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CMS 501: D2 Training for Contributors Updated: October 12, 2017
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IT Training & Communications
CMS501: D2 Training for Contributors
IT Training & Communications
Agenda
What is Documentum D2?
Roles/Groups: Support, Coordinator, Contributor, Consumer
D2 Overview:
Login/Logout
Main Menu
Workspaces
Widgets
User settings
Spaces/Folders/Files
Search – global and advanced
D2 migration
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Web-based application used to manage content
Document repository and collaboration tool
D2 replaces CenterStage (support expiring in 2017)
D2 has similar features to CenterStage not a feature-to-feature match
Documentum D2
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Features - ComparisonsFEATURES D2 CenterStage
Versioning
Document checkin/checkout
Workflows & Lifecycles (next release)
Recycling Bin & Mobile app (next release)
Document Viewer, Full text search
Communication tools – blogs, discussions, wikis Blogs.mcgill.caYammer (discussions)
Data Tables
Keywords, Tags
Subscribe (watch space)
Share space, folder, file
Comment
Viewer role (consumer role)
Import/Export folder structure(s), Export Folder structure to Excel,
Import via Drag and Drop (including Outlook messages)
Space/Folder/File level favorites (available after D2 migration) Space‐levelfavorites
IT Training & CommunicationsD2 Migration
D2 launch date: August 2, 2017Space migrations will occur until the end of October 2017.
You will receive an email notification for each CenterStage space you manage containing:
the date planned for your space migration
any necessary measures that must be taken beforehand
Refer to the ECM Blog for project updates & migration information:
http://blogs.mcgill.ca/ecm-blog/
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SupportCreate space (process the ‘D2 Request Form’ - see KB 1445)
Add 1 or more coordinators to the space
Send email informing coordinator(s) of created space
Roles (called groups in D2) are created using the following naming convention:Space Short Name_coordinator
Space Short Name_contributor
Space Short Name_consumer
Can add external users, if need be (special requests)
CoordinatorResponsible for managing the security and membership of spaceAdd/remove members or groups into/from their space
Assign permissions
ContributorView spaces that you have access to
Folders and files (e.g. create folder, import files, view & edit files, …)
Consumer - View & comment space content
Roles/Groups
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Contributor Role/Group
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Access QA (training): https://qcms.mcgill.ca/D2/#d2
Log in:Login: McGill User Name
Password: McGill Password
Getting started
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Lab PC ID Password Space Location
Train02 training2 Ask Instructor 000Training02 Row1
Train03 training3 Ask Instructor 000Training03 Row1
Train04 training4 Ask Instructor 000Training04 Row1
Train05 training5 Ask Instructor 000Training05 Row1
Train06 training6 Ask Instructor 000Training06 Row1
Train07 training7 Ask Instructor 000Training07 Row1
Train08 training8 Ask Instructor 000Training08 Row1
Train09 training9 Ask Instructor 000Training09 Row2
Train10 training10 Ask Instructor 000Training10 Row2
Train11 training11 Ask Instructor 000Training11 Row2
Train12 training12 Ask Instructor 000Training12 Row2
Train13 training13 Ask Instructor 000Training13 Row2
Train14 training14 Ask Instructor 000Training14 Row3
Train15 training15 Ask Instructor 000Training15 Row3
Train16 training16 Ask Instructor 000Training16 Row3
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First-Time loginYou will be prompted to install the Content Transfer Extension,
which allows faster check-out/check-in of files using D2
The required steps for the CTF installation differ depend on:
Whether you have a SLA(Service Level Agreement with IT Services)
Your administrative rights to the computer
The browser you are using
Detailed steps for each are provided in Appendix 1 of the D2 User Guide. See KB 1445.
Getting started
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Getting Started
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Your name & user name displays in the menu.
Log out: Click the down arrow next to your name (may be hidden)
Access EMC Documentum D2 User Guide:
Main Menu
Menu can also be pinned / unpinned
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NEW Use to create new folder
IMPORT To import file(s) or
To import folder structure (if EMC Documentum Client Manager plugin is enabled)
Main Menu
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CONTENT Use to export folder(s), (if EMC Documentum Client Manager plugin is
enabled)
View/modify permission, properties
VERSIONS Use to display current version or all versions of content
Main Menu
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1. General tab Temporary and checkout path
Browser Plugin (Documentum Client Manager recommended)
Date and time formats
Default Workspaces
Login Settings
User Settings
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2. User Interface tab Content by page (min = 20, max = 250)
Sorting preference
Menu position and width
User Settings
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3. Events tab – global subscription you will receive an email notification when a new item or a new
version of an item has been added to all your spaces and public spaces!
Currently, only file subscriptions are available.
Use this feature with caution because you may receive too many emails.
It’s better to subscribe to key documents or folders that you would like to track.
User Settings
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Workspaces
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Workspaces you see depend on your role.
When you first connect to D2, you will see 3 workspaces:
BROWSE
MYFILES
SEARCH
Workspaces
You can have the same workspace open more than once. For example, you may want to work with two different spaces, each space in a Browser workspace.N
ote
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To add a workspace:click to access the Workspace Gallery.
click workspace to add it (e.g. Manage).
To delete a workspace:click next to the workspace.
Workspaces
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BROWSE
to navigate to your spaces, folders, sub-folders and documents.
show space members
MYFILES
to see information about your files (e.g. checked out, last modified)
SEARCH
to search (global, advanced)
MANAGE (covered in CMS 502 course)
available only to coordinators (to manage space members and permissions)
Workspaces
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Widgets
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Workspaces contain widgets that you can select from.Widgets appear in various panes/areas of the screen.
Widgets
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Add widget
1. Click to add widget from Widgets Gallery.
2. Select the widget from the available widgets
Remove widget
1. Click to remove widget
Widgets
IT Training & CommunicationsExamples of Widgets
Widget Function
Audit Displays a list of audited actions for the selected content.
Browser Displays spaces and folders.
Checkout Displays a list of checked‐out files with file name, checkout date/time
information.
Comments Use to view, create, delete and reply to comments about the content
Coordinator
Workbench
Restricted to the coordinator role and is used to view and edit groups,
update permissions and display members.
Documents Displays folders and files. Also displays results from searches.
Favorites Displays a list of spaces, folders, files marked as favorite. Note: currently
unavailable; available after D2 migration is completed.
Facets Linked to search results template (modified by, modified date)
Last Modified Displays when the file was last modified.
IT Training & CommunicationsExamples of Widgets
Widget Function
Location Displays a list of directory locations where the content (e.g. file) is found
Preview Used to preview pdf documents
Properties Displays properties of the selected content
Relation Displays related objects (e.g. comments and track changes in Word)
Search You can perform a global or advanced search. You can also view, edit or
run last search or saved searches.
Thumbnails Enables thumbnail preview for browsing content. Displays the first page of
a document.
Versions Displays a list of the versions of the selected files.
Workspace
Members
For the content (e.g. folder), displays members, group that they belong to
(coordinator, contributor, consumer) and their permission.
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Widget options Click the down-arrow next to a widget to see options (or right-click) :
Columns: to add/remove columns in this widget (very useful)
Expand/Collapse
Switch widget (to replace)
Remove widget
You can also drag the widget
to another location
Advanced:
Export to Excel exports the Documents widgetfolder structure to Excel
Widgets
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Exercise 1
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SPACES
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What is a space?Like a website that only members can access
A separate space can be created for projects/commitees/teams…
Members are given permission to view, edit, add, remove content
To create a new space Fill out the ‘D2 Request Form’ - see KB 1445
(How to request/access section)
What can you do there?A central place for space members to store and
collaborate on key documents
Track changes
Versioning
Spaces
What does our committee think?
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Public vs. private spacesIf a space is public, entire McGill community can see its content.
Only selected members can contribute.
If a space is private, the coordinator decides who can be a member and what permissions are granted.
Spaces
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To view your spaces: BROWSE > Browser > space
Spaces
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To view space members of a space:
1. Click the space
2. Click Workspace Members widget
3. Click View Members
Spaces
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To view your spaces: 1. Click BROWSE Workspace
2. Click Browser widget
Right-click on your space to:
Export
Add comment
Add to favoritesNote: Favorites currently unavailable; available after D2 space migrations are completed.
Send email
Subscribe (watch content)
Properties (for coordinators only)
Spaces
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Add comment to space1. Right-click
2. Select Add comment…
3. The Add comment window displays. Type the comment.
4. Click Post.
Comment is viewable in the Comments widget. You can also use the Comments widget to add/delete a comment.
Spaces
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Remove comment from space1. Click Comments widget
2. Select the comment you want to delete. You will see two options: Reply and Delete. You may only delete your own comments.
3. Click Delete
Spaces
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Add space to favorites1. Right-click
2. Select Add to favorites
Space displays in Favorites widget
Remove space from favorites1. From Favorites widget, right-click on space
2. Select Remove from favorites
Spaces
Note: widget is currently unavailable; only available after D2 space migrations are completed.
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Send MailUse to send an email to the select user(s) with the space url. User has to be a member of the space to be able to open link.
1. Right-click on the space
2. Select Send mail…
3. Email window displays
4. Click … from To: field to select recipient(s)
5. Find recipient name using Source field
6. Click to move name(s) to Selection field
7. Click OK
8. Ensure Subject field is filled in
9. Enter Message – url and basic message included
10. Click Send
Spaces
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Subscribe to space Note: Space subscriptions will be migrated from CenterStage to D2, but will only be functioning in a future release
Will allow you to be notified when a new item or a new version of an item has been added to the space.
1. Right-click
2. Select Subscribe
Spaces
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Subscribe to space
• Daily Digest of New Item and New Version: daily email with summary of new or updated files or folders.
• Instant Notification on Modified Item: email received when a new version of the file or folder has been added. You will get one email per document.
• Instant Notification on New Item: email received when a new file or folder has been added. You will get one email per document.
Spaces
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Space properties1. Right-click on space
2. Select Properties
Spaces
Coordinators can view & edit:
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Coordinators can update: Name of the Space
Title of this Space
Subject
Space Short Name: cannot be updated
Public Space: cannot be updated; set by IT Support when space is created
Spaces
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Copy space link to clipboard1. Right-click
2. Select Copy link to clipboard
You can use this link from the clipboard (e.g. in a Word document).
Spaces
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Exercise 2
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Folders
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Create new folder (use to organize your content)
Files cannot be created at the “top” space level.
Folders must be created first.
Files must be inserted into folders.
Folders
Best practice• After folders are created, coordinators should assign Delete
permissions to coordinators and possibly contributorsNo
te
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Create new folder stepsGo to the desired space or folder
1. From the menu, click NEW > Item
The New Content dialog window opens
2. From the Creation profile drop down box, click folder
3. Ensure that dic_folder displays New Folder
4. Click Next
Folders
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5. From Edit properties, enter folder name in Name field
6. Click Next
Folders
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Import folderUse to import a folder to a space from another destination. Note that User Setting for current browser plugin must be Documentum Client Manager to do this.
1. Select space or folder
2. From D2 menu, click IMPORT > Folder Structure…
3. Click … next to the Folder to import field & select folder
4. Click Next>
5. Enter folder name (Name: field)
6. Click Check In All Content and Finish.
The folder will be imported into D2.
Folders
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Export folderUse to export a space or a folder to another destination. Note that User Setting for current browser plugin must be Documentum Client Manager to do this.
1. Right-click on the folder to export
2. Select Export folder…
3. From Browse For Folder window, select where to export to
4. Click OK
Folders
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Copy folder
Use to copy a folder & its contents from one location to another.
1. Right-click on the folder
2. Select Copy
3. Go to the space or folder you want to copy the folder to. Right-click and select Paste.
Folders
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Move folder
Use to move a folder from one location to another.
1. Right-click on the folder
2. Select Cut
3. Go to the space or folder you want to move the folder to. Right-click and select Paste.
Note: Delete permissions must be set by coordinator for folder beforehand.
You may also find the folder from the Documents widgetand drag it to a new space or folder within D2.
No
te
Folders
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Link folderUse to create a link to a folder. e.g. you may want the folder (link) to appear in another space
1. Right-click on the folder
2. Select Copy
3. Go to the space or folder you want to copy the folder to. Right-click and select Paste as link
The 2 locations of the folder will be in the Location widget.
No
te
Folders
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Add comment to folder1. Right-click on the folder
2. Select Add comment…
3. The Add comment window displays. Type the comment
4. Click Post
The comment is viewable in the Comments widget. You can also use the Comments widget to add/delete a comment.
Folders
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Remove comment from folder1. Click Comments widget
2. Select the comment you want to delete. You will see two options: Reply and Delete. You may only delete your own comments.
3. Click Delete
Folders
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Add folder to favorites1. Right-click on folder
2. Select Add to favorites
Folder displays in Favorites widget
Remove folder from favorites1. From Favorites widget, right-click on folder
2. Click Remove from favorites
Folders
Note: widget is currently unavailable; available after D2 space migrations are completed.
Same rules as “space favorites” apply.
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Send MailUse to send an email to the select user(s) with folder url. User has to have permissions to the folder to be able to open link.
1. Right-click on the folder
2. Select Send mail…
3. Email window displays
4. Click … from To: field to select recipient(s)
5. Find recipient name using Source field
6. Click to move name(s) to Selection field
7. Click OK
8. Ensure Subject field is filled in
9. Enter Message – url and basic message included
10. Click SendSame rules as “space send mail” apply.
Folders
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Subscribe to folder Folder subscriptions will be migrated from CenterStage to D2, but will only be functioning in a future release
You are notified when a new item or a new version of an item has been added to the folder.
1. Right-click on the folder
2. Select Subscribe
Same rules as space subscription apply
Folders
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Delete folder *1. Right-click on the folder
2. Select Delete…
3. Select delete option
4. Click OK
* Only if your role (group) has the Delete permission
Folders
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Folder properties
Use to rename folder and add tags (keywords)
1. Right-click on the folder
2. Select Properties
3. Rename folder using Name field
4. Add Keywords by clicking on Separate keywords by commas
5. Click OK
Folders
Only if your role (group) has the permission
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Copy folder link to clipboard1. Right-click on the folder
2. Click Copy link to clipboard
Same rules as “space copy link” apply.
Folders
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Exercise 3
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Files
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Import – one or many
View (read only)
Edit
Versioning
Cancel Checkout
Delete
Add & Remove Comment
Add/Remove to favorites Note: widget will only be available after D2 space migrations are completed.
Send Mail
Subscribe to file
File properties
Copy, Move, Paste as Link, Copy Link to Clipboard
Files
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Import file(s) into space1. Go to the space and folder you want to import file into
2. From the menu, click IMPORT > File
3. From Files to Import field, click …
Steps vary depending on how many files and the file properties(refer to D2 User Guide for detailed steps)
Files
Note:It is also possible to drag & drop a file (e.g.: Word Document, Outlook item) into the Documents widget
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View file1. Right-click on the file
2. Select View
Or double-click on file
Files
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Edit file 1. Right-click on the file
2. Select Edit
3. File is checked out and locked to other members to ensure only 1 person is editing at the same time.
Locked by you - green lock
Files
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Edit file – cont’d4. Make changes
5. Save and close the file
6. Select Check in…
Files
Don’t forget to
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Edit file – cont’d7. Fill out Check-In window:
Select Check in version as:
Enter version note in Description
8. Click OK
The D2 Uploader will update thefile in D2 and remove the lock
Files
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VersioningNew version is created
Old version of file retained
Versions widget shows all the versions
From the D2 menu, click ‘version’ button:
Select Current version to see the latest version of file
Select All versions to see all versions of the file
OR…
Files
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Import New Version 1. Locate the file that you want to perform this on
2. From the menu, click IMPORT > New version
3. The Import window displays. Click … from File field
4. Format displays
5. Click OK to replace file with this selected file
Files
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Files locked by others have a red lock
Files
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To see which user has the file locked, modify the Documentswidget to include the Checked Out By column
Files
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Cancel CheckoutWhen you edit a file, the file is checked out. If you change your mind about editing, you can cancel the checkout.
1. Right-click on the file
2. Select Cancel checkout
Files
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Delete File *Coordinator will decide role permissions for files & folders
1. Right-click on the file
2. Select Delete
3. The Delete menu will open
4. Select delete option
5. Click OK
You have to decide whether you want to delete the current version or all versions of the file.
* Only if your role has the Delete permission
Files
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To add a comment to file1. Right-click on the file
2. Select Add comment
3. The Add Comment window displays. Type the comment
4. Click Post
Files
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To remove a comment for a file1. Click Comments widget
2. Select the comment you want to delete. You may only delete your own comments.
3. Click Delete
Files
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Add file to favorites1. Right-click on file
2. Select Add to favorites
File displays in Favorites widget
Remove folder from favorites1. From Favorites widget, right-click on file
2. Select Remove from favorites
Note: widget is currently unavailable; available after D2 space migrations are completed.
Same rules as “space or folder favorites” apply.
Files
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Send MailUse to send an email to the selected user(s) with file url. User has to have permissions to the file to be able to open link.
1. Right-click on the file
2. Select Send mail…
3. Email window displays
4. Click from To: field to select recipient(s)
5. Find recipient name using Source field
6. Click to move name(s) to Selection field
7. Click OK
8. Ensure Subject field is filled in
9. Enter Message – url and basic message included
10. Click SendSame rules as “space and folder send mail” apply.
Files
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Subscribe to a fileNotifies you when file is updated or new version of file is added
File subscriptions will be migrated from CenterStage to D2 immediately
1. Right-click on the file
2. Select Subscribe
Same rules as “space and folder subscriptions” apply.
Files
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Subscribe to file (currently available)
• Daily Digest of New Item and New Version: daily email with summary of new or updated files or folders.
• Instant Notification on Modified Item: email received when a new version of the file or folder has been added. You will get one email per document.
• Instant Notification on New Item: email received when a new file or folder has been added. You will get one email per document.
Files
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File properties
Use to rename file and add tags (keywords)
1. Right-click on the file
2. Select Properties
3. Rename file using Name field
4. Add Keywords by clicking on Separate keywords by commas
5. Click OK
Same rules as “space and folder properties” apply.
Files
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Copy a file: Copy & Paste
Move a file: Cut & Paste
Create a link to a file: Copy & Paste as Link
Same rules as “folder copy-move-link” apply.
Files
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Copy file link to clipboard
1. Right-click on the file
2. Select Copy link to clipboard
Same rules as “space copy link” apply.
Files
You can use this link from the clipboard (e.g. in a Word document).
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Exercise 4
IT Training & CommunicationsSearch
D2 provides a full-text search Multiple search options:
content name, title, keywords, subject, content, etc.
Use SEARCH workspace
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Search widget Global search (searches all your spaces, including public)
Note: James McGill will search for either James or McGill
James+McGill will search for ‘James McGill’
Advanced search – to search specific space(s).
My last search (to re-run your last search)
My searches (via advanced search)
SEARCH
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Facets widget – after a search is run, displays search results by: Modified By, Modified date
SEARCH
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Select Advanced search dialog icon
Use Criteria tab to select types and enter search criteria
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IT Training & CommunicationsAdvanced Search
Use Location tab to select specific spaces (or folders & sub-folders)
Use to select
IT Training & CommunicationsAdvanced Search
Use Columns tab to customize your search result display settings (columns) and to set your sorting preference
Use to select columns
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Use Facets tab to further refine your search result display settings
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• Use Save as to save your search.
• Use Run to run your search.
To modify saved searches:1. From Search widget, right-
click on the saved search in My searches
2. Select Search criteria
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Exercise 5
IT Training & CommunicationsMigration - Wikis & Blogs
What will happen to my CenterStage wikis & blogs?
CENTERSTAGE D2
Blogs.mcgill.ca (new solution)user-friendly centralized system for building and publishing blogs Example: ECM Blog For more information and WPT 100 training, refer to KB 1813.
CenterStage location & ownership is maintained
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Folder and Space subscriptions will be migrated, but will not function immediately. Same rules apply.
Migration - Subscriptions
File subscriptions will function in D2 immediately. File subscriptions will be migrated from CenterStage to D2 as follows:
CENTERSTAGE
SUBSCRIPTION PREFERENCES
D2
SUBSCRIPTION PREFERENCES
As soon as updated Instant Notification on Modified Item
Daily/Weekly Daily Digest of New Item
and New Version
IT Training & CommunicationsMigration: Discussions & Data Tables
CenterStage discussions not available in D2Save your discussions elsewhere before migration
Use Yammer – McGill’s social networking software(part of Office 365).
For more information, refer to KB article 5960.
CenterStage data tables not available in D2To save your CenterStage data table before migration:
Export CenterStage data table to Excel
Re-upload the Excel file to CenterStage
For more information, refer to KB article 7508
CENTERSTAGE D2
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Locked files: Save and check-in your CenterStage files before migration
Comments: File comments will be migrated into D2
Folder comments will not be migrated
Tags: CenterStage tags will not be migrated into D2
Tags are called keywords in D2
D2 Migration
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IT Training & CommunicationsConclusion
D2 issues & questions Contact IT Service Desk
KB articles Article 1445
Service description D2 space request form FAQ Training material D2 User Guide
Article 7580 D2 plugins
IT Training & CommunicationsWhat’s Next