IBM FileNet P8, Version 5.2            

Managing a multi-content document

A multi-content document has one document ID assigned, but the document consists of more than one electronic file. For example, you might have a proposal that contains both a word processing document and a spreadsheet document. For tracking and retention purposes, you would like to use the same name, the same properties, and the same location for this document, even though it consists of two files. You can do so by using a multi-content document to group the files. When working with a multi-content document, you have access to all of the files (subject to your security access).

You can add and remove content elements as needed, and each version of a document can have different files as content elements. That is, the content element files are associated with a specific version of the document. You must check out a document to add or remove content elements. When you check out a multi-content document, a reservation object is created for the new version of the document. This reservation object does not carry the multi-content information. That is, the multiple content elements are not automatically carried forward from one version to the next. When you check in the new version of the document, you must manually add each content element to the new document version.

Your site administrator determines which users can view the contents of a multi-content document and which users can save or delete content elements from the document. If you do not have appropriate access, you can only view the first element contained in the document. In other words, you would not know that the document contained other elements.

To manage multi-content documents:

  1. To create a multi-content document:
    1. Add the first document element using the Add wizard or an entry template.
    2. Check out the document.
    3. Use the Save Content action to save the first element of the document.
      1. Navigate to the document. Right-click the document name and click More Actions > Save Content.
      2. Click Browse to locate the file for the first element.
      3. After you accept this first file, it becomes the first content element.
    4. Use the Save Content action to add the next content element.
      1. Navigate to the document. Right-click the document name and click More Actions > Save Content.
      2. Make sure that the Save as new secondary file option is selected.
        Tip: You can also replace a specific content element with a different file if needed by selecting the file in the list.
      3. Click Browse to locate the file.
      4. After you accept this second file, it becomes the next content element.
    5. Repeat step 4 as needed to add additional files as additional elements.
    6. Check in the file.
      Note: If you cancel the checkout (instead of checking in the file), all of the saved content since the last checkin is discarded.
    7. On the Select File step, make sure the Saved Content radio button is selected and click Finish.
  2. To delete an existing content element:
    1. The document must already be checked out and contain at least two content elements. That is, you have used the Save Content action to add at least two content elements to the document, but you have not checked in the document yet.
    2. Navigate to the document that contains the multiple content elements. Right-click the document and click More Actions > Delete Content.
    3. Select each file name that you want to delete from the document.
  3. To download a multi-content element document:
    Note: If you select two or more multi-content documents, only the first element of each multi-content document is downloaded.
    1. Navigate to the existing multi-content document. Right-click to open the pop-up menu, or open the information page for the document.
    2. Click Download. The Download Content page opens.
    3. Select each file name that you want to download. To select all objects, select the check box in the first (column header) row.
    4. Click Accept. If you selected more than one file, a compressed file named after the first file is downloaded to your local computer.

    Viewing multi-content files:

    If all content elements are images, the multi-content files can be viewed in their entirety in Image Viewer. However, be aware of the following behavior when working with multi-content files that include a mixture of elements that are images and not images:

    • If the first element is an image and subsequent elements are not images, a file list is not displayed and Image Viewer does not render the subsequent elements correctly.
    • If the first element is not an image, a file list is displayed.


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Last updated: March 2013
wp_document_multi_content.htm

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