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, custom objects, 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.
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 |
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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.
To move an item
- Navigate to the item you want to move.
- Select the appropriate action depending on your client application:
- In an integrated Office application or Outlook using Integration for Microsoft Office, right-click the item you want to move and click Cut. You can click Undo cut if you change your mind about moving the item. Right-click the folder in which you want to move the item and click Paste.
- In Workplace, right-click the item and click Move.
- If the item is filed in more than one folder, select the folder from which you want to move the item.
- 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
- Navigate to the item you want to delete.
- Do one of the following actions:
- In an integrated Office application or Outlook using Integration for Microsoft Office, right-click the selected item and click Delete.
- In Workplace, right-click the item and click Delete. If you want to select more than one item, select the check boxes to the left of the items you want to file. To select all items in the page, select the check box to the left of the title row for the list of items. From the Actions Menu, click Delete.
- 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 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.
Workplace and Application Integration | Office 2007 applications using Integration for Microsoft Office |
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From an integrated Office application, locate the IBM ECM tab, and do one of the following actions:
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