Application Integration BCS preferences (Workplace XT)
The Application Integration BCS site preferences determine the behavior of specific
Application Integration BCS features.
Authoring options
The authoring options determine various behaviors when you add, check in, or check out a document.
- Show default entry template determines whether users can select the default entry template when adding or checking in a document. The default entry template requires the user to specify the location of the document, the document class, and any properties specified by the class. Disable this option if you want to limit users to entry templates you have created.
- Check out when opening document determines whether a document is automatically checked out when the user double-clicks the document in the task pane. The user must have the appropriate access rights to check out the document. This option does not apply to opening the document using the menu options.
- Close task pane after opening document determines whether the browse or search pane is closed after a FileNet P8 document is opened. When this option is enabled, the task pane is closed when the document is opened. If the document opens in a new window, the task pane on the original window is closed as well.
- Use file name as title specifies whether to use the Microsoft® Office document's file name, with extension, as the default title when adding a new document. When this option is enabled, it overrides the default title, if any, specified in the entry template.
Delete local file options
The delete local file options determine whether the local copy of a document is deleted from the local file system after adding or checking in a document from an Office application. Deleting the file is a good idea when the file has multiple authors; each author is then forced to check out and download the latest version of the file before modifying it again. The following options are available:
- Delete after adding determines if the local file is deleted when the document is successfully added.
- Delete after checkin determines if the local file is deleted when the document is successfully checked in.
- Delete after saving determines if the local file is deleted when the file is saved with the Save action.
- Delete after canceling checkout determines if the local file is deleted when a checkout is canceled successfully.
NOTE The local file is deleted only when the Office application you are using is the same application that was used to create the file. The file must also be open when you cancel the checkout. If it is closed, the checkout is not cancelled.
Outlook options
The Outlook options determine how Microsoft® Outlook behaves when you add e-mail messages to FileNet P8 and when you send FileNet P8 objects in an e-mail message.
- Prompt for properties when adding determines whether Outlook prompts the user to type information when adding an e-mail message to FileNet P8 using the drag-and-drop method. When this option is disabled, the user can simply add an e-mail message to FileNet P8 without entering any information by dragging and dropping it into the desired folder. The properties for the e-mail are automatically populated based on how the properties have been mapped. See Configure Microsoft Outlook property mapping for more information.
- Delete e-mail after adding determines whether the e-mail message is deleted from Outlook after it is successfully added to FileNet P8.
- Add attachment as link only determines what happens when users want to send a FileNet P8 object in an e-mail message. When this option is disabled, the user can choose to add the object either as a copy of the original or as a link to the original. When this option is enabled, the user has the option to add the object to the e-mail only as a link to the original object.
File tracking
The file tracking options determine the default location for users' files. To get the most benefit from File Tracker, the options you select here should match the options you choose for the general settings for file tracking.
The Document directory setting specifies the path on a user's system in which documents should be placed when a user opens or checks out a document. The following options are available:
- Use Workplace XT Settings uses the document directory and qualified path settings from the site preference for general settings for file tracking.
- Application Defaults uses the application's default location, usually C:\Documents and Settings\username\My Documents.
- Home Path uses the directory path specified by the user's profile, usually C:\Documents and Settings\username.
- My Documents sets the directory path to the user's "My Documents" folder, usually C:\Documents and Settings\username\My Documents.
- Exact Path uses the exact path entered in the Qualified path field.
The Qualified path field is used to specify an exact path or a folder to append to the path specified by the Application Defaults, Home Path, or My Documents setting. The resulting path must exist on the user's system. This field is ignored if you have selected Use Workplace XT Settings.
For example, assume the application's default location is C:\Documents and Settings\username\My Documents and you specify MyFolder as the qualified path. When users check out or open a document from Word, their document is saved to C:\Documents and Settings\username\My Documents\MyFolder.
File type categories
You can specify file type categories to be used as filters when users browse or search for documents. A file type category contains a list of MIME types; a file type with no defined MIME types applies to objects with no content. File types are defined in the File type categories site preference.