayed when MDD Monitor is displayed in the system tray. Enable or Disable Kerberos SSO Your administrator must have enabled Kerberos SSO on the MDD server and Documentum repository. By default, Kerberos SSO is disabled. 1. Change the following parameter in mdd_install_dir\documentum\fss\config\mdd.properties: usekerberos=true enables Kerberos SSO. usekerberos=false (or if no usekerberos parameter exists) disables Kerberos SSO. View MDD Product Information To view MDD product information: In your system tray, right-click and select About My Documentum Desktop. 34 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Appendix A Reference This appendix covers the following topics: File Status Virtual Documents Permissions Common Properties My Favorites Recent Files Repositories View Search Results WIP EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 35

File Status File Status When a file is displayed in the repository, an overlay appears on the bottom of the file to show the file s status in WIP, Recent Files, Favorites, and Search Results. File is locked by another user. File is locked by the current user. File is saved or imported but is not yet checked into the repository. Virtual Documents Virtual documents (including XML files managed by a Documentum XML application) are not supported. MDD manages the root document and each of its descendant documents as separate files. You cannot use the virtual document and its components as a single, complete unit. 36 EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide

Reference Permissions Every file and folder in a repository has an assigned permission set that controls each user s access to the file or folder. Your access to the file or folder is based on the level that the permission set assigns to you or to the user group to which you belong. To see a file or folder, you must have at least Browse permissions on the file or folder. The following table lists the Documentum permissions. Each lower level in the table includes actions allowed in the access levels that precede it. Permission None Browse Read Relate Version Write Delete Description No access is permitted to files or folders. Users can view file or folder properties but not their content. Users can view file or folder content. Users can add annotations to files or folders. Users can modify the item s content, and they can check in a new version of the item (with a new version number). A user cannot overwrite an existing version or edit the item s properties Users can overwrite previous versions. Users can delete files or folders. EMC Documentum My Documentum Desktop (Windows) Version 7.2 User Guide 37