Exploring Content Server

Understanding Workspaces and Containers

One of Content Server's main purposes is to provide an environment that allows people
to find, work with, save, and share information. The way you store items in Content
Server in different places, or containers, is similar to the way you organize the files on
your computer in different directories. However, Content Server is more sophisticated in
the way it handles information. It provides Workspaces and specialized Containers that
help manage information according to its type and purpose. In addition, Content Server
provides a permissions structure that enables you to easily control who has access to
information, based upon where it is stored.
Browse Views

In Workspaces, Folders, and Compound Documents, depending on the browse settings

your administrator has selected, you can choose from different browse views to change
the way items are presented. The browse view buttons appear on the right side of the
screen under the Global Menu Bar, just below Search:

Show Detail View,

, displays icons in a list and includes additional
information, such as an item's type, name, size, and modified date. This view
also shows the multi-select buttons. The multi-select buttons
include Copy, Move, and Delete. The multi-select buttons can be used on a
single item, or on multiple items, by selecting the multi-select check boxes to
the left of each item in the list.

Show Large Icon View,

, displays large icons for each item in four columns.

Show Small Icon View,

, displays small icons for each item in two columns.

Note:
The browse view buttons are only available when your administrator enables
this setting. If the setting is not enabled, items appear in the Detail View by
default.

Workspaces

You can think of Workspaces as volumes that divide Content Server into different
operational areas. In an organization, some information is meant to be publicly shared,
some is to be shared by a team, and some information is confidential. Workspaces are
the basic functional compartments that store and organize information according to
their intended audience.
There are common elements which are seen on all types of Workspaces. These common
elements include the Global Menu Bar, the header, and the footer. The default settings
for these common items are listed below. Your administrator can alter the default
settings for each of these common elements.
The Global Menu Bar provides access to the Enterprise, Personal, Tools, Help, which
displays as a ? graphic, and Search menus. Depending on your custom settings, you
may see other options. Also, as you move through Content Server, other menu items
will dynamically display on the Global Menu Bar. For example, when you are in a Project,

you will see the Project menu appearing after Tools.

The header displays above the Global Menu Bar as a graphic. With the exception of the
user and admin help pages, this graphic is a link to the Enterprise Workpace.
You can change the default setting for the header graphic by
selecting Tools then Settings from the Global Menu Bar. On the General tab, choose
another option from the Default Start Page list. This will set the header graphic to link
to the page of your choice.
The footer displays as: <userid> <date> OpenText Content Server <version>
<copyright>.
The three primary Workspaces in Content Server are:
1.

Enterprise Workspace: which you access from the Global Menu Bar by clicking
the Enterprise menu and then clicking Workspace. By default, you can also
access the Enterprise Workspace by clicking the header graphic which is found
at the top left side of each page. The only header graphics which are not links to
the Enterprise Workspace are those found at the top of the user or admin help
pages.

2.

My Workspace: which you access from the Global Menu Bar by clicking
the Personal menu and then clicking My Workspace.

3.

Project Workspace: which you access from the Global Menu Bar by clicking
the Personal menu and then clicking Projects. If you have created, or been
added to, a project, that project name will appear as a link on this page.
Selecting a project name will take you to that project's workspace.

Each Workspace has unique tools and characteristics, but their behavior, navigation
methods, and appearance are basically the same.
The Enterprise Workspace

The Enterprise Workspace is the public forum in Content Server. It is used to store
information and items that are intended for all users in your organization to see and
work with. Although all users typically have the ability to see the items in
the Enterprise Workspace, only a select number receive permission to add, delete, or
modify items there.

Note:
Permissions control your access to everything in Content Server. For more
information about permissions, see Understanding Permissions.

The My Workspace

Every user has a private storage area called My Workspace which is accessed by
clicking Personal on the Global Menu Bar, then clicking My Workspace. You have full
permissions on your personal Workspace, which displays as <your_userid> Home. For
more information about your personal Workspace, see Using My Home.
The Project Workspace

Projects are unique in the sense that they are added to Content Server like an item, but

each one functions as a discrete Workspace. Every Project added to Content Server
receives its own Workspace, which is accessible only to users who are assigned to
participate in it. For more information about the Project Workspace, see Working with
Projects.

Note:
Another unique aspect of Projects is that they have their own permissions
model. For more information, see Understanding Project Role Permissions .

Containers

Containers are items that organize the information stored in Content Server in a
systematic way. The most common Container type, because it can store almost any
type of item, is the Folder. Other Containers, such as Discussions and Compound
Documents, can store only certain kinds of items. Different Containers have different
characteristics and unique functions. For more information about containers and other
item types, see Understanding Items.

Note:
Workspaces and Containers are sometimes collectively referred to as
locations.

Browsing Containers

If your administrator has enabled the pagination feature, you can limit the number of
items that appear per page when you access a Container. Arrow keys at the top and
bottom of each page enable you to navigate to the next or previous pages of items
within the container. You can specify the number of items you want to appear on the
page by selecting a number from the Show Items list.

Note:
The pagination tools are also available on the Configure and Target Browse
pages for Containers. For more information about pagination tools,
see Understanding the User Interface.

Exploring Content Server

Understanding Items
Content Server enhances knowledge management by providing you with many different
types of work items. The information you can store in Content Server comes in many
forms, and the different item types support different kinds of information. Most item
types, such as Documents and News, represent a particular kind of information.
Examples of other items include Containers, Reference items, and Item Templates.
The item types available to you throughout Content Server may differ depending on
your permissions, privileges, optional modules, and any customizations made by your
administrator.
The following sections describe the most commonly used item types and their purpose.
Table 3-1: Container Items
Ico
n

Name

Description

Appearance

A special container that stores Documents and special Text

Documents containing HTML code, which are used to apply
customizations to the Content Server user interface.

Folder

A container that stores other items. Folders can contain almost all
types of items. A Folder inside another Folder is known as a
subfolder.

Compound
Document

A container that stores multiple Documents, such as chapters of a

book, in sequential order. Compound Documents can contain only
Documents, Shortcuts, Generations, and other Compound
Documents.

Channel

A container for storing and publishing News items.

Project

A work environment for teams who are collaborating on a common

goal.

Discussion

A container that holds collections of Topics and Replies by which

users exchange information about a common subject.

Task List

A container that stores and organizes Tasks.

Task Group

A container within a Task List used to organize large groups of

related Tasks.

Category

A container for storing and organizing attributes.

Custom View A special container for storing HTML code that enables you to
customize the appearance and behavior of Content Server.
.
Table 3-2: Reference Items
Ico
n

Name

Description

Shortcut

A pointer to an item elsewhere in Content Server.

URL

An address of an external Web page. Although you can use a URL to

link to another Content Server item, it is preferable to use a Shortcut.

Generati
on

A pointer to a particular Version of an item, usually a previous

Version.

Release

A special kind of Version for a Compound Document. A Release is a

read-only snapshot of a Compound Document, and all its contents, at
a particular point in time.

Revision

A special kind of Version for a Compound Document. A Revision is a

read-only snapshot of a Compound Document, and all its contents, at
a particular point in time. A Revision is similar to a Release, but is
suitable when you want to preserve only minor modifications to a
Compound Document and do not need to create a new Release.

.
Table 3-3: General Items
Ico
n

Name

Description

Document A Document of undetermined type. By default, Content Server

recognizes many file types, including Microsoft Word document
files,
files,

, Microsoft Excel spreadsheet files,

, and HTML document

Text
A document file in plain text format.
Document
News

A News item added to a Channel that can be broadcast in a News

Player. News is made up of a headline and a story.

Topic

The beginning of a thread in a Discussion.

Reply

The continuation of a thread in a Discussion.

Task

A work assignment issued to a user or group.

Milestone

A marker used to associate a Task with a particular stage of a Project

or date.

Workflow
Map

A graphical depiction of a structured work process.

Poll

An item that enables users to vote on specific issues.

LiveReport A direct query run against the Content Server database that reports
statistics and other information about the database and the items in
it.

Query

A stored set of search criteria that can be re-executed.

Snapshot

A stored set of Search Results. Displaying the Snapshot does not reexecute the Search that produced it.

Version

A previous version of a Document, Workflow Map, or other

versionable item type that is maintained by Content Server.

Table 3-4: Template Items

Ico
n

Name

Description

Search
Template

A configuration of the Content Server Search page that you create

and save. It allows you to reuse a particular configuration of
the Search page without having to create it each time.

Project
Template

An item that contains a preconfigured object hierarchy and

content that you can use as the basis for a new Project that you
create.

Search
Results
Template

A configuration of the Search page that you create and save. It

allows you to reuse a particular configuration of the Search page
without having to create it each time.

Exploring Content Server

Understanding Groups
Every user is a member of at least one group and may be a member of many groups.
Groups can also contain other groups. A group within a group is known as a subgroup.
The principal group of which you are a member is called your Department. Normally,
your Department corresponds to the department to which you belong in your
organization. For example, Sales or Product Development.
The main purposes of creating users and groups are:

To grant system privileges to users. System privileges include a user's ability to

sign in, the kinds of items the user can create, and the privilege to create other
users and groups.

To control user's access permissions. Access permissions define whether the

user or group can see or modify a given item.

To assign work through Workflow steps and Tasks.

To set up default notification for new users.

Organizing users into groups also simplifies the administration of access control and
work processes because specific changes can be applied to many users at a time.
For more information, see Working with Users and Groups.

Exploring Content Server

Understanding the User Interface

The user interface provides intuitive access to the system's features and functions. This
page explains the basic controls that you use to access different areas of the system

and work with items.

Note:
Because your administrator can modify the configuration of Content Server
and set permissions to limit what you can see and do, Workspaces and
navigational elements may not appear or behave as described here.

Navigational User Interface Elements

Global Menu Bar

The Global Menu Bar appears on almost every page in Content Server. Certain
Workspaces, such as a Project or Task List Workspace, have their own Global
menus. Global menus change dynamically depending on your permissions for
the page that you are viewing in Content Server. By default, the following four
menus always appear on the Global Menu Bar:

Enterprise: this menu allows you to access the Enterprise

Workspace and the Users & Groups page.

Personal: this menu allows you to access your My Workspace and

personal report pages.

Tools: this menu allows you to search Content Server, log out, and
modify your settings.

Help: this menu is represented by ? on the Global Menu Bar. This

menu allows you to: access the Table of Contents for online help; access
context-sensitive online help for individual pages; send feedback to the
administrator via email; access the Open Text Online portal; and open
the About Content Server page.

Navigation Menus

The Navigation menu allows you to navigate up and down levels in the Content
Server system. The default navigation option, as shown in the image above, is
the list. However, your administrator can change the navigation style, or enable
users to specify their preferred navigation style. The other navigation style
available is the hyperlink trail, which shows you the system path to an item in a
horizontal sequence. The trail includes item names, associated images, and
a Functions icon. You can navigate to higher levels by clicking a link in the trail.

Featured Items

Featured items are items that are made to stand out in a separate section of a
Container. In the image above, both the Administration Team and the
Financial Team projects are featured items in the Administration folder. In a
Project Workspace, any sub-Projects appear as featured items in the SubProjects section. For more information about categorizing items as featured,
see Customizing Workspaces and Containers .

Pagination Arrows

Pagination arrows allow you to view a specific number of items per page at a
time. You use the arrow buttons to scroll to the next or previous pages. If the
number of items on your page can be displayed on one page, or your
administrator disabled the pagination feature, the arrows do not appear. By
default, pagination arrows comprise the following elements:

Show <n> items list: this list appears on the left side of the page. It
allows you to set the number of items which will be displayed on each
page. The number of items in total is displayed, in text, below the list.

Page numbers, arrows, and Go to page icon: located on the right side
of the page. To page through the list of available items, you can: select
specific page numbers; use the pagination arrow(s); or select the Go to
page icon then type the page number in the Go to page text box. The
number of pages in total is displayed, in text, below this area.

Header

The header is located at the top, left side of the page above the Global Menu
Bar. The header is a hyperlink. By default, clicking the header will take you to
the Enterprise Workspace.
As seen in the image above, the default header displays the text OpenText
Content Server. The Header is fully customizable by your administrator and
may not appear as shown above.

Search

Search allows you to search for items anywhere in Content Server. By default,
the search bar is located on the Global Menu Bar to the right of the Global
menus. Search is fully customizable by your administrator and may not appear
as shown above. For more information about finding information, see Searching
Content Server.

News Item

A News item may be a hyperlinked text News headline. If the News headline is
hyperlinked text, clicking it takes the user to the full news item. By default, the
News item is located below the Global Menu Bar. News headlines are fully
customizable by your administrator and may not appear as shown above.
Functional User Interface Elements

Copy, Move, and Delete Buttons

Copy, Move, and Delete buttons enable you to copy, move, or delete multiple
items at one time. These buttons are used in conjunction with the multi-select
check boxes.

Multi-select Check Boxes

Multi-select check boxes enable you to select the items you want to move,
copy, or delete. The check boxes are located to the left of the items in the list.
Selecting all items applies to only the items displayed on one page. If the
Container has several pages of items on which you want to perform a single
function, you must select all items on each page.
Each line in the image above shows, from left to right: a multi-select check box,
a type icon, the hyperlinked filename, the functions menu and a New icon.

Functions Menu

The Functions menu appears beside most items in Content Server. In the
image above, the Functions menu is the down arrow button that appears next
to the Excel document Financial Projections. Clicking the down arrow button
expands the Functions menu for that item. The Functions menu contains all
of the functions that you are allowed to perform on that item, based on your
permissions and other conditions. The down arrow is also referred to as

the Functions icon.

Hyperlinked Item Names

Hyperlinked item names enable you to open an item by clicking its link. Most
item names in Content Server are hyperlinked. In the image above, the text
filename Financial Projections is a hyperlinked item name which, if clicked,
will open the Excel spreadsheet.

Column Heading Links

Column heading links enable you to sort items according to the column
heading. For most Content Server items, the column heading includes the type,
name, size, and modified date.

Promoted Actions

Promoted actions are hyperlinks available in the Browse View that enable you
to edit, open, or download an item. In the image above, the
file Finance.txt can be edited, opened or downloaded by clicking the
corresponding promoted action. Only those promoted actions available for an
item will display next to that item.

Add Menus

The Add buttons appear in every Workspace or Container where you have
permission to add items. There are four: Drag files, Add Document, Add
Folder, and Add Item. By default, the Addmenus appear directly to the right
of the Copy, Move, and Delete buttons. You can add items to all Content
Server Containers using the Add Item menu. You can add Documents and
Folders using the Add Document and Add Folder buttons.
The Drag files button appears when the Container allows you to drag and drop
items from your desktop to the Browse view of that Container. The Drag
files button is informational only. When it appears, it indicates that you can use
drag and drop immediately, you do not click the Drag files button.
For more information, see Working with General Items.

Multilingual Metadata Editor

The Multilingual Metadata Editor icon appears next to

the Name and Description fields when you are adding, renaming, moving,
copying or configuring an item. The editor also appears on an
item's Properties page. When other languages are enabled in Content Server,
you can use the Multilingual Metadata Editor to add values to
the Name and Description fields in other languages. For more information,
see Working with General Items.

Filter Menus

Filter menus allow you to search for items in a Container based on the item
type and keywords that appear in the title of the item for which you are
searching. The Filter menus appear as a list box and a text box. By default, the
two filter menus appear directly to the left of the Browse View buttons. For
more information, see Finding Items Using Filtering.

Browse View Buttons

Browse View buttons enable you to change the way items appear inside a
Workspace or Container. By default, and if enabled, Browse View buttons
appear above the Add Item menu. In the graphic above, the left-most browse
view button, which is the Show Detail View button, is highlighted.
The Browse View buttons include the Show Detail View, Show Large Icon
View, and Show Small Icon View buttons. For more information about the
available browse views, see Understanding Workspaces and Containers.

Note:
The administrator has the ability to disable the Browse View buttons. If
these buttons are disabled, they will not appear in Containers in Content
Server and users will see items listed in the Detail View only.

Content Filter Sidebar

The Content Filter sidebar enables you to search for items in Content Server
by filtering your search through predefined categories, or facets.
The elements which make up the Content Filter sidebar include:
o

The Filter by name text box and Submit Search button,

The description of the Container the sidebar will search. In the image
above, the description is Project View.

All facets which are available for you to apply to that Container. In the
image above, the facets are Content Type and Modified Date. Each
facet panel displays the name of the facet, as well as a list of all facet
values.

For more information about the Content Filter sidebar, see Using Faceted
Browsing.

Exploring Content Server

Understanding Permissions
One of the most fundamental and important tasks in Content Server is controlling
access to the information it contains, a task known as access control. In Content Server,
your access to items and Containers in the system are defined by permissions, which
are simply the rules that determine what you can see and do in the system. By defining
appropriate permissions for your user population, your organization can effectively
manage the security of information stored in the Content Server database.
Access control is so essential to Content Server that it even defines what you see in the
Content Server interface. For example:

If you do not have the See permission to see an item, the item is hidden from

you when you open a Container or view a Search Results page.

If you do not have the Add Items permission to add items to a Container,
the Add Item menu does not appear when you open that Container.

Only the functions that you have permission to perform appear on an

item's Functions menu.

For every item stored in Content Server, the system maintains an Access Control List,
otherwise known as an ACL. Basically, an ACL is a list of all users and groups that have
access to an item and what actions those users are permitted to perform on that item.
Your permissions, as defined by an item's ACL, determine whether you can see and
open the item, whether you can modify or delete it, and whether you can change the
permissions on it. For detailed information about working with permissions,
see Managing Permissions.
In addition to permissions, your ability to see and do things in Content Server depends
on your system privileges. While permissions operate on an item-by-item basis,
privileges operate on a system-wide basis. Privileges include the ability to sign in to the
system, to add or modify users and groups, or to perform system administration
functions. For more information, see Working with Users.
Types of Permissions

There are three distinct but related types of permissions:

Work Item permissions, which apply to Channels, Discussions, and Task Lists.

Document Management permissions, which apply to most item types.

Role-Based permissions, which apply to Projects.

Most items are governed by Document-Management permissions, which is a rich set of

permissions designed to control many levels of access. However, some items do not
require such an elaborate permissions model. For more information about these
permissions types, see Permission Types.
Because there are multiple permission types, the affected item's permissions
sometimes cannot transfer precisely when items are copied or moved to different
locations. In such cases, Content Server must map the item's permissions to the nearest
corresponding permissions that are appropriate for its new location. For more
information about how permission types are mapped, see Permissions Mapping.
Generally, if you have permission to add an item somewhere in Content Server, you
also have permission to modify that item's ACL. This includes the ability to change the
item's Owner or Owner Group, and to remove access to the item. However, the
administrator and other privileged users can specify access-control options that prevent
users from making certain changes, or even enable some users to edit a specific item's
permissions.
Ownership

Every item's ACL includes records for its Owner, its Owner Group, and for Public Access.

Note:
By default, these three entries are a part of every item's ACL. However, they

may be removed in some cases. For more information, contact your

administrator.

Initially, the creator of an item, the user who added it, is the Owner of the item.
However, this can be changed. The item's Owner Group is initially inherited from
the parent container. The parent container is the location in which the item was added.
The item's Owner Group can also be changed. Public Access is a designation that
defines generic permissions for, in most cases, all users in the system.
When you add an item, it inherits its permissions from the parent container, or the
location in which the item was added. However, while the permissions of the container's
Owner are copied to the new item, the creator of the new item is assigned as Owner of
that item. Therefore, the Owner permissions on a container determine the permissions
that the creators of items have on the items they add to that container.
My Workspace Permissions

You are the Owner of your My Workspace and its contents. You have full permissions
on your My Workspace and the items stored there, and you are responsible for
administering them. You can grant other users and groups access to selected items
stored in your My Workspace or to the entirety of your My Workspace. You set
permissions for your My Workspace in the same way you set permissions for any other
Container.

Note:
Even if you grant other users permission on your My Workspace, these users
cannot reach the My Workspace directly. Other users with permissions on
your My Workspace can access it by:

Searching for an item contained there. A link to the item appears on

the Search Results page.

Clicking a Shortcut to an item in your My Workspace that you add to

a publicly accessible location, such as the Enterprise Workspace.
Other users can then use the Shortcut to access the item. Once they
access the item, users can click the Up One Level icon,
reach the Overview page of your My Workspace.

, until they

Exploring Content Server

Permission Types
There are three distinct but related types of permissions:

Work Item Permissions, which apply to Channels, Discussions, and Task Lists.

Document Management Permissions, which apply to most item types.

Role-Based permissions, which apply to Projects. For more information about

Role-based permissions and how they apply to Projects, see Understanding
Project Role Permissions.

Because different item types are governed by different permission types, permissions
sometimes cannot transfer precisely when items are moved or copied. In such cases,
Content Server must map, or translate, permissions from one type to another. For more
information, see Permissions Mapping.
Work Item Permissions

Work Item permissions apply to Channels, News items, Discussions, Topics and Replies,
Task Lists and Tasks. These item types do not have permissions of their own. They have
only the permissions that they inherit from the Container in which they reside;
therefore, the following applies:

News can only be added to Channels.

Topics and Replies can only be added to Discussions.

Tasks can only be added to Task Lists.

The following table describes the four Work Item Permissions.

Permissio With this permission . . .
n
None

You cannot view the item.

Read

You can view the item.

Write

You can view and edit the item.

Administer You have full access to the item, including read, write, and delete
capabilities. You can also edit the item's permissions.
Work Item Permissions are inclusive. That is, if you have the Administer permission, you
also have the Read and Write permissions.
Permissions for Task Lists

Permissions for Task Lists behave in a slightly different manner than for Channels or
Discussions because they involve both the creator of the Task and its assignee, the user
to whom the Task is assigned; therefore, the following applies:

If you have the Administer permission on a Task List, you also have full
permissions on the Tasks it contains.

If you created the Task, and have Write permission on the Task List, you have
full permissions on a Task. The Write permission on a Task List gives you
permission to modify information for any Tasks it contains.

If you have Write permission on the Task List, and are the Tasks's assignee, you
have partial permissions on a Task. This means that you can modify only
the Comments and Status fields of that particular Task. You must have Write
permission on a Task List before you can be assigned a Task within it.

Document Management Permissions

Document Management permissions apply to most items in Content Server, including

Documents, Folders, and LiveReports. These permissions are more detailed than Work
Item permissions and provide more precise control over the operations performed on
items.
The following table describes each Document Management permission.
Permissio
n

With this permission . . .

See

You can see that the item exists in its Container, but you cannot open it
to see its contents.

See
Contents

You can open the item and see its contents.

Modify

You can rename the item and modify some of its properties. For Container
items, such as Folders, this includes the properties that are listed on the
item's Presentation tab on its Properties page. For more information,
see Customizing Workspaces and Containers .

Edit
Attributes

You can apply Categories to the item or modify the item's Categories or
modify the attributes the Category contains.

Add Items

You can add items to the item. This permission is only available for
Container items.

Reserve

You can reserve the item (to prevent other users from modifying it),
modify it, and then unreserve the item. You can also add Versions to
items you unreserve. This permission is only available for items that can
be reserved.

Delete
Versions

You can delete Versions of the item. The Delete Versions permission is
only available for items that have Versions, such as Documents and
Workflow Maps.

Delete

You can delete the item.

Edit
You can edit the permissions that other users or groups have on the item.
Permissions
All permissions are nested within the See permission. This means that, for example, you
cannot modify or delete an item that you cannot see.

Note:
The Delete Versions and Reserve permissions do not apply directly to Folders
or Compound Documents. These permissions are available in the permissions
set for Folders and Compound Documents primarily so that you can specify
default permissions for items that are added to the Folder or Compound
Document.

When you grant a permission, Content Server verifies that the base set of dependent
permissions required for that permission are also selected. For example, as shown in the
image below, if you select the Edit Permissions check box when no other check boxes
are selected, Content Server automatically selects all the other check boxes and grants
full permissions on the item.

Figure 3-1: Nested Document Management Permissions

Exploring Content Server

Permissions Mapping
Because different item types are governed by different permission types, permissions
sometimes cannot transfer precisely when items are added, moved, or copied. For
example, when you add or move a Channel (which is governed by Work Item
permissions) to a Folder (which is governed by Document Management permissions),
Content Server must map the Folder's permissions to the nearest corresponding
permissions for a Channel.
The following tables describe how the different permission types map to each other.

Work Item
Permission

Document Management Permissions

None

No permissions.

Read

See, See Contents

Write

See, See Contents, Modify, Edit Attributes, Add Items

Administer

See, See Contents, Modify, Edit Attributes, Add Items, Delete,

Edit Permissions

Role-Based Document Management Permissions

Permission
Guest

See, See Contents

Member

See, See Contents, Modify, Edit Attributes, Add Items, Reserve, Delete
Versions

Coordinator

See, See Contents, Modify, Edit Attributes, Add Items, Reserve, Delete
Versions, Delete, Edit Permissions

Note:
Mapping permissions can affect the permissions of the users and groups
in an item's Access Control List. For example, if you have the See, See
Contents, and Add Items permissions on a Folder, and a Project is
added to that Folder, you automatically become a member of the
Project. In addition to your original permissions, you receive permission
to reserve, modify, edit Attributes, and delete Versions of the items in
the Project.

Exploring Content Server

Understanding Versions
When working in a team environment, it is important to keep track of changes made to
information. When you share Documents with others, you need to make sure that:

people cannot modify Documents unless they have the proper permissions;

only one person at a time is modifying a Document;

you can access information about changes to Versions of Documents; and

you can retrieve previous Versions of Documents, if necessary.

Content Server provides a version-controlled environment in which teams of authors

can remain informed of each other's work. Versions are also useful because they serve
as a history of changes that were made and as backup copies that can easily be

retrieved and reused.

An item that can have multiple Versions is called a versionable item. The following item
types are versionable:

Categories

Compound Documents

Custom Views

Documents

Project Templates

Prospector Queries

Text Documents

Workflow Maps

When you add a versionable item, such as a Document, to Content Server, the item
becomes the first Version of that item in Content Server. When someone revises the
Document, their changes are implemented as a new Version. The new Version becomes
the current Version of the Document. By default, you always work with the current
Version of an item, and previous Versions are not affected by the changes you make.
Also by default, Content Server can store an unlimited number of Versions, but users in
your organization with the proper permissions can set Version limits for items.
For information about working with Versions, see Managing Versions and Generations.

Exploring Content Server

Using Assistive Technology and Java

To ensure its compliance with accessibility standards, Content Server has been tested
with a variety of assistive technologies, such as screen-reading software for the visually
impaired. Many assistive technologies, however, do not effectively support Java applets.
Java applets are applications written in the Java programming language. If you use
assistive technologies to work with Content Server, you should be aware of the
following issues:

If you use a screen reader, it may not be able to read the text from a Java
applet.

If you are unable to use a mouse or other pointing device and, therefore, rely on
keyboard commands to operate your computer, you may not be able to use a
Java applet effectively.

The major Content Server features that employ Java applets are the Text Editor, and the
Spell Check utility. Certain other situations may also prevent you from using the Java

applets. For more information, contact your administrator.

Using Enhanced Keyboard Accessibility Mode

If permitted by your administrator, you can adjust your personal settings to use
Enhanced Keyboard Accessibility Mode. This setting lets you work with Content Server
using keyboard commands, and disables its Java-dependent features. If you do not see
this setting on the General Settings page, your system may be set to require
Enhanced Keyboard Accessibility Mode for all users. For more information, see Changing
Your Personal Settings.
Navigating and using Content Server with keyboard commands involves using
the TAB and ENTER keys as described in the following table:
Keystrok Action
e

TAB

Moves sequentially through buttons, links, and other user-interface

elements from left to right and top to bottom. Within a menu, moves from
top to bottom. SHIFT + TAB reverses direction.

ENTER

Works like a mouse click to activate buttons and links, and to open menus.
Also opens submenus, such as the Properties submenu on
the Functions menu.