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Stellent SCS-EN1-710 User Manual

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SCS-EN1-710

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  • Page 1 Content Server User Guide SCS-EN1-710...
  • Page 2 Stellent, Inc., 7777 Golden Triangle Drive, Eden Prairie, Minnesota 55344 USA. The copyrighted software that accompanies this manual is licensed to the Licensee for use only in strict accordance with the Software License Agreement, which the Licensee should read carefully before commencing use of this software.

  • Page 3: Table Of Contents

    Stellent Content Server ........
  • Page 4 My Stellent Tray........
  • Page 5 Displaying Search Results........5-36 Stellent Content Server User Guide...
  • Page 6 About File Check-In ......... . .7-1 Stellent Content Server User Guide...
  • Page 7 Workflow Steps ......... . .9-2 Post-Process Workflow Options ......9-2 Stellent Content Server User Guide...
  • Page 8 Viewing Content Information ....... .9-20 Glossary Index viii Stellent Content Server User Guide...

  • Page 9: About This Guide

    C h a p t e r BOUT UIDE BOUT UIDE This Stellent Content Server User Guide provides information for end-users of the Stellent content management system. It covers the following main topics: ❖ What’s New (see chapter 2) ❖...
  • Page 10 This is an important notice. It is used to identify a required step or required information. This is a caution. It is used to identify information that might cause loss of data or serious system problems. Stellent Content Server User Guide...

  • Page 11: Overview

    ’ VERVIEW This section highlights the new features in version 7.x of the Stellent Content Server software. In addition, it provides links to sections that cover these features in more depth. For new information specific to developers and integrators, refer to the What’s New sections in the appropriate reference material.
  • Page 12 Files). ORKFLOWS Changes made to the workflow functionality of this release of Stellent Content Server affect how you access and review content in a workflow. Features have also been added that allow an administrator to create workflows with steps that may not involve the release of a content item, or content items in a workflow can be released while they are still in the workflow.

  • Page 13: Chapter 3: Stellent Content Management

    ONTENT ERVER Stellent Content Server is an automated system for sharing, managing, and distributing business information using a website as a common access point. Current information can be accessed quickly and securely from any standard web browser. You can manage virtually any type of content—letters, reports, engineering drawings, spreadsheets,...

  • Page 14: Content Repository

    ONTENT EPOSITORY When you check in a file, Stellent Content Server stores the original, or native, file in a central repository for native files. If your system includes any conversion modules (page 3-4), a web-viewable version of the file (such as PDF) will be created and stored in a special repository for web-viewable files.

  • Page 15: Metadata

    When you check in a content item, you will need to assign some of the metadata, while some metadata is assigned by Stellent Content Server automatically. The metadata is stored in a database that works in conjunction with Stellent Content Server.

  • Page 16: Users

    These are people who need to create and revise files in the content server repository. They also have permission to find, view, and print files. In many Stellent Content Server systems, the majority of users are consumers. To safeguard the integrity of files in the system, contributors need a user name and password to check content items in to and out of the content server repository.

  • Page 17: Indexing

    PDF, TXT, XML, and other supported formats, and stores the list in a database. When you do a full-text search for content, Stellent Content Server looks up your search terms in this index. Once the indexing process is complete, the file is released to the content server.
  • Page 18 Refer to chapter 9 (Working with Workflows) for more information. Stellent Content Server User Guide...

  • Page 19: Overview

    Consumers and contributors access Stellent Content Server from a standard web browser. The computer you use to access the content server is referred to as a client computer. Stellent Content Server can be accessed from any of the following web browsers on a client computer:...

  • Page 20: Mac Browsers

    7.x use Sun’s JDK 1.3/1.4 Java plug-in, which is known to have compatibility issues with Stellent Content Server. These issues are related to authentication when launching an applet for the first time and applets closing when the parent window is changed.
  • Page 21 Applications that rely on the extension type for processing may not recognize the MacBinary encoding. MacBinary encoded files are not processed by the Refinery or the Dynamic Converter without a custom component. Stellent Content Server User Guide...

  • Page 22: Configuring Your Web Browser

    Getting Started Configuring Your Web Browser To ensure that Stellent Content Server works properly, configure your web browser according to one of the following procedures: ❖ Configuring Internet Explorer 5.x (page 4-4) ❖ Configuring Internet Explorer 6.0 (page 4-4) ❖...

  • Page 23: Configuring Netscape Communicator 4.7X

    1. Start the web browser. 2. Select Edit—Preferences. 3. Expand the Privacy & Security category, and select Cookies. 4. Select any of the cookies options except for “Disable cookies.” 5. Click OK to save the settings. Stellent Content Server User Guide...

  • Page 24: Configuring Mozilla 1.4 And 1.5

    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 following procedures: ❖...

  • Page 25: Configuring Adobe Acrobat 6.X

    (page 4-12) About Login Each time that you open a web browser window to gain access to Stellent Content Server, you need to log in from the portal page. Your system administrator should provide you with the URL of the content server portal page (for example, http://your_server/stellent).
  • Page 26 Microsoft Network security to log in to Stellent Content Server. If your organization is using Microsoft 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.

  • Page 27: Login Screen

    Getting Started Login Screen The Login screen is used to enter your content server user name and password. This screen is accessed by clicking the Login link on the Stellent portal page. Feature Description User Name field Enter your content server login user name.

  • Page 28: Register User Page

    Getting Started Register User Page The Register User page is used to define your user information during self-registration. This screen is accessed from the Self-Registration link on the Stellent portal page. Feature Description Enter a user name. This is the user name you will use to User Name field log in to the content server.

  • Page 29: Logging In With A Content Server User Login

    Reset button This resets all fields to their default values. Logging in with a Content Server User Login Use the following procedure to log in to Stellent Content Server using a standard content server user login: 1. Start your web browser.

  • Page 30: Logging In With A Windows User Login

    (page 4-12) Logging in with a Windows User Login Use the following procedure to log in to Stellent Content Server using your Windows user login: Note: You can log in using your Windows user login only if the system administrator has enabled the Microsoft Network login function on your system.

  • Page 31: Becoming Familiar With The Interface

    AMILIAR WITH THE NTERFACE This section covers the following topics: ❖ Interface Overview (page 4-14) ❖ Portal Navigation Bar (page 4-15) ❖ Toolbar (page 4-17) ❖ Home Page (page 4-17) ❖ Content Management Tray (page 4-18) Stellent Content Server User Guide 4-13...

  • Page 32: Interface Overview

    Getting Started Interface Overview This section provides an overview of the standard Stellent Content Server web pages, and describes how to use the navigation features of the interface. For consumers and contributors, there are four main interface features in Stellent Content Server: ❖...

  • Page 33: Portal Navigation Bar

    Getting Started Portal Navigation Bar The portal navigation bar is displayed on the left side of all Stellent Content Server web pages. This is your primary navigation tool, and it can be personalized with functions you use often, such as predefined searches and links to your favorite websites.
  • Page 34 If you are already logged in to your Microsoft network, clicking this link logs you in to the content server. Microsoft Login This link is displayed only if your organization is using Microsoft Network security to log in to Stellent Content Server. User Profile Displays your user profile (page 4-20).

  • Page 35: Toolbar

    Getting Started Toolbar The toolbar is displayed at the top of all Stellent Content Server web pages. It contains some of the same navigation links as the portal navigation bar (page 4-15), and also provides access to the online help system.

  • Page 36: Content Management Tray

    Getting Started Content Management Tray The Content Management 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 Displays the content check-in form (page 7-3), which is New Check In used to check new files into the content server.

  • Page 37: Personalizing The Interface

    Displays the Registered Publisher Projects page, which is Registered Publisher used to register Stellent Content Publisher projects. Projects (The Stellent Content Publisher product is required to use this feature.) ERSONALIZING THE NTERFACE This section covers the following topics: ❖...

  • Page 38: About Personalization

    Getting Started About Personalization When you log in to Stellent Content Server, the system retrieves information about you that is stored in your user profile. While most of the information in your user profile (such as your user name and security permissions) can be changed only by the system administrator, there are two types of user information that you can change yourself: ❖...
  • Page 39 If your system administrator has enabled accounts, this Accounts field field lists the accounts you have access to. The full name is used by the system administrator to Full Name field identify users easily. Stellent Content Server User Guide 4-21...
  • Page 40 Selected—The download applet is enabled, so you can check out multiple files. For more information, see “Enable download applet” Checking Out Multiple Files (page 8-5). check box Clear—The download applet is disabled. 4-22 Stellent Content Server User Guide...
  • Page 41 Multiple Files (page 7-11). check box Clear—The upload applet is disabled. Sets the user interface of Stellent Content Server. Trays—This is the default layout when Stellent Content Server is installed. Features include expanding trays in the portal navigation bar (page 4-15), including a Search tray and Result tab.

  • Page 42: My Stellent Tray

    (page 4-26). link My Stellent Tray The My Stellent tray places links to various system functions specific to you in your portal navigation bar. To access the links in this tray, expand the tray by clicking My Stellent on the...
  • Page 43 Displays a list of all content currently checked out by you. My Workflow Displays a list of all content items currently in a workflow Assignments for which you have responsibility. Displays a list of all content items to which you are My Subscriptions subscribed. Stellent Content Server User Guide 4-25...

  • Page 44: Portal Design Page

    My Stellent tray (page 4-24). Displays the Personal URLs page (page 4-28), which Edit Personal URLs button enables you to display URL links under the My Stellent tray (page 4-24), similar to bookmarks in a browser. 4-26 Stellent Content Server User Guide...

  • Page 45: Saved Queries Page

    The Saved Queries page is used to modify and delete the saved queries that are displayed in your portal navigation bar. To access this page, click My Saved Queries under the My Stellent tray in the portal navigation bar (page 4-15), or Edit Saved Queries on the Portal Design page (page 4-26).

  • Page 46: Personal Urls Page

    Personal URLs Page The Personal URLs page is used to save links to websites in your portal navigation bar. To access this page, click My Personal URLs under the My Stellent tray in the portal navigation bar (page 4-15), or Edit Personal URLs on the Portal Design page (page 4-26).

  • Page 47: Editing Your User Profile

    Editing Your User Profile Use the following procedure to edit your user profile information: 1. Click My Profile in the toolbar (page 4-17), or under the My Stellent tray in the portal navigation bar (page 4-15). user profile (page 4-20) is displayed.

  • Page 48: Editing Saved Queries

    5. Click Update. Saving Personal URLs Use the following procedure to save links to websites in your portal navigation bar: 1. Click the My Personal URLs link under the My Stellent tray in the portal navigation bar. Personal URLs page (page 4-28) is displayed.

  • Page 49: Overview

    C h a p t e r INDING ILES VERVIEW There are several ways to find files in Stellent Content Server: ❖ Browsing to content (page 5-2)—This enables you to find a file by navigating through a hierarchical link structure that has been set up by your system administrator.

  • Page 50: Browsing To Content

    (page 5-3) Browse Content Tray Browsing content in Stellent Content Server is similar to looking for a paper document in your organization’s file cabinets. In a file cabinet, you find the file drawer, then the folder, then the document. In Stellent Content Server, you find documents and links to websites in folders in the Browse Content tray.

  • Page 51: Browsing Content To Find A File

    (page 5-30), • a different website • a content server report EARCH AGES 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 Search Fields (page 5-4) ❖...

  • Page 52: Home Page Search Fields

    If search functionality is not available from your home page or if you want to search on additional metadata fields, use the search tray (page 5-6) or Advanced Search page (page 5-9). Stellent Content Server User Guide...
  • Page 53 Enter full-text search terms. For details refer to Full-Text Search field Searching for Specific Text (page 5-19). Note: If your system administrator has configured the content server to search database metadata only, the Full-Text Search field will not be displayed. Stellent Content Server User Guide...

  • Page 54: Search Tray

    The Search tray enables you to perform a metadata, full-text, or combination search from the content server’s portal navigation bar (page 4-15). Clicking the Search tray will expand or collapse the tray. Only the most commonly used search fields are available from the Search tray. Stellent Content Server User Guide...

  • Page 55: Criteria Tab

    The date that the item was released to the content server. From—The search finds items released on or after this Release Date fields date. To—The search finds items released before (but not on) this date. Stellent Content Server User Guide...

  • Page 56: Results Tab

    Forward—Advances to the next search results page in a series. Arrow buttons Back—Returns to the previous search results page in a series. Displays the content information of the corresponding Info icon content item. ID field The unique identifier for the content item. Stellent Content Server User Guide...

  • Page 57: Advanced Search Page

    The advanced search page enables you to perform a metadata search, full-text search, or a combination of both on all available fields. To access this page, click the Advanced link under the Search tray (page 5-6) or the Search link on the toolbar (page 4-17). Stellent Content Server User Guide...
  • Page 58 Displays a list of the content items that match the search criteria on a search results page (page 5-30). If no search Search button criteria are specified, a list of all content items is displayed. 5-10 Stellent Content Server User Guide...

  • Page 59: Searching By Metadata

    Metadata Search Fields (page 5-12) ❖ Metadata Search Case Sensitivity (page 5-13) ❖ Metadata Wildcards (page 5-14) ❖ Metadata Search Operators (page 5-15) ❖ Searching by Metadata (page 5-16) ❖ Searching for Expired Content (page 5-16) Stellent Content Server User Guide 5-11...

  • Page 60: About Metadata Searching

    You can enter text or select from the list of predefined values. An identifier that specifies access permission to the Account content item. This field is displayed only if accounts are enabled on your system. 5-12 Stellent Content Server User Guide...

  • Page 61: Metadata Search Case Sensitivity

    For example, a search for the word SERVER and server will find SERVER, server, Server, and SerVer. ❖ When you use mixed-case search expressions, metadata searches are case-sensitive. For example, a search for the word Server will find Server, but not SERVER or server. Stellent Content Server User Guide 5-13...

  • Page 62: Metadata Wildcards

    *form* matches form, formula, reform, and performance ❖ A question mark (?) stands for one alphanumeric character. For example: • form? matches forms and form1, but not form or formal • ??form matches reform but not perform 5-14 Stellent Content Server User Guide...

  • Page 63: Metadata Search Operators

    This has the same effect as placing an that begin with the word form, including asterisk wildcard after the search forms, forming, etc. term. Stellent Content Server User Guide 5-15...

  • Page 64: Searching By Metadata

    Repository Manager; however, your system administrator may have permitted specific users to view and work with expired content. Expired Content Page To display the Expired Content page, click the Content Management tray, and click Expired Content. 5-16 Stellent Content Server User Guide...
  • Page 65 Choice lists: Fills in the Date field with a date relative to today: Now, 1 day ago, 1 week ago, or 4 weeks ago. Get Expiring button: Displays a search results page of content that will expire within the date criteria. Stellent Content Server User Guide 5-17...

  • Page 66: Searching For Expired Content

    4. In the Expiring Content area, enter a date in the From field and/or the To field. You can type in the date or select a relative date from the choice list. 5. Click Get Expiring. The search results page displays all content that will expire within the specified time period. 5-18 Stellent Content Server User Guide...

  • Page 67: Searching For Specific Text

    ❖ Operators—logic applied to words and phrases (such as news AND addresses) Full-Text Search Rules (page 5-20) for more information. See Also – Full-Text Search Options (page 5-20) – Performing a Full-Text Search (page 5-29) Stellent Content Server User Guide 5-19...

  • Page 68: Full-Text Search Options

    Finding Files Full-Text Search Options Stellent Content Server offers a choice of three full-text search options: the Verity search engine, the Tamino search engine, or database full-text searching. Database full-text search uses capabilities built into the database being used by the content server, and differ depending on the database.

  • Page 69: Full-Text Search Case Sensitivity

    ❖ When you use all lowercase or all uppercase letters in search expressions, full-text searches are not case-sensitive. For example, a search for the word SERVER and server will find SERVER, server, Server, and SerVer. Stellent Content Server User Guide 5-21...

  • Page 70: Verity Full-Text Search Options

    • ??form matches reform but not perform Verity Full-Text Search Operators The following operators can be used to refine your Verity full-text search expression. 5-22 Stellent Content Server User Guide...
  • Page 71 7)$> returns all content checked full-text search. in and released within the last seven days. Without the back quotes, the current date format may not properly span multiple years. Stellent Content Server User Guide 5-23...

  • Page 72: Tamino Full-Text Search Options

    Tamino indexes files that are in XML format, which means that each “chunk” of text in a file is placed inside a set of XML tags, such as <Tag>chunk of text</Tag>. Each set of tags and the text between them is called an XML element. When an XML document is 5-24 Stellent Content Server User Guide...

  • Page 73: Tamino Full-Text Wildcards

    Important: When using Tamino to search for text, you must place all full-text search operators in angle brackets (< >). Note: For clarity, the operators are shown in upper case, but they can be in lower case as well. Stellent Content Server User Guide 5-25...

  • Page 74: Sql Server Database Full-Text Search Options

    SQL Server Database Full-Text Search Options This section covers the following topics: ❖ SQL Server Database Full-Text Wildcards (page 5-27) ❖ SQL Server Database Full-Text Search Operators (page 5-27) 5-26 Stellent Content Server User Guide...

  • Page 75: Sql Server Database Full-Text Wildcards

    NEAR Finds content items that contain the internet NEAR server returns specified terms in close proximity content items that contain the to each other. specified words close to one another. Stellent Content Server User Guide 5-27...

  • Page 76: Oracle Database Full-Text Search Options

    Oracle Database Full-Text Search Operators The following operators can be used to refine your Oracle database full-text search expression. Note: For clarity, the operators are shown in upper case, but they can be in lower case as well. 5-28 Stellent Content Server User Guide...

  • Page 77: Performing A Full-Text Search

    (page 5-21) in mind. • Use the Verity full-text search options (page 5-22) or Tamino full-text search options (page 5-24) as necessary. 3. Select the results options (page 5-35) for displaying the results. 4. Click Search. Stellent Content Server User Guide 5-29...

  • Page 78: Working With Search Results

    Action choice list on the search results page. The search results page is slightly different depending on which search engine your system uses: ❖ Verity Search Results Page (page 5-31) ❖ Tamino Search Results Page (page 5-34) 5-30 Stellent Content Server User Guide...

  • Page 79: Verity Search Results Page

    Forward: Advances to the next search results page in a series. Arrow buttons Back: Returns to the previous search results page in a series. Stellent Content Server User Guide 5-31...
  • Page 80 Title column Displays the title of a content item. Date column Displays the date that content item was checked in. Author column Displays the author of the content item. 5-32 Stellent Content Server User Guide...
  • Page 81 Description column Shows the content ID and title of the content item. (Classic view) Clicking the content ID link displays the web-viewable file. Stellent Content Server User Guide 5-33...

  • Page 82: Tamino Search Results Page

    Saves the search as a saved query link in the portal Save button navigation bar (page 4-15). You are prompted to enter a title for the link. Icon Indicates the content type of the content item. 5-34 Stellent Content Server User Guide...

  • Page 83: Results Options

    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 only to full- text search. Stellent Content Server User Guide 5-35...

  • Page 84: Displaying Search Results

    3. Set the Results Per Page to the maximum number of content items that you want to display on each search results page. 4. Specify the Sort By method and order. 5. Click Search. Note: The Clear button clears the search fields, but does not clear the Results Options settings. 5-36 Stellent Content Server User Guide...

  • Page 85: Saving Queries

    My Saved Queries folder under the My Stellent tray (page 4-24) in portal navigation bar (page 4-15). Once you have saved a query link, you can modify or delete the link from your Saved Queries page (page 4-27). Stellent Content Server User Guide 5-37...

  • Page 86: Saving A Query

    4. Click OK. The new link is displayed under the My Saved Queries folder in your portal navigation bar. Note: See Editing Saved Queries (page 4-30) for information about modifying and deleting saved queries. 5-38 Stellent Content Server User Guide...

  • Page 87: Overview

    ’ NDERSTANDING A YCLE This section covers the following topics: ❖ Revision Life Cycle (page 6-2) ❖ Revision Status (page 6-4) ❖ Work In Progress Page (page 6-5) ❖ Determining the Revision Status (page 6-6) Stellent Content Server User Guide...

  • Page 88: Revision Life Cycle

    This section describes the process that a file goes through to become a content item revision in Stellent Content Server. The same process occurs when you check in a new file and when you check in a revision to an existing content item.
  • Page 89 Working with Files See Also – Revision Status (page 6-4) – Work In Progress Page (page 6-5) – Determining the Revision Status (page 6-6) Stellent Content Server User Guide...

  • Page 90: Revision Status

    The revision has been deleted and is waiting to be completely removed from the content server during the next indexing cycle. See Also – Revision Life Cycle (page 6-2) – Work In Progress Page (page 6-5) – Determining the Revision Status (page 6-6) Stellent Content Server User Guide...

  • Page 91: Work In Progress Page

    (page 6-6). Info icon ( Displays the content information page for the content item (page 6-6). See Also – Revision Status (page 6-4) – Determining the Revision Status (page 6-6) Stellent Content Server User Guide...

  • Page 92: Determining The Revision Status

    For example, you can use this page to determine when a file was released or to see the content item’s revision history. For more information on accessing the content information page, refer to Accessing Content Information (page 6-10). Stellent Content Server User Guide...
  • Page 93 The unique identifier for the content item. Note: If your content server uses an Oracle or Content ID field Tamino database, all content IDs are converted to uppercase letters automatically. Revision field The revision number of this revision. Stellent Content Server User Guide...
  • Page 94 Web Location link Clicking the link displays the web-viewable file. The file name of the native file. Clicking the link enables Native File link you to open or save a copy of the native file. Stellent Content Server User Guide...
  • Page 95 For details refer to About Subscriptions (page 6-17). Shows the complete revision history of the content item. Revision History section For details refer to Revision History (page 6-11). Stellent Content Server User Guide...

  • Page 96: Accessing Content Information

    (page 6-12) About Revisions Each time that you check out a file and check it back in, Stellent Content Server creates a new revision of that file. The new revision has the same content ID as the previous revision, but the native file and the metadata can be the same or different. The system stores the previous versions of a file, so you can review them as necessary.

  • Page 97: Revision History

    (page 6-6), scroll to the bottom of the page to view the revision history (page 6-11). ❖ From the search results page (page 5-30), click the Rev link for the revision to view revision history (page 6-11). Stellent Content Server User Guide 6-11...

  • Page 98: Deleting Revisions

    ❖ Change the metadata while checking in a revision to the file. For details refer to Checking In a Revised File (page 7-10). ❖ Update the metadata without creating a new content item revision. For details refer to Updating Metadata (page 6-15). 6-12 Stellent Content Server User Guide...

  • Page 99: Info Update Form

    Tamino database, all content IDs are converted to uppercase letters automatically. Type field* The category of the file. You must select from a list of predefined values. Title field* A descriptive name identifying the revision. The maximum length is 80 characters. Stellent Content Server User Guide 6-13...
  • Page 100 If a value is entered, the date is required; the time is optional. Submit Update button Saves the specified metadata. Reset button Resets all metadata fields to their original values. * Required metadata fields 6-14 Stellent Content Server User Guide...

  • Page 101: Updating Metadata

    You may be able to view a web-viewable HTML rendition of the file in the web browser, with a helper application, with a plug-in, or in its native application. Depending on your access permissions, you may also be able to open or get a copy of the native file. Stellent Content Server User Guide 6-15...

  • Page 102: Viewing A Web-Viewable File

    (page 6-6), click the Get Native File link. ❖ From a check-out confirmation page (page 8-11), click the Native File Link. ❖ From a workflow review notification (page 9-5), click the Native File link. 6-16 Stellent Content Server User Guide...

  • Page 103: About Subscriptions

    The system administrator can subscribe users to specific content items or to criteria subscriptions, but users have the ability to cancel these subscriptions. Stellent Content Server User Guide 6-17...

  • Page 104: Subscriptions Page

    This link is displayed only if you are already subscribed. ❖ Info icon ( ): Display the content information page (page 6-6). Subscription Groups: lists all criteria subscriptions. Subscriptions column Displays the subscription criteria for the content group. 6-18 Stellent Content Server User Guide...

  • Page 105: Subscription Info Page

    The Subscription Info page is used to identify when you were subscribed to a file or group of files and when 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 ( Stellent Content Server User Guide 6-19...
  • Page 106 Content ID column Shows the content IDs of the content items included in the subscription. Clicking a Content ID link displays the web-viewable file. Title Shows the titles of the content item included in the subscription. 6-20 Stellent Content Server User Guide...

  • Page 107: Subscribe To "Item" Page

    The Subscribe To “item” page is used to specify whether you want a file subscription or a criteria subscription. To access this page, select Subscribe from the Actions drop-down menu on the content information page for the item (page 6-6). Stellent Content Server User Guide 6-21...
  • Page 108 ❖ Actions icon ( Actions column • Subscription Info: Displays the Subscriptions Info page (page 6-19). • Subscribe: Subscribes to the specified criteria group. ❖ Info icon ( ): Displays the Subscriptions Info page (page 6-19). 6-22 Stellent Content Server User Guide...

  • Page 109: Unsubscribe Page

    ❖ Actions icon ( Actions column • Subscription Info: Displays the Subscriptions Info page (page 6-19). • Unsubscribe: Unsubscribes from the specified criteria group. ❖ Info icon ( ): Displays the Subscriptions Info page (page 6-19). Stellent Content Server User Guide 6-23...

  • Page 110: Subscribing To A Content Item

    Viewing Your Current Subscriptions Use the following procedure to view your current subscriptions: 1. Open the My Stellent tray (page 4-24) and select My Subscriptions. Subscriptions page (page 6-18) is displayed, listing all of your current subscriptions. 6-24 Stellent Content Server User Guide...

  • Page 111: Unsubscribing From A Content Item

    My Stellent tray (page 4-24) and select My Subscriptions. Subscriptions page (page 6-18) is displayed, listing all of your current subscriptions. 2. Select Unsubscribe from the Actions contextual menu ( ) under Subscription Groups. Stellent Content Server User Guide 6-25...

  • Page 113: Overview

    Important: It is extremely important to know your organization’s standards before you enter the metadata. The metadata helps users find the content item and determines where the file is stored in the content server. Stellent Content Server User Guide...

  • Page 114: Primary And Alternate Files

    PDF file that you created manually. Note: The file extension of the alternate file (after the period) cannot be the same as that of the primary file (for example, both files cannot end in .doc). Stellent Content Server User Guide...

  • Page 115: Content Check-In Form

    Checking In Files ONTENT HECK 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 Management tray (page 4-18). Stellent Content Server User Guide...
  • Page 116 The security group is a set of files with the same access permission. Account field An identifier that specifies access permission to the content item. This field is displayed only if accounts are enabled for your system. Stellent Content Server User Guide...
  • Page 117 This field appears only if it has been enabled by the system administrator. • If the use default option is selected, Stellent Content Server converts the file format based on its file name extension. For example, test.doc is a Word file, test.xls is an Excel file, etc.
  • Page 118 This field appears only if it has been enabled by the system administrator. • If the use default option is selected, Stellent Content Server converts the file format based on its file name extension. For example, test.doc is a Word file, test.xls is an Excel file, etc.
  • Page 119 Note: By default, all revisions of the content item will expire when the current revision expires. Custom fields Any custom metadata fields for your system will be displayed on this page. * Required metadata fields. Stellent Content Server User Guide...

  • Page 120: Checking In Single Files

    7. If accounts are enabled for your system, select an option from the Account list, or enter a new account name. Keep in mind that this content item will be available to users who have permission to the specified account. Stellent Content Server User Guide...
  • Page 121 9. If the Format field is displayed under the Primary File field, select the conversion format for the file. • If the use default option is selected, Stellent Content Server converts the file format based on its file name extension. •...

  • Page 122: Checking In A Similar File

    Checking In a Revised File Use the following procedure to check in a revised file: 1. Click the My Stellent tray. 2. Click My Checked-out Content. Checked Out Content for [User] page is displayed (page 8-3).

  • Page 123: Checking In Multiple Files

    ❖ CAD software, such as Solidworks—You can check in an assembly made of several files. ❖ Related files—You can check in a group of related files, such as a set of JPG files for a website. Stellent Content Server User Guide 7-11...

  • Page 124: Upload Applet Requirements

    There are two ways to check in multiple files: ❖ Create a compressed zip file outside of Stellent Content Server using a compression program such as WinZip or PkZip, and then check in this zip file as a single file.

  • Page 125: Upload Files Window

    Deletes the selected files from the Files to Upload list. OK button Creates a zip file and enters the file name in the Primary File field or Alternate File field. Cancel button Closes the Upload Files window without creating a zip file. Stellent Content Server User Guide 7-13...

  • Page 126: Select File Window

    The Select Files window is used to select multiple files from the same directory to be included in the uploaded zip file (see Checking in Multiple Files Using Upload page 7-17). To access this window, click Select Multiple in the Upload Files window (page 7-13). 7-14 Stellent Content Server User Guide...
  • Page 127 Add with Filter button is clicked. • You can use the asterisk * (zero or more characters) and question mark ? (one character) as wildcards. • This field has no effect when the Add Selected button is clicked. Stellent Content Server User Guide 7-15...

  • Page 128: Change Drive Window

    (page 7-14). Feature Description Drive list Select the drive where the files to be selected are located. OK button Changes the drive displayed in the Current Directory field in the Select Files window (page 7-14). 7-16 Stellent Content Server User Guide...

  • Page 129: Upload Message Screen

    Note: You can also check in multiple files by creating a compressed zip file outside of Stellent Content Server using a compression program such as WinZip or PkZip, and then checking in the zip file as a single file. For details refer to Checking In a New File (page 7-8).
  • Page 130 Repeat these steps as necessary to add files from other directories or drives. 7. Verify that the correct files are shown in the Files to Upload list, and click OK. The zip file name appears in the Primary File or Alternate File field. 7-18 Stellent Content Server User Guide...

  • Page 131: Check-In Confirmation Page

    The login you used to check in the file. Check In Similar button Displays the content check-in form (page 7-3) with metadata values similar to the content item you just checked in already filled in. Stellent Content Server User Guide 7-19...

  • Page 132: Important Considerations

    You should not use multi-byte characters (for example, Japanese or Korean) in content IDs and content types—even if Stellent Content Server is to be used in a multi-byte environment. The values of these fields are included in the URLs of content items, and limitations in current web technology prevent web servers and browsers from handling URLs with multi-byte characters correctly.

  • Page 133: Overview

    (page 8-6) • Download Options on Search Results Pages (page 8-7) • Download Files Screen (page 8-8) • Download Results Summary (page 8-10) • Downloading Multiple Files (page 8-10) ❖ Check-Out Confirmation Page (page 8-11) Stellent Content Server User Guide...
  • Page 134 Once you have checked out a content item, you can either check in a revision or undo the check-out. HECKED ONTENT The checked-out content page is used to identify which files are checked out. To access this page, click Checked Out Content on the Content Management tray (page 4-18). Stellent Content Server User Guide...
  • Page 135 The Checked Out Content for [User] page is used to identify which files are checked out by the current user. To access this page, click My Checked-Out Content under the My Stellent tray (page 4-24). Stellent Content Server User Guide...
  • Page 136 (page 6-6) of the content item you want to check out. 2. Select Check Out from the Actions drop-down list ( Check-Out Confirmation page is displayed (page 8-11). 3. If applicable, click Native File Link to get a copy of the native file. Stellent Content Server User Guide...
  • Page 137 (page 8-6) ❖ Download Applet Requirements (page 8-6) ❖ Download Options on Search Results Pages (page 8-7) ❖ Download Files Screen (page 8-8) ❖ Download Results Summary (page 8-10) ❖ Downloading Multiple Files (page 8-10) Stellent Content Server User Guide...

  • Page 138: About Multiple File Check-Out

    ❖ In Internet Explorer, you are prompted by only one security warning. Click Yes to give full permissions. If you do not want to be prompted again with this message box, select Always trust software from Stellent Incorporated, and click Yes. Stellent Content Server User Guide...

  • Page 139: Download Options On Search Results Pages

    Downloads only the selected content items. on Actions menu Download All option Downloads all items listed on the search results page. on Actions menu Select check boxes Selects content items to be downloaded when the Download Selected button is clicked. Stellent Content Server User Guide...

  • Page 140: Download Files Screen

    Web Viewable field The path and file name of the content item’s web-viewable file. Native field The file name of the content item’s native file. This field is filled in when the Native option is selected. Stellent Content Server User Guide...
  • Page 141 Skip button Excludes the current file from the download. This button is not displayed if only one file was selected on the search results page. Cancel button Closes the Download Files screen. Stellent Content Server User Guide...

  • Page 142: Download Results Summary

    Check out file check box. 7. In the Download Location field, enter the path where you want the files to be copied. You can click Browse and navigate to the directory to select it. 8-10 Stellent Content Server User Guide...

  • Page 143: Check-Out Confirmation Page

    When downloading is complete, the Download Search Results page (page 8-7) is displayed. 11. Click OK. HECK ONFIRMATION The Check-Out Confirmation page is displayed after you have checked out a single content item successfully. Stellent Content Server User Guide 8-11...
  • Page 144 The login you used to check out the file. Native File Link Enables you to open or save a copy of the native file. Check In button Displays the content check-in form (page 7-3). 8-12 Stellent Content Server User Guide...

  • Page 145: Overview

    Users are notified by e-mail when they have a file to review. This section covers the following topics: ❖ Workflow Types (page 9-2) ❖ Workflow Steps (page 9-2) ❖ Post-Process Workflow Options (page 9-2) ❖ Workflow Process (page 9-3) ❖ Workflow Tasks (page 9-3) Stellent Content Server User Guide...

  • Page 146: Workflow Types

    This allows for greater flexibility in constructing workflows. For example, items in a workflow process can to be made available to others Stellent Content Server User Guide...

  • Page 147: Workflow Process

    Workflow Review Notification (page 9-5) ❖ Workflow Content Items Page (page 9-5) ❖ Reject Content Item Page (page 9-7) ❖ Workflow Content Item Reject Notification (page 9-8) ❖ Entering a File to a Workflow (page 9-9) Stellent Content Server User Guide...

  • Page 148: Workflow Started Notification

    Started By field Opens an e-mail to the person who initiated the workflow. Displays a message from the person who initiated the Message field workflow. Review workflow content Opens the Workflow Content Items page (page 9-5). link Stellent Content Server User Guide...

  • Page 149: Workflow Review Notification

    To access this page, click the Review Workflow Content link on a workflow started notification (page 9-4) or open the Content Management tray, click Active Workflows, and then the workflow name on the Active Workflows page (page 9-13). Stellent Content Server User Guide...
  • Page 150 (page 6-6) for the revision. Workflow Info—Displays the Workflow Info for Item page (page 9-15) for the revision. Displays the Workflow Review page (page 9-17) for the Info icon ( content item. Stellent Content Server User Guide...

  • Page 151: Reject Content Item Page

    The content ID of the content item. Title field The title of the revision. Type field The value associated with the Type metadata field. Author field The login associated with the user who checked in the file. Stellent Content Server User Guide...

  • Page 152: Workflow Content Item Reject Notification

    (page 9-7) is filled out, this e-mail message is automatically sent to users assigned to the previous contribution step in the workflow. Feature Description Workflow Name field The name of the workflow. Content ID field The content ID of the rejected item. Title field The title of the rejected item. Stellent Content Server User Guide...

  • Page 153: Entering A File To A Workflow

    If you leave the Revision Finished Editing check box unchecked, the file is checked in but remains in Edit status instead of moving to GenWWW status. You will need to return to step 3 to check out the file and check it back in. Stellent Content Server User Guide...

  • Page 154: Reviewing Revisions In A Workflow

    6. Check the content item back into the system using one of the following methods: • If the check-out confirmation page is still displayed, click Check In. • Select Check In from the contextual menu under the Action column on the Workflow Content Items page. 9-10 Stellent Content Server User Guide...

  • Page 155: Working With A Rejected Revision

    3. Select Check Out from the contextual menu under the Actions column. check-out confirmation page (page 8-11) is displayed. 4. Get a copy of the original file and edit it. For details refer to chapter 8 (Checking Out Files). Stellent Content Server User Guide 9-11...

  • Page 156: Viewing Content Information

    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) 9-12 Stellent Content Server User Guide...

  • Page 157: Workflow Information

    Workflow Name column security group. Clicking a link opens the Workflow Content Items page (page 9-5). Description A description of the workflow My Workflow Displays the Workflow in Queue page (page 9-14). Assignments link Stellent Content Server User Guide 9-13...

  • Page 158: Workflow In Queue Page

    Displays the content ID and the title of each workflow item. Clicking the content ID link displays the web- viewable file. Title The title of the workflow. Enter Date column The date and time that the content item entered the current step. 9-14 Stellent Content Server User Guide...

  • Page 159: Workflow Info For Item Page

    To access this page, select Workflow Info from the contextual menu under the Actions column on the Workflow Content Items page (page 9-5) or the Workflow in Queue page (page 9-14), or by clicking Workflow Info on Workflow Review page (page 9-17). Stellent Content Server User Guide 9-15...
  • Page 160 The login associated with the user who checked in the file. Displays a hierarchical navigation structure within the Breadcrumb links content server. Located just below the page title. Workflow Name field The name of the current workflow. 9-16 Stellent Content Server User Guide...

  • Page 161: Workflow Review Page

    (page 9-5) or by selecting Workflow Review from the contextual menus under the Actions column on the Workflow Content Items page (page 9-5) or the Workflow in Queue page (page 9-14). Stellent Content Server User Guide 9-17...
  • Page 162 Web Viewable—Opens a version of the item in a format viewable in your browser, provided your system administrator has configured the content server to convert the item. Native File—Opens the item in your browser using the native application. 9-18 Stellent Content Server User Guide...

  • Page 163: Viewing A List Of Active Workflows

    Viewing a List of Your Workflows Use the following procedure to view a list of workflows for which action is required from you: 1. Open the My Stellent tray. 2. Click My Workflow Assignments. Workflow in Queue page (page 9-14) is displayed.

  • Page 164: Viewing Workflow History And Information About A Workflow Step

    (page 9-15) is displayed. Viewing Content Information Use the following procedure to view content information for a revision in a workflow: 1. Open the My Stellent tray. 2. Click My Workflow Assignments. Workflow in Queue page (page 9-14) is displayed.
  • Page 165 (page G-13). account A Stellent security element that enables greater flexibility and granularity in a security structure than security groups provide. Content can be assigned to a particular account upon check-in, and users can access the content only if they have the appropriate permission to that account.
  • Page 166 – using the User Admin, Workflow Admin, Web Layout Editor, and Repository Manager administration applications (the user must also have administration rights for the application). See also read permission (page G-15), write permission (page G-23), and delete permission (page G-7). Stellent Content Server User Guide...
  • Page 167 The process by which the content server system validates a user’s logon information. The user name and password are compared against an authorized list. If the system detects a match, access is granted to the extent specified in the permissions list for that user. Stellent Content Server User Guide...
  • Page 168 Glossary authorization type The way that Stellent groups users, depending on how their user attributes are defined: local user (page G-11), global user (page G-9), or external user (page G-8). Also referred to as user type. automatic numbering Assigning content IDs automatically in sequential order as new content items are checked in.
  • Page 169 Inbound Refinery (page G-10). content repository The place where content files are stored. Stellent Content Server uses two file repositories: one for the native files and one for the web-viewable files. content type A designation used to group similar content by category (for example, “Invoices”).
  • Page 170 The process of changing an electronic 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 a group of content items based on metadata criteria. See also...
  • Page 171 An optional Java applet that enables users to download multiple content items at the same time. The content items can also be checked out during the download process. See also multiple file check-out (page G-12). Stellent Content Server User Guide...
  • Page 172 If an alias is assigned, the users in that alias cannot unsubscribe. See also open subscription (page G-13), basic subscription (page G-4), and criteria subscription (page G-6). full-text indexing The process of creating a searchable index that includes every word in a file. Stellent Content Server User Guide...
  • Page 173 (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 they log in. See also login portal page (page G-11). guest role A standard...
  • Page 174 Idoc Script Stellent’s proprietary server-side script language that is used to modify the functionality and look-and-feel of Stellent products. Idoc Script tags are in the format <$script$>. Inbound Refinery Software included with Stellent Content Server that converts native files to web-viewable files, along with specific conversion add-on modules (such as PDF Converter or XML Converter).
  • Page 175 (page G-8). log in To gain access, or sign in, to the Stellent system. Logging in requires users to identify themselves by entering their user name and password, which Stellent uses to grant security permissions to content and rights to administrative functions.
  • Page 176 1a, 1b, 2a, 2b). See also major revision (page G-11). multiple file check-in An optional feature of 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).
  • Page 177 (page G-6). option list A drop-down list on a Stellent web page from which users can choose an item. original file name The name of the native file that was checked in as the primary file. page properties The page title, page description, security group, and links for a specific web page defined in the Web Layout Editor.
  • Page 178 A Stellent Content Server feature that enables users to personalize their portal navigation (page G-14). portal navigation bar The customizable navigation area on the left side of most Stellent web pages. See also portal page (page G-14) portal page guest portal page...
  • Page 179 (page G-18). Quick Help A button on Stellent web pages that provides context-sensitive help. Quick Search A function that enables users perform a full-text search from the portal navigation bar (page G-14). See also Advanced Search (page G-3).
  • Page 180 See also reviewer step (page G-16). reviewer step A type of workflow step where users can approve or reject a revision but cannot check it out for editing. See also reviewer/contributor step (page G-16). G-16 Stellent Content Server User Guide...
  • Page 181 (page G-6) – sysmanager role (page G-20) – admin role (page G-3). See also permission (page G-13) and security group (page G-19). R permission read permission (page G-15). RW permission write permission (page G-23). Stellent Content Server User Guide G-17...
  • Page 182 (for example, AND, OR, NOT, Substring, Matches, etc.). search results A list of content items that match the search criteria. search results page Standard Stellent page that displays the results of a query. Also referred to as query result page. G-18 Stellent Content Server User Guide...
  • Page 183 (page G-2), and system administrator (page G-20). subscribe To indicate that you wish to be notified by e-mail when a new revision of a particular content item is checked in to the Content Server repository. Stellent Content Server User Guide G-19...
  • Page 184 Stellent Content Server to store content in XML format. See also Verity (page G-22). thumbnail A miniature representation of a page or image. In Stellent Content Server, thumbnails are created by the Inbound Refinery and displayed on search result pages. title A descriptive name for a content item.
  • Page 185 See also multiple file check-in (page G-12). user A person who has been assigned a user name and password for Stellent Content Server. User Admin administration application (page G-2) that is used to manage content server users and security access.
  • Page 186 A user name and password used to gain access to Stellent Content Server. user name The name of a user, as recognized by Stellent Content Server (for example, “mjohnson”). User Profile Personal information about a user, such as the user name, full name, e-mail address, etc.
  • Page 187 – viewing content – checking in content – checking out content – getting a copy of content. See also read permission (page G-15), delete permission (page G-7), and admin permission (page G-2). Stellent Content Server User Guide G-23...
  • Page 189 AND (search operator) checking in revised files, 7-10 Oracle, 5-29 checking in similar files, 7-10 SQL Server, 5-27 content check-in form, 7-3 Tamino, 5-26 description, 7-1 Verity, 5-23 important considerations, 7-20 AND NOT (search operator) Stellent Content Server User Guide...
  • Page 190 Netscape 7.x, 4-5 revision control, 3-2 confirmation searching for content, 3-5 check-in, 7-19 security, 3-3 check-out, 8-11 security groups, 3-3 consumers, 3-4 user login, 4-11 Contains (metadata search operator), 5-15 users, 3-4 content, 3-2 what’s new?, 2-1 Stellent Content Server User Guide...
  • Page 191 (Tamino), 5-25 Expired (revision status), 6-4 search operators (Verity), 5-22 Search tray, 5-6 wildcards (Oracle), 5-28 wildcards (SQL Server), 5-27 favorites, 4-29 wildcards (Tamino), 5-25 file conversion, 3-2 wildcards (Verity), 5-22 file format, 7-6 Stellent Content Server User Guide...
  • Page 192 9-15 My Workflow Assignments, 9-14, 9-19 Loggin in to content server, 4-7 Personal URLs, 4-28 logging in My Subscriptions, 6-18 login screen, 4-9 My Workflow Assignments, 9-14, 9-19 Microsoft Network security, 4-8 Stellent Content Server User Guide...
  • Page 193 NEAR, 5-29 NOT, 5-29 OR, 5-29 overview of user interface, 4-14 read permission, G-15 Register User page, 4-10 rejecting content items in workflows, 9-7 release date, 5-13, 7-7 PARAGRAPH (search operator) Released (revision status), 6-4 Stellent Content Server User Guide...
  • Page 194 SQL Server search operators see also ’Oracle search operators’ * (asterisk), 5-28 see also ’SQL Server search operators’ AND, 5-27 see also ’Tamino search operators’ AND NOT, 5-27 see also ’Verity search operators’ ISABOUT, 5-28 Stellent Content Server User Guide...
  • Page 195 5-14 personal URLs, 4-30 Tamino search operators personalization, 4-19 ADJ, 5-26 portal design, 4-26 AND, 5-26 portal navigation bar, 4-15 NEAR, 5-26 saved queries, 4-30 NOT, 5-26 search template, 4-23 OR, 5-26 skins, 4-23 Stellent Content Server User Guide...
  • Page 196 9-2 adding links to favorites, 4-29 process, 9-3 configuration of --, 4-4 rejection, 9-7 configuration of Internet Explorer 5.x, 4-4 review, 9-17 configuration of Internet Explorer 6.0, 4-4 review step, 9-2 Stellent Content Server User Guide...
  • Page 197 G-23 types, 9-2 viewing information, 9-12, 9-13 what’s new?, 2-2 workflow review notification, 9-5 zip files workflow started notification, 9-4 checking in multiple files, 7-12 working with rejected revisions, 9-11 workflows in queue, 9-14 Stellent Content Server User Guide...

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