emc documentum my documentum for microsoft documentum® mydocumentumformicrosoft outlook...

EMC® Documentum®

My Documentum for MicrosoftOutlook

Version 7.1

User Guide

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Table of Contents

Preface ................................................................................................................................. 9

Chapter 1 My Documentum for Microsoft Outlook Concepts ...................................... 11What is My Documentum for Microsoft Outlook?............................................... 11What is a repository? ........................................................................................ 11What is a profile?.............................................................................................. 12What is local storage? ....................................................................................... 12What are online and offline modes? ................................................................... 12About My Documentum Folders ....................................................................... 13

Chapter 2 Using the Interface ...................................................................................... 15Enabling and disabling the My Documentum for Microsoft Outlookadd-in.............................................................................................................. 15Navigating profiles in the Microsoft Outlook navigation (left) pane ..................... 16Navigating a list ............................................................................................... 17Filtering a list ............................................................................................... 18Sorting a list ................................................................................................. 19

My Documentum for Microsoft Outlook reading pane ........................................ 19Reading pane - Properties tabs ...................................................................... 19Reading pane - View tab ............................................................................... 20Reading pane - Versions tab .......................................................................... 21Reading pane - Locations tab......................................................................... 21Reading pane - Permissions tab ..................................................................... 21

Adding a repository folder to the Favorite Folders pane ...................................... 22Using a Save to Repository dialog box................................................................ 22My Documentum for Microsoft Outlook menu in Microsoft Outlook ................... 26My Documentum for Microsoft Outlook Context Menu ...................................... 27Status Bar......................................................................................................... 29

Chapter 3 Setting Preferences ..................................................................................... 31Application server address setting ..................................................................... 31Logging in to repositories.................................................................................. 32WebSEAL or SiteMinder Authentication ........................................................ 34

Setting connection preferences........................................................................... 34Setting profiles preferences ............................................................................... 36Setting the synchronization tool preferences....................................................... 37Setting My Documentum for Microsoft Outlook storage folderpreferences....................................................................................................... 39Setting debugging and troubleshooting preferences ............................................ 41

EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1 3

Table of Contents

Chapter 4 Searching in My Documentum for Microsoft Outlook .................................. 43Searching repository folders .............................................................................. 43Performing a simple search ............................................................................... 43Performing an advanced search ......................................................................... 44Saved searches ................................................................................................. 50

Chapter 5 Working with Folders .................................................................................. 57Navigating folders............................................................................................ 57Importing folders to the repository .................................................................... 57Moving and copying a folder ............................................................................ 58Renaming a folder ............................................................................................ 58Creating a folder............................................................................................... 59Deleting a folder............................................................................................... 61Synchronizing a folder ...................................................................................... 61

Chapter 6 Working with Documents ............................................................................ 63Navigating repository objects in Microsoft Outlook list view ............................... 63Document quick editing.................................................................................... 64Checking out, editing, and checking in documents ............................................. 64Cancelling a checkout ....................................................................................... 66Importing files to the repository ........................................................................ 67Exporting files .................................................................................................. 68Moving and copying a document ...................................................................... 71Renaming a document ...................................................................................... 72Creating a document ........................................................................................ 72Deleting an item ............................................................................................... 73Linking a document to another location in the repository .................................... 74Sending a document as attachment .................................................................... 74Sending a link to the repository document ......................................................... 75

Chapter 7 Working with Emails and Attachments ........................................................ 77Importing messages and message attachments to the repository .......................... 77Enhanced email attachment handling ................................................................ 78

Chapter 8 Working with Versions ................................................................................ 81Versions overview ............................................................................................ 81Viewing versions .............................................................................................. 82Checking in the version of the document............................................................ 82

Chapter 9 Working Offline ........................................................................................... 85Working offline ................................................................................................ 85Enabling files for work in offline mode............................................................... 85Checking in content in offline mode................................................................... 86Moving and copying content in offline mode...................................................... 87

Chapter 10 Managing Properties ................................................................................... 89

4 EMC Documentum My Documentum for Microsoft Outlook User Guide, Version 7.1

Table of Contents

Setting properties ............................................................................................. 89Clearing dependent values ................................................................................ 90Managing properties for multiple files ............................................................... 91

Chapter 11 Synchronizing My Documentum for Microsoft Outlook with aDocumentum Repository ............................................................................. 93What is a synchronization process?.................................................................... 93Types of synchronization .................................................................................. 95Manual synchronization modes..................................................................... 95

Stopping synchronization and synchronization fault tolerance ............................ 96Setting synchronization preferences................................................................... 97Synchronization collisions................................................................................. 97Information Collisions .................................................................................. 97

Resolving collisions using lightweight pop-up dialog boxes ................................ 98Unable to Synchronize Content ..................................................................... 98Unresolved collision ..................................................................................... 98Insufficient permission.................................................................................. 99Unable to checkout content ........................................................................... 99Collision resolutions ................................................................................... 100

Resolving collisions using the application icon ................................................. 102Delete: Profile Collision .............................................................................. 103Deleting Non-Empty Folder ........................................................................ 103Error on Object Addition............................................................................. 103Errors ........................................................................................................ 104Login Failed ............................................................................................... 104Object not Saved Properly ........................................................................... 104Read-Only Objects Updated ........................................................................ 104

What is synchronization history? ..................................................................... 105Setting number of sessions in history ............................................................... 105Viewing history .............................................................................................. 105

Chapter 12 Accessibility features for My Documentum for Microsoft Outlook ............ 107Making an application accessible ..................................................................... 107Configuring JAWS ...................................................................................... 108

Enabling Accessibility ..................................................................................... 108Keyboard shortcuts......................................................................................... 110Features not supported in Accessibility Mode................................................... 111Navigating to the View tab.......................................................................... 111Accessing Properties and Permissions tabs ................................................... 112

Chapter 13 Troubleshooting ........................................................................................ 113Repairing EMCMy Documentum for Microsoft Outlook .................................. 113Getting technical support ................................................................................ 113Resetting the My Documentum for Microsoft Outlook client ............................. 114


Table of Contents

List of Figures

Figure 1. The My Documentum for Microsoft Outlook status bar........................................... 12Figure 2. My Documentum Folders in Microsoft Outlook navigation pane ............................. 14Figure 3. Displaying repository content in the Microsoft Outlook Window............................. 17Figure 4. Documents and Messages view ............................................................................. 18Figure 5. Documents view................................................................................................... 18Figure 6. Messages view ..................................................................................................... 19Figure 7. Reading pane Properties tab.................................................................................. 20Figure 8. Reading pane - Versions Tab.................................................................................. 21Figure 9. Reading pane - Locations Tab ................................................................................ 21Figure 10. Reading pane (online mode) - Permissions Tab ....................................................... 22Figure 11. Importing a file: Save to Repository dialog box....................................................... 24Figure 12. Setting import information for multiple items......................................................... 25Figure 13. My Documentum menu in Microsoft Outlook ........................................................ 26Figure 14. Context menu for a My Documentum for Microsoft Outlook item ........................... 29Figure 15. Indicating server address ...................................................................................... 32Figure 16. Login screen......................................................................................................... 34Figure 17. Specifying connection preferences ......................................................................... 35Figure 18. Selecting profiles to appear in Navigation Pane ...................................................... 37Figure 19. Specifying automatic synchronization tool preferences ........................................... 38Figure 20. Specifying My Documentum for Microsoft Outlook Documentum cache

preferences....................................................................................................... 40Figure 21. Specifying debugging and troubleshooting preferences........................................... 41Figure 22. Simple search results ............................................................................................ 44Figure 23. Advanced Find— <New Search> screen— Search documents — General

tab ................................................................................................................... 45Figure 24. Advanced Find — <New Search> screen — Search mails — General tab ................... 46Figure 25. Advanced Find — <New Search> screen — Search documents —

Advanced tab ................................................................................................... 49Figure 26. Advanced Find — <New Search> screen — Search mails — Advanced tab ............... 49Figure 27. Save search screen ................................................................................................ 50Figure 28. My Saved Searches node ....................................................................................... 51Figure 29. Sync All Searches option ....................................................................................... 52Figure 30. Sync Repository Searches option ........................................................................... 53Figure 31. Search options ...................................................................................................... 54Figure 32. Search Folder(s) dialog box ................................................................................... 55Figure 33. The New Folder dialog box ................................................................................... 60Figure 34. Checking in a single document .............................................................................. 65


Table of Contents

Figure 35. Checking in multiple documents ........................................................................... 66Figure 36. Export a single file using the Microsoft Outlook Save As menu................................ 69Figure 37. Export multiple files using the Microsoft Outlook Save As menu ............................. 70Figure 38. Exporting the document of a particular version ...................................................... 71Figure 39. The New Document dialog box ............................................................................. 73Figure 40. Setting properties in the Properties dialog box........................................................ 90Figure 41. Setting properties for multiple files ........................................................................ 91Figure 42. Viewing synchronization progress ......................................................................... 94Figure 43. Unable to Synchronize Content dialog box ............................................................. 98Figure 44. Unresolved Collision dialog box ............................................................................ 99Figure 45. Insufficient Permission dialog box ......................................................................... 99Figure 46. Unable to Check Out Content dialog box.............................................................. 100Figure 47. Resolving issues ................................................................................................. 102Figure 48. Synchronization History dialog box ..................................................................... 106Figure 49. Options dialog box with Accessibility Mode enabled ............................................ 109


Table of Contents

List of Tables

Table 1. My Documentum menu options ............................................................................ 26Table 2. Attributes based on the selected combination of object types ................................... 46Table 3. Functions for synced objects .................................................................................. 50Table 4. Collision resolutions using pop-up dialog boxes ................................................... 100Table 5. Keyboard shortcuts for My Documentum for Microsoft Outlook ........................... 110Table 6. Ribbon shortcuts for Microsoft Outlook 2010 ........................................................ 110


Preface

The EMC Documentum My Documentum for Microsoft Outlook User Guide explains how to benefit fromthe functionality of My Documentum for Microsoft Outlook, the Documentum plug-in for MicrosoftOutlook. This guide does not describe the original features of Microsoft® Outlook®.

Intended audienceThis guide is designed for My Documentum for Microsoft Outlook end users requiring informationon how to use the functionality of this software application.

Revision historyThe following changes have been made to this document.

Revision Date Description

September 2014 Initial publication


Preface


Chapter 1My Documentum for Microsoft OutlookConcepts

This chapter includes the following topics:

• What is My Documentum for Microsoft Outlook?, page 11

• What is a repository?, page 11

• What is a profile?, page 12

• What is local storage?, page 12

• What are online and offline modes?, page 12

• About My Documentum Folders, page 13

What is My Documentum for MicrosoftOutlook?My Documentum for Microsoft Outlook is a plug-in to Microsoft Outlook that allows you to create,edit, and modify content using Documentum functionality from within the Microsoft Outlookinterface. My Documentum for Microsoft Outlook enables users to capture and store emails(including attachments) and documents in Documentum repositories, and allows users to managecontent, even when offline.

What is a repository?A repository is a storehouse for the content you work on and share with other users. Content is thetext, graphics, attachments, binary content, or other data. My Documentum for Microsoft Outlookalso stores the properties (descriptive characteristics and more) about the file, such as creation date,author, version number, and others. Each repository provides security, tools, and processes forsharing content among many users.

When you want to modify a file, check it out from the repository. The file is locked and only you canmodify it. For other users, the file becomes read-only. When you complete your changes, you checkin the file, which updates the current version of the file with the new one. Checking in unlocks thefile so that other users with sufficient permissions can modify it.


My Documentum for Microsoft Outlook Concepts

What is a profile?When you log in to a repository via My Documentum for Microsoft Outlook, you are given access toone or more profiles in a repository. A profile is a repository object that controls a set of Documentumobjects to which a user has access: cabinets or folders. A repository can have a number of profiles. Foreach repository, you can choose the profiles you would like to work with in My Documentum forMicrosoft Outlook. See Setting profiles preferences, page 36 for more information.

Documentum Administrator sets the folders available via each profile and profile settings. Profilesettings determine the actions you can perform on objects within the profile while working in MyDocumentum for Microsoft Outlook, for example, you cannot work with objects of an offline-disabledprofile in offline mode.

What is local storage?Local storage is an area on your local PC that caches (stores) documents and their properties(database, PST file). All document content downloaded from the repository to My Documentum forMicrosoft Outlook is stored in the local storage. See Setting My Documentum for Microsoft Outlookstorage folder preferences, page 39 for information on how to set the local storage location and size.

What are online and offline modes?You can work in My Documentum for Microsoft Outlook in two modes:• Online — connected to the Documentum repositories

• Offline — disconnected from the repository

Online mode provides immediate access to content, permissions, locations, and advanced search. Inonline mode, the most recent (current) version is displayed, and you also have access to previousversions. When you modify the documents from within Microsoft Outlook, the changes areautomatically synchronized with the repository enabling others to see them.

Offline mode allows you to work on your email messages and documents when a connection to therepository is unavailable. Your changes are automatically synchronized the next time you connect tothe repository.

Not all objects are available when offline. To be able to work with repository objects when you areoffline, they must be offline-enabled. Enabling files for work in offline mode, page 85 providesinformation to enable and disable files and folders for working in offline mode.

You can switch to offline mode manually. When you restart Microsoft Outlook, the My Documentumfor Microsoft Outlook switches back to online mode, or you can change modes manually by clickingConnect on the My Documentum for Microsoft Outlook status bar. Figure 1, page 12 displays theOnline status in the Microsoft Outlook toolbar.

Figure 1. The My Documentum for Microsoft Outlook status bar



Note: From version 6.6 onwards, you can choose to connect or disconnect from the repository byselecting Connect or Disconnect option on the My Documentum for Microsoft Outlook status bar, orby selecting it from theMy Documentum menu.

About My Documentum FoldersMy Documentum Folders is the default name of the folder in the Microsoft Outlook navigation (left)pane that displays the available profiles in the Documentum repositories.

When you navigate a repository, synchronization takes place, and My Documentum for MicrosoftOutlook displays the updated content and properties.

TheMy Documentum Folders node contains the following folders:• Profiles and their associated folders: You have access to these folders. My Documentum forMicrosoft Outlook allows you to store the same folder in several profiles. When you modify afolder or its contents, the changes are locally synchronized with the rest of the profiles. Figure 2,page 14 shows the tree view of profiles and folders in the Microsoft Outlook navigation pane.

• Search Folders: This is a virtual folder that contains views of all the repository documents thatmatch specific search criteria. A search folder contains the following folders:— My Checked-Out Documents: This folder contains checked-out repository documents.

— MyOffline Documents: This folder contains documents for which the offline mode is enabled.

• My Saved Searches: This folder contains the saved advanced searches. You can right-click andselect Run to the search again.



Figure 2. My Documentum Folders in Microsoft Outlook navigation pane

If the user has disabled the My Documentum for Microsoft Outlook add-in manually or anunexpected failure occurs in Microsoft Outlook, theMy Documentum Folders root node does notappear in the folder tree. As a result, users cannot access any data in the PST.

From the 6.7.1 release onwards, multiple Microsoft Outlook profile support has been enabled inMy Documentum for Microsoft Outlook. If a user has configured My Documentum for MicrosoftOutlook in one profile and runs Microsoft Outlook with another profile, My Documentum forMicrosoft Outlook is still enabled. If theMy Documentum Folders root node is removed from aprofile, Microsoft Outlook displays the root node in the other profile, though you cannot expandthe node if the add-in is still disabled.


Chapter 2Using the Interface


• Enabling and disabling the My Documentum for Microsoft Outlook add-in, page 15

• Navigating profiles in the Microsoft Outlook navigation (left) pane, page 16

• Navigating a list, page 17

• My Documentum for Microsoft Outlook reading pane, page 19

• Adding a repository folder to the Favorite Folders pane, page 22

• Using a Save to Repository dialog box, page 22

• My Documentum for Microsoft Outlook menu in Microsoft Outlook, page 26

• My Documentum for Microsoft Outlook Context Menu, page 27

• Status Bar, page 29

Enabling and disabling the My Documentumfor Microsoft Outlook add-inTo disable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook2010/20131. Navigate to File > Options > Add-Ins.

2. Select COM Add-Ins.

3. Clear theMy Documentum for Microsoft Outlook option.

4. Select OK.The My Documentum for Microsoft Outlook add-in is now disabled in Microsoft Outlook 2010/2013.

To enable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook2010/20131. Navigate to File > Options > Add-Ins.


3. Select theMy Documentum for Microsoft Outlook option.


Using the Interface

4. Select OK.The My Documentum for Microsoft Outlook add-in is now enabled in Microsoft Outlook 2010/2013.

To disable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook 20071. Navigate to Tools > Trust Center > Add-Ins.


3. Clear theMy Documentum for Microsoft Outlook option.

4. Select OK.The My Documentum for Microsoft Outlook add-in is now disabled in Microsoft Outlook 2007.

To enable the My Documentum for Microsoft Outlook add-in in Microsoft Outlook 20071. Navigate to Tools > Trust Center > Add-Ins.


3. Select theMy Documentum for Microsoft Outlook option.

4. Select OK.The My Documentum for Microsoft Outlook add-in is now enabled in Microsoft Outlook 2007.

Navigating profiles in the Microsoft Outlooknavigation (left) paneMy Documentum Folders displays the profiles you have selected to work with while configuring theEMC My Documentum for Microsoft Outlook settings.

The left pane of the Microsoft Outlook window displays a directory tree showing the available foldersfor that profile directory structure. To view the profile subfolders, expand the profile.

When you navigate to a profile or folder, My Documentum for Microsoft Outlook synchronizesthe subfolders stored on the first level of hierarchy in this profile or folder, and you can view theupdated tree structure. You can experience a delay in viewing the subfolders as My Documentum forMicrosoft Outlook updates the folder contents.

The right pane of the Microsoft Outlook window displays the contents of the item selected in the leftpane. My Documentum for Microsoft Outlook downloads the content of the items to your machineonly if you have Read or higher permissions on these documents. In this case, you are able to previewthe document in the reading pane after it has been opened or made offline-enabled.

Profile settings (designated by your server administrator) determine the following:• The default object type when performing an import

• Display of properties dialog

Figure 3, page 17 shows the Microsoft Outlook window displaying the contents of the repositoryprofile you are viewing in Microsoft Outlook.


Using the Interface

Figure 3. Displaying repository content in the Microsoft Outlook Window

Note: When you navigate to a profile and do not see any folders in it, you either do not have sufficientpermissions to access the objects or the profile is incorrectly configured for your usage. Contact yourMy Documentum for Microsoft Outlook system administrator for assistance.

You can choose the profiles you want to view in the Microsoft Outlook navigation pane by configuringthe profiles settings. The Setting profiles preferences, page 36 section provides more information.

Navigating a listThe list of items for a repository folder can be displayed in different views. Initially, My Documentumfor Microsoft Outlook administrator sets the view associated with a particular folder, but can becustomized to suit your needs. The default view is applied to all folders within this profile. Ifyou change the default view for a folder, your change supersedes the profile setting made by theadministrator, and this folder content appears in the view you have selected and your settings arepreserved for future sessions.


Using the Interface

Filtering a list

You can determine how a list of items is displayed. All views can be either online- or offline-enabled.You can filter the content of a repository folder by displaying its items in three default MyDocumentum for Microsoft Outlook views, which are:• Documents and Messages: This view displays both emails and documents stored in a folderselected under My Documentum Folders. In offline mode, only offline-enabled emails anddocuments are shown.

Each document is marked with an icon which shows its format (Microsoft Word, Microsoft Excel,PDF, and so on) and status (offline-enabled or offline-disabled).

Among others, the view contains the following default columns: Icon, Attachment, From,Subject, ReceivedDate, Size, Format, Checked-Out, and Flag status.

Figure 4. Documents and Messages view

• Documents View: This view displays only the documents stored in a folder selected in thenavigation pane underMy Documentum Folders. The messages are not displayed.

This view contains the following columns: Icon, Subject, Size, Format,ModifiedDate, OwnerName, Checked-Out, Checkout Date, and Flag status.

Figure 5. Documents view

• Messages View : The list view displays only email messages; documents are not shown.

This view provides the following columns: Importance, Icon, Attachment, From, Subject,ReceivedDate, Size, Format, and Flag Status.


Using the Interface

Figure 6. Messages view

If the My Documentum for Microsoft Outlook administrator has set up an additional default view foryou, then you can select it from the View list.

Sorting a list

When you sort items in a list, they appear in descending order.

To sort items:1. Click a column heading in the list view.

2. To reverse the sort order, select the column heading a second time.

My Documentum for Microsoft Outlook readingpaneThe My Documentum for Microsoft Outlook reading pane for repository items is displayed in placeof the Microsoft Outlook reading pane. The reading pane enables you to view different aspects ofthe object selected in the list view. You can easily switch between the different aspects by clickingon the tabs at the bottom of the reading pane.

The following reading tabs are available for a document: Properties, View, Versions, Locations,and Permissions. The default tab is Properties.

The following reading tabs are available for a message: View, Properties, Locations, and Permissionstab. The default tab is View.

Reading pane - Properties tabs

This view allows you to view the properties of the object in read-only mode. The properties aregrouped according to the settings made by the repository administrator, thus there are several tabswithin the Properties tab. Figure 7, page 20 shows the Properties tab in the reading pane.


Using the Interface

Figure 7. Reading pane Properties tab

Reading pane - View tab

This tab allows you to preview the content of the selected object, whether it is an email or a file inthe following formats:• MS Office document (.DOC, .DOCX, .DOT, .XLS, .XLSX, .PPT, .PPTX)

• PDF

• Text (.txt)

• JPEG (.jpg)

• PNG

• RTF

• XLT

• CSV

• POT

Note: If a preview handler is installed for a format, you can preview the content of thedocument. My Documentum for Microsoft Outlook supports all the preview handlers installedon your machine for any specified formats. Preview handlers for IInitializeWithFile andIInitializeWithStream are also supported.

The reading pane resembles the interface of the application that is associated with the documentbeing previewed. You cannot edit the email or document in this view.

When clicking the View tab while online, My Documentum for Microsoft Outlook checks therepository to verify that the version of the document stored locally is the latest version. If a moreup-to-date document version is available in the repository, My Documentum for Microsoft Outlookdownloads it to your local storage and informs you of its progress while it is being downloaded.

Once the document is downloaded, you are able to view the document. When working offline, thepreview is only available for documents that have been marked as offline-enabled.


Using the Interface

Reading pane - Versions tab

This view is available when you are working online. It displays the list view of all versions of thedocument with the following columns: Name, Version,Modification Time, Editor, Description andVersion Description. Figure 8, page 21 shows the Versions tab in the reading pane.

Figure 8. Reading pane - Versions Tab

You can sort the list by any column. You can right-click on any document version to perform specificoperations. For example, you can save the required version to a location in your file system.

Reading pane - Locations tab

The Locations view is available in online mode only. It displays the locations (folders) to which thecurrent object is linked. The tab displays the locations in the list view which you can sort by Path,Creation date and Owner column. Figure 9, page 21 shows the Locations tab in the reading pane.

Figure 9. Reading pane - Locations Tab

Reading pane - Permissions tab

This view is available when you are working online. The Permissions tab contains informationabout object permissions. All lists are read-only, so it is not possible to edit the permissions in the


Using the Interface

reading pane; you can edit permissions in the Properties dialog box. Figure 10, page 22 shows thePermissions tab in the reading pane.

Figure 10. Reading pane (online mode) - Permissions Tab

Adding a repository folder to the FavoriteFolders paneYou can add any repository folder to the Favorite Folders pane to display it at the top of theMailpane in the navigation pane. The folder stays in its original location, and Favorite Folders providesquick and easy access to the folder. The subfolders of the favorite repository folder are not shown inthe Favorite Folders pane.

To add a repository folder to Favorite Folders pane:1. UnderMy Documentum Folders in the navigation pane, navigate to the folder you want to add

to Favorite Folders.

2. On the context menu, select Show in Favorites.

Note: You can quickly add a folder to Favorite Folders by clicking the folder you want to add anddragging it to Favorite Folders.

Using a Save to Repository dialog boxThe Save to Repository dialog box allows specifying property values for the objects you areimporting to the repository. The dialog box is divided into two panes – the left pane lists the objectsbeing imported, and the right pane displays the properties for the items selected in the left pane.


Using the Interface

When specifying the import information, you can select to process one item at a time or all items ofa certain object type in a batch. You can remove an item from the items list so that this item is notimported.

The items in the left pane are displayed in the hierarchical manner.

The tabs in the right pane may vary depending on the profile settings and the object type of theimported items. Each tab covers the settings that govern a particular functional area. The Permissionstab is available in online mode only; it displays the access that different users have to the item. Youcan use the default profile permissions settings. The Properties tab may be displayed depending onthe settings made by your administrator. If you are processing multiple items, the right pane displaysonly those property values that are common to all the items you selected.

Use the Save to Repository dialog box to locate a destination folder when you import a file, folder, ormessage to the repository.

The Save to Repository dialog box is shown in Figure 11, page 24.

To locate a folder:1. Select the profile in the Save In list, or click the location in the Common Places bar.

2. Navigate to a folder where you would like to import.

• Click the One Level Up button to move to one level up in the directory structure.

• Click the Create New Folder button to create a folder.

3. Depending on the operation you are performing or permitted to perform, theMove and/or Copybuttons become enabled so that you can make your choice.• ClickMove or Copy to close the dialog box.

Note: The following locations are invalid target locations for importing into a repository:• My Documentum Folders root folder;

• Profile root folder, if there is more than one subfolder in the profile. You can still import to theprofiles that have only one subfolder;

• Search Folders.


Using the Interface

Figure 11. Importing a file: Save to Repository dialog box

To save the items to the repository:1. Do one of the following:

a. To process each item separately, select One at a time in the Process Items list in the left pane.

b. To process items of a certain object type in a batch, select the object type in the Process Itemslist in the left pane. Figure 12, page 25 shows all items of the dm_document object type selected.


Using the Interface

Figure 12. Setting import information for multiple items

2. When processing one item at a time, do the following:

a. To set the import information on the item, in the right pane, set the relevant informationon the corresponding tabs.

b. Click Next item to switch to the next item, or Previous item to edit the details on theprevious item.

c. To remove the selected item from the list of items being imported, click Remove item in theleft pane. At the prompt, click Yes.

Note: An email message is removed with all its attachments; you cannot remove a singleattachment.

3. When processing multiple items of a certain object type, do the following:

a. Set the relevant import information on the corresponding tabs in the right pane for the objectsof the selected object type.

b. Select another object type in the Process Items list in the left pane and set the importinformation for these objects in the right pane. Proceed to set the import information forthe rest of the object types.

4. Click Save to start the importing process, or click Cancel to cancel the import.


Using the Interface

My Documentum for Microsoft Outlook menuin Microsoft OutlookOnce you have installed My Documentum for Microsoft Outlook on your computer, theMyDocumentum is available to you in Microsoft Outlook menu bar.

Figure 13. My Documentum menu in Microsoft Outlook

TheMy Documentummenu provides access to the top-level My Documentum for Microsoft Outlookfunctionality, such as checking documents in and out, canceling checkout, creating new objects,viewing the checked-out documents you have worked on. Table 1, page 26 provides the descriptionfor My Documentum menu options.

Table 1. My Documentum menu options

Menu options Description

New Document Allows you to create a document in the repository.

New Folder Allows you to create a folder in the repository.

Check Out 1. Check Out: Allows you to check out the selected items in the list view.

2. View My Checked-Out Documents: Allows you to view thechecked-out documents you have worked on.

Check-In Allows you to check in the selected files.

Cancel Checkout Allows you to cancel the checkout for the selected items in the list view.

Move/Copy Opens the Save to Repository dialog box so that you can specify thelocation to add new documents to the repository.

Create Link Opens the Folder Selection dialog box to select the folder to which youwant to link a selected document.

Synchronize withServer

1. Selected Documents: Allows you to update the selected documents inthe list.

2. Current Folder: Allows you to update the documents located in theselected folder.

3. Current Folder and All Subfolders: Allows you to update thedocuments that belong to the selected folder and to all its subfolders.

4. Application Data: Allows you to update all the content marked asoffline-enabled in My Documentum for Microsoft Outlook storagefolder, as well as metadata (properties) of offline-disabled items andobjects.


Using the Interface

Menu options Description

View Synchroniza-tion

1. Progress: Allows you to view the progress of Application Datasynchronization. It is enabled only while Application Datasynchronization is running.

2. Collisions: Opens the Resolving collisions dialog to view and resolvesynchronization collisions.

3. History: Displays the information about the My DocumentumMicrosoft Outlook uploaded and downloaded objects.

Stop Synchroniza-tion

Allows you to end the synchronization when My Documentum forMicrosoft Outlook has finished synching the current object.

Search In Allows you to select the folders to perform the Simple search. Click Go tostart the search.

Advanced Find Allows you to search for current versions of the documents by specifyingadditional search criteria.

Connect Allows you to connect to the repository or server.

Disconnect Allows you to disconnect My Documentum for Microsoft Outlook from therepository or server.

Offline-Enable Allows you to enable files and folders to work in the offline mode forprofiles that are offline-enabled.

Offline-Disable Allows you to disable the offline enabled objects.

Properties Allows you to review the documents or folder properties. Properties aredescriptive characteristics about an item.

Options Allows you to perform the client side settings or configurations. The Settingconnection preferences, page 34 provides the details.

System Allows you to o view what is currently being synched.

Help Allows you to open My Documentum for Microsoft Outlook Help.

My Documentum for Microsoft Outlook ContextMenuMy Documentum for Microsoft Outlook provides right-click context menus for items and folderslocated underMy Documentum Folders. These context menus are invoked from Microsoft Outlookand give you access to all My Documentum for Microsoft Outlook functionality. Most menus aredirectly visible when you right-click on an item in the list view or a repository folder underMyDocumentum Folders.

Context menus are available for documents and email messages when you right-click on them in theMy Documentum for Microsoft Outlook list view. Selecting more than one item at a time allows youto perform the same function on them simultaneously.


Using the Interface

Note: If you select both email messages and documents, the context menu for documents is shown.For multiple email messages, the Reply option is disabled and during object synchronization,Forward option is disabled.

Based on the My Documentum for Microsoft Outlook working mode and operations currently inprogress, some menu options are disabled. For example, the checkout operation is not available fordocuments that are getting downloaded to the repository. This occurs for documents that have beencreated or imported and have not yet been uploaded to the repository. The Offline-Enable andOffline-Disable commands are disabled when the selected items are located in an offline-disabledprofile.

TheMove/Copy to Repository menu option is integrated in the right-click context menu fora Microsoft Outlook folder which allows you to copy or move a Microsoft Outlook folder to arepository. This command opens theMove/Copy to Repository dialog box and allows importingMicrosoft Outlook content into Documentum repositories.

Figure 14, page 29 shows the shortcut menu for an item in a repository folder.


Using the Interface

Figure 14. Context menu for a My Documentum for Microsoft Outlook item

Status BarIn the Microsoft Outlook status bar, the My Documentum for Microsoft Outlook section displaysinformation on the status of My Documentum for Microsoft Outlook and last full synchronizationtime. The following My Documentum for Microsoft Outlook status are possible:

• Online : My Documentum for Microsoft Outlook is connected to the My Documentumfor Microsoft Outlook web services; no synchronization is taking place.

• Offline : There is no connection with the My Documentum for Microsoft Outlookweb services at this moment; either the server is unavailable or there is no network connection.Synchronization is not possible.


Using the Interface

• Syncing : My Documentum for Microsoft Outlook is connected to the repository,and synchronization is taking place.

• Collisions : An animated application icon is displayed when you have unresolvedcollisions.

Note: Status bar appears only when user enters any of the Documentum folders.


Chapter 3Setting Preferences


• Application server address setting, page 31

• Logging in to repositories, page 32

• Setting connection preferences, page 34

• Setting profiles preferences, page 36

• Setting the synchronization tool preferences, page 37

• Setting My Documentum for Microsoft Outlook storage folder preferences, page 39

• Setting debugging and troubleshooting preferences, page 41

Application server address settingIf you have not done so during installation, then indicate the Documentum server address when youfirst start Microsoft Outlook after installing EMC My Documentum for Microsoft Outlook. Use theseinstructions to connect to a Documentum server. Before you connect, obtain the URL to the serverwhich includes the name of the host where Documentum is running and the port number on whichDocumentum listens. Ask your system administrator for the server address and its specification.

To set the server address:1. Open Microsoft Outlook. To access this dialog box again, select Configure from theMy

Documentum menu.

2. In the Change URL dialog box, enter the server address in the text box after the double slash.The address can be specified in a form of http://host:port or http://IP address:port, asshown in Figure 15, page 32.


Setting Preferences

Figure 15. Indicating server address

3. Click the Test button to test the connection with the server.

4. If the test connection is correct, the OK and Cancel buttons get enabled.

5. Click OK to apply the changes.

Note: If you click Cancel, the Change URL dialog box closes and the connection with the serveris not established. To access this dialog box again, select Configure from the My Documentummenu.

After you complete your connection, a My Documentum for Microsoft Outlook status bar appears inthe Microsoft Outlook status bar and displays the Online status.

Logging in to repositoriesIf you have not indicated the server address during installation of My Documentum for MicrosoftOutlook, you are prompted to do so before you can log in to the repositories. See Application serveraddress setting, page 31 for more information.

When you first start Microsoft Outlook, the My Documentum for Microsoft Outlook applicationtries to connect to the Documentum repositories. The Log In dialog box appears and displays allthe repositories you have access to in sequence.

From version 6.6 onwards, My Documentum for Microsoft Outlook provides the following modes ofauthentication:• Normal (Default authentication): You are prompted to enter the user name and password

• SSO only: Windows credentials are used for logging in to the repositories

• Mixed: You can choose to log in using Normal mode or SSO only mode

To log in:1. Open Microsoft Outlook.

2. If you saved your credentials via the Log In dialog box, then My Documentum for MicrosoftOutlook logs you in to the repository based on any action performed on the Documentumobjects. Skip the rest of this procedure.


Setting Preferences

Log in to the repository through one of the following options:

a. If you log in for the first time after installing My Documentum for Microsoft Outlook, or ifyou did not save credentials the last time you logged in, you are prompted with the Log Indialog box for the first repository to which you have access. User name will be displayedand you need to provide only the password. Documentum user cannot be changed untilyou reset the client.To log in to a repository, you must have a valid user name and password for that repository.If you do not have that information, ask your administrator for assistance.

b. If you have enabled Single Sign-on (SSO) authentication by adding the required configurationsettings in the dco_custom_settings.xml file on the server, you are prompted with a LogIn dialog box. Click OK.

c. If you have chosen to configure Mixed mode authentication in the dco_custom_settings.xml file on the server, you are prompted with a Log In dialog box. Perform the following:• Use Kerberos SSO to login to the repository checkbox is selected by default. Click OKto log in to the repository in SSO mode.

• Clear Use Kerberos SSO to login to the repository checkbox to enable the Login Nameand the Password fields. You can enter the valid login credentials and click OK fornormal mode authentication.

For more information on enabling and configuring SSO authentication on My Documentum forMicrosoft Outlook server, refer to Documentum Foundation Services 7.1 Deployment Guide.For information on enabling repositories for the different kinds of authentication, refer to section“ The dco_system_settings.xml and dco_custom_settings.xml files” in My Documentum forMicrosoft Outlook 7.1 Administration Guide.

3. To log in to this repository each time Microsoft Outlook starts as well as when you navigatefolders belonging to the profiles in this repository, select Save credentials.

a. If automatic login is disabled, the system prompts you for your credentials to connect to therepository each time Microsoft Outlook starts and when you navigate to a folder belongingto the profiles in this repository.The Save credentials option can be disabled for some repositories.

b. To enable automatic synchronization with this repository, select the Automaticallysynchronize with the repository. You can change this option later in the Options dialog box.See Setting connection preferences, page 34 for details.

c. Click OK.

4. The Log In dialog box for any other repositories to which you have access but have not logged inyet is displayed, one by one. Follow steps a through c in Step 3 above to log in, or click Skip thisrepository to skip the displayed repository.

Note: You can log in to a skipped repository later while working in Microsoft Outlook by clickingon the profile name in the Microsoft Outlook navigation (left) pane, or from the My Documentummenu, select Synchronize with Server > Application Data. You can also specify automatic loginpreferences for each repository in the Options dialog box. See Setting connection preferences,page 34 for more information.


Setting Preferences

WebSEAL or SiteMinder Authentication

If the WebSEAL or SiteMinder server has been configured as a reverse proxy, the certificateauthentication login screen for accessing Documentum repositories will appear as shown in Figure16, page 34:

Figure 16. Login screen

1. Enter the Login Name and Password to access the required repository.

Note: Once you accept the certificate, you need not provide the password.

2. Select one of the following:• OK to log in to the repository

• Skip this repository to move on to another repository

• Cancel to exit the operation

Note: Following WebSEAL and SiteMinder server integration, all other options on the Login screenare disabled.

Setting connection preferencesSet My Documentum for Microsoft Outlook connection preferences such as server address andautomatic repository synchronization, and log in to repositories skipped during the first time login.

My Documentum for Microsoft Outlook as a client application has to be connected to the server inorder to determine repositories availability. You can initially specify the server address during theMy Documentum for Microsoft Outlook installation.

To modify the My Documentum for Microsoft Outlook server address:1. From theMy Documentum menu, select Options.

2. In the Options dialog box, select the Connections tab as shown in Figure 17, page 35.


Setting Preferences

Figure 17. Specifying connection preferences

3. In the Address of Application Server field, type a new address.

4. Click Change to edit the server address.

5. Click Test to verify the server connection for the new address.

6. Click OK to save the changes and close the dialog box.For the repositories you are logged in to, you can enable the automatic synchronization preferencein order to have My Documentum for Microsoft Outlook automatically connect to the repositorywhen Microsoft Outlook starts, or when you browse the profiles.

You can also enable automatic synchronization login in the Log In dialog box when logging in to arepository by selecting the Automatically synchronize with this repository check box. See Loggingin to repositories, page 32 for details.

To enable or disable automatic synchronization:1. From theMy Documentum menu, select Options.

2. In the Options dialog box, select the Connections tab.

3. Under Auto sync, select the checkbox for each repository you want to synchronize automatically.Clear the checkbox to disable the automatic synchronization for this repository.

4. Click OK to save the changes and close the dialog box.


Setting Preferences

You can specify whether automatic synchronization preferences have to be applied to a particularrepository. See Setting the synchronization tool preferences, page 37 for more information onautomatic synchronization preferences.

You can also enable a repository for automatic synchronization in the Log In dialog box when loggingin to a repository by selecting the Automatically synchronize with this repository checkbox. SeeLogging in to repositories, page 32 for details.

Setting profiles preferencesFor the repositories you have logged in to, you can select the profiles that you wish to work with inMicrosoft Outlook. These profiles are displayed underMy Documentum Folders in the MicrosoftOutlook navigation pane.

If you choose not to display the profile in the navigation pane, My Documentum for MicrosoftOutlook deletes all offline-enabled documents except the checked-out ones and the documents thatare accessible through other profiles.

To select the profiles to be displayed in Microsoft Outlook Navigation Pane:1. From theMy Documentum menu, select Options.

2. In the Options dialog box, select the Navigation Pane tab. It displays the Options dialog boxwith the Navigation Pane tab highlighted.


Setting Preferences

Figure 18. Selecting profiles to appear in Navigation Pane

3. In the Repositories list, select the Show checkbox for each profile you want to see in the MicrosoftOutlook navigation pane.

Note: If the administrator has provided the required permissions, you can check or uncheckthe profiles, otherwise the Show checkbox is hidden and all profiles are displayed. ManagingRepositories and Profiles chapter of the EMC Documentum My Documentum for Microsoft OutlookAdministration Guide provides the details.

4. Click OK to save the changes.

Setting the synchronization tool preferencesEach time you start Microsoft Outlook, the automatic synchronization starts so that repositorysettings (properties, profiles, and formats) are up-to-date. The Documentum Synchronization dialogbox appears to indicate the synchronization process. See What is a synchronization process?, page 93for more information on the synchronization process.

You can schedule the automatic synchronization or turn it off in the Options dialog box. This settingcan be changed later if necessary.


Setting Preferences

You can specify the automatic synchronization preferences so that synchronization runs automaticallyevery hour or at a certain time during the day. You can then enable a repository for automaticsynchronization; in this case, all offline-enabled documents in this repository are synchronized inaccordance with the automatic synchronization preferences. If automatic synchronization is turnedoff, or a repository is not enabled for automatic synchronization, you can manually synchronize aparticular profile or folder when needed.

To set up automatic synchronization:1. Open Microsoft Outlook.

2. Click theMy Documentum menu and select Options.

3. In the Options dialog box, select the General tab as shown in Figure 19, page 38.

Figure 19. Specifying automatic synchronization tool preferences

4. In the Automatic Synchronization section, select the synchronization option from the list. Youcan set the synchronization to happen once an hour, once a day at a certain time, or choose to turnoff the automatic synchronization.

5. Click OK to save the changes.To keep track of document modifications and collisions that occurred during synchronization, selectthe number of synchronization sessions to be saved in the synchronization history. Administratorsets the default number of sessions value.


Setting Preferences

To select the number of sessions to save in synchronization history:1. From theMy Documentum menu, select Options.

2. In the Options dialog box, select the General tab.

3. In the Sessions Kept in History section , type a value from 0 to 10000.

4. Click OK.When a document in the repository is modified simultaneously by you and another user, asynchronization issue occurs, and you have to decide whether to keep the repository or your ownversion of the document.

To run in accessibility mode:1. If you choose to run My Documentum for Microsoft Outlook in Accessibility Mode, select the

checkbox Run in Accessibility Mode.

2. Click OK.

Setting My Documentum for Microsoft Outlookstorage folder preferencesMy Documentum for Microsoft Outlook stores repository files that you are working on in a localstorage folder on your computer. You can configure the location of this folder during the initial clientsoftware installation and cannot be changed at a later time.

You can empty the Documentum cache to get rid of unnecessary files. For example, you can removethe documents that are not synchronized with the repository but are present in the local storagebecause you opened them while being online.

To empty the My Documentum Cache:1. From theMy Documentum menu, select Options.

2. Click the Disk Space tab.

3. In the Documentum Cache section, click the Empty Cache.

Note: Documentum cache consists of Mail Storage, Document Storage, and PST storage.

4. The Empty Folder dialog box appears with options for My Documentum for MicrosoftDocumentum cache clearing.

5. Do one of the following:• Select Temporary documents only to remove offline-disabled documents from the MyDocumentum for Microsoft Outlook Documentum cache.

• Select All documents to remove all documents (temporary documents and offline-enableddocuments) from the My Documentum for Microsoft Outlook Documentum cache.

6. Click OK to save the changes.Documentum cache is consist of Mail Storage, Document Storage, and PST storage


Setting Preferences

Figure 20. Specifying My Documentum for Microsoft Outlook Documentum cache preferences

The size of the .dco files in the storage folder are reduced to zero bytes and all documents aredeleted from the Document Storage location (Viewed/Staging folder).

You can set the maximum size of the My Documentum for Microsoft Documentum cache. The systemchecks this setting every time you try to download a document from a repository to offline storage.The initial My Documentum for Microsoft Documentum cache size value is set by the administrator.However, you can also change this setting at any time.

To specify the My Documentum for Microsoft Outlook storage folder size:TheMaximum Space Allowed allows you to set the maximum size of Documentum cache for MyDocumentum for Microsoft outlook.

1. Click theMy Documentum menu and select Options.

2. Click the Disk Space tab.

3. In theMaximum Space Allowed section, type a value from 10 to 100 and select the unit ofmeasurement from the list - either MB or GB.


Note: You are not allowed to change the My Documentum for Microsoft Outlook storage folder limitto a size that is less than the space currently in use by the offline storage.


Setting Preferences

Setting debugging and troubleshootingpreferencesYou can collect information for debugging and troubleshooting an environment using theTroubleshoot tab of the My Documentum for Microsoft Outlook menu options.

To specify the debugging and troubleshooting preferences:1. Click theMy Documentum menu and select Options.

2. Click the Troubleshoot tab.

Figure 21. Specifying debugging and troubleshooting preferences

3. In the Logging area, select one of the following logging levels from the drop-down list:• Error

• Info

• Detail

Note:• The default level is set to Info.

• Set the logging level to Detail only when debugging or troubleshooting is required. SelectingDetail increases the size of the log file.


Setting Preferences

4. Select Enable Connector Logging to troubleshoot errors.

Note: Select Enable Connector Logging only to debug server errors as this operation may occupya lot of memory on the local disk.

5. The Log Location pane provides the path where the logs are stored on the computer.

6. When you resolve collisions using the Exclude From Sync option, that object will not beconsidered the next time a sync operation is performed. In the Clear Ignored Object List area,click Clear Now to include all collisions that have been ignored.



Chapter 4Searching in My Documentum forMicrosoft Outlook


• Searching repository folders, page 43

• Performing a simple search, page 43

• Performing an advanced search, page 44

• Saved searches, page 50

Searching repository foldersIn EMC My Documentum for Microsoft Outlook, you can search for the repository profiles to findspecific documents and messages based on properties and content.

In online mode, you can search files located in the Documentum repository. The search resultsinclude only the documents that are located in the folders available via your profiles for which youhave adequate permissions.

Performing a simple searchUsing a simple search, you can search any item in the repository that contains a specific word orphrase. When running a simple search in online mode, both the repository and your local storage aresearched. When performing a simple search in offline mode, only the offline-enabled items in thelocal storage are searched.

To search for a document or email message by a word or phrase:1. In the Find section ofMy Documentummenu, type the text to search for in the search field and

click Go, or click the arrow on the search field box to use the previous search text.


Searching in My Documentum for Microsoft Outlook

2. Specify the folders you want to search. By default, the current folder is selected. To choosea folder for search, do one of the following:• To search in all profiles, a specific profile, Home Cabinet, My Rooms, click Search In, andthen click All Profiles or a specific profile name. When you selectMy Documentum Folders,Home Cabinet or a profile node, the search is performed in all nested subfolders.

Click Find now.

• To search in a custom folder, click Search In, and then click Choose Folders.

In the Select Folder(s) dialog box, select the checkbox next to a repository folder you want tosearch. Select the Select subfolders checkbox to search in the folder’s subfolders. Click OK toclose the dialog box. Click Find now on theMyD Outlook Find Bar.

3. The Search results dialog box displays all documents that have met the search criteria as shownin Figure 22, page 44. You can start an advanced search by clicking the Advanced Find button.You can also save the results based on the criteria for the current search to a Search Folder so thatyou can run the same search later.

Figure 22. Simple search results

Note: To stop the search, on theMyD Outlook Find Bar, click Stop. To restart the search, click Findnow. When you stop the search, no results are displayed.

Note: If an item found is available in multiple profiles or linked to multiple locations, all instances ofthe item are displayed in the search results. The search results list can contain up to 500 items.

You can right click the items in the search result, and perform the My Documentum for MicrosoftOutlook operations listed in the drop-down.

Performing an advanced searchAdvanced search allows you to search for current versions of the documents by specifying additionalsearch criteria. Running an advanced search in online mode searches the repository. You can run anadvanced search as a continuation of the simple search.



To search for an item:1. Click Advanced Find in the Search results dialog box, or on theMy Documentummenu, click

Advanced Find.The Advanced Find — <New Search> dialog box appears. An advanced search is run in thelocation you specified in the Search In box of theMyD Outlook Find Bar.

Note: The default location is either the current My Documentum for Microsoft Outlook folder orthe My Documentum folder, if it is a Microsoft Outlook folder.

The Advanced Find — <New Search> dialog box contains two Object Type fields, which can beused in combination to perform the required search operation.

2. In the Object Type field, select the object type you want to search for.

3. Click Browse to change the folder in which the search needs to be performed.

4. Select one of the two options:• Search Mails to search for mails based on the object type selected. This option is selectedby default.

• Search Documents to search for documents based on the object type selected.

Figure 23. Advanced Find — <New Search> screen — Search documents — General tab



Figure 24. Advanced Find — <New Search> screen — Search mails — General tab

The following table lists the attributes based on the selected combination of object types.

Note:• If one of the object types selected is dm_document (or its subtype) and the Search Documentoption is selected, then the document-related fields appear in the General tab.

• If one of the object types selected is dm_document (or its subtype) and the Search Emailoption is selected, then the email-related fields appear in the General tab.

Table 2. Attributes based on the selected combination of object types

Selected ObjectType

Search Criteria Fields inGeneral tab

Fields inAdvanced tab

Result List

Object typederived fromdm_documentand the otherobject type

SearchDocumentsoption

Named— Typethe text youwant to searchfor in the item’sname, or selectthe list of optionto use text from aprevious search.You can usethe ‘*’ wildcardto specify thesearch criteria.

Search for theword(s)— Typewords or phrasesthat need to be

All attributetypes except fordate attributes

• Object

• Creator

• Name

• Modified

• Size

• Folder



Selected ObjectType



Result List

found at thelocation.

Date — Selectthe date propertyagainst thesearch that needsto be performed.The optionsavailable dependon the object typeselected. Specifythe time whenthe event takesplace and a daterange for yoursearch.

Size — Specifythe size of thedocuments tobe found, inkilobytes (kb).You can indicatethe documentsize range in thecorrespondingboxes.

Object typederived fromdm_document

Search Mailsoption

Subject— Typethe messagesubject you wantto search foror select thelist of optionsuse text from aprevious search.You can usethe ‘*’ wildcardto specify thesearch criteria.

Search for theword(s)— Typewords or phrasesthat need to befound at thelocation.

All attributetypes except fordate attributesand messagesubject

• Message

• From

• Subject

• Received

• Size

• Folder



Selected ObjectType



Result List

From — Selectthe requiredcriteria from thelist of optionsand enter theaddress fromwhich themessage wassent.

To— Select therequired criteriafrom the listof options andenter the addressto which themessage wassent.

Sent—Select therequired criteriafrom the listof options andenter the daterange for whenthe message wassent.

Received —Select therequired criteriafrom the listof options andenter the daterange for whenthe message wasreceived.

5. Select the Advanced tab and make the following settings:

a. From the Field list, select a field to be included into the search criteria. The list of availablefields depends on the object type you have selected on the General tab. The field selectedappears in the text box below.

b. In the Condition list, select the condition against which the field is to be verified during thesearch. The options in the list depend on the selected field type.

c. In the Value box, specify the value for the condition, such as "business" (without thequotation marks).



d. Click Add to list to add the specified criterion to the criteria list.

Note: If the criteria list contains items, you can specify how the new criterion is to becombined with the existing ones by selecting an “and” or “or” logical operator.

Figure 25. Advanced Find — <New Search> screen — Search documents — Advanced tab

Figure 26. Advanced Find — <New Search> screen — Search mails — Advanced tab

6. Click Find Now to begin your search.

7. The advanced search results are displayed at the bottom of the dialog box.

Note: To stop the search, click Stop. The search stops and the dialog box display the resultsavailable up to that point. To restart the search, click Find Now.



Click New Search to define a new search.

8. Click one of the following:• Save to save a new search or update a new search. The Save search dialog box appears. Typethe required information in the Name and Description fields and click OK to save the search.

• Save As to save an existing search as a new search. The Save search dialog box appears. Typethe required information in the Name and Description fields and click OK to save the search.Select Save search as public to save the search in the repository. This allows all the users ofthe repository to view or edit the search. If Save search as public is not selected, the searchcan be viewed or edited only by the user who initiates the search.

Figure 27. Save search screen

In simple and advanced search results, if the objects have not been synced earlier, you can onlyperform the Open and Show Locations functions. When objects have been synced to the clientalready, they are highlighted with a red flag and the folder path column is displayed in the Searchresults dialog box. The following functions can be performed on previously synced objects:

Table 3. Functions for synced objects

Menu command Action

Open Open the item in its corresponding application

Properties View the item’s properties

Send as Link Send the item as a link (for documents only)

Send as Attachment Send the item as an attachment (for documents only)

Show Locations Displays a list of all object locations in a new dialog box

Check in Check in the item

Check out Check out the item

Cancel Checkout Cancel the checkout operation for the item

Saved searchesAll searches are saved in the Search Folders node in theMy Documentum Folders categorized bythe repository. This folder is updated during the Sync Application Data operation or when you clickSync All Searches or Sync Repository Searches in the context menu.

Note: The Search Folders list is not updated every time the node is expanded.



TheMy Saved Searches node in the My Documentum Folders will have a sample folder structure asshown in Figure 28, page 51.

Figure 28. My Saved Searches node

The following operations can be performed on your saved searches:

• Sync All searches— The right-click context menu of theMy Saved Searches node displays theSync All searches option. Click this option to re-sync the saved searches in all the repositories.



Figure 29. Sync All Searches option

• Sync Repository searches—The right-click context menu of each of the repository nodes displaysthe Sync Repository searches option. Click this option to re-sync the saved searches for theselected repository.



Figure 30. Sync Repository Searches option

• Run search—The right-click context menu for each of the saved searches displays the Run searchoption. On clicking this option, the Advanced Find dialog box appears with the controls set tothe values in the query and runs the query.



Figure 31. Search options

• Edit search— The right-click context menu for each of the saved searches displays the Edit searchoption. On clicking this option, the Advanced Find dialog box appears with the controls set tothe values in the query, which can be edited.

• Delete search— The right-click context menu for each of the saved searches displays the Deletesearch option. On clicking this option, the saved search will be deleted from the repository.

Note:• When you enter a search folder, the selected search will be run immediately.

• When loading a search for editing, or running an existed search in the Advanced Find dialog box,it is possible that not all search targets (search folders and repositories) are available for yourprofiles. In this case, targets which you cannot access will not be shown and the search will not berun against them. If no targets are available, then the search will not be loaded. It is also possiblethat some targets that you can access through your profile are not synced to the client yet. In sucha case, click Browse to display the Select Folder(s) dialog box that will contain these targets. Ifyou clear the folder selection in this dialog box and save the changes, you will not be able to selectthe folders again until they have been synced to the client or you reload the search.



Figure 32. Search Folder(s) dialog box

• If a sync or search operation is running, then the Run search and Edit search operations will bedisabled.

• If a sync operation is running and you click a search folder, an error message appears statingthat a search cannot be run.


Chapter 5Working with Folders


• Navigating folders, page 57

• Importing folders to the repository, page 57

• Moving and copying a folder, page 58

• Renaming a folder, page 58

• Creating a folder, page 59

• Deleting a folder, page 61

• Synchronizing a folder, page 61

Navigating foldersYou can browse through the repository folder structure that is displayed in the navigation panein Microsoft Outlook.

When you are working offline, the Microsoft Outlook navigation pane displays the offline-enabledfolders, and the list view shows only the offline-enabled documents.

Importing folders to the repositoryYou can import Microsoft Outlook folders into the Documentum repository. When importing afolder, all its subfolders and documents will be imported. If a folder with the same name exists in theselected destination, the folder name will be suffixed with “1”.

To import a Microsoft Outlook folder:1. In the Microsoft Outlook navigation pane, select the folder you would like to import.

2. Perform one of the following:• On theMy Documentum menu, clickMove/Copy.

• Right-click the folder and selectMove/Copy to Repository.


Working with Folders

3. In the Save to Repository dialog box, select the destination location for the folder to be imported,and select Copy orMove depending on the operation you want to do, or depending on whatoperation is permitted for the selected location.

4. In the Save to Repository dialog box, specify the information and permissions on the folder. Fordetailed steps, see Using a Save to Repository dialog box, page 22.Depending on the destination profile settings, you may be required to specify the properties for afolder you are importing.

5. Click Save.You can import a Microsoft Outlook folder with all its Microsoft Outlook items and subfolders bydragging-and-dropping it to a repository folder underMy Documentum Folders.

To import a Microsoft Outlook folder by dragging-and-dropping:1. Navigate to a folder in Microsoft Outlook.

2. Do one of the following:

a. Drag-and-drop a Microsoft Outlook folder to the destination folder underMy DocumentumFolders to save a copy of the folder to the Documentum repository.

b. Holding the right mouse button, drag-and-drop a Microsoft Outlook folder to the destinationfolder underMy Documentum Folders.

3. Repeat steps 3–5 of the preceding procedure.

Note: When you import a folder by dragging-and-dropping, or by using the Copy orMove menucommands, and then cancel the import operation, the folder content is automatically moved to thesource location. A warning message appears informing the same. If the source folder no more exists,the content is moved to Lost and Found folder.

Moving and copying a folderYou can move or copy repository folders from one location to another using either menu commands,the right mouse button, or drag-and-drop.

To copy or move a repository folder to another location:1. In the Microsoft Outlook navigation pane, underMy Documentum Folders, browse to the

repository folder you would like to copy or move.

2. Right-click and selectMove/Copy to Repository.

3. In the Save to Repository dialog box, choose the destination location for the folder, and selectCopy orMove.

Renaming a folderYou can rename any repository folder except the root folders such asMy Documentum Folders,Home Cabinet,My Rooms,My Checked-Out Documents folder and a profile’s root folder.



Note: Renaming of in-line folder is not supported.

To rename a folder:1. Navigate to a folder in the navigation pane and select it.


a. Press F2.

b. Right-click and select Rename.

3. Type the new name and press Enter.

Note: If the folder with the same name already exists in the destination folder, you will beprompted to specify another name.

Creating a folderYou can create a folder and save it to a location underMy Documentum Folders. When you create afolder, you can specify its name, set required properties, and specify the permissions. It is not possibleto have two subfolders with the same name in one destination folder.

To create a folder:1. In the Microsoft Outlook navigation pane, select any profile folder underMy Documentum

Folders.

2. From theMy Documentum menu, click New Folder or from the Microsoft Outlook Foldermenu, click New Folder.

3. The New Folder dialog box appears as shown in Figure 33, page 60 with the currently selectedfolder as your destination location.



Figure 33. The New Folder dialog box

4. To change the destination folder, click Select.The Select location dialog box appears that allows you to select one of the repository foldersaccepting subfolders.

Note: Changing the location can affect the properties you must specify when creating a folder.

5. In the Name box, enter the folder name. The folder name is mandatory. By default, the nameis ’New Folder’.

6. The default folder object type set of the profile in which the destination folder is located isselected in the Type field. You can change the object type.

7. Specify other relevant information and permissions.



8. Click Save.

Deleting a folderWhen you delete a folder, the documents stored in this folder and all its subfolders are deleted,provided they do not exist in other locations. If a document in a folder you are deleting is linked toother locations, it is not deleted, but unlinked instead. If you do not have sufficient rights to delete afolder, then upon synchronization, the deleted folder reappears in My Documentum for MicrosoftOutlook and is not removed from the repository.

To delete a folder:1. Right-click a repository folder and select Delete “Folder name” from the context menu.


a. Click Yes to confirm the deletion of the selected folder from the current location only.

b. Click No to cancel the deletion of the selected folder from the current location only. If youwant to delete the folder from all locations in the repository, press Ctrl+Delete on the selectedfolder. At the prompt, click Yes.

Synchronizing a folderYou can synchronize a folder manually at any time when you are working online. When yousynchronize a folder with subfolders, My Documentum for Microsoft Outlook synchronizes thecontent of the subfolders as well as the parent folder.

To synchronize a folder, right-click a repository folder and select Synchronize with server from thecontext menu. The Synchronization progress dialog box appears.

Note: To view the progress dialog box of Synchronization, select Synchronization Progress fromthe My Documentum menu.


Chapter 6Working with Documents


• Navigating repository objects in Microsoft Outlook list view, page 63

• Document quick editing, page 64

• Checking out, editing, and checking in documents, page 64

• Cancelling a checkout, page 66

• Importing files to the repository, page 67

• Exporting files, page 68

• Moving and copying a document, page 71

• Renaming a document, page 72

• Creating a document, page 72

• Deleting an item, page 73

• Linking a document to another location in the repository, page 74

• Sending a document as attachment, page 74

• Sending a link to the repository document, page 75

Navigating repository objects in MicrosoftOutlook list viewWhen you select a document in the Microsoft Outlook list view, information about the document isshown in the Microsoft Outlook reading pane. There are a number of tabs available so that you canview the document’s properties, preview, versions, locations, and permissions.

The items list in the Microsoft Outlook window displays only the objects for which you have“Browse” or higher permission set. The content of a document is available only if you have “Read”or higher permission on this document. If your permission level is set to “Browse”, then you canonly view the document properties.


Working with Documents

Document quick editingYou can open and edit repository documents shown in the Microsoft Outlook list view. Whenworking in online mode, the changes youmake are uploaded to the repository after you save and closethe document. In offline mode, the changes will be uploaded after you reconnect to the repository.

Documentum Administrator configures the document quick editing settings. If this property isenabled, you can edit the repository documents, otherwise, you can only open the documents inread-only mode. By default, the quick edit option is disabled.

Checking out, editing, and checking indocumentsChecking out a document reserves it so that only you can edit it. Other users with sufficientpermissions will be able to view it in read-only mode. You must have at least “Write” permissionto a document to check it out. My Documentum for Microsoft Outlook shows the checked-outstatus of a document by this icon: . The checkout operation retrieves the current version of eachdocument being checked out.

While performing the checkout operation, My Documentum for Microsoft Outlook first updates thecontent of the selected documents. As a result, the Microsoft Outlook list view updates to indicate thelatest document state.

You can still select the Check Out command on documents that have been checked out by anotheruser, but My Documentum for Microsoft Outlook will prompt you that such document was alreadychecked out in Webtop or other Documentum client application.

You can perform the checkout operation on the documents returned by the search results.

The documents you have checked out are available in theMy Checked-Out Documents folder inboth online and offline modes.

To check out a document:1. Navigate to the document in the list view and select it. You can select multiple items to check out.

2. Right-click and select Check Out from the context menu or select Check Out from theMyDocumentum menu.The checked-out documents are marked by the icon.

You can edit the document if you have proper permissions to do so.

To open the document for editing:1. Navigate to the document in the list view and select it.

2. Double click to open the document.

Note: To open multiple documents, right-click and select Open from the context menu.

3. Right-click and select Open from the context menu.



To check in a document:1. In the list view, navigate to the checked-out document and select it.

2. Right-click and select Check In from the context menu or select Check In from theMyDocumentum menu.

3. In the Check In Document dialog box as shown in Figure 34, page 65, specify the checkininformation on the corresponding tabs. The tabs displayed depend on the administrative settings.

Figure 34. Checking in a single document

4. On the Version Info tab, specify the version. For detailed steps on checking in the version, seeChecking in the version of the document, page 82.

5. On the Info tab, modify the properties.

6. Specify the other relevant checkin information.

7. Click Save to check in the document.

To check in multiple documents:1. Navigate to the checked-out documents in the list view and select them.

2. Right-click and select Check In from the context menu or select Check In from theMyDocumentum menu.



3. In the Check In Document dialog box as shown in Figure 35, page 66, for the document selectedin the list in the left pane specify the checkin information on the corresponding tabs in the rightpane. The tabs displayed depend on the administrative settings.

Figure 35. Checking in multiple documents

4. To delete the document from the list of documents, select the document in the list in the left paneand click Remove item. At the prompt, click Yes.

5. Use the Next button to enter checkin information for each document, or, optionally, you can clickSave to apply the current document’s checkin information.

Cancelling a checkoutYou can cancel the checkout operation in both online and offline modes. You can cancel checkout formultiple checked-out files by selecting them in the Microsoft Outlook list view.

Note: If a checked-out document is offline enabled and you are disconnected from the server, youcannot cancel the checkout.

The Cancel Checkout command is available even if you have selected multiple files that are notcurrently checked out or files that have been checked out by other users. In this case, all files for whichthe operation does not apply will simply be skipped. If the selection does not contain any documents,the Cancel Checkout option inMy Documentummenu and context menu item will be disabled.



It is possible to cancel checkout documents which you have checked out through Webtop orDocumentum Administrator. This option will be available for the document only after theinformation about its new state has been downloaded from the repository.

When a document is checked-out, it becomes offline enabled by default. It remains offline enabledeven after you check-in or cancel checkout the document. User with administrator rights canconfigure this feature.

Note: If documents are checked out from Documentum Administrator or Webtop which is installedon different system, you cannot cancel checkout these documents in My Documentum for MicrosoftOutlook.

To cancel checkout:1. Navigate to the checked-out document in the list view and select it. You can select multiple items.

2. Right-click and select Cancel Checkout from the context menu or select Cancel Checkout fromtheMy Documentummenu. The Cancel CheckOut dialog box appears.

3. Click one of the following:

a. Ok— All changes since the last checkin are lost.

b. Cancel— The operation is cancelled.

4. In online mode, the document is no longer checked out. If you cancel checkout In offline mode,the document is unlocked when My Documentum for Microsoft Outlook is back online. In bothmodes, the document is no longer available through theMy Checked Out Documents folderafter the checkout operation is canceled.

Importing files to the repositoryYou can import files from your file system or from any Microsoft Outlook folder into a repositoryfolder by copying or moving, or dragging a file to the destination folder underMy DocumentumFolders in Microsoft Outlook. You can also import files attached to a Microsoft Outlook message. SeeImporting messages and message attachments to the repository, page 77 for more details.

To import a file located in a Microsoft Outlook folder:1. In Microsoft Outlook, navigate to the file you would like to import and select it.


a. OnMy Documentum menu, clickMove/Copy .

b. Right-click the folder and selectMove/Copy to Repository.

3. In the Save to Repository dialog box, select the destination location for the file to be imported,and select Copy or Move depending on the operation you want to do, or depending on whatoperation is permitted for the selected location.

4. In the Save to Repository dialog box, specify the information and permissions on the file. Fordetailed steps, see Using a Save to Repository dialog box, page 22. Depending on the destinationprofile settings, you may be required to specify the properties for a file you are importing.

5. Click Save.



To import a file located in a Microsoft Outlook folder by dragging-and-dropping:1. Navigate to the file in the Microsoft Outlook list view.


a. Drag-and-drop a file to the destination folder underMy Documentum Folders to move thefile to the Documentum repository.

b. Select the file and drag-and-drop it to the destination folder underMy Documentum Foldersto move the file to the Documentum repository.


Note: When you import a file by dragging-and-dropping, or by using the Copy orMove and Pastemenu commands, and then cancel the import operation, the content is automatically moved to thesource location. A warning message appears informing the same. If the source folder no longerexists, the file is moved to Lost and Found folder.

To import a file from your file system:1. Navigate to a file located on your computer.

2. Click the file and press Ctrl+C or Ctrl+X to copy the file to the repository.

3. In Microsoft Outlook, navigate to the destination folder.

4. Click the folder and press Ctrl+V to paste the file to the destination folder. Alternatively, fromthe Editmenu, select Paste to perform the same operation. The Save to Repository dialog boxappears.

Note: To paste the object using Ctrl+V, the focus must be on the list or message pane. Select thefolder in the left navigation pane, click on the list or message pane, and press Ctrl+V.

5. In the Save to Repository dialog box, specify the information and permissions on the document.For detailed steps, see Using a Save to Repository dialog box, page 22.Depending on the destination profile settings, you may be required to specify the properties forthe document you are importing.

6. Click Save.

Note: You can also drag-and-drop a file from your Desktop or Windows Explorer to a location underMy Documentum Folders.

Note: In case of Microsoft Outlook Copy orMove, Ctrl + C, Ctrl + V, or drag and drop fromfile system, when the import fails or is canceled, Microsoft Outlook folder selection dialog appears.This dialog allows you to select a location for restoring the items.

Exporting filesYou can export messages and documents from My Documentum for Microsoft Outlook to a locationin your computer’s local file system or to any Microsoft Outlook folder in both online and offlinemodes. You can choose to export a particular version of the document. In online mode, if the localstorage does not contain the current version of the document content, My Documentum for MicrosoftOutlook will download it from the repository before exporting. In offline mode, the version of thedocument stored in your local storage will be exported.



To export a file:1. Select one or more files in the list view of any repository folder and select the Copy from the Edit

menu, or right-click and select Copy from the context menu, or press Ctrl+C.

2. Navigate to any place in your computer’s file system or other Microsoft Outlook location,right-click and select Paste , or press Ctrl+V.The files are saved in the destination folder, with the name property value as the filename and inthe format in which they were created.

To export a file using the Microsoft Outlook Save As menu:1. Select one or more files in the list view of any repository folder and select the Save As from

the File menu.

Note: When you export a single file, ensure that you mention the associated file extension alongwith the file name while saving it.

2. If you are saving a single file, the Save As dialog box appears as shown in Figure 36, page 69.Navigate to the location where you would like to save the file. Specify the filename for the fileto be saved and click Save. The file is saved in the destination folder in the format in whichit was created.

Figure 36. Export a single file using the Microsoft Outlook Save As menu

3. If you are saving multiple files, the Save As dialog box appears as shown in Figure 37, page 70.Navigate to the location where you would like to save the files and click Save. The files are savedin the destination folder in the format in which they were created.



Figure 37. Export multiple files using the Microsoft Outlook Save As menu

Note: To export repository files by dragging-and-dropping, select one or more files in the listview of any repository folder and drag-and-drop them to any place in the file system or MicrosoftOutlook folder.

To export a particular version of the document:1. Navigate to the document in the list view.

2. Select the Versions tab in the reading pane.

3. Right-click on the document version you would like to export and select Save As.

4. In the Save As dialog box as shown in Figure 38, page 71, navigate to the location where youwould like to save the file and click Save.



Figure 38. Exporting the document of a particular version

Moving and copying a documentYou can move and copy a document to another location in the repository. When you move or copy adocument, My Documentum for Microsoft Outlook moves or copies the property values along withthe content. When you attempt to copy a document within a repository, you will be prompted thatonly offline-enabled documents can be copied. If the content of the document you are trying to copyis not up-to-date, you will be prompted to synchronize the document in order to be able to copy it.

To move or copy a document:1. UnderMy Documentum Folders, browse to the folder where the document is located.

2. In the list view, select the document to be copied or moved.You can select multiple documents.

3. Right-click and selectMove/Copy to Repository.

4. In the Save to Repository dialog box, choose the destination location, and select Copy orMovedepending on the operation you want to do, or depending on what operation is permitted forthe selected location.

Note: You cannot move or copy a document into an invalid location, such as the MyDocumentum Folders root folder or a cabinet root folder. If you are in online mode, a permissioncheck is performed to check if you have the write permission in the target folder.

5. In the Save to Repository dialog box, specify the information and permissions on the file ormessage.

6. Click Save.In offline mode, My Documentum for Microsoft Outlook cannot check permissions when youperform a move or copy operation. Therefore, you may find that even though you were able to



perform the operation while offline, the next time you are online and My Documentum for MicrosoftOutlook synchronizes your changes with the repository, the operation cannot be completed, asyou do not have the proper permissions to add content to a destination folder or to delete thedocument from the source folder. For information on synchronization collisions that can occur, seeSynchronization collisions, page 97.

Renaming a documentWhile working in Microsoft Outlook, you can rename repository documents.

To rename a document:1. Navigate to the document in the list view and select it.

2. Right-click and select Properties, or select Properties from theMy Documentummenu.

3. In the Document Properties dialog box, enter a new name in the Name field.For detailed steps on editing document’s properties, see Setting properties, page 89.

Creating a documentWhile working in My Documentum for Microsoft Outlook, both in online and offline modes, youcan create a new document from a Documentum template and save it to the selected location in arepository folder.

The templates available to you depend on your access permissions. The templates are grouped byobject types. Depending on the object type, certain document formats and templates are available.

The document template specifies the document name and type and may provide initial field propertyvalues.

You are able to create a permission set for your new document. After the document is created, itopens for editing. When you close the document, the synchronization starts and the new documentis added to the repository.

To create a folder:1. In the Microsoft Outlook navigation pane, select any profile folder underMy Documentum

Folders.

2. From theMy Documentum menu, select New Document.

3. The New Document dialog box appears as shown in Figure 39, page 73 with the currentlyselected folder as your destination location.



Figure 39. The New Document dialog box

4. To change the destination folder, click Select.The Select location dialog box appears that allows you to select a different location.

Note: Changing the location can affect the properties youmust specify when creating a document.

5. In the Name box, enter the folder name. The folder name is mandatory. By default, the nameis ’New Document.

6. The default document object type of the profile in which the destination folder is located isselected in the Type field. Select a different object type, if required.

7. The default document format of the profile in which the destination folder is located is selected inthe Format field. Select a different format, if required.

8. Select a template to create a document from in the Template list.

9. Specify other relevant information and permissions.

10. Click Save.

Deleting an itemYou can delete one or more items from any repository folder by selecting them in the MicrosoftOutlook window.



When an item is deleted in My Documentum for Microsoft Outlook, synchronization startsimmediately in online mode. The selected item is removed from the local storage after MyDocumentum for Microsoft Outlook receives confirmation that it is removed in the repository.

It is possible to delete an item offline after it was checked in.

To delete an item:1. In the Microsoft Outlook window, select the item and click Delete using the Microsoft Outlook

toolbar.You can select multiple items by holding the Shift key.

2. Perform one of the following:

a. Click Yes to confirm the deletion of the selected items from the current location only.

b. Click No to cancel the deletion of the selected items from the current location only anddelete the items from all locations in the repository. Press Ctrl+Delete on the selected items.At the prompt, click Yes.

Linking a document to another location in therepositoryYou can link a document to another location in the repository so that you can access it from multiplelocations.

To link a document to another location in the repository:1. Navigate to the document in the list view and select it. You can select multiple documents.

2. Select the document and go toMy Documentum menu.

3. Select Create Link.The document is now linked to the specified location. For details on how to view the document’slocations, see Reading pane - Locations tab, page 21.

Note: In My Documentum for Microsoft Outlook, you cannot link a folder to another location in therepository, while you can do this in Webtop.

Sending a document as attachmentYou can send documents in the repository folders as attachments in email messages.

To send a document as attachment:1. In the list view, navigate to the document which you would like to send as attachment and

select it. You can select multiple documents.

2. Right-click and select Send as Attachment.



3. A new email message opens with the selected documents attached. My Documentum forMicrosoft Outlook inserts the attached document’s filename into the Subject field.

Note: For multiple documents, subject does not display the document filename.

Type the recipient’s email address and other relevant information and sent the email.

Sending a link to the repository documentWhile working in My Documentum for Microsoft Outlook, you can create shortcuts in emailmessages that link to documents in a repository. You can open the latest version of a referenceddocument in the online mode.

If you have access to the document through its profiles and if you have permissions, you can edit thedocument and save it in the repository.

To send a link to the document:1. In the list view, navigate to the document for which you would like to send a link and select it.

2. Right-click and select Send as Link.

3. A new email message opens with the link file (*.dml_* file) to the document attached. Type therecipient’s email address and other relevant information and sent the email.


Chapter 7Working with Emails and Attachments


• Importing messages and message attachments to the repository, page 77

• Enhanced email attachment handling, page 78

Importing messages and message attachmentsto the repositoryYou can import email messages saved as .msg files in your file system, or from a Microsoft Outlookfolder, or by dragging-and-dropping them to the destination folder underMy Documentum Folders.

Note: Only email messages received or sent to the MS Exchange Server can be imported. MyDocumentum for Microsoft Outlook does not support encrypted emails.

You can import an attached file by dragging-and-dropping it from a Microsoft Outlook message tothe destination folder underMy Documentum Folders.

To import an email message from a Microsoft Outlook folder:1. Navigate to the message located in the Microsoft Outlook folder and select it in the list view.

2. Perform one of the following:• ClickMove/Copy on theMy Documentum.

Note: In Microsoft Outlook 2007, on the Add-Ins tab, in the Custom Toolbars group, clickMove/Copy to Repository.

• Right-click the message and selectMove/Copy to Repository.

• From the Edit menu, selectMove/Copy to Repository Folder.

3. In the Save to Repository dialog box, select the destination location for the message to beimported, and select Copy orMove depending on the operation you want to do, or depending onwhat operation is permitted for the selected location.

4. In the Save to Repository dialog box, specify the information and permissions on the message.For detailed steps, see Using a Save to Repository dialog box, page 22.Depending on the destination profile settings, you may be required to specify the propertiesfor the message you are importing.


Working with Emails and Attachments

5. Click Save.

To import a new email message:1. In Inbox, click New on the StandardMicrosoft Outlook toolbar.

2. Enter recipient names in the To: , Cc:, or Bcc: boxes. Separate names with a semicolon (;).

3. Click Send and Save on the My Documentum for Microsoft Outlook toolbar.

Note: In Microsoft Outlook 2007, on the Add-Ins tab, in the Custom Toolbars group, click Sendand Save.

4. In the Select Location dialog box, select the destination location for the message to be imported,and select Copy orMove depending on the operation you want to do, or depending on whatoperation is permitted for the selected location.

5. In the Save to Repository dialog box, specify the information and permissions on the message.For detailed steps, see Using a Save to Repository dialog box, page 22.Depending on the destination profile settings, you may be required to specify the propertiesfor the message you are importing.

6. Click Save.

To import a message from your file systemNote: If a message received via a POP3 or IMAP protocol is saved in your file system, it will beimported into the repository; a collision will appear.

1. Locate the message in your file system and select it.

2. Press Ctrl+C or Ctrl+X to copy the message to the repository folder.

3. Press Ctrl+V.


Note: You can also drag-and-drop an email message saved as a .msg file from your Desktopor Windows Explorer to a location underMy Documentum Folders. For all the import to MyDocumentum for Microsoft Outlook, the Save to Repository dialog appears except for the MicrosoftOutlook rule based import.

Note: When you drag-and-drop, or use the Copy orMove menu commands to import an email,and then cancel the import operation, the content is automatically moved to the source location. Awarning message appears informing the same. If the source folder does not exist anymore, the emailis moved to the Lost and Found folder. In the case of Microsoft Outlook, if you use Copy orMove,then upon failure or cancellation of import, the Microsoft Outlook folder selection dialog box appearsand you can select a folder to restore the items.

Enhanced email attachment handlingWhen you import single or multiple emails into Documentum, the attachments are extracted from theemail message and listed as separate document objects for import.

For separated documents (from email attachments), you cannot rename the documents during theimport in the Import dialog box. During import, if you delete an attached document from the



email, the document is deleted and the parent email is imported successfully along with the otherattachments, if any. However, if you delete the parent email, all the attachments also get deleted.

Note: Only the non-email attachments in the email child chain are extracted from the email message.The embedded image attachments are not extracted from the email message.

You can remove items from the list (emails or attachments), specify object types for the attachments,and enter the metadata based on the object type and the data dictionary.

In the case of duplicate attachments, unique attachment names (_1, _2, and so on) are generated. Ifyou remove the email from the item list, all the extracted attachments also get removed.

Note: The duplicity check for an attachment name is limited to the parent email and not to the targetrepository folder to which the items are imported.


Chapter 8Working with Versions


• Versions overview, page 81

• Viewing versions, page 82

• Checking in the version of the document, page 82

Versions overviewA version is a copy of a file at a particular time the file was checked into the repository. A new versioncan be created each time the file is checked in. Versioning lets you keep track of changes to a file.When you create or import a new file into the repository, it receives a version number of 1.0 . Whenyou check in a file, you can decide whether to create a version of the file or overwrite the existingversion. (You must have adequate permissions on the file to be given these choices.)

• Creating aversion gives the file a higher version number than it had when you checked it out andalso leaves a copy of the previous version in the repository.

• Overwriting the existing version keeps the same version number on the file as the previousversion and does not save a copy of the previous version. Depending on your configuration, youmight be able to select whether to increase the version number by a whole number or by just adecimal point (that is, by a tenth). Increasing the version number by a whole number is considereda major revision; increasing by a decimal point is a minor version. For example, if you check outversion 1.0 of a file and check it in as a minor version, the file is stored as version 1.1. If you repeatthis process, the file is next stored as version 1.2. If you then decide to check out the file and thencheck it in as a major revision, the file’s version number jumps from 1.2 to 2.0.

The most recently checked-in file is marked CURRENT. When you are viewing a document online,EMC My Documentum for Microsoft Outlook synchronizes on the fly and displays the most currentversion available at the repository. When you are offline, the CURRENT version is the most recentcopy of the document downloaded to your machine during last synchronization.


Working with Versions

Viewing versionsYou can do the following:• When viewing a list, you can have the list display all the versions of all the items in the list.

• You can navigate to an item and view all the versions of that item.

• You can navigate to a past version of an item and then view the item in read-only mode.

To view all the versions of a document:1. Navigate to the document in the list view.

2. In the reading pane, select the Versions tab as shown in Figure 8, page 21.

3. Right-click the version of the document you would like to view, and select Open.

Checking in the version of the documentWhen you check in the document, you can specify the new version number of the document.

To specify the new version of the document:1. In the Check In Document dialog box, select the Version Info tab. For detailed steps on checking

in the document, see Checking out, editing, and checking in documents, page 64.


a. To check in the new version of the document, select the Choose version option. Go to thenext step.

b. To check in the document as a new document, select the Save as New File option.

3. Specify the version number. You may choose among the following options:• Same version – the document will be checked in with the same version as its current one.

Note: This option may be not allowed for some profiles.

• Minor version – the minor version number is increased by one.

• Major version – the major version number is increased by one and the minor version numberis set to zero.

4. In the Version label field, enter the label for the updated version of the document.



5. In the Description field, enter the description for the updated version.

6. To replace the content of the checked-out document with another file during the checkinoperation, next to Select from File, click Browse. In theOpen dialog box, navigate to the file withwhich you want to replace the document you are checking in and click Open.

7. Select theMake current checkbox to set the uploading version as current. This option is selectedby default.


Chapter 9Working Offline


• Working offline, page 85

• Enabling files for work in offline mode, page 85

• Checking in content in offline mode, page 86

• Moving and copying content in offline mode, page 87

Working offlineYou can work with EMC My Documentum for Microsoft Outlook in two modes, depending onthe status of your connection to the repository: online (connected to the repository) or offline (noconnection). You can switch to offline mode either manually or automatically. If you choose togo offline manually, then you must manually reconnect to the repository (go online). If yourconnection to the repository became unavailable and you were switched offline automatically, youwill automatically be reconnected to the repository once a connection can be made.

Some functions such as performing advanced search, working with documents versions, locations,permissions, checking out operations cannot be performed offline.

Enabling files for work in offline modeYou can enable files and folders for work in offline mode only in profiles that are offline-enabled byyour My Documentum for Microsoft Outlook administrator. For offline-disabled profiles, only thefolder structure in the navigation pane will be available in offline mode; the list view will displayno documents. In order to see the repository documents in an offline-enabled profile in offlinemode, mark them as offline-enabled.

Note: You can enable files for work in offline mode only when you are in online mode.

To enable a file for use in offline mode:1. In the navigation pane, navigate to a folder underMy Documentum Folder. The profile has to

be available for offline use.

2. In the list view, select the file or files you would like to enable.


Working Offline

3. Right-click and select Offline-Enable, or select Offline-Enable > Selected documents from theMy Documentum menu.

To enable a folder for use in offline mode:1. In the navigation pane, navigate to a folder underMy Documentum Folder and select it. The

profile has to be available for offline use.


a. To enable all files in the selected folder, right-click and select Offline-Enable, or selectOffline-Enable > Current Folder from theMy Documentum menu.

b. To enable all files in the selected folder and all its subfolders, select Offline-Enable > CurrentFolder with Subfolders from theMy Documentum menu.

Note: In a folder that is offline-enabled, you can still manually disable a file or more files foruse in offline mode.

To disable a file for use in offline mode:1. In the navigation pane, navigate to a folder underMy Documentum Folder. The profile has to

be available for offline use.

2. In the list view, select the file or files you would like to disable.

3. Right-click and select Offline-Disable, or select Offline-Disable > Selected documents from theMy Documentum menu.

To disable a folder for use in offline mode:1. In the navigation pane, navigate to a folder underMy Documentum Folder and select it. The

profile has to be available for offline use.


a. To disable all files in the selected folder, right-click and select Offline-Disable, or selectOffline-Disable > Current Folder from theMy Documentummenu.

b. To disable all files in the selected folder and all its subfolders, select Offline-Disable >Current Folder with Subfolders from theMy Documentum menu.

Note: In a folder that is offline-disabled, you can still manually enable a file or more files foruse in offline mode.

Checking in content in offline modeThe checkin operation and the synchronization of all changes are scheduled and started as soonas you go online. The synchronization uploads the changes to the repository, creates a version, ifrequired and releases the lock on the document in the repository. If the profile was offline-enabledby the administrator when the document was checked out, it was automatically marked asoffline-enabled. When you check it in, it remains available offline. Upon successful checkin, thedocuments are no longer checked out. You can continue to work with the version that was checked inbefore. The next time you either quick edit, change properties or check out/check in the document,the Check In dialog box appears with the Import dialog box.


Working Offline

You can check out and edit a file multiple times, but only the last changes will be uploaded to therepository when you check the file in.

The Check In dialog box includes the changes in the previously supplied value. The action of editingthe files supersedes the previous checkin action.

It is possible to move or delete a document offline after it was checked in. For deletion, this willrequire that during synchronization, the document lock be removed. The synchronization engine willfirst cancel the checkout operation for the document and then delete all versions.

Moving and copying content in offline modeWhile offline, My Documentum for Microsoft Outlook cannot check permissions on repositoryobjects. In offline mode, you are able to move files into folders in which you do not have enoughaccess rights. During synchronization, collisions occur if you do not have the proper permissionsto add content to a destination folder or to delete the document in the original folder. For instance,if you only have “Read” permission for a folder, you are still able to move a file into that folder,but a synchronization collision will arise in this case. However, only the final state of the object issynchronized, all intermediate states do not upload to the repository.

Moving files in offline mode affects files that were checked in and for which you cancelled checkout.As a result of being offline, the file has not yet synchronized with the repository.


Working Offline


Chapter 10Managing Properties


• Setting properties, page 89

• Clearing dependent values, page 90

• Managing properties for multiple files, page 91

Setting propertiesA Documentum repository can store different objects, for example, a cabinet, folder, and document.Depending on your company’s needs, there are different types of objects defined by object-specificproperties.

EMC My Documentum for Microsoft Outlook requires selecting an object type when you areimporting or creating a file or folder to your local storage. You select an object type in the Save toRepository dialog box when you import a file or a folder to the repository folders. Each object typehas properties that must be defined (are mandatory) before you can create an object in the repository.

Properties are descriptive characteristics about an item. All repository items have properties. You canopen the item’s properties in My Documentum for Microsoft Outlook.

To view or set properties:1. Select an item in the list view of any repository folder, and do one of the following:

• Right-click and select Properties from the context menu.

• Select Properties fromMy Documentum menu.

The Properties dialog box appears as shown in Figure 40, page 90.


Managing Properties

Figure 40. Setting properties in the Properties dialog box

The Properties dialog box often includes multiple tabs, each tab covering the settings that governa particular functionality.Common tabs include Info and Permissions.

2. Enter the desired values in the fields available on each tab.You enter values by either typing them in a box or by selecting them from a list and clicking aright arrow. Property fields marked with a red asterisk are mandatory and cannot be leftblank. The dialog box tab on which the mandatory fields are situated is marked with a redasterisk too. When you are done adding values, click OK.

3. Click OK.

Clearing dependent valuesMy Documentum for Microsoft Outlook supports Query Based Pick lists and Dependent ValueAssistance. In the Properties dialog box, when you change the value of an attribute, My Documentumfor Microsoft Outlook clears the values of all other attributes that are dependent on this attribute.

Note: Query Based value assistance works only in the online mode.


Managing Properties

Managing properties for multiple filesYou can specify properties for several files simultaneously. For multiple files, you can only selectmultiple files that have the same type by using the “Process Items” drop-down.

To set properties for multiple files:1. Select multiple files in the list view by holding down the Ctrl key.

2. Do one of the following:• Right-click and select Properties from the shortcut menu.

• Right-click and select Properties from context menu.

The Properties dialog box appears as shown in Figure 41, page 91.

Figure 41. Setting properties for multiple files

3. In the Process Items list, select the type of items to be processed in the Properties dialog box.


Managing Properties

The properties dialog box displays only those property values that are common to all the itemsyou selected. Any changes you make will be made to all the items you selected:• If a common property of the selected documents does not have any value in any of thesedocuments, the system displays it on a white background and it is available for changes; thespecified value is applied to all selected objects when the synchronization occurs;

• If a common property of the selected documents has different values in two or more of theselected documents or its value is not set for any documents, the system displays an italic“Mixed” value and is available for changes; the newly specified value is applied to all selectedobjects when the synchronization occurs;

• If a common property of the selected documents has the same value in all documents, thesystem displays this value and it is available for changes; a new value is applied to all selectedobjects when the synchronization occurs.

4. Set properties as appropriate.

5. To save changes, click OK.


Chapter 11Synchronizing My Documentum forMicrosoft Outlook with a DocumentumRepository

This chapter gives an overview of the following:

• What is a synchronization process?, page 93

• Types of synchronization, page 95

• Stopping synchronization and synchronization fault tolerance, page 96

• Setting synchronization preferences, page 97

• Synchronization collisions, page 97

• Resolving collisions using the application icon, page 102

• Resolving collisions using lightweight pop-up dialog boxes, page 98

• What is synchronization history?, page 105

• Setting number of sessions in history, page 105

• Viewing history, page 105

What is a synchronization process?My Documentum for Microsoft Outlook settings and the list of repositories to which you have accessare synchronized with the repository each time Microsoft Outlook starts. You can change the list ofrepositories and profiles shown in the Options dialog box.

You can also synchronize the list of repositories manually using the Options dialog box.

Synchronization occurs at each Microsoft Outlook startup, whenever automatic synchronization runs,whenever manual synchronization is run, and when you are browsing a folder.

You can track the synchronization process by viewing the Documentum Synchronization dialog boxfrom the My Documentum for Microsoft Outlook status bar as shown in Figure 42, page 94.


Synchronizing My Documentum for Microsoft Outlook with a Documentum Repository

Figure 42. Viewing synchronization progress

You can monitor the synchronization process by viewing the synchronization process dialog box.When synchronization starts, a Documentum Synchronization dialog box appears that indicates thenumber of items to be included during the synchronization process. My Documentum for MicrosoftOutlook checks for available disk space in your My Documentum for Microsoft Outlook storagefolder, and starts the synchronization if there is enough disk space. If there isn’t enough disk space,you are prompted to clear the My Documentum for Microsoft Outlook storage folder or change theoffline-disabled status for some objects.

During the synchronization process, synchronizations of different types can overlap, forexample when you open a document for editing or navigate folders in a repository folder whilesynchronization is in process. In this case, synchronization operations are put in queue and you areable to view and prioritize them in the System Events dialog box.

To view the System Events dialog box, fromMy Documentummenu, select System > View systemevents.

All synchronization operations are placed in the synchronization queue. The order in which theobjects are synchronized is defined by the priority of synchronization type.

In offline mode, some queued operations might be removed (rolled back) by subsequent operations ifthey affect the same object. These operations are:• Checking in - when you start editing a document after you checked it in. The document returnsin the previous checked-out state.

• Canceling checkout - when you start editing a document after you canceled checking it out. Thedocument returns in the previous checked-out state.

If there are several operations related to the same object, they are grouped in accordance with theorder the actions were performed. For example, if a checked-in document has been linked to otherfolders, the checkin and copy link operations happen together.

You can track the synchronization process by viewing the Repository Synchronization dialog boxfrom the My Documentum for Microsoft Outlook status bar.

The following objects are not synchronized:

• The documents you have checked out;

• Documents which you have opened for editing;

• New documents added to a new folder that has not yet been synchronized. My Documentum forMicrosoft Outlook synchronizes a new folder first and then the new documents in this folder.



Types of synchronizationDepending on the synchronization duration and priority there exist different synchronization modes.The following sections present these modes in order of priority, from low to high.

Manual synchronization modes

Synchronize selected items

This kind of synchronization allows you to update the documents selected in the list.

To synchronize selected items:1. Navigate to the repository folder containing the items to be synchronized.

2. Select the items to be synchronized from the list in the preview (right) pane of the MicrosoftOutlook window.

3. Right-click and select Synchronize selected items from the context menu.

4. Specify the destination folder.Synchronize current folder

This kind of synchronization allows you to update the documents located in the selected folder.

To synchronize the current folder:1. Navigate to the repository folder you wish to synchronize and select it.

2. Right-click and select Synchronize Current Folder from the context menu.OR

1. Navigate to the repository folder and select it.

2. Right-click and select Synchronize with Server from the context menu.Synchronize current folder and all subfolders

This type of synchronization allows you to update the documents belonging to the selected folder aswell as to all its subfolders.

To synchronize a folder and all its subfolders:1. In the Navigation Pane, navigate to the repository folder and open it.

2. Select the subfolders to be synchronized.

3. From theMy Documentum>Synchronize with Server menu, select Current Folder and AllSubfolders.



Synchronize Application Data

This type of synchronization allows you to update all the content marked as offline-enabled inyour My Documentum for Microsoft Outlook storage folder, as well as metadata (properties) ofoffline-disabled items and objects. The synchronization operations may be divided into three types:

• Automatic

• Manual

• Immediate

These types have different priority, depending on the duration of the synchronization and its priority.The following list presents them in ascending priority:

• Automatic synchronization is a full synchronization of all offline-enabled objects that is usuallyperformed in the background in accordance with a synchronization schedule setting.

• When you synchronize manually, you can select a number of items to be synchronized. Tosynchronize manually, choose the Synchronize with Server menu command. All selectedoffline-enabled objects and their properties are synchronized. Only the properties aresynchronized for the selected offline-disabled objects (this allows you to present the up-to-dateviews in Microsoft Outlook).

• Immediate synchronization starts automatically as a result of actions you perform while workingwith repository folders, such as viewing a folder or an item in Microsoft Outlook, or checkingout a document.

To synchronize all offline-enabled content: —• From theMy Documentummenu, select Synchronize with Server > Application Data.

OR

• Right-click on the My Documentum for Microsoft Outlook status bar and select SynchronizeApplication Data command.

Stopping synchronization and synchronizationfault toleranceThe synchronization process can be stopped manually at any time. To stop synchronization, youcan do one of the following:• Click the My Documentum for Microsoft Outlook status in the status bar and select the StopSynchronization option;

• Select Stop Synchronization from theMy Documentum menu.

Note: Selecting Stop Synchronization from the My Documentum for Microsoft Outlook status barwill only end synchronization when My Documentum for Microsoft Outlook has finished synchingthe current object. To view what is currently being synched, open the View System Events dialog boxfrom theMy Documentum menu.

Synchronization stops when My Documentum for Microsoft Outlook goes offline, or when MicrosoftOutlook is closing. In this case, the synchronization is considered finished even if not all queued



objects are processed. The processed objects are removed from the synchronization queue and theremaining objects are synchronized during a subsequent synchronization.

The synchronization process can be stopped by unexpected events. An example of this could be ifyou lose your connection to the repository. My Documentum for Microsoft Outlook records thesynchronizing status of each object so that the synchronization is resumed at the point where itwas interrupted.

You can only stop manual and scheduled automatic synchronization. The immediate synchronizationprocess cannot be stopped. If immediate synchronization is interrupted by going offline or by theconnection to the repository being severed, it resumes as soon as the connectivity with the repositoryis reestablished.

Setting synchronization preferencesYou can set synchronization preferences through the Options dialog box, such as schedulingautomatic synchronization and selecting the number of synchronization sessions to keep in thesynchronization history. Refer to section Setting the synchronization tool preferences, page 37 ofthis guide.

Synchronization collisionsAfter synchronizing between your local storage and the repository, My Documentum for MicrosoftOutlook encounters discrepancies that it cannot resolve itself. At that time, you are prompted witha dialog box, which informs you about the collision and seeks your resolution with an action oracknowledgment. See Information Collisions, page 97 for additional information about informationcollisions.

Only for collisions that are not frequent (for example, disc is full, internal server error, and so on),

a collision resolution icon blinks on the My Documentum for Microsoft Outlook status barprompting you to resolve the collision. You are presented with resolution options based on the causeof the collision. To resolve a collision, select an action manually after or before you select the resolutionoption. If you do not select a resolution option, the collision occurs again at the next synchronization.

Information Collisions

When a synchronization issue occurs, My Documentum for Microsoft Outlook informs you of thecollision reason. There can be different reasons for a collision, for example, there is not enough diskspace in the My Documentum for Microsoft Outlook local storage, or you are deprived of your accessrights while being logged in to a repository. To resolve this collision, click Acknowledged, and thenmake the appropriate actions depending on the collision reason.



If during synchronization My Documentum for Microsoft Outlook detects that there is not sufficientdisk space on your machine in which to store the repository objects, you can take any of the followingactions to resolve the collision:• Enlarge the size of the local storage. See Setting My Documentum for Microsoft Outlook storagefolder preferences, page 39.

• Mark some documents as offline-disabled. These documents will be removed from the localstorage, thus, the free space will increase.

Resolving collisions using lightweight pop-updialog boxesLightweight pop-up dialog boxes are displayed to ease the collision resolving process. Following aresome of the pop-up dialog boxes that are displayed.

Unable to Synchronize Content

This dialog box appears when the version of content on the server has either been modified orchecked out, due to which you are unable to synchronize your content with it.

Figure 43. Unable to Synchronize Content dialog box

In such a case, select one of the following options:• Save my work to my Outlook Profile Folder: Microsoft Outlook folder selection dialog appears.This allows you to save the content within any non-My Documentum for Microsoft Outlookfolder. Click OK.

• Cancel my last action and discard my changes: Discards the changes made to your content.

Unresolved collision

This dialog box appears when you cancel the Save As dialog box while resolving a collision for a file.



Figure 44. Unresolved Collision dialog box

Select one of the following options and click OK:• Bring up the collision window immediately to display the Collision resolving dialog box.

• Put the event in the collision window but do not show the window until I open it to store theunresolved collision in the Collision resolving dialog box to be resolved at a later time.

Insufficient permission

This dialog box appears when you do not have the required permission to update, check in, ordelete the selected content.

Figure 45. Insufficient Permission dialog box

Click OK to save the changes you made on the repository object to a local folder on your computer.

Unable to checkout content

This dialog box appears when you attempt to check out locked content.



Figure 46. Unable to Check Out Content dialog box

Click OK to close the window.

Collision resolutions

The following table lists the resolutions to some of the collisions using lightweight pop-up dialogboxes.

Table 4. Collision resolutions using pop-up dialog boxes

Collision Resolution Type Resolution

Concurrent changes in thesame object

Action The Unable to Synchronizecontent dialog box appears.Refer to Unable to SynchronizeContent, page 98.

Updated Checked-Out Objects Action The Unable to Synchronizecontent dialog box appears.Refer to Unable to SynchronizeContent, page 98.

Deleted Objects

Note: In this case, you areunable to delete the content asit was changed on the server.

Acknowledge Unable to delete the contentsince it was changed on theserver. Download the serverversion of the content and saveit to your computer.

Object Parent Deleted Acknowledge The Folder Deleted on Serverdialog box appears. Click OKto dismiss the dialog box. Savethe content changes to a localMicrosoft Outlook folder onyour computer. The ContentSaved dialog box appears.

Folder Already Exists Acknowledge The Folder Already Existsdialog box appears. SelectOk and give a different foldername in Create New Folderdialog.



Create: Access Rights Violation Acknowledge The Insufficient Permissiondialog box appears. Refer toInsufficient permission, page99. The Content Saved dialogbox appears.

Import Failed Collision(Required Properties were notset)

Acknowledge The Additional PropertiesRequired dialog box appears.Click OK to dismiss the dialogbox. Provide the requiredadditional properties.

Information Collisions Info The Important Informationdialog box appears. Click OKto dismiss the dialog box.

Update: Access RightsViolation

Acknowledge The Insufficient Permissiondialog box appears. Refer toInsufficient permission, page99. The Content Saved dialogbox appears.

Update Same Version: AccessRights Violation

Info The Insufficient Permissiondialog box appears. Refer toInsufficient permission, page99.

Delete: Access Rights Violation Info The Insufficient Permissiondialog box appears. Refer toInsufficient permission, page99.

Checking out a locked object Info The Unable to Check OutContent dialog box appears.Refer to Unable to checkoutcontent, page 99.

Insufficient permission Info The Insufficient Permissiondialog box appears. Refer toInsufficient permission, page99.

Checking out a deleted object Info The Content has been Deleteddialog box appears. Click OKto dismiss the dialog box.

Checking in an unlocked object Info The Cannot Check In Contentdialog box appears. Click OKto dismiss the dialog box.



Resolving collisions using the application icon1. Right-click the application icon on the My Documentum for Microsoft Outlook status bar and

select Resolve Collisions.

2. The Collision resolving dialog box as shown in Figure 47, page 102 displays the collisions thathave occurred, sorted in groups by the collision type. Click the box next to a group to view thedocuments affected by this collision.

Figure 47. Resolving issues

3. The list displays the document name, the date of its last modification and the resolution icon. Thefollowing resolution icons represent the following collision status:

• - unresolved

• - resolved

• - unread

4. In the List Preview in the upper right corner of the dialog box, you can select to view the items ina single or multiple rows.

5. Do one of the following:• To resolve the collision for a single item in the list, navigate to it, right-click, and then selectthe appropriate option to resolve the collision.

Note: Rest a mouse pointer on a document or folder to view its location in the repository.

• To resolve the collision for the whole group simultaneously, right-click the group name andselect the appropriate option from the resolution options proposed.

The selected resolution option appears in the Resolution column next to the item for whichit was selected.



6. Click one of the following options:• Sync to start the synchronization for the selected options to take effect.

• Cancel to cancel the resolution of the collision.

The following sections describe possible synchronization collisions and the ways to resolve them.

Delete: Profile Collision

A collision may occur if the profile was deleted by at the time you were working with objects in thisprofile. The possible actions to resolve this collision are as follows:• Export Local Undeletable Objects: Select to export the local version of the objects that cannotbe deleted (for example, these objects might be checked out) to a location on your computer andremove them from the local My Documentum for Microsoft Outlook storage.

• Copy Undeletable Objects (to another MyD Outlook folders): Select to copy the objects thatcannot be deleted (for example, these objects might be checked out) to some other repositoryfolder in My Documentum for Microsoft Outlook.

• Acknowledged: Select to acknowledge the collision.

Deleting Non-Empty Folder

A collision occurs if you attempt to delete a folder with subfolders and documents. To resolve thiscollision, select Restore as New to restore the deleted folder in the My Documentum for MicrosoftOutlook local storage.

Error on Object Addition

This collision occurs when the documents cannot be saved in the repository for a number of reasons:• You do not have appropriate permissions;

• The folder to which you have added the document in My Documentum for Microsoft Outlookwas deleted in the repository;

• The document or folder you are importing has a long path name;

• Some internal system errors have occurred.

The possible actions to resolve this collision are as follows:• Move: Select to move the created object to a different location on your computer.

• Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repositoryagain.

• Cancel Import and Save Local Version: Cancel the import process and save the object on yourmachine.

• Exclude From Synchronization: Turn off synchronization option for the object.



Errors

Errors can occur in the repository, such as the database crash. To resolve this collision, select thefollowing option:• Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repositoryagain.

• Exclude from Synchronization: Turn off synchronization option for the object.

Login Failed

A collision may occur if you are no longer authorized to work on the objects of a particular repository.Your repository login and password might change from the time you have logged in to the repositoryin My Documentum for Microsoft Outlook. To resolve this collision is, click Acknowledged.

Object not Saved Properly

A collision may occur if not all properties are saved for the object to the repository. Select thefollowing option to resolve the collision, and then verify that the object’s properties are set correctly.For detailed steps, see Managing properties for multiple files, page 91.• Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repositoryagain.

• Move: Move the created object to a different location on your computer.

• Cancel Import and Save Local Version: Cancel the import process and save the object on yourmachine.

Read-Only Objects Updated

A collision can occur when in My Documentum for Microsoft Outlook you have changed thedocument for which specific synchronization settings are configured by the administrator. Thepossible actions to resolve this collision are as follows:• Use Local Version: Select to upload the local version to the repository.

• Use Server Version: Select to discard your local changes and preserve the repository version.

• Retry: Select to retry uploading the changes you made in Microsoft Outlook to the repositoryagain.



What is synchronization history?My Documentum for Microsoft Outlook stores information about the synchronization sessions in theSynchronization History dialog box. It is designed to help you keep track of the synchronizationprocedures, so you can review which documents and folders were uploaded to and downloadedfrom the repository to your local offline storage.

The Synchronization History dialog box presents a list of synchronization sessions that occurredat a certain date and time, or, if the setting is set for an occasion, at a certain occasion as shown inViewing history, page 105. The final number of uploaded and downloaded documents is displayedin parentheses next to each session. You can view documents uploaded to and downloaded fromthe repository during each synchronization session. The number of sessions displayed in thisdialog box depends on the settings you have made for saving synchronization sessions. See Settingsynchronization preferences, page 97 for more information.

The plus sign ‘+’ that appears next to the session indicates that the session contains subfolders ofthe documents synchronized. (A minus sign ‘-’ would appear if there were no objects affected bysynchronization.)

The information in the Synchronization History dialog box can be displayed in two different views:By status and By location.

Show by status: Select this view to see which documents were uploaded to and downloaded fromthe repository during the selected session. The documents are grouped into two folders − Uploadedand Downloaded. Expanding each folder displays the list of the documents.

Show by location: Select this view to see which documents were uploaded to and downloadedfrom the repository and the location where they have been uploaded or downloaded during theselected session. The documents are grouped resembling the structure of a repository. A sessionlists the cabinets, their folders and documents which have been synchronized and their location inthe repository.

Setting number of sessions in historyYou can set the number of sessions that are retained in the Synchronization History dialog box. Thedefault number of sessions depends on the administrative settings. You can enter a value from 1to 10,000.

Viewing historyTo view the history of synchronization sessions:1. Right-click the program icon, and select Synchronization History. The Synchronization History

dialog box opens as shown in Figure 48, page 106.



Figure 48. Synchronization History dialog box

2. Choose the appropriate view mode by clicking either the View by status button or View bylocation button.

3. Click next to the session you’d like to review.If at the time of a synchronization session, the documents in the local offline storage and in therepository are identical, an idle session occurs. In the Synchronization History dialog box, ‘0’ fordownloaded and uploaded documents appears in parentheses next to the session instead of a certainnumber of files. The Synchronization History dialog box does not display the idle sessions. Ifyou wish to get the list of the idle sessions, click the Show empty sessions button. To hide theidle sessions, press this button again.

You can perform synchronization session search by document (folder) name or by date or both.Typing in the name of a document into the Type a word field and then pressing the Search buttonshows the session during which this document was synchronized.

From the Date range drop-down list, you can select a predefined period for which to view thesynchronization sessions. If you want to search for synchronization sessions for a particular timerange, choose Custom from the Date range drop-down list, and the select your date range.

Press Clear Filter to reset all the data filters set.


Chapter 12Accessibility features for MyDocumentum for Microsoft Outlook

This chapter includes the following topics:• Making an application accessible, page 107

• Enabling Accessibility, page 108

• Keyboard shortcuts, page 110

• Features not supported in Accessibility Mode, page 111

From version 6.6 onwards, My Documentum for Microsoft Outlook is section 508 compliant. MyDocumentum for Microsoft Outlook client relies on Microsoft Active Accessibility 2.0 which is aCOM-based technology that improves the way accessibility aids work with applications runningon Microsoft Windows. Supporting 508 compliance requirements allows My Documentum forMicrosoft Outlook to be more accessible to people with vision, hearing, and motion disabilities.For more information on Microsoft Active Accessibility 2.0 documentation on Windows, seehttp://msdn.microsoft.com/en-us/library/dd373592%28VS.85%29.aspx.

Making an application accessibleFor My Documentum for Microsoft Outlook application to be accessible to users in accessibilitymode the following enhancements are provided:• Use of correct tabbing and focus controls on dialog boxes

• Provides keyboard shortcuts for most commonly used controls and certain user interface windows(for example, the Preview pane tab)

• Follows Microsoft Active Accessibility design practices for developing UI elements (controls anddialog boxes) for screen reader tools (Windows Narrator or JAWS) to be able to read out controlnames, status and current values

• Prompts with a dialog box for every change in the state of application

Note: All Microsoft Outlook limitations are applicable to My Documentum for Microsoft Outlook aswell.


http://msdn.microsoft.com/en-us/library/dd373592(VS.85).aspx

Accessibility features for My Documentum for Microsoft Outlook

Configuring JAWS1. Go to JAWS->Utilities->Configuration Manager.

2. In the Configuration Manager dialog box, go to File->Open> <application name>, for example,Microsoft Outlook 2003 or Microsoft Outlook 2007.

3. Select Set Options—>Advanced Option in the .jcf file.

4. Select Rely on MSAA for list views.

5. Select Classic fromMSAA Mode drop down box.

6. Save the .jcf file using File-> Save.

Note: These options are available only with JAWS 10.0 version and onwards.

Note: You can select either one of the following options while configuring JAWS:• Say All: This option enables JAWS to read all text in the dialog box

• Highlight: This option enables JAWS to read only the highlighted text in the dialog box. TheHighlight option is enabled by default.

• None: JAWS does not read any text in the dialog box

Enabling Accessibility1. From theMy Documentummenu, select Options. The Options dialog box is displayed

2. In the Options dialog box, select the General tab. It displays the Options dialog box with theGeneral tab highlighted .

3. If you choose to run the application in accessibility mode, select the checkbox Run inAccessibility Mode.

4. Click OK.



Figure 49. Options dialog box with Accessibility Mode enabled

When you run the application in accessibility mode you are prompted with dialog boxes for everyaction triggered by the application. A few examples are discussed here:• When synchronization is successful, a dialog box is displayed indicating successful completion ofsynchronization

• When a collision occurs during synchronization, a dialog box prompts the user that a collisionhas occurred

• A dialog box is displayed when the connection to the server is successful or if it failed

Note: JAWS does not read out the text in the About dialog box if you have chosen to configure JAWSusing the Highlight option.



Keyboard shortcutsThe following keyboard shortcuts are applicable from version 6.6 onwards for all MyDocumentum for Microsoft Outlook users. For the complete list of keyboard shortcuts, seehttp://support.microsoft.com/default.aspx?scid=301583.

Table 5. Keyboard shortcuts for My Documentum for Microsoft Outlook

Operation Keystroke

Menu commands

My Documentum Main menu ALT+M

Check In ALT+K

Check Out ALT+O

Cancel Checkout ALT+U

View Synchronization Collisions ALT+S

Properties ALT+P

Move/Copy ALT+Y

Set focus to Look for combo on the “Find inRepository” (Simple search)

ALT+K

Preview tab navigation

Properties CTRL+ALT+P

View CTRL+ALT+V

Versions CTRL+ALT+R

Locations CTRL+ALT+L

Permissions CTRL+ALT+N

View filter combo box access

View filter combo box CTRL+ALT+I

Navigation

Set focus on Date and Time controls , or .

Navigate between tab pages CTRL+TAB or arrow keys

Table 6. Ribbon shortcuts for Microsoft Outlook 2010

Operation Keystroke

Documentum Ribbon Tab ALT+M

New Document ALT+M, D

New Folder ALT+M, F

Check-out ALT+M, K


http://support.microsoft.com/default.aspx?scid=301583


Check-in ALT+M, I

Cancel Check-out ALT+M, U

Move/Copy ALT+M, M

Create Link ALT+M, L

Synchronize with Server ALT+M, H

View Synchronization ALT+M, V

Stop Synchronization ALT+M, T

Search Text Combo Box ALT+M, S, T

Search In ALT+M, S, I

Go ALT+M, G

Advanced Find ALT+M, A

Connect ALT+M, O, C

Disconnect ALT+M, O, D

Offline-Enable ALT+M, E

Offline-Disable ALT+M, B

Properties ALT+M, P

Configure ALT+M, R

Options ALT+M, O, P

System ALT+M, O, S

Features not supported in Accessibility ModeThis section lists out features not supported in Accessibility Mode.

Navigating to the View tab

When you access the View tab, the content of the document is visible only for supported formats.You can scroll down the page to view the content, only after synchronization is successful.



Accessing Properties and Permissions tabs

When you access the Properties and the Permissions tabs, the content in these two tabs is nothighlighted for navigation. To navigate within these tabs, use the Properties dialog box.


Chapter 13Troubleshooting


• Repairing EMC My Documentum for Microsoft Outlook, page 113

• Getting technical support, page 113

• Resetting the My Documentum for Microsoft Outlook client, page 114

Repairing EMC My Documentum for MicrosoftOutlookWhile using My Documentum for Microsoft Outlook, you may encounter a technical difficulty thatcould perhaps be resolved by repairing the application.

To repair My Documentum for Microsoft Outlook:1. On the computer, locate the original installation file (My-Documentum-for-Microsoft-Outlook-6.7.1.

exe). Double-click the file to initiate installation.The My Documentum for Microsoft Outlook Setup Wizard starts.

2. Click Next.

3. Click Repair to start repairing.

4. Click Repair to confirm that you want to repair the My Documentum for Microsoft Outlookapplication.

Getting technical supportTo receive assistance in resolving technical problems, you can contact the technical support team bysending an email. Attaching the log file provides for better understanding of what the problem is.

To send a feedback report:1. From theMy Documentum menu, select Options.

2. Go to the Support tab.


Troubleshooting

3. From the Subject list, choose one of the appropriate subjects.

4. Describe the problem you are having in theMessage field.

5. To attach a log file, select either the Attach most recent log files, or the Attach all log filescheckbox.You can view the log file by clicking the View log button. To send the report without attachingany logs, select Don’t attach log files.

6. Click Send.Microsoft Outlook sends your message.

7. Click OK to close the Options dialog box.

Resetting the My Documentum for MicrosoftOutlook clientTo reset My Documentum for Microsoft Outlook client, do the following:1. Shutdown Microsoft Outlook and ensure that all running applications and open files have been

closed.

Note: To ensure that all related applications are not running, start Windows Task Manager andverify if Outlook.exe, DCOFileWatcher.exe, and dbeng12.exe processes are not listed.

2. Run the DCOClientResetting.exe from the installation directory.

You are prompted to provide the path where you want to take the back up of all the stagingfolders (checked out and offline-enabled object).

3. Provide the path to the back up.

4. Relaunch Microsoft Outlook. My Documentum for Microsoft Outlook is restarted.

5. Configure My Documentum for Microsoft Outlook again.

Caution: Always perform this procedure under the supervision of the administrator to avoidany data loss.


Index

AAccessibility

508 compliance, 107Accessibility features

JAWS, 107Attachments

importing, 77

CCanceling checkout

a document, 66Checking in

a document, 64in offline mode, 86offline mode, 86

Checking outa document, 64

CollisionsDelete Profile Collision, 103Deleting Non-Empty Folder, 103Error on Object Addition, 103Errors, 104Information Collisions, 97Login Failed, 104Object not Saved Properly, 104Read-Only Objects Updated, 104resolving, 102

Copyinga document, 71a folder, 58in offline mode, 87

Creatinga document, 72a folder, 59

DDeleting

a document, 73a folder, 61

disabling MDMDO add-in, 15Documents

canceling checkout, 66checking in and out, 64checking in the documents’

versions, 82copying, 71creating, 72deleting, 73editing, 64exporting, 68importing, 67moving, 71navigating, 63quick editing, 64renaming, 72sending as attachment, 74viewing versions, 82working in offline mode, 85working with, 63

Documentum repositoryabout, 11automatic logging preferences, 34clearing credentials, 34connecting, 31, 34debugging, troubleshooting, 41local storage folder, 39logging in, 32My Documentum Folders, 13navigating, 16profiles, 36searching, 43setting profile preferences, 36synchronization settings, 37

EEmails

importing, 77enabling MDMDO add-in, 15Exporting


Index

a document, 68

FFolders

copying, 58creating, 59deleting, 61moving, 58navigating, 57renaming, 58synchronizing, 61working with, 57

IImporting

a document, 67folders, 57

Inline, Mixed, SSO, 32Interface

overview, 15

KKeyboard shortcuts, 107

LLocal storage

clearing, 39setting folder size, 39setting location, 39

MMicrosoft Outlook folders

importing, 57Moving

a document, 71a folder, 58in offline mode, 87

My Documentum for Microsoft Outlookabout, 11context menus, 27local storage, 12menus, 26online and offline modes, 12Reading pane, 19Status bar, 29

PProperties

managing content properties, 89

RReading pane

Locations tab, 21Permissions tab, 21Properties tab, 19Versions tab, 21View tab, 20

Renaminga document, 72a folder, 58

Run in Accessibility Mode, 107

SSearching

advanced search, 44online and offline, 43simple search, 43

Searching repository folders, 43Setting preferences

debugging, 41Document Comparison (Diff) tool, 37local storage folder, 39profiles, 36synchronizing, 37, 97

Synchronization historyabout, 105saving, 105viewing, 105

Synchronizinga document, 93a folder, 61, 93collisions, 97manual, 95resolving collisions, 102setting preferences, 37setting synchronization preferences, 97stopping synchronization

manually, 96synchronization fault tolerance, 96synchronization history, 105synchronization types, 95the synchronization process, 93with repository, 93


Index

TTroubleshooting, 113

setting location, 41

VVersions

checking in, 82

overview, 81viewing, 82

WWorking offline, 85

enabling files for working offline, 85
