Livelink QuickStart for Users. This guide introduces new users to the basic features of Livelink

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Livelink®

QuickStart for Users

This guide introduces new users to the basic features of Livelink.

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Copyright 2003 by Open Text Corporation. The copyright to these materials and any accompanying software is owned, without reservation, by Open Text. These materials and any accompanying software may not be copied in whole or part without the express, written permission of Open Text.

Open Text Corporation is the owner of the following trademarks: BASIS®, BASIS Desktop®, BASIS Techlib, iRIMS, Livelink®, Livelink Activators, Livelink Change Agents, Livelink Channels, Livelink Collaboration, Livelink Desktop, Livelink Directory Services, Livelink Discussions, Livelink eLink, Livelink Enterprise Activator, Livelink Explorer, Livelink Forms, Livelink Intranet, Livelink Library, Livelink LiveReports, Livelink MeetingZone, Livelink Notifications, Livelink Offline, Livelink OnTime, LiveLink PDF Forms, Livelink Project Collaboration, Livelink Prospectors, Livelink Remote Cache, Livelink SDK, Livelink Search, Livelink SmartAgent, Livelink Spider, Livelink Tasks, Livelink Workflow, Livelink UNITE, OnTime®, Open Text, and WorkSmart®. Other trademarks and trade names in the documentation are owned by other companies and are used for product and company identification and information only. All rights reserved. Open Text is the owner of other registered and unregistered trademarks. The above trademark listing is not exhaustive.

Open Text Corporation provides certain warranties and limitations in connection with the software that this document describes. For information about these warranties and limitations, refer to the license agreement entered into between the licensee and Open Text Corporation.

Written by Cori Rottier.

Contacting Us

Corporate Headquarters Open Text Corporation, 185 Columbia Street West, Waterloo, Ontario N2L 5Z5 Canada (519) 888-7111

If you subscribe to our Customer Assistance Program or would like more information about the support program, visit Open Text Customer Support at http://www.opentext.com/services/support.html.

If you have suggestions for this publication, send an e-mail message to [email protected] to contact the Open Text Publications Group.

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Typographical Conventions Used in This Guide

All information in the following table is case-sensitive unless otherwise noted.

Items Convention

File names, directory names, folder names, path names, window names, dialog box names, Web page names, URLs, and e-mail addresses

These items appear in regular (normal) typeface. Some elements in

italic indicate placeholders. Examples:

• Run setup.exe to start the installation program.

• Open the Livelink_home/config/opentext.ini file in a text edi tor.

Note The placeholder Livelink_home represents the Livelink root directory (directory where Livelink was installed).

• Send an e-mail message to [email protected] to contact Open Text Customer Support.

• In the Windows NT Control Panel, double-click the Services icon to open the Services dialog box.

Names of user interface elements, such as buttons, links, menus, check boxes, radio buttons, lists, and fields

These items appear in bold typeface. Examples:

• On the Tools menu, click Search.

• In the Services dialog box, click Livelink Server : service_name, and then click the Start button.

• Click the item’s Functions icon, choose Info, and then choose General.

• Click the Admin Home link.

Variable placeholders, references to other documents, new or special terminology, and emphasis

These items appear in italic typeface. Examples:

• For more information, see the Livelink First-Time Installation

Guide.

• You can scan new documents for content of interest by sav ing your search criteria in a query called a prospector.

• In your Web browser, go to the default Livelink start page at

protocol://host:port/URL_prefix/livelink.exe, where protocol

is http or https, host is the DNS name of the HTTP server host, port is the port number on which the HTTP server is lis tening, and URL_prefix is the prefix mapped to the

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Items Convention

References to chapters and sections of

documents, and citations of messages displayed to users

These items appear in “quotation marks.” Examples:

• For more information, see Chapter Three, “Projects,” in the

Livelink QuickStart for Users guide.

• For more information, see “Item Types” in Chapter Five, “Livelink Items.”

• For more information, see “Item Types,” page 150. • If the import completes successfully, Oracle displays the

message “Database import completed without errors.”

Operating system commands, code examples, feature names, method names, object names, and text typed by users

These items appear in a monospaced font. Examples:

• In the User Name field, type Admin.

• At the operating system prompt, type start-llserver, and then press ENTER.

• When searching for users, you can set the maximum number of users displayed per page by setting the value (default is

30) of the MaxUsersToListPerPage parameter in the

[general] section of the opentext.ini file.

Key names Key names appear in ALL CAPS. Examples:

• Press ENTER to start a new line when typing in this field. • To select multiple items, hold down the CTRL key while you

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Introducing Livelink

Livelink is a Web-based system that organizations use for storing, sharing, managing, and distributing information. Livelink promotes a collaborative work environment and helps people manage information efficiently and effectively.

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Accessing Livelink

You access Livelink using a Web browser, such as Netscape Navigator® or Microsoft® Internet Explorer.

Your Livelink Administrator provides you with the URL to access Livelink, as well as a user name and password, which are required for you to log in to Livelink. Once you have logged in, your user capabilities depend on the permissions that your Administrator and other users have set on items and Workspaces. For more information about Livelink Permissions, see Chapter 3, “Understanding Permissions” .

Logging In

Your user ID logs you in to Livelink and controls the operations that you perform. To log in to Livelink:

1. Type the Livelink URL in your Web browser’s address field.

2. On the User Log-in page, type your log in ID in the Username field.

3. Type your password in the Password field.

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Accessing Livelink

Logging Out

You should log out of Livelink every time you finish working to prevent unauthorized users from accessing your information.

To log out of Livelink:

• Choose Log-out on the Tools menu, and then click the Log-out button.

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Changing Your Livelink Settings

You can change your color scheme, Discussion and Workflow settings, Livelink password, and other general settings on the Settings pages. When you modify these settings, you override the settings specified by your Livelink Administrator.

To access the Settings pages:

• Choose Settings on the Tools menu, and then click the tab that contains the information you want to change.

Changing your General Settings

On the General Settings page, you can specify how long you want the New and Modified icons to display for Livelink items, specify the format that Livelink containers appear, select a navigation style, and enable keyboard accessibility. You can also select a default start page, the page that appears when you log in to Livelink. To change your general settings:

1. On the General Settings page, click one of the following pages in the Default Start Page drop-down list:

• Enterprise, the Enterprise Workspace appears upon logging in to Livelink. • Personal, the Personal Workspace appears upon logging in to Livelink.

• About Livelink, this page appears upon logging in to Livelink and provides basic information about Livelink features and functionality.

2. Click one of the following views in the Default View of Items drop-down list: • Detail, displays small icons in a single column and includes information for each

item.

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3. If you are in the Detail View, select the show item descriptions on Detail View check box to display item descriptions.

4. Click one of the following in the Navigation Style drop-down list:

• Hyperlinked Trail, shows the system path to an obect in a horizontal “trail” that includes the object’s name, and its Type and Functions icons.

• Drop-down List, shows the system path to an item in a drop-down list.

Note This option only appears if the Livelink Administrator has allowed users to override the default navigation style.

5. To specify the number of days the New and Modified icons appear next to an item after it is added or changed, click a number in the “New” Indicator Duration and “Modified” Indicator Duration drop-down lists.

6. To navigate through Livelink using keyboard commands, instead of the Java-based menus, which require the use of a mouse, select the Keyboard Accessible Menus check box.

7. Click the Update button.

For specific information on Livelink items, Workspaces, and Livelink’s navigational elements, see “Working with Common Livelink Elements,” page 16.

Changing Your Livelink Color Scheme

You can customize the appearance of Livelink by modifying the color scheme. To change Livelink’s color scheme:

1. On the Color Settings page, select a color for Row 1 and Row 2 by clicking the appropriate radio buttons.

2. Do one of the following:

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Setting Your Discussion Preferences

On the Discussion Settings page, you can set posting and reply preferences, and viewing options, which types of items appear, how far back in time you want to view items, and in which view you want the items to appear.

Decide whether you want to see a nested view, which displays replies indented below messages, or a report view, which displays all messages and replies in a simple list format. For more information about Livelink Discussions, see “Discussions,” page 48.

To set your Discussion preferences:

1. On the Discussion Settings page, click the length of time that old messages can appear by default in the Default Period From drop-down list.

2. Click one of the following in the Default View drop-down list: • Nested View, which displays Topic and Reply information.

• Report View, which displays the Topic and Reply information in column headings, instead of indented lines of text.

3. Click the Topics Only, Unread Only, or All radio button to set which messages you view by default.

4. If you do not want Livelink to use the first portion of your comments as the subject of a posted Topic when you leave the subject line blank, clear the Use Content Summary as Subject check box.

5. If you do not want Livelink to automatically enclose the text of your replies in quotation marks, clear the Quote Comments check box.

6. If you do not want Livelink to display threads, Discussion Topics or Replies, adjacent to the Topics and Replies to which they relate, clear the Show Threads in Context check box.

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Modifying Workflow Settings

Livelink Workflows enable Livelink users to create and participate in automatically executing work processes. For example, you can create a Workflow that processes requests for vacation time. If you plan to be out of the office or otherwise unavailable, you can designate a Workflow proxy to complete any Workflow steps that are assigned to you while you are gone.

For more information about Livelink Workflows, see the Livelink User Online Help. To change your Workflow settings:

1. If you want the next step that is assigned to you to appear on your Assignments page, select the Display next immediate step assigned to me check box.

2. Click one of the following in the Default Page drop-down list: • General, displays when you access the Workflow assignment. • Overview, displays an overview page of the entire work package. 3. To set your Workflow proxy, do the following:

• Click the Choose User or Group icon .

• In the Select Proxy window, click one of the search methods in the Search drop-down list.

• Type your search term in the starts with field. • Click the Find button.

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• Click the Select link of the Livelink user or group you want to set as your proxy when you are unavailable.

4. To determine which initiated Workflows appear on the Workflow Status page, click one of the following in the Relationship drop-down list:

• All, displays every initiated Workflow that a user has the permission to see. • Initiated, displays only Workflows that are initated by the user.

• Managed, displays only Workflows managed by the user.

5. Click either the Not Archived or Archived radio button to determine which Workflows appear on the Workflow Status page.

6. If you want to further limit the Workflows that appear, click the Advanced icon next to whichever radio button you selected in Step 5, and then do the following: • Click a criterion type in the Action drop-down list. The options that appear

depend on whether you are limiting Archived or Not Archived Workflows. The parentheses allow you to build complex arguments, for example:

(“Status = OK” OR “Status = Completed”) AND “Due Date > 07/05/2001” • Click the Submit button.

7. Click the method you want Livelink to use to sort Workflows on the Workflow Status page in the Sort Order drop-down list.

8. To specify a maximum number of Workflows that can appear on a single page, type a number in the Workflows per page field.

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Changing Your Password

After you log in to Livelink, you can change your password.

Note Your Livelink Administrator can specify requirements for passwords, such as requiring alpha numeric characters, these requirements still apply when you reset your password. If you forget the requirements or your password, you must contact your Livelink Administrator.

To change your Livelink password:

1. On the Password Settings page, type your current password in the Current Password field.

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Chapter 2

Working with Livelink

Livelink is made up of various Workspaces; the most widely used Workspaces are the Enterprise, Personal, and Project Workspaces. Each Workspace is used to manage different types of information and provides various tools to make the work you do easier. This chapter describes the three principle Workspaces, introduces you to the appearance of Livelink, and provides you with an overview of the types of items and tools that appear throughout the Livelink enviroment.

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Understanding Livelink Workspaces

Each Workspace has unique characteristics, but the basic architecture and navigational elements are the same. A Workspace is a container that serves as a storage area for items. The Enterprise and Personal menus are located in the upper right corner of Livelink pages. Other Workspace menus, such as the Project menu, only appear when you are inside a particular Workspace.

Enterprise Workspace

The Enterprise Workspace is known as the “public” storage area of Livelink. It is a central repository used to store information and other Livelink items that are available to all Livelink users.

Personal Workspace

Your Personal Workspace is a container over which you have complete control. You have full permissions on this Workspace, which means you can perform all general Livelink functions such as add, modify, and delete items. You can also customize the appearance of the Workspace and organize its content to best suit your needs and interest.

You can access your Personal Workspace on the Personal menu. From this menu, you can also view the following pages that contain information specific to you:

• My Assignments, displays a list of Workflow and Task List Tasks that are assigned to you.

• My Discussions, displays a list of all the Discussions that you have permission to see. • My Favorites, displays shortcuts to all items that you have classified as “favorite”. • My Groups, displays every group for which you are a member.

• My Profile, contains a General and Personal tab that provides information about yourself.

• News, contains all News Channels that you have permission to see. • My Projects, displays all Projects for which you are a member.

• Recommendations, displays items and users that the system determines might be useful to you.

• My Reports, contains the following tabs by default: • LiveReports, which contains a list of database queries • MyQueries, which contains saved search queries • MySnapshots, which contains saved search result pages

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• Task Lists, displays every Task List that you have the permission to see.

• Workflow Status, displays every Workflow that you have the permission to see.

Project Workspace

Project Workspaces, like the Personal and Enterprise Workspace, allow you to store information that is directly related to the Project in one location. A Project Workspace can contain the same items as other Workspaces.

For more information about Livelink Projects, see “Working with Projects,” page 55.

Personalizing a Workspace

For information about changing the color scheme and other settings, see “Changing your General Settings,” page 4.

Creating a Custom View

You can customize the appearance of Workspaces by creating a Web page that includes text, images, and links, and then adding it to a container. The Web page will appear at the top of the Workspace, just below the global and Add New Item menus. The custom view feature supports files written in HTML, JavaScript, VBScript, and Java applets.

To add a custom view to a Workspace:

1. Create a Web page and save it with an HTML file extension.

2. Add the images that are referenced in the HTML file to the Workspace. 3. Add the HTML file, as a Document, to the container, and name it

customview.html.

Tip You can add images directly to the Workspace or to a separate Folder. Remember to update the links in the web page if you move the image from its original location.

You can hide the HTML Document and any associated images from view by clicking the Functions icon, choosing Configure, and then clicking the Hidden radio buttons for each item you want to hide.

Working with Favorite Items

You can store shortcuts to Livelink items that you frequently use on your Favorites page. To make an item a Favorite:

1. On the Favorites page, click the Add New Favorite button .

2. Navigate to the item you want as a Favorite, and then click its Select link.

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Configuring Tabs on a Personal Page

You can add, edit, and organize the tabs for most of the pages in your Personal Workspace.

To add a tab:

1. Choose the page to which you want to add a tab on the Personal menu. 2. Click the Configure Tabs button .

3. Click the Add Tabs button .

4. Type a name for the tab in the Tab number field.

5. To set the tab to apear in the front most position when you access the page, click the Default radio button.

6. Click the Submit button. To remove a tab:

1. Choose the page for which you want to remove a tab on the Personal menu. 2. Click the Configure Tabs button .

3. For each tab you want to remove, select the Remove check box. 4. Click the Submit button.

To edit and organize tabs:

1. Choose the page for which you want to edit and organize the tabs on the Personal menu.

2. Click the tab that contains the items you want to organize. 3. Click the Edit/Organize button .

4. For each item, click the tab where you want it to appear in the drop-down lists. 5. Click the Submit button.

Editing Your Personal Profile

User information is stored in two tabs of the the User info page:

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• Personal, which contains personal information, such as a photograph, birthday, personal interests, and home contact information.

Note You must have the Edit Self privilege for a tab in order to change your personal information. The Edit icon indicates that you have that privilege. To edit user information on the Personal tab:

1. Choose My Profile on the Personal menu. 2. Click the Personal tab.

3. To add a photo, click the Browse Livelink button, navigate to the photo, and then click its Select link.

4. Click Male or Female in the Gender drop-down list.

5. Click a month and a date in the Birthday drop-down lists, and then type a year in the text field.

6. Type an e-mail address in the Alternative E-mail field.

7. Type any personal contact information in the Home Address, Home Phone, Home Fax, Cellular Phone, and Pager fields.

8. Type URLs in the My Homepage and My Favorite Links fields. 9. Type a description of interests in the Interests field.

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Working with Common Livelink Elements

Every Livelink page is an HTML document with common interface elements. These elements appear throughout the Livelink environment.

Navigating Livelink

Livelink’s navigational elements enable you to perform Livelink functions and manuever through Workspaces quickly and easily using your mouse. Figure 2-a and the

corresponding list provide an overview of the most common Livelink elements.

Figure 2-a: Commonly used Livelink elements.

1. Global Menus

These menus appear on almost every page in Livelink. Certain Workspaces and Livelink modules include thier own global menu, such as Projects and Task Lists. However, the following four menus always appear:

• Personal, allows you to access your Personal Workspace and information pages. • Enterprise, allows you to access the Enterprise Workspace and the Users and

Groups page.

• Tools, allows you to search Livelink, log out, and modify your Livelink settings. • Help, allows you to access Livelink's context sensitive help (help for individual

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2. Quick Links

Two hyperlinks appear below each global menu, and are used as shortcuts to a global menu item.

3. Add New Item Menu

This menu appears in every Workspace or container where you have the Add Item permission. You add items to Livelink by choosing them on this menu. You can also add Folders and Documents by clicking the Add Document and Add Folder icons next to the Add New Item menu.

4. Functions Icon

This icon appears beside every item and enables you to perform operations on the item based on your permissions.

For more information about the items you can perform using the Functions icon, see “Using the Functions Icon,” page 21.

5. Multiple Browse Views

Multi-Browse views enable you to change your default view of items in Folders, Compound Documents, and the Personal, Enterprise, and Project Workspaces. For more information about Multiple Browse Views, see “Working With Different Views,” page 18.

6. The Search Bar

You can locate items anywhere in Livelink by typing a word or phrase in the Search Livelink text field, and then clicking the Go button.

For more information about searching in Livelink, see “Searching Livelink,” page 25. 7. Navigation Systems

The following types of navigation systems are available:

• Drop-down List, shows the system path to an item in a drop-down list, and appears by default. You can navigate to a level above your current location by clicking the Up One Level icon , or you can move to a higher level by clicking a location in the drop-down list.

• Hyperlink Trail, shows the system path to an item in a "trail" that includes the item's name, its associated image, and a Functions icon. You can navigate to levels above your current location by clicking a link in the trail.

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8. Featured Items

Featured Items appear in a separate section. If you are inside a Project, Sub-Projects will appear in the location where Featured items normally appear, and the section will be titled “Sub-Projects”. For more information about Featured items, see “Classifying Featured Items,” page 20.

9. Hyperlinked Item Names

Every Livelink item name is linked, which enables you to browse a container or open an item to view its contents.

Keyboard Accessible Menus

You can also use a keyboard accessible menu to navigate through Livelink. This type of menu enables you to move through Livelink using your keyboard’s up and down arrows instead of clicking icons and hyperlinks. To learn how to enable keyboard accessible menus, see “Changing your General Settings,” page 4.

Working With Different Views

Multi-Browse functionality enables you to change the way items appear in the Personal, Project, and Enterprise Workspaces, and in Folders and Compound Documents. You can change the default view for all of Livelink on the My General Settings page, for more information, see “Changing your General Settings,” page 4. You can modify the view for individual pages, by clicking one of the following buttons:

• Detail View , displays icons in a list and includes additional information such as an item’s name, size, and modified date (which you can sort by clicking the

appropriate column headings). When you are in Detail View, you can copy, move, and delete multiple items, and show item descriptions.

• Large Icon View , displays lare icons in four columns. The item’s name appears under its icon with the Functions icon, and if applicable, the New and Modified

icons.

• Small Icon View , displays small icons in two columns. The item’s name appears under its icon with the Functions icon, and if applicable, the New and Modified

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Working with Livelink items

Table 2-1 provides a list of item’s and thier associated icons that are common throughout Livelink Workspaces.

Table 2-1: Livelink Items and Icons

Icon Icon Name Description

Modified Icon Indicates a recently changed item New Icon Indicates a recently added item

Up One Level Icon Enables you to navigate to higher levels in the Livelink hierarchy

Alias Icon Indicates the item is an Alias (or shortcut) to the original item

Generation Icon Identifies the item as a Generation (locked version)

Personal Volume Icon Identifies the location or container as your Personal Workspace

or Ascending or Enables you to sort items in ascending or Descending Sort Icon descending order (alphabetical and

numerical)

Reserved Icon Indicates an item is reserved Paperclip Icon Indicates an attachment

Folder A container that stores Livelink items Text Document An unformatted Text Document Microsoft Word A Microsoft Word™ document Document

Microsoft Excel A Microsoft Excel™ document Spreadsheet

HTML Document An HTML document

Compound Document A container that stores multiple Documents (such as chapters of a book), Aliases, Generations, and other Compound Documents in sequential order URL A Web page’s address

Channel A container for storing and publishing news items

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Table 2-1: Livelink Items and Icons

Icon Icon Name Description

Project A Workspace for teams to share information

Discussion A set of related Topics and Replies about a particular subject

Topic The beginning of a thread in a Discussion Reply The continuation of a thread in a Discussion Task List A group of Tasks

Task An assigment for a Livelink user or group Workflow Map A structured work process

Query A stored set of search criteria that can be reexecuted

Snapshot A stored set of search results. Displaying the Snapshot does not re-execute the search that produced it.

Category A container that stores attribute values LiveReport™ A report that lists statistics and other

information about the Livelink database. LiveReports are generated by SQL commands that return information about the data stored in the database.

Classifying Featured Items

When you want Livelink items to stand out, you can specify them as Featured items. These items appear above the other items in a separate section. Featured items display as large icons and are arranged into four columns, except in Sub-Projects, where the item displays as a small Icon. You can add Featured Items to any Livelink Workspace, Folder, or Compound Document.

To add a Featured item: 1. Do one of the following:

• Click the Edit icon in the upper right corner of the page. • Click an item’s Functions icon, and then choose Configure.

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Moving, Copying, and Deleting Livelink Items

You can modify single items by clicking an item’s Functions icon, and then choosing Move, Copy, or Delete. If you are in the Detail View, you can modify multiple items at one time by selecting the check box next to each item you want to modify, and then clicking the Move, Copy, or Delete button.

Using the Functions Icon

The Functions icon is a menu that is located next to every Livelink item. The functions that can be performed vary, depending on the Livelink item type and the permissions you have on the item. For more information, including descriptions of functions not described in this guide, see the Livelink User Online Help. If you use Livelink on a Macintosh

computer, see the topic “Info for Macintosh Users,” in the Livelink User Online Help. You can perform the same functions on many Livelink items. This section uses Documents as the primary example.

Viewing an Item

When you view an item in Livelink, you see an HTML version of it generated by Livelink. For this reason, certain formatting attributes of the original Document may be lost. However, viewing is often the quickest way to view a Document’s content.

To view a Document:

1. Click the Document’s name.

Livelink converts the Document to HTML format and displays it in your browser window.

2. To return to the previous page, click the browser’s Back button.

Note If the message “Unable to convert” displays, the file may be in a format that Livelink cannot display. In this case, try fetching the Document, as described in the following section.

Fetching an Item

Fetching allows you to open or save a Document from Livelink using its native

application. The way your Web browser handles a Document that you fetch depends on the file’s format and the settings of your Web browser. If you experience problems fetching items, contact your Livelink Administrator.

Note For some Document types, Microsoft Internet Explorer opens the Document in a formatted browser window instead of its native application.

To fetch a Document:

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Downloading an Item

To download a Document:

1. Click the Document’s Functions icon, and then choose Download. 2. In the File Download window, do one of the following:

• To open the Document without saving, click the Open button.

• To save the Document to your computer, click the Save button, navigate to the location you want the Document saved, and then click Save.

Reserving an Item

When several Livelink users work with the same item, the reserve function prevents them from revising it at the same time. If you have the Reserve permission, you can reserve Documents, Compound Documents, and Workflows. You can reserve these items individually or by group name.

When you reserve an item, you can download a copy to your local computer. When an item is reserved, others can still view, fetch, or download it, but they cannot add a new version to Livelink. Only the Livelink user or group who has the item reserved can unreserve it or add a new version of it to Livelink.

The reserved icon appears next to the Document, indicating that it is reserved. On the Document’s General Info page, the Reserved by field contains the Livelink user or group name under which it is reserved.

To reserve a Document:

1. Click the Document’s Functions icon, and then choose Reserve.

2. Click the name of the Livelink user or group that is reserving the Document in the Reserve By field.

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Unreserving an Item

If you made changes to the item while it was reserved, you can add the revised version to Livelink when you unreserve it.

To unreserve a Document:

1. Click the Document’s Functions icon, and then choose Unreserve.

2. To add a new version of the Document, select the Add New Version check box, and then do the following:

• To add a description for the new version, type it in the Description field.

• Click the Browse button, navigate to the Document you are uploading, and then click the Open button.

• To modify the Categories or Attributes associated with the Document, click the Edit button. For more information about Categories and Attributes, see the

Livelink User Online Help.

3. Click the Submit button.

Rating an Item

Recommendations and ratings help you locate and retrieve information in Livelink. They also give you a method with which to provide feedback about the information you find. To rate a Document:

1. In the Enterprise Workspace, click a Document’s Functions icon, and then choose Rate It.

2. On the Ratings Info page, click a rating for the Document in the Rating drop-down list.

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Tip You can also access the Ratings Info page by clicking a Document’s Functions icon, choosing Info, and then choosing Ratings.

Viewing Information about an Item

Information about every Livelink item appears on the item’s Info pages. To access an Info page, click an item’s Functions icon, choose Info, and then choose the info type you want to view. Once you access an Info page, click a tab to view another type of information.

Info Types

An item’s Info page contains several tabs, each containing different types of information. The Info pages for different types of Livelink items vary.

Table 2-2 describes the tabs that appear on the Info pages of an item. For more information about Info pages, see the Livelink User Online Help.

Table 2-2: Info Page Tabs Info Page Description

General Displays information common to all Livelink item types. If you have the Modify permission for the Document, you can update the Name and

Description fields, change where information about the Document appears, and whether or not certain types of information appear at all.

Specific Displays information unique to the item type. For a Document, this includes the Current Version number, Max. Versions, and MIME Type fields. The MIME type is stored with every Document in Livelink to tell the browser what type of file it is. If you have the Modify permission for the item, you can update the Max. Versions and MIME Type fields.

Audit Displays a log of operations affecting the item, dates when the operations occurred, and displays the name of the user who executed the operation. Typical events include Create, View, and Version Fetched. Your Livelink Administrator configures all audit settings.

Categories Lists the custom Categories that are applied to this item. Your Livelink Administrator defines each Category by adding one or more attributes to it.

References Lists an item’s aliases and generations.An alias is a shortcut to an item stored n Livelink. A generation is a locked version of an item. You cannot revise or delete a generation.

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Searching Livelink

You search Livelink to locate Documents, Folders, and other Livelink items. Your search can be as basic as finding similar items in a Workspace, or it can be constructed as a query, which is a set of search criteria that contains keywords, a complex query constructed with the Livelink Query Language, a question (natural language query), or any combination of these. For more information about queries, see the Livelink User Online Help.

You access Livelink Search on the Search bar, which appears on most Livelink pages, or on the Livelink Search page. The Search bar allows you to execute a simple search, while the Search page allows you to build a more complex query.

Note When you perform a search, the results are filtered so only the items for which you have the permissions to view appear on the Search Results page.

Basic Searching

Finding items that are similar to another item in a Workspace or on the Search Result page is the simplest way to search Livelink. When you search for similar items, Livelink returns a list of items that contain all or any of the five most unique key phrases (recurring words and word combinations) of the original item. If the original item has no key phrases, Livelink returns a list of the items that contain all or any of the words from the title of the original item.

Note Finding items that are similar to another item in a Workspace may produce different results than searching for items that are similar to another item on the Search Result page.

To find a similar item:

• Click the Functions icon, and then choose Find Similar. To search Livelink from the Search bar:

1. Type the term or phrase you want to search for in the Search Livelink release number for field.

2. Click the name of the index you want to search in the drop-down list. 3. Click the Go button.

Advanced Searching

For more information about advanced searching, see the Livelink User Online Help. To search Livelink from the Livelink Search page:

• Choose Search on the Tools menu.

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Searching Livelink

2. To change the way your search results display, click the Display Options button, modify any options, and then click the Save button.

3. To type search criteria in the form of a question, click the Natural Language Query link.

4. To choose a slice (subset of the index) to search, click the Scope link. If you do not specify a slice, Livelink searches the current version of all items in the Enterprise Index. The list of available slices may include the following, plus any custom slices created by your Administrator.

• Enterprise, which searches the most recent version of all items in the entire Enterprise Workspace.

• Enterprise [All Versions], which searches all versions of all items in the entire Enterprise Workspace.

• Help, which searches the Livelink User Online Help.

5. To see the lists and fields for searching system attributes, and to choose the search criteria from these fields, click the System Attributes link. Attributes are metadata, they contain information about Livelink items, such as the user name of the owner of an item or the date that the item was created.

6. To see the Custom Categories lists and fields of search criteria, click the Categories link, click a Category in the drop-down list, and then choose a Category from the drop-down list below it.

7. To search for XML content and select an XML DTD (document type definition) that specifies the regions you want to search, click the XML Types link.

8. To specify the method in which Livelink resolves your query, click a method in the Look For drop-down list.

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Searching Livelink

10. To minimize your query by searching only content (the information contained within items, such as the text of a Document) or metadata, click a search item in the Within drop-down list.

11. Type words or other search criteria in the Search field. 12. Click the Search button.

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Chapter 3

Understanding Permissions

Permissions are the rules that define which users have access to different items in Livelink.

Your permissions, as an individual user or a member of a group, determine if you can see and open, modify, delete, or change the permissions on certain items. By defining the appropriate permissions for your system’s users and groups, the information inside Livelink is protected.

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Defining Permissions

Every item in Livelink has a record stored in the Access Control List (ACL). An item’s ACL determines which Livelink users and groups can access the item.When the user accesses the item, the ACL defines the user’s permissions for the item. Most often, the ACL of an item is based on the permissions of the container to which it is added.

Initially, every item stored in Livelink has the following permissions:

• Owner , the user that initially added the item to Livelink. Ownership of an item can transfer from one user or group to another.

• Owner Group , the item owner’s default group.

• Public Access , specified when a user is created. If an item is Public Access Enabled, all users with the Public Access permission can view the item. You can modify an item’s Public Access status on the Permissions page.

You can access the ACL for an item on its Permissions page, which lists the users and groups that have access to the item. When you click a user or group’s link, you can see the specific permissions for that user or group, as shown in Figure 3-a.

To view an item’s Permissions page:

• Click the Functions icon, and then choose Permissions.

Note You can only access this page if you have the Edit Permissions permission.

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Basic Work Item Permissions

Basic Work Item permissions apply to Channels, Discussions, and Task Lists. The items that reside in these containers—News, Topics and Replies, and Tasks—do not have their own permissions; they inherit their permissions from the container in which they reside. Table 3-1 describes the four Work Item permissions that apply to Channels, Discussions, and Task Lists:

Table 3-1: Basic Work Item Permissions

Permission Description

None You cannot see the item anywhere in Livelink (including a Livelink Search).

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.

Note Permissions for Task Lists behave in a slightly different manner than

Channels or Discussions. For more information about Task List permissions, see the Livelink User Online Help.

Document Management Permissions

Document Management permissions are more complex than Work Item permissions because permissions vary between different Document Management items. Document Management permissions apply to Documents, Compound Documents, Folders, URLS, Polls, Queries, Forms, Workflow Maps, Aliases, LiveReports, and Generations. Table 3-2 describes the different types of Document Management permissions:

Table 3-2: Document Management Permissions Permission Description

See You can see an item inside a container, but cannot access its contents. See Contents You can see the item and its contents.

Modify You can rename the item and modify some of its properties. Edit Permissions You can change other users’ and groups’ permissions on items.

Edit Attributes You can assign a Category to an item, modify that Category, and modify its Attributes.

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Table 3-2: Document Management Permissions Permission Description

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

Reserve You can reserve, modify, and unreserve an item. You can also add versions to the items you unreserve. This permission is only available for items that can be reserved.

All Document Management permissions are nested within the See permission, which means that if you do not have the See permission, you cannot perform any other functions. Similiarly, the Edit Permissions, Edit Attributes, Add Items, and Delete Versions permissions are nested within the Modify permission, and the Delete and Reserve permissions are nested within the Delete Versions permission.

Figure 3-b: Hierarchy of Document Management Permissions

Role-based Permissions

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Chapter 4

Working with Documents and Folders

Documents are used to share knowledge and keep track of important information, such as meeting notes and reports. You use Folders to organize the Documents and other items that you add to Livelink.

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Adding a Folder

You can add a Folder to any container where you have the Add Item permission. To add a Folder:

• Click the Add Folder button next to the Add New Item menu. • Choose Folder on the Add New Item menu.

2. To provide a name for the Folder other than the default name, type it in the Name field.

3. To add a description of the Folder, type it in the Description field.

4. To change the Folder’s icon, click the Select button, and then click an icon in the

window that appears.

5. To modify the Categories or Attributes associated with the Folder, click the Edit button. For more information about Categories and Attributes, see the Livelink User

Online Help.

6. To add the Folder to a different location, click the Browse Livelink button, navigate to the container, and then click its Select link.

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Adding a Document

You can add any type of file anywhere in Livelink that you have the Add Item permission. The stored file includes all of the attribute information, such as the file size, the date it was created, and the date it was last modified.

To add a Document:

• Click the Add Document button next to the Add New Item menu. • Choose Document on the Add New Item menu.

2. To provide a name other than the file name, type it in the Name field. 3. To add a description of the Document, type it in the Description field. 4. Click the Browse button, navigate to the file, and then click the Open button. 5. To modify the Categories or Attributes associated with the Document, click the Edit

button. For more information about Categories and Attributes, see the Livelink User

Online Help.

6. To add the Document to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link.

7. Click the Add Item button.

Adding a Text Document

You can add a Text Document anywhere in Livelink that you have the Add Item permission. A Text Document is a plain-text document that you can create directly in Livelink.

Warning Netscape Navigator browsers do not accept text files larger than 8 kilobytes. Any text that you enter beyond this limit will be lost when you add the Document to Livelink.

To add a Text Document:

1. Choose Text Document on the Add New Item menu.

2. To provide a name other than the default name, type it in the Name field. 3. To add a description of the Text Document, type it in Description field. 4. Type text in the Text field.

5. Click the type of text in the MIME Type drop-down list. A MIME type (Multipurpose Internet Media Extensions) tells a Web broswer what kind of file it is handling. 6. To modify the Categories or Attributes associated with the Document, click the Edit

button. For more information about Categories and Attributes, see Livelink Online

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Adding a Document

7. To add the Document to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link.

Adding a Compound Document

A Compound Document is a container used to store a group of related Documents. However, you can only add Text Documents, Aliases, and other Documents and Compound Documents to a Compound Document.

To add a Compound Document

1. Choose Compound Document on the Add New Item menu.

2. To provide a name other than the default name, type it in the Name field.

3. To add a description of the Compound Document, type it in the Description field. 4. To modify the Categories or Attributes associated with the Compound Document, click the Edit button. For more information about Categories and Attributes, see the

Livelink User Online Help.

5. To add the Compound Document to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link.

Reordering Items in a Compound Document

As you add items to a Compound Document, Livelink numbers them sequentially in ascending order. You can reorganize these items to appear in any order.

If you want a Document or Text Document to always appear at the top of the list, you can set it as the Master Document. A Master Document usually includes information that helps the reader quickly locate information, such as directions, a table of contents, or an index. Note If you want to organize items in a Compound Document that is inside

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Adding a Document

To reorder items in a Compound Document:

1. Click the Compound Document’s Functions icon, and then choose Reorganize. 2. Type an integer in each item’s New text field to determine the order it appears in the

list.

3. To designate a Document or Text Document as the Master Document, select its Master Document check box.

4. To set Livelink to automatically resequence the other items in the Compound Document, select the Sequential Numbering check box.

Viewing a Compound Document Outline

A Compound Document outline shows the hierarchical sequence of items inside a Compound Document. You can view a Compound Document outline by clicking its Functions icon, and then choosing Outline.

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Chapter 5

Working with Tasks

Livelink Task Lists allow you to manage and track the details of individual and collective work assignments. A Task List contains all Tasks, Sub-Tasks, Milestones, and Groups associated with it. When a Task List is added to a Folder or another Workspace, it can be viewed only by users with the proper permissions.

Using a Task List to manage assignments in a Project is especially useful because it helps keep Project Participants informed of a Task’s status. All Project Particpants can check a Project’s Task List to find out when the status of a Task is changed, a Milestone is reached, a deliverable is delayed, or an issue is addressed.

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Adding a Task List

To add a Task List:

• Click Task List on the Add New Item menu.

• Choose Task Lists on the Personal menu, and then click the Create Task List button .

2. To add a name other than the default name, type it in the Name field.

3. To add a description of the Task List, type it in the Description field.

4. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see the Livelink User

Online Help.

5. To add a Task List to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link.

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Task List Workspace

Once you have created a Task List, you can add Tasks, assign Milestones, and organize your work by grouping Tasks together. When you are inside a Task List, the Task List menu appears next to the Personal menu.

Adding a Task to a Task List

Tip Before you create a Task, you may want to create a Milestone. It is easier to assign a Milestone to a Task while you are creating it. For more information about Milestones, see “Adding a Milestone,” page 43.

To add a Task to a Task List:

1. Click the Task List to which you want to add a Task. 2. Click Task on the Add New Item menu.

4. To assign the Task to a specific Livelink user, do the following: • Click the Choose User or Group icon .

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Task List Workspace

• Type your search term in the starts with field. • Click the Find button.

• Click the Select link for the user or group to whom you want the Task assigned. 5. Click a month, day, year, and time in the Start Date and Due Date drop-down lists. 6. Click High, Medium, or Low in the Priority drop-down list.

7. Click Pending, In Process, Issue, On Hold, Completed, or Cancelled in the Status drop-down list.

Note For information about status values, see Table 5-1, below.

8. To add a Milestone to the Task, choose one from the Milestone drop-down list. Note For more information about Milestones, see “Adding a Milestone,” page 43. 9. To provide instructions for completing the Task, type them in the Instructions field. 10. To provide comments about the Task, type them in the Comments field.

11. To attach another Livelink item, click the Browse Livelink button, navigate to the item, and then click its Select link.

12. To attach a file from your desktop, click the Browse button, navigate to the file, click its name, and then click the Open button.

13. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online

Help.

14. Click the Add Item button. Table 5-1: Task Status Values

Task Status Description

Pending Work on the Task has not yet begun.

In Process Work on the Task has begun.

Issue Progress on the Task is at issue because of a setback or decision that must be made. Describe the issue in the Comments field.

On Hold The Task is on hold because of a decision to temporarily stop work on the Task.

Completed The task is finished.

Cancelled The task no longer requires completion.

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Task List Workspace

Editing a Task

You edit Tasks to indicate the start or completion of a Task assigned to you or to add comments about the Task. You can edit information on a Task page if you are the Task List’s creator, a Coordinator of the Project where the Task is located, or the user to whom the Task has been assigned.

To edit a Task:

1. Click the name of the Task you want to edit. 2. On the Task page, change the Task information. 3. Click the Update Task button.

Tip You can also edit a Task by clicking its Functions icon, and then choosing Edit.

Adding a Milestone

A Milestone can be used to associate a Task with a date or particular stage of a Project. To add a Milestone:

1. Click the name of the Task List to which you want to add a Milestone. 2. Click Milestone on the Add New Item menu.

3. To provide a name other than the default name for the Milestone, type it in the Name field.

4. To provide a description for the Milestone, type it in the Description field.

5. Click a month, date, year, and time in the Target Date drop-down lists to specify the target date.

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Task List Workspace

7. To place the Task List a different container, click the Browse Livelink button, navigate to the container, and then click its Select link.

Modifying Milestone Dates

Once you have created your Milestone, you can assign it current and actual dates. To assign current and actual dates:

1. Click the Task List for which you want to add or edit dates. 2. Click the Edit icon .

3. Click a month, date, year, and time in the Current Date or Actual Date drop-down lists.

Adding a Task Group

You can organize Tasks in a Task List by storing a group of related Tasks in a Task Group, a container inside a Task List. They can be given separate milestones, be assigned to different people, and take place at various stages within a project.

To add a Task Group to a Task List:

1. Click the name of the Task List to which you want to add a Task Group. 2. Click Task Group on the Add New Item menu.

3. To provide a name other than the default name for the Task Group, type it in the Name field.

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Task List Workspace

5. To add a Milestone to the Task Group, click it in the the Default Milestone for Tasks drop-down list.

Help.

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Chapter 6

Working With Discussions and Polling

A Discussion is a container that provides a medium for a group of Livelink users to share thoughts and information. You can add a Discussion to most types of containers.

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Discussions

Discussions contain Topics and Replies, which are useful for tracking ideas and decisions made during the course of a Project.

Discussions are most often added to Projects, but you can them to any Livelink location, if you have the Add Item permission for that location.

Adding a Discussion

To add a Discussion:

1. Click Discussion on the Add New Item menu.

3. To add a description of the Discussion, type it in the Description field.

Help.

5. To place the Discussion in a different container, click the Browse Livelink button, navigate to the container, and then click its Select link.

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Discussions

Adding a Topic

Topics narrow the focus of a Discussion to a specific issue. For example, a Livelink user may want to add a Topic about sales figures of a specific diamond type to a Discussion on jewelry sales.

When you post a Topic to a Discussion in a Project, anyone with access to the Project can view it, but only the coordinators and members can submit a reply. In other locations, your Livelink Administrator or the user who created the container where the Discussion is located determines who can access it.

To add a Topic to a Discussion:

1. Click the Discussion to which you want to add a Topic. 2. Click the Post Topic button .

3. To provide a title for the Topic other than the default title, type it in the Subject field.

4. Type the text of your Topic in the Comments field.

5. To attach a Livelink item, click the Browse Livelink button, navigate to the item, and then click its Select link.

6. To attach a file from your desktop, click the Browse button, locate the file, click its name, and then click the Open button.

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Discussions

Displaying a Discussion

You can customize the display of Discussion Topics and Replies. To display a Discussion:

1. Click the Discussion name.

2. Click the time period you want to view the threads of a Discussion.

3. Click one of following radio buttons:

• Nested View, which displays Topic and Reply information, such as subject, author, and date and time of creation, in a single line of text. In this view, all Topics and Replies contained in the Discussion are indented one level. Replies to Replies are indented additional levels.

• Report View, which displays the Topic and Reply information in column

headings, instead of indented lines of text. When you click on a column heading, it reorganizes the display on that specific column.

4. Select one of the following radio buttons: • Topics Only, which displays only Topics.

• Unread Only, which displays all the unread Topics and Replies.

• All, which displays all Topics and Replies, including those that you have already read.

To display a Discussion Topic or Reply: 1. Click the Discussion name.

2. Click the Topic or Reply that you want to display.

The Current Selection icon points to the subject of the thread (a series of Topics and Replies related to a common subject) for the item currently displayed. The previous and next Topics are displayed adjacent to the thread.

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Discussions

Replying to a Topic or Reply

To reply to a Topic or a Reply:

1. On the page displaying the Topic or Reply to which you want to respond, click the Post Reply button.

2. Type a title for the Reply in the Subject field.

3. Type your reply in the Comments field.

4. To attach another Livelink item, click the Browse Livelink button, navigate to the item, and then click its Select link.

5. To attach a file from your desktop, click the Browse button, navigate to the file, click its name, and then click the Open button.

Livelink QuickStart for Users. This guide introduces new users to the basic features of Livelink

Livelink®

QuickStart for Users

Typographical Conventions Used in This Guide

Table of Contents

Chapter 1

Introducing Livelink

Accessing Livelink

Logging In

Logging Out

Changing Your Livelink Settings

Changing your General Settings

Changing Your Livelink Color Scheme

Setting Your Discussion Preferences

Modifying Workflow Settings

Changing Your Password

Chapter 2

Working with Livelink

Understanding Livelink Workspaces

Enterprise Workspace

Personal Workspace

Project Workspace

Personalizing a Workspace

Creating a Custom View

Working with Favorite Items

Configuring Tabs on a Personal Page

Editing Your Personal Profile

Working with Common Livelink Elements

Navigating Livelink

Keyboard Accessible Menus

Working With Different Views

Working with Livelink items

Classifying Featured Items

Moving, Copying, and Deleting Livelink Items

Using the Functions Icon

Viewing an Item

Fetching an Item

Downloading an Item

Reserving an Item

Unreserving an Item

Rating an Item

Viewing Information about an Item

Info Types

Searching Livelink

Basic Searching

Advanced Searching

Chapter 3

Understanding Permissions

Defining Permissions

Basic Work Item Permissions

Document Management Permissions

Role-based Permissions

Chapter 4

Working with Documents and Folders

Adding a Folder

Adding a Document

Adding a Text Document

Adding a Compound Document

Reordering Items in a Compound Document

Viewing a Compound Document Outline

Chapter 5

Working with Tasks

Adding a Task List

Task List Workspace

Adding a Task to a Task List

Editing a Task

Adding a Milestone

Modifying Milestone Dates

Adding a Task Group

Chapter 6

Working With Discussions and Polling

Discussions

Adding a Discussion

Adding a Topic

Displaying a Discussion

Replying to a Topic or Reply

Marking as Read