Multi-filed documents

A document in Content Cortex can be filed in multiple folders. Browsing to any of the containing folders will allow you to view and manage the document from that folder.

Documents created through any folder-based user interface, including IBM FileNet Workplace and IBM FileNet Workplace XT, as well as IBM Connections and Lotus Quickr applications using IBM FileNet Collaboration Services, are automatically filed in a single folder (the folder from which the user initiated the create operation). To file a document in additional folders, you must do so using a Content Cortex user interface (IBM FileNet Enterprise Manager or Administration Console for Content Platform Engine). Some customer business applications may perform multi-filing, as well.

A document is filed in a folder with a containment name specific to that folder. The containment name makes up the last element of the document's path, and is typically displayed when viewing folder contents. A multi-filed document may therefore have multiple, different containment names, as well as multiple paths. The document properties dialogs in IBM FileNet Enterprise Manager or Administration Console for Content Platform Engine can be used to view and manage the folders in which a particular document is filed.

In general, multi-filed documents can be viewed and managed normally in IBM Connections applications through IBM FileNet Collaboration Services. However, the Lotus Quickr content services API and applications do not support multi-filing. Some API functions identify target documents by their IDs, not paths. For these functions, IBM FileNet Collaboration Services must attempt to resolve the document path itself. If a document is filed in multiple folders that are all exposed to IBM Connections, it is impossible to resolve the path reliably. Therefore, there are certain constraints and behaviors that you should be aware of if you use multi-filing in Content Cortex:
  • A document that is filed in a single library, and other folders that are not exposed to IBM Connections, poses no problems.
  • A document that is filed in two folders that are both exposed in two different libraries might cause "Item not found" errors for certain operations. For example, the Lotus Quickr ECM integration publish functions are not affected, but the Lotus Quickr desktop connectors can be affected.
  • A document that is filed in two folders that are both exposed in the same library might cause incorrect behavior for certain operations. If the entire Content Cortex object store is exposed in a library, then this will be the case for all multi-filed documents. For example, the Lotus Quickr ECM integration publish functions are not affected, but the Lotus Quickr Desktop Connectors can be affected. Any problems can typically be resolved by clearing the desktop connector local cache (see Lotus Quickr desktop connectors documentation for instructions).
  • The rename document operation, which is used, for example, when you right-click Rename from the context menu in the Windows Explorer desktop connector, changes the containment name of a Content Cortex document. If the document in question is multi-filed, it changes all containment names for the document. Thus, the document contents of other folders may appear to change. This happens because it is impossible to reliably determine in which folder the change should take place.