Tips for working in IBM Content Navigator

Resizing columns in content lists

(V3.0.10 and later) The column widths in content lists are automatically adjusted to fit the viewing page.

Enabling checkboxes for content lists

To help your users work with large content lists, you can enable checkboxes to show next to content list items. Selecting the checkboxes allows users to keep items selected even when they click outside of the immediate window, keeping them from having to reselect many items.

Dragging items in the repository

Adding documents to the repository

Restriction: Microsoft Internet Explorer Version 9 does not support dragging content from your file system into IBM Content Navigator.

You can add content to the repository by dragging content from your file system into IBM Content Navigator and thus into the repository. You can drag documents, but not folders, to anywhere in the Browse view or onto the search results area.

It matters where you drag to add a document. Dragging a document to various areas leads to the following results:

• Drag a document to a folder in search results or to any folder in the Browse view. The document is added to the folder.
• Drag a document to the search results, but not in a folder. The document is added to the current repository.
• Drag a document directly into a folder in the search results. If the search results are a list of documents, you can drag the document to the results. However, if you searched across IBM FileNet® Content Manager repositories, you must select the repository, class, and folder where you want to add the item. If you drag a document to these search results, the Add Document dialog is started in the current repository.

For Content Manager OnDemand, you can add documents to the repository one item at a time.

Moving items in the repository

You can move multiple documents or folders by dragging the items to other locations.

Tip: To select multiple items, press Ctrl and click each item that you want to move. To select a group of items, press Shift and click the first and last item.

In the Browse view, you can drag items from the tree to the content list and from the content list to the tree.

Dragging a parent folder to its subfolder

By default, you cannot move a parent folder by dragging the folder to any descendant folder of the parent folder. Moving a parent folder to one of its subfolders disconnects the parent and its child folders from the folder tree. The items are no longer available in the folder tree, but the items remain in the repository, and they can be found by doing a search.

You can add the parent folder by dragging the folder to one of its subfolders by holding down the Ctrl key while you drag the parent folder to its subfolder. The parent folder is not removed from its current location.

Creating favorites

You can create favorites to quickly find the items that you work with frequently. Your favorite items are added to the Favorites view in the web client and in IBM Content Navigator for Microsoft Office. To create a favorite, select an item on the repository and click Add to Favorites.

When you create a favorite, you can optionally choose to sync the item to your workstation or mobile device so that you always have the most recent version of the document available. The sync feature is available only if it is configured by your system administrator. To access synced content on your workstation or mobile device, you must install IBM Navigator Sync on your workstation or the IBM Content Navigator application on your mobile device.

Refreshing your view

When you are browsing or searching for items, if you cannot see a folder or document that you expect to see, click Refresh or run the search again.

If you cannot see an item or data that another user made available, log out of your web client session and log in again.

Exiting the document viewer by using the Close or Save button

When you are viewing documents, use the Close or Save button in the viewer to close the window or save your changes. Do not use the Exit button of the browser window to exit the viewer. Using the Close button in the viewer prevents seeing multiple prompts when you close the window.

Editing properties

Edit properties of items from the Document Information pane

You can edit the properties of an item from the Document Information pane when you access the item in the Browse, Search, or Favorites views.

Editing properties for multiple items

When you are editing the properties of multiple items, use the Append checkbox to append new values to the existing values or to overwrite the existing properties with the new values.

If the Append checkbox is not checked, any values that you enter replace the values on the selected objects.

Modifying properties in the viewer

You can modify and save item properties in the viewer, instead of returning back to the search results.

The item properties are editable in Content Manager and IBM FileNet P8, if you have Edit Properties permission.

The item properties are read-only for Content Manager OnDemand and CMIS.

The Edit pane is the same as the pane in the properties tab on the Edit Properties dialog box.

Setting email notifications for workflow events

You can set email notifications to remind you about particular workflow events. In the Work view, click Preferences and specify the workflow events for which you want to receive notifications. You must enter your email address in the Workflow Preferences dialog box to receive the notifications that you specify.

In the Workflow Preferences dialog box, you can also delegate work to another a user. Your work is routed to your delegate when you are out of office.

Your administrator must enable the email notifications feature by configuring email notifications on Process Engine. If you do not receive notifications, email notifications might not be configured.

Changing the language and locale settings on the web client

By default, the web client uses the language that is set in your web browser settings. You can override the default behavior by changing the language of the web client. This setting changes the language of the text in the web client but does not change the language of the documents in the application.

To change the settings, click the user ID drop-down menu and select Change Language and Locale Settings. You can keep the default browser language setting, or change the setting. If you keep the default browser language, the text is displayed according to the language setting in the browser.

You also can change your application locale preference. For example, if you are an English speaker and you do business in Germany, you can set the application language to English to display the text in English. Then, set the application locale to German to use the date, time, and number formats for the German locale.

The default application locale (Use Browser Language Setting) uses the date, time, and number formats that are associated with the language that is specified in your web browser settings.

Configuring your workstation for IBM Content Navigator

Work with your administrator to determine which email client or which version of the Java plug-in you need to install on your workstation.