Interact with documents and folders
You can perform the following actions on documents and folders in an IBM FileNet P8 object store.
Create folders and add new documents
You can create folders and add documents to the FileNet P8 object store. You can add documents that are stored locally on your machine or that reside outside of your environment, such as a web page, by specifying a path. You can also add an external item that cannot be stored electronically but can be represented and tracked by a collection of properties. A set of video training DVDs is an example of this type of document.
You assign a class to folders and documents when they are created. See View or edit properties below for more information about properties.
You can create a document as a major or minor version. See View version history below for more information about versions.
Check documents in and out
You can check in documents of an object store to add or change content. Once checked out, a document's content cannot be altered by other users unless they have the appropriate administrator-level account permissions to do so. Once you finish making changes, you can check the document in. If you decide not to make any changes to the document, you can cancel your checkout and the document reverts to its previous version state.
You can check in a document as a major or minor version. See View version history below for more information about versions.
View or edit properties
You can view the properties of items in the object store and make changes to editable properties. The specific properties associated with an item are defined by its class. (A class is similar to a SharePoint content type.) For example, a base document class exists for documents. Additional document classes, created by an administrator, also exist in an object store. When you add a new item of any kind, a key step in the process is the choice of a class to assign to the item. Your choice of a class determines the specific properties associated with your new item.
System properties are listed after the class's custom properties. System properties cannot be edited.
Manage permissions
You can view the permissions assigned to a FileNet P8 document or folder. Depending on the permissions you have to a document or folder, you can grant or deny permission to that document or folder.
The table below describes the permissions related to documents. Document permissions are hierarchical. Having the highest level permission automatically grants you all of the lower permissions. (The Publish permission is an exception; it can be granted to higher permission levels.)
Document Permissions | Description |
---|---|
Full Control | The Full Control permission grants you complete control of the document. You can delete the document and set the security for the document. By default, the user who adds a document to the object store initially has Full Control permission for that document. Publish permission, if applicable, is listed in addition to Full Control. |
Promote Version |
Promote Version allows you to check out a document, check it back in as a major version, or cancel the document checkout. Publish permission, if applicable, is listed in addition to Promote Version. |
Modify Content |
Modify Content allows you to check out a document, check the document back in as a minor version, or cancel the checkout. Publish permission, if applicable, is listed in addition to Modify Content. |
Modify Properties | Modify Properties allows you to change the properties for a document. |
View Content |
View Content allows you to view the contents of a document. For example, if the object is a spreadsheet document, you can open and view the spreadsheet. |
View Properties | View Properties allows you to view the properties of a document. |
Publish | Publish permission allows you to publish an existing document using the Workplace application |
The following table describes the permissions related to folders. Folder permissions are partially hierarchical. Having the highest level permission grants you the lower permissions. (The Create Subfolder and File in Folder permissions are exceptions, both permissions can be revoked independently from the Modify Properties permission level.)
Folder Permissions | Description |
---|---|
Full Control | The Full Control permission grants you complete control of the folder. You can delete the folder and set the security for the folder. By default, the user who adds a folder to the object store initially has Full Control permission for that folder. |
Modify Properties | Modify Properties allows you to change the properties for a folder. Create Subfolder and File in Folder permissions, if applicable, are listed in addition to Modify Properties. |
Create Subfolder | Create Subfolder allows you to add a subfolder to an existing folder. NOTE The Create Subfolder and File in Folder permissions are at an equal level in the permissions hierarchy. |
File In Folder |
File In Folder allows you to add documents to a folder. |
View Properties | View Properties allows you to view the properties of a folder. |
NOTE The level of access you have to folders and documents is based on the permissions configured for your FileNet P8 user account. Although you need the appropriate SharePoint permissions to view and access the Browse web part in a SharePoint site, the access rights associated with your FileNet P8 user account determine what you are able to do when working with folders and documents viewed in the Browse web part.
View version history
You can view a document's version history, open and view previous versions of a document, and delete versions of a document. Document versions are created when you check a document in and out. A version represents the document as it existed at a particular time in its history, and is individually saved and maintained in an object store. When taken together, the different versions of a document become the version series for the document. When you check out a document, you always check out the current version (the most recent version in the version series).
A version can be a major or minor version.
- A major version is one that has been approved as released, or was released in the past but has now been superseded by a more recent released version. Released major versions are typically designed to be available to a wide range of users. Access to superseded major versions is typically more restricted, such as to a select group of authors and reviewers. Major documents always have a minor number equal to zero. For example, a document with a major version number of 2, and a minor version number of 0 (sometimes displayed together as in 2.0) is a major version.
- A minor version is one that has not been approved and released as a major version. The most recently checked in minor version is marked in process. There can be only one in process version in a version series. Older minor versions are marked as superseded, and there can be many superseded versions. Access to minor versions is typically restricted to a select group of authors and reviewers. A reservation document (the editable document version created by a checkout) is always a minor document. A document is a minor version if its minor number is 1 or more (that is, not equal to zero). For example, a document numbered 2.1 is a minor version.
View folders filed in
You can use the Folders Filed In action to view a list of the folders in which a document is filed.
Show hyperlink
You can display the full Web address to a selected document or folder. You can copy the Web address into your browser's address box, or use it to create a browser bookmark or favorite. You can copy the Web address and paste it into a document or e-mail.
For a document, this action displays the Web address for the released version or, if there is no released version, the current version. To display the Web address for a different version, select the appropriate version from the URL for list.
For a folder, this action displays the Web address for the properties page of the folder.
Launch a workflow
You can launch a workflow from the list of subscriptions associated with a document or folder class. If there are no subscriptions defined, nothing is listed, and you cannot launch a workflow.
After you select a workflow, you can enter information for the launch step as needed. You can add comments, modify the subject, and set any parameters defined for this step. For example, you can add and edit attachments, edit data field values, or edit the workflow group members if these are defined as available in the launch step. (Custom step processors might not provide all of these options.)
Once launched, you can work with tasks assigned to you in your personal inbox or in a public inbox. See Work with tasks in your Personal Inbox or Work with tasks in a Public Inbox, respectively.
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