OpenText™ Extended ECM Platform

User Guide

This user guide describes how to work with Extended ECM

business workspaces OpenText Content Server and OpenText
Enterprise Connect.

EEP220300-UGD-EN-01
OpenText™ Extended ECM Platform
User Guide
EEP220300-UGD-EN-01
Rev.: 2022-July-26
This documentation has been created for OpenText™ Extended ECM Platform CE 22.3.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

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One or more patents may cover this product. For more information, please visit https://www.opentext.com/patents.

Disclaimer

No Warranties and Limitation of Liability

Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
 Table of Contents
1 About OpenText Extended ECM Platform ............................... 5

2 Concepts .................................................................................... 7
2.1 Visualizing business objects .............................................................. 8

3 Working in Content Server Smart View ................................. 11

3.1 Understanding your landing page ..................................................... 11
3.1.1 Accessing business workspaces from your landing page ................... 12
3.1.2 Searching for a business workspace ................................................ 12
3.2 Working with business workspaces .................................................. 13
3.2.1 Understanding a business workspace ............................................... 13
3.2.2 Creating a business workspace manually ......................................... 15
3.2.3 Enabling the navigation tree ............................................................. 16
3.2.4 Copying a business workspace ........................................................ 17
3.2.5 Moving a business workspace ......................................................... 18
3.2.6 Deleting and restoring a business workspace .................................... 18
3.2.7 Changing the workspace reference .................................................. 19
3.2.8 Viewing the workspace reference ..................................................... 19
3.2.9 Removing the workspace reference .................................................. 20
3.2.10 Working with relationships between business workspaces ................. 20
3.2.10.1 Creating a manual relationship ......................................................... 22
3.2.10.2 Removing a manual relationship ...................................................... 22
3.3 Creating a workspace template ........................................................ 22
3.3.1 Create a template ........................................................................... 23
3.3.2 Editing permissions ......................................................................... 24
3.4 Adding business objects to a Content Server item ............................. 25
3.5 Creating a business attachment ....................................................... 26
3.6 Creating a snapshot of business attachments ................................... 26
3.7 Working with SAP DMS documents .................................................. 27

4 Working in Microsoft Outlook ................................................ 29

4.1 Understanding the Business Workspaces panel ................................ 29
4.1.1 Opening the business workspace panel ............................................ 30
4.1.2 Searching in the Business Workspaces panel ................................... 30
4.1.3 Pinning the Business Workspaces panel in Outlook ........................... 31
4.1.4 Opening a business workspace in a new browser window ................. 31
4.2 Saving emails to business workspaces ............................................. 31
4.2.1 Saving an email to a business workspace ......................................... 32
4.3 Inserting a link into an Outlook email or calendar item from a
business workspace ........................................................................ 35

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Table of Contents

4.3.1 Inserting a link to a Content Server business workspace into an

Outlook email or calendar item ......................................................... 35

5 Working in Content Server Classic View .............................. 37

5.1 Accessing business workspaces ...................................................... 37
5.1.1 Finding recently viewed business workspaces ................................... 37
5.1.2 Using Favorites ............................................................................... 37
5.1.3 Using the simple search .................................................................. 38
5.1.4 Searching related items ................................................................... 39
5.2 Searching business workspaces and documents ............................... 40
5.3 Creating a business workspace manually ......................................... 42
5.4 Copying a business workspace ........................................................ 45
5.5 Deleting and restoring a business workspace .................................... 46
5.6 Adding a shortcut to a Content Server item using a Simple Search ..... 47
5.7 Creating a relationship between business workspaces ...................... 48
5.8 Changing the business workspace reference .................................... 48
5.9 Viewing the workspace reference ..................................................... 49

6 Working with OpenText Enterprise Connect ........................ 51

6.1 Using business workspaces in Microsoft Outlook and Windows
Explorer .......................................................................................... 51
6.2 Accessing business workspaces in Windows Explorer ....................... 52
6.3 Working with business workspaces in Microsoft Outlook .................... 53

GLS Glossary 57

iv OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

Chapter 1
About OpenText Extended ECM Platform

OpenText Extended ECM Platform is a solution with which you can combine
enterprise information management features of OpenText™ Content Server with
business data that is maintained in an enterprise application and hence integrate an
extended archiving and collaboration functionality into the enterprise application’s
business processes. This includes functionality for document archiving, workflow
and collaboration.

Business A business workspace in Content Server contains content that is relevant for a business
workspaces object. From Content Server side, users can easily view the data of the enterprise
application. From the enterprise application, users can access Content Server items
in the business workspace without leaving their application. To make full use of the
Content Server functionality, business workspaces can be configured for Extended
ECM.

Business rela- OpenText Extended ECM Platform provides tools to illustrate a relationship
tionships between business workspaces. For example, a hierarchical relationship between
business workspaces can be displayed in a side bar widget of a business workspace.

Document Documents originating from the enterprise application can be stored in Content
archiving Server and, if needed, also put under Records Management.

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Chapter 2
Concepts

OpenText Extended ECM Platform combines the capabilities of Enterprise

Information Management (EIM) of OpenText Content Server with business data and
business processes provided by a business application. This includes functionality
for document and records management, archiving, workflow and collaboration.

Business application
A business application is a computer system that a company uses to support its
business or operational processes hence there is a large variety of both business
use cases and software architecture models. Extended ECM Platform can
combine different business applications
Business object
A business object represents a meaningful real-life entity that is being processed
in the business application. The following table lists some business application
types with common business objects.

Business application type Examples for business objects types

Customer Relationship Management Customer, marketing campaign, product,
(CRM) sales order
Enterprise Resource Planning (ERP) Material, location, equipment, purchase
order, delivery slip, invoice, maintenance
order
Human Resource Management Systems Employee, department, office location,
(HRMS) applicant, recruiting process
Financial Management Solutions (FMS) Customer, transaction, account, asset
Supply Chain Management (SCM) Material, product, supplier, manufacturer,
distributor

Business properties
Business properties are metadata of a business object. They describe the business
object. For the business object “customer”, you can have business properties like
“name”, “address”, “phone number”, or “key account manager”, “turnover”
and “solvency information”. Business properties can be stored in Content Server
as category attributes and used accordingly, for example, to present this
information to users, but also to set the name of the business workspace and its
storage location.
Business workspace
A business workspace is a folder in Content Server that contains content,
documents, images, videos and so on, which are relevant to a business object.
Content Server users can easily view the business object in the business

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Chapter 2 Concepts

application. Users of the business application can access Content Server items in
the business workspace without leaving the business application.
A cross-application business workspace combines business data from several
business applications in one business workspace. For example, a “contact” in a
sales system becomes a “customer” in a CRM system. For this scenario, you can
create one cross-application business workspace that holds information from
both systems.

Business relationships
Business relationships illustrate relations between business objects. With
Extended ECM Platform, you can show business relationships as relationships
between business workspaces. For example, a business workspace for a
customer is related to business workspaces to all products this customer
purchased.

2.1 Visualizing business objects

Content Server 16 introduces a new user interface: Content Server Smart View. This
up to date user interface accounts for modern user experience. It is responsive to
different devices, role based and easily to grasp. Content Server Classic View is still
available with all known features. Configuration differs in detail between Smart
View and Classic View.

Figure 2-1: Business workspace in Smart View

Figure 2-1 displays a typical business workspace for a business partner:

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 2.1. Visualizing business objects

• Metadata is displayed in the Header tile and the Metadata widget. Metadata is
maintained in the business application and mapped to Content Server attributes.
• Collaboration is supported by, for example, the Activity Feed in the Header
widget, the Team widget, or the commenting function.
• Content Management is provided in the Documents tab with all Content Server
functionality.

Figure 2-2 shows the same business workspace in the alternative Classic View of
Content Server.

Figure 2-2: Business workspace in Classic View

Users can easily switch from Content Server to the business object in the business
application and view more detailed information in this system:

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Chapter 2 Concepts

Figure 2-3: Business object data in the business application

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Chapter 3
Working in Content Server Smart View

The following sections describe a typical configuration of Content Server. Your

system may be configured differently. However, you will recognize basic controls
and processes.

3.1 Understanding your landing page

Your landing page has been configured to help you find the business workspaces
you need. The landing page usually differs between roles. The following is an
example for a landing page for users from the procurement department.

Table 3-1: Elements of a landing page for a procurement department

1 Header widget with a welcome text and possible a link to a video

2 Shortcuts to other folders in Content Server, for example the root folder or the folder
for the procurement department
3 Favorites widget displays all items that you marked as Favorite
4 Recently Accessed widget displays all items that you recently viewed. This widget
does not show folders or business workspaces, though.
5 Activity Feed widget shows who has contributed documents or commented an item.
6, Business workspaces widget shows all business workspaces of a certain workspace
7 type. In this example, the widgets have been configured to show Requests for
Quotations and Vendors as these are relevant for the procurement department.
8 Help button opens the online help in new browser window

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9 Search bar to search for items in Content Server or in restricted areas of Content Server.
For more information, see “Searching for a business workspace” on page 12.
10 Profile button to maintain your profile and sign out.

3.1.1 Accessing business workspaces from your landing

page
Your landing page shows a number of widgets that help you finding a business
workspace.

Workspaces widget
Workspaces widgets show business workspaces of one workspace type.
You can search within the widget. Expand the widget for a detailed view.
Favorites
The Favorites widget shows any item in Content Server that you marked as
Favorite. You can group your favorites, and you can search in the Favorites
widget.
Recently Accessed
The Recently Accessed widget shows documents that you opened in the past
days and weeks. This widget does not show business workspaces but you may
use it to access a document within a business workspace.
Expand the widget to see and open the folder in which the document is stored.
Activity Feed
The Activity Feed widget shows action that happened in Content Server lately.
This could be a comment to an item or someone added a document. Click the
activity to open the location.
Shortcuts
The Shortcuts widgets may point to folders, which contain business workspaces.
You can browse these folders.

3.1.2 Searching for a business workspace

You can use the global search bar to search for any item in Content Server. Your
system may be configured to provide filters, which you can apply to your search. A
filter could, for example, reduce the search to business workspaces, or even only one
workspace type.

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 3.2. Working with business workspaces

To search for a business workspace:

1. Click Search to open the search field.

2. Enter your search text.

3. Click the Show search options to apply additional filters.

3.2 Working with business workspaces

3.2.1 Understanding a business workspace
In Smart View, information around the business object is displayed in widgets,
which can be configured according to your needs. In this example, the Related
Workspaces widget displays Sales opportunities for this customer, the Team widget
shows all users who are involved with this customer and an Activity View displays
the latest events like document or metadata updates. In the Metadata widget you
can display important attributes. Content is visible in the Documents tab. The layout
of this business workspace is defined by a perspective, which you can design for each
business object and also role based.

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Chapter 3 Working in Content Server Smart View

Figure 3-1: Sample business workspace in Content Server in Smart View

# Description
1 Global navigation bar with help and home button.
2 Name of the business workspace, metadata, the favorites marker and a link to the
comments.
3 Search in a widget
4 Open the expanded view of a widget
5 Global search for workspaces, documents and other items. Apply a search slice here.
6 Your own profile.
7 Latest activities related to this business workspace.
8 Tabs in the business workspace.
9 Metadata widget filled with information about the business object. This data is
maintained in the business application.

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 3.2. Working with business workspaces

3.2.2 Creating a business workspace manually

In many cases, business workspaces are created automatically, for example, when a
business object in the SAP system was created. However, your system might be
configured to let you create a business workspace manually.

It depends on a number of factors if you can create a business workspace:

• You must have sufficient permissions.

• The folder in which you want to create a business workspace must be configured
for it. Also it depends on the configuration, which type of business workspace
can be created in a folder.

To check if you can create a business workspace in a folder:

1. Click Add item .

If you do not see this icon, you do not have sufficient permissions in this folder.

2. Below standard options like Document or Folder, you should see a workspace
type.

3. Select the workspace type.

To create a business workspace:

1. From the Add item menu, click the workspace type.

2. In the Reference section, click Search to find the business object for which you
create the business workspace.

3. Enter search criteria and click Search.

Note: Depending on the business application, non-string attributes might

not support wildcard searches.

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4. In the result list, find you business object and click it. You can only select a
business object, which is not already connected to a business workspace.
The attributes of the business workspace are filled with the metadata of the
business object.

5. You can remove the business object or replace it with another one.

To create a business workspace in the side panel:

Alternatively, you can create a business workspace in the side panel.

1. Open the side panel.

2. In the Create business workspace window under Available business

workspace templates, select a template and click Next.

3. On the next page, click Search to find the business object for which you create
the business workspace.

4. Enter search criteria and click Search.

5. In the result list, find your business object and select it. You can only select a
business object, which is not already connected to a business workspace.
The attributes of the business workspace are filled with the metadata of the
business object.

6. If you want to change your choice, you can remove the business object or
replace it with another one.

3.2.3 Enabling the navigation tree

A navigation tree is an alternative way to navigate within the folders of a business
workspace. To see or hide the navigation tree and the associated navigation tree
icon , you must set the Navigation tree switch in your personal settings.

On the Profile Menu, click your user name, and then click the Settings tab. In the
Business Workspace area, slide the Navigation tree switch to the on position. In full
page view you can then expand and fold the navigation tree, and use it for
navigating up and down. Besides, with this setting, you can use the navigate back
function on the left top of the header. So, if you navigated to a different business
workspace, you see which business workspace you previously visited, and can
navigate back directly.

If you leave the Navigation tree switch in the off position, the navigation tree is not
active. Instead, you can use the navigate up function to take you the last step back.
With a long click on the navigate up button, you receive a list with pages you visited
before. In the folder browse widget you navigate with the navigate back function by
default.

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 3.2. Working with business workspaces

3.2.4 Copying a business workspace

You can copy a business workspace with all its content if the following applies:

• The business workspace is not connected to a business object.

• The target location allows for business workspaces of this type or your system
administrator allowed unrestricted copying.

To copy a business workspace to the same location, you must rename it.

To copy a business workspaces:

1. To copy one business workspace, select it and click Copy on the Inline Action
Bar of that item.
To copy more business workspaces, select them all and click Copy on the
Action Bar.

2. Navigate to the target folder. The target folder must be configured to hold
business workspaces of that type. You can also select another business
workspace if configured accordingly.

3. Select how you want to treat the properties of the new business workspace, for
example Keep original properties. Properties include categories, classifications,
or permissions.

4. Click Copy. If the target folder already contains a business workspace with the
same name, you must rename the new business workspace. In case, you copied
multiple business workspaces, you can rename them individually.

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3.2.5 Moving a business workspace

You can move a business workspace with all its content to a new location.

The target location must allow or business workspaces of this type, or your system
administrator allowed unrestricted moving.

To move a business workspaces:

1. To move one business workspace, select it and click Move on the Inline Action
Bar of that item.
To move many business workspaces, select them all and click Move on the
Action Bar.

2. Navigate to the target folder. The target folder must be configured to hold
business workspaces of that type. You can also select another business
workspace if configured accordingly.

3. Select how you want to treat the properties of the new business workspace, for
example Keep original properties. Properties include categories, classifications,
or permissions.

4. Click Move. If the target folder already contains a business workspace with the
same name, you must rename the new business workspace. In case, you moved
multiple business workspaces, you can rename them individually.

If your business workspace contained an automatically generated reference number,

you can select if the reference number will be regenerated. The new reference
number depends on where you move the business workspace to.

3.2.6 Deleting and restoring a business workspace

You can delete a business workspace if you have enough permissions to do so. If
you do not have enough permissions, you do not see the Delete option on the action
bar.

To delete a business workspace:

• To delete one business workspace, select it and click Delete on the Inline
Action Bar of that item.
To delete more business workspaces, select them all and click Delete on the
Action Bar.

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 3.2. Working with business workspaces

3.2.7 Changing the workspace reference

The workspace reference is the business object that is connected to a business
workspace. The metadata from the business object is displayed in the business
workspace and you can open the business object from Content Server. With
sufficient permissions, you can change the workspace reference.

The business workspace will get the metadata of the new business object. It will not,
however, be moved to a different folder. If the location does not fit the new business
object, you can move the business workspace to the new location.

To change the workspace reference:

1. On the inline action bar of the business workspace, click Properties.

2. Go to the Reference section and click Replace.
3. Find the new business object and select it.
4. The attributes are filled with the metadata of the new business object. If your
storage logic requires a different location now, you can move the business
workspace. For more information, see

3.2.8 Viewing the workspace reference

You can access the business object of a business workspace from the business
workspace. A link in the header widget opens the business object in a browser
application. You can view details of the business object, and, depending on your
permissions, you may even edit the data.

To view the business object in the SAP system:

1. Open the business workspace-

2. Click Business application next to the workspace name.

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Chapter 3 Working in Content Server Smart View

3. The business object opens in a new browser window. Depending on your

configuration, you may have to log on to the SAP system.

3.2.9 Removing the workspace reference

You can remove a workspace reference from a business workspace, if you have
sufficient privileges.

When you remove a workspace reference, the following happens:

• If the name of the business workspace was created from a business property, you
will need to add a new name manually or the name of the template is used. If the
name is already used, you must change it.
• Business relationships for a business workspace can originate either from
business applications or can be added manually. Relationships, which originate
from the business application are no longer relevant when the workspace
reference is remove and will be removed as well.
However workspace relations that were added manually will be retained
because they may have context even without the business object reference.
• Groups and permissions are removed and reset to the settings of the document
template.

To remove the workspace reference:

1. On the inline action bar of the business workspace, click Properties.

2. Go to the Reference section and click Remove.

3. Confirm the security message and follow the instructions. Depending on the
business workspace you may have to enter a new name.

3.2.10 Working with relationships between business

workspaces
Business objects can have relationships, thus business workspaces can have
relationships. A relationship can be, for example, vendors and the purchase orders
they issued, or customers and their contracts. Relationships can created
automatically or manually. Automatic relationships originate from the business
application. You cannot change or remove them. You can, however, create manual
relationships. You can change and remove manual relationships.

OpenText Extended ECM Platform has several means to display these relations:

Related Workspaces widget

The Related Workspaces widget displays relations in a workspace perspective.
You see basic information about the related workspace in the widget, and more
details in the expanded view. You can click the workspace name to open the
related business workspace

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 3.2. Working with business workspaces

Related Workspaces folder

A Related Workspaces folder displays related business workspaces. You can
click a related business workspace to open it.

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3.2.10.1 Creating a manual relationship

You can create manual relationships between business workspaces. You create a
manual relationship on the respective Related Workspaces widget. The
configuration of the widget controls which workspace type you can select as a
related workspace on this widget. Manually created business relationships are
always a child relationship to the original business workspace.

To create a manual relationship:

1. Find the matching Related Workspaces widget and expand it.

2. Click the Add button .

3. Search the business workspaces, which you want to add as relationships.

4. Select them and click Add relationships.

3.2.10.2 Removing a manual relationship

You can remove a manual relationship. You cannot, however, remove automatic
relationships, which have been created by the business application.

To remove a manual relationship in a widget:

1. Find the matching Related Workspaces widget and expand it.

2. Select the related workspaces for which you want to remove the relationship.

3. Click Remove relationships.

3.3 Creating a workspace template

A workspace template is the foundation for creating new business workspaces.
Technically, it is a business workspace that you create in the Document Templates
volume and which is connected to a workspace type. You need special permissions
to access the Document Templates volume.

You define the following information in a workspace template:

• Folder structure
• Team roles
• Access permissions

For a robust business workspace, use the following best practices:

Good template design avoids rework effort of existing business workspaces

A workspace template is the master copy for all business workspaces that are
created from it. This means that everything configured in the workspace
template is copied to the new business workspace, but the business workspace
does not maintain any connection to the template. Any changes to the structure

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 3.3. Creating a workspace template

or access permissions in the template has no effect on any business workspaces

already created using the template. Any business workspaces created after the
template change are affected. Therefore, carefully design your template,
especially before you start any initial mass creation of business workspaces.
Avoid complex folder structures for business workspaces
For end users, a complex folder structure adds additional complexity for
accessing and managing documents. It can also negatively impact system
performance when you create large numbers of business workspaces.
Keep folder names unique within a workspace template
When creating more complex folder structures, avoid using the same folder
name in different folder hierarchies. For example, do not create two Email sub-
folders in different folders. While this is still valid, it will cause issues when
creating a Livereport or WebReport against the Email folder. Also if you add
two identically named folders as favorites, you will have trouble distinguishing
them.

3.3.1 Create a template

A workspace template is the foundation for creating a new business workspaces.
Technically, it is a business workspace that you create in the Document Templates
volume.

Create a template:

1. Go to the Documents Templates volume. If you have access permissions to this

volume, your administrator will have configured a link to it on your Home
page.

2. Click the Add item button and select Business Workspace.

3. Enter a name for the workspace template.

4. Select the workspace type for which this workspace template is meant. The
workspace type also controls which perspective is used for this workspace
template.

Note: A folder in the Document Templates volume cannot be used as a

template to create a new folder in Smart View.

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3.3.2 Editing permissions

The permissions that you configure for a template will be applied to every business
workspace that is created from this template.

When you assign permissions to an item, you can grant users different permissions.

• Read permission, which allows them to see and open items.

• Write permission, which allows them to make various changes and delete items.
• Full control permission, which grants them full permissions on the item.

When you grant a higher level permission, such as Full control, the lower level
permissions, such as Write – Reserve, are automatically granted. If you want to
grant permission for specific functions, you can select Custom and then choose the
individual permission.

As an alternative to editing permissions for each workspace template, if you have

the appropriate permissions and privileges, you can use the Permissions Explorer. It
lists all items in the Documents Templates volume and allows you to easily compare
and manage users, groups, and permissions.

Edit permissions:

1. Click the More actions button on the Action Bar of a document and select
View permissions.

2. To add a user or group, proceed as follows:

a. Click the Add button .

b. Select the user or group you want to add. You can filter for the name. You
can also reduce the result list, to the groups where you are a member. Click
Next.

c. Select the permission level. Click Custom to further detail the basic
permission levels Read, Write, Full Control.

3. To add a role, proceed as follows:

a. Click the Add button .

b. Define the role: Enter a role name and, optionally, a description. Select if
you want this role to be the Team Lead. Select the permission level and
finally, add participants to the role. You can later edit the role and the list of
participants for each business workspace.

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 3.4. Adding business objects to a Content Server item

3.4 Adding business objects to a Content Server

item
You can add a business object to an item stored anywhere in Content Server. You
have, for example, compliance rules for the purchasing department. Company
regulations require you to add a copy of these rules to each purchase order for
certain customers. For this, you store the compliance rules somewhere in Content
Server and add each purchase order to the document. You system may also be
configured to add the business object automatically, for example, when a certain flag
is set.

It depends on you configuration, which Content Server items can hold business
objects. Typically these are documents and folders. It may also vary if you can add
only a single business object or multiple documents.

To add a business object to a Content Server item:

1. Find the document to which you want to add the business object.

2. On the inline action bar of the document, click Properties.

3. Select Business Objects from the Properties menu.

4. Click Add item and select the business object type.

5. Find the correct business object and select it. If configured, you can select
multiple business objects. Click Attach.

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6. You can now do the following with the attached business objects.

• See more : View details about the business object.

• Detach: Remove business object from the document. You can also
select many business objects and click Detach on the action bar.

• Display: Open the business object in the business application.

• Go to workspace: Open the business workspace of the business object,

if there is one available.

3.5 Creating a business attachment

You can add documents, folders, and other Content Server items as an attachment to
a business object. You can do this in a business attachment widget. If the business
attachment widget is part of a business workspace, it usually refers to the business
object of the business workspace. This means, you add the business attachment to
the business object of the business workspace. However, a business attachment
widget can also be configured for a completely different business object. You need
special usage rights to create a business attachment.

To create a business attachment:

1. Expand the business attachment widget.

2. Click Add business attachment .

3. Search for the Content Server item that you want to attach. You can use one of
the search forms, which have been configured for your system. You can further
use filters to refine your search. For example, see only recent documents.

4. Select one or more items from the result list.

5. Click Add business attachment.

3.6 Creating a snapshot of business attachments

A snapshot is an image of business attachments of a business object at a certain time.
The snapshot always points to the document version that was current when the
snapshot was created. This document version cannot be deleted. With a snapshot
you preserve the status of a workspace. Snapshots use the Content Server concept of
“Generations”.

To create a snapshot:

1. Open the expanded view of a Business Attachment widget.

26 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 3.7. Working with SAP DMS documents

2. Select all items you want to include in the snapshot.

3. Click Snapshot.
The snapshot is stored according to the configuration. Ask your system
administrator for details.

3.7 Working with SAP DMS documents

You may work with a system in which SAP DMS documents appear in a business
workspace. This means that the documents, which were generated in the SAP
system, are transferred to Content Server and filed into their respective business
workspace. Your business workspace may have a tab with a browse view that shows
all DMS documents that belong to this business object. In this browse view, you can
view all documents but you cannot edit or delete them.

As in every other view where documents are listed, you can filter the list to search
for a specific document. As filter criteria you can use the DMS specific attributes
Status, Parts, Type, and Version. You can combine filters with the logical OR. DMS
filters cannot be saved.

Note: Saving of filter criteria for the DMS Virtual Folder is not supported.

EEP220300-UGD-EN-01 User Guide 27

Chapter 4

Working in Microsoft Outlook

When you access the Outlook add-in in business workspaces, you can use a panel
called business workspaces to:

• Save emails from Microsoft Outlook to business workspaces in Content Server.

• Insert a link from a business workspace, or folder, to an email or calendar item.

4.1 Understanding the Business Workspaces panel

The Business Workspaces panel contains the following areas:

• The Search workspaces area, where you can search for business workspaces by
name and type. After you perform a search, the matching business workspaces
are displayed in the Search results area. For more information, see “Searching in
the Business Workspaces panel” on page 30.
• The Suggested workspaces area, which displays business workspaces that may
be related to the currently opened email.
To determine which business workspaces appear in the list, the add-in searches
for business workspaces that contain emails with similar senders and recipients
as the currently opened email. The add-in also searches for business workspaces
based on rules defined by your administrator.
After searching for business workspaces, the add-in automatically determines
which business workspaces are most relevant to the currently opened email and
displays those business workspaces in the Suggested workspaces area.

Note: Your administrator determines whether the Suggested workspaces

area appears in the Business Workspaces panel.
• The Recent workspaces area, which displays business workspaces that were
recently accessed in Content Server.
• The Favorite workspaces area, which displays business workspaces that were
added as favorites in Content Server.

You can expand and collapse the Suggested workspaces, Recent workspaces, and
Favorite workspaces areas in the add-in. Depending on how your administrator
configured the add-in, you may also be permitted to expand and collapse the
business workspaces and folders displayed in these areas.

If additional items are available in a business workspace or folder you expand, you
can click the Show more link below the last business workspace or folder name
shown in the list to view the next set of items.

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Chapter 4 Working in Microsoft Outlook

4.1.1 Opening the business workspace panel

To open the business workspace panel:

1. In Microsoft Outlook, click the Business Workspaces button to open the

panel.

Tip: The panel is opened automatically if it is pinned to the Outlook

window. For more information, see “Pinning the Business Workspaces
panel in Outlook” on page 31.

2. If prompted, specify your Content Server user name and password, and click
Sign in.

4.1.2 Searching in the Business Workspaces panel

You can search for a business workspace to which you want to save an email. You
can search for business workspaces by type and name. Depending on how your
administrator configured the add-in, you may also be permitted to use search forms
to perform searches. Search forms provide additional search fields that you can use
to find business workspaces.

To search in the Business Workspaces panel:

1. Open the Business Workspaces panel.

2. Do one of the following:

• If you want to search for business workspaces by type and name, optionally
click the function menu icon in the Search workspaces area to select a
workspace type, and type the full or partial name of a business workspace in
the search text box. The search is run automatically after you type two or
more characters in the text box. Alternatively, click the Search button to
perform the search.
• If you want to use a search form to perform a search, click Custom search. In
the Custom search area, select a form from the Select a Search Form list,
specify values in the search fields, and click Search to perform the search.

Note: Your administrator determines whether you are permitted to use

search forms in the add-in, which search forms are available, and
which search fields are displayed in each form. For more information,
contact your administrator.

Matching business workspaces appear in the Search results area of the Business
Workspaces panel.

Tip: If you want to clear the search results and return to the default view
of the panel, click the Back button.

30 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 4.2. Saving emails to business workspaces

4.1.3 Pinning the Business Workspaces panel in Outlook

By default, the Business Workspaces panel is closed automatically if you browse to a
different email, or if you create a new email, after opening the panel.

If your add-in is installed in Microsoft Exchange Online, you can pin the Business
Workspaces panel to the Outlook window. When the panel is pinned, the panel
remains open when you browse to different emails in Outlook and the Suggested
workspaces list is updated based on the email that is selected. The panel is also
opened automatically whenever you select emails in future Outlook sessions.

Note: This functionality is not available if your add-in is installed on an on-

premises Microsoft Exchange server. For more information, contact your
administrator.

To pin the Business Workspaces panel:

• In the Business Workspaces panel, click the Pin button.

Tip: To unpin the Business Workspaces panel, click the Unpin button.

4.1.4 Opening a business workspace in a new browser

window
You can open a business workspace in a new browser window if you want to view
the business workspace contents before selecting a folder in which to save an email.

To open a business workspace in a new browser window:

1. In the Business Workspaces panel, browse to or search for a business

workspace.

2. Position the pointer over the business workspace name.

3. Click the Open in browser button.

4.2 Saving emails to business workspaces

You can use the Business Workspaces Outlook add-in to save emails from Microsoft
Outlook to business workspaces in Content Server. You can save emails to business
workspaces if, for example, you want to store and manage all correspondence and
information related to a business entity or transaction in a central location.

When the add-in is installed, you can use a panel called Business Workspaces to
save emails to a business workspace folder. For more information about the business
workspaces panel, see OpenText Extended ECM for Microsoft Office 365 - User Guide
(EEMSO-UGD). Your administrator determines whether you are permitted to select
a folder to save emails to or whether you are required to save emails to a specific
folder.

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Chapter 4 Working in Microsoft Outlook

In Content Server, emails are saved as Email items and you can choose to save
attachments with Email items. The metadata values associated with the original
emails are saved with the Email items. If you save an email to a folder that has a
category with required attributes, required security clearance levels, or required
supplemental markings, you are also prompted to specify these values before saving
the email.

1. The add-in is available in Outlook if your administrator has installed it in

Microsoft Exchange or Microsoft Exchange Online. For more information,
see OpenText Content Server - Business Workspaces Configuration Guide
(CSCWS-CGD).
2. If your environment is configured to use Microsoft Exchange on-premises,
users can only save emails from their own email inbox. However, if your
environment is configured to use Microsoft Exchange Online, users can
save emails from their own email inbox as well as emails from shared email
inboxes. For more information, see Microsoft's documentation (https://
docs.microsoft.com/en-us/office/dev/add-ins/reference/requirement-sets/
outlook-api-requirement-sets).

Making sure emails saved to a business workspace appear in

your activity feed
By default, emails that you save to a business workspace will not appear in your
activity feed. Your administrator needs to enable this option. For more information,
see OpenText Content Server Admin Online Help - Business Workspaces Administration
(LLESCWS-H-AGD).

4.2.1 Saving an email to a business workspace

Notes

• You can save emails to one Content Server system, as configured by your
administrator.
• You can save only one email at a time to a business workspace. You cannot
save multiple emails at a time.

To save an email to a business workspace:

1. In Microsoft Outlook, open the email you want to save.

2. If the Business Workspaces panel is not already open, click the Business
Workspaces button to open the panel.

Tip: The panel is opened automatically if it is pinned to the Outlook

window. For more information, see OpenText Extended ECM for Microsoft
Office 365 - User Guide (EEMSO-UGD).
3. If prompted, specify your Content Server user name and password, and click
Sign in.

32 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 4.2. Saving emails to business workspaces

4. In the Business Workspaces panel, locate the business workspace or business

workspace folder to which you want to save the email. If applicable, do one of
the following:

• Search for a business workspace and browse to the folder to which you want
to save the email. For more information, see OpenText Extended ECM for
Microsoft Office 365 - User Guide (EEMSO-UGD).
• In the Suggested workspaces, Recent workspaces, or Favorite workspaces
area of the Business Workspaces panel, expand a business workspace, and
then browse to the folder to which you want to save the email. For more
information, see OpenText Extended ECM for Microsoft Office 365 - User Guide
(EEMSO-UGD).

Your administrator determines whether you are permitted to expand business

workspaces and access the Suggested workspaces area in the Business
Workspaces panel.
5. To save the email, position the pointer over the business workspace or business
workspace folder to which you want to save the email, and click the Save
button.
If you are permitted to expand business workspaces, the Save button appears
when you position the pointer over folders that you are permitted to save
emails to. If the Save button does not appear when you place the pointer on a
folder, you are not permitted to save emails to that folder.
If you are not permitted to expand business workspaces, the Save button
appears only when you position the pointer over business workspaces. In this
case, the email is saved to a predefined folder in that business workspace, as
configured by your administrator.
6. If the email you selected does not contain attachments, click Next to save the
email as an .eml file.
Otherwise, if the email contains attachments, do one of the following before
clicking Next:

• If you want to save the email and its attachments as one .eml file, select
Save email and attachments as one file.
• If you want to save the attachments as separate files, select Save all
attachments to save all of the attachments listed or select the individual
attachments you want to save. All of the attachments you select will be
saved to the same folder.

Notes

• You can click the Edit button beside the name of the Email item or
attachment to specify new names for these items before saving them.
• When you save an email, the subject line is used as the name of the
Email item in Content Server. Each saved Email item must have a
unique name. If an Email item with the same name exists in the folder or

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Chapter 4 Working in Microsoft Outlook

if your original email does not have a subject line, you are prompted to
specify a new name when you save the email.
Each attachment must also have a unique name. If a document with the
same name as an attachment exists in the folder, you are prompted to
specify a new name when you save the email.

7. If prompted, specify the metadata values that you want to apply to the email
and, if applicable, the attachments you selected. You are prompted to specify
metadata values if you save an email to a business workspace folder that has
required fields, for example:

• Required attributes in categories that are assigned to the folder

• Required security clearance levels that are assigned to the folder
• Required supplemental markings that are assigned to the folder

Each box that has an asterisk is a required field. You must specify a value in
each required field. If a box does not have an asterisk, you can choose to specify
a value in the box or leave the box empty. If you want to view only the boxes
that require values, turn on the Only required fields option.
After specifying metadata values, click Next.

Notes

• Security clearance levels and supplemental markings apply only if you

are using the OpenText Security Clearance module in Content Server.
For more information, see OpenText Content Server - Security Clearance
(LLESRCS-H-UGD).
• For more information about category attributes, see OpenText Content
Server - Categories and Attributes (LLESWAT-H-UGD).

You can close the Business Workspaces panel or leave the web page when the save
process is in progress. The save process will continue to run in the background and
your email will be saved after you close the panel or web page.

Note: If the Business Workspaces panel is pinned, note the following

information:

• If you select an email to save, then specify options for that email in the
Business Workspaces panel (for example, select attachments or edit
attachment names), and then select a different email before saving the first
email to Content Server, the options specified for the first email are
discarded.
• If you save an email and then select a different email while the save process
for the first email is in progress, the save process for the first email will
proceed. A results panel appears if the save process requires more than a few
seconds. If you then close the results panel, you can immediately use the
Business Workspaces panel to save the second email you selected.

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 4.3. Inserting a link into an Outlook email or calendar item from a business workspace

4.3 Inserting a link into an Outlook email or calendar

item from a business workspace
You can use the Business Workspaces Outlook add-in to insert a link to an item in
Content Server and insert it into an Outlook email or calendar item. When the add-
in is installed, you can open an email or calendar item, and then use a panel called
Business Workspaces to find the business workspace, or any of its content, to which
you want to link. From this panel, you can click that item's Insert Link option. The
Outlook add-in will insert either a plain text or a hypertext link into the email or
calendar item, depending on the edit format. For information about the business
workspaces panel, see “Understanding the Business Workspaces panel” on page 29.

Note: The add-in is available in Outlook if your administrator has installed it

in Microsoft Exchange or Microsoft Exchange Online. For more information,
see OpenText Content Server - Business Workspaces Configuration Guide (CSCWS-
CGD).

If you have upgraded to a version of Outlook add-in that provides this

functionality, then, in order to see Insert link, in Content Server, as part of the
configuration, you need to update the Outlook Add-in Manifest File. For
information, see the Content Server Administration page > Business
Workspaces > Set up Outlook Add-in > Outlook Add-in Manifest File >
Download. For more information, see OpenText Content Server - Business
Workspaces Administration Guide (LLESCWS-AGD).

4.3.1 Inserting a link to a Content Server business workspace

into an Outlook email or calendar item
To insert a link to a Content Server business workspace into an Outlook email
or calendar item:

1. In Microsoft Outlook, open the email item or calendar item to which you want
to insert the link.

2. If the Business Workspaces panel is not already open, click the Business
Workspaces button to open the panel.

Tip: The panel is opened automatically if it is pinned to the Outlook

window. For more information, see “Pinning the Business Workspaces
panel in Outlook” on page 31.

3. If prompted, specify your Content Server user name and password, and click
Sign in. If SSO has not been configured, you will be prompted to sign in.

4. In the Business Workspaces panel, locate the business workspace or any of its
content whose location you want to insert as a link to your email item or
calendar item. If applicable, do one of the following:

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Chapter 4 Working in Microsoft Outlook

• Search for a business workspace and browse to the folder or content whose
location you want to insert. For more information, see “Searching in the
Business Workspaces panel” on page 30.
• In the Suggested workspaces, Recent workspaces, or Favorite workspaces
area of the Business Workspaces panel, expand a business workspace, and
then browse to the folder or content whose location you want to insert. For
more information, see “Understanding the Business Workspaces panel”
on page 29.

Your administrator determines whether you are permitted to expand business

workspaces and access the Suggested workspaces area in the Business
Workspaces panel.

5. To insert the link, position the pointer over the business workspace or content,
and click the associated Insert link.
If you are permitted to expand business workspaces, Insert link appears when
you position the pointer over folders and content that you are permitted to
view.
If you are not permitted to expand business workspaces, Insert link appears
only when you position the pointer over business workspaces. In this case, the
link to the business workspace is inserted.

6. Once you click Insert link, a plain text or a hypertext link, depending on the
edit format, will be inserted to the body of your email or calendar item in the
form:
<Content Server_item_name>:

http://<Content Server_URL>/<service_name>/cs.exe/app/nodes/<Content
Server_item_node_ID>

Continue working on your email or calendar item, and then click either Send or
Save.

Note: The link appears in the same form as the links that Content Server
Smart UI provides. In other words, in Smart UI, if you choose Mail as link
from any workspace's functions menu, a link to that workspace will be
placed in an email message. This link takes that same form.
If your email or calendar settings allow for a hypertext link, then the link
will be hypertext. If your email or calendar settings are set to plain text,
then the link will be plain text.

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Chapter 5
Working in Content Server Classic View

5.1 Accessing business workspaces

In your regular work, you most likely work only with a limited number of business
workspaces. The menu option Business Workspaces on the global menu of Content
Server lets you access these workspaces quickly:

The global menu contains the following options:

• List of recently opened business workspaces

• Favorite business workspaces
• Predefined searches

Note: The Business Workspaces menu is displayed in container views only.

In addition, you can always use the standard Content Server search to find business
workspaces as well as documents.

5.1.1 Finding recently viewed business workspaces

You can access business workspaces that you recently opened.

To find a recently opened business workspace:

1. Go to the Content Server Enterprise workspace.

2. On the global menu, click Business Workspaces > Recent.

The list contains up to ten of the most recent business workspaces opened.

3. Click the desired business workspace to open it.

5.1.2 Using Favorites

You can add business workspaces to your Favorites in Content Server. The global
menu Business Workspaces then contains a list of up to ten of your favorite
business workspaces.

To add a business workspace to your favorites:

1. Find the business workspace that you want to add to your favorites.

2. From the function menu of the business workspace, select Add to Favorites.

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Chapter 5 Working in Content Server Classic View

The business workspace is added to your Favorites in Content Server. You can
access it as any other Content Server item that you added to your Favorites via
the Personal > Favorites menu option.
More easily, you see all your favorite business workspaces in the Business
Workspaces option of the global menu.

Tip: For more information about managing favorites, see the Content
Server online help (path Getting Started > Quickstart Help > Managing
Favorites).

5.1.3 Using the simple search

The simple search is a predefined search that you can use to quickly find certain
business workspaces. Your system manager may have defined a set of simple
searches that are convenient for your daily work. Simple searches are a highly
customizable feature that will most likely look different on your system.

Tip: Simple Searches are also known as Custom View Searches in Content Server.
For more information, see the Content Server online help at the following path:
Retrieving Information > Searching Content Server > Working with Saved
Searches > To create a Custom View Search.

To use a simple search:

1. Go to the Content Server Enterprise workspace or any other container item like
a business workspace.

2. On the global menu, click Business Workspaces > Search.

3. On the following page, select a predefined simple search. Then click Search.
The search results are displayed.

Note: It depends on your system which simple searches are available and
how the result list is configured. For more information, ask your system
manager.

4. Click Select > or click the object name to open the desired workspace.
You can use the function menu of an item in the result list. For example, you can
add it to your favorites.

38 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 5.1. Accessing business workspaces

5.1.4 Searching related items

You can include related business workspaces in your search. You can start the
related business workspace search in a Related Business Workspaces folder, in a
business workspace, or from any of its subfolders.

Important
To use this search, relationships between business objects must be defined. For
more information, ask your system manager.

To search in related business workspaces:

1. Open a Related Business Workspaces folder or a business workspace.

2. To select search options, click the arrow next to the Search box.

3. If configured by your system manager, you can select the following options for
your search:

• Slices: Define the area of your search. From Here searches this business
workspace and all related items.
• Location Modifier: Define if you want to follow related items. In a Related
Business Workspaces folder, you can select Follow Contained Workspaces;
in a business workspace, you can select Follow <Name of the Widget>.

Note: Your system manager may have enabled the search in related
items without further options. The search can also be disabled. Ask
your system manager for further details.
• Object Type: Define the type of document you are searching, for example
only Word documents.

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Chapter 5 Working in Content Server Classic View

• Last modified: Restrict the time in which the search result has been
modified.

4. Start the search.

If configured the following occurs:

• In a Related Business Workspaces folder, the search finds items in all business
workspaces that are in this folder. However, your system manager may have
restricted the search to a certain number of business workspaces. In this case,
the most recently modified business workspaces are searched. If this
happens, you are informed by a message.
• In a business workspace, the search finds items in all business workspaces that
are displayed in the Related Items sidebar widget of the business workspace.

5.2 Searching business workspaces and documents

You can search specifically for business workspaces and documents with the
standard Content Server search. For the search, you can search for all data that is
displayed in the Properties tab of a business workspace or document.

You can configure the standard Content Server search options to restrict the search
to specific business objects. For example, you can search for:

• All business workspaces of a selected business object type, for example, customer.
• All business workspaces and documents that have specific metadata of a
category.

Notes

• Your system manager can set up specific search settings in individual search
slices for the advanced search. Ask your system manager for more
information.
• For more information on search strategies, see the online help of Content
Server.

To do a quick Content Server search using the business object name:

1. Enter the object name or part of the name in the search box at the top of the
page and click the Perform Search button .

40 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 5.2. Searching business workspaces and documents

Tip: If multilingual workspace names are configured, you can also search
for the object name in any configured language. This applies even if your
language settings for the workspace name are different.

2. To restrict your search scope, click Advanced Search.

3. Click Slices in the Add to Search Form group, select the slice that defines your
business object and click Search.

4. Click Categories, select a category and enter your search criteria.

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Chapter 5 Working in Content Server Classic View

Depending on your system settings, you may not only find business
workspaces but also documents that are contained in these workspaces.

5.3 Creating a business workspace manually

If configured for your system, you can create a workspace manually in Content
Server.

To create a business workspace:

1. Location
In Content Server, go to the folder where you want to create the business
workspace. This folder must be configured for business workspaces. For more
information, ask your system manager.

Note: Your system may also be configured in a way that business

workspaces are always created at a specified location, regardless of the
folder you are in. After the workspace has been created, the business
workspace is opened.
The creation of business workspaces inside a project is not supported.

2. Initial screen
From the Add Item list of the folder, select Business Workspace and fill the
fields as required:

Workspace Types
This field indicates which workspace type can be created in this location.
The workspace type also determines if you must assign a business object or
if the business workspace can also be created without business object.
Template
Workspace templates determine default structures and properties of a
business workspace. They control such settings as the permissions, roles,
case tasks, folder structures, and metadata that are assigned to business
workspaces, when they are first created.
Name and Description
The name and the description fields are initially filled with values of the
template. When you assign a business object, the fields are filled with the
values of the business object. Your system may also be configured that the
name is generated automatically with data from attributes, which you need
to add in a second step of the creation.
Extended ECM: Business Workspace Reference
As business workspace reference, you assign a business object to the
business workspace.

Note: You can assign only one business object to your business
workspace; and a business object can only be assigned once to a

42 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 5.3. Creating a business workspace manually

business workspace. After you assigned a workspace reference to a

workspace, you cannot use this workspace reference for any other
workspace.

Tip: For information about assigning a business object, see Step 3.

3. Extended ECM: Business Object

Optional If the business object is available, assign it.

a. Click Select next to the Workspace Reference field.

b. In the following dialog, enter your search criteria, and then click Find to get
the results.

Tip: You can use wildcards like * or ?.

To only see business objects that are not yet assigned to any other business
workspace, select Show selectable items only.
c. Click Select –> to select a business object.

Tips

• If the business object is not yet available and you want to assign it later,
select Add business object later. To add the business object later, see
“To create a business workspace and assign a business object later
(early creation):“ on page 44.
• You can change the workspace reference to another business object. For
more information, see “Changing the business workspace reference”
on page 48.

4. Multilingual workspace names

Optional If multilingual workspace names are available in your system, you can
display and edit them:

a. Click Click to edit multilingual values button next to the Name or

Description field.
All available languages are displayed.
b. Use the Next and Previous link to switch between the name and the
description field.
c. Click OK or Cancel to close the dialog.

Tip: With a multilingual configuration, the name of a business workspace

depends on the metadata language you configured for your system: From
the Content Server menu, select Tools > Settings and set the Metadata
Language.

5. Click Finish to create the business workspace without further setting.

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Chapter 5 Working in Content Server Classic View

Alternatively, click Next.

6. Metadata
Optional The Metadata page displays the initial category, in this example ,.
With Extended ECM, attribute fields are filled with the values of the business
object. Edit the fields as required.
7. Optional Add other categories and attributes to enrich the metadata.

Tip: If mandatory attributes are configured, you must fill them with data
before you can proceed. Mandatary attributes may be used to create the
workspace name or the subfolders.

a. Click the Add Categories button .

b. In the following dialog, find the desired category and click Select -> to
select it.
The new category is displayed as an additional tab.
c. Enter the values for the attributes of the new category.
Mandatory attributes are indicated by the Required icon .

Tip: You can remove unwanted categories later in the workspace’s

Category tab.

Click Next.
8. Classifications
Optional If configured in your system, you can assign additional classifications:

a. Select an entry from the Classify list, for example Browse Classifications.
b. Find the desired classification and select the check box next to it. You can
select more than one classification.
c. Click Submit.
The new classifications are displayed. You can remove classifications later
in the Classifications tab of the business workspace.
9. Click Finish to create the business workspace.

To create a business workspace and assign a business object later (early

creation):

1. In Content Server, go to the folder where you want to create the business
workspace.
2. From the Add Item list of the folder, select Business Workspace and fill the
fields as required:

a. If available, select a classification.

b. Select a template.

44 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 5.4. Copying a business workspace

c. Edit the name of the workspace. The workspace name will be overwritten
when you add the business object later.
d. Optional Add a description.
e. Select Business object will be provided later.

3. Click Finish if you need no other settings.

4. Optional Click Next and follow the wizard if you want to add categories and
classifications. For more information, see “To create a business workspace:“
on page 42.

5. Completing the business workspace

To assign a business object to an existing business workspace, open the
workspace in Content Server.

• From the function menu of the business workspace, select Properties >
General.

6. Add the business object:

a. Click Complete Reference.

b. On the following page, select a business object. For more information, see
Step 3 on page 43.
c. Click Add.

The name of the business workspace is updated with a name that is configured
for this business object type.

Tips

• You can change the workspace reference to another business object. For
more information, see “Changing the business workspace reference”
on page 48.

7. Click Update to finish the procedure.

5.4 Copying a business workspace

You can copy a business workspace with all its content to a folder or to another
business workspace.

• The business workspaces is not connected to a business application.

• Classifications of copied business workspace and target folder or business
workspace must match.
• The target folder must have the Inherit check box enabled.

Tip: To check the classifications and the status of the Inherit check box, from
the function menu, select Properties > Classifications. Ask your administrator
for details.

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Chapter 5 Working in Content Server Classic View

To copy a business workspace:

1. Navigate to the business workspace you want to copy.

2. To copy a single business workspace, from the function menu, select Copy.

To copy several business workspaces, select them and click the Copy button .
3. On the following page, enter the parameters:

• Name: Leave the suggested name of the new business workspace or change
it.
• Copy To: Select a folder or any other business workspace. This target folder
or target business workspace must have the same classification as the source
business workspace.
• Categories: Select which categories you want to apply to the new business
workspace. Keep the original categories, apply the categories of the target, or
merge them to use both the original and the target categories. You can also
edit categories here.
• Inherit RM Classification: Select if you want the RM classification applied
to the new workspace, if there are any.
• Click Copy.

5.5 Deleting and restoring a business workspace

You can delete an existing business workspace like any other object in Content
Server; however, consider that all objects contained in the workspace are deleted as
well.

To delete a business workspace:

1. Navigate to the folder where the business workspace is stored, and select the
business workspace.

2. Click the Delete button and confirm your action.

Tip: Alternatively, select Delete from the function menu.

When you delete a business workspace all workspace references are removed
and the business workspace is placed to the Recycle Bin. The business
workspace is no longer connected to a business object, and the business object
can be used for a new business workspace.

Composite business workspaces

If you delete the root business workspace of a composite business
workspace structure, all other dependent business workspaces are deleted
as well.

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 5.6. Adding a shortcut to a Content Server item using a Simple Search

To restore a deleted business workspace:

You can restore a deleted business workspace and all its content from the recycle
bin.

When you restore a business workspace, the following applies:

1. The business workspace is restored to its original folder, if possible. If this is not
possible because the folder has been deleted, too, you can choose a different
location.

2. If a business workspace of the same name already exists at the same location,
the restored business workspace is restored to a name with a numerical
appendix.

3. The business workspace does not have a workspace reference, which means
that no business object is linked to it. You can add a workspace reference. For
more information, see “To create a business workspace and assign a business
object later (early creation):“ on page 44.

5.6 Adding a shortcut to a Content Server item using

a Simple Search
You can add shortcuts to documents, folders and other Content Server items to a
business workspace. Aside from the standard Content Server shortcut menu item,
you can use the Extended ECM enhanced shortcut function. This function uses
simple searches to help you find your targets more easily. In addition, you can select
multiple items and add them as shortcuts in one step.

To add a shortcut:

1. Open the business workspace and the folder where you want to add the
shortcut.

2. From the function menu of the folder, select Add Shortcut using Search.

3. In the following window, select the required search form and add your search
criteria. For more information about Simple searches, see “Using the simple
search” on page 38.

4. From the result list, select the item or items for which you want to create
shortcuts in your business workspace. Then click Add Shortcut.
The shortcut is added to the business workspace. It is indicated by the Shortcut
icon .

Tip: For the linked item, all business workspaces in which it is used are
displayed in the References tab.

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Chapter 5 Working in Content Server Classic View

5.7 Creating a relationship between business

workspaces
Manually added relationships have the following properties:

• You can add a relationship manually only to folder of the type Related Business
Workspaces. If the business workspace does not yet contain a folder of this type,
you can create one.
• Only manually added relationships can be removed.
• Manually added relationships are always children to the original business
workspace.
• Manually added relationships might be replaced by automatic relationships that
are defined in the business application. This can also affect the hierarchy of the
relationship.

To add a relationship between business workspaces:

1. In the business workspace, find a folder of the type Related Business Workspaces,
typically indicated by the Related Business Workspaces icon .

2. From the function menu of the Related Business Workspaces folder, select Add
Business Relationships.

3. In the following window, use the simple search forms to find the business
workspaces that you want to use in this relationship.

4. From the result list, select one or more business workspaces; then click Select.
The selected business workspaces are displayed in both the Related Business
Workspaces folder and in the according sidebar widget.

Note: If the number of related business workspaces exceeded the number that
can be displayed in the sidebar widget, you could click the link in the sidebar
widget, for example All related workspaces to see the complete list.

5.8 Changing the business workspace reference

You can change the workspace reference of a business workspace, which means that
you can select a different business object for the business workspace.

You can only select a business object that is of the same type. For example, if your
business object type is a customer, you can select another customer, but you cannot
select an equipment object.

Note: You need the Edit Attribute and the Change Workspace Reference privileges
to change the workspace reference. Ask your system manager for details.

Selecting a different business object changes the following:

48 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01

 5.9. Viewing the workspace reference

• Name of the business workspace

• Attributes of the business workspace
• Relationships to other business objects that are displayed, for example, in the
Related items sidebar widget
• Roles, which are reset and re-defined

The following is not affected:

• Type and location of the business workspace

• Manually added categories and classifications

Note: The changes you make on a business workspace are recorded in the
Audit tab of the business workspace.

5.9 Viewing the workspace reference

You can view the business object that is referenced by the business workspace.
Depending on your permissions, you can edit the data there.

To view the workspace reference:

1. From the function menu of the business workspace, select Properties > General.

2. Click Display. This button is usually located in the row below the Created By
field. The label of this field varies according to the configuration of your system.
The metadata of the business object is then displayed in a new window.

Cross- If a cross-application scenario is configured in your system, it depends on the

application configuration of the system which business object in which system is displayed. For
scenarios
example, business objects for a vendor and a customer share the same business
workspace. Your system may be configured to always display the vendor business
object when you click Display. For more information, ask your system manager.

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Chapter 6

Working with OpenText Enterprise Connect

6.1 Using business workspaces in Microsoft Outlook

and Windows Explorer
If you have installed the OpenText™ Enterprise Connect (Enterprise Connect) client
with the integration of Microsoft Outlook®, you can access your Content Server
items, including business workspaces, as another file structure both in Microsoft
Outlook and Windows Explorer®. Enterprise Connect allows you to view and edit
your Content Server items; the business workspaces can directly be accessed.

Before you can use Enterprise Connect with your business workspaces, you have to
specify the respective Content Server system using a plug-in definition. For details
see OpenText Enterprise Connect - User Getting Started Guide (NGDCORE-UGD).

To add a plug-in definition:

1. On the Enterprise Connect menu or tab, click Manage Plug-Ins.

2. Click New.

3. Type the following values for the plug-in:

Unique ID
A unique name that represents the plug-in's internal identifier. This value
cannot contain spaces and must not be used by any other plug-in.

Display Name
The name that appears for the plug-in in the tree structure. This name also
appears on the Search a Repository and Help menus in Microsoft Outlook
and Windows Explorer.

URL
The URL to the server on which the plug-in is installed; make sure you add
the ?func=ngd.ucroot suffix to the URL.
Example for the format:
http://csserver/contentserver/livelink.exe?func=ngd.ucroot

4. Click Test to verify the URL.

Note: The test verifies only that the server is responding to requests. It
does not verify that the plug-in is operating correctly.

5. Click OK.

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Chapter 6 Working with OpenText Enterprise Connect

6.2 Accessing business workspaces in Windows

Explorer
Your workspace structure is mapped as a file structure in the respective Content
Server folder under the Enterprise Connect icon in Windows Explorer.

You have the following options:

• Viewing your business workspace in Windows Explorer and in Browser view.

• Creating a business workspace in OpenText™ Explorer.
• Adding a business object to an item in OpenText Explorer.

To view your business workspaces in Windows Explorer:

1. In the respective Content Server folder, navigate to the business workspace that
you want to access.
The content of the workspace are displayed in the OpenText Explorer view in
the right pane of the window.

2. Right-click the workspace item. In the Functions menu, you find the Content
Server functions offered for the item.

3. To open the workspace in the browser view, right-click it and select Browse
from the context menu.
The workspace opens in a new window; you can use all options that are
available in Content Server.
You can access the Content Server UI also by selecting any Content Server
functionality from the Function menu.

To create a business workspace:

1. Navigate to the item in which you want to create a business workspace.

2. Select Add Item > Business Workspace from the item’s context menu;
alternatively, click Add Item in the content pane and select the Business
Workspace entry.

3. Proceed as described in “Creating a business workspace manually” on page 42.

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 6.3. Working with business workspaces in Microsoft Outlook

6.3 Working with business workspaces in Microsoft

Outlook
Your workspace structure is mapped as a file structure in the respective Content
Server folder under the Enterprise Connect icon in the Mail Folders pane of
Microsoft Outlook.
In the right pane, the items available for a business workspace are displayed as a list.
The preview pane shows the property details of the selected item.

You have the following options:

• Working with business workspaces in Microsoft Outlook.

• Integrating emails or email attachments in your business workspace.
• Attaching documents from your business workspace to an email.

To work with business workspaces in Microsoft Outlook:

1. Right-click a business workspace in the Content Server folder in Microsoft

Outlook.

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Chapter 6 Working with OpenText Enterprise Connect

2. You have the following options in the context menu:

Permissions
You can access the Permissions dialog in Content Server in the right pane
of Microsoft Outlook in browser view. Here you can edit the permissions of
the business workspace.
Add Business Object
You can add business objects to business workspaces.
Delete
You can delete the business workspace.
Add Item
You can add different Content Server items inside a business workspace.

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 6.3. Working with business workspaces in Microsoft Outlook

Properties
You can access the Properties tabs in Content Server in the right pane of
Microsoft Outlook in browser view.

Integrating The email integration of Extended ECM Platform allows you to attach documents
emails or from business workspaces to emails in Microsoft Outlook. You can also save emails
attachments in
your business
or just the email attachments from Microsoft Outlook directly to business
workspace workspaces.

To attach documents from a business workspace to an email:

1. In your email, click Message tab > Enterprise Connect > Attach Document.

2. In the Content Server folder, navigate to your document that you want to
attach, select it, and click Open.

3. Continue with the standard email handling.

To include emails in your business workspace:

• Move your email from its source folder, for example Inbox, to the folder in your
business workspace.
You have the following options:

• You can use standard drag-and-drop functionality.

• You can invoke the context menu both for single emails and mail folders and
select the Bulk Copy/Move to Enterprise Connect command and specify the
destination.

The email is included in your business workspace and can also be opened from
the Content Server side.

To include an email attachment in your business workspace:

• To include an email attachment in your business workspace, move it from the

Microsoft Outlook preview of the email to the required location using drag-and-
drop functionality.

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Glossary
attribute
Content Server concept to store metadata. Attributes are organized in categories.
Business properties of a business object are mapped to attributes.

business object
Representation of a “real-life” object in the business application. This can be, for
example, a business partner, a service process, or a product. Business objects are
the center point of Extended ECM.

Business Workspaces
Content Server core module that enables the use of business workspaces with or
without a connection to a business application.

business attachment
Content Server item, for example a document or a folder, that is added as a link to
the business workspace of a business object. The item, which is used as business
attachment elsewhere, is indicated by an icon and has a link to the respective
business object. The other way around, you can configure a business object type,
so that it can be added to a Content Server item.

business object type

Configuration item for business objects in Content Server. The business object
type describes the structure of the data. A business object type in Content Server
has its counterpart in the business application.

business workspace
Content Server item that contains documents and other items which are related to
a business object.

cases and binders

See: business workspace

category
Content Server concept to store metadata. A category contains attributes or
attribute sets. A category can be mapped to store metadata delivered from the
business application.

Classic UI

See: Classic View

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Glossary

Classic View
Content Server user interface with folders, function menus and sidebars. As
opposed to Content Server Smart View.
See also: Smart UI

classification
Classifications are used to categorize Content Server items, for example,
documents, compound documents, and folders into a taxonomy of Classifications
called Classification Trees. For business workspaces, classifications control what
kind of business workspace can be created in a certain folder.

document metadata
Describes the document and its business context. Different types of documents
may have different metadata assigned. Metadata can be used to search for a
document.

document properties
Set of attributes that all documents share; for example, the owner of a document
or the creation date.

document templates
Templates for documents with default content and attributes.
See also: workspace templates

group replacement
Method to dynamically assign access rights for a Content Server item such as a
business workspace or a document to a group of users. The group replacement is
typically based on attributes of the Content Server item.

impersonation
Method in which users of the business application utilize other users to gain
access to Content Server. Impersonation must be implemented according to the
requirements of the business application.

indexing
Process of collecting data about Content Server items so that they can be searched
with Content Server search functionality.

integration widget
Enables an integration method to display Content Server content in HTML-based
application. Content is displayed with JavaScript and HTML5 technology rather
than embedding the classical Content Server user interface.

OpenText Directory Services (OTDS)

A repository of user information and a collection of services to manage this user
information. OTDS is used by Content Server for user authentication.

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 Glossary

OpenText Records Management

Content Server module that controls documents and other objects based on rules
and classifications. Compliance and other legal regulations require that
documents have a controlled life cycle, that they are archived, that they can be
frozen, or that they are deleted after a certain time. Records Management also
controls access to the documents. To set a document under the regulations of
Records Management, it is declared as record.

OTDS

See: OpenText Directory Services (OTDS)

perspective
Controls how users see the layout of a business workspace in Content Server
Smart View. Perspectives consider rules, for example, the workspace type,
template, or the user group. You design and configure a perspective in
Perspective Manager, a tool that walks you through the creation of a perspective
and translates it into ActiveView coding.

Perspective Manager

See: perspective

property provider
Program or web service that delivers properties of a business object from the
business application to Content Server.

record

See: OpenText Records Management

Records Management

See: OpenText Records Management

relationship
Hierarchical relationship between business objects that are visualized as
relationships between business workspaces. A sidebar widget and Related
Workspaces Folders make related business workspaces visible in Classic View. In
Smart View, a Related Workspaces widget makes related business workspaces
visible. Automatic relationships are defined in the property provider. Users can
establish manual relationships.

sidebar widget
Element of a business workspace in Classic View that displays various types of
business workspace metadata and information to the end user.

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Glossary

simple search
Saved query and customized search form that can be used to find business
workspaces, cases and binders, and to create shortcuts. Also known as Custom
View Search in Content Server.

Smart UI

See: Smart View

Smart View
Content Server user interface with a landing page and container pages. The
content is presented in tiles that contain widgets. The pages are highly
configurable using the Perspective Manager.

system attributes
Metadata that all content items have in common, for example item names, creator
of an item, or the modification date.

widget
Element of the user interface that displays information for the user.

workspace reference
Business object that is linked to a business workspace. If the business workspace
already exists, users add the business object as business reference to it.

workspace templates
Templates for new business workspaces with default configuration, folder
structure, and optionally default content. Templates are offered to the user based
on the classification and the storage location of the new document.

workspace type
Content Server object that controls the location where a business workspace is
stored, some of the GUI components such as sidebar widgets, and the name
pattern of the business workspace.

60 OpenText™ Extended ECM Platform EEP220300-UGD-EN-01