Documents
Your daily work probably includes interacting with many types of documents. For example, you might create documents, review documents, file documents, move documents to a different folder, update documents, or delete documents. The documents you handle might be word processing files, spreadsheet files, forms, or any type of electronic file. Documents can also be just a collection of document properties that refer to an item you want to track, such as a CD, DVD, book, or other physical device.
For the most part, the types of actions you perform related to documents, such as adding a new document or checking out an existing document, work the same way, no matter what the type of document. However, some types of files are designed to use special features. For example, a publishing template is a special class of a document that advanced users can create using the Publishing Designer application. The Publishing Designer application performs the adding, checking in, and checking out of the publishing template file, and you cannot perform these actions directly on the file. However, you can locate the file using Browse or Search, and you can view its property information if you have appropriate access rights.
Form data is another special type of document. If your site has installed and enabled eForms, then you can work with forms in addition to other types of documents. You cannot directly perform the add, checkout, or checkin, download, or save actions for form data. Instead, when you open a form data document, the document is automatically checked out for you. For more information, see Work with FileNet P8 eForms.
Workplace provides many tools to help you manage documents, their properties, and their security. For example:
- Information pages provide you with immediate access to all properties associated with a document as well as many actions you can apply to managing the document.
- You can navigate through the hierarchy of object stores and folders in Browse to find an existing document that you want.
- You can use search templates to find documents. These templates allow you to fill in specific information that will focus your search better. Search also offers you the opportunity to use a simple search set up specifically with criteria that works best for you.
- You can use wizards to perform basic document tasks including adding documents, checking documents in, and canceling checkouts. You also have access to entry templates that make your document entry consistent and efficient in such critical areas as properties and security.
The topics that follow show you how to use all the different tools to make document management easy and flexible.
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