HP WorkSite

DeskSite Installation
and User’s Guide

Version 9.0 Update 6

Document Revision 5
Decenber 2014
Copyright Notice

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Acknowledgements
RSA Data Security, Inc. MD5 Message-Digest Algorithm; zlib general purpose compression library, Jean-loup Gailly and Mark Adler; Info-ZIP,
more information at ftp://ftp.info-zip.org/pub/infozip/license.html; HTML-to-RTF Pro DLL 1.8 © 2002-2007 SautinSoft.

Printed: Decenber 2014

Contents

Tables ..............................................................................................................................................15

Figures ............................................................................................................................................17

Preface ............................................................................................................................................23
Documentation Updates...............................................................................................................23
Conventions .................................................................................................................................24
Notational Conventions .........................................................................................................24
Command-line Syntax Conventions ......................................................................................25
Notices ..................................................................................................................................26
Related Documentation................................................................................................................26
HP Autonomy Product References...............................................................................................26
HP Autonomy Customer Support .................................................................................................27
Contact HP Autonomy..................................................................................................................27
Document Revision History ..........................................................................................................28

Chapter 1 
Introduction ................................................................................................................................. 31
What is WorkSite?........................................................................................................................31
Client/Server Architecture .....................................................................................................32
What is DeskSite?........................................................................................................................33
DeskSite Utilities ...................................................................................................................34
Key Features of DeskSite.............................................................................................................34
Case-specific Workspaces ....................................................................................................34
Matter-centric Collaboration and Navigation .........................................................................35
Worklists ...............................................................................................................................35
Document Profile Information ...............................................................................................36
Security .................................................................................................................................39
Search Capability ..................................................................................................................39

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Relating Documents ............................................................................................................. 39

Accessibility Features .......................................................................................................... 40
New Features in This Release..................................................................................................... 40
Support for Save as PDF in Office Integration ...................................................................... 40
Send NRL/URL Menu Item Has Changed ............................................................................ 41
Streamlined Installation ........................................................................................................ 41
Support for Unicode ............................................................................................................. 41
Search Language Selection ........................................................................................... 42

Chapter 2 
Installing and Configuring DeskSite .................................................................................. 43
Prerequisites .............................................................................................................................. 43
Supported Platforms ............................................................................................................ 44
Installing DeskSite ...................................................................................................................... 44
Silent Installation .................................................................................................................. 45
DeskSite Only ................................................................................................................ 45
DeskSite with E-mail Management ................................................................................ 46
DeskSite with Outlook Integration Module ..................................................................... 46
DeskSite with Localization ............................................................................................. 46
Loading Localized KeyView Resource Files ............................................................................... 47
Starting DeskSite ........................................................................................................................ 47
Connecting to WorkSite Servers .......................................................................................... 47
Logging In ...................................................................................................................... 48
Registering a Server ...................................................................................................... 49
Unregistering a Server ................................................................................................... 50
Changing Your Password ..................................................................................................... 51
Configuration Options ................................................................................................................. 52
Select Profile Fields Tab ...................................................................................................... 52
Defaults Tab ......................................................................................................................... 52
Document View .............................................................................................................. 53
Document Versions ....................................................................................................... 54
Echo .............................................................................................................................. 54
WorkSite Base Path ....................................................................................................... 54
Configure Tab ...................................................................................................................... 54
Document Options ......................................................................................................... 55
Other Options ................................................................................................................ 56
Purge Temp Documents If Older Than __ Days ............................................................ 57
Default Command .......................................................................................................... 57
Advanced Configuration ................................................................................................. 58
Other Options Tab ................................................................................................................ 61

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 Uninstalling DeskSite ..................................................................................................................61

Chapter 3 
The DeskSite Desktop ............................................................................................................. 63
Desktop Elements ........................................................................................................................63
Shortcut Frame ............................................................................................................................65
Tree Frame .................................................................................................................................65
Tree Frame Components ......................................................................................................66
Checked-out Documents ................................................................................................66
Document Worklist .........................................................................................................67
Recent Searches ............................................................................................................67
Matter Worklist ...............................................................................................................67
My Matters .....................................................................................................................68
My Favorites ...................................................................................................................68
WorkSite Explorer ..........................................................................................................68
WorkSite Containers .............................................................................................................69
Document Grid .............................................................................................................................70
Document Results Frame.............................................................................................................71
Menu Options and Toolbar Buttons..............................................................................................72
Web Browser Toolbar ..................................................................................................................76

Chapter 4 
Working with Documents ....................................................................................................... 77
Introduction ..................................................................................................................................78
Using Lookup Dialogs .................................................................................................................82
Entering Document Profile Information ........................................................................................84
Editing Document Profile Information ..........................................................................................86
Searching for Documents ............................................................................................................88
Opening Documents ...................................................................................................................88
Opening Documents Sent as NRL Links ...............................................................................89
Opening Echo Documents ....................................................................................................89
Opening from an Integrated Application ................................................................................90
Opening from a Non-integrated Application ..........................................................................90
Viewing Documents ....................................................................................................................91
Viewing Single Documents ...................................................................................................91
Viewing Multiple Documents .................................................................................................91
Importing Documents ..................................................................................................................92
Importing Documents into a WorkSite Library .......................................................................92
Importing New Versions of Documents .................................................................................96
Importing E-mails ........................................................................................................................98

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Exporting Documents ................................................................................................................. 99

Exporting Documents from a WorkSite library ...................................................................... 99
Checking Out Documents ......................................................................................................... 101
Checking In Documents ............................................................................................................ 102
Autosynchronize/Checkin Alert .......................................................................................... 104
Copying Documents ................................................................................................................. 106
Nrl Document Links ............................................................................................................ 107
Creating Document Links ............................................................................................. 108
Copying WorkSite Documents to the Desktop .................................................................... 108
Moving Documents ................................................................................................................... 109
Deleting Documents ..................................................................................................................111
E-mailing Documents ............................................................................................................... 112
Send Document ................................................................................................................. 112
Send Link to WorkSite Item ................................................................................................ 112
Printing Documents .................................................................................................................. 112
Printing Document Lists ..................................................................................................... 113
Relating Documents ................................................................................................................. 114
Creating Relations .............................................................................................................. 115
Removing Relations ........................................................................................................... 116
Uses for Related Documents ............................................................................................. 116
Unlocking Documents ............................................................................................................... 117
Declaring a Document as a Record .......................................................................................... 119
Undeclaring a Record ............................................................................................................... 120
Restoring Archived Documents ................................................................................................ 121
Restoring Archived Document Shortcuts .................................................................................. 121
Displaying Document Information ............................................................................................. 122
Versions ............................................................................................................................. 122
History ................................................................................................................................ 123
Related Documents ............................................................................................................ 123
Checkedout Info ................................................................................................................. 123
Where Used ....................................................................................................................... 124
WorkSite Add-on Functions ...................................................................................................... 125
Convert to PDF Add-on ...................................................................................................... 125
Send as PDF Add-on ......................................................................................................... 126
Creating New Documents ......................................................................................................... 127
Creating New Document Defaults ............................................................................................. 129
Keyword Variables in Default Profiles ................................................................................ 132
Default Profile Properties for Documents ........................................................................... 133
Working with Security Templates .............................................................................................. 134
Creating a Local Security Template ................................................................................... 135
Applying a Security Template ............................................................................................. 138

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 Applying a Local Security Template .............................................................................138
Applying an Author-based Security Template ...............................................................140
Editing Security on Documents .................................................................................................141
Application Setup in DeskSite ...................................................................................................144
Importing Applications from the Database ....................................................................144

Chapter 5 
Using the DeskSite Desktop ................................................................................................ 149
WorkSite Security Concepts.......................................................................................................149
Role-based Access .............................................................................................................150
Container/Document-based Access ....................................................................................150
Inherited Security .........................................................................................................150
Default Security ............................................................................................................151
Access Control List (ACL) ............................................................................................151
Understanding External Users and Groups .........................................................................152
General Security Behavior ..................................................................................................152
Using Elements of the DeskSite Desktop ..................................................................................153
Using the Shortcut Frame ...................................................................................................153
Adding a Shortcut to the Shortcut Frame ......................................................................153
Renaming a Shortcut in the Shortcut Frame .................................................................153
Removing a Shortcut from the Shortcut Frame ............................................................153
Shortcut Groups ..................................................................................................................154
Creating a Shortcut Group ............................................................................................154
Renaming a Shortcut Group .........................................................................................154
Removing a Shortcut Group .........................................................................................154
Using the Tree Frame .........................................................................................................154
Navigating in the Tree Frame .......................................................................................154
Using Tree Frame Components ...................................................................................155
Managing WorkSite Containers ..........................................................................................160
Category .......................................................................................................................161
Workspace ...................................................................................................................164
Tab ...............................................................................................................................171
Document Folder ..........................................................................................................175
Search Folder ...............................................................................................................188
Using the Document Grid ....................................................................................................195
Grouping Documents in the Grid ..................................................................................196
Sorting Documents in the Grid ......................................................................................197
Selecting Documents in the Document Grid .................................................................198
Refreshing the Document Grid .....................................................................................199
Customizing the Document Grid ...................................................................................199

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Customizing Display Options Defaults ......................................................................... 201

Customizing the Appearance of the Document Grid .................................................... 202
Navigating in the Document Grid Without a Mouse ...................................................... 203
Managing the Document Results Frame ............................................................................ 203
Switching Tabs in the Document Results Frame .......................................................... 203
Document Profile Tab .................................................................................................. 204
Quick View Tab ............................................................................................................ 204
Related Documents Tab .............................................................................................. 204
Document Versions Tab .............................................................................................. 205
History Tab .................................................................................................................. 205
Changing the Appearance of the Document Results Frame ........................................ 206
Document Results Frame PushPin .............................................................................. 207
Managing the Toolbars ....................................................................................................... 207
Customizing the Toolbars ............................................................................................ 207

Chapter 6 
Searching in DeskSite ........................................................................................................... 211
Improved Search Prompt Message .......................................................................................... 211
Updated EAI Dialogs .......................................................................................................... 212
Enter Search Criteria Here Message ........................................................................... 213
WorkSite Search Capability ...................................................................................................... 214
Searching on Profile Information ........................................................................................ 214
Search Variables ......................................................................................................... 214
Search Dialog Box ....................................................................................................... 215
Full-text Searching ............................................................................................................. 216
Simplified Full-text Search ........................................................................................... 218
Search Syntax ............................................................................................................. 219
Performing Searches ................................................................................................................ 223
Search Menu ...................................................................................................................... 223
Quick Search ..................................................................................................................... 224
Saved Search ..................................................................................................................... 226
WorkSite Container Searches ............................................................................................ 227
Database Search ......................................................................................................... 227
Workspace Search ...................................................................................................... 230
Folder Search .............................................................................................................. 232

Chapter 7 
Integrated Applications ........................................................................................................ 237
Introduction ............................................................................................................................... 237

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 Methods of Integration ........................................................................................................238
Microsoft Office Integration .......................................................................................................238
Office 365 Integration .........................................................................................................238
Getting Started in the Integrated Application .......................................................................239
Choice of Connection Mode .........................................................................................239
Automatic Online Mode ................................................................................................240
Pre-Profiling Template ..................................................................................................241
Active Integration ......................................................................................................................241
Open ............................................................................................................................242
Local Open ...................................................................................................................243
Close ............................................................................................................................243
Save and Save As ........................................................................................................243
Local Save As ..............................................................................................................244
Print ..............................................................................................................................244
WorkSite Properties .....................................................................................................244
Send WorkSite Link ......................................................................................................246
Passive Integration .............................................................................................................247
Open ............................................................................................................................248
WorkSite Open .............................................................................................................248
Save As ........................................................................................................................249
WorkSite Save As ........................................................................................................249
Modes of Integration ...........................................................................................................249
Enhanced Application Integration .................................................................................249
Classic Application Integration ......................................................................................250
Enhanced Application Integration .......................................................................................250
Elements of the Enhanced Integrated Desktop ............................................................251
Working with Documents in the Enhanced Integrated Application ................................259
Classic Application Integration ............................................................................................266
Elements of the Classic Integrated Desktop .................................................................266
Working with Documents in the Classic Integrated Desktop ...............................................269
Working with WorkSite Links in Office Integration ...............................................................271
Inserting a WorkSite Hyperlink ............................................................................................272
Inserting a WorkSite Footer ................................................................................................274
Performing a WorkSite Mail Merge .....................................................................................274
Performing a Mail Merge Using WorkSite Documents ..................................................275
Performing a Mail Merge Using Newly Created Documents .........................................280
Comparing and Combining WorkSite Documents ...............................................................283
Additional Microsoft Office Integration Functions ................................................................284
Register/Unregister WorkSite Servers ..........................................................................284
About the Integration Module .......................................................................................285

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Switch Connection Mode ............................................................................................. 285

Adobe Acrobat Integration ........................................................................................................ 286
Requirements ..................................................................................................................... 286
Getting Started ................................................................................................................... 287
Integration with WorkSite ................................................................................................... 287
Open from WorkSite .................................................................................................... 288
Save to WorkSite ......................................................................................................... 289
Save and Save As ....................................................................................................... 289
Modes of Integration .......................................................................................................... 289
Working with Documents in the Integrated Application ....................................................... 289
Opening Documents .................................................................................................... 290
Saving Documents ....................................................................................................... 290
Additional Adobe Acrobat Integration Functions ................................................................. 292
Properties .................................................................................................................... 292
Sending WorkSite Links ............................................................................................... 292
About the Integration Module ....................................................................................... 293
Integration with Other Applications ........................................................................................... 293
Integration with DocuComp ................................................................................................ 293
Comparing Documents using DocuComp .................................................................... 293
Integration with CompareRite ............................................................................................. 295
Integration with FullAuthority .............................................................................................. 295
Analyzing Citations Using FullAuthority ........................................................................ 295
Integration with CiteRite ..................................................................................................... 296
E-mail Integration ..................................................................................................................... 296
Non-Integrated Applications ..................................................................................................... 297

Chapter 8 
Linking WorkSite Documents ............................................................................................ 299
Introduction ............................................................................................................................... 299
Linking Definitions .............................................................................................................. 300
Example of OLE Linking ..................................................................................................... 300
Creating Linked Items Outside of WorkSite .............................................................................. 301
Improved Performance Identifying Document Types When Importing Files ....................... 301
How to Create Links ........................................................................................................... 301
Use the Insert Option ................................................................................................... 301
Use the Paste Special Option ...................................................................................... 302
Configuring WorkSite for Linking .............................................................................................. 303
Working with Linked Items in WorkSite ..................................................................................... 304
Creating Documents Containing Linked Objects ................................................................ 304
Using the Insert Option ................................................................................................ 304

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 Using the Paste Special Option ....................................................................................306
Importing Documents Containing Linked Objects ...............................................................308
Importing Destination and Source Documents into WorkSite .......................................308
Importing Source Documents into WorkSite .................................................................310
Opening Documents Containing Linked Objects .................................................................312
Editing Links in Documents Containing Linked Objects ................................................313
Replacing Links in Documents Containing Linked Objects ...........................................314
Exporting Documents Containing Linked Objects ...............................................................316
Checking out Documents Containing Linked Objects .........................................................317
Checking In Documents Containing Linked Objects ...........................................................319

Chapter 9 
WorkSite Viewer ....................................................................................................................... 321
Introduction ...............................................................................................................................321
Supported Document Types ..............................................................................................322
Word Processing Formats ............................................................................................322
Spreadsheet Formats ...................................................................................................322
Graphic Formats ...........................................................................................................322
Miscellaneous Formats .................................................................................................322
WorkSite Viewer Window ...........................................................................................................322
Viewing Documents ..................................................................................................................324
Viewing Local Documents ...................................................................................................324
Viewing WorkSite Documents .............................................................................................325
Searching Text of Documents ...................................................................................................326
Copying Documents ..................................................................................................................327
Printing Documents ...................................................................................................................328
Setting Printer Options ........................................................................................................328
Setting More Printer Options ........................................................................................328
Setting Document Display Options ............................................................................................329
Word Processing Documents .............................................................................................329
Setting Display Font .....................................................................................................330
Bitmap Files ........................................................................................................................330
Vector Graphics ..................................................................................................................330
Setting Default Display Options ..........................................................................................330

Chapter 10 
Working Offline ........................................................................................................................ 333
Portable Mode Versus OffSite ....................................................................................................334
Working in Portable Mode .........................................................................................................334
Prerequisites .......................................................................................................................335

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Starting Portable Mode ....................................................................................................... 335

Columns in the Document Grid .................................................................................... 336
Application Setup in Portable ............................................................................................. 337
Configuration Options ........................................................................................................ 337
Setting the Default Drive for the Portable Directory ...................................................... 337
Document Grid Headings ............................................................................................. 337
Advanced Options ....................................................................................................... 339
Working with Portable Documents in DeskSite .................................................................. 339
Checking Out Documents from DeskSite to Portable ................................................... 340
Checking In Documents from Portable to DeskSite ..................................................... 341
Working with Documents in Portable .................................................................................. 343
Importing Documents to Portable ................................................................................. 343
Opening Portable Documents ...................................................................................... 345
Viewing Portable Documents ....................................................................................... 345
Editing Portable Document Profile Information ............................................................ 346
E-mailing Portable Documents ..................................................................................... 347
Printing Portable Documents ....................................................................................... 348
Working with Portable Documents from Integrated Applications ........................................ 348
Orphan Documents ............................................................................................................ 349

Chapter 11 
Document Echoing ................................................................................................................. 351
Introduction................................................................................................................................ 351
Setting Up ................................................................................................................................. 351
Prerequisites ...................................................................................................................... 352
Enabling Document Echoing .............................................................................................. 352
Setting the Default Drive for the Echo Directory ................................................................. 352
Working with Echo Documents ................................................................................................. 352
Working with Echo Documents in Portable Mode ............................................................... 353
Opening Echo Documents ........................................................................................... 353
Viewing Echo Document Profile Information ................................................................ 354
Printing Echo Documents ............................................................................................ 354
Printing Echo Document Lists ...................................................................................... 355
Deleting Echo Documents ........................................................................................... 355
Working with Echo Documents from Integrated Applications ............................................. 355
Synchronizing Echo Documents ......................................................................................... 356
Purging Echo Documents ................................................................................................... 359
Purging Echo Documents Manually ............................................................................. 360
New Names for DeskSite, WorkSite Viewer, and WorkSite Portable Client ................. 360

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 Purging Echo Documents Automatically .......................................................................361

Chapter 12 
Using Outlook Integration Module with DeskSite ....................................................... 363
Overview ...................................................................................................................................363
Connecting to WorkSite Servers ...............................................................................................364
Connect to WorkSite Server ...............................................................................................364
Attaching WorkSite Documents to E-mail ..................................................................................365
Filenames ...........................................................................................................................366
Documents ...................................................................................................................367
Links .............................................................................................................................367
URLs ............................................................................................................................367
Saving E-mails to WorkSite .......................................................................................................368
Outlook 2010 and Outlook 2013 Have New Ribbon ............................................................368
Saving E-mail Attachments Together ..................................................................................368
Saving E-mail Attachments as Separate Documents ..........................................................370
Creating E-mail Profile Defaults ................................................................................................373
Accessing OffSite Features .......................................................................................................374

Index ..............................................................................................................................................375

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Tables

Table 1 Document Revision History......................................................................................... 28

Table 2 Document Profile Information Fields........................................................................... 36
Table 3 Options for double-click actions in the Document Grid ............................................... 57
Table 4 Types of containers in WorkSite ................................................................................. 69
Table 5 Columns in the Document Grid................................................................................... 71
Table 6 Tabs in the Document Results Frame ........................................................................ 72
Table 7 File menu options........................................................................................................ 73
Table 8 Login menu options..................................................................................................... 73
Table 9 View menu options...................................................................................................... 73
Table 10 Search menu options .................................................................................................. 74
Table 11 Document menu options ............................................................................................. 74
Table 12 Tools menu options..................................................................................................... 75
Table 13 Convert to PDF menu options..................................................................................... 76
Table 14 Help menu options ...................................................................................................... 76
Table 15 Summary of Document menu commands................................................................... 79
Table 16 When to perform a Document Import.......................................................................... 92
Table 17 Document Relations.................................................................................................. 115
Table 18 List of Supported Variables....................................................................................... 132
Table 19 Default Profile Properties, Documents...................................................................... 134
Table 20 Example Inherited and Individual Security Container Icons..................................... 151
Table 21 Checked-out Documents menu options.................................................................... 155
Table 22 Document Worklist menu options ............................................................................. 156
Table 23 Matter Worklist menu options ................................................................................... 156
Table 24 Recent Searches menu options................................................................................ 157
Table 25 Searches menu options ............................................................................................ 157
Table 26 My Matters menu options.......................................................................................... 158
Table 27 My Favorites menu options....................................................................................... 159
Table 28 WorkSite Explorer menu options .............................................................................. 160
Table 29 Category menu options............................................................................................. 164
Table 30 Workspace menu options ......................................................................................... 167

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Table 31 Workspace Refiling Rules .........................................................................................169

Table 32 Tab menu options......................................................................................................174
Table 33 Tab Refiling Rules .....................................................................................................175
Table 34 Document Folder menu options ................................................................................181
Table 35 Document Folder Refiling Rules................................................................................184
Table 36 Adding documents to a folder....................................................................................185
Table 37 Search Folder menu options .....................................................................................192
Table 38 PushPin States ..........................................................................................................207
Table 39 Profile Field Operators...............................................................................................219
Table 40 Full-text Search Operators ........................................................................................220
Table 41 Mail Merge Scenarios................................................................................................275
Table 42 Source Document File Type Selection ......................................................................302
Table 43 Source Document Paste As Selection.......................................................................307
Table 44 Importing Linked Documents.....................................................................................308
Table 45 Comparison of OffSite and Portable..........................................................................334
Table 46 Document Status Icons .............................................................................................336
Table 47 Summary of Echo Document functions .....................................................................353

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Figures

Figure 1 WorkSite Client-Server diagram ................................................................................ 33

Figure 2 Language selection on search dialog ........................................................................ 42
Figure 3 Server Connection dialog box ................................................................................... 49
Figure 4 Register and Login dialog box .................................................................................. 50
Figure 5 Unregister dialog box ................................................................................................ 51
Figure 6 Change Password dialog box ................................................................................... 51
Figure 7 Configure dialog box, Defaults tab............................................................................. 53
Figure 8 Configure dialog box, Configure tab .......................................................................... 55
Figure 9 Select Connection Mode dialog box ......................................................................... 56
Figure 10 Overflow indicator ..................................................................................................... 57
Figure 11 Advanced Configure dialog........................................................................................ 59
Figure 12 Example of DeskSite Desktop Window ..................................................................... 64
Figure 13 Example Tree Frame ................................................................................................. 66
Figure 14 Document Grid........................................................................................................... 70
Figure 15 Document Results Frame .......................................................................................... 72
Figure 16 Web Browser toolbar ................................................................................................. 76
Figure 17 Select Internal Author dialog box .............................................................................. 83
Figure 18 New Profile dialog box ............................................................................................... 85
Figure 19 File Permissions dialog box ...................................................................................... 86
Figure 20 Properties dialog box ................................................................................................ 87
Figure 21 WorkSite command in an integrated application’s menu........................................... 90
Figure 22 Find File To Import to Folder dialog box ................................................................... 93
Figure 23 Choose Database dialog box .................................................................................... 95
Figure 24 Choose Folder dialog box ......................................................................................... 95
Figure 25 Find File to Import as New Version dialog box ......................................................... 97
Figure 26 Export dialog box .................................................................................................... 100
Figure 27 Checkout dialog box ............................................................................................... 102
Figure 28 Checkin dialog box ................................................................................................. 103
Figure 29 The Autosynchronize or Checkin alert message ..................................................... 104
Figure 30 Checkin/Synchronize Documents dialog box .......................................................... 106

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Figure 31 Document link icon ..................................................................................................108

Figure 32 Move dialog box ......................................................................................................109
Figure 33 Apply profile from folder message ...........................................................................110
Figure 34 Refiling dialog box ...................................................................................................110
Figure 35 Document removal message ..................................................................................111
Figure 36 Standard Windows Print dialog box ........................................................................114
Figure 37 Setup Relation dialog box .......................................................................................115
Figure 38 Confirm Unlock message ........................................................................................117
Figure 39 Confirm Synchronization of Locked Document dialog box ......................................118
Figure 40 Declare as Record confirmation message ..............................................................119
Figure 41 Undeclare Record confirmation message ...............................................................120
Figure 42 Document Archived message ..................................................................................121
Figure 43 Restore Shortcut to Archived Document message .................................................122
Figure 44 Document Checked Out dialog box ........................................................................124
Figure 45 PDF Conversion Progress dialog box .....................................................................125
Figure 46 PDF Save As dialog box .........................................................................................126
Figure 47 New folder containing Word and Excel templates....................................................127
Figure 48 New submenu .........................................................................................................128
Figure 49 New Profile dialog box ............................................................................................129
Figure 50 New Profile Default dialog box ................................................................................131
Figure 51 New Profile Default dialog box, variables entered ...................................................133
Figure 52 Security Template Management dialog box ............................................................135
Figure 53 Security Template dialog box ..................................................................................136
Figure 54 Select Internal Group(s) dialog box .........................................................................137
Figure 55 Users of Group dialog box .......................................................................................138
Figure 56 Edit Security dialog box............................................................................................139
Figure 57 Select Internal Author dialog box ............................................................................141
Figure 58 Edit Security dialog box ...........................................................................................142
Figure 59 File Permissions dialog box ....................................................................................143
Figure 60 Local Application table ............................................................................................145
Figure 61 Select Import Application dialog box .......................................................................146
Figure 62 Add Local Application dialog box ............................................................................147
Figure 63 Add to My Favorites dialog box ...............................................................................160
Figure 64 Create New Category dialog box, General .............................................................161
Figure 65 Create New Category dialog box, Security .............................................................162
Figure 66 Create New Category dialog box, My Favorites ......................................................163
Figure 67 New Workspace Profile dialog box .........................................................................165
Figure 68 File Permissions dialog box ....................................................................................166
Figure 69 Apply profile from container message .....................................................................170

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 Figure 70 Refiling dialog box ..................................................................................... 171
Figure 71 Create New Tab dialog box, General ........................................................ 172
Figure 72 Create New Tab dialog, Security tab ......................................................... 173
Figure 73 Create New Folder dialog box, General .................................................... 176
Figure 74 Create New Folder dialog box, Security .................................................... 177
Figure 75 Create New Folder dialog box, Profile tab ................................................. 178
Figure 76 Folder Profile dialog box ............................................................................ 179
Figure 77 Select Internal Author dialog box ............................................................... 180
Figure 78 Create New Folder dialog box, Profile tab with profile information ............ 181
Figure 79 Browse for folder dialog box ...................................................................... 185
Figure 80 New Profile dialog box ............................................................................... 186
Figure 81 Confirm Remove message ........................................................................ 187
Figure 82 Create New Search Folder dialog box, General ........................................ 189
Figure 83 Create New Search Folder dialog box, Security ........................................ 190
Figure 84 Create New Search Folder dialog box, Search Criteria ............................. 191
Figure 85 Search dialog box ...................................................................................... 192
Figure 86 Folder Properties dialog box ...................................................................... 194
Figure 87 Search Criteria tab ..................................................................................... 195
Figure 88 Group Result By dialog box ....................................................................... 196
Figure 89 Sort dialog box ........................................................................................... 198
Figure 90 Configure dialog box, Select Profile Fields ................................................ 200
Figure 91 Configure dialog box, Defaults ................................................................... 201
Figure 92 Configure dialog box, Other Options .......................................................... 202
Figure 93 Color palette .............................................................................................. 203
Figure 94 Sort dialog box ........................................................................................... 206
Figure 95 Customize dialog box ................................................................................. 208
Figure 96 Customize dialog box, Commands tab ....................................................... 209
Figure 97 Save As Dialog With New Prompt .............................................................. 212
Figure 98 Express Search Dialog With New Prompt .................................................. 213
Figure 99 Search dialog box ....................................................................................... 216
Figure 100 Search dialog box, full-text information....................................................... 217
Figure 101 Simplified Full-text Search dialog box......................................................... 218
Figure 102 Search menu .............................................................................................. 223
Figure 103 Quick Search toolbar .................................................................................. 224
Figure 104 Choose Database dialog box ..................................................................... 225
Figure 105 Select Workspace/Folder dialog box ......................................................... 225
Figure 106 Database Search submenu ....................................................................... 227
Figure 107 Search dialog box, database selected ....................................................... 228
Figure 108 Choose Workspace/Folder dialog box ....................................................... 229

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 Figures

Figure 109 Search Workspaces dialog box ..................................................................230

Figure 110 Workspace Search results .........................................................................231
Figure 111 Search dialog box, folder selected .............................................................233
Figure 112 Choose Workspace/Folder dialog box .......................................................234
Figure 113 Select Connection Mode dialog box............................................................239
Figure 114 Example of WorkSite tab on Office application ribbon bar ..........................239
Figure 115 Example File menu, Active Integration........................................................242
Figure 116 Close message ...........................................................................................243
Figure 117 WorkSite Properties quick view...................................................................245
Figure 118 Properties dialog box, Default appearance .................................................246
Figure 119 Send Link on WorkSite ribbon bar ..............................................................247
Figure 120 Example File menu, Passive Integration .....................................................248
Figure 121 WorkSite Integrated Desktop, Enhanced mode ..........................................250
Figure 122 Look in list ...................................................................................................251
Figure 123 View Options dialog box..............................................................................253
Figure 124 Search Folders dialog box .........................................................................254
Figure 125 Default Scope..............................................................................................255
Figure 126 Type Selection ............................................................................................256
Figure 127 Autocomplete feature .................................................................................257
Figure 128 Autocomplete feature (suggestion selected) ..............................................257
Figure 129 Recent Search ............................................................................................258
Figure 130 Save As Options dialog box ........................................................................262
Figure 131 Save As dialog box, Enhanced mode ........................................................263
Figure 132 Open dialog box on the Classic Integrated Desktop ...................................267
Figure 133 Save As Options dialog box, Classic mode ................................................270
Figure 134 Example Send Link option on Home ribbon bar..........................................271
Figure 135 WorkSite Link and Footer commands, Insert tab ........................................271
Figure 136 Insert Link menu on WorkSite tab ...............................................................272
Figure 137 Insert WorkSite Link dialog box ..................................................................273
Figure 138 Insert WorkSite Hyperlink dialog box .........................................................274
Figure 139 Example of Mail Merge option on WorkSite ribbon bar ..............................275
Figure 140 WorkSite Mail Merge dialog box ................................................................276
Figure 141 WorkSite Mail Merge dialog box, Main document selection .......................276
Figure 142 WorkSite Mail Merge dialog box, Main document selected .......................277
Figure 143 Select Data Source dialog box ...................................................................278
Figure 144 WorkSite Mail Merge dialog box, Data document selected ........................279
Figure 145 Merge dialog box ........................................................................................279
Figure 146 WorkSite Mail Merge dialog box ................................................................280
Figure 147 WorkSite Mail Merge dialog box, Main document selection .......................281

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 Figure 148 WorkSite Mail Merge dialog box, Active document selected ..................... 281
Figure 149 WorkSite Mail Merge dialog box, Change Document Type ....................... 282
Figure 150 Select Data Source dialog box .................................................................. 282
Figure 151 Edit Main Document message box ............................................................ 283
Figure 152 WorkSite tab, Register/Unregister Option .................................................. 285
Figure 153 WorkSite tab, About option ......................................................................... 285
Figure 154 Select Connection Mode dialog box ........................................................... 286
Figure 155 WorkSite tab, Switch Connect Mode option ............................................... 286
Figure 156 Adobe Acrobat Integration File menu ......................................................... 288
Figure 157 WorkSite Integrated Open dialog box ........................................................ 290
Figure 158 WorkSite Integrated Save As dialog box ................................................... 291
Figure 159 Compare Documents using DocuComp dialog box ................................... 294
Figure 160 FullAuthority dialog box ............................................................................. 295
Figure 161 Advanced Configure dialog box ................................................................. 303
Figure 162 WorkSite Integrated Insert dialog box ........................................................ 305
Figure 163 Paste Special Option, Office 2007 Integration............................................ 306
Figure 164 Paste Special dialog ................................................................................... 307
Figure 165 Version Selection dialog box ..................................................................... 308
Figure 166 Import Source Documents dialog box ........................................................ 309
Figure 167 Import Links dialog box .............................................................................. 311
Figure 168 Open dialog box ......................................................................................... 312
Figure 169 WorkSite Links dialog box ......................................................................... 313
Figure 170 WorkSite Links dialog box, checked-out document ................................... 314
Figure 171 Replace WorkSite Links dialog box ........................................................... 315
Figure 172 WorkSite Integrated Replace Link dialog box ............................................ 315
Figure 173 Export dialog box ....................................................................................... 316
Figure 174 Export Links dialog box .............................................................................. 317
Figure 175 Checkout dialog box .................................................................................. 318
Figure 176 OLE (Object Linking and Embedding) Checkout dialog box ...................... 319
Figure 177 OLE (Object Linking and Embedding) Checkin dialog box ........................ 320
Figure 178 WorkSite Viewer window, Tile format ......................................................... 323
Figure 179 WorkSite Viewer window, Cascade format................................................. 323
Figure 180 Select File to View dialog box .................................................................... 324
Figure 181 WorkSite Viewer window ........................................................................... 325
Figure 182 WorkSite Integrated Open dialog box ........................................................ 326
Figure 183 Find dialog box .......................................................................................... 327
Figure 184 Print Page Setup dialog box ...................................................................... 329
Figure 185 Display Options dialog box ........................................................................ 331
Figure 186 Portable Desktop window ........................................................................... 335

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Figure 187 Select Fields to Display in Grid dialog box .................................................338

Figure 188 Advanced Options dialog box .....................................................................339
Figure 189 Checkout dialog box ...................................................................................340
Figure 190 Checkin/Synchronize Documents dialog box, Checkedout Documents ....341
Figure 191 Checkin dialog box .....................................................................................342
Figure 192 Find File To Import dialog box ....................................................................344
Figure 193 Portable Desktop Window, Quick View ......................................................346
Figure 194 WorkSite Integrated Portable Open dialog box ..........................................349
Figure 195 Echo document warning message .............................................................354
Figure 196 WorkSite Integrated Portable Open dialog box ..........................................356
Figure 197 Checkin/Synchronize Documents dialog box, Echo Documents ...............357
Figure 198 Confirm Synchronize dialog box ................................................................358
Figure 199 Set Purge Criteria dialog box .....................................................................360
Figure 200 Server Connection dialog ............................................................................364
Figure 201 WorkSite Integrated Insert dialog ...............................................................365
Figure 202 Outlook mail message with document and link attached ............................366
Figure 203 Outlook 2010 and Outlook 2013 Ribbon .....................................................368
Figure 204 Save To WorkSite .......................................................................................368
Figure 205 Save As dialog ............................................................................................369
Figure 206 Save To WorkSite .......................................................................................370
Figure 207 Save E-mail with Attachments dialog ..........................................................370
Figure 208 Save E-mail with Attachments dialog, Expanded view ...............................371
Figure 209 Save E-mail with Attachments dialog, WorkSite path .................................372
Figure 210 Save To WorkSite .......................................................................................373
Figure 211 Default Email Profile dialog .........................................................................373

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The DeskSite Installation and User’s Guide describes how to install and use
DeskSite and describes the WorkSite features that are available in Microsoft
Office and Adobe Acrobat integrated applications. It also describes the operation
of the WorkSite Viewer and Portable programs. It is intended for end users of
DeskSite.
 Documentation Updates
 Conventions
 Related Documentation
 HP Autonomy Product References
 HP Autonomy Customer Support
 Contact HP Autonomy
 Document Revision History

Documentation Updates
The information in this guide is current as of DeskSite version 9.0 Update 6. The
content was last modified December 2014. You can retrieve the latest available
product documentation from HP Autonomy’s Knowledge Base on the Customer
Support Site:
http://worksitesupport.autonomy.com
A document in the Knowledge Base has a version number (for example, version
7.5) and may also have a revision number (for example, revision 3). The version
number applies to the product that the document describes. The revision number
applies to the document. The Knowledge Base contains the latest available
revision of any document.

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Conventions
The following conventions are used in this document.

Notational Conventions
This guide uses the following conventions.

Convention Usage
Bold User-interface elements such as a menu item or button.
For example:
Click Cancel to halt the operation.

Italics Document titles and new terms. For example:

 For more information, see the IDOL Server
Administration Guide.
 An action command is a request, such as a query or
indexing instruction, sent to IDOL Server.

monospace font File names, paths, and code. For example:

The FileSystemConnector.cfg file is installed in
C:\Autonomy\FileSystemConnector\

monospace bold Data typed by the user. For example:

 Type run at the command prompt.
 In the User Name field, type Admin.

monospace italics Replaceable strings in file paths and code. For

example:
user UserName

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Command-line Syntax Conventions

This guide uses the following command-line syntax conventions.

Convention Usage
[ optional ] Brackets describe optional syntax. For example:
[ -create ]

| Bars indicate “either | or” choices. For example:

[ option1 ] | [ option2 ]
In this example, you must choose between option1
and option2.

{ required } Braces describe required syntax in which you have a

choice and that at least one choice is required. For
example:
{ [ option1 ] [ option2 ] }
In this example, you must choose option1, option2,
or both options.

required Absence of braces or brackets indicates required

syntax in which there is no choice; you must type the
required syntax element.

variable Italics specify items to be replaced by actual values. For

<variable> example:
-merge filename1
(In some documents, angle brackets are used to denote
these items.)

... Ellipses indicate repetition of the same pattern. For

example:
-merge filename1, filename2 [, filename3
... ]
where the ellipses specify, filename4, and so on.

The use of punctuation - such as single and double quotes, commas, periods -
indicates actual syntax; it is not part of the syntax definition.

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Notices
This guide uses the following notices:

CAUTION A caution indicates an action can result in the loss

of data.

IMPORTANT An important note provides information that is

essential to completing a task.

NOTE A note provides information that emphasizes or

supplements important points of the main text. A note supplies
information that may apply only in special cases—for example,
memory limitations, equipment configurations, or details that
apply to specific versions of the software.

TIP A tip provides additional information that makes a task

easier or more productive.

Related Documentation
The following documents provide more details on DeskSite:
 WorkSite Desktop Client Customization Guide
 WorkSite Server Administrator’s Guide

HP Autonomy Product References

This document references the following HP Autonomy products:
 iManage E-mail Management for DeskSite
 iManage FileSite
 iManage OffSite
 iManage WorkSite
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HP Autonomy Customer Support

HP Autonomy Customer Support provides prompt and accurate support to help
you quickly and effectively resolve any issue you may encounter while using HP
Autonomy products. Support services include access to the Customer Support
Site (CSS) for online answers, expertise-based service by HP Autonomy support
engineers, and software maintenance to ensure you have the most up-to-date
technology.
To access the Customer Support Site, go to
http://worksitesupport.autonomy.com
The Customer Support Site includes:
 Knowledge Base: The CSS contains an extensive library of end user
documentation, FAQs, and technical articles that is easy to navigate and
search.
 Case Center: The Case Center is a central location to create, monitor, and
manage all your cases that are open with technical support.
 Download Center: Products and product updates can be downloaded and
requested from the Download Center.
 Resource Center: Other helpful resources appropriate for your product.

To contact HP Autonomy Customer Support by e-mail or phone, go to

http://www.autonomy.com/work/services/customer-support

Contact HP Autonomy
For general information about HP Autonomy, contact one of the following
locations:

Europe and Worldwide North and South America

E-mail: autonomyinfo@hp.com E-mail: autonomyinfo@hp.com
Telephone: +44 (0) 1223 448 000 Telephone: +1.415.243.9955
Fax: +44 (0) 1223 448 001 Fax: +1.415.243.9984
HP Autonomy Corporation plc HP Autonomy, Inc.
Cambridge Business Park  One Market Plaza
Cowley Rd. Spear Tower, Suite 1900
Cambridge CB4 0WZ San Francisco CA 94105
United Kingdom USA

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Document Revision History

.

Table 1 Document Revision History

Document
Revision Release Date Notes
5 December 2014 Version 9.0 Update 6:
 “Improved Performance Identifying Document
Types When Importing Files” on page 301
 “DeskSite with Localization” on page 46 now
supports Brazil-Portuguese
 As part of the preparation for x64 Office
Support, WorkSite has “New Names for
DeskSite, WorkSite Viewer, and WorkSite
Portable Client” on page 360
 “Office 365 Integration” on page 238 is now
available.
 “Outlook 2010 and Outlook 2013 Have New
Ribbon” on page 368
 “Improved Search Prompt Message” on
page 211
 KeyView Version 10.22 is embedded with this
release. See NOTE on page 47.

4 August 2014  Add DeskSite with Localization Option to “Silent

Installation” on page 45
 Add TIP with Recommended Value to “Timeout
Option” on page 59
 Add IMPORTANT Note about maximum
WorkSite file size on page 82
 In section “Searching on Profile Information” on
page 214
 Add IMPORTANT Note that variables are
case sensitive
 Add TIP about search limitations for
%MYEMAIL%.

3 September 2013  Update HP-Autonomy addresses

 Correct styles on Topic hyperlinks and Figure
Titles

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Table 1 Document Revision History

Document
Revision Release Date Notes
2 August 2013  Add section on “Silent Installation” on page 45
 Correct description of Public level in “Default
Security” on page 151
 Minor corrections

1 July 2012 Added IMPORTANT NOTE (and Sub-Heading

“Purging Echo Documents Manually”) to section
“Purging Echo Documents” on page 359 in
Chapter 11

0 December 2011 Release 9.0

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CHAPTER 1

Introduction
This chapter contains the following information:
 “What is WorkSite?”
 “What is DeskSite?”
 “Key Features of DeskSite”
 “New Features in This Release”

What is WorkSite?
WorkSite™ is a document-management system (DMS)—a software product that
can manage millions of documents for hundreds or thousands of users. A DMS is
used to help organizations overcome problems with managing large numbers of
documents, which affect efficiency, accuracy, and information security.

NOTE The term document as applied in this guide refers to

an electronic file, including not only text files, but also to
spreadsheets, images, e-mails, and many other types.

WorkSite enables you to:

 Effectively use online document collections that can store millions of
documents
 Organize work into Workspaces corresponding to clients, matters or projects

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 Chapter 1 Introduction

 Share Workspaces and documents with other groups or specific users

 Find and retrieve documents and Workspaces quickly, using powerful
searching tools
 Provide consistent system-wide document security rules
 Create and track multiple versions of a document
 Maintain extensive document histories and audit trails
 Automatically archive and restore documents
 Integrate records management (that is, physical documents) into the
document-management system

Client/Server Architecture
You access WorkSite by logging into a WorkSite Server. A server is a computer
that performs operations requested by other PCs, which are called clients.
DeskSite™ is a client application that runs on a PC and communicates with
WorkSite.
The WorkSite DMS consists of the following components:
 A WorkSite Server, which handles client requests and manages access to the
information in the system.
 A database, such as Microsoft SQL Server®, which stores document metadata
(information about the documents).
 A file server, which stores the documents themselves.
 A set of full-text index collections, which manage the information used to
search for documents.
These components work together to organize and index your documents. From a
user’s standpoint, the file server and database operate as a single entity, called a
library. As shown in Figure 1, one WorkSite server can be connected to several
libraries at the same time.

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 What is DeskSite?

Figure 1 WorkSite Client-Server diagram

NOTE Refer to the WorkSite Server Design Guide for more

information on this topic.

What is DeskSite?
DeskSite is a desktop application that connects users to the WorkSite server.
DeskSite integrates WorkSite document management functionality into
Microsoft® Office® applications. Users can create a new document, open an
existing document, save a document as a new version, change profile information
and perform many other document management functions—all without ever
leaving their familiar Microsoft Office application.
DeskSite is specially designed to meet the needs of the legal community but can
also be customized for government and other business projects.

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DeskSite Utilities
The following utilities are provided with the DeskSite application:
 DeskSite, the main interface between users and WorkSite libraries.
 WorkSite Viewer, which allows you to view multiple documents at once.
 WorkSite Portable, an application that lets users download WorkSite
documents to a local computer and work on them when they are not
connected to a WorkSite server.
 Integration modules for Microsoft Office and Adobe Acrobat, which allow you
to use WorkSite functionality from these commonly used applications.

Key Features of DeskSite

This section describes the key features of the DeskSite application:
 “Case-specific Workspaces”
 “Matter-centric Collaboration and Navigation”
 “Worklists”
 “Document Profile Information”
 “Security”
 “Search Capability”
 “Relating Documents”
 “Accessibility Features”

Case-specific Workspaces
The Workspace serves as the container for all the information that users need to
handle a legal case. It is the electronic equivalent of the expandable paper case
file or “redweld”. Users can organize this information by distributing it across
multiple tabs on the Workspace. Each tab allows you group and categorize
different types of information for easier access and use. Folders provide the
electronic equivalent to subfiles within a matter.

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Matter-centric Collaboration and Navigation

Matter-centric collaboration gives users an online space for contributing and
consuming all the content related to a particular legal matter in one place.
DeskSite provides containers that aid in the organization of this matter-centric
content.
Users can easily and effectively collaborate and exchange information. To assign
a matter to another attorney or practice group, you can simply place it in that
attorney’s or group’s My Matters folder.
Each container has its own security and metadata, depending on who needs to
access it.
See “WorkSite Containers” on page 69 for more information.
Matter-centric navigation is achieved by using shortcuts to keep all of your matters
or Workspaces available directly from the DeskSite desktop, eliminating the need
to drill down through the database structures.
The WorkSite Tree Frame contains two customizable link lists—My Matters and
My Favorites—that make it easy to set up matter-centric navigation that
corresponds to your legal practices.
My Matters is a container of shortcuts to a lawyer’s personal list of matters, similar
to a lawyer’s file cabinet. Menu options make it easy to expand My Matters to
include the matters of other lawyers if they have been shared. For example, a
matter can be automatically assigned to a lawyer and an administrative assistant
when the case is opened.
See “My Matters” on page 68 for more information.
My Favorites is a customized link list that you create to meet your navigation
needs. Within My Favorites you can place shortcuts to documents, folders, or
Workspaces from multiple WorkSite libraries.
See “My Favorites” on page 68 for more information.

Worklists
Each WorkSite Server that you are logged into has a Document Worklist and a
Matter Worklist associated with it. The Document Worklist contains a list of
recently accessed documents. The Matter Worklist contains a list of recently
accessed Workspaces.

NOTE If you open a document to which you have read-only

access, that document does not appear in the Document
Worklist.

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See “Tree Frame Components” on page 66 for more information.

Document Profile Information

The profile is a set of properties whose values enable the Document Management
System to classify, organize, and locate documents and other WorkSite objects
when you need them.
The information in a document’s profile record can include the following:
 Description
 Author
 Class
 Operator
 Date of creation or editing
 Version number
 User who last edited the document
 Comments
 Custom fields
This information enables you to search quickly for documents without having to
remember obscure file names or where the documents are stored on the file
server. Table 2 lists the information contained in a document profile record.
Table 2 Document Profile Information Fields
Profile Field Description
Document Number Unique number automatically assigned by WorkSite.

Version Version number of the document (1–n).

Description Descriptive information of the document, up to 254

characters.

Name Short name of the document, up to 16 characters.

Type Application used to create the document and open it

again. For example, WORD for Microsoft Word.

Database Library in which the document is stored. For example,

DMS1, DMS2, and so on.

Author User who created the document.

Operator User currently working on the document.

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Table 2 Document Profile Information Fields

Profile Field Description
Class User-defined classification of the document. For
example, MEMO for an e-mail document.

Client Custom field with special properties based on business

needs, used to identify the document.

Matter Custom sub field used to identify the document and

dependent on the entry in the Client field.

Custom Fields Additional fields with special properties based on

business needs, used to classify the document.

Creation Date Date the document was created.

Note: Server settings enable you to view the create
date/time profile property of the documents in DeskSite
in two ways:
File Date. The date/time that a document was created
locally, before importing it to DeskSite.
System Date. The date/time that a document was
created in the server or imported into the server.
For more information on server settings, refer to the
WorkSite Server Administrator’s Guide.

Last Edit Date Most recent date and time that the document was
edited.
Note: Server settings enable you to view the edit date/
time profile property of the documents in DeskSite in
two ways:
File Date. The date/time that a document was last
edited locally, before importing it to DeskSite.
System Date. The date/time that a document was last
edited in the server.
For more information on server settings, refer to the
WorkSite Server Administrator’s Guide.

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Table 2 Document Profile Information Fields

Profile Field Description
Last Edit Time Most recent time that the document was edited.
Note: Server settings enable you to view the edit time
profile property of the documents in DeskSite in two
ways:
File Date. The time that a document was last edited
locally, before importing it to DeskSite.
System Date. The time that a document was last
edited in the server.
For more information on server settings, refer to the
WorkSite Server Administrator’s Guide.

File Entry Date the source file was originally created by the
originating application.

File Edit Date the source file was last edited by the originating
application.

Last User Name of the user who most recently edited the
document.

Size Size of the document, in bytes.

Retain Days Number of days before the inactive document is

archived.

Comment Comment associated with the document, up to 8,000

characters, and fully searchable.

Security / Modify (button) Creates an ACL of users and groups.

Shared As Sets the default security levels.

NOTE The Shared to External Users icon indicates

that a document is shared with external users. See
“Understanding External Users and Groups” on page 152
for information about external users and groups.

Because profile fields can be customized, the items listed in Table 2 may not
match those in your organization’s WorkSite system.

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Typically in legal enterprises, the Custom1 field is used to store the name of the
Client and Custom2 is used to store the name of the Matter. These two custom
fields exist in a parent-child relationship. They are used to sort and search for
content related to a particular Client-Matter.

Security
WorkSite security is designed to enable sharing of information and collaboration
on projects while keeping content secure. There are two types of security in
WorkSite: role-based security and object-based access rights.
Roles define the privileges (operations that a user can or cannot perform) within
the WorkSite system. The WorkSite Administrator (the user or users responsible
for managing WorkSite) defines which privileges are given to a role and assigns a
role to each user.
Object-based access rights are security settings defined on WorkSite containers
and documents. The owner of the container or document (at the time of creation)
sets security by creating a list of users and their access rights on the object.
Object-based access rights can be modified by any user who has Full Access on
the object.
See “WorkSite Security Concepts” on page 149 for more information.

Search Capability
DeskSite provides powerful searching capabilities to help you find your
documents. You can search for documents according to document profile
information, the full text of the Comments field in the document profile, or the full
text of the documents. After you perform a search, you can save the search
criteria and search results for later reference. You can also share your saved
searches with other users.
See Chapter 6 for more information.

Relating Documents
In addition to grouping documents in folders, you can create relations between
documents to keep related documents together, such as a contract and an
addendum. For example, a contract could be related to the addenda to the
contract or to other documents used to create it.
You can create relationships between documents through an intuitive
drag-and-drop user interface. The icon in the DeskSite desktop identifies
documents that are related to other documents.
See “Relating Documents” on page 114 for more information.

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Accessibility Features
DeskSite is designed to work with special features that provide greater
accessibility for users who are visually or hearing impaired, or otherwise
physically challenged, in accordance with U.S. Section 508 government
regulations. DeskSite supports most assistive technologies and has been
previously tested with the following versions:
DeskSite accessibility features include:
 The ability to turn certain accessibility features on and off
 Alternating color rows in the Document Grid
 Red and green icons indicating correct or incorrect entries in required
fields
 Keyboard shortcuts as alternatives to mouse-clicking on dialog boxes and
menus
 Text explanations of graphics and icons
 The ability to turn off the warning that the search scope is limited to a container
on the Search dialog box.
For specific navigational information, see:
 “Navigating in the Tree Frame”
 “Navigating in the Document Grid Without a Mouse”
 “Menu Options and Toolbar Buttons”

New Features in This Release

This section describes the new features and enhancements made in DeskSite
9.0:

Support for Save as PDF in Office Integration

WorkSite Office Integration now lets you add a Word document to WorkSite in
PDF format. The newly-saved PDF document can be either a new version of an
existing WorkSite Office document or a new document.
This is only supported in Word 2007 / 2010 at this time, not in PPT or Excel.
In Word 2007 you can find Save as PDF options under File -> Save as -> PDF into
WorkSite.

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In Word 2010 you can find Save As PDF options under File->Save &
Send->Create PDF/XPS Document->save as PDF.

Send NRL/URL Menu Item Has Changed

The Document Action menu item Send NRL/URL is now Send Link.

Streamlined Installation
Enhancements made in version 9.0 provide streamlined installation of DeskSite
with optional components. The DeskSite installation package now includes E-mail
Management and Outlook Integration Module as optional components.

Support for Unicode

DeskSite 9.0 supports a unicode environment. Profile data (including client,
matter, author, etc.) can be stored in multiple languages. Workspaces, folders,
and dialogs can be in any language.
To display profile data stored in multiple languages, you must have a
Unicode-compatible font installed. Most Windows 7 operating systems include
Unicode fonts by default. You can also download Unicode fonts using Microsoft
Windows Update.
If an application registry setting does not exist in the registry when opening the
application, WorkSite desktop applications automatically use the default value.
WorkSite databases support this functionality automatically. No additional
configuration is required. Refer to WorkSite Server 9.0 Release Notes for more
information.

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Search Language Selection

A new option on the Search dialogs enables you to specify a language when
performing a search operation. DeskSite returns results for the specified language
only.
This option is available on the Document Search dialog (see Figure 2) and on the
Workspace Search dialog.
Figure 2 Language selection on search dialog

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CHAPTER 2

Installing and Configuring

DeskSite
This chapter contains the following information:
 “Prerequisites”
 “Installing DeskSite”
 “Loading Localized KeyView Resource Files”
 “Starting DeskSite”
 “Configuration Options”
 “Uninstalling DeskSite”

NOTE The installation and configuration of your DeskSite

application may be performed by your WorkSite
Administrator. If that is the case, you can skip the Installation
section of this chapter. Many of the configuration options
described in this chapter are configurable by the user.

Prerequisites
The following software and hardware are required to install DeskSite:
 Microsoft Internet Explorer 7.0 and above.

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 2 GB RAM
 1 GB of free disk space

Supported Platforms
Refer to the WorkSite 9.0 Supported Platforms and Applications datasheet for a
complete list of operating systems and software that is supported or compatible
with DeskSite.

Installing DeskSite
The optional E-mail Management (EM) or Outlook Integration Module (OIM)
components are now included in the DeskSite installation package instead of in
separate installation packages. See Chapter 12 on page 363 for more information
about Outlook Integration Module. This streamlined installation provides a
simplified upgrade process. The installer manages the entire upgrade instead of
uninstalling and reinstalling components separately.
In addition to the optional EM or OIM components, the DeskSite installer installs
DeskSite, Express Search, Portable and the WorkSite Viewer applications.

NOTE If any Microsoft Office applications are running,

close them before installing DeskSite.
NOTE Verify that the “Prerequisites” have been met for the
computer. Refer to the Release Notes for more information.
NOTE If you are installing DeskSite on a machine with no
Internet connection, you must confirm that the root
certificate on the machine is up to date. You can update the
machine through Microsoft Windows updates, or use the
steps in the following Microsoft Knowledge Base article to
update the root certificate as required.
http://support.microsoft.com/kb/931125

1. Start the DeskSite installer using one of the following methods.

 Insert the CD in your computer’s CD-ROM drive and wait for the
installation wizard to appear. If it does not appear automatically,
double-click Setup.exe located on the CD-ROM.
or

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 Download and unzip the installation files to a temporary folder on your

computer. Locate and double-click Setup.exe.

IMPORTANT Use the Setup.exe file, not the iManage

DeskSite 9.0.msi file.

2. Click Next at the Welcome window. The Customer Information window

appears.
3. In the Customer Information window, enter your name and company name in
the User Name and Organization fields. Choose the language from the list.
4. Select the radio button for the features you want to install: DeskSite Only,
DeskSite with E-mail Management, or DeskSite with Outlook Integration
Module.
5. Enter the product serial number provided to you in the Product Serial
Number key. Click Next. The License Agreement window appears.
6. Read the License Agreement and if you agree to the terms, select the I
accept the terms in license agreement option, and click Next. The Setup
Type window appears.
7. In the Setup Type window, select the setup type. Click Next to continue. The
Destination Folder window appears.
8. In the Destination Folder window, the Installation Wizard automatically creates
and installs the files to the following path:
C:\Program Files\Interwoven\WorkSite\
Click Next to continue. The Ready to Install the Program window appears.
9. Click Install to complete the installation. The Installation Completed window
appears.
10. Click Finish to exit.

Silent Installation
To install DeskSite in Silent Mode, use one of the following command line
syntaxes.

DeskSite Only
Setup.exe /s /v"/qn SERIALNUMBER=<serial number> EM_STATUS=OFF"
OR
MsiExec.exe /i "<path to Full_Installer/*.msi file>" /qn
SERIALNUMBER=<serial number> EM_STATUS=OFF

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DeskSite with E-mail Management

setup.exe /s /v"/qn SERIALNUMBER=<serial number> EM_STATUS=ON /l*v
install.txt"
OR
MsiExec.exe /i "<path to Full_Installer/*.msi file>" /qn
SERIALNUMBER=<serial number> EM_STATUS=ON

DeskSite with Outlook Integration Module

setup.exe /s /v"/qn SERIALNUMBER=<serial number> EM_STATUS=OIM
OR
MsiExec.exe /i "<path to Full_Installer/*.msi file>" /qn
SERIALNUMBER=<serial number> EM_STATUS=OIM

DeskSite with Localization

If you are running DeskSite with Localization for a non-English language, add the
Localization parameter.
Setup.exe /s /v"/qn SERIALNUMBER=<serial number> <language>"
where 
for French, <language> = "LANGUAGE=FR"
for German, <language> = "LANGUAGE=DE"
for Brazil-Portuguese, <language> = “LANGUAGE=PT”
for Spanish, <language> = "LANGUAGE=SP"
DeskSite 9.0 Update 6 support localization only for French, German,
Brazil-Portuguese, and Spanish.

NOTE The setup.exe installer automatically checks for

the Microsoft .NET 3.5 SP1 Framework and Microsoft Visual
C++ 2008 Redistributable components and installs them, if
necessary. However, when performing an installation from
the .MSI file, you must check for and install these
components manually.

IMPORTANT If you install E-mail Management for Outlook

and uninstall it at any time, you must uninstall and re-install
DeskSite.

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Loading Localized KeyView Resource Files

DeskSite includes HP Autonomy KeyView, which provides viewing capabilities, so
that you can view different file formats without launching native applications.
KeyView loads the required resources from the kwres.dll file located in the
default C:\Program Files\Interwoven\WorkSite\KeyView folder.
To run KeyView in another language, you need to load localized resources. To
load localized resources, copy the language-specific version of the kwres.dll
file from the C:\Program Files\Interwoven\WorkSite\KeyView\
<language ID> subdirectory and paste it into the C:\Program Files\
Interwoven\WorkSite\KeyView\ folder.
For example, to load German resources, copy the German version of the
kwres.dll file from the C:\Program Files\Interwoven\WorkSite\
KeyView\1031 subdirectory and paste it into the C:\Program Files\
Interwoven\WorkSite\KeyView\ folder.
You can follow a similar procedure to switch locales and run KeyView in another
language.

NOTE KeyView Version 10.22 is embedded with this

release of the DeskSite 9.0 Update 6. For a list of supported
file types, refer to the most recent WorkSite Server Release
Notes.

Starting DeskSite
The following steps assume that you have installed DeskSite according to the
instructions given in “Installing DeskSite” on page 44.
To launch DeskSite, click the Start menu, point to Programs, then to Autonomy,
and select iManage DeskSite.

Connecting to WorkSite Servers

Your first step in using DeskSite is to register the WorkSite Servers to which you
wish to connect. The connection to the WorkSite Server allows you to gain access
to your documents and libraries.

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Logging In
To register and log into a WorkSite Server, you need the Server name and a valid
login ID and password.
When you log into a WorkSite Server, you have the option of using a WorkSite
password or a trusted login using network authentication. You can use trusted
login if you are one of the following users:
 Windows Active Directory Services (ADS)
 Windows NT Domain
 Novell NDS
 Novell Bindery Users
In addition, your system may also require you to change your WorkSite password
when it reaches an expiration date. Contact your WorkSite Administrator for
information about the availability of trusted login on your system, as well as
password expiration features.

NOTE Your servers may be set up in a server cluster

arrangement that includes multiple servers serving the
same WorkSite libraries. The multiple servers provide
additional fault tolerance in the event of a server failure and
also enhance performance. You log into a cluster the same
way you would log into an individual server, using the cluster
name as the server name.

1. From the Login menu, select Register/UnRegister Server. The Server

Connection dialog box appears.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter.

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Figure 3 Server Connection dialog box

The dialog box shows a list of all the servers that are registered. If the value in
the Auto Login column is Y, when you open DeskSite the login to the server is
performed automatically.
2. To disconnect from a server, select it and click Disconnect or type ALT+N.
You will not lose the login information you have already entered for that server.
You may also perform this operation by selecting Disconnect from the Login
menu.
3. To reconnect to a server, select it and click Reconnect or type ALT+N. You
may also perform this operation by selecting Connect from the Login menu
and choosing a server from the submenu.

NOTE When you are connected to the WorkSite

Server you are in online mode. To switch to offline
mode, select Work Offline from the Login menu. To
come back to the online mode, select Work Online from
the Login menu. See Chapter 10 for more information.

Registering a Server
1. Click Add in the Server Connection dialog box. The Register and Login dialog
box appears.

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Figure 4 Register and Login dialog box

2. Enter a server name or select a server from the Server Name list.
3. In the Login Information area, select a login option:
 Select the Auto Login check box to automatically connect to the server at
the start of a DeskSite session. If you select this check box, enter a
UserID and Password. Then click Save.
 Select the Use Trusted Login check box to log in using your network
authentication. If you select this option, the UserID and Password fields
are unavailable and you are prompted to Save.

NOTE Your WorkSite Administrator must specifically

enable the Trusted Login option. If you try to use this
option and receive an error message, try logging in
without using the Trusted Login option.

4. If you have entered authentic login information, the server appears in the list of
the Server Connection dialog box. You can repeat these steps to add any
number of servers and server clusters.

Unregistering a Server
1. Select Register/UnRegister Server from the Login menu. The Server
Connection dialog box appears. See Figure 5.
2. Select the server and click Delete.
The Unregister dialog box appears, asking if you want to unregister the
specified server .

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Figure 5 Unregister dialog box

3. Click Yes to unregister the server.

Changing Your Password

Your password expires after a length of time determined by your WorkSite
Administrator. You receive a warning message before your password expires.

NOTE If you use the Trusted Login option, this WorkSite

password is not used.

To change your password:

1. Select Change Password from the Tools menu. The Change Password
dialog box for the selected server appears.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 6 Change Password dialog box

2. Enter your Old Password, then enter your New Password twice to confirm it.

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3. Click OK.

NOTE Passwords are library-specific. To avoid a

conflict, all libraries must be available when you change
your password. If one of the libraries is unavailable
when you change your password, the new password is
not updated for that library and you are unable to log in.

Configuration Options
DeskSite allows you to customize the way information is displayed and configure
settings on certain document options.These settings can be specified in the
Configure dialog box.
To access the Configure dialog box, select Options from the Tools menu. The
Configure dialog box is displayed with four tabs: Select Profile Fields, Defaults,
Configure, and Other Options.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter. To move between tabs, type
CTRL+TAB.

Select Profile Fields Tab

The Select Profile Fields tab allows you to customize the columns on the
Document Grid and the Document Profile tab in the Document Results Frame.
See “Customizing the Document Grid” on page 199 for more information on
customizing the fields in the Document Grid and Document Results Frame.

Defaults Tab
The Defaults tab allows you to specify various system settings.

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Figure 7 Configure dialog box, Defaults tab

The Defaults tab is divided into the areas described in the next sections.

Document View
The Document View area allows you to customize the display options in the
Document Grid. See “Customizing the Document Grid” on page 199 for more
information on customizing the fields in the Document Grid and Document Results
Frame.

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Document Versions
The Document Versions area allows you to customize display options in the
Document Versions tab of the Document Results Frame. See “Customizing the
Document Grid” on page 199 for more information on customizing the fields in the
Document Grid and Document Results Frame.

Echo
The Echo area allows you to set the size of the Echo directory. Specify the
maximum size of the directory by clicking the up or down arrows in the Echo Size
(MB) field. If the total size exceeds the specified limit, DeskSite prompts you to
purge the echo directory. See “Purging Echo Documents” on page 359 for more
information.

NOTE For information about setting the echo directory, see

“Setting the Default Drive for the Echo Directory” on page 352.

WorkSite Base Path

In the WorkSite area, you can enter a URL for accessing WorkSite in the
WorkSite Base Path field. DeskSite uses this information when you use the
commands Send Document URL Link or Send Folder URL Link from the Send
option on the Document menu.
WorkSite NRL extensions are now registered with Microsoft. If you send an NRL
link to a user who does not have DeskSite installed, the user is prompted to
download a utility (nrl2url.exe). This utility converts the NRL link to a WorkSite
Web Components URL link.
However, this utility requires you to set the WorkSite Base Path to the location of
WorkSite Web Components (for example, https://worksite.companyname.com/
worksite).

Configure Tab
The Configure tab allows you to specify additional configuration options.

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Figure 8 Configure dialog box, Configure tab

Document Options
On the Configure tab, you can select from the following options:
 When the Use forms and captions from preferred database option is
selected, DeskSite downloads the forms and captions stored on your
preferred WorkSite database/library and applies these forms and captions to
other libraries. When this option is not selected, forms and captions are
downloaded from each library as you need them.
 When the Check for checked out documents on startup/exit option is
selected, DeskSite displays an alert message immediately after login
whenever it detects altered checked-out portable documents on your local or
network drive.

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 When the Check for modified echo documents on startup/exit option is

selected, DeskSite displays an alert message immediately after login
whenever it detects altered echo documents on your local or network drive.
 When the Check for orphaned documents on startup/exit option is
selected, DeskSite displays an alert message immediately after login
whenever it detects orphaned documents on your local or network drive. See
“Orphan Documents” on page 349 for more information about orphaned
documents.
 When the Show worklist on startup option is selected, DeskSite shows the
Document Worklist in the Tree Frame.
 When the Always sort worklist by my access time option is selected, the
work list on the Document Grid sorts in the order in which the current user
accessed the documents.

NOTE The edit time of a document changes if another

user accesses the file. As a result, the sort order may
differ from the actual edit time of some documents.

Other Options
 When the Verify before exiting the DeskSite option is selected, DeskSite
displays a message asking if you are sure you want to close DeskSite when
you click the exit button or select Exit from the File menu.
 When the Check for Microsoft Word before exiting DeskSite option is
selected, DeskSite determines if the Microsoft Word application is open. If yes,
you receive a warning message asking if you want to close DeskSite even
though Microsoft Word is still running.
 When the Choose the Connection Mode when starting option is selected,
you have the option of working online, offline, or locally.
Figure 9 Select Connection Mode dialog box

 If you choose Connect, DeskSite connects to the servers that are

registered and selected for Auto Login.

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 If you choose Work Offline, DeskSite runs in offline mode.

 If you choose Local, the application does not connect to a WorkSite
Server.
 When the Show overflow message if search returns have more entries
option is selected, you get an indicator in the status bar telling you that your
search request received more matches than shown in the search results list.
Figure 10 Overflow indicator

 When the Disable Splash Screen option is selected, the DeskSite splash
screen does not appear when you open DeskSite.
 When the List search folders on top in a WorkSpace option is selected,
search folders will be listed above any document folders within each
Workspace in the WorkSite tree.
 When the Retain sorting order in search result view option is selected, the
results of a search operation are displayed using the sorting preferences
previously set.

Purge Temp Documents If Older Than __ Days

When you perform Print, View, and Quick View operations in DeskSite, the
system creates temporary files on your computer. The Purge setting determines
how long to retain these files. When you close DeskSite, the temporary files are
permanently deleted after the number of days you specify.

Default Command
Select from the list of commands in the Default Command menu to decide what
action DeskSite performs when you double-click an item in the Document Grid.
See Table 3 for details. Click OK when you have finished setting defaults.
Table 3 Options for double-click actions in the Document Grid
If you
select… When you double-click a document in the grid…
Open The document opens in its associated application.

Open The document will be opened as Read-Only.

Read-Only

Print The document is printed.

View The document opens in the WorkSite Viewer application.

Quickview The document appears in the Quickview frame.

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Table 3 Options for double-click actions in the Document Grid

If you
select… When you double-click a document in the grid…
Send The document is attached to a new mail message.
Document

Check Out The Checkout dialog box appears with the document listed as the
document to be checked out.

Check in The Checkin dialog box appears with the document listed as the
document to be checked in.

Export The Export dialog box appears with the document to be exported.

Refile The document’s profile metadata and security is updated with values
from the folder in which it resides.

Move A browse dialog box appears to move the document to a specified

location.

Delete The document is deleted from the WorkSite library.

Unlock The document is unlocked.

Remove from The document is removed from the current folder. However, it still
Folder remains in the WorkSite library.

Add to Folder A browse dialog box appears to add the document to a folder.

Add to My The document is added to your My Favorites list.

Favorites

Declare as The document is declared as a record.

Record

UnDeclare as The document is undeclared as a record.

Record

Restore If the document the shortcut refers to was archived and no longer
Shortcut to exists in the active database, this command will restore the document
Archived Doc from archive database.

Properties The Properties dialog box appears with profile information for the
document.

Advanced Configuration
When you click More, the Advanced Configure dialog opens.

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Figure 11 Advanced Configure dialog

Timeout Option
Use the Timeout option to determine how long the DeskSite client waits before
timing out. The Timeout option controls the length of time (in seconds) before
DeskSite times out on login and searching operations.
If you are logging into multiple WorkSite libraries, each library is connected
sequentially. All libraries must be connected before the Timeout expires.
If you are searching multiple libraries, the searches of all libraries must be
complete before the Timeout expires.
The default value (in seconds) is 30. You may need to increase this value when
connection times are slow, for example, over a WAN connection, or if you are
connecting to or searching multiple libraries.

TIP To optimize the OffSite Synchronization progress and

prevent premature timeouts during a synch, set the Value to
120.

Matter Worklist Options

Use the Maximum Matter Worklist items option to set the maximum number of
items that appear in the Matter Worklist.

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Document Options
 When the Delete local files after import option is selected, DeskSite
removes documents from your local or network drive after you import them to
DeskSite.
 When the Use description for mail option is selected, DeskSite uses the
document’s Description as the subject when you use the Send Document
option to e-mail the document or link.
 When the Show profile for checkin option is selected, a Profile dialog box
displays when you check in a document as a new version. By default, no
Profile dialog box displays.
 When the Filter COMPARE and OCR classes out option is selected,
DeskSite excludes all documents with the COMPARE or OCR (optical
character recognition) document class. If you want to include documents
created with document comparison or OCR software, make sure this option is
not selected.
 When the Use description for export option is selected, DeskSite uses the
profile description as the file name when you export the document.
 When the Always make emails private option is selected, the default
security for e-mails is Private.
 When the Show document worklist separately for each database option is
selected, for each WorkSite library under the WorkSite Explorer node,
separate Document Worklists are displayed.
 When the Check document for OLE Links option is selected, DeskSite
detects OLE links in documents you are importing or checking in.
 When the Close search dialog when search completes option is selected,
the Search dialog box closes when the search finishes.
 When the Enable Save As New Version option is selected, DeskSite enables
you to save a local document as a version of an existing WorkSite document.

Other Options
 When the Add wildcards in description field when searching option is
selected, DeskSite automatically inserts an asterisk at the beginning and end
of the search string in the Description field when performing a profile search.
This option is disabled by default.
 When the Autocomplete option is selected, DeskSite remembers and
automatically fills in the rest of the character string you previously entered in a
field on a form.

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 When the Update forms and captions on login option is selected, forms and
captions are updated at that time. If this option is not selected, forms and
captions are updated as you access them.
 When the Turn on accessibility mode option is selected, the accessibility
features become operational. See “Accessibility Features” on page 40.
 When the Warn if a search is limited to a container option is selected,
DeskSite warns you if you begin a search from a folder or Workspace. A
container search does not look for results outside of the folder or Workspace
that you have selected.
Click OK to save your settings and return to the Configure dialog.

Other Options Tab

You can change the appearance of the Document Grid and Document Results
Frame on the Other Options tab.
See “Customizing the Appearance of the Document Grid” on page 202 and
“Changing the Appearance of the Document Results Frame” on page 206 for
more information.

Uninstalling DeskSite
1. Click the Start menu, then point to Settings, then Control Panel. The Control
Panel window appears.
2. Double-click Add or Remove Programs to open the Add or Remove
Programs window.
3. Select iManage DeskSite from the list. Click Remove.
4. Click Yes when prompted in the Add or Remove Programs Confirmation
dialog. The DeskSite application is removed from your computer.

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CHAPTER 3

The DeskSite Desktop

This chapter describes the different components of the DeskSite user interface. It
contains the following information:
 “Desktop Elements”
 “Shortcut Frame”
 “Tree Frame”
 “Document Grid”
 “Document Results Frame”
 “Menu Options and Toolbar Buttons”
 “Web Browser Toolbar”
See Chapter 5 for information on how to use DeskSite.

Desktop Elements
The DeskSite desktop window is modeled on the Windows Explorer and Outlook
user interfaces. It contains display frames, menus and toolbars:
 Shortcut Frame. Contains icons for shortcuts to important folders.
 Tree Frame. Organizes and displays information about matters, folders,
recent searches, and libraries.

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 Document Grid. Displays a document list that is either the result of a search
or the contents of a folder.
 Document Results Frame. Displays in tabular display areas information
about a particular document.
 Menu Options and Toolbars. Provide the functionality to perform everyday
tasks in DeskSite.
 Web Browser. Provides access to the web directly from the DeskSite
desktop.
Figure 12 Example of DeskSite Desktop Window

Figure 12 consists of the following elements:

 1 - Menus and toolbars
 2 - Web Browser toolbar

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 3 - Shortcut Frame
 4- Tree Frame
 5 - Document Grid
 6 - Document Results Frame

Shortcut Frame
The Shortcut Frame contains shortcuts to frequently used folders. This provides
easy access to your most frequently used folders and searches.
Two default shortcuts exist when you install the system:
Document Worklist shortcut. A list of documents most recently accessed
from all libraries. Returns up to 40 documents per WorkSite library.

NOTE If you open a document to which you have read-only

access, that document does not appear in the Document
Worklist.

Checked-out Documents shortcut. A list of the documents currently checked

out.
See “Using the Shortcut Frame” on page 153 for more information on performing
operations with the Shortcut Frame.

Tree Frame
The Tree Frame contains the hierarchical structure of all connected servers,
libraries, Workspaces, folders, worklists and saved searches.
Each WorkSite Server that you connect to appears as a tab at the bottom of the
Tree Frame, as shown in Figure 13. When you click the tab for a server, the entire
hierarchical structure for that server appears in the Tree Frame.

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Figure 13 Example Tree Frame

Tree Frame Components

The DeskSite desktop window’s Tree Frame contains the following components:
 Checked-out Documents
 Document Worklist
 Recent Searches
 Matter Worklist
 My Matters
 My Favorites
 WorkSite Explorer

Checked-out Documents
The first icon in the Tree Frame is the Checked-out Documents icon. Click
the icon to display a list of all documents you have currently checked out. The
documents are displayed in the Document Grid.

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See “Checked-out Documents” on page 155 for more information on performing

operations with the Checked-out Documents list.

Document Worklist
The second icon in the Tree Frame is the Document Worklist icon. It contains
a list of links to documents you have recently opened or edited from the libraries to
which you have access. There is one such list for each connected WorkSite
Server.
Click the icon to perform a search and display a combined list of recently
accessed documents in the Document Grid. The Worklist displays up to 40
documents per WorkSite library. By default, documents in the worklist are sorted
by the date they were last accessed.

NOTE If you open a document to which you have read-only

access, that document does not appear in the Document
Worklist.

See “Document Worklist” on page 156 for more information on performing

operations with the Document Worklist.

Recent Searches
The fourth icon in the Tree Frame is the Recent Searches icon. It lists the
searches you have recently performed. Clicking a Search Folder icon
displayed under Recent Searches performs the search again using the search
criteria on the folder. In this way, searches are quickly rerun. Recent Searches
retains only searches performed during the current session; it refreshes each time
you close the application.
See “Recent Searches” on page 157 for more information on performing
operations with the Recent Searches folder and the search folders.

Matter Worklist
The third icon in the Tree Frame is the Matter Worklist icon. It displays
Workspaces for each matter you have recently accessed. Each matter in the
Matter Worklist is represented by a Workspace icon. If you wish, each
Workspace can be further divided by tabs represented by the Tab icon. You
can add document folders or search folders to tabs or directly to
Workspaces.There is one Matter Worklist for each connected WorkSite Server.
See “WorkSite Containers” on page 69 for more information on each type of
container.

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Click the Matter Worklist icon to perform a search and display your most
recently used or edited Workspaces. You can expand the Workspace nodes to
view the tabs and folders on the Workspace. This worklist displays up to 40
Workspaces per WorkSite library, sorted by the date last accessed.
See “Matter Worklist Options” on page 59 for more information on how to set the
maximum number of items to appear in the Matter Worklist.

My Matters
My Matters, represented by the My Matters icon, displays a list of shortcuts to
Workspaces you have created, as well as other users’ matters to which you have
subscribed. There is one My Matters list for each connected WorkSite Server.
See “My Matters” on page 157 for more information on performing operations with
the My Matters folder.

My Favorites
My Favorites represented by the My Favorites icon displays a list of shortcuts
to items that you have chosen to add to your My Favorites list. You can add
Workspaces, folders, and documents to your My Favorites list.
See “My Favorites” on page 158 for more information on performing operations
with the My Favorites folder.

WorkSite Explorer
The WorkSite Explorer node displays a list of all the libraries you have access
to. It allows you to navigate through each WorkSite library.
See “WorkSite Explorer” on page 160 for more information on performing
operations with the WorkSite Explorer node.

Library
A Library icon appears for each WorkSite library available to you on a server.
Under each library, the following Workspaces and folders associated with it
appear:
 My Workspaces. A list of Workspaces you created.
 Other Workspaces. A list of Workspaces created by other users that you
are granted access to.
 My Folders. A list of folders created by you.
 Other Folders. A list of folders created by other users that you are granted
access to.

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WorkSite Containers
Table 4 describes the types of container objects available in WorkSite.
Table 4 Types of containers in WorkSite
Container Type Description
Category The My Favorites category and the My Matters category are
used to organize matters you are currently working on. For
example, you can place all the matters for a single client under one
category. Alternately, you can create a category of related matters
or similar types of legal cases.
A category can contain only subcategories and Workspaces; it
cannot contain folders and documents. You can set security at the
individual category level.
See “Category” on page 161 for more information on commands
associated with Categories.

Workspace A Workspace is the master container and contains all

information pertaining to a case. The Workspace contains tabs,
folders and subfolders into which documents are saved.
Each Workspace has its own security and metadata that can
include Client and Matter, Practice, Type of matter, Industry,
Jurisdiction, Date Opened and Date Closed.
See “Workspace” on page 164 for more information on commands
associated with Workspaces.

Tab The tab is a subdivision of a Workspace that helps you organize

your work. A Workspace can have multiple tabs.
A tab contains document folders and search folders, but cannot
contain documents. You can allow other users access to tabs you
create, based on the security you set on the tab. By default tabs
inherit security settings from the parent Workspace.
See “Tab” on page 171 for more information on commands
associated with tabs.

Folder Folders are containers for static groups of documents. You can
create folders and share them with other users. They provide a
method for organizing and sharing documents easily.

In addition, there are two different types of folders: document folders and search
folders.
 A document folder contains documents that are related and grouped
together. By doing this, you can easily organize documents. Clicking a folder
icon displays the list of documents in the Document Grid.

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See “Document Folder” on page 175 for more information on commands

associated with document folders.
 A search folder has pre-existing search criteria defined and contains
documents which satisfy this criteria. Each search folder has its own security,
depending on who needs to access it. When you create a search folder, you
can set folder security to inherit security settings from the parent container.

Document Grid
The Document Grid displays the results of a DeskSite search, document worklist,
or the contents of a document folder.
Figure 14 Document Grid

NOTE The Document Grid can be customized to display

additional columns. See “Customizing the Document Grid”
on page 199 for more information.
NOTE See “Grouping Documents in the Grid” on page 196
for information on how to arrange documents into groups.
NOTE See “Sorting Documents in the Grid” on page 197
for information on how to use columns to sort the display of
documents in the Document Grid.
NOTE The columns described in Table 5 cannot be
removed.

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Table 5 describes the columns in the Document Grid.

Table 5 Columns in the Document Grid
Column Name Description
Document Icon Column Displays the icon that represents the document type, for
example, for Microsoft PowerPoint or for Acrobat
PDF.

External User Column Displays the External User icon if the document is
shared with an external user.
See “Understanding External Users and Groups” on
page 152 for information about external users and groups.

Status Column The Status Column represented by the Status icon

displays icons to indicate the current status of the document.
The icons that may appear in this column include:
The document is archived.
The document is checked out.
The document is declared as a record and locked.
The document has other documents related to it.
The document has other documents linked to it.

Attachment Column Displays the Attachment icon if the document has a file
attached to it.

Document Results Frame

The Document Results Frame displays information about the document selected
in the Document Grid. It is divided into five tabs, as described in Table 6.

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Figure 15 Document Results Frame

Table 6 Tabs in the Document Results Frame

Tab Description
Document Profile Displays the profile information of the document selected in
the Document Grid. The profile fields that appear on this tab
are determined by certain profile settings. See “Document
Profile Tab” on page 204 for information on operations you
can perform with the Document Profile tab.

Quick View Displays a read-only image of the document selected in the

Document Grid. It allows you to view a document without
leaving the DeskSite desktop. See “Quick View Tab” on
page 204 for information on operations you can perform with
the Quick View tab.

Related Documents Displays a list of other documents in WorkSite that are

related to the selected document. See “Related Documents
Tab” on page 204 for information on operations you can
perform with the Related Documents tab.

Document Versions Displays a list of a document’s previous versions, which are

stored in WorkSite. See “Document Versions Tab” on
page 205 for information on operations you can perform with
the Document Versions tab.

History Displays a list of activities that have been performed on a

document. See “History Tab” on page 205 for information on
operations you can perform with the History tab.

Menu Options and Toolbar Buttons

The following tables show the keyboard shortcuts and toolbar buttons for
frequently used functions in DeskSite.

NOTE Menus are customizable by your WorkSite

Administrator, so some options may not appear or may have
different names on your desktop interface.

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See “Managing the Toolbars” on page 207 for information on customizing

toolbars.
Table 7 File menu options
Menu Option Keyboard Shortcut Toolbar Icon
Import ALT+F+I

Import as New Version ALT+F+N

Import URL ALT+F+U –

Import HTML ALT+F+H –

Print Document List ALT+F+L

Print Preview ALT+F+V

Exit ALT+F+X or ALT+F4 –

Table 8 Login menu options

Keyboard
Menu Option Shortcut Toolbar Icon
Connect ALT+L+C –

Disconnect ALT+L+D –

Register/Unregister ALT+L+R

Show/Hide Items to Display ALT+L+H –

Work Offline ALT+L+W –

Table 9 View menu options

Keyboard Toolbar Icon
Menu Option Shortcut
Shortcut Bar ALT+V+H –

Browser Pane ALT+V+B –

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Table 10 Search menu options

Keyboard
Menu Option Shortcut Toolbar Icon
Quick Search CTRL+U

Search Documents CTRL+F

Search Workspaces CTRL+W

Refresh F5

Database Search ALT+S+D –

Table 11 Document menu options

Keyboard
Menu Option Shortcut Toolbar Icon
Open CTRL+O

Print ALT+D+P

View ALT+D+V

QuickView CTRL+Q

Setup Relation... ALT+D+R –

Send Document ALT+D+M

Send Link Submenu

 To Latest Version ALT+D+N+L

 To This Version ALT+D+N+V

Check Out ALT+D+K

Check In ALT+D+I

Export ALT+D+X

Refile ALT+D+F

Move ALT+D+V

Copy Submenu
 Copy Document ALT+D+C+C

 Copy Document and Open ALT+D+C+E

 Copy as New Version ALT+D+C+V

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Table 11 Document menu options

Keyboard
Menu Option Shortcut Toolbar Icon
 Copy as New Version and Open ALT+D+C+W

Delete ALT+D+D

Unlock ALT+D+U

Remove from Folder ALT+D+M

Applications Submenu
 Local Applications Listed ALT+D+A –

Utilities Submenu
 Bulk Security Edit ALT+D+U+B –

Add to Folder ALT+D+F –

Add to My Favorites ALT+D+T

Declare as Record ALT+D+D

UnDeclare as Record ALT+D+U –

Document Info Submenu

 Versions CTRL+S

 History ALT+D+I+H

 Related Documents CTRL+T

 Checked Out Document ALT+D+I+F

Information

 Where Used ALT+D+I+W

Restore Shortcut to Archived -- –

Document

Properties ALT+D+E

Table 12 Tools menu options

Menu Option Keyboard Shortcut Toolbar Icon
Change Password ALT+T+W

Security Template ALT+T+Y

Local Applications ALT+T+L

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Table 12 Tools menu options

Menu Option Keyboard Shortcut Toolbar Icon
New Document Default ALT+T+N

Checkin/Synchronize ALT+T+S

Customize Toolbar ALT+T+T –

Options ALT+T+O –

COM Add-ins ALT+T+A –

Sort by ALT+T+S –

Table 13 Convert to PDF menu options

Keyboard
Menu Option Shortcut Toolbar Icon
Convert to PDF ALT+C+F

Send as PDF ALT+C+P

Table 14 Help menu options

Keyboard
Menu Option Shortcut Toolbar Icon
DeskSite Help ALT+H+H or F1 –

About ALT+H+A –

Web Browser Toolbar

DeskSite’s web browser utility allows you to quickly access the web directly from
the DeskSite desktop, without switching to a web browser.
Figure 16 Web Browser toolbar

When launched, the browser opens in the Document Grid and Document Results
Frame. You can use standard Microsoft Explorer techniques to navigate and
access recently visited sites.

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CHAPTER 4

Working with Documents

This chapter contains the following information about the document functions you
can perform using DeskSite. It contains the following information:
 “Introduction”
 “Using Lookup Dialogs”
 “Entering Document Profile Information”
 “Editing Document Profile Information”
 “Searching for Documents”
 “Opening Documents”
 “Viewing Documents”
 “Importing Documents”
 “Importing E-mails”
 “Exporting Documents”
 “Checking Out Documents”
 “Checking In Documents”
 “Copying Documents”
 “Moving Documents”
 “Deleting Documents”

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 “E-mailing Documents”
 “Printing Documents”
 “Relating Documents”
 “Unlocking Documents”
 “Declaring a Document as a Record”
 “Undeclaring a Record”
 “Restoring Archived Documents”
 “Restoring Archived Document Shortcuts”
 “Displaying Document Information”
 “WorkSite Add-on Functions”
 “Creating New Documents”
 “Creating New Document Defaults”
 “Working with Security Templates”
 “Editing Security on Documents”
 “Application Setup in DeskSite”

Introduction
There are several ways to perform an action on a WorkSite document:
 Select the desired document and click a button in the toolbar. See “Menu
Options and Toolbar Buttons” on page 72 for more information on toolbar
buttons.
 Select the desired document and choose a command from the Document
menu.
 Access the Document menu by right-clicking the document in the Document
Grid, or press SHIFT+F10 when the document is selected.

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Table 15 provides an overview of the commands available on the Document

menu.
Table 15 Summary of Document menu commands
Commands Description See
Open Opens the document in its native application. If “Opening Documents” on
the application is not already running, it will be page 88
launched automatically.

Open Read Only Opens a read-only copy of the document in its “Opening Documents” on
native application. If the application is not page 88
already running, it will be launched
automatically.

Print Prints the document. “Printing Documents” on

page 112

View Opens the document in WorkSite Viewer. Chapter 9

Quick View Displays the document in the Quick View tab “Quick View Tab” on
of the Document Results Frame. page 204

Setup Relation Allows you to set up relations between “Relating Documents” on

documents. page 114

Send Document Opens an e-mail message with the document “E-mailing Documents”
attached. on page 112

“E-mailing Documents”
Send Link submenu on page 112

 Send Latest Version Sends a link to the latest version of the “E-mailing Documents”
document. on page 112

 Send This Version Sends a link to the current version of the “E-mailing Documents”
document. on page 112

 Recipient Selects Sends a link with the recipient having the “E-mailing Documents”
Version option of selecting the version. on page 112

Check Out Copies the document to your local or network “Checking Out
drive and marks them as checked-out in the Documents” on page 101
WorkSite library. This command is available
only if the selected document is not checked
out, archived or locked. This command is not
available in offline mode.

Check In Copies the checked-out document back to the “Checking In

WorkSite library. This command is available Documents” on page 102
only if the selected document is checked out.
This command is not available in offline mode.

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Table 15 Summary of Document menu commands

Commands Description See
Export Copies the document to your local or network “Exporting Documents”
drive. This command is not available in offline on page 99
mode.

Refile Applies the folder profile and security “Refiling a Document

information to the document. This command is Folder” on page 184
not available on search folders.

Move Relocates the document to the desired “Moving Documents” on

Workspace and folder. This command is not page 109
available in offline mode or from the Document
Worklist.

“Copying Documents” on
Copy Submenu page 106

 Copy Document Copies the document. “Copying Documents” on

page 106

Copy Document and Copies the document and opens it in its native “Copying Documents” on
Open application. page 106

 Copy as New Version Copies the document and creates a new “Copying Documents” on
version of it. page 106

 Copy as New Version Copies the document, creates a new version, “Copying Documents” on
and Open and opens it in its native application. page 106

Delete Permanently removes the document from its “Deleting Documents” on

folder and the WorkSite library. This command page 111
is available only if the selected document is not
checked-out, archived or locked. This
command is not available in offline mode.

Unlock Releases the document that is marked as “Unlocking Documents”

checked-out or In use in the WorkSite library, on page 117
allowing other users to open it. This command
is available only if the selected document is
checked-out or locked. This command is not
available in offline mode.

Remove from Folder Removes the document from the folder. This “Removing Documents
command is not available in offline mode from a Folder” on
page 187

Applications submenu

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Table 15 Summary of Document menu commands

Commands Description See
 Local Applications Displays a list of local applications integrated “Integration with Other
Listed with DeskSite. Applications” on
page 293

Utilities submenu
 Bulk Security Edit Allows you to edit the security settings of “Editing Security on
multiple documents at the same time. Documents” on page 141

 Convert to PDF Converts an MS Office document to a PDF “WorkSite Add-on

document. Functions” on page 125

 Send as PDF Converts the document to a PDF document “WorkSite Add-on

and sends it in an e-mail message. Functions” on page 125

Sort by Allows you to sort the display of documents in “Sorting Documents in

the Document Grid. the Grid” on page 197

Add to Folder Adds the document to the desired folder. “Adding Documents to a
Folder” on page 184

Add to My Favorites Adds a shortcut of the document to your My “Adding Documents to

Favorites list. My Favorites” on
page 159

Declare as Record Declares that the document is a record, and “Declaring a Document
records that fact in the document history. Locks as a Record” on
document. page 119

UnDeclare as Record Undeclares a document that is declared as a “Undeclaring a Record”

record, and records that fact in the document on page 120
history.

Restore Shortcut to If the document the shortcut refers to was “Restoring Archived
Archived Doc archived and no longer exists in the active Documents” on page 121
database, this command will restore the
document from archive database.

“Displaying Document
Document Info submenu Information” on page 122

 Versions Displays other versions of the document that “Displaying Document

may exist in the Document Versions tab of the Information” on page 122
Document Results Frame. This command is
not available in offline mode.

 History Displays the activity history for the document in “Displaying Document
the History tab of the Document Results Information” on page 122
Frame. This command is not available in offline
mode.

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Table 15 Summary of Document menu commands

Commands Description See
 Related Documents Displays a list of documents related to the “Displaying Document
selected document in the Related Documents Information” on page 122
tab of the Document Results Frame. This
command is not available in offline mode.

 Checked Out Displays information about the checked-out “Displaying Document

Information document. Information” on page 122

 Where Used Lists the location and path of all folders where “Displaying Document
the document is located and offers navigation Information” on page 122
to the document location(s) if residing within a
Workspace.

Properties Opens the Properties dialog box displaying “Entering Document

profile information for the document. Profile Information” on
page 84 and “Editing
Document Profile
Information” on page 86

IMPORTANT Documents larger than 2 GB are not

supported by WorkSite. Attempts to import, export, check
out, or check in documents larger than 2 GB might fail.

Using Lookup Dialogs

In DeskSite, every document has a profile containing information that makes it
possible to categorize and search for the document. See “Document Profile
Information” on page 36 for more information.
A document’s profile is entered in one of the following dialog boxes, depending on
the type of document function performed.
 New Profile dialog box
 New Version Profile dialog box
 New Document Default dialog box
 Properties dialog box
 Search dialog box

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Within each of these dialog boxes, some fields of profile information are required
and some are not. Lookup dialog boxes allow you to select values from a list of
valid values for a these fields. When a Lookup button appears next to a
text-entry field, you can enter a value or click the button and select a value from
the list.
To use a lookup dialog box to enter values:
1. Click the Lookup button next to the field. A selection dialog box appears
that contains a list of valid entries for that field of profile information. Figure 17
shows an example of a selection dialog box for the Author field of profile
information.
To move between fields in the following dialog boxes, use the TAB key. There
are no keyboard shortcuts, since the fields and their names are customizable.
Figure 17 Select Internal Author dialog box

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2. If the list of validated entries is long, enter a search string in the Show all
possible entries that match field and select whether you wish that string to
occur only at the beginning of the document or anywhere in the document.
3. You can search for either internal or external authors. To see the list of
external authors, select the External User option.

NOTE See “Understanding External Users and

Groups” on page 152 for information about external
users and groups.

4. Select a WorkSite library from the Look in Databases list. Click Find Now to
search the list. New search results are displayed.
5. Select an entry from the list and click OK. This entry appears in the associated
field of the dialog box.

Entering Document Profile Information

When you create a new document, a new version of a document, or a copy of a
document, DeskSite prompts you to enter a document profile.
The dialog boxes used to enter profile information for a new document, new
versions of documents, and copies of documents are all customizable by your
WorkSite Administrator. Figure 18 shows the default appearance of the New
Profile dialog box.

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Figure 18 New Profile dialog box

To enter document profile information:

1. Enter appropriate values in the required fields and others of your choice. The
icons to the left of the field appear if the field is required or if you have made
an invalid entry.
 The green exclamation point symbol indicates that profile information is
required for this field.
 The red X symbol indicates that the information entered in this
text-entry box is not a valid entry for this profile field.

NOTE The warning icons do not appear if Accessibility

Features are turned on. See “Other Options” on
page 60 for more information on how to turn on/off
Accessibility Features.
NOTE To use a Lookup button, see “” on page 82
for more information.

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2. To set the Default Security, make a selection from the Shared as list. See
“Default Security” on page 151 for more information.
3. To define the Security, click Modify. The File Permissions dialog box appears.
Figure 19 File Permissions dialog box

4. To specify access privileges for specific users and groups, make a selection
from the Type of Access list. The access privileges that you grant to specific
users and groups using this list are exceptions to the Default security settings
you select. See “Access Control List (ACL)” on page 151 for more information.
5. Click OK to close the File Permissions dialog box.
6. Click Save to close the New Profile dialog box.

Editing Document Profile Information

You can edit the profile information of an existing document profile if you have the
necessary access rights.
1. Select the document from the Document Grid.

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2. Choose Properties from the Document menu. The Properties dialog box
appears.

NOTE The dialog box in Figure 20 shows the default

appearance of the Properties dialog box. The dialog
boxes used to enter profile information are all
customizable by your WorkSite Administrator, so your
view of this dialog box may not match.

Figure 20 Properties dialog box

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3. Make changes or enter new values in the appropriate fields. See “Entering
Document Profile Information” on page 84 for steps on how to enter values in
the fields.

NOTE Only the Author or Operator or users with Full

Access or Read/Write access to a document can edit its
profile information.
NOTE Your WorkSite Administrator can enable your
system to allow you to enter Child field information
(such as Matter) without entering Parent field
information (such as Client).

Searching for Documents

One of your most common tasks in using DeskSite is to locate documents on
which you want to work. Click one of the following icons to display a list of
documents:
 Document Worklist. Displays your combined list of recently accessed
documents.
 Document Folder. Displays the documents contained in the folder.
 Search Folder. Performs a saved search again and returns documents
that meet the search criteria.
 Search Documents. Enter search criteria to look for documents.
More detailed information on using DeskSite’s extensive searching
capabilities is available in Chapter 6.

Opening Documents
1. Select a document from the Document Grid.
2. Right-click to access the Document menu and choose Open. The keyboard
shortcut for the Open command is CTRL+O.

NOTE To open a read-only copy of the document in its

native application, choose Open Read Only from the
Document menu.

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DeskSite automatically opens the document in the primary application defined

for this document type.The document header displays in the native application
with the document number (assigned by DeskSite), the database in which the
document is stored, and the document description as specified in the
Properties window.

NOTE In Excel and PowerPoint, the document header

may display only the document number without the
database or the document description.

TIP You can set your left mouse button double-click parameter
to the Open command. Then you only have to select the
document and double-click to open it. To set this parameter, see
“Default Command” on page 57.

Opening Documents Sent as NRL Links

When you receive an e-mail with an NRL link attached, you can open the
document by clicking the NRL link.
A prompt displays, asking you to select the version you want to open. To select
the version that was originally sent, click This Version. To select the most recently
worked on version, click Latest Version.
If you select Latest Version but do not have permission to access the most
current version of the document, an error message displays.

Opening Echo Documents

When you work on a WorkSite document, a copy is automatically echoed (saved
as a backup) in your NRTEcho directory. You cannot open a file in your Echo
directory. This feature prevents you from overwriting changes that you made to
the document. You must first synchronize the document to incorporate the latest
edits into the WorkSite repository. See “Synchronizing Echo Documents” on
page 356 for more information.

Opening from an Integrated Application

When an application is integrated with DeskSite, controls that are used to access
WorkSite features are added to the application’s user interface. For example, you
can open documents that are contained in a WorkSite library from inside the
application by selecting WorkSite Open from the application’s File menu, as

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shown in Figure 21.

NOTE These options are available only in Passive

Integration Mode. For more information see “Passive
Integration” on page 247 and also refer to the WorkSite
Desktop Client Customization Guide.

Figure 21 WorkSite command in an integrated application’s menu

Opening from a Non-integrated Application

If you do not see the WorkSite Integrated Desktop when you select Open from an
application’s File menu, then the application is not integrated with DeskSite.
To open a document from a non-integrated application:
1. Locate the document in the WorkSite library.
2. Use DeskSite’s Checkout function to save a local copy of the document
on your local or network drive. See “Checking Out Documents” on page 101
for more information.
3. Open the local copy of the document from within the non-integrated
application.
4. Work on the document and save it when you are finished.

CAUTION Do not change the filename of the document

when you save it.

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5. Use DeskSite’s Checkin function to check the documents back into the
WorkSite library. See “Checking In Documents” on page 102 for more
information.

NOTE If you are using an application that you think

should be integrated with DeskSite, but you do not see
the WorkSite Integrated Desktop when you select Open
from the File menu in that application, contact your
WorkSite Administrator.

Viewing Documents
You can view a document without opening it by using the WorkSite Viewer
program or DeskSite desktop’s Quick View tab of the Document Results Frame.
You can view most word-processing, spreadsheet, and graphics documents in this
way.

NOTE Documents that are being viewed are not locked or

marked as In use because WorkSite makes a temporary
copy of the document.
NOTE You can view documents that are In use or locked,
but you cannot open them.

Viewing Single Documents

You can view only one document at a time in the Quick View tab. Choose a
document from the Document Grid, select QuickView from the Document menu
or click the Quick View icon in the toolbar. You can also click the Quick View
tab or use the keyboard shortcut CTRL+Q. The document is displayed in the
Quick View tab of the Document Results Frame.

Viewing Multiple Documents

To view multiple documents simultaneously in read-only format, you must use the
WorkSite Viewer program. Choose multiple documents from the Document Grid,
select View from the Document menu or click the View icon in the toolbar.
The document opens in read-only format in the WorkSite Viewer program.
From WorkSite Viewer, you can also search the full-text of documents displayed in
the View frame, copy sections of documents to the clipboard, or print documents.
See Chapter 9 for more information.

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Importing Documents
You can use the Import command in DeskSite to add documents (currently stored
on your local or network drive) to a WorkSite library.

TIP Use this function to import only a few documents at a time.

DeskSite provides an additional administrative utility for
performing mass document imports. Contact your WorkSite
Administrator for more information.

Document import is for documents that have not been stored in the library.
Table 16 When to perform a Document Import
If you are trying to You should
Return a previously checked-out Use the Check in function
document to the WorkSite library

Return an echo copy of a document to the Synchronize the echo document

WorkSite library after you’ve edited it

Synchronize an echo document and you Use the Import function to add it to the
are unable to do so WorkSite library as a new document

Importing Documents into a WorkSite Library

1. Click the folder into which you want to import a document.
2. Select Import from the File menu or click the Import icon in the toolbar. A
standard Windows Find File to Import to Folder dialog box appears.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter.

NOTE The Find File to Import as New Version dialog

box displays files and folders in your local or network
drive. If the Delete local files after import option is
selected, DeskSite removes documents from your local
or network drive after you import them to DeskSite. To
disable this option, see “Document Options” on
page 60.

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Figure 22 Find File To Import to Folder dialog box

3. Locate the file you want to import and click Open.

4. Depending on how DeskSite is configured by your WorkSite Administrator, do
one of the following:
 If DeskSite opens the Save As dialog box, proceed to Step 5.
 If DeskSite opens the New Profile dialog box, proceed to Step 7.
5. In the Save As dialog box, navigate to the Workspace or folder where you
want to save the document. You can also use the Express Search panel to
find a location. See “Express Search Panel” on page 254 for more information
on using this panel.
 To display the names of documents already in the current location, click
Show Documents in this folder.

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 Enter the Author, Class, and Subclass (if any) fields.

NOTE In the case that DeskSite does not automatically

recognize the Comma Separated Value file format, if
you are importing an Excel file saved in .csv format, you
must manually specify the Type value.
a. From the Save As dialog box, click the Detail
button. The New Profile dialog displays with the
Type field showing ANSI <Windows Ansi Text> as
the document type.
b. Click the button to the right of the Type field. The
Select Type dialog box displays.
c. Select CSV from the list of file types.
d. Click OK to set the file type, then click Save to
save the properties and close the New Profile
window.

 Click Save.

NOTE When the document is added to the folder, the

document automatically takes on the folder’s profile
properties or metadata. If the folder’s metadata includes
all required fields, DeskSite automatically creates the
profile without further input from you.

6. If the folder’s metadata does not include all required fields, the New Profile
dialog box opens for you to enter profile information. You can also open the
New Profile dialog box by clicking Detail.
7. In the New Profile dialog box, select a location for the new document in a
WorkSite library. Enter a folder path in the Location field, or click Select to
view a list of options.
You can select from the following options:
 Databases and folders you have recently accessed
 All Databases. All libraries you are currently connected to are selected.
 Choose Database. The Choose Database dialog box appears.

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Figure 23 Choose Database dialog box

Select a database from the list and click OK.

 Choose Folder. If you select this option, the following browse dialog box
appears.
Figure 24 Choose Folder dialog box

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8. Navigate to the Workspace or folder in which you want to save the search.You
can also use the Express Search panel to find the Workspace or folder. See
“Express Search Panel” on page 254 for more information on using this panel.
To navigate within this dialog box:
a. Choose a container node in the Tree Frame. Alternately, you can also
select a container from the Look in list. A list of available Workspaces and
folders appear.
b. Double-click the folder or select it and press enter. Drill down to the folder
in which you want to save the search, then click Select. If the folder has
profile properties, these properties are automatically populated in the
document’s New Profile dialog box.

NOTE Because DeskSite does not automatically

recognize the Comma Separated Value file format, if
you are importing an Excel file saved in .csv format, you
must manually specify the Type value.
c. Click the button to the right of the Type field. The
Select Type dialog box displays.
d. Select CSV from the list of file types.
e. Click OK to set the file type and return to the New
Profile dialog box.
NOTE Information marked by the icon is required.

9. Enter additional information as needed, and click Save. The document is

imported into the WorkSite library.

NOTE Make sure to supply information marked by the

icon.

Importing New Versions of Documents

You can use the Import as New Version command to import a document
currently stored on your local or network drive, and save it as a new version of a
document that already exists in the WorkSite library.
1. Select the WorkSite document you want to import as a new version.

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2. Choose Import as New Version from the File menu or click the Import as
New Version icon in the toolbar. The Find File to Import as New Version of #
dialog box appears.

NOTE The Find File to Import as New Version dialog box

displays files and folders in your local or network drive. If the
Delete local files after import option is selected, DeskSite
removes documents from your local or network drive after
you import them to DeskSite. To disable this option, see
“Document Options” on page 60.

Figure 25 Find File to Import as New Version dialog box

3. Locate the file and click Open. The New Version Profile dialog box appears,
with fields prepopulated with the profile information of the original WorkSite
document.
4. Make any necessary changes and click Save. DeskSite imports a new version
of the original document.
5. Select Refresh from the Search menu or click F5 to see the document
displaying a new version number.

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Importing E-mails
You can import e-mail messages to WorkSite and place them in a DeskSite folder.
Simply select the e-mail and drag-and-drop it into the desired folder. You can also
import e-mails by saving them to your local machine as .msg Outlook files and
then use the Import command in DeskSite.

NOTE Before you can import an e-mail, your WorkSite

Administrator must set up a MIME document type and an
EMAIL document class. Contact your WorkSite
Administrator for more information.

To import an e-mail message:

1. Select the e-mail message from your Inbox, Sent Items folder, or other
Outlook folder.
2. Drag and drop the e-mail message to the desired DeskSite folder.
3. Depending on how DeskSite is configured by your WorkSite Administrator, do
one of the following:
 If DeskSite opens the Save As dialog box, proceed to Step 4.
 If DeskSite opens the New Profile dialog box, proceed to Step 6.
4. In the Save As dialog box, navigate to the Workspace or folder where you
want to save the e-mail. You can also use the Express Search panel to find a
location. See “Express Search Panel” on page 254 for more information on
using this panel.
 To display the names of documents already in the current location, click
Show Documents in this folder.
 Enter the Author, Class, and Subclass (if any) fields.
 Click Save.

NOTE When the e-mail is added to the folder, it

automatically takes on the folder’s profile properties or
metadata. If the folder’s metadata includes all required
fields, DeskSite automatically creates the profile without
further input from you.

5. If the folder’s metadata does not include all required fields, the New Profile
dialog box opens for you to enter profile information. You can also open the
New Profile dialog box by clicking Detail.

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6. In the New Profile dialog box, enter appropriate values in the required fields.
See “Entering Document Profile Information” on page 84 for more information.
7. Click Save. The e-mail message is imported into the WorkSite library.

Exporting Documents
The Export command is essentially the reverse of the Import command. It copies
a document from the WorkSite library to the local or network drive.
You can only return an exported document to the WorkSite library as a new
document. If you are planning to edit a document and then return it to the
WorkSite library later, it is advisable to use the Check Out function. Also, when
you export a document, it is not marked in the WorkSite library as In use, so other
users may access the document and possibly update it while you are editing it.
For example, when you export documents as echo documents, you can edit them
and then synchronize them back to the WorkSite library. When you work on the
echo copies of these documents, however, the original documents in the WorkSite
library is not locked or marked as In use. If other users edit the library copy of the
document while you are editing the echo copy of the document, you are not able
to synchronize the document back to the WorkSite library. In this case, you can
only import it as a new document. See Chapter 11 for more information on Echo
Documents.

NOTE If you try to export a document that is currently in

your Echo directory with changes that have not been
synchronized with the document in the WorkSite library,
DeskSite warns you that you are about to overwrite the
document in the Echo directory. This feature prevents you
from overwriting changes that you made to the document in
the Echo directory. You can, however, export the document
to another directory.

Exporting Documents from a WorkSite library

1. Locate the document in the WorkSite library and select it from the Document
Grid.
2. Select Export from the Document menu or click the Export icon in the
toolbar. The Export dialog box appears.
To move between fields in the following dialog box, use the TAB key, arrow
keys, and ALT key plus underscored letter.

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Figure 26 Export dialog box

3. The default filename is the WorkSite number and version of the document. If
you are exporting only one document, you can enter a new filename in the
File Name field. You may also want to use the document description as the
filename. See “Document Options” on page 60 for information about setting
the document description as the filename when you are exporting.
4. Enter a destination directory to store the exported document in the
Destination Path field. You can browse for a local or network directory by
clicking Browse.
5. If your system is set up to enable Document Echoing, you can export
documents as echo documents. Select the Echo option. The Destination
Path field becomes unavailable, because the destination directory is always
the Echo directory NRTEcho.

TIP To enable the document echoing option, contact your

WorkSite Administrator.

6. Click OK to export the document.

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Checking Out Documents

You can check out individual documents from a WorkSite library for use outside of
the WorkSite system.

NOTE Individual document checkout is different from

Portable document checkout. See “Working in Portable
Mode” on page 334 for more information.

The document’s number and version becomes its filename when it is checked-out.
For example, if you check out a Microsoft Word document with a document
number of 373737 and a version number of 2, the document will be stored on your
local or network drive with a filename of 373737_2.doc. The document’s
filename must remain unchanged if you want to be able to check it back into the
WorkSite system. Do not change a checked-out document’s filename. The same
filename is used during the document check-in process. See “Checkedout Info” on
page 123 for information about a checked-out document.
To check out a document:
1. Select the document from the Document Grid, choose Check Out from the
Document menu or click the Check Out icon. The Checkout dialog box
appears.
To move between fields in the following dialog box, use the TAB key, arrow
keys, and ALT key plus underscored letter.

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Figure 27 Checkout dialog box

2. If you are checking out the document for offline use, select the Integrated
Check Out check box.
3. In the Destination Path field, enter the path for the directory where you want
to save the checked-out document. If the Integrated Check Out check box is
selected, the document is saved to the NrPortbl directory. Click Browse to
search for another directory on your local or network drive.
4. Enter a Due Date for the document checkin.
5. Specify the reason for checking out the document in the Comments field.
6. Click OK to check out the document.

NOTE If you have OffSite installed, when you attempt to

check out a document, WorkSite checks whether a local
copy of the file exists in your OffSite cache. If a local copy
exists, it is used instead of the copy stored in WorkSite.

Checking In Documents
You can check in checked-out documents using the CheckIn function.

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1. Click the Checkedout Documents icon in the Tree Frame. This displays
the list of checked-out documents for the selected server in the Document
Grid.
2. Select the document you want to check in.

NOTE You can select multiple documents from the

Document Grid by keeping the CTRL key depressed
and left-clicking the desired documents. If you hold
down the SHIFT key and then left-click on two
documents in the grid, those two documents and all
those in between are selected.

3. Choose Check in from the Document menu or click the Check in icon.
The Checkin dialog box appears.
To move between fields in the following dialog box, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 28 Checkin dialog box

4. Select one of the options:

 Replace Original. DeskSite replaces the original document with the
checked in document.
 New Version. DeskSite checks in the document as a new version of the
original document. The New Version Profile dialog box appears. See
“Entering Document Profile Information” on page 84 for more information.
 New Document. DeskSite checks in the document as a new document.
The New Profile dialog box appears. See “Entering Document Profile

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Information” on page 84 for more information.

NOTE Depending on how your system is set up, all of

these options may not be available. Your system may
not allow you to modify existing documents. In this case,
you can check in documents only as new documents.

5. (Optional) You can choose the following options:

 Keep checked out. The document is still checked out, but the changes
are synchronized with the document in the WorkSite library.
 Delete local file after check in. The file in the Portable directory is
deleted and the document is checked in.
 Apply to all documents. The option you selected (Replace Original,
New Version, or New Document) is applied to all documents you
selected. This option is available only when you select multiple
documents.
6. Click OK to check in the document.

NOTE If you checked out a document to the Portable

directory (NrPortbl) on a different computer, for
example, your laptop, you receive an error message
when you try to check in this document on your desktop
computer. You cannot check in the document on a
different computer. You must check it in on the computer
where you checked it out.

Autosynchronize/Checkin Alert
If you have edited any portable or echo documents since the last time you ran
DeskSite, the following alert message appears immediately when you open
DeskSite.
Figure 29 The Autosynchronize or Checkin alert message

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This message indicates that there are modified portable or echo documents
stored on your local or network drive that need to be synchronized back to the
WorkSite library.

NOTE The Autosynchronize/Checkin Alert can be disabled

using a configuration option. See “Document Options” on
page 55 for more information.

If you click No, or tab to highlight No and press ENTER, and do not synchronize
or check in these documents, this message appears again the next time you
launch DeskSite.
If you click Yes, or tab to highlight Yes and press ENTER, The Checkin/
Synchronize dialog box appears. See Figure 30. It allows you to synchronize
modified Echo documents or check in portable documents that you have
checked-out and edited offline.
To move between fields in the following dialog box, use the TAB key, arrow keys,
and ALT key plus underscored letter.

TIP You can also access the Checkin/Synchronize Documents

dialog box by selecting Checkin/Synchronize from the Tools
menu.

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Figure 30 Checkin/Synchronize Documents dialog box

To synchronize echo documents:

1. Select the Echo Documents tab. A list of the modified echo documents is
displayed.
2. If you want to show only documents that have changed, select the Show only
echo modified option.
3. Select the documents you want to synchronize and click Synch. The modified
echo documents are synchronized back into the WorkSite library.
To check in checked-out documents, see “Checking In Documents” on page 102.

Copying Documents
You can make a copy of a document that is stored in a WorkSite library by
selecting the document from the Document Grid, and then pointing to Copy from
the Document menu.
The Copy submenu reveals the following options:

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 Copy. DeskSite makes a duplicate of the selected document. Depending on

how DeskSite is configured by your WorkSite Administrator, this option opens
either the Save As dialog box or the New Profile dialog box.
 Copy Document and Open. DeskSite makes a duplicate of the selected
document and opens the copy in its associated application. Depending on
how DeskSite is configured by your WorkSite Administrator, this option opens
either the Save As dialog box or the New Profile dialog box.
 Copy As New Version. DeskSite makes a duplicate of the selected document
and creates a new version of the document. This option opens the New
Version Profile dialog box.

NOTE The Copy As New Version option is not

available if the document is checked-out.

 Copy As New Version and Open. DeskSite makes a duplicate of the

selected document, creates a new version of the document, and opens the
new copy of the document in its associated application (not available if the
document is checked-out). This option opens the New Version Profile dialog
box.
When you select Copy or Copy Document and Open, the Save As dialog box
appears, requiring you to enter information before DeskSite adds the copy to the
WorkSite library. See “Entering Document Profile Information” on page 84 for
more information.
When you select Copy As New Version or Copy As New Version and Open,
the New Version Profile dialog box appears, requiring you to enter profile
information before DeskSite adds the new version to the WorkSite library. See
“Entering Document Profile Information” on page 84 for more information.

NOTE You can copy a document that is in use or checked

out. The copy is a duplicate of the last version of the
document that was saved to the WorkSite library. You
cannot copy a document as a new version if it is checked
out.

Nrl Document Links

Nrl document links can be used as shortcuts to documents in the WorkSite library.
They are used to access the actual document instead of sending it in an e-mail or
storing it locally on your desktop. DeskSite supports the creation of document
links. See Figure 31 for an example of a document link.

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Document links are named using the name of the WorkSite library that contains
the document, the document number, the version number, and the extension nrl.
You must be a valid user on the WorkSite library that contains the document and
have access to the document to which the link refers to in order to access the
actual document in the WorkSite library.
Document links can be created in the following ways:
 Drag a document from DeskSite to your local desktop.
 Drag a document from DeskSite into a document of a word-processing
application.
 Send a document link in an e-mail message. See “Send Link to WorkSite
Item” on page 112 for more information.

Creating Document Links

To create a link to a WorkSite document on your local desktop:
1. Select the document from the Document Grid in DeskSite.
2. Drag the WorkSite document to your local desktop.
3. A document link icon similar to the one in Figure 31 appears on your desktop.
Double-click the icon to view the document using the WorkSite Viewer
program.
Figure 31 Document link icon

To create a link to a WorkSite document in another document:

1. Select the document from the Document Grid in DeskSite.
2. Drag the WorkSite document into a document of a word-processing
application.
3. A document link icon similar to the one in Figure 31 appears in the document.
Double-click the icon to view the document using the WorkSite Viewer
program.

Copying WorkSite Documents to the Desktop

You can copy a WorkSite document (not a link) to the desktop or into another
document of a word-processing application.
1. Select the document from the Document Grid in DeskSite.

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2. Hold down the CTRL key, then drag the document to its destination. Be sure
to keep the CTRL key depressed until the document icon appears on your
desktop.
3. Double-click the document icon to open it in its native application.

Moving Documents
You can move a document that is stored in a WorkSite library by selecting the
document from the Document Grid, and then pointing to Move from the
Document menu. Moving relocates the document from one container to another.
This command is not available in offline mode or from the Document Worklist.
1. Select the document from the Document Grid.
2. Choose Move from the Document menu. The Move dialog box opens.
Figure 32 Move dialog box

3. In the Move dialog box, navigate to the Workspace or folder where you want to
move the document. You can also use the Express Search panel to find a
location. See “Express Search Panel” on page 254 for more information on
using this panel.

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4. Click Select. A message appears asking if you want to apply the folder
properties to this document.
Figure 33 Apply profile from folder message

5. Click Yes to perform the Refile operation. A Refiling dialog box appears.
Figure 34 Refiling dialog box

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6. Click Close to close the Refiling dialog box.

NOTE HP Autonomy recommends that customers

using iManage RecordsManager select the Prevent
flatspace filing check box on the WorkSite Server
Service Manager, because only declared records that
are filed within Workspaces are included in the file plan
and assigned a retention schedule.

Deleting Documents
Deleting a document removes it entirely from the WorkSite library. This command
is not available in offline mode.
If you only want to remove a document from a folder, see “Removing Documents
from a Folder” on page 187 for more information.
1. Select the document from the Document Grid.
2. Choose Delete from the Document menu or click the Delete icon in the
toolbar. A message appears asking if you are sure you want to remove the
document from the folder.
Figure 35 Document removal message

3. If you click Yes, the document is removed from the folder but stays in the
WorkSite library. If you want to permanently delete the document from the
WorkSite library, select the Permanently delete the document check box.

NOTE Only the Author, Operator, or a user with Full

Access on a document, or a user whose role permits
deleting documents, is allowed to delete it. Based on
role and access rights, the Delete option may be
disabled for some users of DeskSite. Contact your
WorkSite Administrator for more information.

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E-mailing Documents
You can use the Send Document and Send Link options on the Document
menu to send a copy of a document, an Nrl link to a WorkSite document, or a Url
link to a document in WorkSite Web through e-mail from DeskSite.

Send Document
To e-mail a copy of a document as an attachment:
1. Select the document from the Document Grid.
2. Choose the Send Document option from the Document menu. A new mail
message appears with the desired document attached.
You can also open a new message in your e-mail application. In DeskSite,
select the document you want to attach, then drag the document into your
e-mail message. The document appears as an attachment in the new e-mail
message.

Send Link to WorkSite Item

You can e-mail a link to a WorkSite document, folder, or Workspace using the
Send Link option on the Document (right-click) menu.
1. Select the document, folder, or Workspace in the Document Grid or the
WorkSite tree.
2. Right-click the selected item and point to the Send Link option.
For a document select from the following options.
 To This Version. The link is to the current version of the document.
 To Latest Version. The link is to the most recent version of the document.
A new mail message appears with the desired Nrl or Url link attached.

NOTE In order to send a Document URL link, your

system must include the WorkSite Web Components
Server.

Printing Documents
You can print a copy of a document directly from DeskSite.
1. Select the document from the Document Grid.

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2. Choose Print from the Document menu or click the Print icon in the
toolbar.

NOTE The Print option is not available if the selected

document is checked-out.
NOTE Because this print routine uses the document's
native application to print the document, it is not
possible to change the printer settings directly from the
DeskSite application. It prints using Windows default
settings.
NOTE To print a document, do not select Print from the
File menu. This option prints a list of documents
currently displayed in the Document Grid. See “Printing
Document Lists” for more information.

Printing Document Lists

You can print a list of folder contents or search results currently displayed in the
Document Grid.
1. Redisplay your document list in the Document Grid, if it is not already
displayed.
2. Select Print Document List from the File menu or click the Print
Document List icon in the toolbar. A standard Windows Print dialog box
appears.

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Figure 36 Standard Windows Print dialog box

3. Set print options, and then click OK.

Relating Documents
You can create one-directional or two-directional relations between documents in
DeskSite. Document relations are one of the ways you can organize and group
documents in DeskSite.

NOTE Relations are two-directional by default. You can

enable one-way relations using a registry key. For more
information, refer to the WorkSite Desktop Client
Customization Guide.
NOTE Your system can handle either one-way or two-way
relationships, but not both.

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Depending on how your system is set up, each document you select is related to
the original document in a one-way or two-way relationship. The selected
documents, however, are not related to each other. In the following example, if
you relate Documents B, C, and D to Document A, Table 17 shows how the
documents relate.
Table 17 Document Relations
Relationship set-up  Documents B, C, 
in your system Document A relates to: and D relate to:
One-way Documents B, C, and D No documents

Two-way Documents B, C, and D Document A

Creating Relations
1. Select a document in the Document Grid. If your system is set for one-way
relationships, this document becomes the parent document.
2. Choose Setup Relation from the Document menu. The Setup Relation dialog
box appears and lists any documents that are already related to the selected
document.
Figure 37 Setup Relation dialog box

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3. Click the Related Documents tab in the Document Results Frame and lock
the PushPin. See “Document Results Frame PushPin” on page 207 for more
information on changing the state of the PushPin.
4. Using the Tree Frame and the Document Grid, navigate to the documents you
want to relate to this document. The documents do not need to be in the same
folder as the parent document.
5. Select the documents and drag them into the Related Documents tab. You
can select multiple documents and drag them all at once. You can also drag
them into the Setup Relation dialog box.
The Related Documents icon appears in the Status Column in the
Document Grid for documents that have related documents.
6. To see the related documents, select the parent document in the Document
Grid and click the Related Documents tab in the Document Results Frame.

Removing Relations
1. Select a document in the Document Grid.
2. Click the Related Documents tab in the Document Results Frame. A list of
documents that are related to the selected document appear in the Related
Documents tab.
3. Select a document from the Related Documents tab that you want to unrelate
from the parent document. Right-click the selected document, or type
SHIFT+F10 to access the Document menu.
4. Select Remove Relation. The document is no longer related to the parent
document and does not appear on the Related Documents tab.

Uses for Related Documents

Document relations are used to group documents and their attachments. For
example, a contract and its amendments, a contract and riders to the contract,
and so on. You can also use document relations to link a document with the
documents that were used to create it, such as a final report with its inserts,
which could be spreadsheets, graphics files, tables, figures, and charts.

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Unlocking Documents
In some instances, when network connectivity fails or your computer shuts down
unexpectedly, you may find that a document that you were working on when the
failure occurred is marked as In use even though it is no longer In use. In this
case, you can unlock the document in the WorkSite library and DeskSite releases
it so that the document can be checked out.
Any copy of the document that exists locally is orphaned from the network version
after an Unlock operation is complete. You can put the local document into
WorkSite as a new document or use the Import as New Version option to import
it as a new version. You should use the Unlock option only to free up documents
that appear to be In use or checked-out, but are marked erroneously due to a
network or system failure.
Only the user who most recently opened or checked-out the document can unlock
it in the WorkSite library. If you try to open or unlock a document that is currently
open or checked out, you receive a message stating that you cannot checkin the
document after you unlock it.
To unlock a document:
1. Select the document from the Document Grid.
2. Choose Unlock from the Document menu or click the Unlock icon in the
toolbar.
3. A message asking you to confirm the Unlock operation appears. See Figure
38. Click Yes to unlock the document.
Figure 38 Confirm Unlock message

4. If the system detects that the document in question resides on your local or
network drive, the Confirm Synchronization of Locked Document dialog box
appears.

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To move between fields in the following dialog box, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 39 Confirm Synchronization of Locked Document dialog box

This dialog box offers you two options:

 Synch. to Server & Unlock. Checks in the local copy of the document
and overwrites the network copy. Use this option if you are sure the local
copy is the more appropriate one.
 Ignore Wrkstn. doc. & Unlock. Unlocks the network copy of the
document without consideration to the local copy.

NOTE The Unlock option may be disabled for some

users of DeskSite. Contact your WorkSite Administrator
for more information.

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Declaring a Document as a Record

You can declare a document to be a record. You can use the Open command to
open the declared document in its native application, make changes, and
subsequently save it back to the WorkSite library as a new document or a new
version of the original document.
When you declare a document as a record, the action is recorded in the
document’s history. See “History Tab” on page 205 for more information on
displaying a document’s history.
To declare a document as a record:
1. Select the document from the Document Grid.
2. Choose Declare as Record from the Document menu. A message asking
you to confirm the operation appears. See Figure 40. This operation can be
rolled back within a specific period of time. For more information, see
“Undeclaring a Record” on page 120.
Figure 40 Declare as Record confirmation message

3. Click Yes to declare the document as a record.

When you have declared the document as a record, the Locked icon
appears in the Status column for that document in the Document Grid.

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Undeclaring a Record
You can undeclare a document that is declared as a Record. Undeclaring a
document restores it to its status prior to declaration. However, you can undeclare
a document only within a specific period of time from when the document was
declared. This time period is determined by the Grace period to undeclare
setting on the WorkSite Server Service Manager. Contact your WorkSite
Administrator for more information. After the expiry of this set time period, you
cannot undeclare a document.

NOTE An NRTADMIN user can undeclare documents at

any time, that is, irrespective of the expiry of the grace
period, or when the Grace period to undeclare setting is
set to 0.

When you undeclare a document, the action is recorded in the document’s history.
For more information on displaying a document’s history, see “History Tab” on
page 205.

NOTE Only users with at least Read/Write access to the

declared document can undeclare it. Contact your WorkSite
Administrator for more information.

To undeclare a document:
1. Select the document from the Document Grid.
2. Choose UnDeclare as Record from the Document menu. A message asking
you to confirm the operation appears. See Figure 41.
Figure 41 Undeclare Record confirmation message

3. Click Yes to undeclare the document.

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When you have undeclared the document, the Locked icon in the Status
column for it disappears.

Restoring Archived Documents

You can restore archived documents if the proper archive files are available to the
server. When you try to open or checkout a document that is marked as archived,
DeskSite displays a message that indicates that the document is archived and
asks you if you want to restore it.
Figure 42 Document Archived message

If you click Yes, DeskSite retrieves the archived document from the archive
location. If the archive file is not available to the server, DeskSite marks the file for
restoration by your WorkSite Administrator.

Restoring Archived Document Shortcuts

You can restore shortcuts to archived documents by updating the shortcut to link
to the document in its archived location.
1. Select the document shortcut in the Document Grid.
2. From the Document menu, select Restore Shortcut to Archived
Document. The Restore Shortcut to Archived Document message appears.

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Figure 43 Restore Shortcut to Archived Document message

3. Click Yes to update the shortcut to now link to the document in its archived
location.

NOTE WorkSite can restore the link to the archived

document only if it resides in a database that is
connected to WorkSite.

Displaying Document Information

You can display the following information about a document using the Document
Info options on the DeskSite desktop’s Document menu:
 Versions. View a list of a document’s versions.
 History. View a list of events in the document's history.
 Related Documents. View a list of the document’s relations.
 Checkedout Info. View information about a checked-out document.
 Where Used. View information about a document’s location in the WorkSite
library and optionally navigate to that location.

NOTE You can navigate to a document’s location only

if it is placed inside a folder residing in a Workspace.

Versions
1. Select the document from the Document Grid.
2. From the Document menu, point to Document Info and select Versions.
A list of the document’s versions is displayed in the Document Versions tab
of the Document Results Frame. See “Document Versions Tab” on page 205
for more information.

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History
1. Select the document from the Document Grid.
2. From the Document menu, point to Document Info and select History.
A list of events in the document's history is displayed in the History tab of the
Document Results Frame. See “History Tab” on page 205 for more
information.

Related Documents
1. Select the document from the Document Grid.
2. From the Document menu, point to Document Info and select Related
Documents.
A list of the document’s relations is displayed in the Related Documents tab
of the Document Results Frame. See “Related Documents Tab” on page 204
for more information.

Checkedout Info
1. Click the Checkedout Documents icon in the Tree Frame. This displays
all your checked-out documents for the selected server in the Document Grid.
2. Select a document from this list.
3. From the Document menu, point to Document Info and select Checkedout
Info. The Document Checked Out dialog box displays information about the
checked-out document.

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Figure 44 Document Checked Out dialog box

NOTE You cannot edit the information that appears in the

Document Checked Out dialog box.

Where Used
1. Select the document from the Document Grid.
2. From the Document menu, point to Document Info and select Where Used.
The Where Used dialog box appears with the path(s) to the document.

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3. (Optional) Select a location and click Open Folder to navigate to the specified
folder.

NOTE You can navigate to a document’s location only

if it is placed inside a folder residing in a Workspace.

WorkSite Add-on Functions

WorkSite Add-ons are optional features that your system may include.You must
have Adobe Acrobat Professional installed on your machine for this add-on to
work.

Convert to PDF Add-on

The Convert to PDF Add-on lets you convert Microsoft Office documents to PDF
documents. You can also convert a document and send it in an e-mail message in
a single operation.
To convert a Microsoft Office document (Word, Excel, or PowerPoint) to PDF:
1. Select the document you want to convert.
2. Choose Convert to PDF from the Convert to PDF menu or click the
Convert to PDF icon on the toolbar. The PDF conversion process begins.
A progress message appears.
Figure 45 PDF Conversion Progress dialog box

3. When the conversion process is complete, the PDF Save As dialog box
appears.
To move between fields in the following dialog box, use the TAB key, arrow
keys, and ALT key plus underscored letter.

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Figure 46 PDF Save As dialog box

NOTE The New Version option is not available in

Portable mode.
NOTE The Relate PDF to original option is not
available in Portable mode.

1. Choose from the following options:

 New Document. Saves the PDF to the WorkSite library as a new
document.
 New Version. Saves the PDF as a new version of the original document.
2. If you saved the PDF as a New Document, you can select the
Relate PDF to original option. Then the PDF document relates to the original
document in a one-way or two-way relationship depending on how your
system is configured. See “Relating Documents” on page 114 for more
information on creating relations between documents.
3. Click OK. The New Document Profile dialog box or the New Version Profile
dialog box appears, depending on the option you selected.
4. Enter the information in the profile dialog box. See “Entering Document Profile
Information” on page 84.

Send as PDF Add-on

The Send as PDF Add-on lets you send the converted document in an e-mail
message.
1. Select the document you want to convert and send in an e-mail.

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2. Choose Send as PDF from the Convert to PDF menu or click the Send
as PDF icon on the toolbar. The PDF conversion process begins. A progress
message appears. See Figure 45.
3. When the PDF conversion process is complete, DeskSite tells your e-mail
application to open a new e-mail message and adds the PDF document to that
message as an attachment.
4. Enter the To and Cc fields and send your e-mail message as usual.

Creating New Documents

You can create a new document directly from DeskSite. If your DeskSite system is
integrated with the Microsoft Office Suite, you already have the ability to create a
new Word document, Excel spreadsheet, or PowerPoint presentation. See Figure
48.
You or your WorkSite Administrator can create template documents and place
them in a folder under the WorkSite directory on your machine or on the LAN. If
the templates reside on your machine, the default path is:
C:\Program Files\Interwoven\WorkSite\
Figure 47 New folder containing Word and Excel templates

If there is a form or a basic document or presentation that you use frequently, you
or your WorkSite Administrator should put it in this folder, as this is the first place
DeskSite looks when you want to create a new document.

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To create a new document:

NOTE The New submenu is customizable from your

computer’s registry. Your WorkSite Administrator can add
items, such as e-mail, to this menu, as well as document
templates from other applications, such as WordPerfect or
Visio.

1. Right-click the Folder icon in the Tree Frame, point to New and make a
selection from the following options in the New submenu:
 Mail Message
 Microsoft Word Document
 Microsoft Excel Worksheet
 Microsoft PowerPoint Presentation
Figure 48 New submenu

2. When you select an item from the New sub-menu, DeskSite opens the New
Profile dialog box.

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Figure 49 New Profile dialog box

\

3. Fill in the fields of the dialog box. See “Entering Document Profile Information”
on page 84 for steps on how to enter values in the fields.
4. Click Save to save the document and open it in its native application.

Creating New Document Defaults

You can create a virtual template of default document profile information that
appears in the New Profile dialog box. This option enables you to set certain fields
of profile information to standard values that typically do not change, so you do
not have to enter the same information each time you create a document. For

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instance, if you frequently create documents that have a certain field of profile
information set to a constant value, you can enter that value as the default value
for that field, and it appears automatically each time you create a new document.

NOTE If you have a document folder selected when you

import or create a new document, the default document
profile information appears, along with property information
from the document folder.

To create a new document default:

1. Select New Document Default from the Tools menu. The New Profile Default
dialog box appears. See Figure 50. The information that you enter in this
dialog box appears automatically in the New Profile dialog box when you
create new documents.

NOTE The New Profile Default dialog box can be

customized by your WorkSite Administrator and may be
significantly different from the dialog box shown here.

To move between fields in the following dialog box, use the TAB key. There
are no keyboard shortcuts on profile dialog boxes, since the fields and their
names are customizable.

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Figure 50 New Profile Default dialog box

2. Enter default profile information. See “Entering Document Profile Information”

on page 84 for steps on how to enter values in the fields.
3. When you select certain security settings, they are automatically selected in
the New Profile dialog box each time you add a new document to the WorkSite
library. You can always enter custom security settings for a document, if
desired.
4. Click Save to store the default information and close the New Profile Default
dialog box.

NOTE Although the values that you enter in the New

Profile Defaults dialog box appear automatically for
each new document you create, you can edit these
values whenever you create a new document. See
“Editing Document Profile Information” on page 86 for
more information. You do not have to use any of the
default values.

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Keyword Variables in Default Profiles

You can specify keyword variables for the current date, time, date and time, and
user name in the New Profile Defaults dialog box. These values are derived from
the operation and inserted into the appropriate fields.
Table 18 List of Supported Variables
Keyword Variable What it does
%DATE% Inserts the current date

%TIME% Inserts the current time

%DATETIME% Inserts the current date and time

%USERID% Inserts the name of user currently logged in to the

WorkSite library

Figure 51 shows an example of a New Profile Defaults dialog box where the
default Description field is the name of the current user followed by the date and
time. The Author field is also set to the current user. The Class field defaults to
DOC.

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Figure 51 New Profile Default dialog box, variables entered

NOTE New document default settings remain in effect until

you explicitly reset them.

Default Profile Properties for Documents

DeskSite has five required fields of profile information: Description, Type, Class,
Author and Operator. The following table shows how DeskSite handles these
profile fields when documents are imported into folders. See “Creating New
Document Defaults” on page 129 for more information on creating default
document profiles.

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Table 19 Default Profile Properties, Documents

Profile Field Imported Document
Description File name of the document.

Type Autodetected if file type is known or defaults to ANSI/UNKNOWN.

Class Obtained from folder profile defaults or default set on your system
(usually DOC).

Operator User who imports the document.

Author Obtained from folder profile defaults or same as Operator.

Working with Security Templates

When you add a new document to a WorkSite library, you have the option of
applying a security template. A security template is a list of predefined security
settings that can be applied to the document. There are two types of security
templates:
 Local Security Template. You can create a local security template in
DeskSite and apply it to your documents. See “Creating a Local Security
Template” on page 135 and “Applying a Local Security Template” on page 138
for more information.
 Author-based Security Template. Your WorkSite Administrator can create
lists of predefined security settings and assign these templates to users.
When the user imports or creates a new document in WorkSite, the security
settings assigned to the user are automatically applied to the document.So,
whenever a new document is created by this Author, the security settings
assigned to them are applied to the document automatically. See “Applying an
Author-based Security Template” on page 140 for more information.

NOTE Contact your WorkSite Administrator for more

information on creating Author-based security templates.

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Creating a Local Security Template

In DeskSite you can create local security templates that can be applied to new
documents.

NOTE In some systems, the Security Template option in

the Tools menu may be unavailable. Contact your WorkSite
Administrator to configure DeskSite to work with security
templates.

1. Select Security Template from the Tools menu. This launches the Security
Template Management dialog box. See Figure 52.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 52 Security Template Management dialog box

2. Click New. This launches the Security Template dialog box.

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Figure 53 Security Template dialog box

3. Enter a name for the template in the Security Template Name field. After you
enter the template name, the other fields become available.
4. Select a default level of security from the Default Security list to assign
security access to users. The Default Security is set to Private by default. See
“Default Security” on page 151 for more information on security levels.
5. Select the type of access from the Type of Access list for the users and
groups you specifically name in the template.You cannot assign security to the
Author and Operator, who are not accounted for in your explicit security
assignment list. See “Access Control List (ACL)” on page 151 for more
information on access levels.
6. Click Add User or Add Group to add specific users or groups to the template.
If you click Add Group, the Select Internal Group(s) dialog box appears.

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Figure 54 Select Internal Group(s) dialog box

7. Select one or more groups or users from the list. You may select from a list of
external users or groups by selecting the External Group or External User
check box.

NOTE See “Understanding External Users and

Groups” on page 152 for information about external
users and groups.

8. Click Add to add them to the security template.

9. Click Users to see a list of users that comprise the highlighted Group. The
Users of Group dialog box appears.

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Figure 55 Users of Group dialog box

10. Click OK to close the dialog box. The added the users and groups are listed in
the the Security Template dialog box.
11. To remove a user or group from the template list, select the user or group and
click Remove.
12. Click OK to save the security template.

Applying a Security Template

You can apply a security template to:
 A new document you import to the WorkSite library
 An existing document in the WorkSite library

NOTE Only the Author, Operator or a user with Full

Access on the document can apply a security template.
NOTE You can modify the access control lists when
you add a document to a WorkSite library. However, if
you assign an author-based security template, you
cannot modify security settings.

Applying a Local Security Template

To apply a local security template to a new document:
1. In the New Profile dialog box, or the New Version Profile dialog box
(depending on whether you are adding a new document or a new version of

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an existing document), select a security template from the Security Template

list containing security templates that are available to you.

NOTE If the Security Template list does not appear in

the New Profile dialog box or the New Version dialog
box, your WorkSite Administrator must enable it.

2. Click Save to add the document to a WorkSite library.

To apply a local security template to an existing document:
1. Select a document from the Document Grid.
2. In the Document menu, point to Utilities and select Bulk Security Edit. The
Edit Security dialog box appears.
To move between fields in the following dialog box, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 56 Edit Security dialog box

3. In the Default Security list, select the <no change> option.

4. Select a security template from the Apply Security Template list.
5. Choose an option in the Set Security Options area:
 Remove existing security settings. Replaces the current setting in the
document with the new settings you are entering.

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 Only add to or modify existing settings. Keeps the current settings on

the document, but you can add or change specific settings.The settings
you select change, but all other settings remain as they were.
6. Click OK to apply the security template. You get a message confirming the
successful update of the document’s security.

NOTE After you apply the security template, if you

want to change the security settings you can use the
Properties option in the Document menu. See “Editing
Document Profile Information” on page 86 for more
information.

Applying an Author-based Security Template

1. In the New Profile dialog box or the New Version Profile dialog box (depending
on whether you are adding a new document or a new version of an existing
document), click the Lookup button that appears next to the Author field.
The Select Internal Author dialog box appears.

The Lookup dialog box can only display up to the first

250 valid entries listed for that field of profile information
in the WorkSite library. If there are more than 250
possible valid entries, use the Find option at the top of
the dialog box to locate your entry. When you enter a
value in the Find field, DeskSite searches the entire list
of valid entries for matches.

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Figure 57 Select Internal Author dialog box

1. Select the user to whom your WorkSite Administrator has assigned an

author-based security template. The security settings defined in that template
are applied to the new document.
2. Click Save to add the document to a WorkSite library.

Editing Security on Documents

There may be times when you need to edit the security for a large group of
documents at the same time. For example, you may want to add a new employee
to the ACL of all documents relevant to a certain client-matter. You can edit the
security settings on two or more documents in the same operation using Bulk

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Security Edit. This feature functions only on documents that are currently
checked in. You cannot edit security on documents that are archived, locked or
checked-out.
To edit security settings on multiple documents:
1. Select the documents whose security you want to edit from the Document
Grid.

NOTE You may want to perform a search for all

documents related to a Client-Matter or other search
criteria, and then select all documents in the Document
Grid.

2. In the Document menu, point to Utilities and select Bulk Security Edit. The
Edit Security dialog box appears.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 58 Edit Security dialog box

3. Select the default security for all the documents from the Default Security list.
You can select from the following options:
 <no change>
 Make all Public
 Make all Private

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 Make all View

See “Default Security” on page 151 for more information on default security
levels.
4. Click User/Group Security to add Users and/or Groups who are exceptions
to the default security. The File Permissions dialog box appears.
Figure 59 File Permissions dialog box

5. To specify access privileges for specific users and groups, make a selection
from the Type of Access list. The access privileges you grant to specific
users and groups using this list are exceptions to the Default Security settings
you select. See “Access Control List (ACL)” on page 151 for more information.
6. Click OK to close the File Permissions dialog box.
7. If you wish, you can apply an existing security template to the documents.
Select a security template from the Apply Security Template list.
8. Choose an option in the Set Security Options area:
 Remove existing security settings. Replaces the current settings in all
documents with the new settings you enter. The security you set is the
same on all the documents you select.

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 Only add to or modify existing settings. Keeps the current settings on

the document, but you can add or change specific settings. The settings
you select changes, but all other settings remain as they were.
9. Click OK to edit the security. A message appears confirming the successful
update of the document’s security.

Application Setup in DeskSite

Each WorkSite database has a list of applications associated with it that contains
information necessary to integrate applications with WorkSite Server. This
information includes:
 Procedure for associating document types and applications
 Information necessary to launch applications from WorkSite Server
 Information necessary to open and print documents in integrated applications
When a database is initialized as a WorkSite database, an application list is
provided that includes information for most major Windows applications. Normally
these applications are enabled via the WorkSite Server, but there may be
circumstances when you need to change the local copy of the application table.
For example, you may want to edit the local application table when:
 The path to an application changes.
 You want to associate a document type with a different application.
 You want to integrate an application that is not listed in the application table on
the database.

CAUTION Contact your WorkSite Administrator before

modifying the local application table. We do not recommend
editing the local copy of the application table unless you
understand the way applications are integrated with
WorkSite.

Importing Applications from the Database

1. In DeskSite, select Local Applications from the Tools menu to open the
Application Setup Information dialog box.

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Figure 60 Local Application table

2. Click Add. The Add Local Application dialog box appears.

3. Click Import. The following dialog box appears.

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Figure 61 Select Import Application dialog box

4. Select the application you want to add to your local table, and click OK to
return to the Add Local Application dialog box. Information from the database
is automatically entered in the settings for the local application.

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Figure 62 Add Local Application dialog box

5. Click OK to add the application to the Local Application table. It is added to the
list of available local applications that appears when you select Applications
from the Document menu to open a document in DeskSite.

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CHAPTER 5

Using the DeskSite Desktop

This chapter contains important information about security when using DeskSite
and WorkSite. It also explains how to use the DeskSite desktop application.
This chapter contains the following information:
 “WorkSite Security Concepts”
 “Role-based Access”
 “Container/Document-based Access”
 “Understanding External Users and Groups”
 “General Security Behavior”
 “Using Elements of the DeskSite Desktop”
See Chapter 3 for an introduction to the DeskSite user interface.

WorkSite Security Concepts

Before you learn about performing tasks using DeskSite, it is important to
understand certain key aspects of WorkSite security. WorkSite was developed to
enable organizations to collaborate and share information easily, while keeping
the content organized and secure. In many cases, if you have trouble completing
a task in WorkSite, the cause is due to the system’s security settings.
There are two types of security in WorkSite:

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 “Role-based Access”
 “Container/Document-based Access”

Role-based Access
The WorkSite Administrator assigns a role to every WorkSite user. Roles can only
be changed by the Administrator. The WorkSite Administrator also assigns
privileges to a role. Privileges define what operations you or cannot perform within
WorkSite and determines what access rights you have to specific containers and
documents in the system.

Container/Document-based Access
Every WorkSite container (such as Workspaces, tabs, and folders) and document
(such as a memo, spreadsheet or e-mail) has its own security settings. The
Owner of the item sets security at the time of creation after deciding which users
need access and which users should not be allowed access for security reasons.
The owner (or a user with Full access on the item) can also modify an item’s
security settings as needed.
There are three ways to set security on a WorkSite container or document:
 “Inherited Security”
 “Default Security”
 “Access Control List (ACL)”

Inherited Security
By default, most WorkSite containers and documents are set to inherit security
settings from the parent container. That is, if you add a folder inside an existing
folder, your folder will inherit the security settings of the folder you put it in.
Similarly, if you add a document to an existing folder, your document will inherit
the security settings of the folder you put it in.

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Icons for the different containers identify whether or not their security is inherited
by adding a key, as shown in Table 20.
Table 20 Example Inherited and Individual Security Container Icons
Icon Description
Category folder icon showing inherited security

Category folder icon showing individual security 

(key added)

Default Security
If inherited security is not appropriate, an item Owner (or a user with Full access)
can select from three default security levels:
 Private. Access to the container or document is restricted to the user who
created the container and to users and groups that are explicitly granted
access rights.
 View. All users can access the container or document, but cannot add or
remove items from it or edit it, unless explicitly assigned different access
rights.
 Public: All users can access the container unless explicitly excluded. Any
user with access to a container may add or remove items to that location.
Users cannot create root level folders in the WorkSite library. The Owner or a user
with full access to the container can edit its default security levels.

Access Control List (ACL)

The Owner of a WorkSite container (or user with Full Access) can assign specific
access rights to individual users and groups by creating an Access Control List
(ACL).
The access rights corresponding to each level are:
 No Access. The user or group cannot view the container in the WorkSite
library.
 Read. The user or group has read-only access to the container. They cannot
add, edit or remove items; but, they can view the container and its contents.
 Read/Write. The user or group has read/write access to the container. They
can add, edit and remove items from the container, but they cannot change
the container’s security.

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 Full Access. The user or group have the same rights as the Owner of the
container. In addition to being able to add, edit and delete items from the
container, users can also change the security set on the container.

NOTE When you create an ACL, the access privileges

granted to specific users and groups are exceptions to
the Default Security levels you choose. For example, if
a document’s Default Security is Public, then all users
implicitly have Read access to it. However, a user who
has been explicitly granted No Access is not able to see
the public document.
NOTE When you create an ACL for any Workspace or
folder only users and groups that have Read access or
higher to the Workspace can be added to that ACL. In
other words, users and groups that do not have access
to a Workspace cannot receive access rights to the
items within that Workspace.

Understanding External Users and Groups

An external user is a special type of WorkSite user account that your WorkSite
Administrator can use to help manage user accounts for people from outside your
organization that may need access to your WorkSite system. As with standard
users, external users can be organized into external groups. For information about
external users and groups in your WorkSite system, contact your WorkSite
Administrator.

General Security Behavior

 When a group is granted access privileges to a container or document, the
same access rights are applied to all users who are members of the group.
 WorkSite security is based on an optimistic model. This means that, whenever
access privileges conflict, the greater access privilege is applied. For example,
suppose you have Read access to a document because you are a member of
Group 1. However, you also have Read/Write access to the document as an
individual user. In this case, because your individual access level is higher,
you will have Read/Write access when you open the document.

NOTE In some systems, your WorkSite Administrator

can configure WorkSite to resolve conflicts using a
pessimistic security model. In this case, the lower
access privilege of the user or group is applied. Contact
your WorkSite Administrator for more information.

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 Roles take precedence over user/group access rights on WorkSite containers.

For example, a user who has Full Access on a document folder generally has
the right to import documents into that folder. However, if a user’s role does
not allow importing documents, the user is not be allowed to import.
 The Author (the user who created the document) and the Operator (the user
currently working on the document) always retain Full Access, regardless of
the Default Security level.

Using Elements of the DeskSite Desktop

The following sections will help you understand the elements of the DeskSite
Desktop and how to use them manage your documents.

Using the Shortcut Frame

The Shortcut Frame is a customizable navigation aid where you can add shortcuts
to items you access frequently. See “Shortcut Frame” on page 65 for an overview
of the Shortcut Frame.

Adding a Shortcut to the Shortcut Frame

1. Click the desired Workspace, tab, My Favorites list, document folder or search
folder in the Tree Frame and drag it into the Shortcut Frame.
2. Double-click the shortcut icon in the Shortcut Frame to display the contents of
the container.

Renaming a Shortcut in the Shortcut Frame

1. Right-click the shortcut icon in the Shortcut Frame.
2. Select Rename Item from the menu.
3. Type the new name for the shortcut in the space provided.
4. Press ENTER.

Removing a Shortcut from the Shortcut Frame

1. Right-click the shortcut icon in the Shortcut Frame.
2. Select Remove Item from the menu.

NOTE The two default shortcuts—Document Worklist

and Checked-out Documents—cannot be removed
from the Shortcut Frame.

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Shortcut Groups
You can organize your shortcuts into Shortcut Groups. You open a group by
clicking the Shortcut Frame.

NOTE The top shortcut group, named WorkSite, is a

default group and cannot be removed.

Creating a Shortcut Group

1. Right-click the Shortcut Frame.
2. Select Add Group from the menu.
3. Type the name of the new group in the space provided. Press ENTER.

Renaming a Shortcut Group

1. Right-click in the shortcut group.
2. Select Rename Group from the menu.
3. Type the new name of the group in the space provided. Press ENTER.

Removing a Shortcut Group

1. Right-click in the shortcut group.
2. Select Remove Group from the menu.

Using the Tree Frame

Operations that can be performed within the Tree Frame are discussed in this
section. See “Tree Frame” on page 65 for an overview of the Tree Frame and its
components.

Navigating in the Tree Frame

You can navigate in the Tree Frame with the mouse or with the arrow keys.

Navigating in the Tree Frame with a Mouse

The containers shown in the Tree Frame are known as nodes. A plus sign (+) next
to a node indicates that there are folders and content beneath the node. When
you click the node to expand it and display the folders beneath it, the plus sign
changes to a minus sign (–). You can see the entire tree structure when all nodes
are minuses.
To open expand a container, click the (+) symbol. To collapse the container, click
the (–) symbol.

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Navigating in the Tree Frame Without a Mouse

 Use the UP and DOWN arrow keys to move the cursor up and down in the
tree.
 Use the LEFT and RIGHT arrow keys to open and close nodes in the tree.
Typing the (+) key expands a node. Typing the (–) key closes it.
 When the cursor is on a worklist, folder, or saved search, type the ENTER key
to open the item.

NOTE When you select a worklist, folder or saved

search, DeskSite’s focus automatically shifts to the
Document Grid where the contents are displayed. You
can use keyboard shortcuts to navigate in that frame as
well. See “Menu Options and Toolbar Buttons” on
page 72 for a list of keyboard shortcuts to
frequently-used functions.

Using Tree Frame Components

Operations that can be performed with components of the Tree Frame are
discussed in this section. See “Tree Frame” on page 65 for an overview of the
Tree Frame and its components.

Checked-out Documents
 Click the Checked-out Documents icon to display a list of all documents
currently checked out by you. The documents appear in the Document Grid.
 Right-click the Checked-out Documents icon to access the menu options
described in Table 21.
Table 21 Checked-out Documents menu options
Menu Option Function
Refresh Refreshes the contents of the Checked-out Documents list.

Add to Shortcut bar Adds Checked-out Documents to the shortcut bar. Lists the
shortcut bars available and allows you to select the bar.

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Document Worklist
 Click the Document Worklist icon to display a combined list of your
recently accessed documents from WorkSite libraries to which you have
access. The documents appear in the Document Grid.

NOTE If you open a document to which you have read-only

access, that document does not appear in the Document
Worklist.

 Right-click the Document Worklist icon to access the menu options

described in Table 22.
Table 22 Document Worklist menu options
Menu Option Function
Import Imports a document into the Worklist.

Search Documents Opens the Search dialog box to search for documents in the
Document Worklist.

Refresh Refreshes the contents of the Document Worklist.

New Creates new documents.

Add to Shortcut bar Adds Document Worklist to the shortcut bar. Lists the
shortcut bars available and allows you to select the bar.

Matter Worklist
 Click the Matter Worklist icon, to display a list of Workspaces for each
matter, recently accessed by you. The documents appear in the Document
Grid.
 Right-click the Matter Worklist icon to access the menu options described in
Table 23.
Table 23 Matter Worklist menu options
Menu Option Function
Refresh Refreshes the contents of the Matter Worklist.

Add to Shortcut bar Adds the Matter Worklist to the shortcut bar. Lists the
shortcut bars available and allows you to select the bar.

See “Matter Worklist Options” on page 59 for more information on how to set the
maximum number of items to appear in the Matter Worklist.

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Recent Searches
 Click the Searches icon under the Recent Searches icon to view a list
of your recently performed searches. Documents that fulfil the search criteria
are displayed in the Document Grid.
 Right-click the Recent Searches icon to access the menu options
described in Table 24.
Table 24 Recent Searches menu options
Menu Option Function
New Search Disabled.

Delete "..." Disabled.

Rename "..." Disabled.

Remove all searches Empties the Recent Searches folder.

 Right-click the Searches icon to access the menu options described in

Table 25.
Table 25 Searches menu options
Menu Option Function
New Search Opens the Search dialog box to perform a new search.

Delete "..." Allows you to delete the search.

Rename "..." Allows you to rename the search.

Remove all searches Empties the Searches folder.

My Matters
My Matters displays a list of shortcuts to your Workspaces and to other user’s My
Matters to which you have subscribed. You can subscribe to another user’s My
Matters folder if the Owner has granted you at least Read access. To see the
items in the Workspaces, you must have at least Read access to the items.

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 Right-click the My Matters icon to access the menu options described in

Table 26.
Table 26 My Matters menu options
Menu Option Function
Synchronization Options Displays the Sync Options dialog box to select folders
and Workspaces for synchronization and set some
Note: This option appears
parameters for minimizing the synchronization time. For
only if you have installed
more information, refer to the OffSite Installation and
OffSite.
User’s Guide.

Add Shortcuts Adds shortcuts from other matters/Workspaces to My

Matters.

Subscribe Allows you to access the My Matters folders of other

users.

Refresh Refreshes the contents of the My Matters folder.

Move “My Matters” Disabled. You cannot move My Matters.

Delete “My Matters” Disabled.You cannot delete My Matters.

Rename “My Matters” Disabled.You cannot rename My Matters.

New Creates new Categories and Workspaces in My

Matters.

Add to Shortcut bar Adds My Matters to the shortcut bar. Lists shortcut bars
available and allows you to select bar.

Properties Opens the My Matters Properties dialog box.

My Favorites
My Favorites displays a list of shortcuts to any items that you have chosen to add
to your My Favorites list. You can add Workspaces, folders, and documents to
your My Favorites list.

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 Right-click the My Favorites icon to access the menu options described in

Table 27.
Table 27 My Favorites menu options
Menu Option Function
Synchronization Options Displays the Sync Options dialog box to select folders
and Workspaces for synchronization and set some
Note: This option appears
parameters for minimizing the synchronization time.
only if you have installed
For more information, refer to the OffSite Installation
OffSite.
and User’s Guide.

Add Shortcuts Adds shortcuts from other objects to the My Favorites

folder.

Refresh Refreshes the contents of My Favorites.

Move “My Favorites” Disabled. You cannot move My Favorites.

Delete “My Favorites” Disabled. You cannot delete My Favorites.

Rename “My Favorites” Disabled. You cannot rename My Favorites.

New Category Creates new categories.

Add to Shortcut bar Adds My Favorites to the shortcut bar. Lists shortcut
bars available and allows you to select bar.

Adding Documents to My Favorites

You can add documents (already in a WorkSite library) to your My Favorites list.
1. Select the document from the Document Grid.
2. From the Document menu, select Add to My Favorites. The Add to My
Favorites dialog box appears.

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Figure 63 Add to My Favorites dialog box

3. (Optional) Enter a new name for the document.

4. Click OK to add the document to your My Favorites list.

WorkSite Explorer
The WorkSite Explorer node displays a list of all the libraries to which you have
access. It allows you to navigate through each WorkSite library.
 Right-click the WorkSite Explorer icon to access the menu options
described in Table 28.
Table 28 WorkSite Explorer menu options
Menu Option Function
Refresh Refreshes the contents of the WorkSite Explorer node.

Add to Shortcut bar Adds WorkSite Explorer to the shortcut bar. Lists the
shortcut bars available and allows you to select the bar.

Managing WorkSite Containers

Commands associated with WorkSite containers are discussed in this section.
See “WorkSite Containers” on page 69 for an overview of the various WorkSite
containers.

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Category
You can create a category in My Matters or My Favorites or within another
category. You can set security on categories created under My Matters.

Creating a Category in My Matters

1. Right-click the My Matters icon in the Tree Frame, point to New and select
Category.
The Create New Category dialog box appears.
Figure 64 Create New Category dialog box, General

2. Enter a Name for the category.

3. Enter a Description for the category.
4. To define the security for the category, click the Security tab.

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Figure 65 Create New Category dialog box, Security

When you create a category, it has the same security settings as My Matters
by default.
5. If you wish to change these settings, clear the Inherit permissions from
parent check box. The Default Security list is now enabled.
6. To set the Default Security for the category, make a selection from the Default
Security list. See “Default Security” on page 151 for more information.
7. To specify greater or lesser access privileges for specific users and groups
make a selection from the Type of Access list. The access privileges that you
grant to specific users and groups using this list are exceptions to the Default
security settings you select. See “Access Control List (ACL)” on page 151 for
more information.

NOTE The security settings on a category determine

whether a user can see the category and whether the
user can add or remove objects from the category.

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Creating a Category in My Favorites

1. Right-click the My Favorites icon in the Tree Frame and select New
Category. The Create New Category dialog box appears.
Figure 66 Create New Category dialog box, My Favorites

2. Enter a Name for the category.

3. Enter a Description for the category.
4. Click OK.

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Modifying a Category
Right-click the category to access the menu options described in Table 29.
Table 29 Category menu options
Menu Option Function
Add Shortcuts Adds shortcuts from other objects to the Category.

Subscribe Disabled. You cannot subscribe to a category.

Refresh Refreshes the contents of the category.

Move “...” Moves the selected category to another category. You can
also create a new category and move the selected category
into it.

Delete “...” Deletes the category from the WorkSite library. You must
have Full Access on the category to perform this operation.

Rename “...” Renames the category.

New Creates new categories and Workspaces in the selected

category.

Add to Shortcut bar Adds the category to the shortcut bar. Lists shortcut bars
available and allows you to select bar.

Properties Opens the category Properties dialog box.

Workspace
You can create a Workspace in My Matters or in a category. You can also set
security on Workspaces created under them. You can subscribe to any user’s My
Matters list to which you have access.

Creating a Workspace
1. Right-click the My Matters icon in the Tree Frame, point to New and select
Workspace. The New Workspace Profile dialog box appears.

NOTE The dialog box on your system may look

different if it has been customized by your WorkSite
Administrator.

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Figure 67 New Workspace Profile dialog box

2. Enter a Name for the Workspace. In some cases this will be the Client/Matter.
3. Enter a Description for the Workspace.
4. Select a Location from the list. The Location is the name of the WorkSite
library where the Workspace will reside.
5. Your user name is automatically entered as the Owner of the Workspace.
6. Enter or select the Client and Matter that are associated with the Workspace,
if required.
7. Enter or select fields in the Other Properties area, such as Category,
Industry, and Jurisdiction, if required.
8. To set the Default Security for the Workspace, make a selection from the
Shared as list. See “Default Security” on page 151 for more information.
9. To define the Security for the Workspace, click Modify. The File Permissions
dialog box appears.

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Figure 68 File Permissions dialog box

10. To specify access privileges for highlighted users and groups, make a
selection from the Type of Access list. The access privileges that you grant to
specific users and groups using this list are exceptions to the Default security
settings you select. See “Access Control List (ACL)” on page 151 for more
information.

NOTE The security settings on a Workspace

determine whether a user can see the Workspace and
whether the user can add or remove objects from the
Workspace.

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Modifying a Workspace
Right-click the Workspace to access the menu options described in Table 30.
Table 30 Workspace menu options
Menu Option Function
Add Shortcuts Adds shortcuts from other objects to the Workspace.
Note: The shortcut icon is added only if the original
document resides in a different Workspace.

Search Documents Opens the Search dialog box.

Send Link Opens a new e-mail message with the selected

Workspace link as an attachment.

Show Web View Opens the WorkSite Web page in the document pane.

Show All Hidden Tabs Displays tabs that are hidden. Refresh hides the tabs that
have been displayed by this option.

Refresh Refreshes the contents of the Workspace.

Re-file Applies the Workspace profile and security information to

all tabs and folders within it. You have the option of
modifying the security of folders that do not inherit security.

Move “...” Moves the selected Workspace to a category.

Create Shortcut Opens a browse dialog box and allows you to select a
Workspace or folder to add as a shortcut.

Delete “...” Deletes the Workspace from the WorkSite library. You
must have Full Access on the Workspace to perform this
operation.

Rename “...” Renames the Workspace.

New Creates new document folders, search folders, and tabs.

Add to My Matters Adds a shortcut to the selected Workspace to your My

Matters list.

Add to My Favorites Adds a shortcut to the selected Workspace to your My

Favorites list.

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Table 30 Workspace menu options

Menu Option Function
Add to Shortcut bar Adds Workspace to the shortcut bar. Lists shortcut bars
available and allows you to select bar.

Properties Opens the Workspace Properties dialog box.

WorkSite Miner Opens the WorkSite Miner window with the scope
keyword followed by the name of the database in the
Note: This option is added
query box.
to the menu using a
registry key. Contact your Note: An error message appears:
WorkSite Administrator
 If the Express Search agent is not running in the
for more information.
system tray.
 If you try to launch WorkSite Miner when Express
Search is busy or when a lookup window or Properties
dialog box is open.
 If you invoke it from a WorkSite server that is not
detected by the Express Search agent.
For more information about using WorkSite Miner, refer to
the WorkSite Express Search User’s Guide.

Changing Workspace Profile Information

You can edit the profile information of your Workspaces and other Workspaces on
which you have been granted Full Access rights.
1. Select the Workspace.
2. Right-click or type SHIFT+F10 to access the menu.
3. Choose Properties from the menu. The Workspace Properties dialog box.
4. Add or change the profile information. See “Creating a Workspace” on
page 164.
5. When you click Save to save your changes, you are prompted to Refile. Click
Yes if you wish to Refile.This causes all documents and folders in the
Workspace to take on the changes you made to the Workspace metadata or
security.
6. Click No if you only wish to save your changes without refiling the Workspace.

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Refiling a Workspace
Workspaces have profile properties. If you have Read/Write access on a
Workspace, you can change the properties of the objects it contains using the
Refile option.

NOTE When you Refile a Workspace, all tabs, folders,

subfolders and documents under that Workspace take on
the profile information of the Workspace. The transfer of
profile information is cumulative. For example, when you
refile a Workspace, the profile values of the Workspace are
transferred to the tabs, folders, and documents contained in
the folders. If the folders have additional properties, these
properties are also passed to the documents inside the
folders during the Refile operation.
NOTE Not all WorkSite objects can be refiled. For example,
you cannot refile shortcuts, or search folders and document
folders under search folders. When these objects exist on a
Workspace that is refiled, they retain their original
properties.

The rules of inheritance when refiling in a Workspace are described in Table 31.
Table 31 Workspace Refiling Rules
Workspace to Tab  Parent Object: Workspace
 Refiled Object (inherits from parent): Tab
 Metadata: None
 Security: Set folder security to Inherited (from parent).

Workspace to Folder  Parent Object: Workspace

 Refiled Object (inherits from parent): Folder
 Metadata: Folder Metadata = Existing Folder Metadata
+ Parent (Workspace) Metadata (except CLASS/
SUBCLASS, TYPE, COMMENTS, OPERATOR)
 Security: Set folder security to Inherited (from parent).

To refile a Workspace:
1. Right-click the Workspace icon in the Tree Frame to open the menu.
2. Select Refile. A message appears asking if you want to apply the container
properties to all the objects in the container.

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Figure 69 Apply profile from container message

Click Yes to perform the Refile operation. A Refiling dialog box appears to
show the progress of refiling. If there are many objects to refile, this operation
can take a few minutes. See Figure 70.
3. If you select the Modify security of subfolders that don’t inherit security
check box, only the security settings for those folders that are not set to inherit
security from the parent are modified during the refiling of their parent
container.

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Figure 70 Refiling dialog box

4. Click Close to close the Refiling dialog box. If you select the Close this
dialog when refiling is done check box, the dialog box closes automatically.

NOTE If you have Full Access to the item when you

refile, a green check mark appears next to it. A yellow
check mark indicates you have Read/Write access. If
you do not have access to the item, a red cross mark
indicates that it could not be refiled.

Tab
You can create multiple tabs in a Workspace and can allow other users to access
them, based on the security you set on the tab. To create a tab, you must have
Full Access to the Workspace in which it is created.

Creating a Tab
1. Right-click the Workspace icon in the Tree Frame, point to New, and select
Tab. The Create New Tab dialog box appears.

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Figure 71 Create New Tab dialog box, General

2. Enter a Name for the tab.

3. Enter a Description for the tab.
4. To define the Security for the tab, click the Security tab.

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Figure 72 Create New Tab dialog, Security tab

5. When you create a tab, it inherits security settings from the Workspace by
default. To change these settings, clear the Inherit permissions from parent
check box. The Default Security list is now enabled.
6. To set the Default Security for the tab, make a selection from the Default
Security list. See “Default Security” on page 151 for more information.
7. To specify greater or lesser access privileges for specific users and groups
make a selection from the Type of Access list. The access privileges that you
grant to specific users and groups using this list are exceptions to the Default
security settings you select. See “Access Control List (ACL)” on page 151 for
more information.

NOTE The security settings on a tab determine

whether a user can see the tab and whether the user
can add or remove objects from the tab.

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Modifying a Tab
Right-click the tab to access the menu options described in Table 32.
Table 32 Tab menu options
Menu Option Function
Import Disabled. You cannot import a document into a tab.

Add Shortcuts Adds shortcuts from other objects to the tab.

Search Documents Opens the Search dialog box.

Send Link Opens a new e-mail message with the selected tab link
as an attachment.

Refresh Refreshes the contents of the tab.

Refile Applies the tab security information to all its folders. You
have the option of modifying the security of folders that
do not inherit security.

Move “...” Disabled. You cannot move a tab.

Create Shortcut Disabled. You cannot create a shortcut to the tab from
another container.

Delete “...” Deletes the tab from the WorkSite library. You must
have Full Access on the tab to perform this operation.

Rename “...” Renames the tab.

New Creates new document folders or search folders within

the tab.

Add to WorkSite Contacts Disabled.

Add to My Favorites Disabled.

Add to Shortcut bar Adds the tab to the shortcut bar. Lists shortcut bars
available and allows you to select bar.

Properties Opens the tab Properties dialog box.

Refiling a Tab
Tabs have profile properties.If you have Read/Write access on a tab, you can
change the properties of its documents and containers using the Refile option.
When you edit the metadata or security settings of a tab, you are prompted to
refile. This will cause all containers in the tab to take on the changes you made to
it.

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The rules of inheritance when refiling in a tab are described in Table 33

Table 33 Tab Refiling Rules
Tab to Folder  Parent Object: Tab
 Refiled Object (inherits from parent): Folder
 Metadata: Because Tabs do not have Metadata, Folder
Metadata = the Tab’s Parent Workspace Metadata (except
CLASS/SUBCLASS, TYPE, COMMENTS, OPERATOR)
 Security: Set folder security to Inherited (from parent).

To Refile a Tab:
The procedure for performing a Refile operation in a tab is similar to refiling in a
Workspace. See “Refiling a Workspace” on page 169 for more information.

Document Folder
You can create a document folder in a Workspace or tab and share the folder and
its contents with other users, based on the security you set on the document
folder. To create a document folder, you must have Read-Write or Full Access to
the Workspace or tab in which it is created.

Creating a Document Folder

1. Right-click a Workspace, Tab, or Document Folder icon in the Tree Frame,
point to New and select Document Folder.
2. To create a subfolder, right-click the Folder icon under which you want to
create the subfolder. You can also access the folder menu by pressing
SHIFT+F10.

NOTE You must have authority to create a subfolder

within a folder. The Owner of the folder sets the security
upon creation and can grant security options to other
users. You can create subfolders under other users’
folders if you are given authority to do so. Your WorkSite
Administrator can disable the ability to create subfolders
under other users’ folders.

The Create New Folder dialog box appears.

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Figure 73 Create New Folder dialog box, General

3. Enter a Name for the document folder.

4. Enter a Description for the document folder.
If your WorkSite system includes the optional WorkSite Communications
Server, a DeskSite folder with an e-mail address can receive e-mails
automatically.

To generate a Folder E-mail Address:

Click the Email Address button for DeskSite to automatically create a
unique e-mail address for the folder. If you have entered Client/Matter profile
information in the folder, this becomes the e-mail address, followed by the
name of the WorkSite library and the name of your WorkSite Communications
Server domain. For more information on using DeskSite features with the
WorkSite Communications Server, contact your WorkSite Administrator.
1. To define the Security for the document folder, click the Security tab.

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Figure 74 Create New Folder dialog box, Security

When you create a folder, it has the same security settings as the Workspace
by default.
2. If you wish to change these settings, clear the Inherit permissions from
parent check box. The Default Security list is now enabled.
3. To set the Default Security for the folder, make a selection from the Default
Security list. See “Default Security” on page 151 for more information.
4. To specify access privileges for highlighted users and groups, make a
selection from the Type of Access list. The access privileges that you grant to
specific users and groups using this list are exceptions to the Default security
settings you select. See “Access Control List (ACL)” on page 151 for more
information.

NOTE The security settings on a folder determine

whether a user can see the folder and whether the user
can add or remove documents from the folder.

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5. To set the folder profile information, select the Profile tab of the Create New
Folder dialog box. See Figure 75. Documents that you add to the folder after
you set the profile data inherit the profile information from the folder.
Figure 75 Create New Folder dialog box, Profile tab

6. Click Add/Edit to define the Document Folder profile. The Folder Profile
dialog box appears.

NOTE The Folder Profile dialog box on your system

may look different if it has been customized by your
WorkSite Administrator

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Figure 76 Folder Profile dialog box

7. Enter or select a value for each field, as appropriate. You can use the Look up
button to select a value. A Look up dialog box appears. Figure 77 is an
example of the Look up dialog box for the Author field.

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Figure 77 Select Internal Author dialog box

8. Select an appropriate value. Click OK or press ENTER to add the profile

selection. Repeat this process until you have chosen all the profile fields you
want for the document folder. The profile fields selected are listed under the
Profile tab of the Create New Folder dialog box.

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Figure 78 Create New Folder dialog box, Profile tab with profile information

9. To remove a Property, select it and click Remove.

10. Click OK to create the folder with its profile information or Cancel to close the
dialog box without creating a folder.

Modifying a Document Folder

Right-click the document folder to access the menu options described in Table 34.
Table 34 Document Folder menu options
Menu Option Function
Import Imports a document to the folder.

Add Shortcuts Adds shortcuts from other objects to the folder.

Note: The shortcut icon is added only if the original
document resides in a different Workspace.

Search Documents Opens the Search dialog box.

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Table 34 Document Folder menu options

Menu Option Function
Send Link Opens a new e-mail message with the selected document
folder link as an attachment.

Refresh Refreshes the contents of the folder.

Refile Applies the folder profile and security information to all

folders within it. You have two options:
 Modify security of subfolders that don’t inherit security
 Inherit metadata and security from the parent folder/
Workspace.

Move “...” Moves the selected folder to a Workspace.

Create Shortcut Adds a shortcut to the folder from another container.

Delete “...” Deletes the folder from the WorkSite library. You must have
Full Access on the folder to perform this operation.

Rename “...” Renames the folder.

New Creates new document folders, search folders, mail

messages, and documents.

Add to WorkSite Adds the folder to your WorkSite Contacts list. Your system
Contacts must include the WorkSite Communications Server and the
folder must have an e-mail address for this option to
function.

Add to My Favorites Adds the selected folder to your My Favorites list.

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Table 34 Document Folder menu options

Menu Option Function
Add to Shortcut bar Adds folder to the shortcut bar. Lists shortcut bars available
and allows you to select bar.

Properties Opens the Folder Properties dialog box.

WorkSite Miner Opens the WorkSite Miner window with the scope keyword
followed by the name of the database in the query box.
Note: This option is
added to the menu using Note: An error message appears:
a registry key. Contact
 If the Express Search agent is not running in the
your WorkSite
system tray.
Administrator for more
information.  If you try to launch WorkSite Miner when Express
Search is busy or when a lookup window or Properties
dialog box is open.
 If you invoke it from a WorkSite server that is not
detected by the Express Search agent.
For more information about using WorkSite Miner, refer to
the WorkSite Express Search User’s Guide.

Changing Document Folder Profile Information

You can edit the profile information of your folders and other folders to which you
have Full Access.
1. Select the folder and right-click or type SHIFT+F10 to access the menu.
2. Choose Properties from the menu. The Folder Properties dialog box appears.
3. Select the Profile tab. Click Add/Edit to open the Folder Profile dialog box.
4. Add or change the profile information. See “Creating a Document Folder” on
page 175.
5. When you click Save to save your changes, you are prompted to Refile. Click
Yes if you wish to Refile.This causes all documents in the folder to take on the
changes you made to the folder metadata or security.
6. Click No if you only wish to save your changes without refiling the folder.

NOTE Unless you Refile, changing profile information

in an existing folder does not change the profiles of
documents already in that folder or documents that you
add to the folder. See “Adding Documents to a Folder”
on page 184 for more information. New documents that
you import into the folder inherit profile information from
the folder.

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Refiling a Document Folder

The rules of inheritance when refiling a document folder are described in Table 35.
Table 35 Document Folder Refiling Rules
Folder to Subfolder  Parent Object: Folder
 Refiled Object (inherits from parent): Subfolder
 Metadata: Subfolder Metadata = Existing Subfolder
Metadata + Parent Folder Metadata (except CLASS/
SUBCLASS, TYPE, COMMENTS, OPERATOR)
 Security: Set subfolder security to Inherited.

Folder to Document  Parent Object: Folder

 Refiled Object (inherits from parent): Document
 Metadata: Document Metadata = Existing Metadata +
Folder Metadata (except TYPE, COMMENTS,
OPERATOR)
 Security: Replace document security with folder
security defaults.

To refile a Document Folder:

The procedure for performing a Refile operation in a document folder is similar to
refiling in a Workspace. See “Refiling a Workspace” on page 169 for more
information.

Adding Documents to a Folder

You can add documents (already in the WorkSite library) to a folder if you have
Full access or Read/write access.
1. Select the document from the Document Grid.
2. From the Document menu, select Add to Folder. The Browse for folder
dialog box appears.

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Figure 79 Browse for folder dialog box

3. Navigate to the folder where you want to add the document. You can also use
the Express Search panel to find the folder. See “Express Search Panel” on
page 254 for more information on using this panel.
4. Click Select to add the document to the folder.
You can also use the drag-and-drop technique to add documents to a folder.
1. In the Document Grid, select the document(s) you want to add to the folder.
You can select multiple documents at the same time.
2. Depending on how you execute this operation, you can move or copy the
document(s).
Table 36 Adding documents to a folder
If you want to Then
Move a document SHIFT+Left mouse-click+drag

Copy a document CTRL+Left mouse-click+drag

1. With the appropriate key depressed, left-click the mouse and move the pointer
to the right of the appropriate folder icon in the Tree Frame.

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2. Release the mouse button. Continue from Step 4 of the procedure for “Adding
Documents to a Folder” on page 184.

Importing Documents to a Folder

1. Select the folder into which you want to import a document.
2. From the File menu select Import, or click the Import icon from the
toolbar. The Find File To Import to Folder dialog box displays your local and
network directories.
3. Navigate to the document you want to import and select it.
4. Click Open. The New Profile dialog box appears.
Figure 80 New Profile dialog box

5. Enter information in the fields of the New Profile dialog box.

6. Click OK.

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Removing Documents from a Folder

You can remove a document from a folder without removing it from the WorkSite
library. The Remove from Folder command is not available in offline mode.

NOTE To permanently remove a document from the

WorkSite library, use the Delete option on the document
menu. See “Deleting Documents” on page 111.

1. Select the document in the Document Grid.

2. Choose Remove From Folder from the Document menu or click the
Remove From Folder icon. A message asking you to confirm the removal
of the document appears. See Figure 81.

NOTE Based on role and access rights, the option to

remove documents from folders may be disabled for
some users. Contact your WorkSite Administrator for
more information.
NOTE When the Prevent flatspace filing check box is
selected on the WorkSite Server Service Manager, the
Remove From Folder option is disabled for all users.
If the WorkSite server you connect to has more than one
database, ensure that the option is enabled for each
database. Contact your WorkSite Administrator for
more information.
NOTE HP Autonomy recommends that customers
using iManage RecordsManager select the Prevent
flatspace filing check box, because only declared
records that are filed within Workspaces are included in
the file plan and assigned a retention schedule.

Figure 81 Confirm Remove message

3. Click Yes to confirm the removal of the document from the folder.

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Deleting a Folder
1. Select the folder that you wish to delete, then press Delete. A Confirm Delete
dialog box appears, asking you to confirm the deletion of the folder.
2. Click Yes to permanently delete the folder.

NOTE Deleting a folder does not permanently delete

its contents, which remain in the WorkSite library.

Search Folder
Search folders are special folders that have properties that are used as search
criteria. When a search folder is created, the search is performed and the search
results remain in the folder.

Creating a Search Folder

1. Right-click a Workspace, Tab, or Document Folder icon in the Tree Frame,
point to New and select Search Folder. The Create New Search Folder dialog
box appears.

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Figure 82 Create New Search Folder dialog box, General

2. Enter a Name for the search folder.

3. Enter a Description for the search folder.
4. To define the Security for the search folder, click the Security tab.

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Figure 83 Create New Search Folder dialog box, Security

When you create a search folder, it has the same security settings as the
parent container, by default.
5. If you wish to change these settings, clear the Inherit permissions from
parent check box. The Default Security list is now enabled.
6. To set the Default Security for the search folder, make a selection from the
Default Security list. See “Default Security” on page 151 for more
information.
7. To specify access privileges for highlighted users and groups, make a
selection from the Type of Access list. The access privileges that you grant to
specific users and groups using this list are exceptions to the Default security
settings you select. See “Access Control List (ACL)” on page 151 for more

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information.

NOTE The security settings on a search folder

determine whether a user can see the search folder and
whether the user can edit the existing search criteria
specified on the folder.

8. To select the search criteria for the search folder, click the Search Criteria
Tab.
Figure 84 Create New Search Folder dialog box, Search Criteria

9. Some search information is already entered. Click Add/Edit to make changes

to the search criteria. The Search dialog box appears.

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Figure 85 Search dialog box

10. Enter any additional or modified search criteria in the appropriate fields. Click
OK or press ENTER.
As DeskSite creates the search folder, it also performs a search based on the
criteria you entered. Each time you click the Search Folder icon, DeskSite
performs the search again and returns new search results to the folder.

Modifying a Search Folder

Right-click the search folder to access the menu options described in Table 37.
Table 37 Search Folder menu options
Menu Option Function
Import Imports a document to the folder.

New Search Opens the Search dialog box.

Send Link Opens a new e-mail message with the selected search
folder link as an attachment.

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Table 37 Search Folder menu options

Menu Option Function
Refresh Refreshes the contents of the folder.

Move “...” Moves the selected folder to a Workspace.

Create Shortcut Adds a shortcut to the folder from another container.

Delete “...” Deletes the folder from the WorkSite library. You must have
Full Access on the folder to perform this operation.

Rename “...” Renames the folder.

New Creates new document folders, search folders, mail

messages, and documents.

Add to My Favorites Adds the selected folder to your My Favorites list.

Add to Shortcut bar Adds the folder to the shortcut bar. Lists shortcut bars
available and allows you to select bar.

Properties Opens the Folder Properties dialog box.

Changing Search Folder Profile Information

You can change the search criteria on a search folder by editing its profile
information.
1. Select the folder.
2. Right-click or type SHIFT+F10 to access the menu.
3. Choose Properties from the menu. The Folder Properties dialog box appears.

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Figure 86 Folder Properties dialog box

4. Select the Search Criteria tab.

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Figure 87 Search Criteria tab

5. Add or modify the search criteria. See “Creating a Search Folder” on page 188
for more information.
6. Click OK to modify the search folder.

Deleting a Search Folder

1. Select the folder you wish to delete, then press Delete. A Confirm Delete
dialog box appears, asking you to confirm the deletion of the folder.
2. Click Yes to delete the folder.

Using the Document Grid

Operations that can be performed within the Document Grid are discussed in this
section. See “Document Grid” on page 70 for an overview of the Document Grid.

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Grouping Documents in the Grid

Grouping enables you to arrange documents in the Document Grid into groups
based on information types. For example, you can group documents by author,
file size, or database where they are stored. Groupings are also hierarchical,
which means that you can group documents by author and then by file size.
In the Document Grid, you can group documents by using the drag-and-drop
feature or the Group Results By button.
To group documents:
1. Do one of the following:
 Drag a column header into the Drag a column header area immediately
above it.
or
 Click the Group Results By button . Use the Add button in the Group
Result By dialog box (see Figure 88) to build your groupings.
Figure 88 Group Result By dialog box

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2. To undo all groupings, click the Ungroup button . To undo a specific

grouping, click the Ungroup button drop-down arrow, and select the column to
ungroup from the menu.

NOTE Use the Expand All Groups or Collapse

All Groups buttons to expand or collapse the
grouped documents.

Sorting Documents in the Grid

You can sort documents in the Document Grid using document metadata or using
IDOL’s relevance algorithm.
To sort documents in the Document Grid, click the heading column by which you
want to sort documents.
 Click once to sort in ascending order by document metadata.
 Click twice to toggle to descending order by document metadata.
 Click three times to remove the metadata sort and display the results sorted by
relevancy.
You can also use the Sort dialog box to control metadata sorting.
1. Select the document from the Document Grid.
2. Choose Sort By from the Document menu. The Sort dialog box appears.

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Figure 89 Sort dialog box

3. You can sort the items by selecting either the Ascending option or the
Descending option. The following columns can be sorted:
 Database
 Description
 Document Number
 Version
 Author
 Class
 Edit Date
 File Size
 Comments
4. Click OK.

Selecting Documents in the Document Grid

Clicking a document in the Document Grid selects the document. You can select
multiple documents by keeping the CTRL key depressed while clicking the
desired documents. To select a range of documents, depress the SHIFT key and
then clicking on two documents in the grid; those two documents and all those in

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between are selected. If you are unable to use the keyboard and mouse
simultaneously, we recommend enabling Windows Sticky Keys. Refer to Windows
Help for details.

Refreshing the Document Grid

Use the Refresh option on the Search menu to update the information displayed
in the Document Grid with the latest information from the WorkSite library. You can
also press F5 to refresh. The refresh option is a quick alternative to repeating the
search or worklist request displayed in the Document Grid.

Customizing the Document Grid

You can customize the Display Columns and the Profile Fields that appear in
the Document Grid so that it displays the information in the format you want.
1. Select Options from the Tools menu. The Configure dialog box appears.
2. Choose the Select Profile Fields tab.

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Figure 90 Configure dialog box, Select Profile Fields

The Display Fields list contains the fields in the order in which they appear in
the Document Grid.
3. Move the fields you want to include as columns in the Document Grid from the
Available Profile Fields list to the Display Fields list.
a. Use the mouse or arrow keys to highlight a field from the Available Profile
Fields list.
b. Use the mouse or TAB key to click Display Field or press ENTER to add
the available field.
4. To remove fields you do not want to include as columns in the Document Grid,
select the fields from the Display Fields list and press Delete.

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5. You can change the order of the columns by dragging with the mouse or
selecting the field and using the CTRL key and UP or DOWN arrow keys.
6. Click OK.

Customizing Display Options Defaults

1. Select Options from the Tools menu. The Configure dialog box appears.
2. Choose the Defaults tab.
Figure 91 Configure dialog box, Defaults

You can customize the following features in the Document View area of the
dialog box.
 Select the maximum number of documents per search to appear in the
Document Grid. This prevents an overwhelmingly large search return from
impacting the performance of your system.
 Select the maximum number of documents per folder to appear in the
Document Grid. This prevents an overwhelmingly large number of
documents in a folder from impacting the performance of your system.
 Select whether you want the Document Grid to contain only the latest
version of each document or show all versions.

NOTE If you choose to display only the latest version

of documents in the Document Grid, you can easily
locate all the versions of a document by selecting the
document in the Document Grid and clicking the
Document Versions tab.

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Customizing the Appearance of the Document Grid

You can change the appearance of the Document Grid by clicking the Choose a
Font button . The Font dialog box appears in which you can select the desired
font, font style, and font size of the items listed in the Document Grid.
You can also change the appearance of the Document Grid using the Other
Options tab in the Configure dialog box. See Figure 92.
To move between fields in the following dialog boxes, use the TAB key, arrow
keys, and ALT key plus underscored letter.
Figure 92 Configure dialog box, Other Options

Selecting Colors for Rows of the Grid

1. Select the Use alternate color for background option.

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2. Click the Alternate row color list to open the color palette.
Figure 93 Color palette

3. You can select colors for the alternate rows from this palette. Or you can also
click More Colors to see additional choices and create custom colors.
4. If you do not wish to use colors, click No Fill.
5. Click OK or press ENTER to save your choices, or Cancel to close the dialog
box without making changes.

Changing the Type Size on the Document Grid

1. Open the Zoom list by clicking the arrow or typing ALT+Z.
2. Select a different size.
3. Click OK or press ENTER to save your choices, or Cancel to close the dialog
box without making changes.

Navigating in the Document Grid Without a Mouse

UP and DOWN arrow keys move the cursor up and down in the Document Grid.
The PAGE UP and PAGE DOWN keys also move the Document Grid up or down.
Use the HOME key to go to the top of the list and the END key to go to the bottom
of the list.

Managing the Document Results Frame

Operations that can be performed within the Document Results Frame are
discussed in this section. See “Document Results Frame” on page 71 for an
overview of the Document Results Frame.

Switching Tabs in the Document Results Frame

CTRL+TAB switches from tab to tab in the Document Results Frame.

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Document Profile Tab

To view a selected document's profile, click the Document Profile tab while
highlighting the document in the Document Grid. The profile fields that appear in
this tab are determined by certain settings.

Customizing the Document Profile Tab

The Profile Fields list contains the columns that already appear in the Document
Profile tab of the Document Results Frame. These fields appear in the same
order in which they appear in the list.
1. To add profile fields to the Profile Fields list, select the desired field(s) from
the Available Profile Fields list and click Profile Field. Or type ALT+V and
use the UP or DOWN arrow keys to select the profile field, then type ALT+P to
add your selection to the Profile Fields list.
2. To remove a profile field, select the fields in the Profile Fields list and press
Delete. The selection moves back to the Available Profile Fields list.
3. Drag and drop the selected fields into the desired order. Or use the CTRL key
with the UP or DOWN arrow keys to choose the order of the fields within the
list.
4. Click OK.

Quick View Tab

To view a document without leaving the DeskSite desktop, select the document
and click the Quick View tab. You can also right-click the document and select
QuickView from the menu or click the QuickView icon from the toolbar. A
read-only image of the document appears in the Quick View tab.

Related Documents Tab

To see a list of the document’s relations, select the document and click the
Related Documents tab, or click the Related Documents icon from the
toolbar. A list of the document's relations appears in the Related Documents tab.
See “Relating Documents” on page 114 for more information on how to create
relations between documents.

Go Back, Go Forward and Clear View

The options Go Back, Go Forward, and Clear View are available when you
right-click a document in the Related Documents tab. These options allow you to
navigate between lists of related documents.
When viewing a document that has related documents, you can highlight one of
the related documents in the preview pane, select Document Info and click
Related Documents (Ctrl + T). This will display a list of the documents related to

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that second document. You can navigate back to the original related document list
using the Go Back option. This second list is remembered as well, so you can
then use the Go Forward option to navigate forward to the second list. The Clear
View option will clear the related documents view without actually removing the
relationship between the documents.

Document Versions Tab

To see a list of the document's versions, select the document and click the
Document Versions tab, or click the Versions icon from the toolbar. A list of
the document's versions appears in the Document Versions tab. You can
configure the Document Grid to show only the latest version of the document or to
show all versions of the document. See “Customizing Display Options Defaults”
on page 201 for information on how to make this setting.

History Tab
To see a list of events in the document's history, select the document and click the
History tab, or click the History icon from the toolbar. A list of activities
performed on the document appears in the Document History tab.
The types of activities recorded for this history is up to your WorkSite
Administrator. A document’s history typically includes:
 Document opening and closing in an integrated application.
 Length of time the document was open.
 Editing of the document’s profile.
 Modification of the document’s security settings.
 Printing of a document, including the number of pages printed.
 Checkout, copy and/or check of a document.
 Viewing of the document.
 Mailing of the document as an e-mail or attachment.
 Creation of a new version of the document.
 Comments about the activity.
 Declaring and undeclaring the document as a record.

Sorting History Events

1. Right-click any activity in the Document History tab and select Sort by. The
Sort dialog box appears.

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Figure 94 Sort dialog box

2. You can sort the events by selecting either the Ascending option or the
Descending option. The following columns can be sorted:
 User
 Application
 Activity
 Date-Time
 Duration
 Pages Printed
 Location
 Comments
The default sort criterion selected is Date-Time.
3. Click OK.

Changing the Appearance of the Document Results Frame

Changing the appearance of the Document Results Frame is similar to changing
the Document Grid. See “Customizing the Appearance of the Document Grid” on
page 202 for more information.

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You can also change the type size of the font appearing in the Document Results
Frame. See “Changing the Type Size on the Document Grid” on page 203 for
more information.

Document Results Frame PushPin

The PushPin allows you to control the relationship between the Document Grid
and the Document Results Frame. How the Document Results Frame behaves
when you click an item in the Document Grid is determined by the state of the
PushPin. You can set the PushPin separately for each tab in the Document
Results Frame. Your WorkSite Administrator can set the default state and disable
certain states.
Table 38 PushPin States
PushPin State Tab Name Tab Behavior
Up All tabs Goes blank

Down All tabs Automatically refreshes

Locked Related Documents Stays the same as before you

clicked on another item

To change the state of the PushPin, click the PushPin icon or press F11.

Managing the Toolbars

Operations that can be performed with the toolbars are discussed in this section.
See “Menu Options and Toolbar Buttons” on page 72 for an overview of the
toolbar buttons for frequently-used DeskSite operations.

Customizing the Toolbars

DeskSite allows you to edit the default toolbar and also create and customize new
toolbars.
Select Customize Toolbar from the Tools menu or right-click the toolbar and
select Customize from the menu. The Customize dialog box appears.
To move between fields in the following dialog box, use the TAB key, arrow keys,
and ALT key plus underscored letter.

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Figure 95 Customize dialog box

The Customize dialog box has a Toolbars tab (see Figure 95) and a Commands
tab.
In the Toolbars tab you can:
 Activate or deactivate a toolbar on your desktop by selecting the toolbar in the
Toolbars list, and selecting or clearing the check box in front of it.
 Create a new toolbar by clicking New. You are asked to give the new toolbar a
name.
 To reset the DeskSite toolbar to its original state, select it from the Toolbars
list and click Reset.
 To delete a customized toolbar, select the toolbar in the Toolbars list and click
Delete.

NOTE You cannot delete the DeskSite toolbar.

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 Activate Tooltips by selecting the Show Tooltips option. A tooltip explaining a

toolbar button will display when the mouse pointer hovers over a button.
 Activate the Cool Look feature by selecting the Cool Look option. This
displays the toolbar buttons in a different way.
In the Commands tab you can:
 Assign toolbar buttons to categories. DeskSite has a default category called
DeskSite. Your system may have others. When a category is selected, the
available buttons in that category appear in the Categories list.
 Add a button to the toolbar by dragging and dropping the button command
from the Commands tab to the desired toolbar on your desktop. Remove a
button from the toolbar by dragging and dropping the button command from
the toolbar back to the Commands tab.
Figure 96 Customize dialog box, Commands tab

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CHAPTER 6

Searching in DeskSite
This chapter contains the following information to describe DeskSite’s vast
searching capabilities.
 “Improved Search Prompt Message”
 “WorkSite Search Capability”
 “Searching on Profile Information”
 “Full-text Searching”
 “Performing Searches”
 “Search Menu”
 “Quick Search”
 “Saved Search”
 “WorkSite Container Searches”

NOTE Express Search is a separate search utility.

Refer to the WorkSite Express Search User’s Guide for
more information.

Improved Search Prompt Message

WorkSite 9.0 Update 6 introduces an improved Search Prompt Message.

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Updated EAI Dialogs

In all Enhanced Application Interface (EAI) dialogs (such as Create Shortcuts and
Save As) and Express Search, the prompt message in the search box and the
icon by that field were changed to be easier for the user to understand. In the
Enter Search Criteria field, the prompt message is now light gray, to indicate that it
is not actual Search content.
Figure 97 Save As Dialog With New Prompt

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Figure 98 Express Search Dialog With New Prompt

Enter Search Criteria Here Message

The Admin user of the local machine has the ability to customize the content of
the prompt message by creating the following two Registry Keys, and specifying
the search prompt text in the string below.

For EAI Dialogs

Use this Registry Key to customize the prompt for WorkSite EAI Dialogs.
For 32-bit Architecture:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\8.0\iManExt\
Enhanced Integration Dialog\Options
For 64-bit Architecture:
HKEY_LOCAL_MACHINE\Software\Wow6432Node\Interwoven\WorkSite\8.0\
iManExt\Enhanced Integration Dialog\Options

Type: String
Name: SearchBoxHintText
Value: <enter your custom prompt here>
Example: Unicode search hint text
The value shown (Unicode search hint text) is only an example. You
may use any wording you like. If you do not create a prompt using this Registry
Key, the search prompt will default to “Enter Search Criteria here.”

For WorkSite Express Search

Use this Registry Key to customized the prompt for WorkSite Express Search.
For 32-bit Architecture:

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HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\ExpressSearch\
Options
For 64-bit Architecture:
HKEY_LOCAL_MACHINE\Software\Wow6432Node\Interwoven\WorkSite\
ExpressSearch\Options

Type: String
Name: SearchBoxHintText
Value: <enter your custom prompt here>
Example: Unicode search hint text
The value shown (Unicode search hint text) is only an example. You
may use any wording you like. If you do not create a prompt using this Registry
Key, the search prompt will default to “Enter Search Criteria here.”

WorkSite Search Capability

DeskSite can perform fast and powerful searches for Workspaces, folders, and
documents based on profile information and/or full-text information. You can
perform Quick Searches from the toolbar or save a search by creating a search
folder and running the search each time you open the search folder.
Before you learn about how to perform different types of searches in DeskSite, it
is important to understand the criteria on which these searches are based.

Searching on Profile Information

When you perform a search based on a document’s profile information, you can
enter search criteria for certain fields of profile information. DeskSite returns
documents whose profile information matches the criteria. This type of search is
sometimes called a query-by-form search.The fields of profile information are
entered in the Search dialog box.

Search Variables
WorkSite supports the following search variables for searching profile information.
%USERID% - populates the current user’s ID information
%MYEMAIL% - populates the current user’s e-mail address
%MYFULLNAME% - populates the current user’s full name

IMPORTANT These 3 variables are case sensitive.

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NOTE When you create a Saved Search, it is helpful to

search using both the %MYEMAIL% and
%MYFULLNAME% variables to ensure that the search
returns the correct results.

TIP %MYEMAIL% is supported in Form Based Saved

Searches, but not in Full Text search. For Full Text search,
use show:mystuff in WorkSite Express Search.

Search Dialog Box

The Search dialog box is used to enter search criteria for any type of search,
including full-text or document profile information.

NOTE The Search dialog box can be customized by your

WorkSite Administrator. Figure 99 shows the default
appearance of the Search dialog box.

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Figure 99 Search dialog box

At a glance you can see the information your search covers using the Search
Helper area. It shows the Search Scope (selections made in the Result Filter
and Search Within fields) and the Search Criteria (a summary of the profile
information you have entered).

Full-text Searching
Full-text searching locates documents based on the occurrence of search terms
or strings in the text of the document. These can be individual words, partial
words, phrases, or sequential words. You can search for occurrences of these
terms either in the contents of documents or in the text of certain profile fields,
such as Comment or Description, and custom fields such as From and To.

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A full-text search can be performed in conjunction with a search on profile

information. The search returns documents that meet both the profile search
criteria and contain the words or phrases specified by the full-text search criteria.

NOTE By default, full-text searches are not case-sensitive.

You can enter full-text search criteria in the Look For field (at the bottom of the
Search dialog box). See Figure 100. You can also select whether to search
through the entire body of the document or on certain profile fields by selecting an
option from the list adjacent to the Look For field.
Figure 100 Search dialog box, full-text information

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Simplified Full-text Search

A Simplified Full-text Search dialog box is available for users who are not familiar
with Boolean logic or constructing full-text search commands. See Figure 101.
This dialog box enables you to enter key terms or phrases and construct a simple
full-text search query automatically.
Figure 101 Simplified Full-text Search dialog box

You can access this dialog box, by clicking the Lookup button next to the
Look For field in the Search dialog box.
Use this intuitive dialog box to create simple full-text search queries by entering
words or phrases separated by commas into the appropriate fields.
 In the first field, enter a list of terms which must all appear in the document in
order for it to appear in your search results.
 In the second field, enter a list of terms only one of which must appear in the
document for it to appear in your list of search results.
 In the third field, enter terms that should exclude a document from the search
results if they appear in that document.

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The All of these words list at the top of the Simplified Full-text Search dialog box
lets you set the proximity with which the terms you enter must appear in the text.
 The Anywhere in document option returns documents in which the terms
appear anywhere in the document, not necessarily in proximity of each other.
 The Near each other returns documents in which the terms must appear
within a defined proximity of each other.
The Near field enables you to set the proximity between terms in numeric values.

Search Syntax
A search query is made up of search terms and operators. Terms are individual
words, partial words, and phrases that you use to perform full-text searches.
Multiple terms can be combined using operators.

Search Operators
Operators enable you to combine search terms to restrict your search. In
DeskSite, the operators used in searches on profile information and full-text
information are different.
Table 39 lists the operators that work only on profile fields.
Table 39 Profile Field Operators
Search Operator Description Example
> (Greater Than) The greater than sign is used to find To select documents with a document
documents that contain a value in a number greater that 2500, enter:
particular profile field that is greater > 2500 in the Document Number
than a specified minimum value. field.

>= (Greater Than or The greater than or equal to sign finds To search for documents with a
Equal To) documents that contain a value in a document number greater than or
particular profile field that is greater equal to 2800, enter:
than or equal to a specified value. >= 2800 in the Document Number
field.

< (Less Than) The less than sign is used to find To search for documents with a version
documents that contain a value in a number less than 3, enter:
particular profile field that is less than a < 3 in the Version Number field.
specified maximum limit.

<= (Less Than or Like the greater than or equal to sign, To search for documents with a version
Equal To) the less than or equal to sign combines number less than or equal to 3, enter:
the searching power of the less than <= 3 in the Version Number field.
and equal to signs.

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Table 40 lists the search operators supported for full-text searches. All operators
must be entered in all UPPERCASE letters.

Table 40 Full-text Search Operators

Search
Operator Description Example
“” The double quotation marks operator locates To find documents that contain the
documents that contain an exact word or phrase. It is phrase new york, enter:
used to perform a literal search. You can use double
"new york"
quotation marks with any of the other operators
described in this table. If you do not use quotation marks,
your results will include matches for
When search terms are included in quotes, WorkSite new, and york.
Indexer stems the search terms by default. Stopwords
(common words like and, or, the) are removed from
queries using quotes.

AND The AND operator locates documents containing both To find documents that contain the
the terms on either side of it. words England and North, enter:
England AND North

OR The OR operator finds documents that contain at least To find documents with one or both of
one of the terms to which it is applied. It enlarges the the words red and green, enter:
search scope and is normally used to look for terms red OR green
that have similar meaning or refer to similar subjects.

NOT The NOT modifier is used with the AND and OR To find documents that contain the
operators, to exclude documents that contain a given words mushrooms and olives but not
term. the word anchovies, enter:
Note: In order for the NOT modifier to work, you must mushrooms AND olives AND
first enter a positive search criteria. NOT anchovies
The following example query would
not return any results:
NOT anchovies

~ Adding a tilde before a search term returns results To find documents that contain the
which match the case of the search term. word President, enter:
The AdvancedSearch and AdvancedCaseSearch ~President
parameters must be enabled for WorkSite Indexer to Occurrences of president or
process case sensitive searches. PRESIDENT would be ignored.

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Search
Operator Description Example
? The question mark (?) replaces any single b?rn would match the words born,
alphanumeric character. barn, or burn.
Note: You can use more than one question mark sh??e would match the words
within a term. shore and shade.
Note: If you want a wildcard character to be
interpreted as text and not as a wildcard, precede the
character with a backslash (\).

* The asterisk (*) is used as a wildcard operator to To find documents about

represent any number of alphanumeric characters automobiles, enter:
(including none). auto*
Note: When using the asterisk wildcard, try to narrow
Matching documents include words
the potential scope of the wildcard entry as much as
such as auto, automobile, and
possible.
automotive, but also include
Note: If you want a wildcard character to be autobiography, autocracy, and
interpreted as text and not as a wildcard, precede the autograph. A more specific query
character with a backslash (\).B would be:
auto OR automo*
Searching for *vert* would return
matches for the words convertible,
inverted, vertigo, and covert.

() Parentheses group terms and operators allowing you document AND (cluster OR
to control the evaluation of search operators. Items redundancy) would return
grouped in the parentheses are evaluated first. documents which contain document
and either cluster or redundancy.

BEFORE The specified term or expression must appear before red BEFORE green would return
another term or expression in the search results. only those documents in which the
term red appears before the term
green.

AFTER The specified term or expression must appear after red AFTER green would return
another term or expression in the search results. only those documents in which the
term red appears after the term
green.

EOR Only one of the terms is permitted to appear in the To find documents that contain either
document. If both terms appear in the document, it is cat or dog.
XOR
not returned in the search results.
cat EOR dog
cat XOR dog
Documents which contain both cat
and dog are not returned.

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Search
Operator Description Example
NEARn Only returns documents in which the second term is To find documents with the words red
within n words of the first term-that is, the terms are n and green within seven words of
or fewer words apart. If you do not specify n, it defaults each other, enter:
to 5. red NEAR7 green

DNEARn Only returns documents in which the second term is To find documents in which the term
within n words of the first term, in the specified order. green follows the term red, and is no
If you do not specify n, it defaults to 5. more than 2 words away from the
term red.
red DNEAR2 green

WNEARn Weighted NEAR. The WNEAR operator promotes In this query, extra relevance is given
relevance when terms are less than the specified n to documents in which the terms dog
words distance. The closer together the words are in and cat appear 7 or fewer words
the document, the higher the relevance of the apart.
document. If you do not specify n, it defaults to 5.
dog WNEAR7 cat
Documents in which the terms do not occur within n Documents which contain either dog
words of each other are returned with normal or cat will be returned, but with lower
relevance. relevance.
WNEAR will return search results which contain either
of the two terms.

YNEARn The YNEAR operator is similar to the WNEAR In this query, extra relevance is given
operator, except that only documents which include to documents in which the terms dog
both terms will be returned. and cat appear 7 or fewer words
apart.
YNEAR promotes relevance when terms are less than
the specified n words distance. The closer together dog YNEAR7 cat
the words are in the document, the higher the Only documents which contain both
relevance of the document. If you do not specify n, it dog and cat will be returned.
defaults to 5.
Documents in which the terms do not occur within n
words of each other are returned with normal
relevance.
Note: This is the default operator.

XNEARn Only returns documents in which the second term is This query only returns documents in
exactly n words from the first term. which the term dogs follows the term
cats and is exactly two words away
from the term cats. This means that
documents which contain cats and
dogs are returned, while documents
that contain dogs and cats or cats,
dogs are not returned.
cats XNEAR2 dogs

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Searching for Word Variations with Stemming

When a full-text search is performed, WorkSite stems the search terms, and finds
words that have the same stem. For example, a search for the word lovely is
stemmed to the word love; and returns results such as lovely, love, loved, and so
on.

Performing Searches
There are three main types of searches you can perform using DeskSite.
 “Quick Search”
 “Saved Search”
 “WorkSite Container Searches”
 Database Search. A search performed on a document library you are
currently logged into.
 Workspace Search. A search for Workspaces or for content on a
Workspace.
 Folder Search. A search for content in a folder.

NOTE Using the DeskSite search function, you can search

for the content within a folder, not for a folder itself. Using the
WorkSite Integrated Desktop search function, you can
search for the content within a folder or the actual folder.
See “Search” on page 253 for more information.

Search Menu
The options required to perform these searches are available in the DeskSite
Search menu.
Figure 102 Search menu

 Quick Search. Select this option to display the Quick Search toolbar above
the Document Grid.

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 Search Documents. Select to open the Search dialog box.

 Search Workspaces. Select to open the Search Workspaces dialog box.
 Database Search. Select to display the list of available databases to search
in. Choosing a database opens the Search dialog box.

NOTE You can also access these options by clicking

the buttons on the toolbar. Refer to “Menu Options and
Toolbar Buttons” on page 72 for information on the
toolbar buttons associated with each option.

Quick Search
These are ad hoc searches that can be performed directly from the DeskSite
toolbar. The Quick Search option on the Search menu allows you to open and
close the Quick Search Toolbar. See Figure 103.
Enter search criteria in the fields of the Quick Search toolbar to perform the
search. The results of a Quick Search are not saved for future reference.
Figure 103 Quick Search toolbar

To perform a quick search:

1. Type the word or phrase you want to find in the Look for list. The list
remembers recent text you previously entered.

NOTE You can use Express Search syntax in the

Quick Search toolbar, with the exception of the scope
keyword. For more information about Express Search
syntax, refer to the WorkSite Express Search User’s
Guide.

2. Select a container from the Search In list. This list shows the following
options:
 All Databases. You can select all the available databases with this option.
 Select Databases. You can select some, but not all the databases with
this option. The Choose Database dialog box appears.

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Figure 104 Choose Database dialog box

Press the CTRL key while clicking to select multiple databases from the list.
 Select Workspace/Folder.You can select Workspaces or folders with this
option. The Select Workspace/Folder dialog box appears.
Figure 105 Select Workspace/Folder dialog box

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3. Navigate to the Workspace or folder in which you want to search. You can also
use the Express Search panel to find a location. Refer to “Express Search
Panel” on page 254 for more information on using this panel.
a. Choose a container from the Shortcut Bar or Tree Frame to display its
contents. Alternately, you can make a selection from the Look in list. A list
of available Workspaces and folders appear in the grid.
b. Double-click, or select and press enter, a container to drill down to the
Workspace or folder you want to search.
c. Click Select.The Search In field is populated with the selection.
4. In the Quick Search toolbar, click the Options list to display the following
search options:
 Search Anywhere. Searches the Description and Comments fields, and
document contents.
 Search In Description. Searches the Description field only.
 Search In Comments. Searches the Comments field only.
 Search In Description/Comments. Searches both the Description and
Comments fields.
 Search In Document Contents. Searches document contents only.
 Advanced Find. Opens the Search dialog box.
5. Click Find Now to perform the search. The results appear in the Document
Grid.

Saved Search
A saved search is essentially a search folder with pre-defined search criteria.
When you create the folder, DeskSite runs the search and places all documents
that fulfill the search criteria into the folder. Every time you click the search folder
in the Tree Frame, the search is performed again and any additional documents
that meet the search criteria are displayed as contents of the folder. You can share
these search folders with other users as well.
Performing a saved search involves the following steps:
 Create a search folder. Refer to “Creating a Search Folder” on page 188 for
more information.
 Re-run the search and view the search results. When you select a search
folder in the Tree Frame, DeskSite re-runs the search based on the search

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criteria you selected when you created the search folder, and adds additional
documents that meet the search criteria to the folder.

NOTE You can also modify the search criteria you

entered when you created the search folder. Refer to
“Changing Search Folder Profile Information” on
page 193 for more information.

WorkSite Container Searches

Database Search
In DeskSite, you can perform searches on single or multiple WorkSite libraries
that you are currently logged into. The search results appear in the Document
Grid.
1. On the Search menu, point to Database Search. A submenu appears with a
list of available libraries.
Figure 106 Database Search submenu

2. Select the WorkSite library you wish to search from the submenu. The Search
dialog box appears with the Search Within field populated with your selection.

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Figure 107 Search dialog box, database selected

3. To expand your selection of libraries, click Select to open the list as shown in
Figure 107. Select All Databases to perform a search on all the libraries
available to you.

NOTE If serialized database searching is enabled by

your WorkSite Administrator, WorkSite searches each
library one at a time and displays a dialog box, which
enables you to cancel the search in between each
library search. However, this dialog box is displayed
only when searching a large volume of documents.

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4. Specify profile information or full-text information search criteria, or both. Click

OK. The search results are displayed in the Document Grid under the Recent
Searches folder.

NOTE You can also perform a search on a specific

WorkSite library by expanding the WorkSite
Explorer node in the Tree Frame to display a list of
available libraries. Right-click the Library icon and
select Search Documents from the menu, or click the
Search Documents icon on the toolbar. The
Search dialog box appears for you to enter search
criteria and find documents.

Saving a Database Search

1. To save this search, click Save Search. The Choose Workspace/Folder dialog
box appears.
Figure 108 Choose Workspace/Folder dialog box

2. Navigate to the Workspace or folder in which you want to search. You can also
use the Express Search panel to find a location. Refer to “Express Search
Panel” on page 254 for more information on using this panel.

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a. Choose a container from the Shortcut Bar or Tree Frame on the left.
Alternately, you can make a selection from the Look in list. A list of
available Workspaces and folders appears in the grid.
b. Double-click, or select and press enter to drill down into the object of your
choice until you reach the Workspace or folder in which you want to save
the search.
c. Click Select. The Create New Search Folder dialog box appears. Refer to
“Creating a Search Folder” on page 188 to continue.

Workspace Search
You can search for Workspaces using DeskSite. The Workspaces found are
added to your Matter Worklist.
1. Select Search Workspaces from the Search menu, or click the Search
Workspaces icon on the toolbar. The Search Workspaces dialog box
appears.
Figure 109 Search Workspaces dialog box

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2. Enter profile information search criteria. You can also enter full-text search
criteria in the Full Text field.

NOTE The Full Text search field is an optional feature

that can be added using the Dialog Editor. Refer to the
WorkSite Server Administrator’s Guide for details.

3. Click Search. The search results appear in a search results window, as shown
in Figure 110.
Figure 110 Workspace Search results

4. Double-click a Workspace in the list, or select a Workspace and click the

arrow to display the options in the Open list:
 Open. The Search Results dialog box closes and the selected Workspace
appears under the Matter Worklist in the Tree Frame. This enables you to
drill into the Workspace and perform actions on the documents inside the
Workspace.
 Add to My Matters. The Add to My Matters dialog box appears. You can
add the selected Workspace to your My Matters list. If you wish, you can
change the name of the Workspace.

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 Add to My Favorites. The Add to My Favorites dialog box appears.You

can add the selected Workspace to your My Favorites list. If you wish, you
can change the name of the Workspace.

Searching Within a Workspace

1. Under the Matter Worklist, right-click the Workspace you want to search and
select Search Documents from the menu. The Search dialog box appears
with the Select within field populated with your selection.
2. Enter profile information or full-text information search criteria, or both. Click
OK to perform the search. The search results are displayed in the Document
Grid under the Recent Searches folder.

NOTE Only documents to which you have Full, Read/

write, or Read access rights are returned in search
results. Documents to which you have no access rights
are not returned.

Saving a Workspace Search

The procedure for saving a Workspace search is similar to saving a database
search. Refer to “Saving a Database Search” on page 229.

Folder Search
You can search within multiple folders using DeskSite, or you can also confine
your search to a single document folder. The search results appear in the
Document Grid.
1. In the Tree Frame, right-click the folder you want to search and select Search
Documents from the menu. Alternatively, you can select the folder and click
the Search Documents icon on the toolbar. The Search dialog box
appears with the Select within field populated with your selection.

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Figure 111 Search dialog box, folder selected

2. To select another folder, click Select to open the list as shown in Figure 111.
Select the Choose Workspace/Folder option. The Choose Workspace/
Folder dialog box appears.

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Figure 112 Choose Workspace/Folder dialog box

3. Navigate to the folder you want to search. You can also use the Express
Search panel to find a location. Refer to “Express Search Panel” on page 254
for more information on using this panel.
a. Choose a container from the Shortcut Bar or Tree Frame on the left.
Alternately, you can make a selection from the Look in list. A list of
available Workspaces and folders appear in the grid.
b. Double-click, or select and press enter, to drill down to the folder in which
you want to search.
c. Click Select.
4. Enter profile information or full-text information search criteria, or both. Click
OK to perform the search. The search results are displayed in the Document
Grid under the Recent Searches folder.

NOTE Only documents to which you have Full, Read/

write, or Read access rights are listed after a search.
Documents to which you have no access rights are not
listed when you perform a search.

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Saving a Folder Search

The procedure for saving a folder search is similar to saving a database search.
Refer to “Saving a Database Search” on page 229.

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CHAPTER 7

Integrated Applications
This chapter contains information that describes WorkSite’s integration with other
applications:
 “Introduction”
 “Microsoft Office Integration”
 “Enhanced Application Integration”
 “Classic Application Integration”
 “Additional Microsoft Office Integration Functions”
 “Adobe Acrobat Integration”
 “Integration with Other Applications”

Introduction
Application integration is the seamless integration of WorkSite functionality with
applications like Microsoft Office. It allows users to perform WorkSite functions
directly from the application they are using, and eliminates the need to switch to
DeskSite to perform certain WorkSite tasks. DeskSite is actively integrated with
most major Windows applications.

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Methods of Integration
The two basic methods for integrating an application with WorkSite are COM
integration and ODMA integration.
 COM Integration. This method is used to integrate Microsoft Office
applications with WorkSite. WorkSite uses a Microsoft Office COM add-in
integration module to accomplish the integration. Lotus Notes and Novell
GroupWise are also integrated using COM integration, through installation of
their respective integration modules.
 ODMA Integration. Corel WordPerfect Office Suite, Visio, and CheckCite are
examples of ODMA-compliant applications. This means that the application
supports a standard set of Application Programming Interfaces (APIs), which
are used to communicate with a document management system. Since
WorkSite supports the ODMA standard, most applications that are
ODMA-compliant can be integrated with the WorkSite system.

Microsoft Office Integration

DeskSite and Microsoft Office Integration for WorkSite now support Microsoft
Office 2007 and Microsoft Office 2010. In both versions, the traditional Windows
menu bar has been replaced with a ribbon bar. WorkSite functionality for these
versions is available from the tabs on the ribbon bar or from the later version’s File
menu equivalent - the Office button for Office 2007, or the File button for Office
2010, as shown in Figure 111.
DeskSite can be integrated with Microsoft Office applications in the following
ways:
 “Active Integration”
 “Passive Integration”
The functionality associated with these two methods of integration is essentially
the same. However, they differ in terms of the changed menu options available
under the File menu, and in the appearance of the WorkSite Integrated Open and
Save As dialog boxes that appear when using the menu options.

Office 365 Integration

Office Integration for Desktop Clients now includes Office 365 Professional Plus
and Office 365 Small Business Premium. At the present time, Office 365 is not
available for cloud implementations.

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Getting Started in the Integrated Application

The behavior of the integrated application at startup depends on how your system
is configured and whether other WorkSite components are running. The Microsoft
Office Integration Module can prompt you to select a connection mode or can start
in online mode automatically.

Choice of Connection Mode

When you launch an integrated application, you are prompted to select the
connection mode under the following conditions:
 No servers are registered for use in DeskSite. This occurs when you launch
an integrated application for the first time after installing DeskSite.
 No connection can be made to the registered servers.
 The Prompt User for Connect Mode feature is enabled. Contact your
WorkSite Administrator for more information on enabling or disabling this
feature.
The Select Connection Mode dialog box appears.
Figure 113 Select Connection Mode dialog box

In Office 2007 or Office 2010, you can open the Select Connection Mode dialog
box by selecting Switch Connect Mode on the WorkSite tab on the Office
application’s ribbon bar.
Figure 114 Example of WorkSite tab on Office application ribbon bar

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Choose from the following options:

 Connect. Click this option to log into the registered servers. If you have not
previously connected to a WorkSite Server, the Register and Login dialog box
appears. See “Registering a Server” on page 49 for more information. When
you are connected to a WorkSite Server, you can use all the features of
DeskSite and access all documents in libraries where you have security
permissions.
 Work Offline. Click this option to access the WorkSite neighborhood in the
offline mode using OffSite or Portable. This mode lets you work on portable
checked-out documents stored in the NrPortbl directory, as well as echo
documents stored in the NRTEcho directory. When you later connect to the
registered servers, you can check the documents back into the WorkSite
library and synchronize the documents with those in the library. See Chapter
10 for more information.
 Local. Click this option to create and use documents available only on your
local or network drive. When you are finished, you can keep the documents on
your local or network drive or switch to online mode to import the documents
into WorkSite libraries. You can also work with documents from your local
drive when you are in online or offline mode. Use this option when you want to
effectively turn off the integration with WorkSite. All WorkSite menu options
are disabled in the Office interface except Switch Connection Mode, which
allows you to restore the connection to the WorkSite Server.

NOTE When using the online and offline modes with active
integration, you can still access files on your local or network
drives using the Local Open and Local Save As
commands.
NOTE With passive integration, the Microsoft Office
application’s Open, Save, and Save As options are not
affected by DeskSite and can be used to access files on
your local or network drives. Use the WorkSite Open and
WorkSite Save As options to work with WorkSite
documents.

Automatic Online Mode

After you start an integrated application and register the servers, the Integration
module starts in online mode automatically. If one of the conditions listed in
“Choice of Connection Mode” on page 239 is true, the integration module fails to
start automatically and you are prompted to select a connection mode.

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Pre-Profiling Template
The pre-profiling template allows you to define profile information for a document
during its initial creation.
In an integrated application, the Integrated Save As dialog box usually appears
when the document is saved. With the pre-profiling template enabled, the
Integrated Save As dialog box appears when the document is initially created.
This allows you to define profile information and designate a WorkSite location for
the document at the time of creation.
When you click New from the integrated application’s File menu, the Integrated
Save As dialog box appears. On this dialog box, you can enter profile information
for the document. When you click OK, the profile information is saved and the
document exists, in a checked-out state, in the designated WorkSite location.
When you close the document, a typical WorkSite check-in function is performed.
To enable this feature for Microsoft Word or Microsoft Excel, download the
appropriate .zip file located in $worksite_install_path$\macros. Installation
instructions are included in each .zip file.

NOTE This feature is only available for Microsoft Word and

Microsoft Excel version 2007 or 2010.
NOTE For the pre-profiling template to function as expected,
you must have an active connection to the WorkSite Server.
See “Choice of Connection Mode” on page 239.
NOTE For this feature to function correctly, macros must be
enabled in the integrated application.

Active Integration
When an application is actively integrated with DeskSite, its File menu is modified
to provide seamless integration with WorkSite. The behavior of certain menu
options, such as Open, Close, Save, and Save As, is changed. Also, new
commands such as Local Open, Local Save As, Send WorkSite Link, and
WorkSite Properties are added to the menu. Figure 115 displays an example of
what the Microsoft Word File menu looks like when actively integrated with
DeskSite.

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Figure 115 Example File menu, Active Integration

Open
The Open command launches the WorkSite Integrated Open dialog box.
See “Enhanced Application Integration” on page 250 and “Classic Application
Integration” on page 266 for more information on the functionality of the WorkSite
Integrated Desktop.

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Local Open
The Local Open command exists only if the application is integrated. Selecting it
launches a standard Windows Open dialog box, which you can use to locate files
on your local or network drive. You can use this option to open a document that is
not in a WorkSite library.

NOTE Local Open may be disabled in selected

applications by your WorkSite Administrator.

Close
When you use the Close command to close a document in an integrated
application, you are given the option of saving the document if the contents have
changed since the document was opened. Figure 116 shows the message that
appears when you close a document in an integrated application.
Figure 116 Close message

If you select Yes, DeskSite saves the document to the WorkSite library. If the
document is not already in a WorkSite library, you are prompted to enter profile
information for the new document.

Save and Save As

The Save and Save As commands behave differently in the Classic and
Enhanced modes of integration.
In the Enhanced mode of integration, the Save and Save As commands open the
WorkSite Integrated Save As dialog box if the document is being saved for the
first time. If the document already exists on a local drive, the Save command
simply saves the document, and the Save As command opens the Save As
Options dialog box.
In the Classic mode of integration, the Save and Save As commands open the
Save As Options dialog box if the document is being saved for the first time. If the
document already exists on a local drive, the Save command simply saves the
document, and the Save As command opens the Save As Options dialog box.

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See “Enhanced Application Integration” on page 250 and “Classic Application

Integration” on page 266 for more information on the functionality of the WorkSite
Integrated Desktop.

Local Save As
The Local Save As command opens a standard Windows Save As dialog box.
Use this dialog box to save your file on your local or network drive. When you
save a WorkSite document that has not been modified or renamed to your local
drive, it is equivalent to using the Export function in DeskSite to download the
document.
When you modify a WorkSite document and use the Local Save As option to
save it to a local drive, the original document is not modified in the WorkSite
library.

NOTE Local Save As may be disabled in selected

applications by your WorkSite Administrator.

Print
Printing documents in integrated applications is the same as printing them in
non-integrated applications. When you print a DeskSite document in Microsoft
Word, the document’s activity history is updated to show that the document was
printed, approximately how many pages were printed, and who printed the
document. When you print an Excel document, the page count is only added to
the history if you use the Microsoft Office Print button to print.

WorkSite Properties
In Office 2007 or Office 2010, the Properties option is on the WorkSite tab on the
ribbon bar. It is also available on the Home tab. With a WorkSite document open,
click Properties to display the basic properties quick view shown in Figure 117. To
modify properties that do not appear in the quick view above the document, click
the Advanced button to open the Properties dialog box shown in Figure 118.

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Figure 117 WorkSite Properties quick view

Users who have Read access to a document cannot change the information
displayed in the Properties dialog box. Users with Read/Write access can change
certain fields, such as the Comments field. Only the Author and Operator of a
document have the full authority to change the access privileges on the
document.

NOTE The dialog box used to enter profile information is

customizable by your WorkSite Administrator. The dialog
boxes that appear in your version of DeskSite may differ
from the default shown in Figure 118.

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Figure 118 Properties dialog box, Default appearance

Send WorkSite Link

When you select Send > Send link from the File menu, a new e-mail message
appears with a WorkSite link (.nrl file) to the currently active document included as
an attachment. The link can then be sent to any user who has access to the
document.
In Office 2007 Integration or Office 2010 Integration, the Send Link option is
available from the WorkSite tab and the Home tab on the ribbon bar.

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Figure 119 Send Link on WorkSite ribbon bar

Passive Integration
Your WorkSite Administrator may configure your Office Integration module with
Passive Integration, depending on the needs of your system. When the Passive
Integration option is set, the functionality of the Open and Save operations do not
change from the native Word, Excel, and PowerPoint behavior. Separate menu
options to perform a WorkSite Open and WorkSite Save As are added to the
File menu.
Most menu options are similar to those described in Active Integration. The
differences are detailed in this section.

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Figure 120 Example File menu, Passive Integration

Open
The Open command launches a standard Windows Open dialog box, which you
can use to locate files on your local or network drive. You can use this option to
open a document that is not in a WorkSite library.

WorkSite Open
The WorkSite Open command launches the WorkSite Integrated Open dialog
box. See “Enhanced Application Integration” on page 250 and “Classic
Application Integration” on page 266 for more information on the functionality of
the WorkSite Integrated Desktop.

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Save As
The Save As command opens a standard Windows Save As dialog box. Use this
dialog box to save your file on a local or network drive. When you use this option,
you are saving the file independently of DeskSite and any libraries to which you
may be connected. If your document originated from a WorkSite library, the Save
As option does not automatically update the original copy of the document with
any changes you may have made.

WorkSite Save As
The WorkSite Save As command behaves differently in the Classic and
Enhanced modes of integration.
In the Enhanced mode of integration, the WorkSite Save As command opens the
WorkSite Integrated Save As dialog box. In the Classic mode of integration, the
WorkSite Save As command opens the classic Save As Options dialog box.
See “Enhanced Application Integration” on page 250 and “Classic Application
Integration” on page 266 for more information on the functionality of the WorkSite
Integrated Desktop.

Modes of Integration
Active and passive integration with Microsoft Office applications are available in
two modes.
 Enhanced Application Integration
 Classic Application Integration
These modes determine the functionality and the look and feel of the Integrated
Desktop.
Your WorkSite Administrator can set the integration mode to Enhanced
Application Integration or Classic Application Integration.

Enhanced Application Integration

The Enhanced Application Integration mode is enabled in the application by
default. It was designed to support a matter-centric approach to document
management. It allows users to profile documents by dragging them into folders.
Documents inherit profile information that is set on the folder. As long as the
folder's profile contains sufficient information to profile the document, users can
save documents in the WorkSite repository without being prompted to enter
document profile information. The Enhanced Application Integration Open and
Save As dialog boxes also contain features that make it easy for users to locate
and save documents to WorkSite.

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See “Enhanced Application Integration” on page 250 for more information.

Classic Application Integration

In the Classic Application Integration mode, you are always prompted to enter
document profile information when saving content to WorkSite from an integrated
application.
See “Classic Application Integration” on page 266 for more information.

Enhanced Application Integration

WorkSite documents can be accessed from within an integrated application.
When you perform certain functions, such as Open, Save, or Save As from the
File menu of an actively integrated application, the WorkSite Integrated Desktop
appears in place of the standard Windows dialog boxes.

NOTE In passive integration, the WorkSite commands on

the Office application’s File menu are WorkSite Open and
WorkSite Save As. See “Passive Integration” on page 247.

Figure 121 WorkSite Integrated Desktop, Enhanced mode

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Elements of the Enhanced Integrated Desktop

The features of the Enhanced Integrated Desktop are described in this section.

Shortcut Bar
On the left side of the Enhanced Integrated Desktop is the Shortcut Bar. It
contains shortcuts to Recent Folders, Checked-out Documents, Document
Worklist, Matter Worklist, My Matters, My Favorites, and the WorkSite Explorer.
You can also select containers and navigate to their subfolders from the Look in
list. Click any icon in the Shortcut Bar to display its subfolders in the Grid.

Document Grid
All the documents or containers selected in the Shortcut Bar are displayed in the
Document Grid. To see the contents of a container, double-click it. You can
organize the list in ascending or descending order by clicking the column
headings.
You can narrow the focus of documents in the Document Grid by making
selections from the following options in the Filter Conditions area:
 Type. Displays documents of a specified document type.
 Last Modified. Displays documents that were modified on a specified date or
within a date range.

Toolbar
This section describes the elements of the toolbar on the Integrated Desktop.

Look in
Choose a container from the Look in list (as shown in Figure 122) to start looking
for the document you want to open.
Figure 122 Look in list

Back
Click the BACK arrow to navigate to the previous list.

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Up One Level
Click to access a container higher in the tree structure.

Create New Folder

Click to create a new folder in the current container.

Delete
The Delete icon is enabled when a document to which you have access is
selected in the Document Grid. To delete a document, select the document from
the Document Grid and click the Delete icon. When you delete a document,
you have the option of removing it from the folder only or permanently deleting it
from the WorkSite library.

View Menu
The View Menu button allows you to toggle between showing the column
heading or not. You can also customize the information that appears in the
Document Grid by clicking the View Menu button drop-down arrow to display a list
of options:
 List. Displays a list view of the documents or containers selected without
metadata.
 Detail. Displays columns of information in the Document Grid, including
Name/Description, Author, Database, Document Number, Version, and Edit
Date.
 Option. Opens the View Options dialog box, allowing you to customize the
view.

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Figure 123 View Options dialog box

Select the fields of document information you want to display as columns in the
Document Grid. You can change the order of the headings by selecting a heading
and using the Move Up or Move Down buttons. Click OK when you have
completed your selections.

Search
Click the Search button drop-down arrow to perform a standard WorkSite
search.You can select from a list of options:
 Express Search Panel. Displays the Express Search panel. See “Express
Search Panel” on page 254 for information on using this panel to perform
searches.
 Advanced Workspace Search. Opens the Search Workspaces dialog box.
 Advanced Folder Search. Opens the Search Folders dialog box. Using this
dialog box, you can search for a particular folder and access the contents
within that folder.

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Figure 124 Search Folders dialog box

Enter search criteria in the dialog box fields and click Find. Your search results
are returned in the WorkSite Integrated Desktop dialog box.

NOTE For details on searching within folders using the

DeskSite search function, see “Folder Search” on page 232.

 Advanced Document Search. Opens the Search dialog box.

Each Search dialog box is customizable by your WorkSite Administrator so the
options available on it may vary. See Chapter 6 for detailed information on
performing WorkSite searches.

Express Search Panel

The Express Search panel contains the following options:
 Database Scope
 Type Selection
 Recent Search

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Database Scope
You can use the Database Scope option to scope your search queries to a
particular database. You can also select all the available databases for your
search.
Express Search detects all the databases connected to your WorkSite Server
setup. To select a database, click the Database Scope drop-down menu. The
available databases are listed and the primary database is selected by default.
The currently selected database is marked with a check mark as shown in Figure
125.
Figure 125 Default Scope

To choose a different database, select and click on the desired database. This
database is now marked with a check mark. To deselect this database, select and
click it. To choose all available databases, select the All Databases option.
Selecting the All Databases option deselects all the individual databases in the
menu. Deselecting the All Databases option selects the primary database in the
menu.

NOTE If you run a search query using the Scope keyword,

this query takes precedence over the databases that were
selected from the drop-down menu. However, the
databases selected from the drop-down menu are retained
as your default scope.

Type Selection
You can use the Type Selection drop-down menu to select the desired search
type (see Figure 126).

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Figure 126 Type Selection

You can choose from the following options:

 Type:Workspace. type:Workspace is added to the query box and the
search query. When executed with other parameters, it returns Workspaces in
the results.
 Type:Document. type:doc is added to the query box and the search query.
When executed with other parameters, it returns all document types.
 Type:Email. type:email is added to the query box and the search query.
When executed with other parameters, it returns e-mails.

NOTE Results are not displayed for the search queries

‘type:Workspace’, ‘type:email’ and
‘type:document’, unless they are executed with other
parameters. For example, type:Workspace
createdate:last month.
NOTE If you enter type:email in the query box while
type:Workspace was previously selected from the
drop-down menu, then type:email takes precedence.
The same rule holds for other options in the drop-down
menu. For example, if you enter type:email
custom1:legal while type:Workspace was selected
from the drop down menu, then the type control is refreshed
to Email.

To run a search query:

1. In the query box, enter a search term or use the autocomplete feature to add a
search query.
The autocomplete feature suggests keywords in a list as soon as you start
entering text in the query box.
2. If a value in the list of suggestions matches your criteria, click the value or
press the DOWN arrow key, select the desired value and press ENTER. The
value appears in the query box with a list of suggestions (if any) for this entry.

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For example, search for Workspaces using the keyword ‘type’. When the letter
‘t’ is entered, the suggestions ‘to’ and ‘type’ are displayed (see Figure 127).
Figure 127 Autocomplete feature

3. Select type from the list. Now ‘type’ appears in the query box with a colon (:),
and a list of values for ‘type’ are displayed (see Figure 128).
Figure 128 Autocomplete feature (suggestion selected)

4. Select Workspace from the list.

5. Enter ‘c’ and select createdate, and then choose last month from the list of
suggestions. The search query is executed and the results are displayed in
the Document Grid.

NOTE Any search query that is entered is

automatically executed based on the number of
seconds that are set in the Miner Preferences section
of the Preferences dialog box. The Preferences dialog
box is accessed using Express Search. For more
information, refer to the WorkSite Express Search
User’s Guide.

Recent Search
Using the Recent Search option you can access the last ten search queries that
you executed (see Figure 129).

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Figure 129 Recent Search

The Recent Search option follows these rules:

 If a new search query is executed after the query box has been cleared using
the X button (next to the query box), then the search query is added to the top
of the list in Recent Search and the tenth (last) search query is removed from
the Recent Search list.
 If a new search query is executed by deleting the previous search query and
without using the X button to clear the query box, then the search query
always replaces the top most search query in the Recent Search list.
To access your recent search queries, click the DOWN arrow button next to the
query box and select Recent Search as shown in Figure 129. The last ten search
queries that you executed are displayed. If you want to execute one of these
search queries again, click the desired search query.

Quick Search Panel

The Quick Search panel does not appear by default. Contact your WorkSite
Administrator to enable it in the WorkSite Integrated Desktop. Refer to the
DeskSite Installation and User’s Guide for more information on using the Quick
Search panel.

NOTE HP Autonomy recommends using the more

advanced Express Search panel for searching documents.
See “Express Search Panel” on page 254 for more
information.

Quick Open Panel

The Quick Open panel does not appear by default. Contact your WorkSite
Administrator to enable it in the WorkSite Integrated Desktop. Refer to the
DeskSite Installation and User’s Guide for more information on using the Quick
Open panel.

NOTE HP Autonomy recommends using the more

advanced Express Search panel for searching documents.
See “Express Search Panel” on page 254 for more
information.

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Working with Documents in the Enhanced Integrated

Application
You can perform all the usual document functions from the Enhanced Integrated
Desktop by right-clicking the document in the Document Grid and selecting an
option from the menu. Some of the commonly used document functions are
discussed in this section:
 “Opening Documents”
 “Viewing Documents”
 “Editing Document Profile Information”
 “Saving Documents”
 “Checking Out Documents”
 “Checking In Documents”
 “Exporting Documents”
 “Removing Documents from a Folder”
 “Deleting Documents”
 “Unlocking Documents”
 “Displaying Document Information”
For more information on other document functions see Chapter 4.

Opening Documents
Use the Enhanced Integrated Desktop to access a document in WorkSite. Select
Open from the integrated application's File menu. When the Enhanced Integrated
Desktop opens, select a document from the Document Grid. By default, DeskSite
opens the document in its native application when you click the Open button at
the bottom of the Open dialog box. The following options are available from the
Open list:
 Open. Opens the original document in the WorkSite library.
 Open Read-Only. Opens a read-only copy of the document.
 Open a Copy. DeskSite launches the New Profile dialog box for you to enter
the new document’s profile information.
 Open a New Version. DeskSite creates a new version of the document and
launches the New Version Profile dialog box for you to enter the new version's
profile information.
 Open and Repair. Opens and repairs the corrupted document.

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 Local Open. Opens the local copy of the document stored on your local or
network drive.

Quickly Open Documents

You can now use a new keyword called this in the Express Search Panel in the
EAI dialog box to search and quickly open documents in their native application.
The this keyword can take the value in the format,
docnum.versionnum.databasename.

NOTE The this keyword can be changed to a keyword of

your choice by modifying the QSKeywords.xml file. For
information about customizing values in the
QSKeywords.xml file, see the section ‘Customizing
QSKeywords.xml’ in the WorkSite Desktop Client
Customization Guide.

In the query box, enter: this:docnum.versionnum.databasename and

press Enter. If any results are found, the Enhanced Integrated Desktop closes
and the document is opened in its native application.
For example, docnum = 3800, versionnum = 3, databasename = chicagoDB.
If you query this:3800.ChicagoDB where the version number is omitted, then
latest version of the document will be considered. If the database name is omitted
say this:3800.3, then the 3rd version of the document number 3800 will be
considered from the preferred database.
When you execute the this keyword, the default action will be performed on the
resultant document (default action is ‘open’). If you select any other option from
the drop-down menu, then that action will be performed (for example, Open
Read-only). If you enter a query with the this keyword and click one of the
action buttons (without pressing the Enter button at any point), then the search is
performed and the default action is executed. If the query does not find any
document then the search results will be empty and the resultant default action
will not be performed.

Viewing Documents
To view a document, right-click the document in the Document Grid, or select the
document and type SHIFT+F10. Select View from the context menu.
The View command launches a read-only version of the selected document in the
WorkSite Viewer application. See Chapter 9 for more information. Viewing a
document lets you verify that you have selected the document you want before
you check it out.

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Editing Document Profile Information

To edit or view a document's profile information, select the document from the
Document Grid and right-click or type SHIFT+F10. Then choose Properties from
the menu.
In Office 2007 or Office 2010, the Properties option is on the WorkSite tab on the
ribbon bar. It is also available on the Home tab. With a WorkSite document open,
click Properties to display the basic properties quick view shown in Figure 117 on
page 245. To modify properties that do not appear in the quick view above the
document, click the Advanced button to open the Properties dialog box shown in
Figure 118 on page 246.
The Properties dialog box displays the document’s current profile information. You
can edit the information displayed and then record your changes. See “Editing
Document Profile Information” on page 86 for more information.

Saving Documents
NOTE In Office 2007 Integration or Office 2010 Integration,
you cannot modify the value in the Save As Type field when
you replace an original WorkSite document.
NOTE In Office 2007 Integration or Office 2010 Integration,
when you update the file format to the later version and save
the document as a New Version or New Document, the
value in the Save As Type field is changed accordingly.

If you are saving a new document, select Save or Save As from the File menu of
the integrated application. The WorkSite Integrated Save As dialog box appears
(see Figure 131).
If you are saving an existing WorkSite document that is open in the integrated
application, when you select Save As from the File menu the Save As Options
dialog box appears (see Figure 130).

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Figure 130 Save As Options dialog box

Select from the following options:

 Replace Original
 New Version
 New Document
When you click OK, the WorkSite Integrated Save As dialog box appears (see
Figure 131).

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Figure 131 Save As dialog box, Enhanced mode

1. Navigate to the Workspace or folder where you want to save the document.
You can also use the Express Search panel to find a location. See “Express
Search Panel” on page 254 for more information on using this panel.
 To display the names of documents already in the current location, click
Show Documents in this folder.
 Enter the Author, Class, and Subclass (if any) fields.
 Click Save.

NOTE When the document is added to the folder, the

document automatically takes on the folder’s profile
properties or metadata. If the folder’s metadata includes
all required fields, DeskSite automatically creates the
profile without further input from you.

2. If the folder’s metadata does not include all required fields, the New Profile
dialog box opens for you to enter profile information. You can also open the
New Profile dialog box by clicking Detail.
3. Click Save to save the document to the WorkSite library.

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Checking Out Documents

To edit a document, you must first check it out of the WorkSite library and
temporarily store it on your local or network drive.
To check out a document, select the document from the Document Grid of the
integrated desktop and right-click, or type SHIFT+F10. Then choose Checkout
from the menu.
Use Checkout to work on a document outside the Document Management
System (for example, on your local workstation when DeskSite is disconnected
from the network) which you intend to return the document to the system after
editing. The Checkout feature locks the document and prevents another user from
editing the document.

NOTE If you have OffSite installed, when you attempt to

check out a document, WorkSite checks whether a local
copy of the file exists in your OffSite cache. If a local copy
exists, it is used instead of the copy stored in WorkSite.

See “Checking Out Documents” on page 101 for more information.

Checking In Documents
To check in a document that is marked as checked-out, select the document from
the Document Grid and right-click or type SHIFT+F10. Select Checkin from the
context menu. Use the Check In Options dialog box to check in the document.
See “Checking In Documents” on page 102 for more information.

Exporting Documents
To export a copy of a document to your local or network drive, select the
document from the Document Grid and right-click or type SHIFT+F10. Select
Export from the menu.
See “Exporting Documents” on page 99 for more information.

Removing Documents from a Folder

To remove a document from a folder, select the document from the Document
Grid and right-click or type SHIFT+F10. Select Remove from folder from the
menu.

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See “Removing Documents from a Folder” on page 187 for more information.

NOTE The Remove from folder menu option does not

remove a document from the WorkSite repository. To
remove a document permanently from the library, use the
Delete command. Not everyone who has permission to use
the Remove from folder menu option has the permission to
delete files from the WorkSite library. Contact your WorkSite
Administrator for more information.

Deleting Documents
When you delete a document, you have the option of removing it from the folder
only or permanently deleting it from the WorkSite library.
To delete a document, select the document from the Document Grid and
right-click or type SHIFT+F10. Select Delete from the menu. Only the Author or
Operator of a document is allowed to delete it. See “Deleting Documents” on
page 111 for more information.

NOTE Based on role and access rights, the Delete option

may be disabled for some users. Contact your WorkSite
Administrator for more information.

Unlocking Documents
To unlock a document, select the document from the Document Grid and
right-click or type SHIFT+F10. Select Unlock from the menu. See “Unlocking
Documents” on page 117 for more information.

Displaying Document Information

You can view the following information about a document:
 “Versions”
 “History”
 “Related Documents”
 “Checkedout Info”

Versions
To view a list of the document’s versions, select the document from the Document
Grid and right-click or type SHIFT+F10. Select Versions from the menu. See
“Document Versions Tab” on page 205 for more information.

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History
To view a document’s history, select the document from the Document Grid and
right-click or type SHIFT+F10. Select History from the menu. See “History Tab”
on page 205 for more information.

Related Documents
To view a document’s relations, select the document from the Document Grid and
right-click or type SHIFT+F10. Select Related Documents from the menu.
Document relations are one way to organize and group documents, in addition to
using folders and document classifications. See “Related Documents Tab” on
page 204 for more information.

Checkedout Info
To display information about a checked-out document, select the document from
the Document Grid and right-click or type SHIFT+F10. Select Checkedout Info
from the menu. The Document Checked Out dialog box appears with the checked
out information.
See “Checkedout Info” on page 123 for more information.

Classic Application Integration

WorkSite documents can be accessed directly through an integrated application.
The WorkSite Integrated Desktop appears instead of the standard Windows
dialog boxes that normally appear when you perform certain functions, such as
Open from the File menu.

Elements of the Classic Integrated Desktop

This section describes the elements of the Classic Integrated Desktop.

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Figure 132 Open dialog box on the Classic Integrated Desktop

Figure 132 consists of the following elements:

 1 - Shortcut Frame
 2 - Tree Frame
 3 - Document Grid
 4 - Document Information

Tree Frame
On the left side of the Classic Integrated Desktop is the Tree Frame. It contains
the organizational structure of all servers, libraries, WorkSite Workspaces, folders,
worklists and saved searches.It is similar to the Tree Frame appearing in the
DeskSite desktop. See “Tree Frame” on page 65 for more information.
Click any icon in the Tree Frame to display its subfolders. Documents contained in
a selected folder are displayed in the Document Grid.

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Shortcut Bar
The Shortcut Bar contains the Tree Frame for the WorkSite Server you are
logged into. The WorkSite shortcut bar exists as a default and cannot be deleted.
You can create a shortcut bar beneath the Browse Bar to keep folders.
To create a Shortcut Bar:
1. Right-click the WorkSite shortcut bar. Select Add Group from the menu.
2. Enter the name of the new group.
To delete a Shortcut Bar:
1. Right-click the shortcut bar.
2. Select Remove Group from the menu.
To insert folders into the Shortcut Bar:
1. In the Tree Frame, right-click the folder you would like to add to a shortcut bar.
2. Select Add to Shortcut bar from the menu.
3. Select the shortcut bar in which you wish to insert the folder.

Server Selection List

The Server Selection list allows you to select the servers currently available to
you. Click the list to open the menu and select a server from the list.

Document Grid
All the documents contained in a selected folder in the Tree Frame are displayed
in the Document Grid. Click the column headings to sort the list in ascending or
descending order.
Make selections from the following options in the Document Selection area to
narrow the focus of documents in the Document Grid:
 Database
 Document Number
 Document Version
 Document Type
 Last Modified

Toolbar
The options on the Classic Integrated Desktop are described in this section.

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Search
Click Search to perform a standard WorkSite search. The Search dialog box
appears. See Chapter 6 for detailed information on performing WorkSite
searches.

Show Fields
The Show Fields button allows you to configure which columns appear in the
Document Grid. Click Show Fields to open the Select Fields to Display in Grid
dialog box. Choose the fields to display as columns in the Document Grid from
this dialog box.

Forward and Back Buttons

Use the Forward and Back buttons to navigate through folders in the tree in the
order in which you visited them.

Working with Documents in the Classic Integrated Desktop

You can perform all the usual document functions from the Classic Integrated
Desktop by right-clicking the document in the Document Grid and selecting a
command from the context menu.
All commands in the Classic Integrated Desktop are similar to the Enhanced
Integrated Desktop except the Open, Save and Save As commands.
See “Working with Documents in the Enhanced Integrated Application” on
page 259 for information about other document functions.

Opening Documents
To use the Classic Integrated Desktop to access a document in WorkSite, select
the document in the Document Grid and click the Open button at the bottom of the
desktop. By default, DeskSite will open the document when you click the Open
button. Other options are available from the Open menu:
 Open. Opens the original document in the WorkSite library.
 Open Read-Only. Opens a read-only copy of the document.
 Open a Copy. DeskSite generates a copy of the document and launches the
New Profile dialog box for you to enter the new document’s profile information.
 Open a New Version. DeskSite creates a new version of the document and
launches the New Version Profile dialog box for you to enter the new version's
profile information.
 Open and Repair. Opens and repairs the corrupted document.
 Local Open. Opens the local copy of the document stored on your local or
network drive.

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Saving Documents
If you create a new document or a local file and choose Save or Save As from the
File menu, the Save As Options dialog box appears.
Figure 133 Save As Options dialog box, Classic mode

To move between fields in the dialog box, use the TAB key, arrow keys, and ALT
key plus underscored letter.
There are three options for saving a document:
 Replace Original. Replaces the original document. This option is, in effect,
the same as selecting Save from the File menu. If you have only Read access
to the document you cannot use this option. Instead, save the document as a
New Document or New Version of the original document.
 New Version. DeskSite automatically assigns a new version number to the
document and the New Version Profile dialog box appears to enter the new
version's profile information.
 New Document. Launches the New Profile dialog box for you to enter the
new document's profile information.
If your application is ODMA-compliant, DeskSite remembers the option you used
the last time you performed the Save As command and uses that option as the
default. However, your WorkSite Administrator can set a specific option to use as
the default all the time.

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If the active document does not exist in DeskSite when you select the Save As
command, then DeskSite saves it as a new document.

NOTE The Save As command in an actively integrated

application essentially performs the same function as the
WorkSite Save As command in a passively integrated
application.

Working with WorkSite Links in Office Integration

In the integrated application, you can perform various linking functions with
WorkSite documents using WorkSite commands on the application’s menu.

File Menu
In Office 2007 Integration or Office 2010 Integration, the Send Link option
appears on the Home tab and the WorkSite tab of the ribbon bar.
Figure 134 Example Send Link option on Home ribbon bar

In Office 2007 Integration or Office 2010 Integration, the WorkSite commands

Insert Link and Insert Footer are located on the Insert tab of the ribbon bar.
Figure 135 WorkSite Link and Footer commands, Insert tab

The WorkSite Link button has the following options:

 Insert Link. Inserts the entire content of the WorkSite document as a
WorkSite OLE link into another WorkSite document.

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 Insert Link As Icon. Inserts a link to a WorkSite document as an icon into

another WorkSite document. Click the icon to view the document.
 Insert Hyperlink. Inserts a hyperlink to a WorkSite document into another
WorkSite document. Roll over the hyperlink to view the document’s properties
in a tooltip. See “Inserting a WorkSite Hyperlink” on page 272.
 Insert Text from File. Inserts selected text from a WorkSite document into
another WorkSite document.
 Edit Links. Edits the links in a WorkSite document containing linked
objects.
 Import Links. Imports a WorkSite document containing linked objects.
 Replace Links. Replaces the links in a WorkSite document containing
linked objects.
Figure 136 Insert Link menu on WorkSite tab

See Chapter 8 for more detailed information.

Inserting a WorkSite Hyperlink

In Microsoft Office integration with DeskSite, you can insert a hyperlink to a
WorkSite document into another WorkSite document.
In Office 2007 or Office 2010, select Insert Hyperlink from the Insert Link menu
on the WorkSite tab (see Figure 136). The Insert WorkSite Link dialog box
appears.

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Figure 137 Insert WorkSite Link dialog box

1. Navigate to the document you want to hyperlink to your document.

2. You can hyperlink any version of the document. Click the Latest button
drop-down arrow to display the following options:
 Latest. Inserts a hyperlink that will always point to the most current
version of the document to which you have access rights.
 This Version. Inserts a hyperlink that will always point to the selected
version of the document.
When you select either version option, the Insert WorkSite Hyperlink dialog
box appears.

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Figure 138 Insert WorkSite Hyperlink dialog box

3. If you selected the text you want to hyperlink in Step 2, the text appears in the
Text to display field. You can modify the hyperlink text to be displayed.
4. Click OK. The hyperlink to the WorkSite document appears.
5. Roll over the hyperlink to display the linked document’s properties in a tooltip.
Use CTRL+click to open the linked document in its native application.

Inserting a WorkSite Footer

In Office 2007 Integration or Office 2010 Integration, the Footer option is available
from the Insert ribbon bar. See Figure 135 on page 271.
A footer with the following information displays.
Document Name: Document Number–Version Number

NOTE Other footer information, such as Author, Page

Number, and file path information can be inserted using
standard options available in Microsoft Word.

If the Document Name field is empty, only the Document Number and Version
Number are displayed.

Performing a WorkSite Mail Merge

To perform a mail merge, you must have a main document and a data source
document. The main document is a form that contains the text that will appear in
the final document. The document includes merge fields to indicate where
variable information from the data source document should be inserted.
The data source document holds a table that contains the specific information to
complete the form in the main document. When the main document and the data
source document are merged, they create a third document that inserts each row

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of the table in the data source document into the merge fields on the main
document form. The third document contains as many forms as there are rows in
the data source table. You can store all three documents in WorkSite.
When you are performing a mail merge in Microsoft Word using DeskSite, certain
scenarios can occur, as indicated in Table 41.
Table 41 Mail Merge Scenarios
If... Then...
Your main document is in WorkSite, but Create the Data Source document, if
your Data Source document is not. necessary. Import it into WorkSite. Then
follow the procedure given in “Performing a
Mail Merge Using WorkSite Documents”

Your data Source document is in Follow the procedure given in “Performing a

WorkSite, but your Main document is Mail Merge Using Newly Created
not. Documents”

Your main document and Data Source Follow the procedure given in “Performing a
document are both in WorkSite. Mail Merge Using WorkSite Documents”

NOTE You may need to switch to the Microsoft Word Mail

Merge Wizard to complete the Mail Merge process. The
following procedures indicate when this is necessary.

Performing a Mail Merge Using WorkSite Documents

NOTE You may want to display the Microsoft Word Mail
Merge toolbar and use the buttons when performing a
WorkSite Mail Merge.

1. In Office 2007 Integration and Office 2010 Integration, the Mail Merge option
is available from the WorkSite tab.
Figure 139 Example of Mail Merge option on WorkSite ribbon bar

The WorkSite Mail Merge dialog box appears.

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Figure 140 WorkSite Mail Merge dialog box

2. Click the Main document button drop-down arrow, and choose the type that
corresponds to your main document:
 Form letters
 Mailing labels
 Envelopes
 Catalog
 Select Restore to Normal Word Document to restore the document
selected as the main document to a non-mail merge document.
The following dialog box appears.
Figure 141 WorkSite Mail Merge dialog box, Main document selection

3. If your Main document is in WorkSite, click Select from WorkSite. The

WorkSite Integrated Open dialog box appears.

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4. Browse and open the document from the WorkSite Integrated Open dialog
box. The WorkSite Mail Merge dialog box appears with the selected document
name appearing next to the Main document button, as shown in Figure 142.
Figure 142 WorkSite Mail Merge dialog box, Main document selected

5. Click Data document on the WorkSite Mail Merge dialog box. The Select
Data Source dialog box appears.

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Figure 143 Select Data Source dialog box

6. Select a Data Source using one of the following methods:

 Select one of the available documents already open in Word and click
Open.
 Click Select Data Source from WorkSite. The WorkSite Integrated Select
Data Source dialog box appears.
Browse and open the document from the WorkSite Integrated Select Data
Source dialog box. The WorkSite Mail Merge dialog box appears with the
selected document name appearing against the Data document button,
as shown in Figure 144.

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Figure 144 WorkSite Mail Merge dialog box, Data document selected

7. (Optional) If you are using a Header document that is stored in WorkSite, click
Header document on the WorkSite Mail Merge dialog box. Open the Header
document using the procedures described in step 6.
8. Click Run Merge on the WorkSite Mail Merge dialog box to open the Merge
dialog box.
Figure 145 Merge dialog box

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9. In the Microsoft Office Merge dialog box, change Query Options, if

necessary, and make other selections. When you have finished, click Merge
to perform the mail merge operation.

Performing a Mail Merge Using Newly Created Documents

NOTE You may want to display the Microsoft Word Mail
Merge toolbar and use the buttons when performing a
WorkSite Mail Merge.

1. Launch the Microsoft Word integrated application.

2. Open the document you want to use as the Main Document from your local or
network drive.
3. Select Mail Merge from the WorkSite Ribbon bar. The WorkSite Mail Merge
dialog box appears.
Figure 146 WorkSite Mail Merge dialog box

4. Click the Main document button drop-down arrow and choose the type that
corresponds to your main document:
 Form letters
 Mailing labels
 Envelopes
 Catalog

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 Click Restore to normal Microsoft Word document to restore the

document selected as the main document to a non-mail merge document.
The following dialog box appears.
Figure 147 WorkSite Mail Merge dialog box, Main document selection

5. Click Active Window to return to the WorkSite Mail Merge dialog box. The
active document name appears next to the Main document button, as shown
in Figure 148.
Figure 148 WorkSite Mail Merge dialog box, Active document selected

6. If you want to change the main document to a different document type, for
example from labels to envelopes, click the Main document button
drop-down arrow and choose the kind of main document you want to use. The
dialog box shown in Figure 149 appears.

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Figure 149 WorkSite Mail Merge dialog box, Change Document Type

7. Click Change Document Type to confirm the change to a different document

type and return to the WorkSite Mail Merge dialog box.
8. Click Data document on the WorkSite Mail Merge dialog box. The Select
Data Source dialog box appears.
Figure 150 Select Data Source dialog box

The remaining procedure varies according to the type of Data Source

document.
 If your data source is a Microsoft Word or Excel document, proceed to
Step 9.
 If your data source is an Access library, proceed to Step 9.

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 If your data source is a Microsoft Outlook Contacts list, proceed to Step 10.
9. Click Select Data Source from WorkSite and open the Data Source
document from the WorkSite Integrated Select Data Source dialog box.
 If you need to create merge fields in your Main document, a message
appears indicating that you need to edit the Main document. Click Edit
Main Document. Add the merge fields to your Main document, then
proceed with the mail merge.
Figure 151 Edit Main Document message box

 If you do not need to create merge fields in your Main document, proceed
to Step 10.
10. Click Close to close the WorkSite Mail Merge dialog box.
11. In Microsoft Word, from the Tools menu, point to Letters and Mailing and
select Mail Merge. The Microsoft Word Mail Merge Wizard task pane appears.
Follow Microsoft’s instructions to complete the merge.

Comparing and Combining WorkSite Documents

The Compare and Combine WorkSite Documents option compares the
currently open document against a document in a WorkSite library.

NOTE If this menu option does not appear, it has not been
enabled by your WorkSite Administrator. Contact your
WorkSite Administrator for more information.

1. Launch Microsoft Word.

2. Select Compare and Combine WorkSite Documents from the Review tab
of the ribbon bar.
3. Navigate to the document you want to compare with the open document. You
can also use the Express Search panel to find a location. See “Express
Search Panel” on page 254 for more information on using this panel.
4. Click the Merge button drop-down arrow to display a list of options:

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 Merge
 Merge into current document
 Merge into new document
5. Make your selection to perform the Compare and Combine operation.
In Office 2007 Integration or Office 2010 Integration, the compare and
combine operation, which is available from the Review tab, returns multiple
windows comparing the original document and the merged document.

Additional Microsoft Office Integration Functions

In an integrated application, the WorkSite menu option appears in the menu bar.
You can perform the following tasks from the WorkSite menu.
In Office 2007 Integration or Office 2010 Integration, these options are available
from the WorkSite tab on the ribbon bar.
 Connect to and register WorkSite Servers. See “Register/Unregister WorkSite
Servers” on page 284.
 Perform synchronization tasks. See “About the Integration Module” on
page 285.
 View information about the Integration module. See “About the Integration
Module” on page 285.
 Change the connection mode. See “Switch Connection Mode” on page 285.

Register/Unregister WorkSite Servers

Your first step in using the Microsoft Office Integration Module is to register the
WorkSite Servers you will use. The WorkSite Server contains your documents and
libraries. To register and log into a WorkSite Server, you need a valid Login,
Password and Server name. The Register/Unregister menu option is only
available when you use DeskSite in online mode. It is not available in offline
mode, and it does not appear on the WorkSite menu in local mode.
In Office 2007 Integration or Office 2010 Integration, the Register/Unregister
option is on the WorkSite tab of the ribbon bar.

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Figure 152 WorkSite tab, Register/Unregister Option

See “Connecting to WorkSite Servers” on page 47 for more information.

About the Integration Module

The About WorkSite Integration menu option displays information about the
Integration module. Select the About WorkSite Integration menu option to
display the About WorkSite Integration dialog box.
In Office 2007 Integration or Office 2010 Integration, the About option is on the
WorkSite tab of the ribbon bar.
Figure 153 WorkSite tab, About option

The About WorkSite Integration dialog box displays information about the
application and the current session and user.

Switch Connection Mode

The Switch Connection Mode menu option enables you to change the
connection mode.
Select the Switch Connection Mode menu option to display the Select
Connection Mode dialog box. This dialog box is similar to Figure 113, but includes
a Cancel button, which is used to close the dialog box without changing the
connection mode.

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Figure 154 Select Connection Mode dialog box

In Office 2007 Integration or Office 2010 Integration, the Switch Connect Mode
option is on the WorkSite tab of the ribbon bar.
Figure 155 WorkSite tab, Switch Connect Mode option

Adobe Acrobat Integration

The Adobe Acrobat Integration Module provides users of Adobe Acrobat and
Acrobat Reader with an integrated interface to the WorkSite document
management system. When a user opens Acrobat or Acrobat Reader, an
integrated user interface presents menu options that allow the user to perform
operations on PDF documents within the WorkSite system.

Requirements
The following software components are required to use the Adobe Acrobat
Integration Module:
 Adobe Acrobat or Acrobat Reader
 DeskSite
The Adobe Acrobat Integration Module is automatically installed during the
installation of DeskSite.

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Getting Started
The behavior of the Adobe Acrobat and Acrobat Reader integrated application at
startup depends on how your system has been configured and whether other
WorkSite components are running. The Adobe Integration module can start in one
of the following ways:
 Prompts you to select a connection mode.
For more information about selecting a connection mode when using an
integrated application, see “Choice of Connection Mode” on page 239.
 Automatically starts in online mode.
For more information, see “Automatic Online Mode” on page 240.

NOTE When you are working in online mode, you can

still access documents from your local or network drives
using the Open, Save, and Save As options on the
Acrobat Professional File menu.

Integration with WorkSite

When the Adobe Acrobat or Acrobat Reader application is integrated with
WorkSite, its File menu changes. New commands such as Open from WorkSite
and Save to WorkSite are added to the menu. Figure 156 displays the Adobe
Acrobat or Acrobat Reader File menu when integrated with WorkSite.

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Figure 156 Adobe Acrobat Integration File menu

Open from WorkSite

The Open from WorkSite command launches the WorkSite Integrated Open
dialog box, instead of the default Adobe Acrobat or Acrobat Reader Open dialog
box.

NOTE For a detailed description of the WorkSite Integrated

Desktop, see “Enhanced Application Integration” on
page 250 and “Classic Application Integration” on page 266.

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Save to WorkSite
The Save to WorkSite command behaves differently in the Classic and
Enhanced modes of integration. In the Enhanced mode of integration, the Save to
WorkSite command opens the WorkSite Integrated Save As dialog box. In the
Classic mode of integration, this command opens the Save As Options dialog box.
See “Enhanced Application Integration” on page 250 and “Classic Application
Integration” on page 266 for more information on the functionality of the WorkSite
Integrated Desktop.

Save and Save As

The Save and Save As commands open a standard Windows Save As dialog
box. Use this dialog box to save your file on your local or network drive. This is a
convenient method of saving the file independently of WorkSite and any libraries
to which you may be connected. It is equivalent to using the Export function in
DeskSite.

Modes of Integration
Integration with the Adobe Acrobat and Acrobat Reader applications is available
in two modes:
 Enhanced Application Integration
 Classic Application Integration
These modes affect the behavior of the Open from WorkSite and Save to
WorkSite commands in the integrated application’s File menu.
Your WorkSite Administrator can set the integration mode to either Classic
Application Integration or Enhanced Application Integration. This affects both the
look and feel and the functionality of the Open from WorkSite and Save to
WorkSite dialog boxes.
See “Enhanced Application Integration” on page 250 and “Classic Application
Integration” on page 266 for more information.

Working with Documents in the Integrated Application

The document functions you can perform in the Adobe Integration module are
similar to those you can perform in the Microsoft Office Integration module, except
the Open from WorkSite and Save to WorkSite commands.
See “Working with Documents in the Enhanced Integrated Application” on
page 259 and “Working with Documents in the Classic Integrated Desktop” on
page 269 for information on other document functions.

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Opening Documents
1. From the File menu of the integrated Adobe Acrobat or Acrobat Reader
application, select Open from WorkSite. The WorkSite Integrated Open
dialog box appears.
Figure 157 WorkSite Integrated Open dialog box

2. Navigate to the document you want to open. You can also use the Express
Search panel to find the document. See “Express Search Panel” on page 254
for more information on using this panel.
Only Acrobat documents will display; however, you have the option of
selecting a different document type using the Type lookup button in the Filter
Conditions area.
3. Select a document in the Document Grid.
4. Click Open to open the document in the integrated Adobe Acrobat or Acrobat
Reader viewer.

Saving Documents
1. From the File menu of the integrated Adobe Acrobat or Acrobat Reader
application, select Save to WorkSite. The WorkSite Integrated Save As
dialog box appears.

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Figure 158 WorkSite Integrated Save As dialog box

2. Navigate to the Workspace or folder where you want to save the document.
You can also use the Express Search panel to find a location. See “Express
Search Panel” on page 254 for more information on using this panel.
 To display the names of documents already in the current location, click
Show Documents in this folder.
 Enter the Author, Class, and Subclass (if any) fields.
 Click Save.

NOTE When the document is added to the folder, the

document automatically takes on the folder’s profile
properties or metadata. If the folder’s metadata includes
all required fields, DeskSite automatically creates the
profile without further input from you.

3. If the folder’s metadata does not include all required fields, the New Profile
dialog box opens for you to enter profile information. You can also open the
New Profile dialog box by clicking Detail.
4. Click Save to save the document to the WorkSite library.

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Additional Adobe Acrobat Integration Functions

In an integrated application, the WorkSite menu option appears in the menu bar.
You can perform the following tasks from the WorkSite menu:
 Connect to and register WorkSite Servers. See “Register/Unregister WorkSite
Servers” on page 284.
 View and edit document profile information. See “Properties” on page 292.
 Send WorkSite links. See “Sending WorkSite Links” on page 292.
 Change the connection mode. See “Switch Connection Mode” on page 285.
 Perform synchronization tasks. See “About the Integration Module” on
page 285.
 View information about the Integration module. See “About the Integration
Module” on page 293.

Properties
When you select Properties from the WorkSite menu, the Properties dialog box
for viewing or editing document profile information appears.

NOTE The Properties dialog box can be customized by

your WorkSite Administrator. The dialog boxes that appear
in your version of DeskSite may differ from the default.

Users who have only Read access to a document cannot change the information
displayed in this dialog box. Users with Read/Write access can change certain
fields, such as the Comments field. Only the Author and Operator of a document
have the authority to change the access privileges on the document. Edit the
profile information according to the procedure described in “Editing Document
Profile Information” on page 86.

Sending WorkSite Links

When you select Send WorkSite Link from the WorkSite menu, a new e-mail
message appears with the WorkSite link (as an .nrl file) to the currently active
document included as an attachment. The link can then be sent to any user who
has access to the document.

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About the Integration Module

The About WorkSite Acrobat Integration menu option displays information
about the Integration module. Select the About WorkSite Acrobat Integration
menu option to display the About WorkSite Acrobat Integration dialog box. This
dialog box displays information about the application and the current session and
user.

Integration with Other Applications

DeskSite can be integrated with the following document utilities:
 DocuComp
 CompareRite
 FullAuthority
 CiteRite
These document utilities can be directly accessed from the DeskSite desktop and
not through an integrated application (such as Microsoft Word) or the WorkSite
Integrated Desktop.
In DeskSite, from the Document menu point to Applications, and select the
appropriate application from the list.

NOTE You must have a path established to the directories

for each of these utilities. Each WorkSite library
automatically provides entries in the application table for
each of these document utilities. Contact your WorkSite
Administrator for more information.

Integration with DocuComp

DocuComp is an application that enables you to compare versions of documents
and to produce comparison reports automatically. For the DocuComp menu
option to work properly, this application must be integrated correctly with
DeskSite. Contact your WorkSite Administrator for assistance.

Comparing Documents using DocuComp

1. In DeskSite, select the document whose versions you want to compare in the
Document Grid.
2. Click the Document Versions tab in the Document Results Frame to view the
list of the document’s versions.

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3. From this list, select the two versions of the document you want to compare.

NOTE To compare versions of the same document,

you must show all versions of the document. See
“Customizing Display Options Defaults” on page 201 for
information on setting this option.

4. From the Document menu, point to Applications, and select DocuComp

from the submenu.The Compare Documents using DocuComp dialog box
appears.
Figure 159 Compare Documents using DocuComp dialog box

The version of the document shown first in the Document Results Frame is
listed as the Original Document. You can sort the Document Results Frame by
version number by clicking the Version column heading.
5. Select an action to apply to the resulting comparison document:
 Open. To open the comparison document.
 View. To view the comparison document with the WorkSite Viewer
program.
 Import. To import the comparison document into a WorkSite library.
6. DeskSite automatically enters a filename in the Compare Doc Name field.
The comparison results are saved to the file specified in this field.

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7. Click Compare to perform the comparison.

Integration with CompareRite

CompareRite is another application that enables you to compare versions of
documents and to produce comparison reports automatically. For the
CompareRite menu option to work properly, this application must be integrated
correctly with DeskSite. Contact your WorkSite Administrator for assistance.
The procedure for comparing documents using CompareRite is similar to
DocuComp. See “Comparing Documents using DocuComp” on page 293.

Integration with FullAuthority

FullAuthority is a software application provided by Lexis-Nexis that enables you to
analyze the citations in a document. For the FullAuthority menu option to work
properly, it must be integrated correctly with DeskSite. Contact your WorkSite
Administrator for assistance.

Analyzing Citations Using FullAuthority

1. In DeskSite, select a document in the Document Grid.
2. From the Document menu, point to Applications, and select FullAuthority
from the submenu.The FullAuthority dialog box appears, with the selected
document listed in the dialog box.
Figure 160 FullAuthority dialog box

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3. Select an action to perform on the output document, or citation report:

 Open. To open the output document.
 View. To view the output document with the WorkSite Viewer program.
 Import. To import the output document into a WorkSite library.
4. DeskSite automatically enters a filename in the Output Doc Name field. The
table of authorities or citation report produced is saved to the file specified in
this field.
5. Click Run to perform the analysis on the selected document.

Integration with CiteRite

CiteRite is another software application provided by Lexis-Nexis that enables you
to analyze the citations in a document. For the CiteRite menu option to work
properly, it must be integrated correctly with DeskSite. Contact your WorkSite
Administrator for assistance.
The procedure for analyzing citations in a document using CiteRite is similar to
FullAuthority. See “Analyzing Citations Using FullAuthority” on page 295.

E-mail Integration
DeskSite is integrated with electronic mail products through the MAPI interface
standard. Supported e-mail systems include:
 Network GroupWise
 Microsoft Mail
 Microsoft Outlook
 Lotus cc:Mail
 Lotus Notes
 DaVinci
You can choose to send either a link to a document or a copy of a document as an
attachment to an e-mail message. See “E-mailing Documents” on page 112 for
more information.

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When you have selected the document, DeskSite invokes the e-mail send
mechanism and uses the MAPI standard to display the Mail To windows
appropriate to the e-mail system. When sent via e-mail, document profiles have
the extension .txt while document filenames have the application’s extension
(for example, .doc for Word files, .wri for Write files, and so on).

Non-Integrated Applications
In some cases, an application cannot be integrated with DeskSite, and DeskSite’s
functions are not available from within the application. You can still organize,
track, and store your documents using DeskSite. To open a document:
1. Launch DeskSite and log into a WorkSite Server.
2. Search for and locate the document you want to open.
3. Check out the document from the WorkSite library.
4. Launch the non-integrated application, if it is not already running.
5. Open the document from within the application.
6. When you are finished editing or revising the document, launch or switch
focus to DeskSite.
7. Use the Checkin option to copy the revised document back to the WorkSite
library.

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CHAPTER 8

Linking WorkSite Documents

This chapter contains the following information about linking WorkSite documents:
 “Introduction”
 “Creating Linked Items Outside of WorkSite”
 “Configuring WorkSite for Linking”
 “Working with Linked Items in WorkSite”

Introduction
You can use the linking features of Microsoft Office to create documents
containing linked objects and import them into a WorkSite library. Documents
containing linked objects are supported in the following applications:
 Word 2003 and 2007
 Excel 2003 and 2007
 PowerPoint 2003 and 2007
Documents can be linked in the following ways:
 Entire documents. Use the WorkSite Object option on the Insert menu of
the integrated Office application to link entire documents into other
documents.

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 Object links. Use the Copy and Paste Special technique to links parts of
documents into other documents. See “Using the Paste Special Option” on
page 306.
 Cell links. Links groups of Excel cells to other Excel worksheets.
 Recursive links. An object from Document A is linked to Document B along
with an object from Document B linked to Document A, or an object from
Document A to another place in Document A.
 Multi-level links. An object from Document C is linked to Document B which,
in turn, is linked to Document A.

Linking Definitions
The following terminology is used to define the object linking and embedding
functionality in WorkSite:
 Destination document. The document in which you insert the linked object. If
you change information in a linked object in the destination document, it will
change the source document only if the source document is checked out.
 Source document. The document used to create the linked object. If you
change information in a version of the source document, the information in the
destination document will change only if it is linked to that version of the
source document. The changes to the destination document will appear the
next time the file is downloaded.
 Cached information. The information in the destination document that is
contained in the link.

Example of OLE Linking

If you are producing a report that consists of a Word document with information
from several Excel spreadsheets and some slides from a PowerPoint
presentation, you can link the information from all the source documents to a
single destination document.
You can choose whether to update the information in the destination document
whenever the source documents are updated. If you create a document on a local
drive, add links to it, and import it to a library, WorkSite prompts you to import the
linked documents as well. You can create a single document profile and apply it to
all linked documents that are imported simultaneously.

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Creating Linked Items Outside of WorkSite

OLE linking is a feature of Microsoft Office that can be configured and used
through the WorkSite DMS. However, you can create OLE links locally in a
Microsoft Office application using Microsoft functionality without any WorkSite
options.
You can create an OLE linked item in Microsoft Office using two methods: the
Insert option or the Paste Special option.

NOTE See “Importing Documents Containing Linked

Objects” on page 308 for details on importing a locally
created document with linked items into WorkSite.
NOTE Once a document containing linked items has
been imported into WorkSite, you should use only
WorkSite functionality to control linking options.

Improved Performance Identifying Document Types When Importing Files

When deploying the 9.0 Update 6 Desktop clients, you can configure the WorkSite
Server 9.0 SP1 Update 3 to identify specified document types for OLE detection.
This reduces the number of document types that need to be processed, and
improves performance.
For details on how to configure the registry setting to configure the WorkSite
Server to identify specified document types for OLE detection, refer to the
WorkSite Server 9.0 SP1 Update 3 Release Notes.

How to Create Links

There are two methods to create linked items in Microsoft Office applications.

Use the Insert Option

1. Open the destination document.
2. Place the cursor in the spot where you want to insert the link.
3. For Office 2007 Integration, click the Insert tab and, from the Text area, select
Object.
The Object dialog box displays.
4. From the Object dialog box, select the Create from File tab.
5. Click Browse and locate the file.

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6. Select the Link to file check box and click OK. The link to the source
document appears in the destination document.

NOTE Select the Display as icon check box to insert

an icon that represents the source document if you do
not want to insert the entire document.
NOTE When you import a document that contains a
linked item into the WorkSite library, both the destination
document and the source document are imported.

Use the Paste Special Option

1. Open the destination document and the source document.
2. Highlight and copy the portion of the source document to be linked to the
destination document.
3. In the destination document, place the cursor in the spot where you want to
insert the link.
4. For an Office 2007 Integration, from the Home tab, click the Paste drop-down
menu and select Paste Special.
The Paste Special dialog box displays.
5. Select the file type of your source document based on the following table.

Table 42 Source Document File Type Selection

Source Document File Type to Select

Word document Microsoft Office Word Document
Object

Excel workbook Microsoft Office Excel Worksheet

Object

PowerPoint presentation Microsoft Office PowerPoint Slide

Object

6. Select the Paste link radio button and click OK. The link to the source
document displays in the destination document.

NOTE Select the Display as icon check box to insert

an icon that represents the source document if you do
not want to insert the entire document.
NOTE When you import a document that contains a
linked item into the WorkSite library, both the destination
document and the source document are imported.

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Configuring WorkSite for Linking

For the WorkSite linking feature to work properly, you need to specify a
configuration option in DeskSite.
1. From the Tools menu, select Options. The Configure dialog box appears.
2. Select the Configure tab.
3. Click More or type ALT+M. The Advanced Configure dialog box appears.
Figure 161 Advanced Configure dialog box

4. Select the Check document for OLE links check box.

This option enables WorkSite to prompt you to import the linked documents
when you import a destination document from your local or network drive into
a WorkSite library.
5. Click OK to save your changes and close the dialog box, then click OK again
to close the Configure dialog box.

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Working with Linked Items in WorkSite

You can perform the following operations with documents:
 “Creating Documents Containing Linked Objects”
 “Importing Documents Containing Linked Objects”
 “Opening Documents Containing Linked Objects”
 “Editing Links in Documents Containing Linked Objects”
 “Replacing Links in Documents Containing Linked Objects”
 “Exporting Documents Containing Linked Objects”
 “Checking out Documents Containing Linked Objects”
 “Checking In Documents Containing Linked Objects” on page 319

Creating Documents Containing Linked Objects

You can create documents with linked objects using the following Microsoft Office
functionalities, which you can access from the integrated application:
 “Using the Insert Option”
 “Using the Paste Special Option”

Using the Insert Option

1. From DeskSite, open the document in which you want to insert the link. This is
the destination document.
2. Place the cursor where you want to insert the link.
3. In Office 2007 Integration, from the Insert area of the WorkSite ribbon tab,
click the Link drop-down menu and select Insert Link.
The WorkSite Integrated Insert dialog box appears.

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Figure 162 WorkSite Integrated Insert dialog box

4. Navigate to the document you want to link to your document. This is the
source document. You can also use the Express Search panel to find the
document. See “Express Search Panel” on page 254 for more information on
using this panel.
5. You can link any version of the source document to the destination document.
Click the Latest button drop-down arrow to display the following options:
 Latest. Inserts a link that will always point to the most current version of
the source document to which you have access rights.
 This Version. Inserts a link that will always point to the selected version of
the source document.
When you select either version option, WorkSite inserts a link to the source
document into your destination document.

NOTE If you insert a link to an e-mail into an Excel

document, the link will display with only the document
number instead of the text of the document.

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NOTE You can also insert an icon that represents the

source document, if you do not want to insert the entire
document. To do this, select WorkSite Link as Icon
from the Insert | WorkSite Object menu (or for Office
2007 Integration, select Insert Link as Icon from the
Link drop-down menu on the WorkSite tab) in Step 3.
The remaining procedure is the same.

Using the Paste Special Option

1. From DeskSite, open the document in which you want to insert the link. This is
the destination document.
2. From DeskSite, open the source document you want to link to the destination
document.
3. Select and copy to the clipboard the portion of the source document that you
want to link to the destination document.

NOTE If the source document is a PowerPoint

presentation, you must switch to the Slide Sorter View
to select a slide.

4. In the destination document, place the cursor where you want to paste the
link.
5. In Office 2007 Integration, from the Clipboard section of the Home ribbon tab,
click the Paste drop-down menu and select Paste Special.
Figure 163 Paste Special Option, Office 2007 Integration

A Microsoft Paste Special dialog box opens.

6. In the Paste Special dialog box, under the As heading, select the file type for
your source document based on the following table:

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Table 43 Source Document Paste As Selection

Source Document Type Paste As Selection

Word document Microsoft Office Word Document
Object

Excel workbook Microsoft Office Excel Worksheet

Object

PowerPoint presentation Microsoft Office PowerPoint Slide

Object

7. Select the Paste link radio button and click OK.

Figure 164 Paste Special dialog

8. Repeat Step 2 to Step 7 until you have linked all required objects from the
source documents into your destination document.
9. Save your document. The Version Selection dialog box appears.

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Figure 165 Version Selection dialog box

10. Select a version option:

 Select Latest Version to always point to the most current version of the
document that you have access to.
 Select This Version to always point to the version you have just used to
create the link.
11. Once you have linked all required objects from the source documents into
your destination document, close the source documents.
12. Close the destination document to check it into DeskSite.

Importing Documents Containing Linked Objects

When importing documents with linked objects into WorkSite, there are two
scenarios than can occur. Table 44 indicates what to do in each scenario.
Table 44 Importing Linked Documents
If... Then...
Neither the destination nor source Follow the procedure given in “Importing
documents are in WorkSite. Destination and Source Documents into
WorkSite”.

The destination document is in WorkSite, Follow the procedure given in “Importing

but the source document is not. Source Documents into WorkSite”.

Importing Destination and Source Documents into WorkSite

If you already have existing destination and linked source documents saved on
your local or network drive, you can import them into WorkSite.
1. In DeskSite, navigate to the folder in the WorkSite library where you want to
save the document.
2. Select Import from the File menu. The Find File to Import to Folder dialog box
appears.

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3. Navigate to the file you want to import, and click Open.The Import Source
Documents dialog box appears if you have selected a document containing
linked objects.
Figure 166 Import Source Documents dialog box

4. The local source documents that are linked to the local destination document
appear in the list. Select the check box for each linked source document you
want to import. If you do not wish to import the source document, clear the
check box.
5. (Optional) Select the Use common profile check box to record the same
profile information for each document you are importing. If you do not select
this option, DeskSite opens a profile dialog for each imported source
document.
6. (Optional) Select the Always link to the latest version of the source
document check box. Leave this option unselected if you only want to link to
the current version of the source document.

NOTE This option applies to all source documents you

import. You can change this setting later on, if you wish.
See “Creating Documents Containing Linked Objects”
on page 304.

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7. Click Import to import the documents into WorkSite.

NOTE If you create an Excel document locally and

insert a hyperlink to another local document into the
Excel document, when you import the Excel document
into WorkSite, the hyperlink will not function correctly.
When you click the hyperlink, the error “Cannot open
the specified file” displays.

Importing Source Documents into WorkSite

If you have a destination document already saved in WorkSite, you can import
linked source documents into WorkSite directly from the destination document.
1. Open the destination document.
2. Open the source document stored on your local or network drive.
3. Select and copy to the clipboard the portion of the source document that you
want to link to the destination document.
4. In the destination document, place the cursor where you want to paste the
link.
5. In Office 2007 Integration, from the Clipboard area of the Home ribbon tab,
click the Paste drop-down menu and select Paste Special.
A Microsoft Paste Special dialog box opens.

NOTE See Step 6 through Step 7 of “Using the Paste

Special Option” on page 306 for details on using the
Paste Special dialog box.

When you have pasted the links, you can import the linked source documents
into WorkSite.
6. In the destination document, select Import WorkSite Links from the Edit
menu.The Import Links dialog box appears.

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Figure 167 Import Links dialog box

7. The local source documents that are linked to the destination document
appear in the list. Select the check box for each linked source document you
want to import.
8. (Optional) Select the Use common profile check box to record the same
profile information for each document you are importing. If you do not select
this option, DeskSite opens a profile dialog for each imported source
document.
9. (Optional) Select the Always link to the latest version of the source
document check box. Leave this option unselected if you only want to link to
the current version of the source document.

NOTE This option applies to all the selected source

documents being imported. You can change this setting
for any linked item later. See “Editing Links in
Documents Containing Linked Objects” on page 313.

10. Click Import to import the source documents into WorkSite.

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Opening Documents Containing Linked Objects

When you open a document containing linked objects, you can choose to
download or view the linked source documents for your reference. The destination
document contains cached information from the source document. The source
document could have been updated since the information was linked to the
destination document.
 If you want to see the latest information, you should download the source
documents.
 If you can use the cached data in the destination document, you do not need
to download the source documents.

NOTE Read-only copies of the source documents are

downloaded. You must have at least Read access to the
documents to download them.

To open a destination document and its linked source document:

1. Open the destination document in DeskSite. If it contains links to source
documents in WorkSite, the Open dialog box appears.
Figure 168 Open dialog box

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2. Select the linked source documents from the list. WorkSite downloads a
read-only copy of the document.To download all linked source documents,
click Select All.
3. Click Download when you have completed your selections. WorkSite opens
the destination document.
4. You are prompted to update the linked data. To update, click Yes. To keep the
existing information, click No.

Editing Links in Documents Containing Linked Objects

You can edit source documents that are linked to a destination document if you
have at least Read/Write access to the source document.
1. Open the destination document. To edit the links, it is not necessary to open
the source documents.
2. In Office 2007 Integration, from the Insert area of the WorkSite tab, click the
Link drop-down menu and select Edit Links.
The WorkSite Links dialog box appears.
Figure 169 WorkSite Links dialog box

The WorkSite Links dialog box enables you to perform the following functions.
 Open Source - Open and edit the source document.

NOTE If you edit the source document without

checking it out, you are prompted to save the document
as a new document in WorkSite. The new document
appears in the folder where the destination document
resides.

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 Check Out - Check out the document from the WorkSite library. WorkSite
places a copy of the source document into the NrPortbl directory on your
local or network drive. The icon in front of the document changes (see Figure
170) to reflect its checked-out status.
Figure 170 WorkSite Links dialog box, checked-out document

After the document is checked out, click Open Source to open and edit the
source document.
 Download - Download the document.
 Versions - Select whether the link always points to the latest version of the
source document or to the selected version.
When you have edited the documents, first close the source documents and
then the destination document. When you close the destination document, it is
checked in to WorkSite. You are also prompted to check in any source
documents that you checked out. See “Checking In Documents Containing
Linked Objects” on page 319.

Replacing Links in Documents Containing Linked Objects

In the destination document, you may want to replace a link to an existing source
document with a different one.
1. Open the destination document.
2. From the Edit menu, select Replace WorkSite Links. The Replace WorkSite
Links dialog box appears.

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Figure 171 Replace WorkSite Links dialog box

3. Select the source document you want to replace.

4. Click Replace Link or type ALT+R. The WorkSite Integrated Replace Link
dialog box appears.
Figure 172 WorkSite Integrated Replace Link dialog box

5. Navigate to the WorkSite document you want to link to the destination

document. You can also use the Express Search panel to find the document.

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See “Express Search Panel” on page 254 for more information on using this
panel.
6. Click the Latest button drop-down arrow to display the following options:
 Latest. Inserts a link that will always point to the most current version of
the source document to which you have access.
 This Version. Inserts a link that will always point to the specified version of
the source document.
When you choose one of the version options, WorkSite selects the document
and it appears in the Replace WorkSite Links dialog box.
7. Click OK to complete the process.

Exporting Documents Containing Linked Objects

You can export a destination document and its linked source documents to a
folder on your local or network drive.
1. In DeskSite, select the document containing linked objects that you want to
export.
2. From the Document menu, choose Export. The Export dialog box appears.
Figure 173 Export dialog box

3. Click Browse to select a destination path in the Destination Path field.

4. Select the Echo option if you wish to export the documents to the NRTEcho
directory.
5. Click OK. The Export Links dialog box appears.

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Figure 174 Export Links dialog box

6. Select the linked source documents you want to download along with the
destination document. To download a specific source document, select the
check box next to it. Click Select All to download all the source documents.
7. Click Download when you have completed your selections. WorkSite places
copies of the selected documents into the directory chosen in Step 3. You can
also click Skip download if you want to export only the destination document
without copies of any of the linked source documents.

Checking out Documents Containing Linked Objects

When you check out a document containing linked objects, you have the option of
checking out and editing its source documents as well.

NOTE If the document is already checked out by another

user, the Checked out icon appears in the Status column
of the Document Grid in DeskSite.

To check out a document containing linked objects:

1. In DeskSite, select the document that you want to check out.
2. From the Document menu, choose Check Out. The Checkout dialog box
appears.

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Figure 175 Checkout dialog box

3. Click Browse to select a destination path in the Destination Path field.

4. (Optional) Select the Integrated Check Out option, if you are checking out the
document for offline use. DeskSite downloads the document to your NrPortabl
directory.
5. Enter a Due Date for the check in of the document.
6. Enter the reason for checking out the document in the Comments field.
7. Click OK to check out the document. If WorkSite detects files that are linked to
the selected document, the OLE (Object Linking and Embedding) Checkout
dialog box opens.

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Figure 176 OLE (Object Linking and Embedding) Checkout dialog box

8. Select the linked source documents you want to check out with the destination
document. To check out a specific source document, select the check box next
to it. Click Select All to check out all the source documents.
9. Click Download when you have completed your selections. WorkSite places
copies of the selected documents into the directory chosen in Step 3. You can
also click Skip download if you want to check out only the destination
document without copies of any of the linked source documents.

Checking In Documents Containing Linked Objects

When you check in a document containing linked objects, you can simultaneously
check in any or all of its source documents. You are also prompted to import links
added while the destination document was checked out, as well as source
documents that were not imported with the destination document.

NOTE The instructions given in this section apply to

documents you have checked out to your local or network
drive. See “Checking out Documents Containing Linked
Objects” on page 317 for instructions on how to check out a
document and its linked source documents.

To check in a destination document and its source documents:

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1. When you have edited the destination document, close all its source
documents.
2. In the destination document, select Save or Save As from the File menu. (In a
passively integrated Office application, select WorkSite Save As from the File
menu.)
3. Enter the profile information, if necessary. The OLE (Object Linking and
Embedding) Checkin dialog box opens.
Figure 177 OLE (Object Linking and Embedding) Checkin dialog box

4. Select the linked source documents you want to check in with the destination
document. To check in a specific source document, select the check box next
to it. Click Select All to check in all the source documents.
5. Click Checkin when you have completed your selections. WorkSite copies the
selected documents back into the WorkSite library. You can also click Skip
Checkin if you want to check in only the destination document without copies
of the linked source documents.

NOTE When you close a WorkSite document that is

checked-out and open in the Office application, it is
automatically checked in.

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CHAPTER 9

WorkSite Viewer
This chapter contains the following information about the WorkSite Viewer
application:
 “Introduction”
 “WorkSite Viewer Window”
 “Viewing Documents”
 “Searching Text of Documents”
 “Copying Documents”
 “Printing Documents”
 “Setting Document Display Options”

Introduction
The WorkSite Viewer application lets you view documents without launching the
native application. It allows you to:
 View documents in read-only format, even when they are checked-out or “In
use”.
 Search the full text of documents currently displayed.
 Copy portions of documents for pasting into other applications.

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 Print documents.

Supported Document Types

File types supported by WorkSite Viewer include all major word-processing,
spreadsheet, and graphics file formats.
Your WorkSite Administrator can configure your system to support file types that
are not automatically recognized by the WorkSite Server and associate them with
the appropriate applications.
A few examples of file types supported by WorkSite Viewer are listed in the
following sections.

Word Processing Formats

 Microsoft Office Suite 2003, 2007, and 2010
 Corel WordPerfect Suite 11.0, 12.0, X3

Spreadsheet Formats
 Excel 2003, 2007, and 2010
 QuattroPro for Windows

Graphic Formats
 Windows Bitmap
 Windows Metafile
 Tagged Image File Format TIFF
 Micrografx DRW

Miscellaneous Formats
 Adobe Reader PDF (text only)
 Adobe Acrobat

WorkSite Viewer Window

WorkSite Viewer displays read-only copies of documents. You can display
documents in cascade or tile format by selecting Cascade or Tile from the
Window menu.

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Figure 178 is an example of the WorkSite Viewer window displaying two

documents in tile format.
Figure 178 WorkSite Viewer window, Tile format

Figure 179 is an example of the same WorkSite Viewer window displaying three
documents in cascade format.
Figure 179 WorkSite Viewer window, Cascade format

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Viewing Documents
You can use WorkSite Viewer to view:
 Local documents
 WorkSite documents

Viewing Local Documents

You can view documents stored locally on your local or network drive.
1. Click the Start menu, point to Programs, then to Autonomy, and select
iManage Viewer to launch WorkSite Viewer. The WorkSite Viewer window
appears containing no documents.
2. From the File menu, select Local Open. The Select File to View dialog box
appears.
Figure 180 Select File to View dialog box

3. Locate the local file and click Open (ALT+O) to display the file in WorkSite
Viewer.

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Figure 181 WorkSite Viewer window

Viewing WorkSite Documents

You can use WorkSite Viewer to view WorkSite documents in:
 DeskSite
 Integrated applications
To view documents from DeskSite:
1. Select the documents you want to view in the Document Grid.
2. Choose View from the Document menu, or click the View icon in the
toolbar. If WorkSite Viewer is not already running, DeskSite launches it and
displays the documents in read-only format.

NOTE When you view documents using WorkSite

Viewer, the documents are not locked or checked out of
the WorkSite library. WorkSite Viewer makes a
temporary copy of the document, which is displayed in
read-only format.

To view documents from the WorkSite Integrated Desktop:

1. Select the documents from the Document Grid.
2. Right-click and choose View from the menu, as shown in Figure 182.
WorkSite Viewer is launched, and the documents are displayed in the
WorkSite Viewer window.

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Figure 182 WorkSite Integrated Open dialog box

Searching Text of Documents

You can search the full text of a document displayed in the WorkSite Viewer
window.
1. Select Find from the Search menu. The Find dialog box appears.

NOTE The Find dialog box operates only on the active

document displayed in the WorkSite Viewer window.
The document must be a word-processing document or
a spreadsheet. Textual searches cannot be performed
on other document types.

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Figure 183 Find dialog box

2. Enter the text you want to search for in the Search String field. Click the
Search String drop-down arrow to select from a list of search strings you
entered previously.
3. You can select from the following search options:
 Match Case. Specifies that the search is case-sensitive. If you do not
select this option, the search returns all instances of the search string,
regardless of case.
 Find Backwards. Specifies the direction of the search. By default, the
search proceeds from the cursor forward in the document.
 Origin. Specifies where the search begins.
 From Cursor. The search begins at the current position of the cursor
in the active document.
 Entire Scope. The search begins at the start of the document and
proceeds forward, or begins at the end of the document and proceeds
backwards, depending on whether the Find Backwards option is also
selected.
4. Click OK or press ENTER to start searching.
5. To repeat the same search, select Search Again from the Search menu or
press F3.

Copying Documents
You can copy the entire body of a document or selected portions of it for pasting
into another application from the WorkSite Viewer window.
 Select the document you want to entirely copy. From the Edit menu choose
Select All or click the Select All icon in the toolbar.

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 Select portions of the document to copy. From the Edit menu, select Copy, or
click the Copy icon in the toolbar. Alternatively, right-click the selected
portion, and choose Copy.
Paste the content into another document or application.

Printing Documents
You can print an entire document or selected portions of a document from the
WorkSite Viewer window.
1. Select the document or the portion of the document you want to print.
2. From the File menu, choose Print or click the Print icon in the toolbar.
Alternatively, right-click the document and select Print. A standard Windows
Print dialog box appears.
3. Specify your printing preferences and click OK to print the document.

NOTE The Print option operates only on the active

document displayed in the WorkSite Viewer window.

Setting Printer Options

You can also set printer options from within WorkSite Viewer.
1. From the File menu, select Print Setup. Alternatively, right-click the
document, point to Options and select Print. A standard Windows Print Setup
dialog box appears.

NOTE For spreadsheet documents, the Page Setup

dialog box appears. For more information, see “Setting
More Printer Options” on page 328.

2. Enter your printer settings.

Setting More Printer Options

The Print Page Setup dialog box enables you to set additional printer options that
are applicable only to spreadsheet documents.
1. When a spreadsheet document is displayed in the WorkSite Viewer window,
select Print Setup from the File menu. The Print Page Setup dialog box
appears.

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Figure 184 Print Page Setup dialog box

The following options are available in the Print Page Setup dialog box:
 Scaling. Select the desired scaling options for the print-out.
 GridLines. Select this check box to print horizontal and vertical gridlines.
 Row and Column Headings. Select this check box to include row and
column headings in the print-out.
 Base on spreadsheet. Select this check box to print based on the design
of your spreadsheet.
2. Click Print Setup to display the standard Windows Print Setup dialog box to
specify other printer settings.

Setting Document Display Options

In WorkSite Viewer, you can specify display settings for different document types.

Word Processing Documents

To display word processing documents in different view modes, select the window
in which the document is displayed. From the Options menu, point to Document.
Alternatively, right-click the window in which the document is displayed, and point
to View. A submenu of available view modes appears. Select the desired mode
from the following:
 Normal. Displays the document using the specified fonts and formatting in the
document. Text wraps to display all text in the window.

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 Preview. Displays the document using the specified fonts and formatting. Text
does not wrap in the window. This mode shows how the document would look
when printed.

Setting Display Font

To enlarge or reduce the font size when viewing documents, right-click the window
in which the document is displayed, and point to Font Size. Select Enlarge or
Reduce from the submenu.

NOTE These options are available only when the view

mode is set to Normal.

Bitmap Files
You can adjust the size of the bitmap files that are displayed, rotate these images
by increments of 90°, and/or zoom in and out of these images.
Select the window in which the image is displayed. From the Options menu, point
to Bitmap. Alternatively, right-click the window in which the image is displayed. A
submenu of available display sizes, degrees of rotation, and zoom settings
appears. Select the size, rotation, and/or the zoom setting desired.

Vector Graphics
You can adjust the size of vector graphics files that are displayed. Select the
window in which the vector graphic is displayed. From the Options menu, point to
Vector. Select a size from the submenu of available sizes.

Setting Default Display Options

You can select a file format to use to view files of unknown type.
1. Right-click the WorkSite Viewer window.
2. Point to Options and select Display. The Display Options dialog box appears.

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Figure 185 Display Options dialog box

3. In the View unknown files as area, select from the available options to set
the default display mode for documents of unknown file types.
4. In the Spreadsheet area, select the Show Gridlines option to show gridlines
in the display.
5. Click OK.

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CHAPTER 10

Working Offline
DeskSite allows you to access the DMS even when you are not connected to a
WorkSite Server. If you are traveling or working from home, you can work on your
documents offline and then synchronize your files with the online WorkSite
repository when you reconnect to the WorkSite Server.
You can work offline using:
 OffSite. An add-on for DeskSite, it is an advanced and fully portable version of
WorkSite. It allows you to carry not only your documents but also your My
Matters folder offline, so that you can work on them when disconnected from
the network. Refer to the OffSite Installation and User’s Guide for more
information about OffSite.
 Portable. If you do not have OffSite, you can still work offline using the more
limited functionality of Portable. It allows you to check out documents from a
library to a directory on your local machine, so that you can work on them
when disconnected from the network. See “Working in Portable Mode” on
page 334 for more information.
This chapter contains the following information about working offline with
DeskSite:
 “Portable Mode Versus OffSite”
 “Working in Portable Mode”

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Portable Mode Versus OffSite

Table 45 provides a comparison of the functionality available in OffSite and
Portable.
Table 45 Comparison of OffSite and Portable
Function OffSite Portable
Creating a new document ¸

Editing document profile information ¸ ¸

Editing document security

Viewing and Quick-viewing a document ¸ ¸

Importing a document ¸ ¸

Importing a new version of a document

Saving an edited document as a new version

Saving an edited document and synchronizing it as a new ¸

version

Copying a document ¸

Creating document links on the desktop or in another ¸

document

E-mailing a document as a link or an attachment ¸ ¸

Printing a document ¸ ¸

Accessing Document Worklist, Checked-out Documents list ¸

and My Matters list of Workspaces and folders

Working in Portable Mode

When working in Portable mode you can take the DeskSite document
management system on the road with you. The process works like this:
1. Check out the DeskSite documents you want to work on to your local
machine.
2. Once you are disconnected from the network, you can access these
documents through Portable or through the standard commands (Open,
Save, and so on) of an integrated application.

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3. When you reconnect to a WorkSite library, you can automatically check in

these documents and synchronize them with those in the library.

Prerequisites
To access portable documents effectively, your PC should be set up as follows:
 Registered for portable mode operation
 Able to run a local copy of the Windows operating system
 Have local stand-alone versions of the application programs associated with
the portable documents

Starting Portable Mode

To launch Portable, click the Start menu, point to Programs, then to Autonomy,
and select iManage Portable. The Portable Desktop window appears.
Figure 186 Portable Desktop window

The Portable Desktop interface contains display frames, menus and toolbars:

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 Portable Databases list. Contains a list of available portable libraries.

 Document Grid. Displays the list of documents.
 Document View Frame. Displays the preview of a particular document.
 Menu Options and Toolbar. Provides the functionality to perform document
functions in Portable.

Columns in the Document Grid

The tabular display of documents in the Portable Document Grid is sorted with the
help of columns. The columns can be customized. See “Document Grid
Headings” on page 337 for more information.
See “Sorting Documents in the Grid” on page 197 for more information on how
use columns to sort the display of documents in the Document Grid.

Document Icon Column

The far left column in the Portable Document Grid is the Document Icon Column
represented by the icon which displays an icon representing the document type.

External User Column

This column in the Portable Document Grid represented by the Shared icon
indicates whether or not the document is shared with an external user. If the
document is shared with an external user, the External User icon appears.

Status Column
The Status Column represented by the Status icon displays icons to indicate
the current status of the document. The icons that may appear in this column are:
Table 46 Document Status Icons
Ico
n Portable Documents Echo Documents
The document is checked out.

The document is an orphan document

in the NrPortbl directory.

The echo document has been modified

and should be synchronized.

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Application Setup in Portable

The local application table contains information that is used by Portable to launch
applications associated with particular document types. Under certain
circumstances, you may need to change the local copy of the application table:
 The path to an application changes.
 You want to associate a document type with a different application.
 You want to integrate an application that is not listed in the application table on
the database.

NOTE Contact your WorkSite Administrator before editing

the application table. If you do not understand the way
applications are integrated with WorkSite, editing the local
copy of the application table is not recommended.

Configuration Options
In Portable, you can customize the way information is displayed and also
configure certain settings.

Setting the Default Drive for the Portable Directory

See “Defaults Tab” on page 52 for information on how to set the drive for the
Portable directory.

Document Grid Headings

You can customize the profile fields to show as column headings in the Portable
Document Grid.
1. From the Options menu, select Show Fields or click the Show Fields icon
in the toolbar. The Select Fields to Display in Grid dialog box appears.

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Figure 187 Select Fields to Display in Grid dialog box

The Selected fields list contains the fields that already appear in the
Document Grid. The fields appear in the Document Grid in the same order in
which they appear in the list.
2. Select fields from the Available fields list and move them to the Selected
fields list.
a. Use the mouse or arrow keys to highlight a field from the Available fields
list.
b. Use the mouse or TAB key to click Field or press ENTER to add the
available field.
3. To remove fields you do not want to see as column headers in the Document
Grid from the Selected fields, select the field and press Delete.
4. You can change the order of the columns by dragging with the mouse or
selecting the field and using the CTRL key plus UP or DOWN arrows.
5. Click OK.

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Advanced Options
You can set the default WorkSite library and several other options on the
Advanced Options dialog box. To access the Advanced Options dialog box, select
Advanced from the Options menu.
Figure 188 Advanced Options dialog box
:

Setting the Default Database

Select a default WorkSite library from the Default Database list. This library
appears at the top of the Portable Databases list in the Portable desktop. You
should choose the WorkSite library that you use most frequently as your default
database.

Other Options
 Select the Use alternate color for background option. You can then choose
colors for rows of the Document Grid by clicking on the Alternate row color
list to open the color palette.
 Open the Zoom list by clicking the arrow or typing ALT+Z to change the type
size on the Document Grid.
 Click Restore Default to revert to the default settings.

Working with Portable Documents in DeskSite

This section describes operations that can be performed with portable documents
from within the DeskSite application.
 “Checking Out Documents from DeskSite to Portable”
 “Checking In Documents from Portable to DeskSite”

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Checking Out Documents from DeskSite to Portable

The first step in working offline using Portable is to check out documents from the
WorkSite library to the portable document location on your local PC. This
operation is referred to as an integrated checkout. DeskSite provides you with the
ability to check out multiple documents in a single operation. The checked-out
documents are marked as In use in DeskSite.
The checkout process copies the documents to the NrPortbl directory, which is
defined during portable mode registration. The profile information of the
checked-out documents is also copied. Portable uses the local profile information
to locate and retrieve portable documents.
To check out a document for portable use:
1. In DeskSite, select the document you wish to check out from the Document
Grid.
2. From the Document menu select CheckOut or click the CheckOut icon in
the toolbar. The Checkout dialog box appears.
Figure 189 Checkout dialog box

3. Select the Integrated Check Out check box. The Destination Path field
defaults to the NrPortbl directory.
4. Specify a Due Date to return the document.

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5. (Optional) Specify your reason for checking out the document or enter other
information in the Comments field.
6. Click OK or press ENTER to check out the document for portable use.

Checking In Documents from Portable to DeskSite

After working in portable mode, when you reconnect to the WorkSite Server, you
can check in the checked-out documents and synchronize them with DeskSite.
The check-in process verifies the profiles of the portable documents against the
profile-entry tables. If errors are detected, you are prompted to enter correct
information.
1. Launch DeskSite and select Checkin/Synchronize from the Tools menu.
The Checkin/Synchronize Documents dialog box appears. See Figure 190.
2. Select the document from the Checkedout Documents tab.
Figure 190 Checkin/Synchronize Documents dialog box, Checkedout Documents

3. The checked-out documents appear in the display table with their profile fields
as column headings.
 Use the horizontal scroll bar to display more profile fields.
 Use the vertical scroll bar or Page Up and Page Down buttons to display
all the checked-out documents.

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 Click Find to open the Find in List dialog box and search on the profile
fields of these documents. This is especially useful if the list of
checked-out documents is large.

NOTE The icons that appear in a document’s row

indicates its status, for example, .checked-out. See
“Status Column” on page 336 for more information.

4. Select the documents you want to check in.

5. Click Checkin or type ALT+C. The Checkin dialog box appears.
Figure 191 Checkin dialog box

6. Select from the following checkin options:

 Replace Original
 New Version
 New Document

NOTE Depending on your system settings, you may

not be able to select the Replace Original option.
Contact your WorkSite Administrator for more
information.

7. (Optional) Select from the following additional options:

 Keep checked out. The document remains checked out, but the changes
are synchronized with the document in the WorkSite library.

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 Delete local file after check in. The file in the Portable directory is
deleted and the document is checked in.
 Apply to all documents. The option you selected, that is, Replace
Original, New Version, or New Document, is applied to all documents
you selected. This option is available only when you select multiple
documents.
8. Click OK or press ENTER to check in the documents.

Working with Documents in Portable

Several of the document functions you perform in DeskSite are available in
Portable:
 “Importing Documents to Portable”
 “Opening Portable Documents”
 “Viewing Portable Documents”
 “Editing Portable Document Profile Information”
 “E-mailing Portable Documents”
 “Printing Portable Documents”

Importing Documents to Portable

If you created a new document on your local machine while disconnected from the
network; you can import the document into Portable using the Import option.
When you reconnect to the network, you can check in and synchronize the
document with the WorkSite repository.
To import a document from your local machine to Portable:
1. Launch Portable.
2. Select Import from the File menu or click the Import icon in the toolbar.
The Find File To Import dialog box appears.

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Figure 192 Find File To Import dialog box

3. Navigate to the document on your local or network drive. Select it and click
Open or press ENTER. The New Document Profile dialog box appears.
4. Enter information in the document's profile.

NOTE In portable mode, the Lookup buttons are not

available on the dialog boxes. You must enter
information manually. However, if the Autocomplete
option is selected, DeskSite remembers recent entries
and automatically fills in the rest of the character string
previously entered. See “Other Options” on page 60 for
more information on setting this option.

5. Click OK or press ENTER.

The document appears in the document list of Portable. You can check it in
when you reconnect to the network.

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Opening Portable Documents

1. Launch Portable and select Checked-out Documents from the list in the
toolbar. The list of checked-out documents appears in the Portable Document
Grid as shown in Figure 186.

NOTE Portable looks for portable documents that have

been checked out by the same user ID used to log into
Windows. If you checked out documents using a
different userID, Portable cannot find the documents.
You must log out of Windows and log back in using the
same user ID that you used to log into the WorkSite
Server when you checked out the portable documents.

2. Select the desired document.

3. Choose Open from the Document menu or click the Open icon in the
toolbar. The document opens in its associated local application.

Viewing Portable Documents

You can view documents in Portable using:
 QuickView option
 WorkSite Viewer application

Viewing Portable Documents Using QuickView

The QuickView option is an easy way to view a document without leaving
Portable.
1. Select the document from the Portable Document Grid.
2. Choose QuickView from the Document menu or click the QuickView
icon in the toolbar. The document is displayed in the Document View Frame
below the Document Grid.

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Figure 193 Portable Desktop Window, Quick View

Viewing Portable Documents Using WorkSite Viewer

WorkSite Viewer allows you to view multiple documents of different formats at the
same time.
1. Select the document from the Portable Document Grid.
2. Choose View from the Document menu or click the View icon in the
toolbar. A read-only copy of the document is displayed in the WorkSite Viewer
window.

Editing Portable Document Profile Information

You can view and edit the profile information of portable documents in Portable.
1. Select the document from the Portable Document Grid.
2. Choose Edit Profile from the Document menu or click the Edit Profile
icon in the toolbar. The Properties dialog box appears.

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3. Enter new values in the appropriate fields.

NOTE In Portable mode, the Lookup buttons are not

available on the dialog boxes. You must enter
information manually. However, if the Autocomplete
option is selected, DeskSite “remembers” recent entries
and automatically fills in the rest of the character string
previously entered. See “Other Options” on page 60 for
more information on setting this option.

4. Click OK or press ENTER.

The changed profile information is verified when the portable documents are
checked back into DeskSite.

E-mailing Portable Documents

In Portable you can use the Send Document and Send Link option on the
Document menu to send a copy, or a link to a portable document by e-mail.

Send Document
1. Select the document from the Portable Document Grid.
2. From the Document menu, point to Send and select Send Document, or
click the Send Document icon in the toolbar.
A new e-mail message appears with the document attached. To remove this
document from the e-mail, select it and press Delete.

Send Link
1. Select the document from the Portable Document Grid.
2. Click the Send Document Link icon in the toolbar or point to the Send
submenu that appears with the following options:
 To This Version. The link is to the current version of the document.
 To Latest Version. The link is to the most recent version of the document.
A new mail message appears with the document Nrl or Url link attached.

NOTE To send a Document URL link, your system

must include the WorkSite Web Components Server.

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Printing Portable Documents

You can print documents directly from Portable using the Print option.

NOTE In Portable, if you select Print from the

Document menu or click the Print Document icon
in the toolbar, the document is automatically opened in
its associated application and printed. To specify
printing preferences in the Print dialog box, use the
Print option in the File menu of the integrated
application.

1. Select the document you want to print from the Portable Document Grid.

NOTE If you want to preview the document before

printing, select Print Preview from the File menu.

2. From the File menu select Print. A standard Windows Print dialog box
appears.
3. Specify your printing preferences and click OK.

Working with Portable Documents from Integrated Applications

You can open documents that are checked out for portable use and save the
changes from within integrated applications such as Microsoft Office Integration
for WorkSite.
1. Launch the integrated application.
2. From the File menu in the integrated application, select Open. The WorkSite
Integrated Portable Open dialog box appears.

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Figure 194 WorkSite Integrated Portable Open dialog box

3. From the Current View list, select Checkedout documents.

4. Browse within the portable libraries listed and navigate to the file you want to
open.
5. Select the document you want to work on. Right-click the file to see the
available options, including Open and Open Read-Only.
6. The document opens in its associated local application. You can edit the
document and save it. See “Saving Documents” on page 261 for more
information on saving documents in integrated applications.

Orphan Documents
You may have documents in your NrPortbl directory that were checked out by a
user other than yourself. DeskSite identifies such documents as orphan
documents. You can import these orphan documents into DeskSite as new
documents.

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CHAPTER 11

Document Echoing
This chapter contains the following information about the document echoing
function:
 “Introduction”
 “Setting Up”
 “Working with Echo Documents”

Introduction
WorkSite provides a safeguard in the event of a network failure. Document
echoing preserves backup copies of your documents, so that content is not lost.
Every time you close a WorkSite document, DeskSite saves a duplicate copy of it
to the hard disk on your local machine. After a network failure, you can access
and perform functions on your important and recently accessed files. If you make
revisions to these files, DeskSite provides a synchronize function to help
reintegrate them into the WorkSite library.

Setting Up
This section contains the following information:
 “Prerequisites”

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 “Enabling Document Echoing”

 “Setting the Default Drive for the Echo Directory”

Prerequisites
To access echo documents during a network failure, your local machine should be
set up as follows:
 Registered for Portable mode operation
 Able to run a local copy of the Windows operating system
 Have local, stand-alone versions of the application programs associated with
the echoed documents

NOTE If no applications are associated with your echoed

documents, you can still view echoed documents using
WorkSite Viewer.

Enabling Document Echoing

Document echoing must be enabled for DeskSite to save backup copies of your
documents to your local machine.
Your WorkSite Administrator can enable and disable document echoing globally
or for any given class of documents. If your local machine is registered for
portable mode but DeskSite is not echoing documents to your local or network
drive, contact your WorkSite Administrator for assistance.

Setting the Default Drive for the Echo Directory

You can set the directory where DeskSite saves the echo documents. Normally,
they are stored on a directory on your local machine. While the location for the
Echo directory can be changed, the name of the directory is always NRTEcho.
Contact your WorkSite Administrator for setting the default drive for the Echo
directory. See “Defaults Tab” on page 52 for information on how to set the size for
the Echo directory.

Working with Echo Documents

You can access echo documents using Portable mode or through integrated
applications such as Microsoft Word and so on. See “Starting Portable Mode” on
page 335 for information on how to enable Portable mode.

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This section contains the following information:

 “Working with Echo Documents in Portable Mode”
 “Working with Echo Documents from Integrated Applications”

NOTE You cannot open documents in the Echo

directory until they have been synchronized with the
WorkSite library. This feature prevents you from
overwriting changes that you made to the document.
See “Synchronizing Echo Documents” on page 356 for
more information.

Working with Echo Documents in Portable Mode

Both echo documents and portable documents are accessed in Portable mode.
After you enable Portable mode, select Echo documents from the list in the
toolbar to view a list of echo documents.
Several of the document functions performed with portable documents can be
performed with echo documents. Table 47 provides a summary.
Table 47 Summary of Echo Document functions
To See
Open echo documents “Opening Echo Documents”

View echo documents “Viewing Portable Documents”

View an echo document’s profile “Viewing Echo Document Profile Information”

information

E-mail echo documents “E-mailing Portable Documents”

Print echo documents “Printing Echo Documents”

Print echo document lists “Printing Echo Document Lists”

Delete echo documents “Deleting Echo Documents”

Opening Echo Documents

1. In Portable mode, select Echo documents from the list in the toolbar. The list
of echo documents appears in the Portable Document Grid.
2. Select the desired document.
3. Choose Open from the Document menu or click the Open icon in the
toolbar. A message (see Figure 195) informs you that this copy of the
document may not be as updated as the copy in the WorkSite library. When

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you reconnect to the network, you may copy the document into DeskSite only
as a new version.
Figure 195 Echo document warning message

4. Click Yes to continue. The document opens in its associated local application.

Viewing Echo Document Profile Information

You can view the document profile information of the echo documents in Portable
mode, but you cannot edit their profile information.
1. Select the document from the Portable Document Grid.
2. Choose Edit Profile from the Document menu or click the Edit Profile
icon in the toolbar. The Properties dialog box appears, with all the profile fields
appearing as unavailable because you cannot edit these fields.

Printing Echo Documents

You can print documents directly from Portable mode using the Print option.

NOTE In Portable mode, if you select Print from the

Document menu or click the Print Document icon in
the toolbar, the document is automatically opened in its
associated application and printed. To specify printing
preferences in the Print dialog box, use the Print option in
the File menu of the integrated application.

1. Select the document you want to print from the Portable Document Grid.
2. From the File menu, select Print. A standard Windows Print dialog box
appears.
3. Specify your printing preferences and click OK to print the document.

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Printing Echo Document Lists

You can print a list of the echo documents currently displayed in the Portable
Document Grid.
1. Select Echo documents from the list in the toolbar. The list of echo
documents appears in the Document Grid.
2. From the File menu, select Print Preview. The echo documents list appears
in the Print Preview dialog box.
3. Click Print to print the list of documents.

Deleting Echo Documents

1. Select the document you want to delete from the Portable Document Grid.
2. From the Document menu select Delete or click the Delete icon in the
toolbar. The Confirm Document Delete dialog box appears asking you to
confirm the deletion of the selected document.
3. Click Yes to delete the document from the Echo directory. This does not
remove the original document from the WorkSite library.

NOTE If you delete an echo document, your changes

are not saved.

Working with Echo Documents from Integrated Applications

You can open echo documents, and save the changes you make from within
integrated applications.
1. Launch the integrated application.
2. From the File menu in the integrated application, select Open. The WorkSite
Integrated Portable Open dialog box appears.

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Figure 196 WorkSite Integrated Portable Open dialog box

3. From the Current View list, select Echo documents.

4. Browse within the portable libraries listed and navigate to the file you want to
open.
5. Select the document you want to work on. Right-click the file to see the
available options, including Open and Open Read-Only.
6. The document opens in its associated local application. You can make
changes and save it. See “Saving Documents” on page 261 for more
information on saving documents in integrated applications.

Synchronizing Echo Documents

After you edit and save an echo document while working offline, you can copy it
back to the WorkSite library when network connections are restored. DeskSite
provides an easy way to copy modified echo documents back to the network
through a process called synchronization.
When you launch DeskSite, if you have echo documents with changes that are
not reflected in the copies in the WorkSite library, you are prompted to
synchronize. This feature prevents you from overwriting changes made to the
documents.
The following are the prerequisites when synchronizing a document:

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 Only the user who last edited the document in DeskSite can synchronize it. If
you try to synchronize an echo document edited by another user, a message
asking you to contact the user who last edited the document appears.
 Your echo copy of a document must be newer than the copy in the WorkSite
library. DeskSite does not allow you to synchronize an echo document if the
copy in the WorkSite library has been modified more recently than your echo
copy.
 You must have Read/Write access to the source document in the WorkSite
library.
To synchronize an echo document:
1. Launch DeskSite.
2. From the Tools menu, select Checkin/Synchronize. The Checkin/
Synchronize Documents dialog box appears. See Figure 197.
3. Select the Echo Documents tab to display the list of echo documents.
Figure 197 Checkin/Synchronize Documents dialog box, Echo Documents

4. The echo documents appear in the display table with their profile fields as
column headings.
 Use the horizontal scroll bar to display more profile fields.

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 Use the vertical scroll bar or Page Up and Page Down buttons to display
all the echo documents.

NOTE A document icon that appears in a row indicates

the status of the document. See “Status Column” on
page 336 for more information.

5. (Optional) Select the Show only echo modified check box to display only the
changed echo documents.
6. Select the echo documents you want to synchronize.
7. You can perform the following functions in this dialog box:
 Click Find to open the Find in List dialog box for you to perform a search
on the profile fields of the echo documents. This is especially useful if the
list of echo documents is large.
 Click Delete to discard the modified echo document.
 Click Purge to set purge criteria. See “Purging Echo Documents” on
page 359 for more information.
 Click Synch to begin the synchronization process. The Confirm
Synchronize dialog box appears.
Figure 198 Confirm Synchronize dialog box

8. Verify the comparison between the Echo Document and the Database
Document.

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9. Choose from the following checkin options:

 Replace Original. The modified echo document replaces the original copy
in the WorkSite library.
 New Version. The modified echo document is synchronized as a new
version of the document.
 New Document. The modified echo document is synchronized as a new
document.

NOTE Depending on your system settings, you may

not be able to select the Replace Original option.
Contact your WorkSite Administrator for more
information.

All checkin options may not be available in the following circumstances:

 If the document is checked out in the WorkSite library, you can return the
echo document to the WorkSite library only as a new document.
 If the document is not checked out in the WorkSite library and you were
the last user of the document, you can return the echo document to the
WorkSite library as a new version, a new document, or replace the original
document.
 If the document is not checked out in the WorkSite library, but you were not
the last user of the document, you can return the echo document to the
WorkSite library only as a new version of the document or as a new
document.
10. Click OK to synchronize the document. Click Cancel if you want to cancel
synchronizing all the selected documents. Click Skip to cancel synchronizing
a specific document.

NOTE If you are unable to use DeskSite’s

synchronization process to copy your modified echo
document back to the WorkSite library, you can use the
Import or Import as New Version commands in
DeskSite to import the modified echo document as a
new document or a new version respectively.

Purging Echo Documents

IMPORTANT If an echoed document has been modified, then

it cannot be purged, either manually or automatically.

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Purging Echo Documents Manually

1. Launch DeskSite.
2. From the Tools menu select Checkin/Synchronize. The Checkin/
Synchronize Documents dialog box appears. See Figure 197.
3. Select the Echo Documents tab to display the list of echo documents. The
echo documents appear in the display table with their profile fields as column
headings.
4. (Optional) Select the Show only echo modified check box to display only the
changed echo documents.
5. Select the echo documents you want to purge.
6. Click Purge. The Set Purge Criteria dialog box appears:
Figure 199 Set Purge Criteria dialog box

7. To delete all documents older than a certain number of days, enter the
maximum age (in days) of the echo documents that you want to keep.
8. Click OK. All documents older than the specified number of days are deleted.

NOTE The number of days set in the Set Purge Criteria

dialog box is valid only for a manual purge of the
directory. Echo documents continue to accumulate
unless you manually purge the directory in this manner.

New Names for DeskSite, WorkSite Viewer, and WorkSite

Portable Client
As part of the preparation for x64 Office Support, the following applications have
had their names changed.

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Old Name New Name Affected Products

Manage32.exe ThinClient.exe DeskSite
View32.exe View.exe DeskSite, FileSite
Portbl32.exe PortableClient.exe DeskSite, FileSite

The Audit History in FileSIte and DeskSite will now also display ThinClient.exe for
any actions carried out using DeskSite.

NOTE The Desktop Clients 9.0 Update 6 supports only the

32-bit version of Microsoft Office.

Purging Echo Documents Automatically

IMPORTANT In this section, this document now uses the

new name, PortableClient.exe, instead of the previous
name Portbl32.exe.
IMPORTANT As with previous versions of this document,
this version does not mention Manage32.exe or
View32.exe.

Documents stored in the echo folder can be purged from the command line or
through a login script. Use the following command line options, or contact your
WorkSite Administrator for assistance.
The Portable Mode program (PortableClient.exe) allows the following
command line options:
-D [number]{/DEL} -DS [number] {/DEL} -PS [number] {/DEL} -D
[number]
This option opens the Portable program and purges echo files that are older than
the specified number of days. After all eligible files are purged, the Portable
application continues running on your desktop.

-DS [number]
This option launches the Portable program in silent mode, and then purges echo
files that are older than the specified number of days. Silent mode launches the
Portable program only long enough to purge the necessary files, and then exits
automatically. This is the option that is usually used in a login script to
automatically purge the echo files upon login.

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-PS [number]
This feature is similar to the -DS option, but applies to all users’ documents found
on the machine rather than just your documents.

/DEL
If you add this string to one of the previous options, the echo files are permanently
deleted from the system rather than moved to the Recycle Bin.

Examples
To purge all echo documents older than 20 days and leave the Portable
application running, enter the following at the command line:
“C:\Program Files\Interwoven\WorkSite\PortableClient.exe” -D20
To purge all echo documents older than 20 days and exit the Portable application,
enter the following at the command line:
“C:\Program Files\Interwoven\WorkSite\PortableClient.exe” -DS20
The following string permanently deletes all users’ echo documents that are more
than 20 days old. The delete operation is performed silently, and
PortableClient.exe exits after the delete operation without displaying any
user interface or messages.
“C:\Program Files\Interwoven\WorkSite\PortableClient.exe” -DS20 /
DEL
The following string permanently deletes all users’ echo documents that are more
than 5 days old. After the delete operation is completed, the Portable user
interface is displayed for the user.
“C:\Program Files\Interwoven\WorkSite\PortableClient.exe” -D5 /DEL
The following string silently and permanently deletes all users’ echo documents
that are more than 15 days old. The delete operation is performed silently, and
PortableClient.exe exits after the delete operation without displaying any
user interface or messages.
“C:\Program Files\Interwoven\WorkSite\PortableClient.exe” -PS15 /
DEL

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CHAPTER 12

Using Outlook Integration

Module with DeskSite
This chapter includes the following topics:
 Overview
 Connecting to WorkSite Servers
 Attaching WorkSite Documents to E-mail
 Saving E-mails to WorkSite
 Creating E-mail Profile Defaults
 Accessing OffSite Features

Overview
The Outlook Integration module provides the following document management
functionality:
 Attach WorkSite documents to e-mails. See “Attaching WorkSite Documents
to E-mail” on page 365
 Save e-mails and attachments to WorkSite. See “Saving E-mails to WorkSite”
on page 368

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 Enter default metadata to use for e-mails saved to WorkSite. See“Creating

E-mail Profile Defaults” on page 373

Connecting to WorkSite Servers

Connect to WorkSite Server
Your first step in using the Outlook Integration module is to connect to a WorkSite
Server. This connection enables you to gain access to your documents and
libraries.
To log in to a WorkSite Server:
1. Start Microsoft Outlook.
2. From the WorkSite menu, select Register/Unregister. The Server
Connection dialog opens.
In Outlook 2010, the Register/Unregister button is located on the Home tab.
Figure 200 Server Connection dialog

The dialog shows a list of all the servers that are registered. If the value in the
Auto Login column is Y, you will automatically be logged into WorkSite when
you start Outlook.
3. To connect to a specific Server, select the Server in the list, then click
Connect.
4. To disconnect from a WorkSite Server, you must close Outlook.

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For information on registering and unregistering a server, see “Registering a

Server” on page 49.

Attaching WorkSite Documents to E-mail

To attach WorkSite documents to an e-mail:
1. Open Outlook and create a new message.
2. From the Message ribbon bar, select Insert WorkSite Attachment.
3. If you are not logged into WorkSite, the Server Connection dialog opens as
shown in Figure 200. Connect to the desired WorkSite Server.
The Insert a WorkSite Document dialog opens. See Figure 201.
Figure 201 WorkSite Integrated Insert dialog

4. Navigate to the document or link you want to include in the e-mail. You can
also use the Express Search panel to find the document. For more information
on using this panel, see the DeskSite Installation and User’s Guide.
5. You can insert either a link or a copy of the document to the e-mail. Click the
down arrow next to Insert Link to display the following options:

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 Insert Link. Attaches a link to the document to the e-mail.

 Insert Copy. Attaches a copy of the document to the e-mail.
 Insert Url. Attaches a WorkSite Web URL to the e-mail.

NOTE The Insert Url option is available only if a WorkSite Base Path
is set in DeskSite. To access this option in DeskSite, click the Tools
menu, select Options, then select the Defaults tab.

The attachments are added to the e-mail as shown in Figure 202.

Figure 202 Outlook mail message with document and link attached

6. Send the e-mail as usual. The message appears in the recipient’s mailbox.

NOTE You can attach WorkSite documents and links to reply

messages in the same way.

Filenames
By default, the DeskSite and Outlook Integration Module are configured to use the
document description as the filename when you attach a document or link to the
e-mail.

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If you do not select this option, documents and links are named as described
below.

Documents
When you attach a document from WorkSite to an Outlook message, WorkSite
automatically gives the attachment a file name as follows:
<Database>_<Document Number>_<Version>.extension

Links
When you attach a document link from WorkSite to an Outlook message,
WorkSite automatically gives the link attachment a file name as follows:
<Database>_<Document Number>_<Version>.nrl
The .nrl extension designates a link to a WorkSite document.

URLs
When you attach a document URL link from WorkSite to an Outlook message,
WorkSite automatically gives the URL attachment a file name as follows:
<Database>_<Document Number>_<Version>.url
The .url extension designates a link to a document on a WorkSite Web
workspace.

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Saving E-mails to WorkSite

Outlook 2010 and Outlook 2013 Have New Ribbon
Outlook 2010 and Outlook 2013 have a revised Ribbon with new icons.
Figure 203 Outlook 2010 and Outlook 2013 Ribbon

The following icons (in a red box) were added to both Ribbons: Send in the
Actions Tab, Filing Status in the Layout Tab, Defaults and Options in the
Configure Tab, and Switch Mode in the OffSite Tab.
The only difference between the two Ribbons is that the Office 2013 Ribbon does
not have the Change Preview Orientation icon in the Layout Tab (in a green
circle). This difference is because in Outlook 2013, the FileSite Preview Pane now
uses the Outlook Reading Pane. To change the preview Orientation in FileSite
with Outlook 2013, go to the View tab and select the Reading Pane. Choose the
required display option.

Saving E-mail Attachments Together

To save e-mails and their attachments to WorkSite:
1. Select the e-mail from your Inbox, Sent Items folder, or other Outlook folder.
2. In Outlook 2007, click the Save to WorkSite icon on the toolbar.
In Outlook 2010, click the Save To WorkSite icon on the ribbon bar.
Figure 204 Save To WorkSite

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Figure 205 Save As dialog

3. In the Save As dialog, navigate to the workspace or folder where you want to
save the e-mail and its attachments. You can also use the Express Search
panel to find a location. For more information on using this panel, see the
DeskSite Installation and User’s Guide.
 To display the names of documents already in the current location, click
Show Documents in this folder.
 Enter the Author, Class, and Subclass (if any) fields.

NOTE When the e-mail is added to the folder, it automatically takes on

the folder’s profile properties or metadata. If the folder’s metadata
includes all required fields, WorkSite automatically creates the profile
without further input from you.

4. If the folder’s metadata does not include all required fields, the New Profile
dialog opens for you to enter profile information. You can also open the New
Profile dialog by clicking Detail.
5. Complete the New Profile dialog and click Save to save the e-mail and its
attachments to WorkSite.

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 Chapter 12 Using Outlook Integration Module with DeskSite

Saving E-mail Attachments as Separate Documents

NOTE This option must be enabled by your WorkSite Administrator. By

default, e-mails and their attachments are saved as a single WorkSite item.

To save an e-mail and its attachments separately:

1. Select the e-mail from your Inbox, Sent Items folder, or other Outlook folder.
2. In Outlook 2007, click the Save to WorkSite icon on the toolbar.
In Outlook 2010, click the Save To WorkSite icon on the ribbon bar.
Figure 206 Save To WorkSite

Figure 207 Save E-mail with Attachments dialog

3. Click Options to expand the Save E-mail with Attachments dialog to show the
list of attached files (see Figure 208).

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 Saving E-mails to WorkSite

Figure 208 Save E-mail with Attachments dialog, Expanded view

4. Select the e-mail, an attachment, or a combination of attachments. You can

save the attachments without saving the e-mail by deselecting the e-mail.
5. To save an attachment as a new version, select it, and click the New
Version icon. A text-entry field with a Lookup button appears on the line of
the selected attachment.
6. Enter the WorkSite path to the document (see Figure 209), or click the
Lookup button to select a document from the WorkSite Integrated Desktop.
The attachment will be a new version of the selected document.

NOTE WorkSite paths should take the following form:

\\SERVER\Database\Doc_Number.

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 Chapter 12 Using Outlook Integration Module with DeskSite

Figure 209 Save E-mail with Attachments dialog, WorkSite path

7. To cancel saving the attachment as a new version, click the

Delete New Version icon.
8. Select the Use common profile option if you want to use the same profile for
all the selected documents.

NOTE This option is disabled if any of the selected attachments are

saved as new versions.

9. Select the Relate attachments option to relate the attachments to the e-mail.

NOTE This option is disabled if the e-mail is not selected for saving.

10. Click Save. The Save As dialog box opens. See Figure 205.
11. Continue with Step 3 of “Saving E-mails to WorkSite” on page 368 for
completing the procedure of saving an e-mail and its attachments to WorkSite.

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Creating E-mail Profile Defaults

You can create a virtual template of default e-mail profile information that appears
in the Default Email Profile dialog box. This option allows you to streamline the
profiling of e-mails.
You can set fields of profile information to standard values that typically do not
change, so you do not have to enter the same information each time you save an
e-mail into the WorkSite library.
To create a new e-mail profile default:
1. Click the Email Profile Defaults icon on the ribbon bar.
Figure 210 Save To WorkSite

Figure 211 Default Email Profile dialog

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 Chapter 12 Using Outlook Integration Module with DeskSite

2. Enter default profile information.

NOTE The Default Email Profile dialog can be customized by your

WorkSite Administrator and may be significantly different than the
dialog shown.

When you select certain security settings, they are automatically selected in
the Default Email Profile dialog each time you add a new e-mail to the
WorkSite library.
3. Click Save to store the default information and close the Default Email Profile
dialog.

NOTE Although the values that you enter in the Default Email Profile
dialog appear automatically for each new e-mail you save, you can
modify these values whenever you save an e-mail to WorkSite. You are
not required to use any of the default values set.

Accessing OffSite Features

The Outlook Integration module can run in offline mode when OffSite is installed.
OffSite lets you access and save documents to an offline repository when you are
traveling and cannot remain connected to the WorkSite Server. When you
reconnect to the network, you can synchronize the work you have done offline
with the WorkSite online repository. You can attach documents from WorkSite
while in offline mode. The operation is the same as in online mode. To attach a
document in offline mode, it must exist in the local offline repository. It is not
possible to save attachments separately in offline mode.
For more information about OffSite, see the OffSite Installation and User’s Guide.

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Index
A information 123
list 66
access rights 151
modifying 155
full 152
checking in
read 151
alert message 104
read/write 151
document 102
accessibility
OLE links 319
feature overview 40
portable document 341
turn on 61
checking out
Adobe integration 286
document 101
additional functions 292
OLE links 317
software requirements 286
portable document 340
App Setup 144
CiteRite application 296
Application Integration
classic desktop 266
App Setup table 144
classic integration 266
application integration 237
collaboration
application table 144
matter-centric 33
archive document
column
restoring 121
document grid 70
restoring document shortcut 121
icons 71
Autocomplete
CompareRite application 295
Express Search 256
configuring
DeskSite 52
B document options 55
base path OLE linking 303
setting URL 54 other options 56
bitmap viewing 330 Portable 337
Viewer 330
C connecting
server 47
category connection mode
modify 161 choosing 56
overview 69 container
change password 51 category 69
checked-out documents folder 69

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 Index

modify 160 portable document functions 339

setting security 150 products 34
tab 69 setting base path 54
Workspace 69 software requirements 43
copying starting 47
document 106 system settings 52
document links 108 timeout options 59
viewer document 327 turn on accessibility 61
creating uninstalling 61
document 127 update forms and captions 61
document default 129 user programs 34
OLE links 304 desktop
customizing classic integration 266
DeskSite 52 document grid 70
document results frame 71
D enhanced integration 251
icons 72
database
links 108
list 68
menu 72
overview 68
shortcut frame 65
search 227
tree frame 65
worklist 60
tree frame elements 66
Database Administration Program
display
App Setup 144
default options 330
default
document options 329
document template 129
DMS
deleting
defined 31
document 111
DocuComp application 293
echo document 355
document
DeskSite
adding to folder 184
accessibility 40
adding to My Favorites 159
assistive technology 40
changing profile information 86
choosing connection mode 56
checked-out document list 66
configuring 52
checking in 102
customizing 52
checking in OLE links 319
disabling splash screen 57
checking out 101
document options 55
checking out OLE links 317
exit alert 56
commands 79
features 34
comparing and merging 283
forms and captions 55
configuring options 55
functions 34
convert PDF 125
hardware requirements 43
copying 106
installing 44

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 creating 127 printing 112
creating defaults 129 printing list 113
creating OLE links 304 profile information 36
creating profile information 84 profile tab 72
creating relations 114 purge setting 57
declaring record 119 purging 359
deleting 111 quick view tab 72
detect OLE link 60 related documents tab 72
display checkedout information 123 relating 39
display history 123 relation types 115
display information 122 removing from folder 187
display options 329 removing relations 116
display relations 123 replacing OLE links 314
display versions 122 restoring archive 121
echo functions 352 restoring archive shortcut 121
editing security 141 security template 134
e-mail option 60 selecting 198
e-mailing 112 send PDF 126
e-mailing link 112 sorting in grid 197
export setting 60 unlocking 117
exporting 99 versions tab 72
exporting OLE links 316 viewer word processing modes 329
folder 69 viewing 91
history tab 72 viewing local 324
import setting 60 viewing supported formats 322
importing 92 viewing WorkSite 325
importing OLE links 308 worklist 67
importing to folder 186 worklist per database 60
integrated application functions 259, 289 worklist per library 60
links 107 document grid
location 124 appearance 202
modified echo alert 56 columns 71
modifying OLE links 313 customizing 199
moving 109 double-click command 57
OLE linking 304 modify 195
opening 88 navigating 203
opening echo documents 89 refreshing contents 199
opening OLE links 312 sorting documents 197
orphan 349 table window 70
orphan alert 56 document results frame
portable checked-out alert 55 modify 203
Portable functions 339 push pin 207

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 Index

switching tabs 203 search folder 70

tabs 71 full access rights 152
FullAuthority application 295
E full-text search 216
simplified 218
echo
checked out document alert 56
G
document functions 352
document storage location 352 graphics
enabling 352 bitmaps 330
opening echo documents 89 vector 330
purging documents 359
setting default drive 54 H
software requirements 352
help 31
synchronizing 356
history 123
e-mail
document 112
echo document 353 I
importing 98 icon
integration 296 profile information 85
portable document 347 toolbar 72
enhanced desktop 251 importing
enhanced integration 250 deleting local file 60
exporting document 92
document 99 e-mail 98
OLE links 316 new version 96
Express Search OLE links 308
autocomplete 256 portable documents 343
installing
F DeskSite 44
integrated desktop
folder
classic 266
adding documents 184
enhanced 251
defined 69
integration
deleting 188
active 241
document folder profile information 183
additional Microsoft Office 284
document folder refiling 184
Adobe Acrobat 286
e-mail address 176
application launching 239, 287
importing documents 186
CiteRite 296
overview 69
classic 250
recent searches 67
Close 243
removing documents 187
CompareRite 295
search 232
comparing and merging documents 283

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 DocuComp 293 M
document functions 259, 269, 289
mail merge 274
echo document functions 355
matter worklist
e-mail 296
display options 59
enhanced 249
modify 156
FullAuthority 295
matter-centric
Local Open 243
collaboration 33
Local Save As 244
navigation 35
Microsoft Office 238
metadata 36
modes 249, 289
entering 84
Open 242, 248
modify
Open from WorkSite 288
category 161
other applications 293
checked-out documents 155
passive 247
document folder 175
portable document functions 348
document grid 195
Print 244
document results frame 203
quick open 258
document worklist 156
quick search 258
matter worklist 156
Save 243, 289
My Favorites 158
Save As 243, 249, 289
My Matters 157
Save to WorkSite 289
recent searches 157
WorkSite menu 284, 292
search folder 188
WorkSite Open 248
shortcut frame 153
WorkSite Save As 249
tab 171, 175
toolbar 207
L
tree frame elements 155
library worksite explorer 160
defined 32 Workspace 164
list 68 moving
overview 68 document 109
worklist 60 My Favorites
link adding documents 159
creating 108 defined 35
e-mailing 112 modify 158
OLE 299 overview 68
Local Open command 243 My Matters
Local Save As command 244 defined 35
log in modify 157
server 48 overview 68
server cluster 48
time out 59
lookup dialog 82

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 Index

N convert document 125

send document 126
navigation
portable
document grid 203
checked out document alert 55
matter-centric 35
configuring 337
non-integrated application 297
document functions 343
opening document 90
software requirements 335
starting 335
O pre-profiling template 241
Office integration 238 printing
additional functions 284 document 112
OLE link document list 113
checking in 319 echo document 354
checking out 317 echo document list 355
configuring 303 options 328
creating 304 portable document 348
definitions 300 viewer document 328
detecting 60 private security level 151
exporting 316 profile
importing 308 tab 72
modifying 313 profile information
opening 312 auto-complete field 60
replacing 314 changing 86, 346
types 299 creating 84
Open from WorkSite command 288 document 36
opening document folder 183
document 88 icons 85
echo documents 353 search folder 193
OLE links 312 searching 214
portable documents 345 Workspace 168
options profile record 36
default display 330 purging
document display 329 echo documents 359
printer 328 push pin 207
orphan
document 349 Q
document alert 56
Quick Open 258
Quick Search 258
P
password R
changing 51
read access rights 151
PDF

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refiling terms 219
document folder 184 time out 59
tab 174 viewer documents 326
Workspace 169 Workspace 230
registering security 39
server 49 access rights 39
relating default e-mail security 60
create relations 115 document 141
document 39 private 151
document tab 72 roles 39
remove relations 116 template 134
restore view 151
archive document 121 server
archive document shortcut 121 cluster logging in 48
roles. See security. connecting 47
logging in 48
S registering 49
unregistering 50
Save to WorkSite command 289
shortcut frame
search dialog 215
modifying 153
auto-close 60
overview 65
auto-complete field 60
shortcut groups 154
search container warning 61
splash screen
searching 39
disabling 57
ad hoc 224
starting
auto-close Search dialog 60
DeskSite 47
auto-insert wildcard characters 60
synchronization
database 227
echo documents 356
excess search results 57
syntax 219
folder 232
system settings
full-text 216
DeskSite 52
menu 223
operators 219
T
profile information 214
proximity 219 tab
query 219 document profile 72
query-by-form 214 document results frame 71
quick 224 document versions 72
recent searches 67 history 72
search container warning 61 modify 171
search folder 70 overview 69
simplified 218 quick view 72
syntax 219 refiling 174

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 Index

related documents 72 local document 324

switching tabs 203 portable documents 345
template WorkSite document 325
default document 129
security template 134 W
toolbar
window
modify 207
cascade 322
overview 72
portable 335
web browser 76
tile 322
tree frame
viewer 322
elements 66
worklist
modifying 154
defined 35
modifying elements 155
document 67
node 68
matter 67
overview 65
sorting documents 56
WorkSite footer 274
U
WorkSite integrated desktop
uninstalling classic 266
DeskSite 61 enhanced 251
unlocking WorkSite menu 284, 292
document 117 WorkSite Open command 248
unregister WorkSite Save As command 249
server 50 Workspace
defined 34
V modify 164
refiling 169
versions 122
search 230
Viewer
bitmap 330
configuring 330
copying documents 327
display font 330
printing documents 328
searching documents 326
supported formats 322
vector 330
viewing documents 324
window 322
word processing modes 329
viewing
document 91
echo documents 353

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