IBM FileNet P8, Version 5.1.+            

General settings for Author

The general settings for Author site preferences determine the default behavior for adding or checking in documents and whether the security page displays.

Note: In addition, you can set a default starting class for each object store. See Author object store preferences for more information.

Add as major version

The Add as major version site preference determines the default setting for the Add as major version option when adding a new document. The default setting is No (add the document as a minor version). The user can override the preference setting when adding a document.

Check in as major version

The Check in as major version site preference determines the default setting for the Check in as major version option when checking in a document. The default setting is No (check in the document as a minor version). The user can override the preference setting when checking in a document.

Require folder selection

In the past, content has been organized into folder structures and users browse through folders to find content. This requires users to understand the folder structure to find documents. As search technology has evolved, there is new emphasis on indexing all content and setting up search criteria instead of navigating folder structures. In this case, there is no need to require documents and custom objects to be filed in folders.

Content Engine allows a document or a custom object to be added to an object store without specifying a folder in which it is to be filed. You can take advantage of this feature by setting the Require folder selection site preference to No. Users can then add new documents without specifying a folder to contain them.

Security page visibility

The Security page visibility site preference determines whether the Security page displays during certain operations. The default is Show.

When the preference is set to Hide, a user cannot view or set security when performing the following operations:

New objects acquire the default security defined in Enterprise Manager. Similarly, new document versions inherit the security of the previous version.

Regardless of the preference setting, a user can view the Security Info page when displaying a document's properties, and the user can edit security properties if the document's access rights permit it.

The wizards and applets that are accessed through Workplace XT Advanced Tools are not affected by setting this preference to Hide.

Authoring page display

The Authoring page display site preference determines the actions available to Workplace XT users when authoring a document or folder or when viewing or editing document or folder properties. Several of the Workplace XT authoring actions come in two flavors: actions with a streamlined interface with fewer options (" Workplace XT"); and actions with a Workplace-like interface, with all possible options ("Workplace"). You have the choice of using the Workplace XT and Workplace wizards, or the Workplace wizards only. The default is to use both sets of actions.

The Workplace XT actions have the following limitations:

Note: This site preference does not affect the Add Document or Add Folder option in the Application Integration menus, and the Add Document and Add Folder action in the Authoring portlet. These options always start the advanced, or Workplace-like, wizard.

The table below describes the actions available to you for each option.

Table 1. This table describes the Authoring page display options.
Option Available actions and results Use this option if under these circumstances
Workplace XT and Workplace The Add Document action starts the Add Document wizard. The Advanced Add Document action starts the Advanced Add Document wizard (the same as the Add Document action in Workplace only option).

The Add Folder action starts the Add Folder wizard. The Advanced Add Folder action starts the Advanced Add Folder wizard (the same as the Add Folder action in Workplace only option).

The Check In action starts the Check In wizard in quick checkin mode, with the ability to specify additional options if desired. The Advanced Check In action starts the Advanced Check In wizard (the same as the Workplace only option).

The Properties action opens the properties sheet displaying custom properties. The All Properties action opens the properties sheet displaying custom and system properties, with links to other views and related actions (the same as the Properties action in the Workplace only option).

The Open action on an entry template adds a document using a streamlined entry template. This entry template is used by default whenever adding a document using an entry template. The Advanced Open action on an entry template adds a document using the Workplace-style entry template (the same as the Open action in the Workplace only option).

You want the option to use a streamlined interface when adding or checking in documents. You can still use the Workplace actions when necessary.
Workplace only The Add Document action starts the Advanced Add Document wizard (the same as the Advanced Add Document action in the Workplace XT and Workplace option). Entry templates that are associated with a folder using the Associate Entry Templates action are ignored.

The Add Folder action starts the Advanced Add Folder wizard (the same as the Advanced Add Folder action in the Workplace XT and Workplace option).

The Check In action starts the Check In wizard allowing the user to check in a document using the property values and access rights from the previous version. The Advanced Check In action starts the Advanced Check In wizard (the same as the Workplace XT and Workplace option).

The Properties action opens the properties sheet displaying custom and system properties, with links to other views and related actions (the same as the All Properties action in the Workplace XT and Workplace option).

The Open action adds a document using the Workplace-style entry template (the same as the Advanced Open action in the Workplace XT and Workplace option). This entry template is used by default whenever adding a document using an entry template.

You want to ensure that users use the Workplace actions with options not available in the Workplace XT actions, such as setting security or checking in saved content.


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Last updated: July 2011


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