Using Workplace XT, you can add, retrieve, and view items such as documents and folders that are stored in a repository called an object store. You can use Workplace XT to browse through lists of documents and folders that have been organized in a specific way. For example, your system might organize all loan application documents by the last name of the applicant, putting all those beginning with A-F in one folder, G-K in another folder, and so on.
You can also search for only those documents that meet specific criteria. Using the example above, you might want to retrieve from the object store all loan applications that are above a certain amount, regardless of the applicant's name.
Whether you retrieve documents by browsing or by searching, you work with the resulting list of documents and folders in similar ways. You can access the features in Workplace XT from the Banner links, Toolbar, pop-up menus, and you can perform the following common procedures on lists of items: sort contents, select multiple items, quickly browse through long lists by paging.
See Browse for documents and folders and Search for documents and folders for additional information.
Workplace XT provides both browse and search capabilities that help you find specific items stored in an object store and access to features used for working with folders and documents. It is similar to Workplace in that both applications offer some of the same features; however, the procedures you perform to complete an activity might be different.
The banner at the top of the browse and search modes identifies the current user and provides links for navigation and menu choices.
The options on the Tools menu are divided by the type of work you need to perform, such as creating templates, security policies, workflow subscriptions, and workflows. You can download applications such as Application Integration and eForms from this menu. In addition, you can use this menu to perform administrative processing tasks like setting up site preferences. Note that the banner does not appear on Tasks and My Workplace. See Use action-related tools for more information about the menu options.
Other banner links include the following items:
TIP When you search in the online help, search returns numerous Workplace topics that are not applicable to Workplace XT. You can narrow your search to applicable Workplace help topics by appending your keywords with AND "Workplace XT". This ensures that all topics returned apply to Workplace XT. Click Search Tips on the search page for more information.
The toolbar provides access to:
The Actions button provides a menu of additional actions related to an item you have selected. For example, a specific action, such as Cancel Checkout, is not available if the selected item is not currently checked out.
A pop-up menu is accessible from an item when you right-click the item. Similar to the modes and actions available from the toolbar, the actions available on the pop-up menu are dependent on the item you have selected. For example, if a selected document is not currently checked out, then the Cancel Checkout menu item is not available.
When working with lists of items, you can sort the contents, page through the list, select one or multiple items, and export the list of items to a specific Microsoft Excel comma separated value (CSV) file and save it locally.
Contents can be sorted within a list, but the list can be sorted on only one column at a time. They can also be sorted by the application to which documents are associated based on the application's MIME type. For example, you can sort a list by Microsoft Word documents based on Word's MIME type. To sort by MIME type, hover your cursor over the first column before the first column name, and then click the first triangle.
All unique MIME types are sorted alphabetically. Identical applications might be assigned different MIME types and when you sort them, you might see different groupings of the same application as a result.
To sort by a column, click the column's title. A triangle after the column name indicates the column by which the list is sorted and its sort order. The upward triangle indicates an ascending sort, such as A to Z or 0 to 9, and the downward triangle indicates a descending sort order. Names of column headings are configured by your site administrator, so your column heading names can vary. There might also be instances where you cannot sort on certain columns because assigned names for specific columns might not exist in an object store you are using.
Note a few exceptions to sorting your content:
The items in a list and hierarchy can be organized into groups and you can page through consecutive groups. The number of items specified for a group is defined by your site administrator. For example, a group of 15 items might be assigned to page 1 in a folder hierarchy. If you don't see what you are looking for in the first page with a group of 15 items, click the next number directly or directional arrows to browse to the previous or next group.
However, if you select a page other than the first page while viewing a list, and then sort the list, the list is sorted; but you are returned back to the first page of items, not the page from which you initiated the sort.
By selecting multiple items, you can apply the same action to all the items at one time. For example, you could assign the same security policy to all selected documents.
To select multiple items in a list, hold down the Ctrl key, and then use the left mouse button to click each item you want to select.
To select a range of consecutive documents, select the first document in the range, hold down the Shift key, and then select the last document in the range.