Access an entry template

Accessing an entry template from Workplace XT, Workplace, and from within an integrated Office application involves some different steps.

To streamline the process of adding new documents, you or an administrator can design an entry template that provides default information. For example, you can use an entry template to automatically assign the document class and other document properties. An entry template can be associated with a specific folder. When you add an object to a folder with an associated entry template, the entry template is automatically used instead of the standard wizard. If more than one entry template is associated with the folder, you can select the entry template you want to use. See Work with entry templates for more information about entry templates. See Associate entry templates with folders for more information about associating entry templates with a folder.

Refer to the appropriate section for instructions.

Workplace XT Application Integration BCS and Application Integration Workplace

Do one of the following:

  • Navigate to an entry template, and select the Open or Advanced Open action.
  • From the Tools menu, click Add Document Using Template.
  • Add a document to a folder which has one or more entry templates associated with it.

Do one of the following:

Application Integration BCS

  • For Office applications, under the IBM ECM tab on the Microsoft® Office 2007 Ribbon, first select the object store that contains entry templates you might want to use. Click Entry Templates to select a specific entry template.
  • You can also add a document that is currently open. Right-click a folder and select Add document. The folder might be associated with one or more entry templates. Type information in the fields defined by the entry template that is assigned to the folder.

  • For Outlook, you can add e-mails and e-mail attachments by dragging them to a folder or using menu options. If a specific entry template is not associated with the folder, an entry template is provided based on the e-mail class assigned to your e-mail
  • Right-click the e-mails or e-mail attachments you want to add and select Add e-mail to IBM ECM or select Add attachment to IBM ECM.

    NOTE  An entry template can be associated with a specific folder. When you add an object to a folder with an associated entry template, the entry template is automatically used instead of the standard wizard. If more than one entry template is associated with the folder, you can select the entry template you want to use. See Work with entry templates for more information about entry templates. See Associate entry templates with folders for more information about associating entry templates with a folder.

Application Integration

  • From an Office application's FileNet P8 or IBM FileNet Workplace XT menu, click Add > Add Document > Select an Entry Template.
  • From Outlook, locate the Outlook item you want to add. From the FileNet P8 or IBM FileNet Workplace XT menu, click Add, and then select a profile used for adding the item. The profile you select must have an entry template assigned to it.
  • When you add a document from within Outlook or an Outlook item, you must first select a profile. The profile settings determine whether you use the Add Document action or an entry template. Your site administrator creates profiles in the Application Integration site preference.

Do one of the following:

  • Click Author to access the Author page. If needed, click General Tools.
  • Under Add Document, click Add Using a Template for the type of object you want to add.
    • Add New Document
    • Add New Folder
    • Add New Custom Object
  • Click Shortcuts, and then click Templates to access an entry template, and then start the add process.
  • Double-click an entry template name to start the add process.
  • If the folder has no ETs associated with, then use the default e-mail class; If has, then the user will be able to choose one from the valid ET list.
    Folder association is a bit complex, we may need a separate topic for this.