Manage a document

You manage documents in an object store by using actions that help you organize your documents. You can file documents into folders, move documents to different folders, or delete documents. You can also save minor changes to a document without checking the document into an object store.

File and unfile items

You can file one or more documents, searches, or forms in multiple folders. The item is not duplicated in each folder, but instead, each folder contains a reference to the same item. It can be edited from any of the locations if the user has access rights to the item. When you file documents in integrated Office 2007 applications using Integration for Microsoft Office, you copy documents from one location and paste them in another location.

TIP In Workplace XT and integrated Office 2007 applications using Integration for Microsoft Office, you can file a document in another folder by pressing the CTRL key while you drag one or more items into the specific folder.

You can also unfile items from a specific folder. When you unfile an item, you are taking it out of its current folder. When you unfile the item from all of its folders, the item remains in the object store; however, the only way to locate the item is to search for it. If the item is not filed in at least one folder, you cannot browse for the item.

To file an item in a new folder To unfile an item from a folder
  1. Select one or more items you want to file.
  2. Select the appropriate action depending on your client application:
    • In Workplace XT, right-click the selected items and click More Actions > File.
    • In an integrated Office 2007 application using Integration for Microsoft Office, right-click the item you want to file and click Copy. Right-click the folder in which you want to file the item and click Paste.
  3. Select the folder where you want to file the item.
  1. Navigate to the item you want to unfile.
  2. Select the Unfile action depending on your client application:
    • In Workplace XT, right-click the item and click More Actions > Unfile.
    • In an integrated Office 2007 application using Integration for Microsoft Office, right-click the item you want to unfile and click Unfile.
  3. If the item is filed in more than one folder, select the folder from which you want to unfile the item, and then click Unfile.

Move items

You can move a document, search template, form, or custom object from one folder to another in the same object store. When you move a document in integrated Office 2007 applications using Integration for Microsoft Office, you cut a document from one location and paste it in another location.

TIP In Workplace XT and in integrated Office 2007 applications using Integration for Microsoft Office, you can drag one or more items from one folder to another.

To move an item

  1. Navigate to the item you want to move.
  2. Select the appropriate action depending on your client application:
  3. If the item is filed in more than one folder, select the folder from which you want to move the item. The folder defaults whenever possible to your current location in the tree view. You can optionally select a different folder. In some cases, for example, in search results, you must select a folder if the item is filed in more than one location.
  4. Select the folder to which you want to move the item.

Delete items

CAUTION  When you delete an item, such as document, it is completely removed from an item store. You cannot undo a delete and an administrator cannot recover the deleted item.

To delete an item

  1. Navigate to the item you want to delete.
  2. Do one of the following actions:
  3. Review the results. If you deleted more than one item and a red asterisk displays next to an item's name, the delete failed. Click the asterisk to review the error report for that item.

Save content

While you have a document checked out, you might want to save minor changes without checking the document back into the object store. When you save the document, your changes are stored, but the document remains checked out to you.

The Save Content action is also used to create and update a document with multiple content items. For more information about multi-content documents, see Manage multi-content documents.

NOTE  Be sure to check your document in after you have completed all your changes. If you cancel the checkout instead of checking the document in, the document reverts to the previous version and all the saved changes are discarded.

To save a document

Saving a document in Workplace XT and within an integrated Microsoft® Office application involves some different steps. Navigate to the checked out document you want to save and refer to the appropriate section below for instructions.