OpenText™ Business Workspaces

Configuration Guide

Configure the Business Workspaces module for the use of

business workspaces.

CSCWS230300-CGD-EN-01
OpenText™ Business Workspaces
Configuration Guide
CSCWS230300-CGD-EN-01
Rev.: 2023-May-30
This documentation has been created for OpenText™ Business Workspaces CE 23.3.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

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Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.
 Table of Contents
1 Overview ..................................................................................... 7
1.1 What is new? .................................................................................... 7

2 Installation and upgrade ........................................................... 9

3 Configuration ........................................................................... 11
3.1 Understanding the Business Workspaces volume ............................. 13
3.1.1 Configuration steps, which need system administrator’s permissions .. 14
3.1.2 Granting permissions and privileges for business administrators ........ 14
3.1.3 Granting usage privileges to users ................................................... 15
3.2 Understanding business workspaces creation scenarios .................... 16
3.3 Creating a classification for workspace templates and location ........... 17
3.4 Creating a root folder for the business workspaces ............................ 17
3.5 Creating a category for the workspace type ...................................... 18
3.6 Creating a workspace type .............................................................. 19
3.6.1 General settings of a workspace type ............................................... 21
3.6.1.1 Widget icon ..................................................................................... 27
3.6.2 Advanced settings of a workspace type ............................................ 27
3.6.3 Configuring sidebar widgets for Classic View .................................... 29
3.6.3.1 Attributes sidebar widget ................................................................. 30
3.6.3.2 Recent Changes sidebar widget ....................................................... 31
3.6.3.3 Related Items sidebar widget ........................................................... 32
3.6.3.4 Work Items sidebar widget ............................................................... 33
3.6.4 Using patterns for workspace names and business object names ....... 34
3.6.5 Using patterns for the location path .................................................. 36
3.6.6 Using the Reference attribute ........................................................... 38
3.6.7 Managing workspace types .............................................................. 41
3.7 Configuring Smart View for Business Workspaces ............................ 42
3.7.1 Creating a custom column ............................................................... 42
3.7.1.1 To create a custom column .............................................................. 43
3.7.2 Converting a rule-based Perspective to a Workspace-type
Perspective ..................................................................................... 44
3.7.2.1 To convert a rule-based Perspective to a Perspective node-type
Perspective ..................................................................................... 44
3.7.3 Creating a Perspective using the Perspective Manager tool ............... 45
3.7.3.1 To create a workspace-type Perspective .......................................... 46
3.7.4 Configuring widgets for a Business Workspace ................................. 47
3.7.5 Creating an activity manager object for the Activity Feed ................... 48
3.8 Configuring multilingual metadata languages .................................... 49
3.9 Creating a workspace template ........................................................ 50
3.9.1 Configuring document template settings ........................................... 51

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Table of Contents

3.9.2 Creating a workspace template ........................................................ 52

3.9.3 Restricting access, merging permissions, and activating Insights ....... 55
3.9.4 Defining variables for group replacement .......................................... 58
3.9.5 Setting up content sharing with OpenText Core ................................. 59
3.9.6 Setting up content sharing with Microsoft Teams ............................... 61
3.10 Creating workspace hierarchies ....................................................... 62
3.11 Defining team roles and team participants ........................................ 63
3.12 Displaying related business workspaces in a folder ........................... 66
3.13 Preparing the Content Server search functionality for users ............... 68
3.13.1 Creating search slices ..................................................................... 68
3.13.2 Understanding index regions ............................................................ 69
3.13.3 Indexing documents and other items with business workspace
attributes ........................................................................................ 70
3.13.4 Classic View: Configuring a simple search ........................................ 72
3.14 Configuration checklist for Smart View and Classic View ................... 77
3.15 Allowing users to save emails to business workspaces ...................... 78
3.15.1 Installing and upgrading the Business Workspaces Outlook add-in ..... 78
3.15.1.1 Preparing to install or upgrade the Business Workspaces Outlook
add-in ............................................................................................. 79
3.15.1.2 Downloading the latest Outlook add-in manifest file ........................... 79
3.15.1.3 Migrating custom settings to the new Outlook add-in manifest file ....... 80
3.15.1.4 Uploading the Outlook add-in manifest file ........................................ 80
3.15.2 Preparing your environment ............................................................. 81
3.15.2.1 Creating Content Server folders for the add-in ................................... 81
3.15.2.2 Creating search forms for the add-in ................................................. 82
3.15.3 Configuring add-in settings .............................................................. 83
3.15.3.1 Examples: Configuring email saving options ..................................... 86
3.15.4 Configuring rules and email search settings to display suggested
workspaces .................................................................................... 88
3.15.4.1 Understanding how rules and email search settings are applied ......... 89
3.15.4.2 Understanding how rules are applied to emails sent from Extended
ECM mobile clients ......................................................................... 91
3.15.4.3 Testing your rules and email search settings ..................................... 91
3.15.4.4 Configuring Rules and Email Search Settings ................................... 92
3.15.4.5 Testing Rules and Email Search Settings ......................................... 95
3.15.4.6 Examples: Workspace rules ............................................................. 95
3.15.4.7 Allowing email fields to be extracted for indexing ............................... 97
3.15.5 Configuring your environment for SSO authentication ........................ 97
3.15.5.1 Configuring security settings for SSO authentication .......................... 98
3.15.6 Adding URLs to the list of trusted sites in Internet Options ................. 98
3.15.7 Displaying tracing messages in the add-in ........................................ 99
3.15.8 Viewing tracing messages in the add-in ............................................ 99
3.15.9 Transporting add-in settings to a different Content Server system .... 101

iv OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 Table of Contents

4 Administration ....................................................................... 103

4.1 Understanding the Content Server System Report .......................... 103
4.2 Configuring logging for the Business Workspaces module ............... 105
4.3 Migrating Content Server items to business workspaces .................. 105
4.3.1 Creating a migration mapping for instances .................................... 107
4.3.2 Running and monitoring a migration process ................................... 108
4.3.3 Configuring log settings for the migration ........................................ 109
4.3.4 Migrating templates ....................................................................... 109
4.4 Transporting the configuration ........................................................ 110
4.4.1 Importing a configuration from Connected Workspaces 16 ............... 113

5 Configuring how users can copy, move, or restructure

business workspaces ........................................................... 117

6 Importing and exporting templates and business

workspaces ............................................................................ 119
6.1 Business workspace attributes ....................................................... 120
6.2 Import restrictions ......................................................................... 123
6.2.1 Role restrictions ............................................................................ 123
6.2.2 Participant restrictions ................................................................... 124
6.3 Examples for control file ................................................................ 125
6.3.1 Export control files ......................................................................... 125
6.3.2 Import control files ......................................................................... 126
6.3.3 Actions on the node element .......................................................... 130
6.3.4 Actions on templates ..................................................................... 131
6.3.5 Actions for roles ............................................................................ 132
6.3.6 Actions for participants .................................................................. 132
6.3.7 Actions for related workspaces ....................................................... 133

GLS Glossary 135

CSCWS230300-CGD-EN-01 Configuration Guide v

Chapter 1
Overview

Business Workspaces is a Content Server module, which supports enterprise

information management and collaboration centered around business objects. You
can define any meaningful entity in your organization as business object, for
example, customers and sales orders, processes and projects, material and products,
production plants and facilities, or even a community of people with common
interests.

For each business object, a business workspace is a special kind of folder that combines
the key features of modern collaboration: business data, content, people, and tasks:

• Business data provides context to content. Business data is stored in category

attributes and can be easily made available to the user.
• Content is organized and stored in one place. Indexed with metadata it is
searchable, and with Records Management applied it is also audit-proof.
• People with the same objective work together in one place. Different
responsibilities can be mapped to role-based privileges and perspectives. Social
network features facilitate collaboration.
• Tasks make business workspaces actionable, along with reminders, milestones,
and phases.

1.1 What is new?

“Using patterns for workspace names and business object names”, page 34
For Business workspace names, you can use new name patterns for first name,
last name, and login of the user referenced by an attribute.

CSCWS230300-CGD-EN-01 Configuration Guide 7

Chapter 2
Installation and upgrade

Business Workspaces is part of a Content Server installation.

Installation guides

• OpenText Content Suite Platform - Installation Overview (SULC-IGD)

• OpenText Extended ECM - Installation Guide (LLESCOR-IGD)

Upgrade information

• Always use the latest patches for upgrade. Especially always install the latest
patch for Business Workspaces before you upgrade the database schema.
• OpenText does not support upgrading from versions older than 10.5.1. You must
first lift your system to version 10.5.1 or higher. For more information, see the
Release Notes.

CSCWS230300-CGD-EN-01 Configuration Guide 9

Chapter 3

Configuration

This chapter describes how you configure Content Server and create the necessary
configuration items for Business Workspaces.

Figure 3-1: Configuration steps, mandatory and optional

Important
Administrators need Business Administration Business Workspaces usage
privileges to configure Business Workspaces, however there are a few task that
require system administrator usage rights.

For more information about tasks that require access to the Content Server
administration pages, see “Configuration steps, which need system
administrator’s permissions” on page 14.

Most of the configuration steps are necessary for both Smart View and Classic View.
Differences are primarily in the configuration of the workspace layout.

Identify business processes

Create the root folder where business workspaces will be stored.

Business Workspaces organizes the content for different business processes in
different locations. Create one Content Server folder as the root folder for
business workspaces of one type. You will later decide if you need subfolders

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Chapter 3 Configuration

for business workspaces of a certain type and if the subfolders are named
dynamically based on metadata.
Create a classification for this specific business process.
The classification is a bracket between folder and the template. The user will
later only be able to create business workspaces in a folder using a template
that have all the same classification.

Refine metadata and events

Create a category to store metadata in attributes.

You can display the metadata to the user. You can also use attributes, for
example, to determine the subfolder, where the business workspace will be
stored, or the pattern for the name of a business workspace.
A category is optional.
Requires Business Administration Data Policies usage privilege and Category
object privilege.
Create custom columns.
You use custom columns to display data in widgets and to enhance the search
for data. Custom columns are optional.
Requires Business Administration Facets and Columns usage privilege and
Column object privilege.
Create an activity manager object.
You need the activity manager object if you want to display metadata changes
in the activity feed of a business workspace. The activity manager is optional.
Requires Activity Manager object privilege.

Build the business workspace

Create a workspace type.

The workspace type defines, for example, where business workspaces are
stored, how they are named, even in multiple languages, and how data is
presented in widgets.
Requires Usage Privilege Business Administration Business Workspaces.
Create the workspace template.
A workspace template defines the structure of a business workspace. You can
provide a folder structure and, for example, shortcuts to documents. This
folder structure will then be available in each business workspace that uses this
template.
Requires system administrator’s access to define that a template can be created
for the Content Server subtype business workspace (type 848).
Create roles and teams.
With teams and roles, you control access to business workspaces and set up
collaboration features.
Roles and teams are optional.

12 OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 3.1. Understanding the Business Workspaces volume

Requires Usage Privilege Business Administration Business Workspaces.

Design a Perspective for the business workspace.
A Perspective controls the layout in Content Server Smart View. You can
present information in widgets, tailored for the needs of each user group.
Requires Usage Privilege Business Administration - Perspectives: Global plus
the Object Privilege Perspective.
Configure search options for users.
You can support user’s search for business objects and metadata. You create
search slices to enable search.

3.1 Understanding the Business Workspaces

volume
Business Workspaces Volume

Categories
Requires Business Administration Data Policies usage privilege and Category
object privilege.
“Creating a category for the workspace type” on page 18
Classifications
“Creating a classification for workspace templates and location” on page 17
Event Bots
OpenText Extended ECM Platform - Integration and Configuration Guide (EEP-CGI)
Facets
Requires Business Administration Columns and Facets usage privilege and
Column object privilege.
“Creating a custom column” on page 42
Outlook Add-in Configuration
Requires Business Administration Business Workspaces usage privilege.
“Allowing users to save emails to business workspaces” on page 78
Perspectives
“Creating a Perspective using the Perspective Manager tool” on page 45
Saved Queries Volume
Requires Business Administration Business Workspaces usage privilege.
OpenText Extended ECM Platform - Integration and Configuration Guide (EEP-CGI)
Variables for Replacement Tags
Requires Business Administration Business Workspaces usage privilege.
“Defining variables for group replacement” on page 58
Workspace types
Requires Business Administration Business Workspaces usage privilege.

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Chapter 3 Configuration

“Creating a workspace type” on page 19

3.1.1 Configuration steps, which need system administrator’s

permissions
• “Granting permissions and privileges for business administrators” on page 14
• “Granting usage privileges to users” on page 15
• “Creating a category for the workspace type” on page 18
• “Configuring multilingual metadata languages” on page 49
• “Migrating Content Server items to business workspaces” on page 105
• “Preparing the Content Server search functionality for users” on page 68
• “Creating search slices” on page 68
• “Allowing users to save emails to business workspaces” on page 78
• “Configuring how users can copy, move, or restructure business workspaces“
on page 117

3.1.2 Granting permissions and privileges for business

administrators
The installation created the Business Administrators user group, which has all
necessary usage privileges for business administrators and access to the Business
Workspaces volume. You must now also grant permissions for some of the
configuration volumes, object privileges, and the Warehouse usage privilege.

Note: Business administrators now have default access to the Business

Workspaces volume without manual configuration.

To grant permissions to configuration nodes:

1. Log on as system administrator.

2. From the function menu of a configuration volume, select Permissions.

3. In the Assigned Access area, click Grant Access.

4. Add the Business Administrators group and grant the required permissions up
to and including the Delete permission. Make sure the Delete permission is
only for sub-items not for the root folder, for example for the categories but nor
for the Categories volume.

5. Select Apply to this Item & Sub-Items and click Update.

6. Apply this to the following configuration nodes:

• Enterprise workspace to create the root folder for business workspaces

14 OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 3.1. Understanding the Business Workspaces volume

• Categories volume
• Classifications volume
• Facets volume
• Outlook Add-in Configurations
• Saved Queries Volume
• Document Templates volume

To grant object privileges:

1. On the Content Server Administration page, click Core System - Feature

Configuration > Object Privileges.

2. Add the Business Administrators group to the following object privileges:

• ActiveView
• Category
• Category Folder
• Classification
• Custom View
• LiveReports if you want to configure widgets, which use LiveReports
• WebReports if you want to configure widgets, which use WebReports
• License metering if you want to run the License report.

To grant the transport warehouse usage privilege:

1. On the Content Server Administration page, click Core System - Feature

Configuration > Usage Privileges.

2. Add the Business Administrators group to the Warehouse Administration -

Warehouse Manager usage privilege. This usage privilege is optional.

3.1.3 Granting usage privileges to users

The following Content Server privileges are related to Business Workspaces:

• Business Administration:
Content Server Document Templates
Business Workspaces
• Move Business Workspaces: Only users with this privilege can move a business
workspace to a different folder.
• Edit attributes relevant for group mapping: This privilege is relevant if you use
group replacement in the template. It restricts the editing of attributes that are
used to define the groups that have access to a business workspace. For more
information, see OpenText Extended ECM for SAP Solutions - Customizing Guide
(ERLK-CGD).

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Chapter 3 Configuration

• Regenerate Reference Attribute: This privilege allows to generate a new

reference number. This may be necessary if the reference number contains
attributes and these attributes have changed. For more information, see OpenText
Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD).

To administer the privileges:

1. On the Content Server Administration page, click Core System – Feature

Configuration > Usage Privileges.

2. Find the Business Workspaces usage types and configure them according to
your requirements.

3.2 Understanding business workspaces creation

scenarios
Different scenarios exist to create business workspaces. Each scenario has its own
requirements for proper functionality.

Adding a business workspace in a specific folder

Users can create a business workspace in Smart View and Classiv View using
the Add Item functionality in a specific folder and selecting the template that is
used to create the business workspace.
Only templates are available where the following requirements are met:

• Template and folder have the same classification assigned. See “Creating a
classification for workspace templates and location” on page 17.
• Classification is located in the configured classification tree. See
“Configuring document template settings” on page 51.
• The current user has See and See Contents permissions for the template. See
“Defining team roles and team participants” on page 63.
• The Smart View user has See and See Contents permissions for the
document template volume.

Adding a business workspace using the side panel

Users can create business workspaces in Smart View using the icon in the
Header Bar. A side panel opens where the template that is used to create the
business workspace can be selected.
Only templates are available where the following requirements are met:

• The Location for the business workspaces is a Content Server Folder and the
Use also for manual creation check box is enabled. See “General settings of a
workspace type” on page 21.
• The Smart View user has See and See Contents permissions for the template.
See “Defining team roles and team participants” on page 63.

16 OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 3.3. Creating a classification for workspace templates and location

• The Smart View user has See and See Contents permissions for the
document template volume.
• The Smart View user has Add Items permission for the configured creation
location.

Classifications are not relevant for this scenario.

Adding a business workspace using automatic creation
The creation of a business workspace is triggered by an event in the SAP system.
For more details, see OpenText Extended ECM for SAP Solutions - Customizing
Guide (ERLK-CGD).

3.3 Creating a classification for workspace

templates and location
Users can only create business workspaces in a specific folder if this folder bears the
same classification as the business workspace’s template.

All classifications for business workspaces must be grouped in one classification

tree. You must add this classification tree in the Document Template settings. For
more information, see “Configuring document template settings” on page 51.

To create a classification for the folder where the business workspaces are
created:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Classifications.
2. Open an existing classification tree or create a new one. You can name the
classification tree, for example, Workspace Types. The classification tree must
be set in the Document Template settings. For more information, see
“Configuring document template settings” on page 51.
3. Click Add Item > Classification and define the new classification according to
your requirements. Usually, you create a classification for each workspace type.

3.4 Creating a root folder for the business

workspaces
In Content Server, you create a folder where business workspaces can be created.
This is the root folder for business workspace of a certain type. The structure within
this folder depends on how you configure the location path and sub location path of
the workspace type. You can have fixed subfolders, and you can determine the
subfolders based on attribute values.

For example, customers are classified by their sales districts “South” or “North”.
You can use the sales district attribute to determine if the business workspace is
stored in the South or the North folder. For more information, see “General settings
of a workspace type” on page 21.

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Chapter 3 Configuration

Add the classification that you created for this folder.

To create and configure the folder:

1. In Content Server, go to the location where you want to create the root folder
for your business workspaces.

2. Add a new folder and configure it as required: Add a name, description. For
Classic view, you can also select an icon.

3. From the Classifications list, select the classification that you created in
“Creating a classification for workspace templates and location” on page 17.

Important
This classification must be the same for folder and template, which you
will configure in “Creating a workspace template” on page 50.

3.5 Creating a category for the workspace type

Content Server categories bundle attributes and define their type and order. You can
create your own categories to add relevant metadata to business workspaces. If you
add a category to a workspace template, it is automatically available in business
workspaces that are based on this template. You can also only use category
attributes for the definition of workspace name and location.

Tip: To create a category, you need the Business Administration Data Policies
usage privilege and Category object privilege.

Workspace type configuration

• Define the location of the business workspace

• Define names for business workspaces
• Display information in widgets

For more information about categories, see the Content Server Administration help.

To create a category:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Categories.

2. Click Add Item > Category. Define the new category according to your
requirements, and click Add.

3. Click the newly created category and add attributes to it.

a. Click Add Attribute and select an attribute type, usually this is Text: Field
or Text: MultiLine.
b. Define the attribute.
c. Click OK and repeat the steps for all other attributes.

18 OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 3.6. Creating a workspace type

Tip: OpenText recommends that you have an attribute that you can
use to uniquely identify the business workspace, for example an ID.
You can also use the Text:Reference to uniquely identify the
business workspace. For more information, see “Using the Reference
attribute” on page 38.
4. Click Submit.

3.6 Creating a workspace type

A workspace type provides the framework for the creation of business workspaces. It
defines how business workspaces of this type will look like.

What you configure in a workspace type

• Name of the business workspace, also in several languages

• Location of the business workspace
• Indexing and search settings
• Access policies
• For Smart View

– Name of the workspace type in several languages. The workspace type name
can be displayed in the header tile or in the metadata tile of a business
workspace.
– Default icon for business workspaces of this type. Icons can also be changed
on each individual business workspace.
– Perspective Manager: Configure a business workspace layout for the
workspace type. Perspective Manager is a separate tool.
• For Classic View

– An icon for business workspaces of this type.

– The population of the business workspace sidebar with sidebar widgets.
Sidebar widgets enhance the standard user interface with additional
information related to the respective business workspace.

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Chapter 3 Configuration

To create a workspace type:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Workspace Types.

3. Click Add Item > Workspace Type.

4. Define the new workspace type as described in the following sections.

20 OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 3.6. Creating a workspace type

3.6.1 General settings of a workspace type

Name
Provide a name for the workspace type. This name is used in Classic View, in
Perspective Manager, and when creating workspace templates in Smart View.
This field is mandatory when creating a workspace type. When editing a
workspace type, the field is read-only. To rename a workspace type or provide
multilingual values, from the function menu, select Rename.
Workspace Type Names
Add a workspace type name for each language available in Content Server. The
workspace type name can be displayed in the header tile or in the metadata tile
of a business workspace. Depending on the language users have chosen, they
see the localized workspace type name.

Note: To define multilingual workspace type names, add languages to the

multilingual metadata in Content Server. For more information, see
OpenText Extended ECM Platform - Integration and Configuration Guide (EEP-
CGI).

Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.

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Chapter 3 Configuration

Business Workspace Names

You can display the names of business workspaces, even in different languages,
and you can form patterns for the workspace names from attributes, for example
Customer [91100:City]/[91100:Name] ([91100:Id:+3(4)]). For more
information, see OpenText Extended ECM for Salesforce - Configuration Guide
(EESA-CGD). You must at least define the workspace name for the default
language.

Example: The workspace type for “Equipment” has been configured to display
workspace names in English and French.
Kate has set her preferred metadata language in Content Server to English; she sees the
business workspace for equipment 1000476 under its English name “Equipment Truck
12”. Monique, whose metadata language is French, sees the same workspace under its
French name “Équipement Camion 12”.

Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.

Generate names also for workspaces without business object: Select this
option if you want to use the name pattern also for business workspaces that do
not have a business object, which could provide the metadata for the name
pattern. If you use this option, OpenText recommends that you use mandatory
attributes for the name pattern. So, when creating a workspace, users must
provide metadata required for the name generation.

Workspace Icon
Specify an icon, which is displayed in business workspaces of this type in
Classic View. Click Select Icon to browse the available icons. The icon is visible
to users in the Classic View on business workspaces and their root folder. For
Smart View, you use the Widget Icon.

Widget Icon
Select an icon that is displayed in Smart View for business workspaces of this
type. For more information, see “Widget icon” on page 27.

Perspective Manager
The Perspective Manager is a tool with which you design different layouts. If
you start the Perspective Manager from this link, it opens with a predefined
layout template for business workspace perspectives. You can edit an existing
Perspective or create a new one. For more information, see “Creating a
Perspective using the Perspective Manager tool” on page 45.

Workspace Copying
Select this option to prevent users from copying business workspaces of this
type.

Workspace Creation Settings

Define the folders under the root folder where business workspaces are created
and stored.

22 OpenText™ Business Workspaces CSCWS230300-CGD-EN-01

 3.6. Creating a workspace type

• Location
Define the root folder where business workspaces of this type are created
and stored. Root folder and template must have the same classification. Only
business workspaces based on templates with the same classification as the
location can be created in this location. For more information about the root
folder, see “Creating a root folder for the business workspaces” on page 17.
Select one of the following options:

– Content Server Folder

A fixed Content Server folder. Click Select and browse to the Content
Server folder that you created as root folder. All business workspaces are
created in this folder or in subfolders.
– Current Location
The folder in which users create a business workspace. This is the default
option.
– From Business Property
For Extended ECM only: A business property from the business
application determines the location of the business workspace. You must
enter the name of the business property manually. Enter only the name of
the business property without parentheses, for example, CUSTOMER. You
can only use a business property of type Text and it must contain the
Content Server node ID of a folder.
The business workspaces are then created in a folder that corresponds to
the business property’s value.

Important
The business workspace is not moved automatically when the value
of the business property, which determines the location, is changed.
– From Category Attribute
A category attribute determines the location of the business workspace.
Click Select and select a category. Then select an attribute. The attribute
must contain the Content Server node ID of the folder.
The business workspaces are then created in a node that corresponds to
the attribute.

Important
The business workspace is not moved automatically when the
attribute, which determines the location, is changed.
• Sub Location Path
Create a subfolder structure rather than saving all business workspaces in
one folder. Select From Pattern to enter a pattern for the subfolder creation.
You can use normal text, categories and attributes, and modifiers to create
subfolders, for example [2032760:Region:(3)]/[2032760:City:+5].

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Chapter 3 Configuration

This option is only available for location options Content Server Folder,
From Category Attribute, From Business Property (with Extended ECM),
but not for option Current Location. For more information, see OpenText
Extended ECM for Salesforce - Configuration Guide (EESA-CGD).
Click Insert Attribute to select a category and an attribute.
You can also use multivalue attributes. This creates a folder path in the order
of the values in this multivalue attribute. Empty values may only be at the
end of the multivalue attribute.
If a sub location folder does not exist when the business workspace is
created, the folder is created. You must ensure that the category attribute is
never empty, for example by making it mandatory. If all attributes for a sub
location are empty, the business workspace is created in the location folder.
This applies to both single value and multivalue attributes.
• Use also for manual creation
Select this option if you want to use the location settings also for manual
creation of business workspaces. Business workspaces are then only created
in the specified location, regardless of the folder where the user started the
creation. In Classic View, after the business workspace has been created, the
user is directed to the newly created business workspace. In Smart View,
users see a confirmation message. Obviously, this option does not apply if
you chose Current Location for the workspace creation.

Note: If you use this option in combination with a sub location path
that is based on an attribute, you must be aware of the following
behavior:
When a user creates an early business workspace manually, it does not
automatically have the required attributes. As a consequence, the
attribute that determines the sub location path might be left empty, and
the business workspace will be created in a location that is not quite
wanted. You can prevent this by adding the category attribute for the
sub location path to the workspace template so that the attribute is
displayed in the workspace creation wizard. In addition, you make it
required, so that the user is forced to provide a value for the attribute
that determines the sub location path.
• Directly open created workspace
In Smart View, the newly created business workspace will be opened right
after its creation.
• Create workspaces with fast bulk method
When creating big number of business workspaces, for example for the initial
load, you can use the fast bulk method. This method creates business
workspaces much faster but has its restrictions:

– Location
Only folders and business workspaces are supported. If you configure
From Business Property or From Category Attribute, and the business

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 3.6. Creating a workspace type

property or category attribute contains the ID of a business workspace,

any workspace hierarchy configuration of the parent business workspace
is ignored.
– Sub-items
A business workspace template can only contain the following items:

○ Related business workspaces

○ Folder
○ Email-Folder
○ Collection
– Nested workspaces
Composite Workspaces and Workspace Hierarchies are not supported
– Node data
Only the following node data is attached:

○ Categories and attributes

○ Classifications
○ Create Audit entry
○ Business Workspaces Roles
○ Business Workspaces Relations
○ Custom Columns
○ Facets

Other node data are not supported, most notably Recommender.

– Records Management
The following is supported:

○ Records Management Classifications are supported.

○ RSI

Supplemental Markings and Security Clearance are not supported.

– Facets and Custom Columns
Supported facets:

○ Date Created
○ Date Modified
○ Modifier
○ Owner
○ Subtype (Content Type)
○ Classification

Supported system columns:

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○ Created By
○ Creation Date
○ ID
○ Modified
○ Modified By
○ Name
○ Owner
○ Size
○ Type

Supported custom columns:

○ Workspace Modify Date

○ Workspace Type Id
○ Workspace Name
– Creation date
The Template Workspaces option Apply new creation date to sub-items
is not evaluated in the createOrUpdateWorkspaces call. In bulk mode
the created sub-items always have the actual date as create date.
– Modified By
The Modified By attribute of a node is the user, which called the
WebService call. Whereas with standard creation mode, the resulting
modifier is the Admin user.
– Reference number
Reference number generation is not supported.
– Web reports
Web Reports will not be started when a business workspace is created.
– Core Share
Content sharing with OpenText Core is not supported.

Important
Business workspaces are created in batches. If one business workspace
of a batch with fast bulk method fails to be created, the whole batch call
is ended and no business workspace of that batch is created.

Note: You can create cross application workspaces with the fast bulk
method also.

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 3.6. Creating a workspace type

3.6.1.1 Widget icon

The widget icon is displayed in Smart View for business workspaces of this type. To
add a workspace type icon, click Browse, and then select the icon.

Supported formats are gif, jpeg, pjpeg, png, x-png, and svg.

Files must not be larger than 1 MB. For best results, use a square image with the
recommended size of 128x128 pixels.

You can select from sample icons, which are in the following folder on your Content
Server installation: <Content Server Home>\support\otsapxecm\business_
object_icons, for example \\mycontentserver\C\OPENTEXT\support\otsapxecm
\business_object_icons.

Notes

• If no icon is configured for the workspace type, a default is taken. Users with
sufficient permissions can change the icon for an individual business
workspace.

• For proper functionality of widget icons the Support Asset deployment must
be enabled. Go to Content Server Administration > Support Asset
Administration > Configure Support Asset Deployment. For details, see
OpenText Content Server - Support Asset Administration (LLESSAM-H-AGD).

3.6.2 Advanced settings of a workspace type

Search Settings
Configure how the search behaves when a user searches from a business
workspace that has related workspaces:

• Disable the search in related workspaces.

• Let the users decide if they want to search in related workspaces.
This option is only available to users in Classic View. In Smart View it
behaves in the same way as if Disabled is configured.
• Always search in related workspaces.

Indexing Settings
Select if the category attributes of the business workspace should become
supplementary indexed metadata for child objects and nested business
workspaces. With this option, users can use category attributes in the advanced
search to also find items like documents, emails, folders, or task lists, which are
located in a business workspace. You can select which Content Server object
types will be indexed. Changing this setting takes effect only for documents that
are added after this change. Already existing documents must be re-indexed.
For more information, see OpenText Extended ECM for Salesforce - Configuration
Guide (EESA-CGD).

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Sidebar Widgets
Configure sidebar widgets that display metadata in the business workspace in
Classic View. For more information, see OpenText Extended ECM for Salesforce -
Configuration Guide (EESA-CGD).

Classification
Optionally, select a classification for this particular workspace type. This
classification is not added to business workspaces and not related to the
classification that links storage location and template.

Records Management
Enable Records Management for the creation of business workspaces. You can
view RM Classification information in the business workspace properties.
Changing this option immediately effects business workspaces of this type.

Roles
Adds the creator of a business workspace to the Team Lead role, if this role
exists.
This option is enabled by default. During upgrade, it is automatically enabled
for existing workspace types.

Policies Enabled (SAP integration only)

Not relevant for Business Workspaces.

External Document Storage (only with Extended ECM)

Documents that were generated in the business application can be stored in the
business workspace.

• Sub Location Path

You can create a subfolder structure. Select From Pattern to enter a pattern
for the subfolder creation. You can use normal text, categories and attributes,
and modifiers to create subfolders, for example [2032760:Id:(3)]/
[2032760:Id:+5]. For more information, see OpenText Extended ECM for
Salesforce - Configuration Guide (EESA-CGD).
Click Insert Attribute to select a category and an attribute.
Attributes must be mapped to business properties. If a sub-location folder
does not yet exist when the business workspace is created, the folder is
created.

• RM Classification
Define if and how an RM classification is added to the document.

– Select None if you do not want to add an RM classification.

– Select From Category Attribute if you want to use a category attribute to

determine the RM classification of the external document.
Click Select and select a category. Then select an attribute. The attribute
must contain the Content Server node ID of the RM classification.

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 3.6. Creating a workspace type

– Select RM Classification if you want to add one specific RM

classification. Click Select and select the classification.

3.6.3 Configuring sidebar widgets for Classic View

For a workspace type, select a sidebar widget type and configure it. You can also
enable or disable it and set the order of the sidebar widgets in a workspace type.

Note: You must save or apply the settings of the workspace type before you
can configure sidebar widgets.

Tip: You can drag the sidebar widgets configuration to change their order.

Each sidebar widget type requires characteristic configuration parameters. You can
configure each sidebar widget individually. You can also use the same sidebar
widget type several times with a different configuration.

The following sidebar widget types are available:

• “Attributes sidebar widget” on page 30

Displays category attribute values of the business workspace.
• “Recent Changes sidebar widget” on page 31
Displays a list of documents inside the business workspace, which have recently
been changed.
• “Related Items sidebar widget” on page 32
Displays links to other workspaces that are related to this business workspace,
both in parent or child relation.
• “Work Items sidebar widget” on page 33
Displays the work items the user has for the business workspace. These work
items include tasks, workflow tasks and reminders.

To manage sidebar widgets:

You manage and configure sidebar widgets for each workspace type.

1. To enable a sidebar widget, select the box in the Enabled column.

2. To change the order of the sidebar widgets, drag them to the desired position.

3. To define the title of a sidebar widget, you can either enter text, or use
replacement variables.
The supported variables are a subset of the replacement variables of the
Document Templates module.

• <ParentName />: The name of the business workspace.

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• <Category_category_attribute[value index] />: The value of the

specified attribute. The category parameter is the object ID of the category
or the category name, and attribute is the ID of the attribute or the
attribute name. The [value index] parameter is optional and is used to
identify the specific value for a multi-value attribute. The format for [value
index] is integer in square brackets.

Example: <Category_Customer_Name />, <Category_273845_12[2] />

• <Login />: Login name of the current user.

• <UserID />: User ID of the current user.

• <UserName />: Name of the current user.

4. For JavaScript Sidebar UI widgets: Select Horizontal to include the sidebar

widget in a sidebar with horizontal orientation. Select Vertical to include the
sidebar widget in a sidebar with vertical orientation.

5. To configure each sidebar widget, click Detailed Configuration. For details, see
the following sections.

3.6.3.1 Attributes sidebar widget

The Attributes sidebar widget displays attributes of the business workspace. You
can select any attribute available in Content Server categories. Typically, you select
information related to the business workspace.

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 3.6. Creating a workspace type

Attributes
Defines which attributes are displayed. Click Browse Content Server to select
the category; then select the attribute. It depends on the selected category which
attributes are available.
Categories Tab
Defines if a link is displayed in the sidebar widget that opens the Categories tab.
All categories and attributes of the business workspace are displayed on the
Categories tab.

3.6.3.2 Recent Changes sidebar widget

The Recent Changes sidebar widget displays a list of items that have been changed
in the last days.

Date to Use
Defines which date field is used to determine if an item is displayed in the list.
You can either use the date when the latest version was added (Version Added)
or the date of the last modification (Modify Date).
Oldest Change
Changes older than the defined number of days are not displayed. If you do not
enter a number, all changes are displayed.
Items to Display
Number of items that you want to be displayed in the list. If the number of
recent changes is higher than what you defined here, only the latest changes are
displayed.

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3.6.3.3 Related Items sidebar widget

The Related Items sidebar widget displays business workspaces that are related to
this business workspace.

Relationships can be defined manually in Content Server Classic View.

Manual relationships are always added as child workspaces in the hierarchy.

Tip: For an alternative to display related workspace in Content Server Classic

View, see “Displaying related business workspaces in a folder” on page 66.

Display Style
Defines if the related items are displayed as list (List) or as tree view (Tree).

Show Parent Relationships

Displays the business workspaces that are defined as parent workspaces for the
current workspace.

Show Child Relationships

Displays workspaces that are defined as child workspaces for the current
workspace.

Workspace Types Shown

Restricts the related workspace types.

Children Shown / Relationships Shown

For the display style Tree: Defines how many child workspaces are displayed.
For the display style List: Defines how many relationships, parents and children,
are displayed. Default is 7.

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 3.6. Creating a workspace type

Show Related Workspaces Folders

Defines if a link to the Related Workspaces folder, which is defined in the
template, is displayed. Select When not all items shown if you only want to
show the link when the number of workspaces exceeds the number defined for
Children Shown.

3.6.3.4 Work Items sidebar widget

The Work Items sidebar widget displays the work items the current user has for the
business workspace. These work items include tasks, workflow tasks, and
reminders.

Show Ahead
Only work items with a due date before the specified number of days from
today are displayed.
Task Lists
A workflow can be started for the business workspaces and items inside a
business workspace with the function menu entry Initiate Business Workflow.
The sidebar widget displays all tasks in the My Assignments tab of the current
user for these workflows.
Reminders
Displays all follow ups of the current user for any Content Server item in the
business workspace. The follow ups are also displayed in the My Assignments
list of the user. Only reminders with status Active or In Progress are displayed.
Initiated Workflows
Defines if workflow steps related to the business workspace are displayed and if
steps without due date are also displayed.
Personal Assignments
Defines if a link to the personal assignments is displayed. These are all personal
assignments, not only those related to the business workspace.

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3.6.4 Using patterns for workspace names and business

object names
New: For Business workspace names, you can use new name patterns for first
name, last name, and login of the user referenced by an attribute.

You can use name patterns to create names for business workspace names and
business object names.

• Business workspace names: free text, category attributes. See “General settings
of a workspace type” on page 21.
• Business object names: free text. No attributes.

Important
Multivalue attributes are not supported for business workspace names or
business object names.

Examples for name patterns in Content Server

Free text and attributes

You can combine text and attributes to form a name pattern. You can also use
characters like dash (“-”), parenthesis (“( )”), or forward slash (“/”) in this name.

Important

• You cannot use the following characters:

– Colon : cannot be used because Content Server does not allow colon
in a node name.
– Square brackets [ ] cannot be used in the pattern because those are
used in the pattern syntax to indicate category attributes or business
properties.
In attribute values however, square brackets can be used.
• If one of the attributes in the name pattern for multilingual workspace
names and business object names does not provide a value, this
attribute is omitted without error message.

• Pattern – Material - [123117:Material Description] ([2032760:Id])

• Result – Material - Standard Water Pump SWP123 (00000123)

First name, last name, login

You can use firstname, lastname, and login as additional modifiers for an
attribute. login adds the login name of the selected user or the group name of
the selected group to the generated name. firstname or lastname adds the first
name or last name of the selected user to the generated name but nothing if a
group is selected.

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 3.6. Creating a workspace type

These modifiers are valid for attributes of type User, which can include groups,
and for other attribute types like Text if the value is a user or group ID.
If you use a User attribute in a pattern without any of the these modifiers, the ID
of the user or group is used for the name generation.

• Pattern –
[223113:User:firstname]Â [223113:User:lastname]Â ([223113:User
:login]) - Fire Insurance

• Result – John Doe (jdoe) - Fire Insurance

Offset: +0
Cut off the specified number of characters and displays the rest. The offset must
not be greater than the actual attribute length. Otherwise, an out-of-bound error
is displayed. Separate the modifier from the attribute by a colon.

• Pattern – Material - [123117:Material Description] ([2032760:Id:

+4])

• Result – Material - Standard Water Pump SWP123 (0123)

Cut off the first four digits of the ID.

Length: (0)
Display the specified number of characters. The length value may be greater
than the original attribute length. Separate the modifier from the attribute by a
colon.

• Pattern – Material - [123117:Material Description:(20)]

([2032760:Id])

• Result – Material - Standard Water Pump (00000123)

Displayed only the first twenty characters of the Material Description.

Combination of offset and length

Combine pattern modifiers.

• Pattern – Material - [123117:Material Description:(20)]

([2032760:Id:+4(3)])

• Result – Material - Standard Water Pump (012)

Added the string “Material - ”, displayed only the first twenty characters
of the Material Description, cut off the first four digits of the material ID and
displayed only three, set the material ID in parenthesis.

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3.6.5 Using patterns for the location path

You can form a pattern from attributes, text and a modifying syntax to define the
following:

• Location where business workspaces are stored. For more information, see
“General settings of a workspace type” on page 21.
• You can use multivalue attributes. This creates a folder path in the order of the
values in this multivalue attribute. Empty values may only be at the end of the
multivalue attribute.

Important

• You cannot use the following characters:

– Colon : cannot be used because Content Server does not allow colon in a
node name
– Square brackets [ ] cannot be used in the pattern because those are used
in the pattern syntax to indicate category attributes or business
properties.
In attribute values however, square brackets can be used.
• The forward slash (“/”) separates subfolders.
• If one attribute of many attributes used for a subfolder is empty, the
business workspace is not created. Empty attributes can cause an unwanted
location and are therefore handled as error. OpenText recommends that
you define attributes, which are used for the location in manual creation, as
mandatory.
• If a multivalue attribute contains empty values, which are not at the end of
the multivalue attribute, the business workspace is not created. Empty
attributes can cause an unwanted location and are therefore handled as
error.
• If all attributes for a sub location are empty, the business workspace is
created in the location folder. This applies to both single-value and multi-
value attributes.

To use the pattern for locations:

1. From the Sub Location Path list, select From Pattern.

2. Click Insert Attribute, then select an attribute and click Insert.

3. Enter text or syntax elements to form your pattern. The forward slash (“/”) is
used to separate folders.

Tip: You can also use the reference number attribute for a more elaborate
number schema. For more information, see “Using the Reference attribute”
on page 38.

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 3.6. Creating a workspace type

Examples for location path patterns in Content Server

Free text and attributes

You can combine text and attributes to form a name pattern. You can also use
characters like dash (“-”), parenthesis (“( )”).
The forward slash (“/”) separates subfolders.

• Pattern – [36892:Production year]/[36892:Production month]

• Result – 2017 > 03
Creates folders for production year and month

Offset: +0
Cut off the specified number of characters and displays the rest. The offset must
not be greater than the actual attribute length. Otherwise, an out-of-bound error
is displayed. Separate the modifier from the attribute by a colon.

• Pattern – [2032760:Id:+4]
• Result – 0123
Cut off the first four digits of the ID.

Length: (0)
Display the specified number of characters. The length value may be greater
than the original attribute length. Separate the modifier from the attribute by a
colon.

• Pattern – [123117:Material Description:(20)] ([2032760:Id])

• Result – Standard Water Pump (00000123)
Displayed only the first twenty characters of the Material Description.

Combination
Combine all of those pattern modifiers.

• Pattern – Material/[123117:Material Description:(20)]/[PRODUCT_

YEAR]

• Result path – Material/Standard Water Pump/2017

Added the folder “Material” as root folder, displayed only the first twenty
characters of the Material Description, and displayed the production year
from a business property.

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3.6.6 Using the Reference attribute

You can use the Text:Reference attribute to create a reference number. The reference
number is a category attribute, which uses variables, text strings, and other
attributes to form a reference number schema.

You can also use the reference attribute to create the name. If you use the reference
attribute for the workspace name, you must be aware of the following behavior: If
you change the reference number schema in a category and update all existing
objects with the changed category, only the attribute changes. The generated name
of the business workspace does not change.

Notes

• Re-generate reference – You can re-generate reference numbers after you

changed one of the dependent category attribute values. In Classic View,
after changing the dependent attributes that are available in the reference
number schema, you must first click Submit or Apply before you click Re-
generate reference. Otherwise you will get an error message.
• You can only have one Text:Reference attribute per category. The
Text:Reference attribute cannot be used in workflows.

Example 3-1: Example of a reference schema

Business workspaces for customers are stored in a folder structure, which

reflects departments, for example FS01 for Financial Services.

Reference [241162:CustomerName]-%fileplan%/%sequence%
schema
Result Brown Lawnmowers-FS01/0015

Variable Description
241162:CustomeName Attribute CustomerName. In this
example, the category has the ID 241164.
%fileplan% Folder name.
%sequence% Serial number. It is formatted as a four-
digit number 000N. In this example, it
creates the number 0015.

To add a reference attribute:

1. Open the category that you use for the workspace type.
2. Add the Text:Reference attribute to this category.
3. Define the attribute:

• Name: Name as it displays for the user, for example, file number or
reference number.

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 3.6. Creating a workspace type

• Order: Attribute, which precedes the reference attribute in the category.

• Show in Search: Allows users to search based on this attribute.
• Length and Display length: Maximal length of the reference. Consider also
the length of other attributes and variables that you use in the Attribute
number schema.
• Attribute number schema: Define the schema. You can use the following
elements:

– Text: Text strings or special characters such as hyphens. If you want to

use a percentage sign as text, use the %% variable.
– Attributes: Content from other attributes in the same category. Select the
desired attribute from the list.
– Variables: Variables for dates, sequence and other. For more
information, see the following table.

Variable Description
%sequence% Consecutive number within the
schema
%parentFileId% Reference of the parent business
workspace
%fileplan% Name of the folder in which the
business workspace is stored
%rm-classification% Name of the RM classification which
the business workspace uses
%rm-filenumber% File number of the RM classification
used by the business workspace
%a% Abbreviated weekday with three
characters. The characters depend on
the Content Server language settings.
For example, Mon or Tue for English
%b% Abbreviated month name with three
characters. The characters depend on
the Content Server language settings.
For example, Jan or Mar for English
%c% System date
%d% Day in the month with two digits from
01 to 31
%j% Day in the year with three digits from
001 to 366
%m% Month with two digits from 01 to 12
%w% Weekday in one digit from 1 to 7,
where 1 stands for Sunday

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Variable Description
%y% Year with two digits. For example, 18
for 2018
%A% Full weekday name. The characters
depend on the Content Server
language settings. For example,
Monday
%B% Full month name. The characters
depend on the Content Server
language settings. For example, March
%H% Hours in two two-digit hours on a 24-
hour clock, from 00 to 23
%I% Hours in two two-digit hours on a 12-
hour clock, from 01 to 12
%p% AM or PM on a 12-hour clock
%M% Minutes in an hour from 00 to 59
%S% Seconds in a minute from 00 to 59
%P% Years marked as AD or BC
%U% Week number in the year, with
Sunday as the first day of the week
%W% Week number in the year, with
Monday as the first day of the week
%Y% Year with four digits. For example,
2019
%% A percentage sign

• Attribute number format: Number of digits and leading zeros that are
added to a serial number created with the %sequence% variable. The entry
only adds digits if you use the variable in the Attribute number schema.

Example: 000N creates a serial number from 0001 to 9999.

• Store previous reference in: Attribute that saves legacy reference numbers.
A reference number can change if you changed one of the variables used, for
example, the file name.
The attribute selected here must be a text attribute and has to have at least
the same length as the reference attribute itself.

4. Click OK.

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 3.6. Creating a workspace type

3.6.7 Managing workspace types

To manage workspaces types:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Workspace Types.

2. To enable a workspace type, from the function menu, select Enable Creation.
You see the current status of the workspace type in the Creation Status column.

Enabled
This workspace type is available to create new business workspaces.
Disabled
This workspace type is not available to create new business workspaces;
however, this workspace type will be used to display business workspaces
that were already created from this type.

3. To edit an existing workspace type, click the name of the workspace type, or
from the function menu, select Edit.

4. To rename an existing workspace type, from the function menu, select Rename.

Note: Although you can set multilingual names for a workspace type,
always the name in the default language is used.

5. To delete a workspace type, select it, and then click Delete. The perspectives
folder of this workspace type is also deleted.
You can only delete workspace types that are not used by a business workspace
and have no perspectives in the corresponding folder. The value in the In Use
column must be No.

6. To check the indexing status of the items in a business workspace, see the
Indexing Status column:

Re-indexing required
This status always occurs when you change the indexing settings of the
workspace type.
You may see this status even if no workspaces or no sub-items within
workspaces exist yet. When performing the test run and no documents are
found for re-indexing, the status will change again to Indexing is up to
date.
Up to date
All items have been passed to the index engine. However, it may still take
some time until the items are fully processed and searchable.

For more information about indexing, see OpenText Extended ECM for Salesforce -
Configuration Guide (EESA-CGD).

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3.7 Configuring Smart View for Business

Workspaces
You have several ways to configure how a Business Workspace can appear in Smart
View.

3.7.1 Creating a custom column

You can create a custom column to display category attributes in widgets of Content
Server Smart View. For more information about widget configuration, see
“Configuring widgets for a Business Workspace” on page 47.

The following custom columns have already been created in the Facets volume in
the Workspace Columns folder.

• Workspace Type ID
• Workspace Name in each multilingual metadata language that is configured on
Content Server, for example Workspace Name en.
If you added another multilingual metadata language after installation, you must
create the respective column manually and prepare it for sorting and filtering.

Tip: To create a custom column, you need the Business Administration Facets
and Columns usage privilege and the Column object privilege.

Example: The collapsed view of the Workspaces widget displays the workspace name only.
The expanded view of the same widget displays columns for workspace name, creation date,
and owner and is sorted by creation date.

The workspace name is a default custom column. Creation date and owner are created as
system default columns during installation of Content Server.

Note: You can enable sorting by date in the Workspaces widget or the Related
Workspaces widget. For this, you create a custom column for the Workspace
Modify Date data source and configure it to be sortable so that it can be used
for sorting and filtering. No further configuration is required in the widget.

For more information about how to configure widgets, see OpenText Content Server -
Widget Configuration Online Help (CSAV-H-CWG).

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3.7.1.1 To create a custom column

To create a custom column:

1. On the global menu, click Enterprise > Business Workspaces.

2. On the Business Workspaces page, click Facets.

3. On the Facets page, browse to the folder where you want to store your custom
columns.

4. On the folder page, click Add Item > Column.

5. On the Add: Column page, add a name and, optionally, a description.

6. In the Data Source list, select a category attribute. Each attribute can only be
used once in a custom column. If an attribute is already used as data source for
a custom column, it is no longer listed.

Tip: A custom column displays a maximum of 64 characters of data. If the

data exceeds 64 characters, the text truncates and ellipsis (...) appears to
represent the missing data. Setting the column width to a value greater
than 64 characters does not affect this limitation.

7. To enable sorting and filtering, select the Sortable check box and click Add.
To only display the column in the Workspaces widget, in the Related
Workspaces widget, or in the Browse view in Classic View for on-premise
installations, clear the Sortable check box.

8. Optional While you wait for the column to be built, to monitor the status, select
Properties > Specific from the function menu.

9. Smart View: From the function menu of the custom column, select Properties >
Workspaces. Then select Used for Sorting and Filtering. When you click
Update the database index is created concurrently, which may take a few
minutes.

Notes
After the database index has been created, you can use the custom column
for filtering and sorting.

• Filtering is only supported for data type String.

• Sorting is not supported for User fields.

For more information about custom columns, see the help available in Content
Server.

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3.7.2 Converting a rule-based Perspective to a Workspace-

type Perspective
For Business Workspaces on off-cloud systems, Perspectives that were created with
Content Server versions 16.2.9 or earlier, are Container Perspectives that determine
their respective workspace type with a rule. Starting from Content Server version
16.2.10, Perspectives can be created as Workspace-type Perspectives. The workspace
type is set automatically when you launch the Perspective Manager tool from the
Workspace Type configuration page.

Starting from Content Server version 20.2, Perspectives are no longer ActiveView
based. All new Perspectives use a new Perspectives node-type. Legacy ActiveView-
type Perspectives must be manually converted to the new Perspectives node-type
Perspectives.

Important
If you have more than one Perspective for the same workspace type, you must
follow a certain order for the conversion of these Perspectives.

3.7.2.1 To convert a rule-based Perspective to a Perspective node-type

Perspective

To convert a rule-based Perspective to a Perspective node-type Perspective:

1. On the global menu, click Enterprise > Business Workspaces.

2. On the Business Workspaces page, click Perspectives.

3. Check for multiple Perspectives for the same workspace type by sorting the list
of Business Workspaces Perspectives by size to see all workspace type folders
with multiple Perspectives in them. If there are no workspace types with
multiple perspectives, the order of migration is not relevant and you can skip
the steps 4 and 5.

4. Go to Content Server Administration > ActiveView Administration > Manage

Global Perspectives.

Note: This page only appears if you still have legacy ActiveView-type,
rule-based Perspectives in the system.

5. On the Global Perspectives page, in the Container Perspectives section, search

for Perspectives with the same workspace type ID.

Important
Take note of the order in which these Perspectives are listed. You must
convert the Perspectives in this same order.

6. On the global menu, click Enterprise > Perspective Manager.

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 3.7. Configuring Smart View for Business Workspaces

7. On the General tab of the Perspective Manager, open the workspace

perspective that you want to convert, click Edit Perspective and convert it. Stick
to the order that you noted in step 5.

a. On the General tab, in the Create new perspective area, select the Edit
existing option and browse to the Perspective that you want to convert.
b. In the Type area, select the Workspace option.
c. Click the Rules tab, to verify the workspace type.
d. Click the General tab, and in the Workspace Type list, select the same
workspace type listed on the Rules tab.
e. Click the Rules tab and delete the rule with the workspace type.
f. On the Perspective Manager header, click Update.

For more information, see the online help for Perspective Manager.

3.7.3 Creating a Perspective using the Perspective Manager

tool
Perspectives control how users see the layout of a business workspace in Content
Server Smart View. The Perspective Manager tool walks you through the creation,
design, and configuration of a Perspective.

With Business Workspaces, the Perspective Manager tool offers a reduced set of
options for Perspectives. For Business Workspaces, a new Perspective is tied to the
workspace type and already contains a sample layout:

The Header widget, an Overview tab with a Team widget and a Metadata widget,
and a Documents tab with the Node Browsing Table widget.

This topic only covers creating a Perspective for a business workspace. For more
information about the full functionality of Perspectives and the Perspective Manager
tool, see the help available in Perspective Manager.

Important
Changes in Perspectives take effect immediately. If you are unsure of your
changes, OpenText recommends that you create your Perspective on a test
system before implementing it on a production system.

Notes

• For systems with Extended ECM Documentum for SAP Solutions, OpenText
recommends that you create a new tab in the Perspective for D2 documents.
For example, you can name the tab as “Documents” and place the
Documentum D2 widget on it to show the Documentum view of the
workspace. For more information, see OpenText Content Server - Widget
Configuration Online Help (CSAV-H-CWG).
• In each business workspace, you can have only one Node Browsing Table
widget, regardless of how many tabs you have.

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• When you transport Perspectives using the Transport Warehouse, you must
follow a certain order to keep dependencies. For more information, see
“Transporting the configuration” on page 110.

3.7.3.1 To create a workspace-type Perspective

To create a Perspective for a workspace type:

1. On the global menu, click Enterprise > Business Workspaces, click Workspace
Types, and then open a workspace type.
2. On the General tab, in the Perspective Manager section, click Manage
Perspectives for this workspace type.

3. In the Perspective Manager tool, on the General tab, click Create new, and then
enter a title for the Perspective.

4. Optional On the Rules tab, create logical rules to control when the Perspective
takes effect.

5. On the Configure tab, choose and configure the widgets for the workspace-type
Perspective.

• The widget library pane on the left contains widget groups from the installed
modules, such as the Business Workspaces widget group. You can expand a
widget group and then drag a widget to the working area.
• The working area in the middle allows you to place the widgets. When you
click on a widget in the working area, you can configure its features in the
options pane.
• The options pane on the right allows you to configure the options of the
selected widget.
• The tabs are configurable. You can create new tabs or edit them. Double-click
a tab name to rename it. To remove a tab, select another tab, and then drag
the tab, which you wanted to delete, out of the picture.

6. Click Create.

Notes

• Perspectives for Business Workspaces are stored in Perspectives volume

> Business Workspaces > <workspace_type_name_folder> where the folder
name changes to match the workspace type name.
• To edit a Perspective, open it in Perspective Manager, make the required
changes, and click Update.

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3.7.4 Configuring widgets for a Business Workspace

You can select widgets from the specified widget groups to add to a workspace-type
Perspective. Your system configuration determines which widgets are appropriate.

Note: Some widget parameters support multilingual text and are indicated
with a globe icon . When you click, a dialog opens with a text box for each
installed language.

Business The Business Workspaces widget group includes several widgets that you
Workspaces can use in a Business Workspace. For information about how to configure
widget group these Business Workspaces widgets, see Section 2 “Business Workspaces
Widget Group” in OpenText Content Server - Widget Configuration Online
Help (CSAV-H-CWG).
• Header widget
• Related Workspaces widget
• Team widget
• Metadata widget
• Workspaces widget
• Configuration Volume widget

Communities The Communities widget group includes the Discussion widget that you
widget group can use in a Business Workspace. For information about how to configure
the Discussion widget, see Section 5 “Communities Widget Group” in
OpenText Content Server - Widget Configuration Online Help (CSAV-H-
CWG).
Extended ECM The Extended ECM Platform widget group includes several widgets that
Platform you can use in a Business Workspace. For information about how to
widget group configure the File upload widget, see Section 13 “Extended ECM Platform
Widget Group” in OpenText Content Server - Widget Configuration Online
Help (CSAV-H-CWG).
• Business Attachments widget
• Dossier widget
• File upload widget
• Scan barcode widget

Extended ECM The Extended ECM Documentum for SAP Solutions widget group
Documentum includes two widgets that you can use in a Business Workspace.
for SAP
• Documentum D2 widget
Solutions
widget group • Permissions in D2 widget

For more information on the these widgets, see OpenText Content Server -
Widget Configuration Online Help (CSAV-H-CWG).

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3.7.5 Creating an activity manager object for the Activity Feed

You can use OpenText™ Content Server Pulse, to display an Activity Feed in the
Header widget or in the standard Activity Feed widget. The Activity Feed monitors
all activities related to content and status for a business workspace and its subitems.
It shows, for example, when someone adds a document.

If you want to also monitor attribute changes, you must create an activity manager
object. An activity manager object is linked to one category attribute. When the
value of the attribute changes, it creates an activity, which is then shown in the
Activity Feed widget.

Note: System administrator rights are required for this task. Please ask
OpenText Professional Services for assistance.

Example: You add the category attribute Amount of a Sales Order to an activity manager
object. When the amount changes, it is displayed in the Activity Feed.

For detailed information about the activity manager object and Pulse, see the online
help for Content Server Pulse.

Notes

• Each activity manager evaluates its rules by the order in which they are
listed.
• The Activity Feed message supports localization and starts with a default
activity string message. Optionally, you can customize the activity string
with substitution placeholders for the attribute value.

Tip: To create activity manager objects, you need the Business Administration
Facets and Columns usage privilege and Activity Manager object privilege.

To enable activity monitoring with Content Server Pulse, you need access to
the Content Server administration pages.

To enable Pulse:

1. On the Content Server Administration page, select Pulse Administration >

Configure.
2. Select Enable Pulse.

To enable activity monitoring for business workspaces:

1. On the Content Server Administration page, select Pulse Administration >

Collaboration Administration.
2. From the Select Object Types to Manage list, select the Business Workspace
object type and click the Add Object Type button .
3. Select the collaboration feature that you want to make available.

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 3.8. Configuring multilingual metadata languages

4. Click Update.

To create an activity manager object:

1. From the global menu bar, select Tools > Facets Volume.

2. Optional Create a folder for the activity manager objects.

3. Click Add Item and select Activity Manager.

4. Enter at least a name and select a category attribute as data source.

5. Click Add.

To create rules for the activity manager:

1. Open the Specific tab of the activity manager object.

2. Click Add a new rule before this one.

3. Enter a rule name and select an option from the Rule Criteria list, for example,
Value Changed.

4. The Activity String is populated with a template string. You can edit the string
and also add multilingual versions.
The standard string looks like the following: [ObjName] [AttrName] changed
from ' [OldVal] ' to ' [NewVal] '.

Example: If you created an activity manager object that monitors the status of a sales
order workspace, the string would then produce the following activity message: Sales
Order 123 status changed from ‘pending’ to ‘closed’.

5. Edit the list of Included Object Types. Remove object types that you do not
want to monitor.

6. Click Submit.

3.8 Configuring multilingual metadata languages

If you want to provide workspace type names and workspace names in different
languages, you must configure these languages in Content Server.

Note: System administrator rights are required for this task. Please ask
OpenText Professional Services for assistance.

To configure multilingual metadata languages:

1. On the Content Server Administration page, click Core System – Feature

Configuration > Multilingual Metadata.

2. Add an entry for each language that you want to support, and enable it.

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Restart Content Server after adding new language

When you add a new metadata language to Extended ECM, you must
restart your Content Server to display all links in the Extended ECM
volume correctly translated.

Figure 3-2: Configuring multilingual metadata languages

Note: If you added another multilingual metadata language after installation,

you must create the respective custom column manually.

3.9 Creating a workspace template

The creation of workspaces is based on Content Server Document Templates. A
document template is a Content Server item that contains folders, documents and
other content like task lists. You can use team roles and team participants to set up a
permission concept. You can also create a hierarchy of business workspaces, where
you define which workspace type may be included in other workspace types.

Tips

• For more information about Content Server Document Templates, see

section “Document Templates Volume Administration” in the Content
Server online help.
• Classic View: You may also add a Related Business Workspaces folder to
the template. This type of folder is used to display business workspaces that
are related, for example a customer workspace is related to business
workspaces for all its sales orders. For more information, see “Displaying
related business workspaces in a folder” on page 66.

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 3.9. Creating a workspace template

3.9.1 Configuring document template settings

You must configure that the Content Server subtype for business workspaces
(subtype 848) can be used as a template.

To configure document template settings:

1. On the Content Server Administration page, click Document Templates

Administration > Configure Content Server Document Templates.

2. In the Managed object types section, click Configure and make sure that at
least the Business Workspace (subtype 848) item is configured.

3. For the Classification tree for document types, select a classification tree for
business workspaces.

4. Set the other options as required. For more information, see the Content Server
online help for that page.

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3.9.2 Creating a workspace template

To create a workspace template:

1. On the global menu, click Enterprise > Document Templates.

2. Click Add Item > Business Workspace.

Note: For more information, see “Configuring document template

settings” on page 51.

Tips

• Typically, you create a template for each workspace type.

• You may define several templates for the same workspace type but
with differences in their attributes. For example, you can have
Customers with a revenue larger than one million Euros and Customers with
a revenue of less than one million Euros represented in business
workspaces based on different templates.

Alternatively, you can copy an existing template. Select the template and click
Copy. In the Copy To field, enter a location within the Document Templates
Volume. Then configure the new template according to your requirements. You
must create the copy only within the Documents Templates Volume, though,
and not in the Enterprise workspace.

Important
When you copy a folder that contains a workspace template, the
workspace template is not copied.

3. Fill the fields as required.

Important
Users will see the name of the template in the Add menu of Content
Server Smart View when they create a business workspace in Content
Server, for example Add > Customer or Add > Material.

4. From the Classifications list, select the same classification that you selected for
business workspace location. For more information, see “Creating a root folder
for the business workspaces” on page 17.

Important
The workspace template and the business workspace location must have
the same classification if you want to create them manually.

5. Select a Workspace Type from the list.

6. Click Add.

7. Configure the template as required.

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 3.9. Creating a workspace template

In addition to the standard Content Server settings like classification and

permissions you can also configure the following:

• Custom categories to hold metadata.

Notes

– OpenText recommends that you disable metadata inheritance: This

feature copies metadata from categories of the business workspace
into categories of documents and other items in the business
workspace. However, as this is a one-off action, metadata updates
are not inherited. Inheritance also has impact on system
performance. Instead of inheritance, you can use the indexing
function. For more information, see “Indexing documents and other
items with business workspace attributes” on page 70.

To turn off inheritance, click the Edit Inheritance button and

select Disable Inheritance for categories in templates.
– When a user adds one or more categories to the document template
and then creates a workspace before the business object is available,
the form fields to add the custom metadata values are displayed. The
custom metadata that is mapped on the Business Object Type page is
synchronized with the external business application when such a
workspace is created or updated, for example, when the business
object is assigned later.
• Permission handling when the workspace template is used to create a
business workspace. For more information, see “Permission merging”
on page 57.
• Automatic Insights activation for team participants when the workspace
template is used to create a business workspace. For more information, see
“Insights activation” on page 58.
• Group Replacement or Permission Propagation is used to restrict access to
the business workspace or parts of it.
• Team roles and team participants for a workspace template. For more
information, see “Defining team roles and team participants” on page 63.
• Hierarchies of business workspaces. For more information, see “Creating
workspace hierarchies” on page 62..
• OpenText Core shares and recipients. For more information, see OpenText
Extended ECM Platform - Integration and Configuration Guide (EEP-CGI).
• Content sharing with Microsoft Teams. For more information, see “Setting
up content sharing with Microsoft Teams” on page 61.

8. Open the workspace template and add subfolders and documents as needed
using the Add Item button. You can use placeholders, which represent data,
such as a user name or a reference number, whose value is determined when an
instance of the template is created.

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You can use the following placeholders when creating business workspaces.

Tip: You can also use these placeholders when updating a workspace
using the Document Template Synchronization scheduled processing job. For
more information, see OpenText Extended ECM for SAP Solutions -
Customizing Guide (ERLK-CGD).

Placeholder .. is replaced by
<Category_CategoryID_AttributeID Value of the specified Category attribute on
/> the created workspace
<Category_CategoryID_ Value of the specified Category attribute on
AttributeID[position] /> the created workspace. Use this only when
the attribute contains multi-values such as
set. [position] is the display order of the
attribute on the wizard from top left to
bottom right.
<Category_CategoryName_ Value of the specified Category attribute on
AttributeName /> the created workspace
<CreationDate /> Date the object is created

Note: When using the Document

Template Synchronization job: If there
is no item with the current date, a new
item is created with the current date.
<Login /> Login name of the user who created the
workspace
<Name /> Name of the created workspace
<ParentName /> Name of the folder in which the workspace
is created
<Type /> Classification that was used to select the
template of the created workspace.
Only in Classic view, not available in Smart
View or when workspace is created
automatically.
<UserId /> User ID of the user who created the
workspace
<UserName /> Name of the user who created the workspace

9. To test the configuration, open the location folder, which is configured for this
template. The Add dialog now contains an option with the template name.

Important
Changes to the workspace template are not automatically applied to existing
workspaces that have already been created from the template. They apply only
to business workspaces that will be created after you made the changes.

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 3.9. Creating a workspace template

Tip: If you want to organize your templates in folders, you can move them.
You can move them within the Document Templates volume but not to a
folder outside the volume, for example the Enterprise workspace.

3.9.3 Restricting access, merging permissions, and activating

Insights
Group replacement and permission propagation
You can restrict access to the business workspace or parts of it using either the
Group Replacements or the Permission Propagation option.

Group replacement
When a business workspace is created from a template, you can replace the user
groups, which are used to restrict access to the template or to folders within it,
with generated groups. In the template for a business workspace, you define
how these groups are generated. The generating of groups can be based on
categories and attributes, or on variables.
The group replacement always applies when one of the attributes that is used to
define the group is changed: when the business workspace is created, when the
attribute of a business workspace is changed later, and when an attribute is
filled manually.
If you want to remove a group, which was created by the group replacement,
from the business workspace, you clear the category attribute used in the group
replacement configuration.
The group replacement is triggered once a workspace is created. It is also
triggered when the workspace categories are updated or cleared.
Prerequisites

• You use groups to restrict access to the template or parts of it. The groups are
used for the template and for the business workspace instances when the
category attribute is empty.
• You grant the groups direct access instead of adding them as team
participants to a team role.
• If you want to use variables, you have already defined them. For more
information, see “Defining variables for group replacement” on page 58.
• If you want to use a category and an attribute, retrieve their ID.

To define group replacement settings:

1. From the function menu of the workspace template, select Properties >
Specific.
2. Select the Group Replacements option.
The Group Replacements section lists all groups that are granted access to
the template or items within the template.

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3. To remove a group, select the group name and leave the Target Group field
empty.
When a business workspace is created from this template, the group is
removed and will not be granted access to the created workspace.

4. To generate a group, select the group name. In the Target Group field, add
the name of the group to be generated. You can use the following
replacement tags:

• Category: <Category CategoryID AttributeID />

Specifies a category attribute and is replaced by the value of the
specified category attribute when creating a new business workspace.

Note: If the category ID or the attribute ID is wrong in the

configuration, you will receive an error and the business
workspace is not created.
If category ID and attribute ID are valid in the configuration and
the attribute either returns no value or is not defined in Content
Server, the group replacement function uses the template’s group
to assign the group permissions inherited from the template.
• Variable: <Variable VariableName />
Specifies a defined variable. For more information, see “Defining
variables for group replacement” on page 58.

The replacement tags are replaced with actual values when a workspace is
created from the template.

Note: The replacement is only applied when a new workspace is

created. Already existing workspaces are not affected when changing
the group replacement settings.

Error handling
If you use category attributes for group replacement, OpenText recommends
that you make these category attributes mandatory. However, there are
mechanisms in place, which cover empty attributes:

• If the attribute is still empty when the business workspace is created, the
group replacement uses the permissions of the document template.
• If no group is assigned to the document template, and the group mapping
configuration is done, for example, by adding a group to a child of the
document template, the default permissions of the Template group will not
be applied on the business workspace. However, it will be applied on the
child on which the group is added. Default permissions are the permissions
for the template group on every node. Since the template group is added just
to the child, the group replacement function does not apply anything to the
whole business workspace, only to the child item.

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 3.9. Creating a workspace template

• If a group is removed from a child folder of the business workspace, and the
group mapping attribute is changed from an empty attribute to some value,
groups are created respectively and the permissions are set as per document
template group permissions, even for that child on which the group is
removed.

Permission propagation
Besides the Group Replacement option, you can configure group permission
and access using the Permission Propagation option.
In the workspace template, you create rules based on category attributes that
define a mapping between the Content Server groups and existing groups
created as template groups to propagate the respective permissions. When a
business workspace is created, the Content Server group replaces the template
group at the workspace level according to the configured rules.

To set up the permissions using permission propagation:

1. From the function menu of the workspace template, open the Team Roles
and Permissions dialog. Define the necessary template groups and edit the
group permissions for each group.

2. From the function menu of the workspace template, select Properties >
Specific.

3. Select the Permission Propagation option.

a. Select a Content Server group from the selection dialog box.

b. To edit a rule, click Edit Rule Expression to open the Expression

Builder.
c. From the Template Group list, select a permission template group.

Permission merging
Permissions are defined for the workspace template and for the folder in which the
new workspace is created. You can define that these two permission sets are
merged.

The merging also applies to the items in the template. The permissions are merged
with the permissions of the location where the business workspace is created.

Notes

• If merging is enabled, the owner of the newly created business workspace

will be the user who created the business workspace. If merging is not
enabled, the owner will be the same as the owner of the template.

Example: User AMILLER creates a new business workspace for a customer using the
Customer template. For the Customer template, user AMILLER only has See access. For the

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folder Customer, where the new business workspace is created, user AMILLER also has
Modify access.

If the Merge with creation location option is selected, user AMILLER will have both See and
Modify access. If the Merge with creation location option is not selected, user AMILLER will
have only See access.

To define how permissions are handled:

1. From the function menu of the workspace template, select Properties > Specific.

2. To merge the permissions, select Merge with creation location.

Insights activation
Insights can be globally enabled by the system administrator (Content Server
Administration > Notification Center Administration > Configure Notification
Center > Enable Providers). Only if Insights is enabled as provider, you can activate
it in a business workspace template for team participants. Team participants then
automatically get Insights messages for their business workspaces in the Notification
Center. They can still manually disable and enable Insights.

Users who have access to a business workspace only because of a Public Access
permission will not get Insights messages.

To automatically activate Insights:

1. From the function menu of the workspace template, select Properties > Specific.

2. To automatically activate Insights for all the participants of this business

workspace, select Automatically enable Insights for all business workspace
participants.

3.9.4 Defining variables for group replacement

You can define variables, which you can use for group replacement. You can use
group replacement to restrict access to the created workspace or parts of it.

To define variables:

1. On the global menu, click Enterprise > Business Workspaces.

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 3.9. Creating a workspace template

2. Click Variables for Replacement Tags.

3. Enter the name of the variable and the value and save your changes. The name
of a variable must not contain characters from regular expression, for example [
/<>].

4. Click the Add variable button to add a row. Click the Remove variable
button to delete a row.

5. Click Update to save your settings.

3.9.5 Setting up content sharing with OpenText Core

You can share folders, which are located in business workspace in Content Server
with OpenText Core. This is useful, for example, if you want to share certain
documents with users who do not have access to your Content Server. You can
define in a workspace template, which folders you want to share. You can also
define the access level of users or user groups, and when sharing is started and
when it should end. These settings then apply to all business workspaces created on
the basis of this workspaces template. Users cannot change these settings in an
instance.

You can define these settings for new and for existing workspace templates.

As an alternative, users can share single items manually. For more information, see
OpenText Extended ECM - Smart View User Help (CSSUI-H-UGD).

Prerequisites A connection to an OpenText Core server must be set up. For more information, see
OpenText Content Server - Content Sharing Administration Guide (LLESEFS-AGD).

Note: OpenText recommends that you select the following check box in the
Content Server Administration: Set the Core Share Tenant Service user
account as the owner of items shared from Content Server.

You find this setting under Content Server Administration > Content Sharing
Administration > Core Share Settings in the General Settings area.

To set up content sharing in a workspace template:

1. Open a workspace template in Classic View.

2. From the function menu, select Properties > Core Share.

3. Click the Action button .

4. Enter a name for the new mapping.

5. Click the Add new item to share button and select at least one folder from
the workspace template.

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6. Add Recipients who can view the shared items in OpenText Core:

• Select Core Share User or Core Share Group and type their name.
• Select Category if you want the recipients be determined based on a
category attribute. The category attribute must contain the email address
with which the user logs in to OpenText Core. You can use categories that
have multivalued set attributes.

Select the permission the recipient has for the shared content. The permissions
that are displayed are based on the Available Roles in the Core Share Settings
administration page. For more information, see also the Core Share
documentation.
You can select from the following:

• Viewers can only read documents.

• Collaborators can edit and share documents.
• Managers can also delete documents.

7. Select when you want to start the OpenText Core sharing and when you want it
to stop. Select the Initiate Core Share Trigger and the Stop Core Share Trigger.
You can either select the creation or deletion of a business workspace. Or you
can select a category attribute with the trigger information. This can be, for
example, a status or a date. You can also use the expression builder to create a
more complex condition. You can use categories that have multivalued set
attributes.
If a stop setting is in place and the respective expression will be true, the content
sharing is not carried out.
You can use all expressions that are applicable for the selected attribute’s data
type.
If you change these triggers later in the workspace template, already existing
business workspaces remain unchanged. They keep their original settings.

8. Add a Coordinator. A coordinator is a Content Server user who can manage

this share mapping. At least one coordinator is required for the content sharing
to work.

9. Click Save Changes.

Important
Once a folder is shared automatically you must not update the share process
manually again as this may lead to problems in the process.

Transport of Core Share mappings

When a business workspace template is transported from one Content Server

instance to another, the Core Share settings of the business workspace template
are automatically transported.

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 3.9. Creating a workspace template

• Categories can be mapped to different categories while importing to Content

Server but the mapped categories still must have the same attribute names as
mapped in the Core Share mapping. Otherwise, an error occurs while
importing.

• For recipient category attributes, the attribute names must match and data
types must be one of the following: Text:Field, Text:Multiline, Text:Popup, or
TKL.

• For category attributes in the expression builder, attribute names and

attribute data types must match exactly.

3.9.6 Setting up content sharing with Microsoft Teams

You can share folders, which are located in business workspace in Content Server
with Microsoft Teams. This is useful, for example, if you want to share certain
documents with users who do not have access to your Content Server. You can
define in a workspace template, which folders you want to share. These settings then
apply to all business workspaces created on the basis of this workspaces template.
Users cannot change these settings in an instance.

In Microsoft Teams, a new team will be created with the same name as the business
workspace template. For each folder selected, a new channel with the same name
will be created in Microsoft Teams. Any changes to the content of the folder will be
synchronized with the channel.

You can define these settings for new and for existing workspace templates.

Prerequisites A Microsoft Teams application is integrated with the Content Server instance and
content sharing with Microsoft Teams is enabled.

To set up content sharing in a workspace template:

1. Open a workspace template in Classic View.

2. From the function menu, select Properties > Microsoft Teams.

3. Click the Action button .

4. From the pop-up window, select a folder from the first level of the workspace
template to be shared. The folder is added to the Shared Items.

Tip: You can remove folders from the Shared Items list.

5. Once you have completed selecting your shared folders in the template, click
Save Changes. Each selected folder will synchronize content with a Teams
channel.

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3.10 Creating workspace hierarchies

Business workspaces may reside in other business workspaces to reflect the
corresponding business object hierarchy. However, such a hierarchy should not
exceed 5 levels of business workspaces. To build up such a hierarchy, you must
define which business workspaces are allowed to host other workspaces. The
hierarchy mechanism is defined in templates and identifies business workspaces by
their classifications.

Prerequisites You fully configured all workspaces types for what will later be parent workspaces
and child workspaces.

If parent workspace template and child workspace template have differing roles,
you can map a parent role to a child role. The role of the child workspace will then
be replaced by the mapped role of the parent workspace with all the access rights of
the child workspace role. With this mechanism, users with roles of the parent
workspace can access the child workspace even if their specific role was not initially
assigned to the child workspace. On the other hand, members of roles of the child
workspace do not automatically gain access to the respective parent workspace.
With this role mapping, you reduce the number of roles to maintain.

To create a hierarchy:

1. In the function menu of the template, select Properties > Workspace

Hierarchies.

2. From the Classify ... list, select the classification, which is assigned to the
template that you want to be a child template.
The selected classification is listed in the Child Classifications area. The list in
the Select Child Template box now contains all templates that have this
classification.

3. Select a template from the Select Child Template ... list.

4. Optional Map the roles of the parent template to the roles of the child template:
Select the appropriate role from the Child Roles list. You can map each role
only once.

5. On the Classifications tab of the parent workspace template, clear the Inherit
check box.
The Inherit option must be deactivated, so that the child workspace does not
have the same classification as its parent and can be configured differently from
its parent.

6. Click Save.

7. Repeat steps 3 to 6 for each template that is listed in the Select Child
Template ... list.

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3.11 Defining team roles and team participants

You can use team roles and team participants to control access to the business
workspaces. In the template, you define which team roles and team participants
have permissions to the template and to the generated business workspaces. When
business workspaces are created from templates, all team roles and team
participants are copied to the created workspaces except for the Template
Administrator, Template Editor, and Template User roles. These three roles are used
to control who can create, modify, and see templates.

You can also define team participants directly in the Team widget of a business
workspace.

Note: You can change team participants for each business workspace
separately.

• Team Roles
You create team roles and assign permissions to them. These team roles become
the defaults for the business workspaces that are created from the templates.
When you add Content Server users or groups as team participants to roles, they
inherit the permissions of the team role.
Special roles

– Template Administrator
The Template Administrator role is added automatically to templates for
business workspaces. It has full access permissions for the template. The
Template Administrator role is not copied to business workspaces that are
created from the template.
– Template Editor
The Template Editor role is added automatically to templates for business
workspaces. This role has the access permissions See, See Contents, Modify,
Edit Attributes, Add Items, and Reserve for the template. The Template
Editor role is not copied to business workspaces that are created from the
template.
– Template User
The Template User role is added automatically to templates for business
workspaces. This role has the access permissions See and See Contents for
the template. The Template User role is not copied to business workspaces
that are created from the template.
– Team Lead
You can assign one role to be the Team Lead role. The Team Lead role
appears with a red flag icon. Participants of the Team Lead role can edit
participants of other roles.
By default, the first role that you add in addition to the Template
Administrator, Template Editor, or Template User role, becomes the Team

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Lead role. However, you can set any role as the Team Lead using the Set as
Team Lead button. You can also delete the Team Lead role if it is the only role
in the list.

Edit permissions
If members of the Team Lead role should not have the Edit permissions, it
is not sufficient to only remove that permission from the Team Lead
role. You also must remove it from any other role. Otherwise, the
members of the Team Lead role could assign themselves to that other
role and gain the Edit permissions although they should not have it.
• Team Participants
You can add team participants to team roles. Participants can be users and
groups. Users and groups can be assigned to one or more roles. A team can have
multiple participants.

To define roles and permissions in Content Server:

1. Switch to Classic View: Click your profile image and click Classic View.

2. From the global menu, select Enterprise > Document Templates and find the
template that you want to edit.

3. From the function menu of the workspace template, select Team Roles and
Permissions.

4. Create a role:

a. On the left side of the page in the Role Access section, click the Add Role
button .
b. On the right side of the page, in the Add new role section, enter a name in
the Role box.
c. Optional Enter a description in the Role Description box.
d. Click Add.

5. Assign permissions to the role:

a. On the left side of the page, click the role.

b. On the right side of the page, enable the permissions that you want to
assign to the role.
c. Click Update.

6. Optional Set the role as Team Lead:

a. On the left side of the page, click the role.

b. On the right side of the page, click Set as Team Lead.

7. On the left side of the page, click Done.

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 3.11. Defining team roles and team participants

To assign team participants to roles:

1. From the functions menu of the template, select Team Participants.

2. On the left side, in the Participants section, click Find & Add.

3. On the right side of the page, find the user or group that you want to add.

4. In the Role menu beside the user or group, select the role that you want to
assign to this user or group.

5. Click Submit.

6. On the left side, click Done.

Handling of roles and participants

If you move a business workspace, which is based on a template with team roles and
team participants, roles and permissions are either removed, inherited, or copied. In
addition, the handling of roles and participants also respects the following settings.

• Merge with creation location option on the Specific tab of the template.
• Always inherit the permissions from target destination option on the Core
System – Feature Configuration > Access Control page.

The following handling applies when business workspaces are created and moved:

• Business workspaces are created from templates:

– All team roles and team participants except for the Template Administrator
are copied to the created workspace.
– If the new business workspace is created within a business workspace, the
team roles and team participants that are assigned to the destination are
copied to the created business workspace. This applies only if the merging of
permissions is enabled.
• A business workspace is moved to a destination with team roles, for example
into another business workspace:

– Inherited team roles and permissions are removed.

– Team roles and team participants that are assigned to the new destination, are
copied to the business workspace. This applies only if the Always inherit the
permissions from target destination option is enabled.
– Team roles assigned to the business workspace directly are still there.
• A business workspace is moved to a destination without team roles:

– Inherited team roles and permissions are removed.

– The team roles assigned to the business workspace directly are still there.

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Role mapping in workspace hierarchies

When you create a workspace hierarchy and define which workspace types can be
created within another workspace type, you can also add a role mapping. With this
role mapping, you define which role of the parent workspace is mapped to the role
of a child workspace. Or in other words, which roles of the parent workspace act like
the role of a child workspace. You create workspace hierarchies on template level.
For more information, see “Creating workspace hierarchies” on page 62.

3.12 Displaying related business workspaces in a

folder
Related Business Workspaces folders are used to display business workspaces that are
somehow related to each other. In Classic View, this type of folder is the only object
type where users can add relationships manually.

Example: A customer workspace can have relationships to all sales orders, which this
customer placed. Or a product workspace can have relationships to all customers who bought
this product.

Tip: Alternatively, you can use the Related Items sidebar widget to display
relationships of a business workspace. For more information, see OpenText
Extended ECM for Salesforce - Configuration Guide (EESA-CGD).

Manual relation- Users can manually create relationships between business workspaces. This option
ships is only available in folders of the type Related Business Workspaces in Classic View.
Manually added relationships always are in child relation to the containing business
workspace. Only manually added relationships can be removed again.

Prerequisites for manual relationships

• Simple Search forms must be set up. For more information, see OpenText
Extended ECM Platform - Integration and Configuration Guide (EEP-CGI).
• The Related Business Workspaces folder is configured to display child business
workspaces. Only in this case, the Add manual Business Relationships menu
option is available.

To define a Related Business Workspaces folder:

1. In the template, click Add Item > Related Business Workspaces.

2. On the Add: Related Business Workspaces page, define what kind of

relationships you want to display (Show Parent Relationships, Show Child
Relationships).

3. In the Workspace Types Shown section, you can restrict, which workspace
types are shown. Click Change and select the relevant types. The user of the
business workspace can later change this setting on the Specific tab.

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 3.12. Displaying related business workspaces in a folder

Tip: You can use several Related Business Workspace folders for different
types of related items.

4. If you want to display specific information in a Related Business Workspaces

folder, you define custom columns for that folder:
Custom columns configuration must be enabled. You need system
administrator rights in Content Server to enable this.

a. From the function menu of the Related Business Workspaces folder, select
Properties > Columns.
b. In the Local Columns add all columns to the Displayed Columns field that
you want to be displayed in the Related Business Workspaces folder.
c. Click Update.

To configure the search in a Related Business Workspaces folder:

1. On the Content Server Administration page, click Search Administration >

Configure Search Location Modifiers > Follow Business Workspace
Relationships.

2. Select the following options as desired:

• Status
Defines if related workspaces are not followed, always followed, or, if
following workspaces is provided as a selectable option, the user then can
select the Follow Contained Workspaces option in the Search From Here
menu.
• Limit
Sets the maximum number of business workspaces that are searchable. If the
content of the Related Business Workspaces folder exceeds this number, the
business workspaces that have been recently modified are searched first.

Tip: The search configuration is part of the business workspace type

configuration. For more information, see “Creating a workspace type”
on page 19.

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3.13 Preparing the Content Server search

functionality for users
Business Workspaces indexes metadata, which is stored for business workspaces. To
make this information available via the search, Business Workspaces automatically
creates index regions.

To simplify the search for Content Server items, you can define search slices and
simple searches for a global business workspace search or a target browse search.

Important
You need access to the Content Server administration and access rights of a
system administrator to change these settings.

3.13.1 Creating search slices

To create a search slice for a certain workspace type:

1. Find the ID of the workspace type:

a. On global menu, click Enterprise > Business Workspaces.

b. Click Workspace Types and open one of the workspace types.
c. The URL in the browser’s address field now shows a string that contains
the parameter ID_CFG, for example, ReferenceTypeEdit&ID_CFG=1.
d. Make a note of the value, in this example, 1.

2. From the Content Server menu, select Tools > Search.

3. From the Look For list, select Complex Query. Then create a complex query
and specify as search criterion: XECMWkspLinkRefTypeID:<ID_CFG value>.

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 3.13. Preparing the Content Server search functionality for users

4. Optionally, add more filter criteria.

5. Click Save as Slice and enter a name. The slice is saved to the Slice Folder.
6. Set the permissions for the created slice to make it available for the respective
users.

3.13.2 Understanding index regions

Searchable fields are called index regions within Content Server. The following index
regions are created automatically: XECMWkspLinkRefTypeID (Business Workspace
Type ID) and XECMWkspDocTemplateID (Business Workspace Template ID). By
default, they are queryable and displayable.

Tip: Technically, a business workspace is created when you create a template,

thus the index regions for business workspaces are created at this time.

As a prerequisite for the search by search slices, the XECMWkspLinkRefTypeID field

must be queryable.

To make a field queryable:

1. On the Content Server Administration page, select Search Administration >

Open the System Object Volume > Enterprise Data Source Folder.
2. From the function menu of the Enterprise Search Manager object, select
Properties > Regions.

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3. Select Queryable for the XECMWkspLinkRefTypeID field.

3.13.3 Indexing documents and other items with business

workspace attributes
Content Server items like documents, folders, or tasks in a business workspace
usually do not have the same categories and attributes as business workspaces. For
each workspace type, you can decide if items within a business workspace will be
indexed with the attributes of the business workspace. With the re-indexing feature
enabled, a search for attributes not only finds business workspaces but also the other
indexed items.

Attributes that were changed in the business workspace are propagated to the sub-
items to ensure clean data. Because of this feature as well as for performance reasons
you should prefer indexing over metadata inheritance in document templates.

You enable indexing for each business workspace type, and you select which items
are to be indexed. After changing the indexing setting, it may be necessary to re-
index documents.

To enable indexing and to select, which items to be indexed:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Workspace Types and edit a workspace type.

3. In the Indexing Settings section, select Enable the indexing of category

attributes .... Click Apply.

4. Click Configure indexable subtypes.

5. From the list of all available Content Server object types, select the object types
that you want to be indexed with metadata from the business workspace. A
typical list could contain the following:

• Folder
• Shortcut
• Generation
• URL
• Task List
• Task
• Email
• Document
• Business Workspace

To start the indexing process:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Workspace Types and open a workspace type.

3. Find a workspace type where the Indexing Status is Re-indexing required.

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 3.13. Preparing the Content Server search functionality for users

4. From the function menu of the workspace type, select Schedule for Re-
indexing.

5. Select Run in test mode without indexing to see how many documents need re-
indexing.

Tip: Run the test mode first to estimate the impact of the indexing process
on Content Server performance.

6. To start the re-indexing, clear the Test run option and click Start.

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The re-indexing process is scheduled. You can monitor the actual indexing
progress on the Content Server System page.
Click the respective link on the current window to go to Content Server
System, then click Enterprise Data Source Folder > Enterprise Data Flow
Manager. You can monitor the processing in the Interchange Pools section.

3.13.4 Classic View: Configuring a simple search

Simple searches are predefined and saved queries that help users to find a business
workspace or create shortcuts more easily.

Users can use those templates if they have sufficient permissions.

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 3.13. Preparing the Content Server search functionality for users

Users find simple searches in the following places in Content Server:

Smart View

• On the business attachment widget when they want to add a business

attachment.

Classic View

• On the global menu with menu option Business Workspaces > Search.
• In the target browse window when users copy or move a Content Server item.

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• When users add a business relationship and search for the related business
workspace.

Tips

• Simple searches are based on the Content Server concept of Custom View
Searches.
• Simple searches can be multilingual, so a search form can have different
names per language.

To create a simple search:

1. Go to Tools > Search to create an advanced search. For more information about
advanced search options in Content Server, see the Content Server online help.

Tips

• To find only business workspaces, you can use the system attribute
Content Type.
• To find only business workspaces of a specific template, you can use
the system attribute Business Workspace Template ID.

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 3.13. Preparing the Content Server search functionality for users

2. Click Save Search Query. Enter a name and a description and save the search
form to the Content Server Saved Queries Volume.

Tip: You can define multilingual names and descriptions. Click the Click
to edit multilingual values button to add the names.

3. From the menu, select Enterprise > Business Workspaces > Saved Queries
Volume and find your new search form.

4. From the function menu of the search form, select Make Custom View Search.

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5. Configure the search as desired. In the Options section, add the title and a
description for this simple search.
Click Save.
Users with sufficient permissions can now use the simple search.

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 3.14. Configuration checklist for Smart View and Classic View

3.14 Configuration checklist for Smart View and

Classic View
Smart View Classic View
General Content Server configuration
Categories
“Creating a custom column”
on page 42
Classification
Folder
Multilingual metadata
languages
Workspace type
Sidebar widgets —
Workspace path
Workspace type name and —
icon
Perspective —
Workspace template
Document template settings
Permission handling
Team roles and team
participants
Related workspaces folder —
Object and usage privileges
Search functionality
Search slices
Indexing documents
Simple search —

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3.15 Allowing users to save emails to business

workspaces
You can install the Business Workspaces Outlook add-in in Microsoft Exchange or
Microsoft Exchange Online if you want to allow users to save emails from Microsoft
Outlook to business workspaces.

By default, the add-in allows users to browse to and search for business workspaces
and select a folder in which to save an email. If needed, you can also force users to
save emails to a specific regular folder or Email folder in a business workspace.

Tip: For more information about Outlook add-ins, see Add-ins for Outlook
(https://technet.microsoft.com/EN-US/library/jj943753(v=exchg.150).aspx).

3.15.1 Installing and upgrading the Business Workspaces

Outlook add-in
You must use an Outlook add-in manifest file to install or upgrade the Business
Workspaces Outlook add-in in Microsoft Exchange or Microsoft Exchange Online.

You must download the latest manifest file for the Business Workspaces Outlook
add-in from the Content Server system you want to use to store emails. During the
download process, information about that Content Server system is saved to the
manifest file. You can then use the downloaded manifest file to install or upgrade
the add-in in Microsoft Exchange or Microsoft Exchange Online.

When users subsequently open the add-in in Outlook, the add-in automatically
connects to the Content Server system you used to download the manifest file.

If you upgrade the Business Workspaces Outlook add-in, downloading the manifest
file, as documented in “To download the latest Outlook add-in manifest file:“
on page 79, allows you to see all functionality of the upgraded module.

Tips

• If you previously installed the Business Workspaces Outlook add-in, you

can optionally upgrade the add-in whenever a new version of the Business
Workspaces Outlook add-in manifest file is available. For more
information, see the Release Notes.
As stated above, if you upgrade the add-in, and you fail to download the
most recent manifest file, you may not see the new functionality in your
upgraded add-in.
• For more information about Outlook add-in manifest files, see Outlook
add-in manifests (https://dev.office.com/docs/add-ins/outlook/manifests/
manifests?product=outlook).

Note: You must use the manifest file you downloaded to install the Business
Workspaces Outlook add-in in Microsoft Exchange or Microsoft Exchange

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 3.15. Allowing users to save emails to business workspaces

Online. During the installation process, when you are prompted to select the
location from which to install the add-in, select Add from file and then select
the manifest file you downloaded.

For more information, see Install or remove add-ins for Outlook for your
organization (https://technet.microsoft.com/en-us/library/jj943752(v=exchg.
150).aspx).

3.15.1.1 Preparing to install or upgrade the Business Workspaces

Outlook add-in
Before installing or upgrading the Business Workspaces Outlook add-in, confirm
that Content Server is mapped to a web server that has HTTPS enabled.

For more information about configuring a web server for Content Server, see
OpenText Extended ECM - Installation Guide (LLESCOR-IGD).

3.15.1.2 Downloading the latest Outlook add-in manifest file

To download the latest Outlook add-in manifest file:

1. On the Content Server system you want to use to store emails, browse to the
Content Server Administration page, and click Business Workspaces > Set up
Outlook Add-in.

2. On the Set up Outlook Add-in page, in the Outlook Add-in Manifest File area,
do the following:

a. The File name field cannot be edited. This field contains the filename of the
manifest file, BusinessWorkspace.Manifest.xml.
b. The File version field cannot be edited. It displays the Outlook add-in
manifest file version that is available to be downloaded.
c. In the Content Server URL field, confirm that the value in this field
displays the URL for the Content Server system you want to use. The URL
must start with https.
By default, the URL of your current Content Server system is pre-populated
in this field. In most cases, you can keep the default URL. However, you
can edit the URL if, for example, the pre-populated URL does not contain
the correct protocol value or if your Content Server system requires a
different URL for external access.

Notes

• If the pre-populated URL starts with http, you must map Content
Server to a web server that has HTTPS enabled. You must then
confirm that the new URL, that starts with https, appears in the
Outlook Add-in Manifest File area.
• If you edit the URL, and you are using a port other than 443 for
HTTPS connections, you must add your server port number to the

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URL. For example, if you are using port 4430 for HTTPS
connections, the URL must have the following form:
https://MyHost.example.com:4430

3. Click Download.

4. When prompted, save the BusinessWorkspace.Manifest.xml file to your local

computer.

3.15.1.3 Migrating custom settings to the new Outlook add-in manifest file
If you are upgrading the Business Workspaces Outlook add-in, you must migrate
settings from your old manifest file to the new manifest file you downloaded if you
previously edited your old manifest file to add custom settings, for example, image
URLs.

Note: If you did not add custom settings to your old manifest file, you can skip
this task.

To migrate custom add-in settings to the new Outlook add-in manifest file:

1. In a text editor, open the new BusinessWorkspace.Manifest.xml manifest file

you downloaded.

2. From your old manifest file, copy the custom settings you want to migrate and
paste them to the corresponding locations in the new manifest file.

3. Save your changes in the new manifest file.

3.15.1.4 Uploading the Outlook add-in manifest file

To install or upgrade the Business Workspaces Outlook add-in, you must upload the
Outlook add-in manifest file you downloaded in Microsoft 365 admin center.

Tip: For more information about installing Outlook add-ins, see Install or
remove add-ins for Outlook for your organization (https://
technet.microsoft.com/en-us/library/jj943752(v=exchg.150).aspx).

To upload the Outlook add-in manifest file:

1. In Microsoft 365 admin center, open the Services & add-ins page.

2. Click Deploy Add-in and click Next.

3. Click Upload custom apps.

4. Select I have a manifest file (.xml) on this device and click Choose File to select
the BusinessWorkspace.Manifest.xml file you downloaded.

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 3.15. Allowing users to save emails to business workspaces

3.15.2 Preparing your environment

Before configuring the add-in, complete the following tasks:

1. Create and configure the business workspaces and folders in which you want
users to save emails. For more information about the types of folders you can
create and the guidelines for creating the folders, see “Creating Content Server
folders for the add-in” on page 81.
2. Grant users the Add Items permission, or higher, on the business workspaces to
which they will save emails.
3. Optionally, if you want users to specify metadata values when saving emails to
folders, assign any of the following categories to those folders:

• Categories with required attributes.

• Categories with required security clearance levels.
• Categories with required supplemental markings.

a. Security clearance levels and supplemental markings apply only if you

are using the OpenText Security Clearance module in Content Server.
For more information, see OpenText Content Server User Help - Security
Clearance (LLESRCS-H-UGD).
b. Do not assign categories that contain attribute sets with multiple rows
to folders. If you assign this type of category to a folder, users will not
be able to specify metadata values in all of the fields within the
attribute set.
4. Optionally, add one or more search forms to the Search Forms folder in the
Business Workspaces volume. For more information, see “Creating search forms
for the add-in” on page 82.

3.15.2.1 Creating Content Server folders for the add-in

When you configure the add-in, you can choose to allow users to browse to, and
then select, folders in which to save emails, or you can force users to save emails to a
specific folder. For more information, see “Configuring add-in settings”
on page 83.

You must create one or more regular or Email folders in each business workspace
based on the functionality you plan to configure.

Guidelines for creating regular folders

• If you plan to allow users to browse to, and then select, folders in which to
save emails, you can create as many regular folders as you want in each
business workspace.
• If you plan to force users to save emails to a specific, regular folder, you must
create an instance of the same folder in each business workspace. The

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spelling and capitalization of each folder instance must match in all of the
business workspaces.

Example: If you want to allow users to save emails to a business workspace called
BW1, and also save emails to a second business workspace called BW2, create a regular
folder called Email communication in BW1, and a separate folder with the same name
in BW2.

Guidelines for creating Email folders

• If you plan to allow users to browse to, and then select, folders in which to
save emails, you can create as many Email folders as you want in each
business workspace.
• If you plan to force users to save emails to a specific Email folder, you must
create an Email folder in each business workspace. You can choose to create
an Email folder with a different name in each business workspace or create
an instance of the same Email folder in each business workspace.
If you create an Email folder with a different name in each business
workspace, each folder that you create must be the first Email folder that
appears alphabetically in each business workspace. When a business
workspace has multiple Email folders, emails are saved only to the first
Email folder that appears alphabetically in that business workspace.
If you create an instance of the same Email folder in each business
workspace, the spelling and capitalization of each folder instance must
match in all of the business workspaces.

Tip: Regular folders and Email folders are specific types of folders that you can
create in Content Server. For more information about each folder type, see
OpenText Content Server - Get Started (LLESRT-H-UGD).

3.15.2.2 Creating search forms for the add-in

The Business Workspaces Outlook add-in provides custom search functionality,
which allows users to search for business workspaces based on search forms you
create in Content Server. By default, the search forms in the Saved Queries volume
are displayed in the Select a search form list in the add-in. Users can select a search
form from this list, and then use the fields within that form to search for a business
workspace in which to save an email.

If you want to display a different set of search forms in the Select a search form list,
you can add search forms, or shortcuts that point to search forms, to the Search
Forms folder in the Business Workspaces volume. You must also configure each
search form as a custom view search.

1. For more information about creating search forms and configuring them as
custom view searches, see “Classic View: Configuring a simple search”
on page 72.

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2. If you do not want to make search forms available to users, you can hide
the Custom search button from the add-in. For more information, see
“Configuring add-in settings” on page 83.

To access the Search Forms folder:

1. On the global menu, click Enterprise > Business Workspaces.

2. Click Outlook Add-in Configuration, and then click Search Forms.

To add a search form to the Select a search form list:

1. Do one of the following:

• Create a search form in the Search Forms folder. Browse to the Search
Forms folder, click Search on the Tools menu, and then configure the search
fields for the form.
• Create a search form in any other Content Server location, and then add a
shortcut that points to that search form in the Search Forms folder.

Tip: When you create a search form, consider setting its Content Type
system attribute to Business Workspace. When this attribute is set, only
business workspaces are returned in the search results.

2. Configure the search form as a custom view search. On the Make Custom View
Search page of the search form, select the Show check box for one or more
search fields, and then click Save.

To remove a search form from the Select a search form list:

1. Browse to the Search Forms folder.

2. Remove a search form or shortcut from the folder, for example, delete the item
from the folder or move it to a different location outside of the folder. The
corresponding search form is removed from the Select a search form list in the
add-in.

3.15.3 Configuring add-in settings

On the Configure Outlook Add-in administration page in Content Server, you must
specify the name of each Microsoft Exchange Server system that will be used to save
emails in the Trusted Exchange Servers area. You can also use this page to configure
add-in settings in Content Server, for example, in the Email Saving Options area.

Before Outlook Add-in version 20.3, single sign-on (SSO) was disabled by default.
Beginning with version 20.3, for new installations, SSO is enabled by default. You
can change this setting in Step 6. Single sign-on requires configuration, the
instructions can be found in “Configuring your environment for SSO
authentication” on page 97.

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To configure add-in settings:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Outlook Add-in Configuration.
2. On the Outlook Add-in Configuration page, click General Configuration. On
the Configure Outlook Add-in page, do the following:
3. In the Email Saving Options area, if you want to specify the folders and folder
types to which users can save emails, do the following options:

a. Optional If you want to allow users to expand business workspaces in the

add-in, select Allow users to expand workspaces and browse workspace
folders. You must select this box if you want to allow users to browse the
folder structure and select a folder in which to save an email. This box is
selected by default.
Clear this box if you want to prevent users from expanding business
workspaces. If you clear this box, you must select and configure the Save
emails to a pre-configured folder option in Step 3.b instead.
If you select this box, you can also choose the following:

• In addition, if you want to restrict users, so that they can only save
emails to Email folders, select Save emails only to email folders. Clear
this box if you want to allow users to save emails to any type of folder.
This box is cleared by default.
When this box is selected, the Save icon appears only when users place
their pointer on Email folders in the add-in. When this box is cleared,
the Save icon appears when users place their pointer on any type of
folder in the add-in.
b. Optional If you want users to save emails to a specific folder in a business
workspace, select Save emails to a pre-configured folder. This box is
cleared by default.
Clear this box if you want to allow users to save emails to any folder in a
business workspace. If you clear this box, you must select and configure the
Allow users to expand workspaces and browse workspace folders option
in Step 3.a instead.
If you select this box, you must choose one of the following options:

• If you want users to save emails to the first Email folder that appears
alphabetically in a business workspace, select Save emails to the first
email folder in the workspace.
You can use this option if, for example, you want to allow users to save
emails to Email folders with different names in each business
workspace (for example, an Email folder called MyFolder in one
business workspace and an Email folder called Communication in
another business workspace).
If you select this option, you must create an Email folder in each
business workspace that users can access in Content Server. Each folder

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you create must be the first Email folder that appears alphabetically in
each business workspace.
• If you want users to save emails to the workspace root folder, select
Save emails to the workspace root folder. For information about the
workspace root folder, see OpenText Content Server User Online Help -
Business Workspaces (LLESCWS-H-UGD).
• If you want users to save emails to a specific regular folder or Email
folder, select Save emails to the following workspace folder. You can
use this option if, for example, you want users to save emails to a
specific folder that has the same name in each business workspace.
If you select this option, in the associated box, you must specify the
name of the folder to which users will save the emails. You must also
create an instance of the folder in each business workspace that users
can access in Content Server.

1. You cannot specify a subfolder name. You must specify the

name of a folder that has been created directly in a business
workspace.
2. The specified folder name applies to all business workspaces
that users can access in Content Server.
For example, if you specify the folder name Folder1, users can
save emails only to a folder called Folder1 in each business
workspace. In this scenario, if you want to allow users to save
emails to multiple business workspaces, you must create a
folder called Folder1 in each business workspace.

Tip: For examples of how to configure email saving options, see

“Examples: Configuring email saving options” on page 86.

4. In the Page Size area, specify the number of items that are displayed from
business workspaces and folders at a time. By default, this value is 10.

5. Optional In the Search Forms area, select Show custom search section if you
want to make search forms available to users in the add-in.
By default, this option is selected, and users can use search forms to search for
business workspaces. You can specify which search forms are available in the
add-in. For more information, see “Creating search forms for the add-in”
on page 82.
When this option is cleared, the Custom search button is hidden from the add-
in and users can search for business workspaces only by name and type.

6. Optional In the Single Sign-on area, clear Enable if you do not want the add-in to
use single sign-on (SSO) authentication to access Content Server. By default, this
option is selected and SSO authentication is used.
You must configure your environment for SSO authentication. For more
information, see “Configuring your environment for SSO authentication”

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on page 97. If your environment is not configured for SSO authentication,

users will still be able to sign in, although the sign-in time will be delayed.
7. In the Trusted Exchange Servers area, specify the name of each Exchange
Server system that will be used to save emails. Users will be permitted to save
emails only from the Exchange Server systems you add to this list.
You must specify each Exchange Server name on a separate line. By default, the
Office 365 Exchange Server name, outlook.office365.com, appears in the list.
8. Click Save Changes.

3.15.3.1 Examples: Configuring email saving options

The following examples list the folders and settings needed to configure email
saving options in different scenarios. For more information about configuring email
saving options, see “Configuring add-in settings” on page 83.

Example 3-2: Allowing users to select folders to save emails

In this example, users can browse to and select any folder in which to save
emails. The Save icon appears whenever users place their pointer on any folder
in any business workspace.

Folders to create
Any number of regular folders or Email folders in each business
workspace.
Email saving options to configure
1. Select Allow users to expand workspaces and browse workspace
folders.
2. Clear all other email saving options.

Example 3-3: Requiring users to save emails to a specific Email folder

In this example, users are not permitted to expand business workspaces to

browse the folder structure. The Save icon appears whenever users place their
pointer on a business workspace. Clicking this icon saves an email to the first
Email folder that appears alphabetically in the business workspace.

Folders to create
An Email folder in each business workspace. Each folder can have a
different name in each business workspace. Make sure that each folder you
create is the first Email folder that appears alphabetically in each business
workspace.
Email saving options to configure
1. Clear Allow users to expand workspaces and browse workspace
folders.

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2. Select Save emails to a pre-configured folder.

3. Select Save emails to the first email folder in the workspace.

Example 3-4: Allowing users to choose an Email folder to save emails

In this example, users can expand business workspaces to browse the folder
structure; however, they are permitted to save emails only to Email folders. The
Save icon appears whenever users place their pointer on an Email folder. The
Save icon does not appear when users place their pointer on regular folders.

Folders to create
Any number of Email folders in each business workspace.
Email saving options to configure
1. Select Allow users to expand workspaces and browse workspace
folders.
2. Select Save emails only to email folders.
3. Clear Save emails to a pre-configured folder.

Example 3-5: Requiring users to save emails to a specific regular folder

In this example, users are not permitted to expand business workspaces to

browse the folder structure. The Save icon appears whenever users place their
pointer on a business workspace. Clicking this icon saves an email to a regular
folder called Folder1.

Folders to create
An instance of a regular folder called Folder1 in each business workspace.
Email saving options to configure
1. Clear the Allow users to expand workspaces and browse workspace
folders option.
2. Select Save emails to a pre-configured folder.
3. Select Save emails to the following workspace folder, and then specify
Folder1 as the name of the folder to which users can save emails.

Example 3-6: Requiring users to save emails to the workspace root folder

In this example, users are not permitted to expand business workspaces to

browse the folder structure. The Save icon appears whenever users place their

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pointer on the workspace root folder. Clicking this icon saves email to the
workspace root folder.

Folders to create
You do not need to create any folders. You need to designate the
workspace root folder. For more information, see OpenText Content Server
User Online Help - Business Workspaces (LLESCWS-H-UGD).

Email saving options to configure

1. Clear the Allow users to expand workspaces and browse workspace

folders option.

2. Select Save emails to a pre-configured folder.

3. Select Save emails to the workspace root folder.

3.15.4 Configuring rules and email search settings to display

suggested workspaces
You can configure rules and email search settings to control which business
workspaces are more likely to appear in the Suggested workspaces list in the
Business Workspaces Outlook add-in.

Whenever a user opens the add-in to save an email, the add-in performs the
following steps to determine which business workspaces to display in the Suggested
workspaces list:

1. The add-in uses the rules you configured to search for business workspaces
based on whether the email that is open contains a specific term or pattern in one
of its properties, for example, its subject line.

2. The add-in uses the email search settings you configured to search for business
workspaces containing emails that have the same sender and similar recipients
as the email that is open.

3. After performing both search processes, the add-in assigns the numeric weight
values that are specified within the rules and email search settings to each
business workspace. An overall weight value is calculated for each business
workspace based on the combined results of both search processes.

The business workspaces that have the highest overall weight values are then
displayed in the Suggested workspaces list. By default, up to five business
workspaces can appear in the list.

For more information about how the add-in performs each of these steps, see
“Understanding how rules and email search settings are applied” on page 89.

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3.15.4.1 Understanding how rules and email search settings are applied
You can configure rules and email search settings on the Suggested Workspaces
Configuration page in the Business Workspaces volume. For more information, see
“Configuring Rules and Email Search Settings” on page 92.

Whenever a user opens the add-in to save an email, the following actions take place:

1. The add-in uses each rule that you configured to search for business workspaces.
When a rule is applied, the following actions take place:
a. The add-in uses the Matching Condition pattern and email property
specified within the rule to determine whether to apply the rule to the email
that is open. Specifically, the add-in checks whether the email property in the
opened email contains the pattern.

Example: If you specify the regular expression order[\s]\d+ as the Matching

Condition pattern, and then you select Subject as the email property to search, the
add-in searches for the term order followed by a space and any combination of
numbers in the subject line of the opened email.
b. If the email that is open contains that pattern, the add-in searches for
business workspaces based on the Workspace Type value and Extraction
Term pattern specified within the rule.
The add-in uses the Extraction Term pattern to extract a value from the
email property you specified within the rule, and then uses the extracted
value to search for business workspaces by name.

Example: If you specify the regular expression order[\s](\d+) as the Extraction

Term pattern, and then you select Subject as the email property to search, the add-in
extracts the number that appears after the word order from the subject line of the
opened email.
For example, if the subject line of the email is order 1234, the add-in extracts the
value 1234. The add-in then searches for business workspace names that contain
1234.
c. The add-in retrieves business workspaces based on the Workspace Type
value specified within the rule and whether the business workspace names
contain the value that was extracted from the email property.

Example: If you select Order as the Workspace Type value, and if the Extraction
Term pattern extracts 1234 from the email property, the add-in retrieves all business
workspaces that have the type Order, and have names that contain 1234.
d. The add-in assigns a numeric weight value to each business workspace that
is retrieved. These weight values are added to the overall weight value of
each business workspace.
By default, the Default Weight value specified on the Workspace Rules tab
is assigned to each business workspace that is retrieved.

Example: If the Default Weight value is set to 20, a value of 20 is assigned to the
overall weight value of each business workspace that is retrieved.

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However, if a Weight value is specified within the rule itself, the Weight
value overrides the Default Weight value.

Example: If you set the Weight value to 100, but set the Default Weight value to 20,
a weight value of 100 is assigned to each business workspace that is retrieved by that
rule specifically.

2. The add-in then uses email search settings you configured to search for relevant
emails. The following actions take place:
a. The add-in searches within all business workspaces to find previously stored
emails that contain the same sender or similar recipients as the email that is
open. In the email search settings, you can specify whether the add-in
performs searches based on the sender, recipients, or both.

Example: If you configured the add-in to perform searches based on both the sender
and recipients, and if the email that is open lists jdoe@domain.com as the sender
and jsmith@domain.com as a recipient, all previously stored emails that list
jdoe@domain.com as the sender or jsmith@domain.com as a recipient are
returned in the search results.

b. When such emails are found, the emails are sorted based on the Sort Emails
by option specified in the email search settings. For example, you can sort
the emails based on their last modified dates.
c. The add-in retrieves emails from the top of the sorted set. The add-in
retrieves a maximum of 50 emails and any emails that appear after the first
50 emails are excluded from the set of retrieved emails.
d. The add-in assigns a numeric weight value to each business workspace that
contains emails that were retrieved in the previous step. The weight values
are assigned based on the number of retrieved emails that each business
workspace contains.
These weight values are added to the overall weight value of each business
workspace and are calculated using the Weight of each Email value
specified in the email search settings.

Example: If the Weight of each Email value is set to 5, and a business workspace
contains 3 of the retrieved emails, a value of 15 is added to that business workspace’s
overall weight value.

3. To calculate an overall weight value for each business workspace, the add-in
uses the weight values that are assigned as a result of applying the rules and
searching for emails.

Example: If a business workspace is assigned a value of 20 after the rules are applied and
a value of 15 after the email search takes place, that business workspace’s overall weight
value is 35.

4. The business workspaces that have the highest overall weight values are then
displayed in the Suggested workspaces list.

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Tips

• For more information about rules and email search settings, see “Testing
your rules and email search settings” on page 91.
• For more information about creating regular expressions, see https://
regex101.com/.

3.15.4.2 Understanding how rules are applied to emails sent from

Extended ECM mobile clients
Emails that are sent from Extended ECM mobile clients have pre-defined subject
lines that appear in the following format:

[<Workspace Type Name>] <Workspace Name>:

Example: RE:[Customer] Equipment: Comments

If a user opens an email that has this type of subject line in Outlook, the Business
Workspaces Outlook add-in automatically applies a default rule to determine which
business workspaces to display in the Suggested workspaces list. Specifically, the
add-in uses both the workspace type name and workspace name from the subject
line to search for relevant business workspaces to display in the Suggested
workspaces list.

Example: If the subject of an email is RE:[Customer] Equipment: Comments, the add-in

searches for business workspaces that include Customer in the name of their workspace type
and Equipment in their workspace name.

The add-in assigns a numeric value of 30 to each business workspace that is found,
and then displays the relevant business workspaces in the Suggested workspaces
list.

If you configure rules and email search settings, the default rule is applied in
conjunction with the configured rules and email search settings.

3.15.4.3 Testing your rules and email search settings

You can optionally use the Test tab on the Suggested Workspaces Configuration
page to test the rules and email search settings you configure. You can test rules and
email search settings if, for example, you want to check the validity of the regular
expressions that you configure.

You must first configure and save the rules and email search settings you want to
test on the Workspace Rules and Email Search tabs on the Suggested Workspaces
Configuration page. On the Test tab, you can then specify the properties to include
in a simulated email you want to test.

When you run the test, the add-in applies the rules and email search settings you
configured to the simulated email and displays the actions that would occur if a user
were to open an email containing the properties you specified. For example, the test
results show which values would be extracted from email properties and which

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values would be used to search for emails and business workspaces when specific
rules are used.

If the test does not produce the intended results, you can edit the rules and email
search settings and run the test again. You can also run the test with different
simulated email properties.

3.15.4.4 Configuring Rules and Email Search Settings

To configure rules and email search settings:

1. On the global menu, click Enterprise > Business Workspaces, and then click
Outlook Add-in Configuration.
2. Click Suggested Workspaces Configuration.
3. On the General tab, configure the following options, as needed:

a. Optional Select the Show Suggested Workspaces Section option if you want
to display the Suggested workspaces list in the Business Workspaces
Outlook add-in. Clear this option to hide the list from the add-in. By
default, this option is selected.
b. In the Number of Suggested Workspaces field, select the maximum
number of business workspaces to display in the Suggested workspaces
list. By default, up to five business workspaces appear in the list.
4. On the Workspace Rules tab, do the following:

a. Select the Default Weight value you want to assign to each business
workspace that is found by any of the rules you configure. By default, this
value is added to the overall weight value of each business workspace that
is found by a rule.
b. Optional If you want to configure a rule, in the Rules area, click Add a Rule,
and then configure the following settings.

i. In the Name field, specify a name for the rule.

ii. Select Enabled to allow the rule to find business workspaces. When
this option is cleared, the rule is not used to find business workspaces.
iii. In the Email Property area, select the email property that you want use
to find business workspaces. When a user opens an email, the add-in
checks whether this property contains the pattern specified in the
Matching Condition field. If that pattern is found in the opened email,
the rule uses the regular expression specified in the Extraction Term
field to retrieve business workspaces.
Select one of the following properties:

• Subject: allows the add-in to search for patterns within the subject
line of the opened email.
• Sender: allows the add-in to search for patterns within the Sender
field of the opened email.

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• To: allows the add-in to search for patterns within the To field of
the opened email.
• Cc: allows the add-in to search for patterns within the Cc field of
the opened email.

A. In the Apply this rule if property area, specify the matching

method to be used. This is the pattern you want to search for
within the email property you selected in Step 4.b.iii. This pattern
determines whether the rule is used to retrieve business
workspaces. For example, if you selected Subject as the email
property in Step 4.b.iii, the rule searches for the pattern in the
Subject field of the opened email. If the specified pattern is found
in the opened email, the rule retrieves business workspaces.
Select one of the following matching methods:

• Contains: select this option if you want to search for a specific

keyword or phrase within the email property.
• Regular Expression: select this option if you want to use a
regular expression to search for a pattern within the email
property.

Note: Both matching methods are case-insensitive.

B. In the Matching Condition field, specify the keyword, phrase, or

regular expression based on the matching method you selected in
Step 4.b.iii.A. For examples, see “Examples: Workspace rules”
on page 95.
iv. You need to specify the search criteria used to retrieve business
workspaces if the opened email contains a property that matches the
Matching Condition pattern you specified in Step 4.b.iii.B.
Specify the following:

A. In the Workspace Type field, select the business workspace type

you want to retrieve. When the rule is applied, only business
workspaces of that type are retrieved. You can select any
workspace type that is currently configured in Business
Workspaces.
B. In the Extraction Term field, specify a regular expression to
extract a value from the email property you selected. The
extracted value is then used to retrieve business workspaces by
name. For examples, see “Examples: Workspace rules”
on page 95.

Note: You can specify only one capturing group within the
regular expression. If you specify multiple capturing groups,
only the first capturing group is used to extract the value
from the email property.

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v. In the Weight field, if needed, select the weight value you want to
assign when business workspaces are retrieved by this rule
specifically. This value is added to the overall weight value of each
business workspace that is found by this rule.
By default, this value is set to Default, meaning that the value that is
selected in the Default Weight list in Step 4.a is assigned to business
workspaces that are found by this rule. If you select a value other than
Default, the Weight value overrides the Default Weight value.
c. Click OK.

Note: Clicking OK adds the rule to the rules list; however, the rule is
not saved until you click Save Changes or Apply.
d. You can now configure additional rules, as needed, by following the steps
in Step 4.b.
Once you are finished configuring your rules, you will see the rules list.
The rules are sorted by weight and then by name. Rules are applied in the
order they are listed.

Tip: In the rules list, you can click the Edit button to edit a rule, or
the Delete button to delete a rule. You can also enable or disable a
rule by selecting or clearing its check box in the Enabled column.
5. On the Email Search tab, configure the following settings:

a. In the Sort Emails by field, select one of the following options to specify
how to sort the emails that are returned in the search results:

• Last modified date: sorts the emails by the last modified date in
descending order.
• Relevance: sorts the emails according to the relevance rules that are
defined in Content Server. For more information about relevance rules,
see OpenText Content Server - Content Server Administration (LLESWBA-
H-AGD).

The Sort Emails by option specifies which emails are retrieved if more than
50 emails are returned in the search results. The add-in retrieves only the
first 50 emails from the search results and excludes all emails that appear
after the first 50 emails. If more than 50 emails are returned in the search,
the sort order specifies which emails are included in the set of retrieved
emails and which emails are excluded from that set.
b. In the Weight of Each Email field, if needed, specify a numeric value that is
added to the overall weight value of a business workspace whenever an
email is found by the search. By default, the weight value is set to 1;
however, you can specify any positive integer.
For example, if the Weight of Each Email value is set to 5, and if 3 emails
are found in a business workspace, a value of 15 is added to that business
workspace’s overall weight value.

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c. Optional Select Search Email Sender if you want to allow the add-in to find
previously saved emails that have the same sender as the email that is
open.
d. Optional Select Search Email Recipients if you want to allow the add-in to
find previously saved emails that include similar recipients as the email
that is open.

6. Click Save Changes to save the rules and search settings and return to the
Outlook Add-in Configuration folder.

Tip: You can also click Apply to save the rules and search settings without
leaving the page.

3.15.4.5 Testing Rules and Email Search Settings

To test rules and email search settings:

1. On the Test tab, in the Outlook User area, specify an Outlook email address to
represent the user who saves emails in Outlook.

2. In the Email Properties area, specify one or more email property values to
include in the simulated email you want to test.

• Sender: specify the email address of the sender to include in the simulated
email.
• To: specify one or more email addresses to include as the recipient in the
simulated email.
• Cc: specify one or more email addresses to include as additional recipients in
the simulated email.
• Subject: specify a phrase or term to include in the subject line of the
simulated email.

Note: If you specify multiple email addresses in the To or Cc fields, each

address must be separated by a semicolon (;).

3. Click Test.

3.15.4.6 Examples: Workspace rules

This section provides examples of workspace rules that are used to find business
workspaces.

Example 3-7: Using the “Contains” matching method to find business

workspaces based on an email’s subject line

In this example, a rule is configured with the following parameters:

• Email Property: Subject

• Matching Method: Contains

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• Matching Condition: customer

• Workspace Type: Customer
• Extraction Term: customer[\s]+(.+)

When the rule is applied, the add-in searches the subject line of the opened
email for the term customer. If the subject line contains that term, the add-in
uses the extraction term pattern to extract the characters that appear after
customer in the subject line.

For example, if the subject line is customer ABCD, the add-in extracts the value
ABCD. The add-in then retrieves all business workspaces that have the type
Customer and whose names include ABCD.

Example 3-8: Using the “Regular Expression” matching method to find

business workspaces based on an email’s subject line

In this example, a rule is configured with the following parameters:

• Email Property: Subject

• Matching Method: Regular Expression
• Matching Condition: order[\s|-]+\d+
• Workspace Type: Order
• Extraction Term: order[\s|-]+(\d+)

When the rule is applied, the add-in searches the subject line of the opened
email for the pattern order[\s|-]+\d+, that is, the term order, followed by
one or more spaces or hyphens, followed by one or more numbers. If the
subject line contains this pattern, the add-in uses the extraction term pattern to
extract the numbers that appear after order in the subject line.

For example, if the subject line is order - 1234, the add-in extracts the value
1234. The add-in then retrieves all business workspaces that have the type
Order and whose names include 1234.

Example 3-9: Using the “Regular Expression” matching method to find

business workspaces based on an email address

In this example, a rule is configured with the following parameters:

• Email Property: Sender

• Matching Method: Regular Expression
• Matching Condition: equipment_[\d]+@server.com
• Workspace Type: Equipment
• Extraction Term: equipment_([\d]+)@server.com

When the rule is applied, the add-in searches the Sender field of the opened
email for the pattern equipment_[\d]+@server.com, that is, the term

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 3.15. Allowing users to save emails to business workspaces

equipment, followed by an underscore, followed by any combination of

numbers, followed by @server.com. If the Sender field contains this pattern,
the add-in uses the extraction term pattern to extract the numbers that appear
between equipment_ and @server.com.

For example, if the Sender address in the opened email is equipment_

1234@server.com, the add-in extracts the value 1234. The add-in then retrieves
all business workspaces that have the type Equipment and whose names
include 1234.

3.15.4.7 Allowing email fields to be extracted for indexing

To allow the add-in to search for emails based on email properties, you must allow
the OTEmailSenderAddress and OTEmailRecipientAddress email fields to be
extracted for indexing in Content Server.

Note: System administrator rights are required for this task.

To allow email fields to be extracted for indexing:

1. On the Content Server Administration page, click Email Services

Administration > Configure Email Services.

2. In the Extractable Email Fields area, confirm that the following email fields are
selected:

• OTEmailSenderAddress
• OTEmailRecipientAddress

By default, these fields are permitted to be extracted for indexing.

3.15.5 Configuring your environment for SSO authentication

By default, users are prompted to type their Content Server credentials whenever
they browse to the Business Workspaces Outlook add-in. You can optionally set up
single sign-on (SSO) authentication so that users do not need to enter credentials
each time they browse to the add-in.

To set up SSO authentication, you can do either of the following:

• Configure Content Server to use either Microsoft Active Directory Federation

Services (ADFS) authentication through OpenText Directory Services, or
authentication through the local Active Directory domain. For more information,
see OpenText My Support (https://knowledge.opentext.com/knowledge/
llisapi.dll/Open/14273139).
You must then configure security settings in Content Server and add URLs to the
list of trusted sites in Internet Options. For more information, see “Configuring

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security settings for SSO authentication” on page 98 and “Adding URLs to the
list of trusted sites in Internet Options” on page 98.
• Enable SSO authentication in Content Server itself. For more information, see
OpenText Content Server - Directory Services Integration Administration Guide
(LLESDSI-AGD).

3.15.5.1 Configuring security settings for SSO authentication

If you enable single sign-on (SSO) authentication for the add-in, you must also
configure Content Server to allow request handlers to be embedded in external
frames. By default, Content Server prevents request handlers from being embedded
in external frames.

To configure security settings for SSO authentication:

1. On the Content Server Administration page, click Core System – Server

Configuration > Security Parameters.
2. In the Frame Embedding area, clear the Prevent request check box.

IFrame restrictions in web server or application server

IFrame embedding can also be restricted in the web server or application
server. Note the following:

• In TomCat, you must set the antiClickJackingEnabled setting in the

web.xml file to false.
• In IIS, the Content-Security-Policy must be set to allow OTDS and/
or Content Server URIs.
• Note that also external IDPs can influence IFrame behaviour.

For more information about configuring security parameters, see the OpenText
Content Server Administration Online Help.

3.15.6 Adding URLs to the list of trusted sites in Internet

Options
In Microsoft Outlook, the Business Workspaces Outlook add-in is displayed in an
embedded browser. On each client computer that is used to access the add-in, you
must add the URL of your Content Server system to the list of trusted web sites in
Internet Options.

If you are configuring SSO authentication in your environment, you must also add
the URLs of all servers that provide access to Content Server (for example, the
OpenText Directory Services server, ADFS server, and any proxy servers).

To add URLs to the list of trusted sites in Internet Options:

1. On the Start menu, click Windows System > Control Panel. Click Internet
Options.

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 3.15. Allowing users to save emails to business workspaces

2. On the Security tab, select the Trusted sites zone.

3. Click Sites, add the required URLs to the list of trusted web sites, and then close
the Trusted sites dialog box.
4. Click OK.

3.15.7 Displaying tracing messages in the add-in

If you need to troubleshoot issues related to the Business Workspaces Outlook add-
in, you can display tracing messages in the panel that is displayed when users open
the add-in in Outlook. When tracing messages are enabled, messages appear at the
bottom of the panel whenever an action is performed in the add-in on any Outlook
client in your environment.

You can specify whether tracing messages are displayed only to a specific Content
Server user who is signed in to the add-in (for example, an administrator) or to all
Content Server users.

To display tracing messages in the add-in:

1. On the Content Server Administration page, click Business Workspaces > Set
up Outlook Add-in.
2. In the Debug Tracing area, select Enable tracing for and select one of the
following options:

• All users: displays tracing messages to all Content Server users who are
signed in to the add-in on any client.
• Specific user: displays tracing messages only when a specific Content Server
user is signed in to the add-in. Click the Choose User button to select a user.
3. Click Save Changes.

3.15.8 Viewing tracing messages in the add-in

If you are permitted to view tracing messages, the messages are automatically
displayed in the tracing area on the Business Workspaces panel after you sign in to
the add-in. You can optionally use the tools in the tracing area to filter tracing
messages and configure how tracing messages are displayed in the panel.

To view tracing messages in the add-in:

1. In Microsoft Outlook, open an email.

2. Click the Business Workspaces button ( ) to open the Business Workspaces

panel.
3. If prompted, specify your Content Server user name and password, and click
Sign in.
4. Optional In the tracing area, configure the following options as needed:

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Filters
Select the type of tracing messages you want to display in the panel. For
example, select error to display only error messages in the panel.
Search
Specify a search query if you want to display tracing messages that contain
specific words or patterns in the panel. For example, you can specify a
search term or phrase in the text box, or select Regex and specify a regular
expression.

Tip: If you select Disable, the search options are dimmed in the panel.

Options
Configure the following options as needed:

• Log: Select this option to allow tracing messages to be generated. If you

clear this option, tracing messages are not generated.
• Wrap: Select this option to wrap tracing message text within the panel.
By default, tracing message text is not wrapped.
• Newest at the top: Select this option to sort all tracing messages in
descending order by date.
• Scroll to latest: Select this option to scroll to the most current tracing
messages in the panel.

You can also choose to do the following:

• Click the Clear button to remove all of the tracing messages from the
panel.
• Click the Hide button to hide tracing messages from the panel. When
you click this option, tracing messages are generated in the background,
but do not appear in the panel. If you want to show tracing messages
after hiding them, click the Hide button again and then refresh the
Business Workspaces panel.

Tips

• If the panel contains a large number of tracing messages, you can copy
and paste the messages to a text file to analyze them in a different
application.
• The add-in tracing functionality is based on the log4javascript
framework. For more information about log4javascript, see http://
log4javascript.org/index.html.

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3.15.9 Transporting add-in settings to a different Content

Server system
You can use the Content Server Transport Warehouse to transport the settings you
configured for the Business Workspaces Outlook add-in to a different Content
Server system, for example, from a test environment to a production environment.

Before transporting add-in settings, you must do the following on the target Content
Server system:

• Confirm that Business Workspaces is enabled.

• If you want to transport rules you configured for the Suggested workspaces list,
create a matching workspace type for each workspace type you specified in the
rules or transport the workspace types from the source Content Server system.
The workspace types on the target system must have the same names as the
workspace types specified in the rules.

You can then use the Transport Warehouse to complete the transport process. This
process requires you to complete the following general tasks:

1. Create a Workbench on the source Content Server system where the add-in
settings are configured.

2. Add the General Configuration item, Suggested Workspaces Configuration

item, or search forms or shortcuts from the Search Forms folder to that
Workbench, depending on the settings you want to transport.

Tips

• These items are located in the Business Workspaces volume. Click

Enterprise > Business Workspaces and then click Outlook Add-in
Configuration.

• If you want to transport content from the Search Forms folder, you
must open the folder and then add individual search forms or shortcuts
to the Workbench. You cannot add the Search Forms folder item to the
Workbench.

3. Add the Outlook Add-in Configuration item from the Workbench to a

Transport Package.

4. Deploy the Workbench on the target Content Server system.

When the transport process is complete, the Outlook Add-in Configuration item on
the target system is overwritten.

Note: For more information about how to use the Transport Warehouse to
complete these tasks, see the Content Server User Online Help.

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Administration

This chapter describes the regular tasks that you perform for the administration of
Business Workspaces.

Important
You need access to the Content Server administration and access rights of a
system administrator to change these settings.

4.1 Understanding the Content Server System

Report
The Content Server System Report contains extensive details about your Content
Server system.

Tip: The system report contains information related to Business Workspaces as

well as Extended ECM. Information related to business objects, or SAP and
other business applications is not relevant for Business Workspaces, thus not
listed in this chapter.

The Content Server System Report contains module specific information in

both the full and the lite version.

For Business Workspaces, the following information has been added at the end of
the report:

• OpenText Directory Services

Connection information about OpenText Directory Services, URL of the web
service and the login screen of the Directory Services server.
• Classifications
DataID, Name, SubType and detailed information about available classifications.
For more information about classifications, see OpenText Content Server Admin
Help - Classifications Administration (LLESCLS-H-AGD).
• Document Template Configuration
Document template parameters that have been specified on the Administration
page, presented in a technical format with information, for example, about
managed objects, or the DataID of the classification tree.
• Document Template Volume Information
All templates in the document template volume with detailed information. For
more information, see “Creating a workspace template” on page 50.

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• Workspace Types table

Content of the OTSAP_REFERENCE_TYPES table which contains information
about workspace types that you defined. For more information, see “Creating a
workspace type” on page 19.
• Workspace type multilingual information
Multilingual workspace type names. For more information, see “General settings
of a workspace type” on page 21.
• Workspace type callback setting information
Location and classification settings for the different workspace types. For more
information, see “General settings of a workspace type” on page 21.

Tip: You could use this report to compare two system environments, for
example the development system and the production system.

To generate a system report:

1. On the Content Server Administration page, go to Core System - Server

Configuration > System Report.

2. Select either the Lite System Report or the Full System Report option.

3. Click Generate.

Caution
Depending on the size of your system, the Full System Report may take
some time to be generated.

The generated report is a text document, called sysreport.txt, that resides in the
logs directory of your Content Server installation. When you finish generating a
System Report, the file path to the location where the file resides appears in the File
Path section on the Content Server System Report page. You can click the System
Report's link to access the report.

If a System Report has already been generated, a link to the most recently generated
report will appear as part of the header on the System Report page. To get the most
current version of the System Report, you must generate the report again.

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4.2 Configuring logging for the Business

Workspaces module
You can configure the level of details that should be logged for the Business
Workspaces module. The messages are written in the thread*.log files of Content
Server. The Business Workspaces module does not produce a separate general log
file. For more information about logging in Content Server, see the online help.

Notes

• To use logging in Content Server in general, you must enable it: On the
Content Server Administration page, click Core System - Server
Configuration > Log Settings, and select log levels, for example, 2 – INFO
for Thread Logs.
• Changing the log level settings does not require a restart of the Content
Server services. You set the logging for the current Content Service instance
not for other instances of the Content Server.

4.3 Migrating Content Server items to business

workspaces
You can convert several Content Server items into business workspaces. You can
either convert instances of items, for example all binders in an area, into business
workspaces; or you can convert the respective templates into workspace templates.
Template migration is a manual process for each template, whereas instance
migration can be done automatically and manually.

The migration steps for instances are as follows:

1. Create a workspace type, a workspace template, categories, and perspectives.

You need a workspaces type for each type you want to migrate.
2. Create a mapping, which defines which Content Server items will be converted
and how the resulting business workspaces will look like. For more information,
see “Creating a migration mapping for instances” on page 107.
3. Start an agent, which processes the mappings and creates the actual business
workspaces. For more information, see “Running and monitoring a migration
process” on page 108.

The migration for templates is done for each template separately. For more
information, see “Migrating templates” on page 109.

You can convert the following Content Server items:

Binders and cases and their templates

You can convert binders and cases in a workspace area into business
workspaces; and you can migrate binder and folder templates to a workspace
template.

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You can choose what to convert first, binders or cases. In either case, your
scenario remains fully functional: You can have a business workspace that
contains cases; however you cannot create new cases in it. The same applies to
binders that contain business workspaces, which were converted from cases.
You can create new business workspaces in that binder, but you cannot create
any more cases in this binder.
Reference number for binders and cases – Binders and cases can have a
reference number property, whereas business workspace instances have a
reference number attribute. When you convert a binder or case instance to a
business workspace instance, the reference number property is stored in the
reference number attribute. As a prerequisite, you must configure the reference
number attribute to match the reference schema of the Template Workspaces
area.
Nesting – If the binders or cases allowed nesting, configure the workspace
hierarchies accordingly. The workspace template, which replaces binders, needs
a child classification for the former case type.
Contract file templates
Contract instances are migrated to business workspace instances with their
subitems.
Notes

• The duration data of a contract file is migrated to a category. All ongoing

contracts with follow-ups/reminders associated to it will be discontinued
when the contract is migrated to a business workspace.
• For migration of contracts that are involved in a master/child
relationship: If the corresponding related contract file has not been
migrated, a related business workspace container will be created without
any relations. Once the related contract file is migrated, the relation will
be added to those migrated business workspaces.
Folders and folder templates
You can migrate folders to business workspaces and folder templates to
workspace templates.
Instances of folders are migrated to business workspace instances in the same
location. They keep their users and groups, permissions, and subitems.
You can migrate folder templates to workspace templates. The original folder
template remains as is. You rather create a new business workspace or
workspace template as a copy in a new location. Technically, you change the
object type from Folder (0) to Business Workspace (848). Folder templates are
copied to new business workspace templates along with users and groups,
permissions, and subitems.
You cannot copy a folder template which itself contains a workspace template or
a binder template. This could create conflicts with workspaces types and will
therefore be prevented. A message informs you accordingly.

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Communities and Community templates

You can migrate Communities to business workspaces and Community
templates to workspace templates. Community templates will be copied from
the Community Template Volume to the Document Templates Volume.
Any existing library, Admin Community workspace, and external URL objects
will be converted into a folder. Any existing text module folders or text module
objects will be converted into a Wiki object or a Wiki page respectively.
Projects
You can migrate Projects to business workspaces. The Project roles Coordinator,
Member, and Guest are migrated along with their respective permissions.
Projects can contain other projects. These nested projects will also be converted
into business workspaces. For this, you need not necessarily have workspace
hierarchies in your template.
Limitations

• Migration of Project templates is not supported.

• Permissions for the Coordinator role cannot be changed for any business
workspace that has been converted from a project.

4.3.1 Creating a migration mapping for instances

Before you can start a migration process, you must define, which items you want to
be converted to which type of workspace. You can define such a mapping now and
run it at a later time. With the status of a mapping, you can control whether it can be
processed or not.

To create a migration mapping:

1. On the Content Server Administration page, click Business Workspaces >

Migration Administration > Mappings.
2. For each migration mapping, enter the following information:

• Area (only for cases and binder): Workspace Area for which this binder and
case is valid.
• Path: Path to the location, which contains items that you want to migrate.
• Recursive: Converts also all nested sub-items, which means it converts all
binders, cases or projects sub-folders of a folder, into business workspaces if
they match the search criteria. If no search filter is selected all sub-folders
will be converted.
• Name Filter: Apply a filter to the name field. You can, for example, search
for items that start with a certain string, or that end with certain characters.
• Object Type: A Content Server Object Type
• Business Workspace Template: Workspace template that will be applied to
the migrated workspaces

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• Status: Status of the migration mapping

– Open: You are still working on it, the mapping will not be processed.
– Active: The mapping will be processed. To start the migration, see
“Running and monitoring a migration process” on page 108.
– In Progress: The mapping is currently being processed.
– Completed: The agent processed all binders and cases. For a detailed
result and possible errors, see “Running and monitoring a migration
process” on page 108.

3. Click the Add Mapping button to add another row.

4. Click Update to save your mappings.

4.3.2 Running and monitoring a migration process

Mappings in Active status can be processed. You start the processing agent
manually and monitor its progress.

To run a migration process:

1. On the Content Server Administration page, click Business Workspaces >

Migration Administration > Executing and Tracking.

2. Batch Size: Enter how many instances you want to process in one batch. If an
error occurs, the process stops this batch and continues with the next batch.

3. Click Run Agent Now.

The agent starts processing all active migration mappings. You can monitor the
progress in the tables on that page.

4. Select an option from the Refresh list to update the result lists.

The Overall Migration Status shows the sum of all migrated items. The Migration
Status table details this information per migration mapping. If an error occurs, check
the log file for more information. The log files are located in <OpenText home>\logs
\migration_logs\. If an error occurs during migration, it will be always logged
even if logging is turned off. You can filter the Migration Status table, for example,
to see only the entries of the last seven days. You can also sort the table by creation
date.

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4.3.3 Configuring log settings for the migration

You can set the log level for the migration. You may want to have a more detailed
log level for testing and debugging. For mass migration you may want to reduce the
log level for a better performance.

To set the log level for the migration:

1. On the Content Server Administration page, click Business Workspaces >

Migration Administration > Settings.

2. Select the required log level.

• OFF: Disables logging for Content Server. Nevertheless, error in migration

will always be logged.
• WARN: Provides minimal logging for Content Server
• INFO: Provides basic logging for Content Server
• DEBUG: Provides verbose logging for Content Server
• TRACE: Most elaborate logging

3. Click Submit.

Once the migration starts, you can see log files under in <OpenText home>\logs\
migration_logs\.

4.3.4 Migrating templates

You can migrate templates for cases, binders, folders and other items to workspace
templates. The original template remains as is. You rather create a new workspace
template as a copy in a new location. Technically, you change the object type from,
for example, Folder (0) to Business Workspace (848).

Converting Project templates is not supported.

To copy a item template to a workspace template in Classic view:

1. Go to the volume, where the templates for your folder are kept:

• Cases and Binders – Document Templates volume. From the Global menu,
select Enterprise > Document Templates.
• Contracts – Document Templates volume. From the Global menu, select
Enterprise > Document Templates.
• Folders – Document Templates volume. From the Global menu, select
Enterprise > Document Templates.
• Communities – Community templates volume. On the Content Server
Administration page, click Communities Administration > Open the
Community Templates Volume.

2. Find the item template that you want to convert.

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3. From the function menu of the item template, select Copy to Workspace
Template.

4. On the following page, select the workspace type and enter a name for the new
template. Some templates may require additional information.

5. Click Save Changes.

The new workspace template is created in the Document Templates Volume. It
contains all subfolders and content of the original item template. The original
item template remains unchanged. You could use it again to create other
workspace templates.

4.4 Transporting the configuration

You can use Content Server Transport Warehouse to transport a Business
Workspaces configuration from one Content Server installation to another, for
example if you are using development, test, and productive systems.

You can transport the following Content Server objects:

• Categories, classifications, and folders

• Workspace types and variables for group replacement
• Workspace templates and their hierarchies, if available
• Perspectives

General rules

Items on which transported objects depend, must either already exist on the target
system or be part of the transport package.
This means, you cannot deploy items on which an object depends afterwards.
Notes

• Optional dependencies
Dependencies for related workspaces are optional. If the related
workspace type neither exists on the target system nor in the transport
package, the relation is marked as optional dependency and removed
during deployment.
Workspace template, Related Business Workspaces node type

– If one of the workspace types used in parameter Workspace Types

Shown is not available during deployment, it is removed from the list.
The other workspace types remain.
– If all workspace types used in parameter Workspace Types Shown are
not available during deployment, the complete Related Business
Workspaces node is removed.

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 4.4. Transporting the configuration

Workspace perspective, Related Workspaces widget, Metadata

widget

– If a workspace type used in a Related Workspaces widget is not

available during deployment, the widget is removed from the
perspective tab.
– If a workspace type used in a Metadata widget is not available during
deployment, the workspace type is removed from the widget. If the
widget is then empty, it is removed from the perspective tab.
– If all widgets of a perspective tab are removed during deployment, the
entire tab is removed from the perspective.
– If all tabs are removed from the perspective during deployment,
deployment fails as there must be at least one tab with at least one
widget.
• Perspectives
If perspectives are contained in the same transport package as their
workspace type, also the perspective folder must be contained in the
transport package.
• Categories and attributes used for group replacement
If your workspace template uses categories for group replacement that
are not attached to the template, the category IDs are not mapped when
transported to a target system. After importing the template, you must
manually update the attribute and category IDs in the target system.
Items with circular dependencies must all be contained in the same transport
package.
Example: workspace types with Related Items sidebar widgets where workspace
type A points to workspace type B, workspace type B points to workspace type
C, and workspace type C points to workspace type A.
Dependencies
The following table lists dependencies between transportable objects related to
Business Workspaces. There may be further dependencies if you use other
Content Server modules.

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Configuration object Depends on

Workspace type Category when it is used for:
• Automatic generation of business
workspace names
• Generation of location or sub location
path for workspace creation settings
• Attributes sidebar widget
• Generation of Classification
• Generation of sub location path or RM
classification for external document
storage
Location folder
Classifications
RM classifications
Workspace types used in related items
sidebar widget
Workspace template Workspace type of the template
Workspace types used in Related Business
Workspaces nodes
Category when it is
• used for group replacement
• attached to the workspace template
Classifications
Selected custom columns to be displayed
in the folder browse view
Variables for replacement tags used for
group replacement
You can only transport all existing
variables in one transport package
Workspace templates used for workspace
hierarchy configuration
Web report triggers added to the template
or any sub-item
Any other dependency that might have
been added through other Content Server
features
Perspective Workspace type of the perspective
Workspace types used in widgets
• Workspaces
• Related Workspaces

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 4.4. Transporting the configuration

Configuration object Depends on

Custom columns used in widgets
• Workspaces
• Related Workspaces
Categories used in widgets
• Header
• Metadata
• Related Workspaces (Preview)
Any other dependency coming from other
widgets, which are not part of Business
Workspaces

For more information about the Transport Warehouse, see the Content Server online
help.

4.4.1 Importing a configuration from Connected Workspaces

16
Transporting Business Workspaces configurations changed with version 16.2: it now
uses Content Server Transport Warehouse. However, you can still import
configurations that have been exported on a system with version 16.

What does the configuration import do?

• The import evaluates Content Server nodes like folders, classifications and
categories as they are used in the configuration of business object type,
workspace type and unique names by the name they had in the source system. If
a node with the same name exists in the target system, it is used, otherwise a
warning is issued. If more than one node with the same path is found, the first
one is used and a warning is issued. You can change the node on the preview
page.
• The import checks the usage of categories with attributes and attribute sets for
location and sub location path in workspace type and external document storage,
RM Classification, classification and multilingual names. If it is not correct a
warning is issued. Additionally, if the category does not contain the used
attributes or attribute sets a warning is issued.
• The import checks the usage of properties in business reference names
syntactically. If there is no mapping or multiple mappings in the transport file, a
warning is issued.
• If the transport file contains names for multilingual names in languages that are
not enabled in the target system, a warning is issued. The name is imported, but
it cannot be seen in the workspace type configuration as long as the language is
not enabled. If you change the workspace type before the language has been
enabled, this name is removed from the configuration.

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Chapter 4 Administration

• To find out whether a workspace type in the transport file must be created or
updated, workspace types are searched by their name given in the transport file.
If no business object type can be found, a new type is created. If there is no name
for a workspace type in the transport file, but the workspace type is associated to
a business object type in the target system, this workspace type is used.
• To find out whether a business object type in the transport file must be created or
updated, business object types are searched by their name, and also by the
combination of business object type/business application. If no business object
type can be found that way, a new type is created. If different types are found,
the import is rejected with the message Different Object Types found ….
• If workspace types are used in the Related Items sidebar widget and they are not
exported to the same file, these workspace types are also searched by their
names. You can change the found type on the preview page. This is also done if
only business object types are exported and imported but not their associated
workspace types.

To import a Business Workspaces configuration on Content Server:

1. On the Content Server Administration page, click Business Workspaces >

Import Configuration.
2. On the following page, click Import Configuration.
3. Select the transport file from your local file system.
4. Click Preview. The transport file is checked and you can preview everything
that is going to be imported and where. Errors and warnings are also displayed.

ID Mapping
Contains all node IDs that have been found in the transport file, for example
for classifications, or for categories that are used for the location or the
workspace name. If the target system contains nodes with the same name as
the source system, they are prefilled with that suggestion. You can change
the node.
Important
Categories and attributes used for group replacement are not handled
as dependency of template transport items.

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 4.4. Transporting the configuration

Users import the template via the transport workbench and need to
manually update the attribute and category IDs to get the problem
solved.

Workspace Types , Variable Definitions, and only for Extended ECM also:
Business Object Types, Unique Names
If workspace types, business object types, unique names, and variable
definitions are part of the export, they are listed in these sections. You can
see what data is being imported if workspace types or business object types
are created or updated.

5. Resolve the inconsistencies in the mapping:

a. Click Select to map another node. These settings are buffered and used
when you refresh the preview or start the import. Alternatively, edit the
transport file and save it.
b. Click Preview to read the new changes into the preview.

6. When you are satisfied with the import preview, click Import.
A result page informs you in detail about what has been imported.

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Chapter 5
Configuring how users can copy, move, or
restructure business workspaces

You can configure if and how users can copy, move, or restructure business
workspaces.

Per workspace You can inhibit copying for each workspace type.
type
Usage You can grant the Move Business Workspaces usage privilege to a group of users.
Privileges You need administrator permissions for this.

Classification As default, users can copy, move, or restructure business workspaces only to
independent folders, which have the same classification as their original folder. However, you can
disable this check and allow users to copy, move, or restructure business
workspaces wherever they want to. This is a system-wide setting and you need
administrator permissions for it.

Note: Business workspaces without any classification assigned cannot be

copied, moved, or restructured, even if the target folder has no classification
assigned.

To allow to copy, move, or restructure a business workspace anywhere:

1. On the Content Server Administration page, click Business Workspaces >

Configure Business Workspaces.

2. Select Allow move, copy, and restructure.

3. Click Save Changes.

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Chapter 6
Importing and exporting templates and business
workspaces

With OpenText Object Importer, you can export any number of Content Server items
from one Content Server to a file. With this file, you can manually or automatically
import them into another Content Server system. The OpenText Object Importer is a
standard module, but requires a separate license. If the Object Importer features are
not available, contact OpenText Support for information about how to purchase a
license.

This chapter provides information about the export and import of object types
related to Business Workspaces. For a comprehensive documentation of the
OpenText Object Importer, see OpenText Content Server - Object Importer and Object
Exporter Administration Guide (LLESSOI-AGD) or the online help for respective
Content Server Administration pages. That documentation also contains a chapter
with best practices.

Object Importer handles the following standard object types:

Object Type Object Importer Syntax

Alias alias
Compound Document compounddoc or cd. OpenText recommends
that you use compounddoc.
Compound Email compoundemail
Custom View customview
Discussion discussion
Document document
Email email
Email Folder emailfolder
Folder folder
Project project
Reply reply
Task task
Task Group taskgroup
Task List tasklist
Task Milestone taskmilestone
Topic topic

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Chapter 6 Importing and exporting templates and business workspaces

Object Type Object Importer Syntax

URL url

In addition to the standard object types, you can export and import the following
object types related to Extended ECM.

This also means, that you can have any of the above standard object type in a
workspace template or business workspace and still export or import them
successfully.

Business Workspaces Object Type Object Importer Syntax

Business workspace businessworkspace
Related business workspaces relatedbusinessworkspace

6.1 Business workspace attributes

When you export a workspace template or the instance of a business workspace, the
following metadata is part of the export:

Description Object Importer tag Additional information

Name of the template or title Also as multilingual data
business workspace instance
<title language="en"><!
[CDATA[OI Instance]]></
title>
<title clear="true"
language="de"></title>

Description description Also as multilingual data

<description
language="de"><!
[CDATA[OI_Example]]></
description>

Location where item was location Mandatory for the update

created action
ACL acl Permissions for users,
groups, and roles
<acl
permissions="1100000000"
role="ChildRole1"
type="271805"></acl>

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 6.1. Business workspace attributes

Description Object Importer tag Additional information

Roles and participants roles Roles and Participants that
participant are assigned to the business
workspace
<roles>

<role action="create"
name="ManagerRole"
type="271805">
<participant
action="add" type="user"><!
[CDATA[Katie]]></
participant>
</role>
</roles>

Creator createby User who created the

createdby business workspace
<createdby><!
[CDATA[Admin]]></createdby>

Created date created Created date

<created><!
[CDATA[20191011085505]]></
created>

Modified date modified Modified

<modified><!
[CDATA[20191114162950]]></
modified>

Related nodes information relatednode Related nodes information

<relatednode action="add"
reltype="parent"
subtype="848">

<![CDATA[Enterprise:CWS:OI
Instance1]]></relatednode>

<relatednode action="add"
reltype="child"
subtype="848">

<![CDATA[Enterprise:CWS:OI
Instance2]]></relatednode>

Workspace type Only for workspace

templates
<node action="create"
reference_type="Parent_Works
paceType"
type="businessworkspace">

Workspace template template Only for a business

workspace instances
<template action="create"><!
[CDATA[Content Server
Document
Templates:Parent_BWS_Templat
e]]></template>

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Chapter 6 Importing and exporting templates and business workspaces

Description Object Importer tag Additional information

Category category As the targeted business
workspace instance and its
contents can contain multiple
categories, the export lists all
used categories along with
their associated objects
Classification Can be one or more
classifications
Records Management One or more RM
classifications classifications, will be
skipped at import if Records
Management is not installed
on the target system.
Possible workspace types for childWkspTypes Only for related workspaces
child workspace
<node action="create"
childWkspTypes="{}"
showchild="true"
showparent="true"
type="relatedbusinessworkspa
ce">

Child workspace showchild Only for related workspaces

showparent
<node action="create"
Parent workspace
childWkspTypes="{'Parent_Wor
kspaceType','Child_Workspace
Type'}" showchild="true"
showparent="true"
type="relatedbusinessworkspa
ce">

Details about the business otsapwksp Details about the workspace

workspace instance or template like
group mapping and
permission merging.
Template information template Only inside otsapwksp and
only for business workspace
instances
<otsapwksp>

<mergePermsWithDestination><
![CDATA[true]]>

</mergePermsWithDestination>

<template action="create"><!
[CDATA[Content Server
Document
Templates:Customers
Template]]></template>

</otsapwksp>

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 6.2. Import restrictions

Description Object Importer tag Additional information

Group mapping groupmapping Only inside otsapwksp
<otsapwksp>
<groupmapping
enabled="false">
<sourceGroupName><!
[CDATA[Business
Administrators]]></
sourceGroupName>

<targetGroupTemplate></
targetGroupTemplate>
</groupmapping>
</otsapwksp>

Permission merging mergePermsWithDestina Only inside otsapwksp

tion
<otsapwksp>

<mergePermsWithDestination><
![CDATA[true]]></
mergePermsWithDestination>
</otsapwksp>

6.2 Import restrictions

Due to the relations and dependencies between workspace template or instances
and their roles, the following import restrictions are in place to guarantee a
successful import.

6.2.1 Role restrictions

• For the role action CREATE, if there is any roles and participants information
available, those roles are created and participants are added.
• For the role action CREATE, type and name attributes information is mandatory
because there may be two roles with same name on different levels. The type
attribute may differentiate them.
• For the role action UPDATE, the name attribute information is mandatory as it
should know for which role name the update should be done

If you export a business workspace both information will be added by default. Only
if edited the export to file to manually add roles, you must provide action, type,
name attributes.

Node action Role action Role exists Final result

UPDATE CREATE FALSE Create
UPDATE CREATE TRUE Warning, then skip to
next
UPDATE UPDATE FALSE Warning, then skip to
next
UPDATE UPDATE TRUE Update

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Chapter 6 Importing and exporting templates and business workspaces

Node action Role action Role exists Final result

UPDATE DELETE FALSE Warning, then skip to
next
UPDATE DELETE TRUE Delete
UPDATE No action FALSE Warning, then skip to
next
UPDATE No action TRUE Warning, then skip to
next

6.2.2 Participant restrictions

For participant tag, name, type and action are mandatory attributes. If anything is
missing, warnings or errors are thrown.

Role action Participant action Participant exits Final presult

CREATE ADD FALSE ADD participant in
role
CREATE ADD TRUE Throws warning and
skips to next
CREATE REMOVE TRUE Remove
CREATE REMOVE FALSE Throws error and
stops
CREATE No action FALSE Throws warning and
skips to next
CREATE No action TRUE Throws warning and
skips to next
UPDATE ADD FALSE ADD participant in
role
UPDATE ADD TRUE Throws warning and
skips to next
UPDATE REMOVE TRUE Remove
UPDATE REMOVE FALSE Throws error and
stops
UPDATE No action FALSE Throws warning and
skips to next
UPDATE No action TRUE Throw warning and
skip to next
DELETE SKIP N/A Role gets deleted

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 6.3. Examples for control file

6.3 Examples for control file

You can use the following example control files to create, update, or delete
workspace templates or business workspace instances in Content Server with Object
Importer. These files are made up of one or more <node> paragraphs, each
paragraph describing actions against a particular object.

Note: The entire import control file, including comments, must be contained
within the import tags, <import></import>, or else it will fail. It is very
important that the control file be properly formatted.

6.3.1 Export control files

Example 6-1: Workspace template export

This example exports all workspace templates in the Customers

Template folder in the Document Templates volume. With the <recurse>
option set to TRUE, all subitems will also be exported. The export file is saved
to C:\OPENTEXT\OEOI\export_files.
<?xml version="1.0" encoding="UTF-8"?>
<export>
<node>
<location>Content Server Document Templates:Customers Templates</location>
<docstorage>C:\OPENTEXT\OEOI\export_files</docstorage>
<recurse>TRUE</recurse>
</node>
</export>

Example 6-2: Business workspace instances export

This example exports all business workspaces in the Customers folder in the
Enterprise workspace, including all their children items. It saves the export file
to C:\OPENTEXT\OEOI\export_files.
<?xml version="1.0" encoding="UTF-8"?>
<export>
<node>
<location>Enterprise:Customers</location>
<docstorage>C:\OPENTEXT\OEOI\export_files</docstorage>
<recurse>TRUE</recurse>
</node>
</export>

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Chapter 6 Importing and exporting templates and business workspaces

6.3.2 Import control files

Example 6-3: Create a business workspace instance from a template

This example imports all workspaces in the Customers:India folder, using the
workspace template “Customers AsiaPacific”. The title of the business
workspaces is generated from the OI Instance category attribute.

If the workspace type is configured to generate the workspace name

automatically, you must provide the category attribute as title value. If the
workspace type is not configured to automatically create a name, the value of
the title element is used as the workspace name.
<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="create" id="52733" type="businessworkspace">
<location><![CDATA[Enterprise:Customers:India]]></location>
<otsapwksp>
<template action="createfromtemplate"><![CDATA[Content Server Document
Templates:Customers AsiaPacific]]></template>
</otsapwksp>
<title language="en"><![CDATA[OI Instance]]></title>
</node>
</import>

Example 6-4: Create a business workspace instances with permissions,

roles and RM classification etc.

This example creates a business workspace with permissions, roles and RM

classifications. It also provides options for multiple languages and a related
workspace.
<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="create" id="52733" type="businessworkspace">
<acl group="Business Administrators" permissions="1111111111"></acl>
<acl permissions="1111111110" role="editor role" type="52733"></acl>
<acl permissions="1111111110" role="manager role" type="52733"></acl>
<acl permissions="1100000000" role="reader role" type="52733"></acl>
<acl basegroup="[Content Server Administration]" permissions="1100000000"></acl>
<acl baseowner="Admin" permissions="1111111111"></acl>
<acl permissions="1100000000" standard="world"></acl>
<category name="Content Server Categories:Business Workspace Category">
<attribute name="Name"><![CDATA[Customers]]></attribute>
</category>
<classification classpath="Classifications:Root Classification Tree:CWS"
inherit="true">
</classification>
<created><![CDATA[20191024124253]]></created>
<createdby><![CDATA[Admin]]></createdby>
<description clear="true" language="ar"></description>
<description clear="true" language="de"></description>
<description clear="true" language="en"></description>
<location><![CDATA[Enterprise:Customers:India]]></location>
<modified><![CDATA[20191024141237]]></modified>
<otsapwksp>
<template action="create"><![CDATA[Content Server Document
Templates:Customers AsiaPacific]]></template>
</otsapwksp>
<relatednode action="add" reltype="child" subtype="848"><!
[CDATA[Enterprise:Contracts:AsiaPacific]]></relatednode>

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 6.3. Examples for control file

<rmclassification classpath="Template RM" filenumber="1" primary="true">

<accession></accession>
<addressee></addressee>
<cycleperiod></cycleperiod>
<essential><![CDATA[TEMPLATE RM]]></essential>
<lastreviewdate></lastreviewdate>
<nextreviewdate></nextreviewdate>
<official><![CDATA[0]]></official>
<originator></originator>
<originorganization></originorganization>
<otheraddressee></otheraddressee>
<receiveddate></receiveddate>
<recorddate><![CDATA[20191024]]></recorddate>
<rsi></rsi>
<status><![CDATA[TEMPLATE RM]]></status>
<statusdate><![CDATA[20191024]]></statusdate>
<storage><![CDATA[TEMPLATE RM]]></storage>
<subject></subject>
</rmclassification>
<roles>
<role action="create" description="editor role description" name="editor
role" type="52733">
<participant action="add" type="user"><![CDATA[ranthari]]></participant>
</role>
<role action="create" name="manager role" type="52733">
<participant action="add" type="user"><![CDATA[Admin]]></participant>
<participant action="add" type="user"><![CDATA[rtadakam]]></participant>
</role>
<role action="create" isLeaderRole="true" name="reader role" type="52733">
<participant action="add" type="user"><![CDATA[Admin]]></participant>
<participant action="add" type="group"><![CDATA[enduser group]]></
participant>
</role>
</roles>
<title clear="true" language="ar"></title>
<title clear="true" language="de"></title>
<title language="en"><![CDATA[OI Instance]]></title>
</node>
</import>

Example 6-5: Update business workspace instance with description,

classification, and attributes

This example adds a description, classification and attribute value of a category

to a business workspace. The location element is mandatory for the update
action, because a node from that location is updated if and only if that node
type is enabled for Object Importer.
<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="update">
<description clear="true" language="en">All customer related info is stored in
this workspace</description>
<location><![CDATA[Enterprise:OIOE:Business Workspace Instances:Customer]]></
location>
<classification classpath="Classifications:Root Classification Tree:CWS"
inherit="true">
</classification>
<category name="Content Server Categories:Business Workspace Category">
<attribute name="Name"><![CDATA[Customer Category]]></attribute>
</category>
</node>
</import>

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Chapter 6 Importing and exporting templates and business workspaces

Example 6-6: Update a business workspace instance with roles and

participants

This example updates the roles and participants in a business workspaces. The
location element is mandatory for the update action, because a node from
that location is updated if and only if that node type is enabled for Object
Importer.
?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="update" id="52733" type="businessworkspace">
<category name="Content Server Categories:Business Workspace Category">
<attribute name="Name"><![CDATA[Customers]]></attribute>
</category>
<classification classpath="Classifications:Root Classification Tree:Customer"
inherit="true">
</classification>
<location><![CDATA[Enterprise:Customers:India]]></location>
<roles>
<role action="delete" name="editor role">
</role>
<role action="update" name="manager role">
<participant action="add" type="user"><![CDATA[BusinessAdmin]]></
participant>
<participant action="remove" type="user"><![CDATA[Admin]]></participant>
</role>
<role action="create" isLeaderRole="true" name="New role" type="52733">
<participant action="add" type="user"><![CDATA[Admin]]></participant>
<participant action="add" type="group"><![CDATA[enduser group]]></
participant>
</role>
</roles>
</node>
</import>

Example 6-7: Create a related business workspace instance

This example creates related business workspaces.

<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="create" childWkspTypes="{}" showchild="true" showparent="true"
type="relatedbusinessworkspace">
<acl permissions="1111111111" group="Business Administrators"></acl>
<acl permissions="1111111110" role="editor role" type="52733"></acl>
<acl permissions="1111111110" role="manager role" type="52733"></acl>
<acl permissions="1100000000" role="reader role" type="52733"></acl>
<acl basegroup="[Content Server Administration]" permissions="1100000000"></acl>
<acl baseowner="Admin" permissions="1111111111"></acl>
<acl permissions="1100000000" standard="world"></acl>
<category name="Content Server Categories:Business Workspace Category">
<attribute name="text attr"><![CDATA[Test Object Importer]]></attribute>
</category>
<created><![CDATA[20190925103129]]></created>
<createdby><![CDATA[Admin]]></createdby>
<description clear="true" language="en"></description>
<location><![CDATA[Enterprise:OIOE:Business Workspace Instances:OI Instance]]></
location>
<modified><![CDATA[20191024124258]]></modified>
<title language="en"><![CDATA[test related bw]]></title>

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 6.3. Examples for control file

</node>
</import>

Example 6-8: Delete a business workspaces

This example deletes the business workspace with ID 52733 from the China
folder.
<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="delete" id="52733" type="businessworkspace">
<location><![CDATA[Enterprise:Customer:China]]></location>
</node>
</import>

Example 6-9: Delete multiple items

This example deletes all items in the Customers > Austria folder.
<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="delete">
<location><![CDATA[Enterprise:Customers:Austria]]></location>
</node>
</import>

Example 6-10: Create a workspace template

<?xml version="1.0" encoding="UTF-8"?>
<import>
<node action="create" id="52953" reference_type="Sales order template"
type="businessworkspace">
<acl group="Business Administrators" permissions="1111111111"></acl>
<acl permissions="1110111110" role="Template Administrator" type="52953"></acl>
<acl permissions="1111111110" role="editor role" type="52953"></acl>
<acl permissions="1111111110" role="manager role" type="52953"></acl>
<acl permissions="1100000000" role="reader role" type="52953"></acl>
<acl basegroup="[Content Server Administration]" permissions="1111111111"></acl>
<acl baseowner="Admin" permissions="1111111111"></acl>
<acl permissions="1100000000" standard="world"></acl>
<category name="Content Server Categories:Business Workspace Category">
<attribute name="Name"><![CDATA[Sales Orders]]></attribute>
</category>
<classification classpath="Classifications:Root Classification Tree:CWS"
inherit="true">
</classification>
<created><![CDATA[20190903162657]]></created>
<createdby><![CDATA[Admin]]></createdby>
<description clear="true" language="ar"></description>
<description clear="true" language="de"></description>
<description clear="true" language="en"></description>
<location><![CDATA[Content Server Document Templates]]></location>
<modified><![CDATA[20191106122543]]></modified>
<otsapwksp>
<groupmapping enabled="false">
<sourceGroupName><![CDATA[Business Administrators]]></sourceGroupName>
<targetGroupTemplate></targetGroupTemplate>
</groupmapping>
<groupmapping enabled="false">

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Chapter 6 Importing and exporting templates and business workspaces

<sourceGroupName><![CDATA[Zappos-All]]></sourceGroupName>
<targetGroupTemplate></targetGroupTemplate>
</groupmapping>
<mergePermsWithDestination><![CDATA[true]]></mergePermsWithDestination>
</otsapwksp>
<rmclassification classpath="RMClass" filenumber="1" primary="true">
<accession></accession>
<addressee></addressee>
<cycleperiod></cycleperiod>
<essential><![CDATA[TEMPLATE RM]]></essential>
<lastreviewdate></lastreviewdate>
<nextreviewdate></nextreviewdate>
<official><![CDATA[0]]></official>
<originator></originator>
<originorganization></originorganization>
<otheraddressee></otheraddressee>
<receiveddate></receiveddate>
<recorddate><![CDATA[20190903]]></recorddate>
<rsi></rsi>
<status><![CDATA[TEMPLATE RM]]></status>
<statusdate><![CDATA[20190925]]></statusdate>
<storage><![CDATA[TEMPLATE RM]]></storage>
<subject></subject>
</rmclassification>
<roles>
<role action="create" description="editor role description" name="editor
role" type="52953">
<participant action="add" type="user"><![CDATA[ranthari]]></participant>
</role>
<role action="create" name="manager role" type="52953">
<participant action="add" type="user"><![CDATA[rtadakam]]></participant>
</role>
<role action="create" isLeaderRole="true" name="reader role" type="52953">
<participant action="add" type="group"><![CDATA[enduser group]]></
participant>
</role>
<role action="create" isDefaultRole="true" name="Template Administrator"
type="52953">
<participant action="add" type="user"><![CDATA[skarnati]]></participant>
</role>
</roles>
<title clear="true" language="ar"></title>
<title clear="true" language="de"></title>
<title language="en"><![CDATA[OI bwtemplate]]></title>
</node>
</import>

6.3.3 Actions on the node element

You can edit the import XML files manually and, for example, use the following
actions in the <node> element.

Action Syntax Description

Create action="create" Create objects, such as
business workspaces and
folders, or imports data, such
as documents, into Content
Server from the file system.

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 6.3. Examples for control file

Action Syntax Description

Update action="update" Update general object
metadata, specific object
metadata, permissions, and
category & attribute data,
roles, participants, and
related workspaces.
Examples of general object
metadata include name and
description. Examples of
specific object metadata
include mime type, url, and
alias.
Synchronize action="sync" Perform either a create or an
update depending on
whether the object exists in
Content Server.
Add Version action="addversion" Only for documents and
other versionable objects.
Does not work on container
objects like folders or
workspaces.
Performs an update by
adding a new version of an
existing Content Server
object.
Delete action="delete" Delete objects in Content
Server.

6.3.4 Actions on templates

You can edit the import XML files manually and, for example, use the following
actions in the <template> element.

Action Syntax Description

action="createfromtem Create a business workspace
plate" based on a workspace
Create from template template.

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Chapter 6 Importing and exporting templates and business workspaces

6.3.5 Actions for roles

You can edit the import XML files manually and, for example, use the following
actions in the <role> element.

Action Syntax Description

Create action="create" Create a role
action="update" Update role details or
Update participants
Delete action="delete" Delete a role

The following code shows example how to use these actions:

• Role creation:
<role action="create" description="editor role description" name="editor role"
type="52733">
<participant action="add" type="user"><![CDATA[Admin]]></participant>
</role>

In this example, the type value specifies the business workspace in the source
Content Server instance. It is needed to differentiate roles with same names. If
two roles with the same name from two different levels of business workspaces
are inherited to the folder or document, you must be able to differentiate, which
role belongs to which workspace type information.
• Role update:
<role action="update" description="updated description" name="editor role"> </
role>

• Role Deletion:
<role action="delete" name="editor role"> </role>

6.3.6 Actions for participants

You can edit the import XML files manually and, for example, use the following
actions in the <participant> element.

Action Syntax Description

Add action="add" Adds a participant to a role
action="remove" Removes a participant from a
Remove role

The following code shows example how to use these actions:

<participant action="add" type="user"><![CDATA[BusinessAdmin]]></participant>
<participant action="remove" type="user"><![CDATA[Admin]]></participant>

To add a participant to a role you can either use the create or update action. To
remove a participant, you use the role action update and the participant action
remove.

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 6.3. Examples for control file

6.3.7 Actions for related workspaces

You can edit the import XML files manually and, for example, use the following
actions in the <relatednode> element.

Action Syntax Description

action="add" Adds a relation to another
Add business workspace
Removes the relation to
Remove action="remove" another business workspace

The following code shows example how to use these actions:

<relatednode action="add" reltype="child" subtype="848">
<![CDATA[Enterprise:Business Workspace Instances:Customers]]></relatednode>

<relatednode action="add" reltype="parent" subtype="848">

<![CDATA[Enterprise:Business Workspace Instances:Sales Areas]]></relatednode>

<relatednode action="remove" reltype="child" subtype="848">

<![CDATA[Enterprise:Business Workspace Instances:Customers]]></relatednode>

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

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

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

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

Classic UI

See: Classic View

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

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

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

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

document templates
Templates for documents with default content and attributes.

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Glossary

See also: workspace templates

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

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

OpenText Directory Services (OTDS)

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

OpenText Records Management

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

OTDS

See: OpenText Directory Services (OTDS)

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

Perspective Manager

See: perspective

record

See: OpenText Records Management

Records Management

See: OpenText Records Management

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 Glossary

Related Business Workspaces folders

Related Business Workspaces folders are used to display business workspaces
that are somehow related to each other. In Classic View, this type of folder is the
only object type where users can add relationships manually.
See also: Related Business Workspaces folders

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

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

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

Smart UI

See: Smart View

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

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

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

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

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Glossary

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

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