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Stellent Content Server User Guide

9-13

Working with Workflows

Workflow Information

There are several ways to view information about a content item in a workflow. 

Hyperlinks between workflow pages enable you to perform the following tasks:

❖

Viewing a List of Active Workflows

 (page 9-19)

❖

Viewing a List of Your Workflows

 (page 9-19)

❖

Viewing Workflow History and Information About a Workflow Step

 (page 9-20)

❖

Viewing Content Information

 (page 9-20)

Active Workflows Page

The Active Workflows page is used to view a list of all active workflows in the system. 

To access this page, click Active Workflows on the 

Content Management tray

 

(page 4-18).

Feature

Description

Workflow Name column

The names of the active workflows in the corresponding 

security group. Clicking a link opens the 

Workflow 

Content Items page

 (page 9-5).

Description

A description of the workflow

My Workflow 

Assignments link

Displays the 

Workflow in Queue page

 (page 9-14).

Summary of Contents for Content Server

Page 1: ...Content Server User Guide SCS EN1 710...

Page 2: ...s a registered trademark of Hewlett Packard Company IBM Informix and WebSphere are registered trademarks of IBM Corporation Jaws PDF Library is a registered trademark of Global Graphics Software Ltd K...

Page 3: ...1 Searching 2 2 Working with Content 2 2 Workflows 2 2 Chapter 3 Stellent Content Management Stellent Content Server 3 1 Content Repository 3 2 Revision Control 3 2 Metadata 3 3 Security 3 3 Users 3 4...

Page 4: ...7 Login Screen 4 9 Register User Page 4 10 Logging in with a Content Server User Login 4 11 Logging in with a Windows User Login 4 12 Self Registering 4 12 Becoming Familiar with the Interface 4 13 I...

Page 5: ...l Text Search Rules 5 20 Full Text Search Case Sensitivity 5 21 Verity Full Text Search Options 5 22 Verity Full Text Wildcards 5 22 Verity Full Text Search Operators 5 22 Tamino Full Text Search Opti...

Page 6: ...he Revision History 6 11 Deleting Revisions 6 12 Updating Metadata 6 12 About Updating Metadata 6 12 Info Update Form 6 13 Updating Metadata 6 15 Viewing a File 6 15 About Viewing a File 6 15 Viewing...

Page 7: ...17 Check In Confirmation Page 7 19 Important Considerations 7 20 Multi Byte Characters 7 20 Checking in Microsoft Office XP Files 7 20 Chapter 8 Checking Out Files Overview 8 1 About File Check Out 8...

Page 8: ...fication 9 8 Entering a File to a Workflow 9 9 Reviewing Revisions in a Workflow 9 10 Working with a Rejected Revision 9 11 Viewing Workflow Information 9 12 Workflow Information 9 13 Active Workflows...

Page 9: ...e chapter 5 Working with Files see chapter 6 Checking In Files see chapter 7 Checking Out Files see chapter 8 Working with Workflows see chapter 9 Conventions The following conventions are used throug...

Page 10: ...is used to bring special attention to information This is a technical tip It is used to identify information that can be used to make your tasks easier This is an important notice It is used to ident...

Page 11: ...ing with Content page 2 2 Workflows page 2 2 USER INTERFACE New user interface options are available for easily changing the navigation structure of the content server as well as the information displ...

Page 12: ...by Metadata page 5 11 and Searching for Specific Text page 5 19 or see your system administrator WORKING WITH CONTENT An Actions icon has been added to search results and workflow listings Clicking it...

Page 13: ...Indexing page 3 5 Finding Content page 3 5 Workflows page 3 5 STELLENT CONTENT SERVER Stellent Content Server is an automated system for sharing managing and distributing business information using a...

Page 14: ...content item is a rendition of that content item as are the HTML and XML versions REVISION CONTROL If you want to change a file that is checked into the content server you need to check the content i...

Page 15: ...e access to secured files must also log in to the content server to be able to view the secured content When you check in a file you may need to specify a value for the following security related meta...

Page 16: ...istrative permission to certain users such as the ability to set up user logins and create workflow templates These users are referred to as subadministrators CONVERSION MODULES Your content server sy...

Page 17: ...on to view will be displayed in the search results Browsing content Browsing content using the Browse Content tray enables you to drill down to a content item by navigating through a set of hierarchic...

Page 18: ...along with the contributors reviewers and steps This type of workflow requires an administrator to initiate the process and is best suited for groups of content items that need to go through a workfl...

Page 19: ...9 WORKING WITH YOUR WEB BROWSER This section covers the following topics Supported Web Browsers page 4 1 Configuring Your Web Browser page 4 4 Setting Up Helper Applications and Plug ins page 4 6 Supp...

Page 20: ...on assumes you are using the default Trays layout which is currently not compatible with Internet Explorer 5 0 and 5 01 Netscape Communicator 4 7x and Netscape 6 x only support the Classic layout not...

Page 21: ...he table below provides information on recommended browsers File formats on Mac have unique encoding The file format used on OS 9 Mac files is not support by Windows or UNIX This is an issue if the us...

Page 22: ...age 4 6 Configuring Internet Explorer 5 x If you are using Microsoft Internet Explorer 5 x as your web browser complete the following steps 1 Start the web browser 2 Choose Tools Internet Options 3 On...

Page 23: ...ookies that get sent back to the originating server option 5 Click OK to save the settings Configuring Netscape 6 1 and 6 2 If you are using Netscape 6 1 or 6 2 as your web browser complete the follow...

Page 24: ...For example if content items are being converted to PDF files using Stellent PDF Converter the Adobe Acrobat plug in needs to be installed and configured for your web browser according to one of the...

Page 25: ...reek text below x Pixels check box 5 Click OK LOGGING IN TO STELLENT CONTENT SERVER This section covers the following topics About Login page 4 7 Login Screen page 4 9 Register User Page page 4 10 Log...

Page 26: ...Network security then you are automatically authenticated into Stellent Content Server when you log in to the Microsoft network you will not need to enter a user name and password Self registration en...

Page 27: ...Enter your content server login password Save this password in your password list check box Selected The current user name and password will be filled in automatically the next time you log in to the...

Page 28: ...e you will use to log in to the content server Full Name field Enter your full name This name will appear in various locations in the content server user interface Password field Enter your content se...

Page 29: ...in the Password field 5 Click OK If you entered a correct user name and password the content server home page page 4 17 is displayed User Type field This is an identifier that can be used by the syste...

Page 30: ...a correct user name and password the content server home page page 4 17 is displayed See Also Logging in with a Content Server User Login page 4 11 Self Registering page 4 12 Self Registering Use the...

Page 31: ...tent server user name and password For security purposes an asterisk appears for each character you type in the Password field 9 Click OK If you entered a correct user name and password the content se...

Page 32: ...lbar page 4 17 Home Page page 4 17 Content Management Tray page 4 18 Customized Web Pages The Stellent Content Server interface is highly customizable so your content server web pages might look diffe...

Page 33: ...Link Description Links in the portal navigation bar before login Login Displays the Login screen page 4 9 where you enter your user name and password to log in to the content server If you are already...

Page 34: ...plets This link is displayed only if you have administration applets Links in the portal navigation bar after login My Stellent Expands to display links to personal URLs saved queries user profile che...

Page 35: ...you set up a default saved query the results are displayed on this page you may have to scroll down to view them The home page is displayed when you first log in and you can return to the home page a...

Page 36: ...anagement tray enables contributors to manage content in Stellent Content Server To open this tray click Content Management in the portal navigation bar page 4 15 Link Description New Check In Display...

Page 37: ...server My Checked Out Content Displays the Checked Out Content for User page page 8 3 which is used to view a list of all files checked out by the current user Work In Progress Displays the Work In Pr...

Page 38: ...hange yourself You can change personal information such as your full name password and e mail address on the user profile page 4 20 You can use the My Stellent tray page 4 24 to add links to your port...

Page 39: ...oles field The roles assigned to your user login Roles determine what access you have to content and system functions This field cannot be modified Accounts field If your system administrator has enab...

Page 40: ...layed on content server pages If the system administrator has enabled more than one locale option you can select the locale that you prefer User Personalization Settings Email Format field html You wi...

Page 41: ...bove the content area Classic Trays are removed from the portal navigation bar page 4 15 and drop down menus are removed from above the content area Functions are accessed using a combination of links...

Page 42: ...My Stellent on the portal navigation bar page 4 15 Buttons Update button Saves any changes that were made on this page Reset button Resets the fields on this page to the previously saved settings Lin...

Page 43: ...he folder to display links to any searches you have saved using the Save Search action on a search results page My Saved Queries link Displays the Saved Queries page page 4 27 where you can remove sea...

Page 44: ...than Classic If you are using the Classic layout this link displays the System Links page which enables you to place links to various system functions in your portal navigation Edit Saved Queries but...

Page 45: ...ed Delete check box The selected query links will be deleted when you click the Update button Default option Selects the query link that will be displayed in a different color in the portal navigation...

Page 46: ...it Personal URLs on the Portal Design page page 4 26 Reset button Resets the fields on this page to the previously saved settings Feature Description Title field The link that will appear in your port...

Page 47: ...ail notification format either HTML or text 4 Enable or disable the upload and download applets 5 Select a layout skin and search template 6 Click Update Adding Links to Favorites You can add a link t...

Page 48: ...e page for the selected default query enter a number in the Results on portal page field and make sure that the Show Default Query check box is selected 5 Click Update Saving Personal URLs Use the fol...

Page 49: ...ge 5 11 This enables you to find a file based on information about the file Searching for specific text page 5 19 This enables you to find a file based on the actual text in the file You can also sear...

Page 50: ...tray is set up in a hierarchical link structure the Library where each folder level is based on metadata The Library Folder is set up by default Your system administrator determines the hierarchy of a...

Page 51: ...5 30 a different website a content server report SEARCH PAGES You can perform a content item search from the following places in the Stellent Content Server interface Quick Search Field page 5 3 Home...

Page 52: ...e that lists the content items that contain the search terms View button If your content server is set up with the Tamino search index engine the View button is displayed next to the Go button Enterin...

Page 53: ...item was released to the content server From The search finds items released on or after this date To The search finds items released before but not on this date Full Text Search field Enter full text...

Page 54: ...Title Sorts alphabetically by the Title metadata field Score Sorts by the number of occurrences of search terms or the proximity of search terms when a proximity operator such as NEAR is used Applies...

Page 55: ...lds Title field A descriptive name for the content item ID field The unique identifier for the content item Text field Enter full text search terms For details refer to Searching for Specific Text pag...

Page 56: ...results page in a series to view Note If your system administrator has configured the content server to use the database for indexing and searching Page x of y will be replaced by Next and Previous li...

Page 57: ...s page click the Advanced link under the Search tray page 5 6 or the Search link on the toolbar page 4 17 Text field Enter full text search terms For details refer to Searching for Specific Text page...

Page 58: ...Guide Finding Files Feature Description Search button Displays a list of the content items that match the search criteria on a search results page page 5 30 If no search criteria are specified a list...

Page 59: ...ortal navigation bar page 4 15 You are prompted to enter a title for the link Full Text Search field Enables you to search for words within content items For details refer to Searching for Specific Te...

Page 60: ...sted in the table below If custom metadata fields have been created for your content server system they typically will be displayed below the standard metadata fields Note When searching for metadata...

Page 61: ...adata searches are case sensitive For example a search for the word Server will find Server but not SERVER or server Author The user who checked in the current content item revision Release Date The d...

Page 62: ...use the Verity or Tamino search engine If your system administrator has configured the content server to use the database for indexing and searching wildcards cannot be used If the content server is...

Page 63: ...n the Title field the search returns items with the word form in their title but does not return items with the words performance or reform Note Metadata wildcards page 5 14 can be used with the Conta...

Page 64: ...tch your search criteria are displayed on the search results page page 5 30 Searching for Expired Content By default you can not search for expired content unless you have administrative rights to Rep...

Page 65: ...r 4 weeks ago Get Expired button Displays a search results page of expired content that meets the date criteria Find Expiring Content area Used to search the content server repository for content that...

Page 66: ...hoice list 6 Click Get Expired The search results page displays all content that expired before or after the specified date Searching for Content About to Expire Use the following procedure to search...

Page 67: ...he content server the indexer stores all of the words in the web viewable version of the content item PDF HTML text or other supported file formats in an index When you perform a full text search the...

Page 68: ...se wildcards in full text search queries but the various full text search engines use different wildcards Search Option Description Verity search engine Indexes the following file formats pdf html htm...

Page 69: ...address addressing addresses and addressed in them If you want to limit the search to the word you specify place the word in double quotes for example address You can sort full text search results by...

Page 70: ...Text Search Operators page 5 22 Verity Full Text Wildcards A wildcard substitutes for unknown or unpredictable characters in the search term The following wildcards can be used in Verity full text sea...

Page 71: ...specified terms safety security protection returns content items that contain at least one of the three words NOT Finds content items that contain the term that precedes the operator if any and ignor...

Page 72: ...rnet NEAR server returns content items that contain the specified words close to one another SENTENCE Finds content items that contain the specified terms within the same sentence internet SENTENCE se...

Page 73: ...searching for new or function would return the document Tamino Full Text Wildcards A wildcard substitutes for unknown or unpredictable characters in the search term The following wildcard can be used...

Page 74: ...st one of the three words NOT Finds content items that contain the term that precedes the operator if any and ignores content items that contain the term that follows it NOT server returns content ite...

Page 75: ...or Description Example AND Finds content items that contain all of the specified terms address AND name returns content items that contain both specified words AND NOT Finds content items that contain...

Page 76: ...full text search expression ISABOUT term1 term2 method Finds content items that contain the specified terms and ranks them based on the specified method ISABOUT address name returns items containing b...

Page 77: ...ent items that contain both specified words OR Finds content items that contain at least one of the specified terms safety OR security OR protection returns content items that contain at least one of...

Page 78: ...order in which you want the content items listed For example if you are searching for specific text such as changed address then you might want to sort your search results by score If you want to fin...

Page 79: ...content items being displayed on the current search results page This is displayed only when more than one page of content items is returned Page x of y choice list Enables navigation to any page of...

Page 80: ...nail A thumbnail image is displayed Classic A thumbnail image and descriptive text is displayed ID column Displays the content ID of a content item Clicking the content ID of a selected item either di...

Page 81: ...content check in form page 7 3 with some metadata fields already filled in The Send Link by E mail link opens a new e mail message that contains a URL to the selected content item Thumbnail Thumbnail...

Page 82: ...Displays the content information page page 6 6 for the content item Feature Description Links Definition List Navigation links Enables navigation to the next or previous page of content items in the s...

Page 83: ...nt item page 6 11 Info icon Displays the content information page page 6 6 for the content item Links Definition Feature Description Results Per Page field Specifies the maximum number of content item...

Page 84: ...l results in Z A order numerical results in 9 0 order and date results in newest to oldest order Ascending Sorts alphabetical results in A Z order numerical results in 0 9 order and date results in ol...

Page 85: ...ate option 3 Click the Search Template choice list and select the desired search result view 4 Click Update SAVING QUERIES This section covers the following topics About Saved Queries page 5 37 Saving...

Page 86: ...ields On the search results page page 5 30 the criteria saved will be the criteria that were used to display the results 2 Select Save Search from the Actions choice list on the search results page pa...

Page 87: ...ontent Information page 6 6 Working with File Revisions page 6 10 Updating Metadata page 6 12 Viewing a File page 6 15 Subscribing to New Revisions of a Content Item page 6 17 UNDERSTANDING A FILE S L...

Page 88: ...example PDF If the file cannot be converted it is passed through as is i e unconverted 5 If the file was converted the converted file is stored in the web viewable file repository If the file was pass...

Page 89: ...Stellent Content Server User Guide 6 3 Working with Files See Also Revision Status page 6 4 Work In Progress Page page 6 5 Determining the Revision Status page 6 6...

Page 90: ...o be released on its specified release date Released The revision is available in the content server Review The revision is in a workflow and is being reviewed Edit The revision is at the initial cont...

Page 91: ...n Content ID link Clicking the Content ID link displays the web viewable file Title column Displays the title of the content item Clicking the Content ID link displays the web viewable file Status col...

Page 92: ...eased status or it could be in a workflow Display the content information page for the content item page 6 6 The revision status is shown in the Status field See Also Revision Status page 6 4 VIEWING...

Page 93: ...Feature Description Content ID field The unique identifier for the content item Note If your content server uses an Oracle or Tamino database all content IDs are converted to uppercase letters automat...

Page 94: ...ield An identifier that specifies access permission to the content item This field is displayed only if accounts are enabled on your system Checked Out By field The user who has the content item check...

Page 95: ...nk by e mail Opens your e mail program with a new message that contains a link to the URL web address of the web viewable file Subscribe Displays the Subscriptions page page 6 18 which enables you to...

Page 96: ...ge page 7 19 click the Content Info link to view the content information page for the file you just checked in WORKING WITH FILE REVISIONS This section covers the following topics About Revisions page...

Page 97: ...0 click the Rev link for the revision to view revision history page 6 11 Feature Description Revision column Clicking a revision number displays the content information page for that revision page 6 6...

Page 98: ...diately and will be permanently deleted from the system during the next indexing cycle UPDATING METADATA This section covers the following topics About Updating Metadata page 6 12 Info Update Form pag...

Page 99: ...nformation page for a content item page 6 6 Feature Definition Content ID field The unique identifier for the content item This value cannot be changed Note If your content server uses an Oracle or Ta...

Page 100: ...eld is displayed only if accounts are enabled for your system Revision field The revision number Comments field Additional notes about the content item The maximum length is 255 characters Release Dat...

Page 101: ...page 6 16 Viewing a Native File page 6 16 About Viewing a File After you find a file you can view it in several ways depending on the original file format the conversion setup for your system and the...

Page 102: ...iewable file does not exist or you do not have the correct helper application or plug in installed you will be prompted to either save the file or open it in its native application For details refer t...

Page 103: ...wo types of subscriptions File subscription Users manually subscribe to individual content items Criteria subscription The system administrator sets up a subscription based on one or more metadata fie...

Page 104: ...subscriptions Subscriptions column Displays the title of the content item Clicking the title link displays the web viewable file Actions column Actions icon Content Information link Displays the cont...

Page 105: ...n you were last notified about a new revision To access this page select Subscription Info from the Actions contextual menu or click the Info icon Actions column Actions icon Subscription Info link Di...

Page 106: ...The most recent date and time that you were sent an e mail notification from this subscription Latest Notification Use At field The most recent date and time that you accessed a content item from an e...

Page 107: ...tem page 6 6 Check In Seen if content is checked out by user Displays the content check in form page 7 3 Check Out Seen if content is not checked out Checks out the item and displays the check out con...

Page 108: ...t the group Subscribe to Related Groups information regarding the criteria group in which the item is included Subscriptions column Lists the criteria of the group to which the item belongs Actions co...

Page 109: ...e from the Actions drop down menu on the content information page for the item page 6 6 Feature Description Subscriptions column Lists the criteria of the group to which the item belongs Actions colum...

Page 110: ...subscribe to a criteria group 1 Display the content information page page 6 6 for the content item that you want to subscribe to or for a content item that has the same metadata as a group of content...

Page 111: ...played listing all of your current subscriptions 2 Select Unsubscribe from the Actions contextual menu under Subscription Items Unsubscribing from a Criteria Group Use the following procedure to unsub...

Page 112: ......

Page 113: ...he process of submitting a file to the content server repository You must have the correct permission to check a file into the content server This permission is associated with your user name and pass...

Page 114: ...verted by the content server and you have an alternate file format that can be converted by the system such as PostScript A file explaining what the native file contains Typical uses include providing...

Page 115: ...er Guide 7 3 Checking In Files CONTENT CHECK IN FORM The content check in form is used by contributors to check files into Stellent Content Server To access this page click New Check In on the Content...

Page 116: ...ntent IDs are automatically converted to uppercase letters Type field The category of the file You must select from a list of predefined values Title field A descriptive name identifying the revision...

Page 117: ...displays the standard file selection window This check box appears only if the system administrator has enabled the upload applet and you have selected the Enable Upload Applet check box in your user...

Page 118: ...n the zip file that will be created as the alternate file Clear Clicking the Browse button displays the standard file selection window This check box appears only if the system administrator has enabl...

Page 119: ...If another date is entered the revision remains in Done status until the specified date For details refer to Revision Status page 6 4 The date is required the time is optional Expiration Date field T...

Page 120: ...n that best describes the file 5 Enter a descriptive title in the Title field 6 From the Security Group list select the security group for the content item Keep in mind that this content item will be...

Page 121: ...in a web viewable format or a format that can be converted to a web viewable file such as pdf txt doc etc 11 If the Format field is displayed under the Alternate File field and you specified an alter...

Page 122: ...display the same values as those assigned to the existing content item 2 Continue with step 3 of the procedure to check in a new file page 7 8 changing or adding metadata values and member permissions...

Page 123: ...dow page 7 14 Change Drive Window page 7 16 Upload Message Screen page 7 17 Checking in Multiple Files Using Upload page 7 17 See Also Checking In Single Files page 7 8 About Multiple File Check In Yo...

Page 124: ...iles Using Upload page 7 17 Upload Applet Requirements You can use the upload applet to check in multiple files only if the following conditions are all true The system administrator has enabled the u...

Page 125: ...ield The name of the zip file that will be checked in to the content server repository Files to Upload list Lists the files that will be included in the zip file Select File button Displays the Select...

Page 126: ...ded zip file see Checking in Multiple Files Using Upload on page 7 17 To access this window click Select Multiple in the Upload Files window page 7 13 Feature Description Look in field Select the dire...

Page 127: ...to the parent directory Files list Select specific files to be included in the zip file Holding down the Ctrl key and clicking on files selects non contiguous files Holding down the Shift key and clic...

Page 128: ...h information from the parent folder with the files you are adding when the Add with Filter button is clicked This check box has no effect when the Add Selected button is clicked Add Selected button P...

Page 129: ...er to Editing Your User Profile page 4 29 2 Follow the general check in procedure for a new file page 7 8 similar file page 7 10 or revised file page 7 10 3 Before specifying the primary file or alter...

Page 130: ...you are currently located To navigate to the parent directory double click the entry in the Subdirectories list d To select multiple files in the Files list To select non contiguous files hold down th...

Page 131: ...fter you have checked in a content item successfully Feature Description Content ID field The unique content ID that you entered during check in or that was generated automatically by the system Conte...

Page 132: ...port multi byte languages for example Japanese or Korean versions of Microsoft Windows Otherwise errors may occur such as links to PDF renditions of content items not working Dynamic Converter failing...

Page 133: ...2 Checked Out Content for User Page page 8 3 Checking Out Single Files page 8 4 Checking Out Multiple Files page 8 5 About Multiple File Check Out page 8 6 Download Applet Requirements page 8 6 Downl...

Page 134: ...is a good idea to check out the file as soon as you know that you need to edit it This notifies other users that you will be making changes and prevents them from checking in a new revision For conte...

Page 135: ...Content ID link Clicking the Content ID link displays the web viewable file Title column Displays the title of the content item Checked Out By column Displays the user name of the person who has chec...

Page 136: ...n page is displayed page 8 11 3 If applicable click Native File Link to get a copy of the native file Feature Description Content ID link Clicking the Content ID link displays the web viewable file Ti...

Page 137: ...t from the contextual menu The Check Out Confirmation page is displayed page 8 11 4 If applicable click Native File Link to get a copy of the native file 5 If a dialog window appears before the Save A...

Page 138: ...box is selected in your user profile page 4 20 You are using a Java enabled web browser The download applet requires permission to access the local drive When you access the content check in form page...

Page 139: ...wing features are added to search results pages Feature Description Download Selected option on Actions menu Downloads only the selected content items Download All option on Actions menu Downloads all...

Page 140: ...this screen click Download Selected or Download All on the Download Options on Search Results Pages page 8 7 Feature Description Content ID field The content ID of the file Title field The descriptiv...

Page 141: ...his check box is available only when the Native option is selected Download Location field The directory and file name where the current file will be copied Click the Browse button to navigate to and...

Page 142: ...Search Results page is displayed page 8 7 2 To download all content items on the Search Results page click Download All 3 To download selected content items select the corresponding Select check boxe...

Page 143: ...at have not been skipped you will not be prompted for each file that was selected Skip to not download the current file and go to the next selected file Cancel to cancel the download 10 If a file with...

Page 144: ...of the content item that you checked out Content ID field The content ID of the file that you checked out Checked Out By field The login you used to check out the file Native File Link Enables you to...

Page 145: ...wing Workflow Information page 9 12 ABOUT WORKFLOWS A workflow specifies how content is routed for review and approval before it is released to the system Users are notified by e mail when they have a...

Page 146: ...orkflow Options Workflows or individual workflow steps can be set up to allow for items in review to be released into the system for indexing searching and viewing even though the workflow to which th...

Page 147: ...he content item is released to the system A basic workflow containing multiple content items can be set up so that some items in the workflow may be released to the system before all of the revisions...

Page 148: ...d to check in a new file for a basic workflow It is an automated message that you can use to identify the file that you need to check in and other workflow information Feature Description Workflow Nam...

Page 149: ...s used to identify which action to perform in the workflow To access this page click the Review Workflow Content link on a workflow started notification page 9 4 or open the Content Management tray cl...

Page 150: ...ision Status page 6 4 Step Name column The name of the current workflow step Action icon Displays the actions if any that you can take on the content item Workflow Review Displays the Workflow Review...

Page 151: ...ription Breadcrumb links Displays a hierarchical navigation structure within the content server Located just below the page title Workflow field The name of the current workflow Workflow Step field Th...

Page 152: ...ld The security group associated with the content item Format field The formats corresponding to the file Revision field The current revision of the content item Message field Enables you to enter an...

Page 153: ...n from the contextual menu under the Actions column on the Workflow Content Items page Open the Content Management tray click Active Workflows click the name of the workflow and then select Check In f...

Page 154: ...contributor permission and you would like to edit the file click the Check out link in the Workflow Review panel to check out the content item for editing Otherwise continue with step 9 The check out...

Page 155: ...view panel If the revision is approved by the appropriate number of reviewers the content item goes to the next step in the workflow If the revision is rejected the Reject Content Item page page 9 7 i...

Page 156: ...eck the Revision Finished Editing box the file moves from Edit status to GenWWW status and goes to the next step in the workflow If you leave the Revision Finished Editing box unchecked the file is ch...

Page 157: ...mation About a Workflow Step page 9 20 Viewing Content Information page 9 20 Active Workflows Page The Active Workflows page is used to view a list of all active workflows in the system To access this...

Page 158: ...under the My Stellent tray page 4 24 Feature Description Breadcrumb links Displays a hierarchical navigation structure within the content server Located just below the page title Content ID column Dis...

Page 159: ...the actions if any that you can take on the content item Workflow Review Displays the Workflow Review page page 9 17 Approve Approves the revision Reject Rejects the revision and displays the Reject C...

Page 160: ...current revision of the content item Type field The value associated with the Type metadata field Author field The login associated with the user who checked in the file Breadcrumb links Displays a hi...

Page 161: ...ed by field Lists the logins of the users who have approved the revision at the current workflow step Required Approvals field Shows how many approvals are required at the current workflow step Remain...

Page 162: ...Reject Content Item page page 9 7 Check Out Checks out a file and displays the check in confirmation page page 7 19 This link is displayed only if the current step is a reviewer contributor step Rend...

Page 163: ...w Assignments The Workflow in Queue page page 9 14 is displayed 3 To remove content items from the list select Remove from Queue from the contextual menu under the Actions column The content item is n...

Page 164: ...Queue page page 9 14 2 Select Workflow Info from the contextual menu under the Actions column The Workflow Info for Item page page 9 15 is displayed Viewing Content Information Use the following proce...

Page 165: ...ucture whereby accounts are ordered in levels for example Company Region Store Permission to a particular level in the account hierarchy also permits access to all of its sub level accounts account pr...

Page 166: ...2 to at least one security group to be able to use the administration applications for which they have rights administrator Person in an organization that manages all or part of a content server syst...

Page 167: ...a sales department all A special account page G 1 classification that can be used to assign a user a single permission level for all accounts alternate file A web viewable version of the primary file...

Page 168: ...subscription A subscription to an individual piece of content by content ID See also criteria subscription page G 6 forced subscription page G 8 and open subscription page G 13 basic workflow A type o...

Page 169: ...on site to check in content content A collective term for the content items in the Content Server repository content ID A standard required metadata field that provides a unique identifier for each co...

Page 170: ...onic file to a different file format for example changing a Microsoft Word document into PDF or HTML format core The basic components of Stellent Content Server criteria subscription A subscription to...

Page 171: ...ed descending sort order Arrangement of data in high to low sequence for example from Z to A or from 9 to 0 See also ascending sort order page G 3 documents without accounts A special account page G 1...

Page 172: ...al users might use a Microsoft network login or another type of provider LDAP login See also local user page G 11 and global user page G 9 field caption The name of a metadata field as it appears on w...

Page 173: ...hance scalability and performance See also local user page G 11 and external user page G 8 guest portal page The Stellent web page that users see after they start Stellent Content Server but before th...

Page 174: ...ext indexes files and stores the indexed words in a database When you do a full text search for content the Content Server looks for the search terms in this index See also search index page G 18 info...

Page 175: ...d or query links local user An authorization type page G 4 where user security attributes password roles and accounts are stored on master content server and the user is included in all local content...

Page 176: ...f Stellent Content Server that enables users to check in multiple content items as a single compressed zip file See also upload applet page G 21 multiple file check out An optional feature of Stellent...

Page 177: ...e or folder that is one level higher in a hierarchical structure such as a page in the Web Layout Editor or a folder in the Folders component See also child page G 5 pass through The process of storin...

Page 178: ...tion bar page G 14 to a URL web address that a user accesses frequently Portal Design A Stellent Content Server feature that enables users to personalize their portal navigation bar page G 14 portal n...

Page 179: ...ull text search from the portal navigation bar page G 14 See also Advanced Search page G 3 read permission The permission level that allows users to perform the following tasks within a particular sec...

Page 180: ...revisions etc create criteria subscriptions and assign users to subscriptions update and rebuild the search index required field A metadata field page G 12 that must have a value for a content item t...

Page 181: ...ision status The status of a revision in the content server The revision status can be Done Edit GenWWW Released Pending Expired Deleted or Review rights The access that a user has to any of the follo...

Page 182: ...full text words and phrases to be matched during a search See also query expression page G 15 search engine Software included with Stellent Content Server that performs metadata and full text searche...

Page 183: ...h content items are displayed on a search results page By default search results can be sorted by release date page G 15 title page G 20 or score page G 18 and each of these options can be displayed i...

Page 184: ...ess to the Admin Server See also guest role page G 9 contributor role page G 6 and admin role page G 3 system administrator A user who has full administrative permission page G 13 and administration r...

Page 185: ...t item or adding a revision upload applet An optional Java applet that enables users to check in multiple content items as a single compressed zip file See also multiple file check in page G 12 user A...

Page 186: ...application or by the user on their User Profile page user type See authorization type page G 4 Verity The standard Indexer page G 10 and search engine page G 18 included in Stellent Content Server Se...

Page 187: ...d sub workflow page G 20 Workflow Admin An administration application page G 2 that is used to set up and manage workflows work in progress A revision that is in GenWWW status page G 9 or Done status...

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Page 189: ...ver 5 27 Tamino 5 26 Verity 5 23 AND NOT search operator SQL Server 5 27 auto contribution step in workflows 9 2 B basic workflows 3 6 9 2 bookmarks 4 29 Browse Content tray 5 2 5 3 browsers See web b...

Page 190: ...0 4 4 Mozilla 1 4 and 1 5 4 6 Netscape 4 7x 4 5 Netscape 6 1 and 6 2 4 5 Netscape 7 x 4 5 confirmation check in 7 19 check out 8 11 consumers 3 4 Contains metadata search operator 5 15 content 3 2 bro...

Page 191: ...status 6 4 F favorites 4 29 file conversion 3 2 file format 7 6 file repositories 3 2 file revisions 3 2 6 10 checking in 7 10 deleting 6 12 history 6 11 file subscriptions 6 17 6 21 canceling 6 25 st...

Page 192: ...7 registering a user 4 10 self registration 4 8 4 10 4 12 standard security 4 8 using a content server user login 4 11 using a Windows user login 4 12 login screen 4 9 M Matches metadata search opera...

Page 193: ...5 29 overview of user interface 4 14 P PARAGRAPH search operator Verity 5 24 passing through content 3 4 PDF Converter 3 4 PDF See Adobe Acrobat Pending revision status 6 4 permissions admin G 2 delet...

Page 194: ...rators see also SQL Server search operators see also Tamino search operators see also Verity search operators search pages 5 3 search results 5 30 search results pages 5 30 actions 5 33 displaying 5 3...

Page 195: ...lts page 5 34 wildcards in full text searches 5 25 wildcards in metadata searches 5 14 Tamino search operators ADJ 5 26 AND 5 26 NEAR 5 26 NOT 5 26 OR 5 26 tasks in workflows 9 3 9 18 text format of e...

Page 196: ...4 configuration of Internet Explorer 6 0 4 4 configuration of Mozilla 1 4 and 1 5 4 6 configuration of Netscape 4 7x 4 5 configuration of Netscape 6 1 and 6 2 4 5 configuration of Netscape 7 x 4 5 Int...

Page 197: ...ypes 9 2 viewing information 9 12 9 13 what s new 2 2 workflow review notification 9 5 workflow started notification 9 4 working with rejected revisions 9 11 workflows in queue 9 14 working with conte...

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