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Open Text eDOCS DM

5.1.0.5, 5.2

Features and Functionality

Administrators, General

All

134117

June 17, 2008

Application Note

Open Text eDOCS DM 5.1.0.5 and 5.2Dynamic Views User FunctionalityComparison



Document Title

C h a m p i o n T o o l k i t D o c u m e n t w w w . o p e n t e x t . c o m

Application Note Open Text eDOCS DM 5.1.0.5 and 5.2 Dynamic Views User Functionality Comparison

Contents

Summary ...................................................................................................................... 1 Default Dynamic Folder Views ................................................................................... 2 Managing Your Subscriptions to View Levels ......................................................... 3

Adding Subscription Values .................................................................................... 3 eDOCS DM 5.1.0.5 .......................................................................................... 3 eDOCS DM 5.2 ................................................................................................ 4

Removing Subscription Values ............................................................................... 6 eDOCS DM 5.1.0.5 .......................................................................................... 6 eDOCS DM 5.2 ................................................................................................ 6

Using Delegates to Control Subscriptions ............................................................... 8 Delegating the Ability to Add or Remove Subscriptions ......................................... 8

eDOCS DM 5.1.0.5 .......................................................................................... 8 eDOCS DM 5.2 ................................................................................................ 8

Adding or Removing Subscriptions for Other Users .............................................. 9 eDOCS DM 5.1.0.5 .......................................................................................... 9 eDOCS DM 5.2 .............................................................................................. 11

Managing Enumerations .......................................................................................... 13 Unsubscribing from Enumeration Values ............................................................. 13

eDOCS DM 5.1.0.5 ........................................................................................ 13 eDOCS DM 5.2 .............................................................................................. 13

Hiding Enumeration Values .................................................................................. 14 eDOCS DM 5.1.0.5 ........................................................................................ 14 eDOCS DM 5.2 .............................................................................................. 14

Adding Back Hidden Enumeration Values ............................................................ 14 eDOCS DM 5.1.0.5 ........................................................................................ 14 eDOCS DM 5.2 .............................................................................................. 15

Creating Documents and Folders ........................................................................... 17 eDOCS DM 5.1.0.5 ............................................................................................... 17 eDOCS DM 5.2 ..................................................................................................... 17 Creating Folders Using Base Templates .............................................................. 18

eDOCS DM 5.1.0.5 ........................................................................................ 18 eDOCS DM 5.2 .............................................................................................. 19

Profiling Documents Using Drag-and-Drop Functionality .................................... 20 How the Document Profile Form Is Populated ..................................................... 20 Creating Ad Hoc Folders .......................................................................................... 22 eDOCS DM 5.1.0.5 ............................................................................................... 22 eDOCS DM 5.2 ..................................................................................................... 23 Creating Subfolders In Ad Hoc Folders ................................................................ 23

eDOCS DM 5.1.0.5 ........................................................................................ 23 eDOCS DM 5.2 .............................................................................................. 23



Document Title

C h a m p i o n T o o l k i t D o c u m e n t w w w . o p e n t e x t . c o m


Searching from Within a Node ................................................................................. 24 Configuring Available Search Objects .................................................................. 24

eDOCS DM 5.1.0.5 ........................................................................................ 24 eDOCS DM 5.2 .............................................................................................. 24

Using Search Objects ........................................................................................... 24 Dynamic Profiling ..................................................................................................... 26

Using the New Save User Interface in eDOCS DM 5.2 ....................................... 26 Side-by-Side Comparison ..................................................................................... 27



Document Title

C h a m p i o n T o o l k i t D o c u m e n t w w w . o p e n t e x t . c o m 1


SummaryThis document compares and contrasts the features and functionality in Open Text

eDOCS DM Dynamic Views and Dynamic Profiling in eDOCS DM 5.1.0.5 to Dynamic

Views in eDOCS DM 5.2. This information is intended for use by eDOCS DM userswho are familiar with the features and functionality in eDOCS DM Dynamic Views

and Dynamic Profiling for eDOCS DM 5.1.0.5 and supplements existing information

documented in the Using Open Text eDOCS DM 5.2 Sof tw ar e guide and the

Using Dy nam ic V iew s i n DM Ex t ens ions guide.

For a comparison of the configuration of features and functionality in eDOCS DM

Dynamic Views and Dynamic Profiling in eDOCS DM 5.1.0.5 to Dynamic Views in

eDOCS DM 5.2, refer to Doc umen t I D 1341 16 - Open Tex t eDOCS DM 5 . 1 . 0 .5

and 5 . 2 Dy nam ic V iew s User Func t i ona l i t y Com par i s on .

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Default Dynamic Folder ViewsDynamic Views adds one, or several, dynamic folder views (nodes) to the tree

structure in DM Extension for Windows Explorer, the Quick Ret r ieve dialog box,

and DM Extension for Microsoft Outlook. Depending on the settings specified by youreDOCS DM administrator, the following views may appear:

My Subscriptions Shows the values of the items you have subscribed to.

My Recent Shows the values of the subscription levels that you have edited

documents in during the last 30 days. (30 days is the default,

which may have been changed by your eDOCS DM

administrator).

All Values Shows all subscription values available in the Dynamic View.

Important: The node names are modifiable and might appear

different than listed above; they also may have changed with the

implementation of eDOCS DM 5.2 in your environment. Check

with your eDOCS DM administrator for more information.

In eDOCS DM 5.2, it is possible to configure more than one dynamic view, and each

individual dynamic view can support each of the nodes listed above. So that you can

differentiate between the dynamic views, your system administrator may have

chosen to show the top node’s view name.

For example, in a legal environment, a dynamic view might be named Legal View .

The Al l , Recent , and Subscr ip t ions nodes appear within this main dynamicview node. You may also have an additional dynamic view based on your department

(for example, "Billing Dept. View") in which the Al l , Recent , and Subscr ip t ions

nodes also appear.



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Managing Your Subscriptions to View Levels One of the available nodes in a dynamic view is the Subscr ip t ions node. You can

manage which values appear in this node by subscribing and unsubscribing to

specific values and view levels. For example, if you have a legal environment, andClient and Matter are defined as subscription levels, you can manage the specific

Clients or Matters that appear in your tree view.

Important: The Subscriptions node name is customizable, so

your eDOCS DM administrator may have changed the name to

My Subscriptions or My Client/Matters. Check with your eDOCS

DM administrator for clarification.

Adding Subscription Values

You can subscribe to any value (that you have access rights to) in the hierarchical

levels of the dynamic view.

Keep the following in mind when subscribing to values:

• When you subscribe to a subscription level that has sublevels (not

enumerations), all of the sublevels beneath the subscribed level are added. For

example, if you subscribe to the Client level in a Client-Matter hierarchy, all

Matters that belong to the subscribed Client appear.

• When you subscribe to any level that is not the top level in the hierarchy, the

subscribed value’s parent hierarchy is added. For example, if you subscribe to a

Matter, the associated Client appears as well.

TIP: The items that you subscribe to are indicated with an asterisk

(*), which appears before the subscribed items name. For

example, if you subscribe to Matter 1, it appears as *Matter 1 in

the tree view.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, there are two methods that you can use to subscribe to a

level, which are as follows:

• From the tree view in DM Extensions or from a Quick Ret r ieve dialog box.

1. From the tree view, right-click the node that you want to subscribe to and

click Subscr ibe . The DM - Dynam ic Pro f i l e dialog box appears

confirming the subscription was successful.



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• From the Dynamic Profile.

1. From the Legal Profile Form dialog box, click the Matter Centric tab.

2. Click Add New under the Subscribe section. The Add New dialog box

appears.

Figure 1

The Add New subscription

dialog box

3. Click either Client or Mat te r ; the appropriate table lookup appears.

4. From the table lookup, click the value that you want to subscribe to.

eDOCS DM 5.2

In eDOCS DM 5.2, there are three methods that you can use to subscribe to a level

using DM Extensions or from a Quick Ret r ieve d ia log box, which are as follows:

• From the tree view.

1. From the tree view, right-click a value that you want to subscribe to and

click Subscr ibe. A Dynamic V iew s dialog box appears with the

message. The subscription was successfully added. Click OK .

• From the Subscriptions dialog box, accessed from the shortcut menu.

1. From the tree view, right-click any subscription level or value, and clickSubscr ip t ions. The Subscr ip t ions dialog box appears. (See the

following bullet for more information.)

• From the Subscr ip t ions dialog box, accessed by the Dynam ic V iew

menu.



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1. In DM Extensions, point to the Dynam ic V iew menu, and then click

Subscr ip t ions. The Subscr ip t ions dialog box appears. All subscribed

items appear under the Subscr ip t ions node.

2. Right-click any item, select Subscr ibe t o , and then select the

view level of the value that you want to subscribe to. Theappropriate lookup dialog box appears based on your selection.

Figure 2

The Subscriptions dialog

box

3. Select the value that you want to subscribe to, and then click OK .

4. Click Close .

NOTE: In eDOCS DM 5.2, DM Dynamic Profiling has been

replaced with the new Save user interface to simplify the Save

process and separate dynamic view configuration functions fromSave functions. For more information on the new Save user

interface, refer to the Using the New Save User Interface in

eDOCS DM 5.2 section in this document.

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Removing Subscription Values

You can remove a subscription value from your tree view by unsubscribing. When

unsubscribing, note that you can only unsubscribe from values to which you are

subscribed. For example, when you subscribe to a Matter, the Client appears in the

tree view along with the Matter; however, you cannot unsubscribe from the Client.You can only unsubscribe from the Matter.

TIP: The items that you subscribe to are indicated with an asterisk

(*), which appears before the subscribed items name. For

example, if you subscribe to Matter 1, it appears as *Matter 1 in

the tree view.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, there are two ways to unsubscribe from a value, which are as

follows:


1. Right-click the view level or level value in the tree view and click

Unsubscr ibe. The item is removed from the Subscr ip t ions node.


1. In the Lega l Pro f i l e fo r m dialog box, click the Mat te r Cent r i c

Pro f i l e tab.

2. In the tree view, right-click the view level or level value you want tounsubscribe from, and click Unsubscr ibe. The item is removed from the

Subscr ip t ions node.

eDOCS DM 5.2

In eDOCS DM 5.2, there are several ways to unsubscribe from a value using DM

Extensions or from a Quick Ret r ieve dialog box, which are as follows:

• From the tree view.

1. Right-click the view level or level value and click Unsubscr ibe.

2. A Dynamic V iew s dialog box appears with the message. “The

subscription has been unsubscribed.”

3. Click OK .

• From the Subscr ip t ions dialog box, accessed from the shortcut menu.

1. From the tree view, right-click any node or subscription level, and click

Subscr ip t ions. The Subscr ip t ions dialog box appears.



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2. Under Subscr ip t ions, select the view level or level value you want to

remove, right-click, and click Unsubscr ibe.

• From the Subscriptions dialog box, accessed through the Dynamic View menu.

1. In DM Extensions, point to the Dynam ic V iew menu, and then click

Subscr ip t ions. The Subscr ip t ions dialog box appears.

2. Under Subscr ip t ions, select the view level or level value you want to

remove, right-click, and click Unsubscr ibe.

NOTE: In eDOCS DM 5.2, DM Dynamic Profiling has been

replaced with the new Save user interface to simplify the Save

process and separate dynamic view configuration functions from

Save functions. For more information on the new Save user

interface, refer to the Using the New Save User Interface in

eDOCS DM 5.2 section in this document.



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Using Delegates to Control SubscriptionsDepending on settings configured by your eDOCS DM administrator, you

may be able to give other users the ability to add and remove

subscriptions for you by using Delegates. The delegate(s) you specify candelegate subscriptions to you.

If you have been designated as a delegate by another user, you may have the ability

to subscribe and unsubscribe to levels or values for that user.

Delegating the Ability to Add or Remove Subscriptions

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, you only have the ability to designate a user as a delegate ifyou have been specified as the Responsible Person (RESP_PERSON), or have

been added to the SUBSCRIPTIONS_MANAGER group by your eDOCS DM

administrator.

To designate a user as a delegate, using DM Extensions or from a Quick Ret r ieve

dialog box, complete the following steps:

1. Right-click any node, such as Al l , and then click Delegate. The Delegate

dialog box appears.

2. Click Add . The Au tho r dialog box appears.

3. Select a user and click OK . Repeat steps 2 and 3 until all users who you want to

designate as a delegate have been added.4. Click OK to close the Delegate dialog box.

eDOCS DM 5.2

In eDOCS DM 5.2, you can designate another user as a delegate for you and allow

them to add subscriptions to your tree view, remove subscriptions from your tree

view, or modify the security on levels that you have subscribed to.

To designate a user as a delegate for you, using DM Extensions or from a Quick

Ret r ieve dialog box, complete the following steps:

1. Select any dynamic view node, or any subscription value in a dynamic view,

node, right-click, and click Delegate. The Delegate dialog box appears:



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Figure 3

The Delegate dialog box

2. Click the Add button. The Au tho r dialog box appears.

3. Select the user name of the person that you want to be your delegate, and click

OK . In the Delegate dialog box, the Delegate User I D and Delegate

N a m e values appear.

4. In the Rights assigned t o de legate section, select the check boxes for any

or all of the following rights that you want to assign to this delegate:

5. Add Subscr ip t ion

6. Rem ove Subscr ip t ion

7. Se t / Rem ove Secu r i t y

8. Click OK .

Adding or Removing Subscriptions for Other Users

If you have been designated as a delegate, depending on the settings specified by

either the eDOCS DM administrator (eDOCS DM 5.1.0.5) or the user (eDOCS DM

5.2), you can add or remove subscriptions for the users who designate you as a

delegate for them.

eDOCS DM 5.1.0.5

To subscribe to a level for another user, complete the following steps:

1. From the Dynamic Profile (Legal Prof i le Form dialog box), select any node,

subscription level, or value in the tree view that you want to subscribe a user to

and click Add New . The Subscr ip t ions dialog box appears.



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C h a m p i o n T o o l k i t D o c u m e n t w w w . o p e n t e x t . c o m 1 0


2. Select the Subscr ibe to o th er users check box. A white text box and a new

button, Manage Users , appears.

3. Click Manage Users . The Select subscr ip t ion u sers dialog box appears.

Figure 4

The Select subscription

users dialog box appears

4. Click Add . The Au tho r dialog box appears.

5. Select the user you want to subscribe for and click OK . Repeat steps 4 and 5

until all users are added.

6. Click OK and then click Close .

To unsubscribe from a level or value for another user:

1. From the Dynamic Profile (Legal Prof i le Form dialog box), select any node,

subscription level, or value in the tree view that you want to subscribe a user to

and click Add New . The Subscr ip t ions dialog box appears.

2. Select the Subscr ibe to o th er users check box. A white text box and a new

button, Manage Users , appear.

3. Click Manage Users . The Select subscr ip t ion u sers dialog box appears.

4. Select the user you want to remove and click Remove . To remove more than

one user at a time, press and hold the Shift key, and click each user you want to

remove.



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5. Click Remove and the DM - Dynamic Pro f i l i ng dialog box appears to

verify that you want to remove the selected users.

6. Click Ye s , click OK , and then click Close .

eDOCS DM 5.2

To subscribe to a level or value for another user, using DM Extensions or from a

Quick Ret r ieve dialog box, complete the following steps:

1. Select any node, subscription level, or value in the tree view that you want to

subscribe a user to, right-click, and click Subscr ip t ions . The Subscr ip t ions

dialog box appears.

2. Expand the Subscr ip t ion s fo r u ser list box and select the user name of the

user that you want to add the subscription to. A list of the user's subscriptions

appears.

3. Right-click any level or value, select Subscr ibe to , and then select the view

level, (such as Client or Mat te r ).

Figure 5

Select Subscribe and then

select the level



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Depending on what you select, the appropriate lookup dialog box appears.

4. Select the item that you want to subscribe the user to, and then click OK . The

value you subscribed the user to now appears in the Subscr ip t ions node for

that user.

5. Click Close .

To unsubscribe from a level or value for another user, using DM Extensions or from

a Quick Ret r ieve dialog box, complete the following steps:

1. Select any node, subscription level, or value in the tree view that you want to

unsubscribe a user from, right-click, and click Subscr ip t ions . The

Subscr ip t ions dialog box appears.

2. Expand the Subscr ip t ion s fo r u ser list box, and select the user name for the

user that you want to unsubscribe. A list of the user's subscriptions appear.

3. Right-click a level you want to unsubscribe the user from and click

Unsubscr ibe. The value is removed from the users tree view.

4. Click Close .



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Managing Enumerations

Your eDOCS DM administrator may have configured none, one, or two enumeration

levels in Dynamic Views. Enumerations allow you to further filter your search results

based on the enumeration's criteria. For example, if you are subscribed to the view

level Matters, but you only want to see items that have a document type of DEFAULT

for a specific Matter, when you select the DEFAULT document type in the tree view,

you only see those items matching the DEFAULT document type for the specific

Matter.

You can manage which enumeration values appear in your tree view. You

can remove values from the tree view when you do not need them, and

add them back when you do.

Unsubscribing from Enumeration ValuesBy default, all enumeration values appear in the tree view under your subscribed

values; however, you may be able to unsubscribe from specific enumeration values if

you do not want them to appear in your tree view.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, you can unsubscribe from an enumeration value using one of

the following methods:


1. Right-click the enumeration value you want to remove.

2. Click Unsubscr ibe. This removes the value throughout the virtual folder

structure.


1. On the Legal Prof i le Form dialog box, click the Mat te r Cent r i c

Pro f i l e tab.

2. Right-click the view level in the tree view and click Unsubscr ibe. The

item is removed from the Subscr ip t ions node.

eDOCS DM 5.2

In eDOCS DM 5.2, you cannot unsubscribe from an enumeration value. Instead, you

can hide the value. Refer to the Hid ing Enumera t i on Va lues section in this

document for instructions.



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Hiding Enumeration Values

You can hide an enumeration value that you do not want to appear when expanding

the enumeration level.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, if you want to hide an enumeration value, you must

work with your eDOCS DM administrator to have the value added to the

eDOCS DM database in the EXCEPTIONS table. As an alternative, you can

unsubscribe from the value, and subscribe again later if needed. Refer to

the eDOCS DM 5 .1.0.5 subsection in the Uns ubs c r i b i ng f rom Enumera t i on

Va lues section of this document for instructions.

eDOCS DM 5.2

In eDOCS DM 5.2, to hide an enumeration value, using DM Extensions or from a

Quick Ret r ieve dialog box, complete the following steps:

1. Expand the level containing the enumeration value you want to hide. The

enumeration values appear.

2. Select the value you want to hide, right-click, and click Hide Enum era t ion .

TIP: If the value does not disappear from the tree view, select the

View menu and click Refresh. The value should no longer appear

in the tree.

Adding Back Hidden Enumeration Values

If you have removed an enumeration value and then need to add it back, you can

subscribe again or unhide the value.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, if you unsubscribe from an enumeration value, or your

administrator has hidden a value for you, and you want to add the value back so that

it appears in the tree view, complete the following steps:

1. From the tree view, right-click the view level that you want to add the

enumeration value to, and click Subscr ip t ions .



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OR

From the Legal Prof i le Form dialog box, click the Mat te r Cent r i c tab and

click Add New under the Subscr ibe section.

2. The Add New dialog box appears.

Figure 6

The Add New dialog box

appears

3. Click the < e n u m e r a t io n n a m e > button in the Restore except ion

section. For example, if the enumeration level in your environment is Document

Type, click the Docum en t t ype button. All enumeration values now appear in

the tree view.

eDOCS DM 5.2

In eDOCS DM 5.2, if you have hidden an enumeration value and now want to view it

in the dynamic view tree structure, you can remove the hidden attribute by

completing the following steps:

1. In DM Extensions, select the Dynam ic V iew menu and click

Subscr ip t ions.

OR

In DM Extensions or from a Quick Ret r ieve dialog box, right-click an item and

click Subscr ip t ions.

2. In the Subscr ip t ions dialog box, right-click a subscribed item, and then click

View h idden < enumera t i on name> . For example, if the enumeration is

Document Type, the menu command would be View h idden Doc Type .



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Figure 7

3. In the Hidden values fo r : < enumera t i on nam e> dialog box, all of the

hidden enumeration values appear. Select the check box for the item you want toappear in the tree.

4. Click Reset h idden va lues . The reenabled item appears within the tree

again.

5. Click Close .



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Creating Documents and Folders

Depending on the options your eDOCS DM administrator has configured, and the

version of eDOCS DM you are using, you might be able to create a document, folder,or other items directly from the tree view.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, to create documents directly from the tree view in DM

Extensions or from a Quick Ret r ieve dialog box, complete the following steps:

1. In the tree view, right-click a level where you want to create a

document, and click New Documen t . The Tem pla tes and

App l i ca t ions dialog box appears.

2. Click the Appl i ca t ions tab to create a new document using a specificapplication.

OR

Click the Templa tes tab to create a document using an existing

template.

3. Click OK . The Legal Prof i le Form dialog box appears.

4. Click the Standar d Pro f i l e tab, complete any other required fields, and then

click Save .

eDOCS DM 5.2

In eDOCS DM 5.2, you can create multiple items directly from the tree view in DM

Extensions or from a Quick Ret r ieve dialog box. You can create documents,

paper documents, ad hoc folders, and folders from templates, or you can import files.

To add a new item directly from the tree view, complete the following steps:

1. Expand the dynamic view node and right-click the subscription level

you want to add the item to.

2. Click Add New and then click one of the following options:



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Document This option adds a new document directly to the subscription level

(for example, the Client or Matter).

Import Files This option imports a new document directly into the subscription

level. If you select this option, the Open dialog box appears.

Select the document you want to import and click Open.

Paper Document This option adds a new paper document directly to the

subscription level.

Folder This option creates a new ad hoc folder to the subscription level.

For more information on ad hoc folders, refer to the Creating Ad

Hoc Folders section in this document.

Folder(s) From

Template

This option creates a new folder based on a template folder that is

created by your eDOCS DM administrator. For more information

on creating folders from templates, refer to the Creating Folders

Using Base Templates section in this document.

3. The Docum en t Pro f i l e dialog box appears with the subscription level

values automatically populated based on your location in the tree

structure. If you selected I m p o r t f i l es, the Docum en t Name field is

also populated.

4. Complete all other fields in the Prof i le Form panel in the Documen t

Pro f i l e dialog box, and then click Save .

Creating Folders Using Base Templates

Using template folders enables you to create new folders based on a parent or

template folder. When you create a new folder from a template folder, the new folder

inherits the structure from the template, including subfolders and documents. The

new folder is assigned metadata from the parent dynamic view.

The folder that is used as the base template folder is configured by your eDOCS DM

administrator, and only one folder can be used as a base template in each dynamic

view.

eDOCS DM 5.1.0.5

1. In the tree view, right-click the level where you want to create the new folder and

click Create Fo lder f r om Tem pla te . The Creat e Folder Fro m

Temp la te dialog box appears.

2. Select a folder from the list of available folders and click OK .

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eDOCS DM 5.2

To create a folder from a template, in DM Extensions or from a Quick Retrieve dialog

box, complete the following steps:

1. In the tree view, right-click the level where you wan to create the new folder, click

Add New , and then click Folder ( s ) From Temp la te . The Folder

Templa tes dialog box appears.

2. In the Select Fo lder Tem pla te section, select the name of the template

folder that you want to use.

3. Click OK . The folder is created based on the structure of the template folder and

your location in the tree view.

For more information on template folders, refer to the Using Base Template Folders section in the Open Tex t eDOCS DM 5.2 Sof tw are guide.






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Profiling Documents Using Drag-and-DropFunctionality

In both eDOCS DM 5.1.0.5 and eDOCS DM 5.2, the Drag-and-Drop feature

supports two drag-and-drop operations, if enabled by your eDOCS DM

administrator:

• You can import documents or email messages to eDOCS DM by dragging an

item to a folder or node in the tree structure.

• You can edit fields on the Document Profile form by dragging eDOCS DM

documents to different locations in the tree structure. When you drag documents

or email messages to the tree structure, the fields on the Document Profile form

change according to the location where the item is dragged.

How the Document Profile Form Is Populated

How much metadata is completed on the Document Profile form, and if further

profiling is necessary, depends on where you drag the document to and if the

Defau l t Drop Suf f i x setting has been configured by your eDOCS DM

administrator.

If the Defau l t Drop Suf f i x setting has not been defined, when you drag a

document to:



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An enumeration

level:

No further profiling is required. All Document Profile form fields

are automatically populated using the values from higher

subscription levels in the tree structure. For example, if you drag a

document to a specific Document Type, the Client and Matter

fields on the Document Profile dialog box are automatically

populated with the associated Client and Matter in the treestructure.

The lowest

subscription level:

The Document Profile dialog box appears so that you can

populate any additional fields, such as enumeration values. All

other Document Profile form fields are automatically populated

using the higher subscription levels in the tree structure. For

example, if you drag a document to a specific Client, the Matter

field on the Document Profile dialog box is automatically

populated with the associated Matter in the tree structure.

A higher

subscription level:

The Document Profile dialog box appears to allow you to

complete the lower level fields. For example, if you drag a

document to a specific Client, and you have subscribed to multiple

Matters, the Document Profile dialog box appears to allow you to

complete the Matter field and any additional fields, such as

enumeration values.

To an ad hoc

folder:

No further profiling is required. Because ad hoc folders are normal

DM folders that appear in the virtual folder structure, drag-and-

drop operations use standard eDOCS DM functionality. All of the

metadata and security settings for the document are inherited

from the ad hoc folder.

If the Drop Defau l t Su f f i x setting has been configured by your eDOCS DMadministrator, when you drop a document to a higher level in the dynamic view, the

lower level value is populated with the level value defined in the Drop Defau l t

Su f f i x setting.

For example, if DEFAULT has been set as the Drop Defau l t Su f f i x setting for

the Matter level, when you drag a document to the Client level (or any higher level),

the Mat te r field on the Docum en t Pro f i l e dialog box is automatically populated

with DEFAULT.



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Creating Ad Hoc Folders

The use of ad hoc folders gives you the option to create your own folders in the

dynamic view structure. Ad hoc folders use the DM folder structure become part of

the dynamic view structure and have a Profile with metadata, just like any other

document or folder in DM. The metadata is used to determine where the folder

should appear in the dynamic view structure. An ad hoc folder created in a dynamic

view can be placed on any level of the dynamic view structure (depending on settings

enabled by your eDOCS DM administrator).

NOTE: This feature is enabled by your eDOCS DM administrator

and may not be available on your system. In addition, ad hoc

folders may not be enabled on all levels.

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, you can create an ad hoc folder from the Dynamic Profile, or

from the dynamic view tree structure in either DM Extensions or a Quick Ret r ieve

dialog box.

Complete the following steps to create an ad hoc folder:

1. Right-click the item under which you want to add the folder and click Newfo lde r he re . The Create fo lder dialog box appears.

2. Enter a name for the folder. This text is used as the document name as well as

the display name for the folder. The other fields on the folder’s Documen t

Pro f i l e dialog box are populated according to its location in the virtual folder

structure.

3. If you created the folder on any level other than the lowest enumeration level

(such as Docum en t Type), the same rules used for drag-and-drop

functionality apply. If no drag-and-drop rules are activated, the document type

Folder is used, if available. If Dynamic Views is unable to populate all

necessary fields on the Docum en t P ro f i le dialog box, the Documen t

Pro f i l e dialog box for the folder appears for you to complete.

4. Security for the ad hoc folder is applied according to your profile

defaults. To change security for the folder, right-click the folder and

click Prof i l e from the DM Docum ent menu. A window appears

informing you that the folder was created successfully.

5. Click Refresh from the View menu in DM Extensions and your new ad hoc

folder appears with the ad hoc folder icon under the node you selected.



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eDOCS DM 5.2

In eDOCS DM 5.2, you can create ad hoc folders from the dynamic view tree

structure in DM Extensions or a Quick Retrieve dialog box. To create an ad hocfolder, complete the following steps:

1. Expand the dynamic view level in the tree structure where you want to create the

ad hoc folder.

2. Select the view level (for example, Client or Matter), right-click, click Add New

and then click Folder . The Docum en t P ro f i le dialog box appears with the

view level (Client and/or Mat te r ) fields automatically populated.

3. Complete the additional fields in the Docum en t P ro f i le dialog box, and then

click Save .

Creating Subfolders In Ad Hoc Folders

To further organize your information, you can also add subfolders to ad hoc folders.

Metadata and security for the subfolder is inherited from the ad hoc folder.

eDOCS DM 5.1.0.5

You can create a subfolder in eDOCS DM 5.1.0.5 using one of the following methods:


• Right-click the ad hoc folder and click Create sub- fo lder .

• From the tree view in DM Extensions or a Quick Ret r ieve dialog box.

• Right-click the ad hoc folder, click Folder, and then click New Sub-folder.

eDOCS DM 5.2

You can create subfolders from the tree view in DM Extensions or a Quick

Ret r ieve dialog box using one of the following methods:

• Drag the folder to an ad hoc folder in the dynamic view tree structure.

• When you drag a folder to an ad hoc folder, the Docum en t Pro f i l e

dialog box appears for the new folder with all of the metadata inherited

from the ad hoc folder.

• Right-click an ad hoc folder, click Folder , and then click New Sub-Fo lder .



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Searching from Within a Node

Depending on your setup, levels of the dynamic folder structure may contain various

search objects. Search objects give you a way to return a list of documenters based

on the criteria related to the value of the item under which the search object is

selected. By clicking different search objects on different levels, you can easily

perform searches without having to use the search forms in eDOCS DM.

Configuring Available Search Objects

eDOCS DM 5.1.0.5

In eDOCS DM 5.1.0.5, you can select the search objects that you want to appear foreach node from a list of search objects that your eDOCS DM administrator has

enabled. To configure the available search objects, complete the following steps:

1. Right-click the node, and point to Set t ings .

2. Click Edi t ava i lab le search ob j ec ts.

eDOCS DM 5.2

In Dynamic Views for eDOCS DM 5.2, because additional configuration options are

available to your eDOCS DM administrator, the Edi t ava i lab le search ob j ec ts

option is not available. Search objects relevant to your environment appear by

default.

Using Search Objects

Default search items exist in both eDOCS DM 5.1.0.5 and eDOCS DM 5.2; however,

the naming scheme is different. The following table lists the default search objects in

each version of eDOCS DM.

eDOCS DM 5.1.0.5 eDOCS DM 5.2

<My Recent Documents> RECENT_DOCUMENTS

<My Recent Emails> RECENT_EMAILS

<My Documents> MY_DOCUMENTS

<My Documents and Emails> MY_DOCUMENTS_AND_EMAILS



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<My Emails> MY_EMAILS

<My Document Type>

<My Reminders>

<All Documents and Emails> ALL_DOCS_AND_EMAILS

<Filtered Documents>

RECENT_EMAILS

The documents that are returned when you select a search object depend on you

location in the dynamic view tree structure.

For example, if you select the MY_DOCUMENTS search object under the Matter

Defau l t , all documents and email messages for the Matter Defau l t that you are

the author of are returned.



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Dynamic Profiling

In eDOCS DM 5.1.0.5, you have the option of using Dynamic Profiling or using the

standard Document Profile form. This was accomplished by adding the Mat te r

Centr ic Prof i le tab to the Document Pro f i l e dialog box that enables you to

profile documents using the dynamic view tree structure. The fields on the Document

Profile are populated according to your selection in the tree. You can click the

Standar d Pro f i l e tab to switch to the standard Document Profile form.

Figure 8

Using the New Save User Interface in eDOCS DM 5.2

In eDOCS DM 5.2, the dynamic tree structure and the standard Document Profile

form are placed on one Save user interface to simplify saving documents. You can

save documents by manually populating the Docum en t P ro f i le dialog box, or by

navigating to a dynamic view node or folder that you want to save to in the

Nav iga t ion panel. The Documen t P ro f i l e dialog box is populated as you

navigate the tree.



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Figure 9

For more information on using the new Save user interface, refer to the section

Configuring and Using the Save User Interface in the Open Tex t eD OCS DM 5 . 2 So f t w a r e guide.

Side-by-Side Comparison

The following table lists the options available using Dynamic Profiling and how they

can be performed in eDOCS DM 5.2.

Saving Documents

eDOCS DM 5.1.0.5 Dynamic Profile eDOCS DM 5.2 Save User Interface

1. Complete the D o cu m e n t N a m e

field.

2. Select a value in the tree structure on

the Mat ter Cent r i c Pro f i le tab.

Fields on the Doc umen t P ro f i l e

dialog box are automatically populated

1. Complete the D o cu m e n t N a m e

field.

2. In the Nav iga t i on pane on the

Doc umen t P ro f i le dialog box,

select a value in the tree structure.

Fields in the Profile Form panel are








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based on your selection in the tree.

3. Complete any other required fields and

then click OK

automatically populated based on your

selection in the Navigation pane.

3. Complete any other required fields in

the Profile Form panel and click Save .

Buttons and Check Boxes

eDOCS DM 5.1.0.5 Dynamic Profile eDOCS DM 5.2

Add New button You can subscribe to a dynamic view level

using one of the following methods:

• From the tree view, using the

Subscr ibe submenu option.

• From the Subscr ip t ions dialog box,

accessed from the shortcut menu.

• From the Subscr ip t ions dialog box,

accessed through the D y n a m i c

View menu.Refer to the eDOCS DM 5 .2 subsection

in the Add ing Subs c r i p t i on Va lues

section of this document for more

information.

Secur i t y check box If you have permissions to apply security to

a document, security can be applied to a

document in the Save user interface by

selecting the Rest r i c ted check box in the

Secur i t y panel in the Doc umen t

Prof i le dialog box.

In addition, security can be inherited from

the tree structure when using the drag-and-

drop functionality.

Ed i t bu t t on (under the Secur i t y check

box)

If you have permissions to modify security,

you can click the Secur i t y button in the

Secur i t y panel in the Doc umen t

Prof i le dialog box in the Save user

interface to configure security for the

document.

St a r t i n t ree t ab check box Because the Dynamic Profile has been

replaced with the new Save user interface,

this option is no longer needed. The

Nav iga t i on panel appears by default inthe Doc umen t P ro f i l e dialog box if it is

enabled by your eDOCS DM administrator.

Hide Cl ient This check box enables you to hide the

highest subscription level when

viewing the dynamic view tree

structure. In eDOCS DM 5.2, you can

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configure the Dynamic View so that

only the lowest subscription level is

available. As a result, this option is no

longer needed.

For more information on subscribing to

levels in eDOCS DM 5.2, refer to theManag ing Your Subs cr i p t i ons t o

V iew Lev e ls section in this document.

Rem ember l oc at i on check box If this check box is selected, the next

time you save a document, you are

automatically returned to the last

location selected on the Matter Centric

Profile tab.

In eDOCS DM 5.2, your eDOCS DM

administrator can enable the

Remember Last Location functionality,which returns you to the last location

where you saved or opened a

document.

For more information on enabling this

setting, refer to the Configuring and

Using the Save User In terf ace in

the Open Tex t eD OCS DM 5.2

S o f t w a r e guide.

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