Note: Workflow
Extensions are separately available features that may be added to eRoom
Enterprise. For more information, see www.documentum.com.eRoom Enterprise is a separately licensed extension of the eRoom interface that adds content management using the Documentum Content Server. It enables teams to collaborate on projects and manage content, all within an integrated environment. Project teams can use eRoom Enterprise to manage content throughout its lifecycle, from document concept, creation, and approval (within eRoom), to document storage, archive, index, and publication (using the Documentum Content Server).
For example, at the start of a new project, team members can populate their eRoom with documents that are archived in a Documentum Docbase. During the project, documents are modified and periodically published to the Docbase. At the end of the project, the team archives all content for ongoing access and reuse.
Note: Workflow
Extensions are separately available features that may be added to eRoom
Enterprise. For more information, see www.documentum.com.
See also:
Content Server-linked files and version tracking in "Files" for information about how eRoom Enterprise integrates version tracking in the eRoom and Documentum applications.
Content Server Links in "Coordinating an eRoom" for information about eRoom-wide settings related to eRoom Enterprise.
Site Settings: Content Server in "Site administration" for information about site-wide settings related to eRoom Enterprise.
For a review of eRoom basics, see "Working in your eRoom". If you are just getting started with Documentum content management, here are some introductory terms related to eRoom Enterprise:
Content Server -- A file server that securely stores files and controls access to them.
Docbase™ -- A file container that resides on the Content Server that lets you store documents of any kind, including graphics, scanned images, even sound and digital movies. A Docbase stores both document content (a file you create using applications such as word processors or spreadsheets) and document properties (descriptive characteristics, such as the document's creation date, creator, most recent editor, versions, format, and status in a lifecycle). Document properties are sometimes called metadata, or attributes.
Content Server-linked file -- A file item stored in a Documentum Docbase and linked to from eRoom. The file can be opened or edited either via eRoom or another Documentum application that accesses the Content Server (such as Webtop, Desktop Client, or Web Publisher). See Working with Content Server-linked files.
Template -- An empty document object used as a starting point for attributes of a particular document type. Examples of templates might be expense reports, meeting minutes, or change orders. The properties of an expense report template, for example, might be its date, name, department, and the routing tasks specific to expense reports. Administrators can provide templates with eRoom Enterprise by storing them in the "eRoom Templates" (case-sensitive) folder of the system cabinet in the Docbase. When such templates are available, an eRoom user creating a Content Server-linked file can select a template to associate with the document. The new document inherits the properties but not the content of the template document. Templates may be identified as having mandatory properties that members must specify in the process of creating a Content Server-linked file in eRoom.
Virtual document -- A Docbase document composed of other documents. A virtual document is a way to combine documents whose contents have a variety of formats.
Rendition -- A copy of a document, associated with the original, that has been converted into a different format in order to make it usable by a variety of audiences. For example, a document originally composed in Microsoft Word can have an associated Adobe PDF rendition that enables users without Microsoft Word to read it.
Check out -- Locks a document in a Docbase so neither its content nor its properties can be edited by other users, and downloads the document's content to your computer so that you can edit it. Changes made to a document's properties or content are not saved in the Docbase until the document is checked in. From the time a file is checked out of the Docbase until it is checked back in, all links to that file in any eRoom are reserved for editing by the person doing the check-out.
Check in -- The process of putting a checked-out file back in to the Docbase, thus creating a new version of the file, and at the same time, removing the file lock in the Docbase, and the edit reservation in eRoom, thus enabling users with proper permissions to edit the document and its properties.
To use eRoom Enterprise features, you require a Content Server user name and password. In many cases, they match your eRoom login name and password, and you are automatically logged in when you access a Docbase through eRoom.
If you have different credentials for eRoom and the Content Server, you can store your Content Server user name and (if allowed by an eRoom site setting) password in your eRoom member information page. If these values are present, and if they match your Content Server credentials for the Docbase you are logging in to, you are logged in automatically.
If your Content Server password isn't stored with your eRoom member information, or if it doesn't match your account information for the Docbase you are logging in to, then you must supply both your Content Server user Name (which is pre-filled with your eRoom user name) and Password on the Content Server login page.
If eRoom stores your Content Server password, you have the option to save in eRoom the password that you use to log in to Content Server. For example, if you log in to a Docbase for which you have a different password than the one you have saved in eRoom, you might leave the "Save Password" check box clear if it isn't the Docbase you normally use (for which eRoom has your password stored).
You can create a Content Server-linked file in any of the following ways:
Whether you add a file from your computer and link it to a Content Server, or you create Content Server-linked files from existing eRoom files, you choose a storage location. In eRoom, the Content Server target/template picker guides you through the Docbase(s), cabinets, folders and templates available to you for storing and locating files on the Content Server. Some eRooms, folders, or database-attachment fields have initial (default) target locations already specified (via their settings) where any file created, dropped, pasted, or routed there is automatically stored. In this case, you can either use the default location, or pick another one.
In list view or detail view
in an eRoom item or attachment box, Content Server-linked files have a
cabinet icon (
) next to their names. Also, for a Content
Server-linked file, a check mark appears next to the "Content Server
Link" command on the right-click file item menu.
If your site allows it, any Content Server-linked file that has a thumbnail displays the thumbnail at full native resolution (typically 100x100) instead of its regular file icon. Thumbnails are displayed only in large icon view in an eRoom item or attachment box, and you can only see thumbnails for files you have open rights to.
Files stored in the Docbase have the same names as their Content Server-linked eRoom counterparts, unless eRoom renames the link to avoid a naming conflict. When they are renamed in either the eRoom or in the Documentum application, names are synched in both applications.
Use this procedure for storing a previously unlinked file, or for changing where an existing Content Server-linked file is stored in the same Docbase. (To store the file in a different Docbase, you must unlink and re-link the file.)
Right-click a file icon and pick "Content Server Link..." from the pop-up menu.
For a single file, the "Content Server Link" page opens, with the check box labeled "Store this file on the Content Server" selected.
If a target location/template
is already specified (it might be a default Docbase location for the current
eRoom, folder,
or database
attachment field; a location you specified earlier; or where the file
is currently stored), you can either click "OK" to store your
file there (and complete the procedure), or click 
to change
the location/template and continue with the next step.
If there is no target
location/template is already specified, click and continue
to the next step.
With multiple files selected (in details view), the "Content Server Link" page asks if you want to Store all the files in the Docbase, or Remove them. The default is to Store them all on the Content Server.
If a target location/template
is already specified, it is because all the selected files have the same
Docbase location/template association. In this case, either click "OK"
to store your file there (and complete the procedure), or click to change the location and continue to the next step.
If no target location/template
is already specified, click and continue to the next
step.
(You skip this step if there is only one Docbase, or if there is a default location specified for the current eRoom, folder, or database attachment field.)
Log in if you are asked to do so -- continue otherwise.
From the "Content Server Link: Pick Location" page, browse the cabinets and folders within the Docbase to where you want to store your file(s). Or, you can click "Change Docbase" to select a different one, if available.
Pick the target cabinet or folder, and (if available) pick a template from the drop-down list. Click "OK" when you've make your choice.
Back on the "Content Server Link" page,
either pick an alternative location (by clicking ), or
click "OK" to confirm that you want to store the file(s) in
the specified Docbase location.
If file properties are required when files are linked to the Content Server (a site or community setting) then the WDK Properties component opens in a new window. If you picked a template (in step 5) that has mandatory properties, you must specify those properties before you can store the file on the Content Server. If your file has no mandatory properties, you can specify properties or not, as appropriate. Click "OK" to set the properties and close the window.
eRoom uploads the selected file(s) to the specified location in the Docbase and, at the same time, creates one or more Content Server-linked file icons in your eRoom.
Note: eRoom does not
store copies of Content Server linked files, neither in its file cache
nor in the recycle bin. If you cancel
or close the WDK Properties component for a file with no mandatory properties,
eRoom creates the link in eRoom and puts the file on the Content Server.
If there are mandatory properties, however, the file is deleted from the
Content Server and a broken link remains in eRoom. However, in this case
only, the eRoom server keeps a copy of this file so that no work is permanently
lost. The next time you click such a broken link, eRoom asks if you want
to replace the link with the actual file. If you click "OK",
eRoom retrieves the file from the file server and replaces the link with
it. The file exists in eRoom, then, as an unlinked file.
Right-click on an empty area of the item box or attachment area, and pick "Add File" from the pop-up menu.
Or, in the command bar, click "add file".
Or, in the command bar, click "create", and then pick "Other File" from the Create page.
On the Add File page, pick "upload a file from my computer" and select the "Link to the Content Server" check box. (This check box is already selected if you are creating the file in a folder with Content Server linking on by default.)
Click "Browse" to locate the file on your computer, and then click "OK" on the Add File page.
Continue from step 2 in the preceding procedure.
Note:
If you click "OK" on the Add File page and then click
"Cancel" on subsequent target/template picker pages, eRoom uploads
the file to your eRoom but does not store it in a Docbase.
Right-click on an empty area of the item box or attachment area, and pick "Add File" from the pop-up menu.
Or, in the command bar, click "add file".
Or, in the command bar, click "create", and then pick "Other File" from the Create page.
On the "Add
File" page, pick "Add a file from the Content Server"
and click to select the file from the Docbase.
If more than one Docbase is available, the "Content Server Link: Pick a Docbase" page opens. Pick a Docbase and click "OK".
(You skip this step if there is only one Docbase, or if there is a default location specified for the current eRoom, folder, or database attachment field. In the latter case, you can click "Change Docbase" to select a different one.)
Log in if you are asked to do so -- continue otherwise.
From the "Content
Server Link: Pick Files" page of the target/template picker,
browse or search
the cabinets (
) and folders (
) within the Docbase
to locate the file(s) you want to link to, and then click "OK".
(When you browse files in
a Docbase from eRoom, virtual
documents look like this: 
)
The "Add File" page re-opens with the path to the file(s) you selected visible in the text box.
Click "OK" to create in your eRoom Content Server-linked files that point to the ones you selected in the Docbase.
Note:
If any of the new links
have the same name as a file that already exists in the same container
in your eRoom, an incremental number is appended to the name of the link
(for example, filename.txt, filename (2).txt, filename
(3).txt, and so on).
On the "Content Server Link: Pick Files" page of the target/template picker, specify text search criteria and click "search".
eRoom performs a full-text search in the Docbase and replaces the list of cabinets with up to 250 read-only search results. The results are initially sorted by rank and are not linked.
Select a file or click "reset" to replace the search results with the tree view of the Docbase.
Click "OK" to return to the "Add File" page, with the selected file, if any, shown in the "Add a file from the Content Server" box.
Once a file is stored in a Docbase and linked from your eRoom, you can
Copy or move existing Content Server-linked files within eRoom, while preserving the files' storage location within the Docbase.
Export or import eRooms or containing Content Server-linked files, while preserving the files' Docbase-storage settings.
Receive email notification about any updates to Content Server-linked files (and see them flagged with unread marks), whether the changes occur in eRoom or in the Content Server.
Search for the file just as you can for other eRoom items. eRoom indexes the content of all files linked to the Content Server, so while the content of those files is stored in a Docbase, you can still locate them in eRoom. Note, however, that renditions (if any) of Content Server-linked files are not indexed for searching.
Change the location in the Docbase of where the file is stored.
View default renditions of Content Server-linked files in eRoom.
Modify the file either in eRoom, or by using (if available) Documentum Webtop, Desktop Client, or Web Publisher.
Modify properties of the file in eRoom using the WDK Properties component (if available).
Unlink the file.
Share the file between eRooms by creating Content Server-linked files in different eRooms that point to the same file stored in the Docbase.
In eRoom, the access you have to a Content Server-linked file depends on
your eRoom role -- For example, eRoom coordinators have edit rights to all items in an eRoom.
your eRoom-specific rights to the item -- For example, you can only see hidden Content Server-linked files to which you have at least open rights.
your Content Server permissions pertaining to the file
In order to view or edit a Content Server-linked file in eRoom, you need the appropriate permissions to that file in both environments. In other words, your access rights in one environment do not override your rights in the other.
Note: eRoom community
administrators have an option
to specify who can create and edit Content Server links: either all eRoom
members in the role of participant
and above, just coordinators and above, or just facility administrators.
Even if all participants have this permission at the server level, eRoom
coordinators have an option
to restrict this permission to coordinators only. Content Server-link
restrictions do not affect eRoom
access rights, which determine who
can see, open, and edit eRoom items.
If a Content Server-linked file has any associated renditions (for example, PDF or JPG), the file's right-click menu includes a "Preview" command. Clicking this command, or the file's icon, causes eRoom to get the default rendition for the current version of the file from the Content Server, and display it using the appropriate application on the client. Clicking "View" or "Edit" opens the file itself (not the rendition) in its native application (if available), either read-only (View), or for editing (Edit).
If a custom viewer is installed, and there's a rendition available for the file, the Preview command always displays the rendition. If there's a custom viewer associated with the rendition's extension, the rendered file opens in the custom viewer. Otherwise, it opens in the application that opens that file type.
Note:
Display of renditions of Content Server-linked files requires Documentum
Media Services.
Renaming or editing a Content Server-linked file either via eRoom or another Documentum application that accesses the Content Server makes the change(s) visible in both environments.
Editing a Content Server-linked file in eRoom, or reserving it for editing, checks out the file on the Content Server. When you release the eRoom edit reservation on the file, it is checked back in. If you edit such a file without releasing the reservation, the Documentum application creates a new version of the file, but keeps it checked out. Similarly, if you check out a file from the Content Server, the linked file in eRoom is reserved for the same person, so you can edit it in either environment.
Note: When
you Copy a Content Server-linked
file and paste it elsewhere, you create a new reference to where the file
is stored in the Docbase. Copy
Link, on the other hand, creates a URL-based link to the Content Server-linked
file in eRoom. Moving a Content Server-linked file also preserves its
link information.
See also:
Content
Server-linked files and version tracking in Files
for information about specifying a major or minor revision when you edit a Content Server-linked
file in eRoom.
If your site or community specifies a Documentum Webtop/DAM or Web Publisher URL, you can access the WDK Properties component from eRoom using the "Content Properties" command on the right-click file menu. Doing so opens a new browser window with the Properties component for that file.
If your site or community specifies that file properties are required when files are linked to the Content Server, then the WDK Properties component opens during the initial linking process. If you are linking a file with mandatory properties to the Content Server, you cannot store the file on the Content Server unless you provide values for the required properties.
Note: To modify access
control (ACL lists) for Content Server-linked files directly within a
Docbase, use the Documentum Webtop or Web Publisher client from eRoom
(via the "Go to Content Server" command) or use another Content
Server client such as Documentum Desktop Client.
Right-click the file icon and pick "Content Server Link" from the pop-up menu.
For a single file, the "Content Server Link" page opens with the check box labeled "Store this file on the Content Server" selected. Clear the check box.
With multiple files selected (in details view), the "Content Server Link" page asks if you want to Store all the files in the Docbase, or Remove them. Pick Remove them all from the Content Server.
Click "OK" to unlink the file(s) and copy the current version(s) from the Content Server into eRoom. While the file and all its versions remain stored on the Content Server, no further synchronizing occurs between the copies, nor can unlinked files be re-linked in the future.
If you delete a Content Server-linked file from your eRoom, only the file icon is removed from the eRoom -- the actual file on the Content Server is always preserved. The deleted link does not move to the eRoom Recycle Bin, however, so if you want to restore the linked file, you must recreate it from the Docbase (as described above). If the file is deleted from the Content Server, the file icon remains in eRoom, but is a nonfunctional link.
You can specify a default location in a Documentum Docbase for automatically storing all unlinked files created, dropped, pasted, or routed to a particular folder (example) or database-attachment box (example). These default storage settings override the eRoom-wide location/template defaults.
For files linked to a Content Server in this manner, the default storage location can be changed, and the file can be unlinked, the same as for any Content Server-linked file. These automatic storage settings only affect files (no other eRoom items), and no subfolders inherit these defaults from a parent folder or database attachment field.
Note: When a Content
Server-linked file moves to a folder or an approval-process
step, eRoom preserves existing link settings whether automatic/default
linking is on or off.
With eRoom Enterprise only, database-attachment fields have an option to automatically link to a default Docbase location, all unlinked files created, dropped, or pasted there. For an approval-process database, you can override this setting for entries in individual steps. Here's why:
Suppose your team uses an approval-process database for tracking project issues. Its attachment field is set to store all attachments in a Docbase "Issues" folder. The first step in the database is called "not ready for prime time", and the Attachments option for automatic linking on the step's Field Options page is turned off. This setting overrides the option's setting in the parent database so that new issues can be entered in this step without committing their attached files to long-term storage in the Docbase. Some entries move to the next step, where their attached files are moved to the Docbase, and some are closed with no further action.
Conversely, if your team uses an approval-process database for developing proposals, for example, you might set automatic linking for attachments in the "final" step only. Thus, only final proposals are archived in the Docbase where they can be managed and reused for new projects.
On the folder's Create or Edit page, or on the Database Field Options page for the attachment field, select the check box labeled "Contained files are linked to the Content Server by default", and click "settings" to pick the location.
If more than one Docbase is available, the "Content Server Link: Pick a Docbase" page opens. Pick a Docbase and click "OK".
(You skip this step if there is only one Docbase, or if there is a default location specified for the current eRoom. In the latter case, you can click "Change DocBase" to select a different Docbase.)
Log in if you are asked to do so -- continue otherwise.
From the "Content Server Link: Pick Location" page, navigate to the default location in the Docbase you want to store files in the folder or attachment field.
Click "OK" to return to the settings page from which you started, where you can click "OK" to put the default link setting into effect for the folder or database attachment field.
If access to the Documentum Webtop or Web Publisher client is enabled for your site or community, the right-click file item menu in eRoom includes the "Go to Content Server" command. Once in Webtop or Web Publisher, you can access all functionality (based on your Content Server role and ACL permissions) including properties, version/rendition listings, object permissions, relationships, starting workflows, and lifecycle actions.
Right-click the icon for a Content Server-linked file.
Pick "Go to Content Server" from the pop-up menu.
A Webtop or Web Publisher client opens in a separate browser window and displays the selected file.