Access property information
The application you are using to integrate with your Microsoft® Office applications determines how you access your documents' properties.
Application Integration BCS
You can access and modify properties assigned to a document when you do the following with a document:
- Right-click a document and select Properties to view current properties assigned to a document.
- Add a document or e-mail message to an object store.
- View or modify an opened document's properties.
- Save the content of a checked out a document. You can click Save with properties to modify the properties of the document as well as save new content before checking the document back into an object store.
- Click Show Details at the bottom of the Browse pane after you select a document. You can view information about the document and complete some tasks.
Application Integration
You can view the properties of a document from the Information page when you open, add or insert a document. When a document is checked out you can modify the document properties from the Get Info menu or modify them when you check in the document, if permitted by your site administrator. In addition to editing property values, you can also insert some of these values into Office documents.
If you want to create a compound document, you must access the document's information page. Creating a compound document is not available from the Get Info menu option in integrated applications.
In Workplace XT and Workplace, when you view the properties of a checked out document, you are actually viewing the properties of the version that is in an In Process or Released state, in Application Integration, you are viewing the properties of the version that is in the Reservation state. This can cause the following unexpected behavior when working with a checked out document:
- If you update the properties in Workplace XT or Workplace, the current document—for example, the Released version—gets updated. If you update the properties for a document from an Office application, the properties on the Reservation object are updated, not the properties on the In Process or Released version. Should you cancel the checkout, the changes made to the properties via an Office application are lost. Changes to the properties made via Workplace or Workplace XT are not lost.
- If you make changes to the properties, and then check in the document from an Office application, you see updated properties in the Checkin wizard. In Workplace XT or Workplace, you do not see updated properties in the Checkin wizard.
To view or modify properties from Office applications and Outlook
Choose one of the following options, depending on your application:
Integrated Office 2007 applications using Application Integration BCS |
Application Integration |
Office applications |
Outlook |
Office applications |
Outlook |
- Go to the Open group under the Application Integration BCS tab on the Office 2007 Ribbon and select an option to open a document.
- Click View/Modify Properties.
- Enter your properties and confirm your changes.
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- Add an e-mail message to an object store.
- Enter the properties you want to assign to the message before it is added to an object store. You enter the properties if the Prompt for properties when adding setting is enabled in the Application Integration BCS site preference.
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- Check out the document for which you want to view properties.
- From the FileNet P8 or IBM FileNet Workplace XT menu, click Get Info.
NOTE On the document's Information page, you can modify folder properties, such as Folder Name and Security, when you click the Folders Filed In view. In Workplace XT, you can modify folder properties, security and history.
- The Information page for the document is displayed. You can modify the properties and also perform any of the actions available in Workplace and Workplace XT. Refer to Insert a hyperlink and properties for more information.
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- Open an e-mail message.
- From the Insert or Add-Ins menu, click FileNet P8 or IBM FileNet Workplace XT, and then point to Insert Property Page. The Select Item page appears, where you can specify the object from which you want to insert its property information. Refer to Insert items for more information.
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