Business Workspaces User Guide

OpenText™ Content Server

Set up Business Workspaces as business administrator and use

functions that are specific to the module in Classic View.

Set up the Intelligent Filing feature by creating and configuring

an Intelligent Filing folder. Then add, delete, download, and
move documents to that folder for automatic filing.

LLESCWS230200-UGD-EN-01
Business Workspaces User Guide
OpenText™ Content Server
LLESCWS230200-UGD-EN-01
Rev.: 2023-Feb-21
This documentation has been created for OpenText™ Content Server CE 23.2.
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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 Table of Contents
Part 1 Business Workspaces 5

1 Configuring Business Workspaces ......................................... 7

1.1 Understanding the Business Workspaces volume ............................... 7
1.2 Managing workspace types ................................................................ 8
1.3 Creating a workspace type .............................................................. 12
1.4 Configuring sidebar widgets for Classic View .................................... 20
1.5 Editing workspace names ................................................................ 26
1.6 Using patterns for workspace names ................................................ 27
1.7 Using patterns for the location path .................................................. 29
1.8 Using the Reference attribute ........................................................... 31
1.9 Creating a category for workspace type and business object type ...... 34
1.10 Creating a classification for document templates and location ............ 35
1.11 Creating a root folder for the business workspaces ............................ 35
1.12 Configuring Smart View for Business Workspaces ............................ 36
1.13 Creating simple searches ................................................................ 43
1.14 Defining templates .......................................................................... 48

2 Working with business workspaces in Classic View ........... 67

2.1 Accessing business workspaces ...................................................... 67
2.2 Searching business workspaces and documents ............................... 71
2.3 Creating a business workspace manually ......................................... 73
2.4 Deleting and restoring a business workspace .................................... 76
2.5 Adding a shortcut to a Content Server item using a Simple Search ..... 77
2.6 Creating a relationship between business workspaces ...................... 78
2.7 Extended ECM: Changing the workspace reference .......................... 79
2.8 Extended ECM: Viewing the workspace reference ............................. 79
2.9 Extended ECM: Adding a business object to a Content Server item .... 80

3 Configuring the Business Workspaces Outlook add-in ...... 83

3.1 About the Business Workspaces Outlook add-in ............................... 83
3.2 Preparing your environment for the add-in ........................................ 84
3.3 Configuring add-in settings .............................................................. 86
3.4 Configuring rules and email search settings to display suggested
workspaces .................................................................................... 91

Part 2 Intelligent Filing 101

4 Using Intelligent Filing .......................................................... 103

5 Working with an Intelligent Filing Folder ............................ 105

5.1 To Add External Documents to an Intelligent Filing Folder ............... 106

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Table of Contents

5.2 To Delete a Document from an Intelligent Filing Folder .................... 106

5.3 To Download a Document from an Intelligent Filing Folder ............... 107
5.4 To Move Documents from an Intelligent Filing Folder ....................... 107

6 Configuring an Intelligent Filing Folder .............................. 109

6.1 Adding or Deleting an Intelligent Filing Folder ................................. 109
6.2 Assigning Intelligent Filing Permissions .......................................... 110
6.3 Adding and Configuring a Core Capture Rule .................................. 111
6.4 Generating a Core Capture Metadata Export File ............................ 112
6.5 Generating a Runtime Profile and an Analysis Profile Using the
Intelligent Filing Analysis Tool ........................................................ 115
6.6 Adding the Profiles in the Core Capture Rule .................................. 116
6.7 Automatically Updating the Profiles in the Core Capture Rule .......... 117
6.8 Reviewing the Auto Update Job History .......................................... 120

iv Business Workspaces User Guide LLESCWS230200-UGD-EN-01

 Part 1
Business Workspaces
Chapter 1
Configuring Business Workspaces

Configuration of business workspaces requires the Business Administration usage

privileges. With these privileges you can access the Business Workspaces volume
and other volumes and pages required for the configuration of business workspaces.

Renaming

As of version 21.4, the previous Connected Workspaces module has been

renamed to Business Workspaces.

1.1 Understanding the Business Workspaces

volume
The Business Workspaces volume contains configuration objects that you need for
Business Workspaces as well as links to other related configuration pages. The
Business Workspaces volume contains the following items:

Business Workspaces Volume

Categories
Requires Business Administration Data Policies usage privilege and Category
object privilege.
“Creating a category for workspace type and business object type” on page 34
Classifications
“Creating a classification for document templates and location” on page 35
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 36
Outlook Add-in Configuration
Requires Business Administration Business Workspaces usage privilege.
“About the Business Workspaces Outlook add-in” on page 83
Perspectives
“Creating a Perspective using the Perspective Manager tool” on page 39
Saved Queries Volume
Requires Business Administration Business Workspaces usage privilege.
OpenText Extended ECM Platform - Integration and Configuration Guide (EEP-CGI)

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Chapter 1 Configuring Business Workspaces

Variables for Replacement Tags

Requires Business Administration Business Workspaces usage privilege.
“Defining and using variables for group replacement” on page 61
Workspace types
Requires Business Administration Business Workspaces usage privilege.
“Managing workspace types” on page 8

To open the Business Workspaces volume:

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

1.2 Managing workspace types

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.

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.

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 1.2. Managing workspace types

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 “Indexing documents with business
workspace attributes” on page 10.

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Chapter 1 Configuring Business Workspaces

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

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 1.2. Managing workspace types

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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Chapter 1 Configuring Business Workspaces

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.

1.3 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.

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 1.3. Creating a workspace type

– 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.

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.

1.3.1 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 [xref to
non-existent element "multi-lang-cs"].

Tip: Users can change their preferred metadata language in Content

Server: My Account > Settings > Metadata Language.
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 “Using patterns for workspace names” on page 27. 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.

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Chapter 1 Configuring Business Workspaces

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 18.

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 39.

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.

• 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 35.
Select one of the following options:

– Content Server Folder

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 1.3. Creating a workspace type

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].
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 “Using
patterns for the location path” on page 29.
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

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Chapter 1 Configuring Business Workspaces

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
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

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 1.3. Creating a workspace type

– 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:

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

Supported custom columns:

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Chapter 1 Configuring Business Workspaces

○ 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.

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.

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 1.3. Creating a workspace type

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).

1.3.2 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 “Indexing documents with business workspace
attributes” on page 10.
Sidebar Widgets
Configure sidebar widgets that display metadata in the business workspace in
Classic View. For more information, see “Configuring sidebar widgets for
Classic View” on page 20.
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.

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Chapter 1 Configuring Business Workspaces

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 “Using patterns for the
location path” on page 29.
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.
– Select RM Classification if you want to add one specific RM
classification. Click Select and select the classification.

1.4 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:

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 1.4. Configuring sidebar widgets for Classic View

• “Attributes sidebar widget” on page 22

Displays category attribute values of the business workspace.
• “Recent Changes sidebar widget” on page 23
Displays a list of documents inside the business workspace, which have recently
been changed.
• “Related Items sidebar widget” on page 23
Displays links to other workspaces that are related to this business workspace,
both in parent or child relation.
• “Work Items sidebar widget” on page 25
Displays the work items the user has for the business workspace. These work
items include tasks, workflow tasks and reminders.
• “Workspace Reference sidebar widget” on page 26
For Extended ECM: Displays the linked business object of the business
application in a pop-up window.

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.

• <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.

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Chapter 1 Configuring Business Workspaces

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

1.4.1 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.

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.

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 1.4. Configuring sidebar widgets for Classic View

1.4.2 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.

1.4.3 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 61.

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Chapter 1 Configuring Business Workspaces

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.
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.

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 1.4. Configuring sidebar widgets for Classic View

1.4.4 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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Chapter 1 Configuring Business Workspaces

1.4.5 Workspace Reference sidebar widget

In Extended ECM, the Workspace Reference sidebar widget displays a link that
directs to the linked business object in the business application, which opens in a
pop-up window.

1.5 Editing workspace names

You can display the names of business workspace in different languages and you
can compose a workspace name with metadata.

Note: For business workspaces without business object types, you can specify
any name here. These workspace types always have the name that the user
entered during creation, independent of the settings you specify here.

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:
Tools > Settings > Metadata Language.

To configure business workspace names:

1. Add languages to the multilingual metadata in Content Server.

2. Add workspace name patterns for each language in the workspace type
configuration. You can use category ID and attributes, business properties, free
text as well as modifiers for the name pattern.
Example: Product name with category and attribute: Equipment [91100:Product
Name]/[91100:Product Family] ([91100:Id:+3(4)]).
Product name with business property: Equipment [PRODUCT_NAME]/[PRODUCT_
FAMILY] ([OBJID:+3(4)])

Click Insert Attribute to select a category and an attribute. Alternatively, you

can type category ID and attribute or business property.

Important
You must at least enter a pattern for the default language. Other languages
are optional.

26 Business Workspaces User Guide LLESCWS230200-UGD-EN-01

 1.6. Using patterns for workspace names

3. 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.

1.6 Using patterns for workspace names

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 13.
• 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

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Chapter 1 Configuring Business Workspaces

name or last name of the selected user to the generated name but nothing if a
group is selected.
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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 1.7. Using patterns for the location path

1.7 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 13.
• 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 31.

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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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 1.8. Using the Reference attribute

1.8 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 1-1: 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:

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Chapter 1 Configuring Business Workspaces

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

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 1.8. Using the Reference attribute

Variable Description
%w% Weekday in one digit from 1 to 7,
where 1 stands for Sunday
%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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1.9 Creating a category for workspace type and

business object 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.

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 31.

4. Click Submit.

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 1.10. Creating a classification for document templates and location

1.10 Creating a classification for document 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 49.

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 49.
3. Click Add Item > Classification and define the new classification according to
your requirements. Usually, you create a classification for each workspace type.

1.11 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 13.

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 document templates and location” on page 35.

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Chapter 1 Configuring Business Workspaces

Important
This classification must be the same for folder and template, which you
will configure in “Defining templates” on page 48.

1.12 Configuring Smart View for Business

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

1.12.1 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 41.

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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 1.12. Configuring Smart View for Business Workspaces

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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Chapter 1 Configuring Business Workspaces

1.12.2 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.

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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 1.12. 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.

1.12.3 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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Chapter 1 Configuring Business Workspaces

• When you transport Perspectives using the Transport Warehouse, you must
follow a certain order to keep dependencies. For more information, see
OpenText Business Workspaces - Configuration Guide (CSCWS-CGD).

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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 1.12. Configuring Smart View for Business Workspaces

1.12.4 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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1.12.5 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 .

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 1.13. Creating simple searches

3. Select the collaboration feature that you want to make available.

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.

1.13 Creating simple searches

The Saved Queries volume contains simple searches, which are predefined and
saved queries that help users quickly find a business workspace.

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.

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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.

• Extended ECM: When users add a business relationship and search for the
related business workspace. For more information, see .

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.

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 1.13. Creating simple searches

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.

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.

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

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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To support users in effectively reduce their search to only one specific workspace
type, you create a search slice for each workspace type.

• In Smart View: A selection list contains all search slices. The selected search slice
filters the search accordingly.
• In Classic View: The Search dialog contains a Slices list, which contains, for
example, a slice for the workspace type Customer. Users can reduce the search to
business workspaces of type Customer.

Searchable fields are called index regions within Content Server. The module
automatically creates the XECMWkspLinkRefTypeID index region as soon as the first
business workspace is created and indexed.

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.

3. Select Queryable for the XECMWkspLinkRefTypeID field.

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1.13.1 Configuring the search in related business workspaces

You can configure the search so that users not only can search documents in the
current workspace but also search in related workspaces. For this, users have two
different starting points:

Related Business Workspaces folder

This folder displays business workspaces that are related and fulfill certain
criteria.
You configure the search options for this type of folder in Content Server
Administration > Search Administration > Configure Search Location
Modifiers > Follow Business Workspace Relationships.
For detailed information, see “Displaying related business workspaces in a
folder” on page 61.
Business Workspaces
For each business workspace type, you can configure the search behavior and
the options of the Search From Here box.
If enabled, the related workspaces search follows all related items that are
configured in the Related Items sidebar widgets for this business workspace
type.
For detailed information, see “Managing workspace types” on page 8.

1.14 Defining templates

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 61.

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1.14.1 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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1.14.2 Creating a document 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 49.

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 35.

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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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 with
business workspace attributes” on page 10.

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 60.
• Automatic Insights activation for team participants when the workspace
template is used to create a business workspace. For more information, see
OpenText Business Workspaces - Configuration Guide (CSCWS-CGD).
• Group Replacement or Permission Propagation is used to restrict access to
the business workspace or parts of it. For more information, see “Group
replacement and permission propagation” on page 57.
• Team roles and team participants for a workspace template. For more
information, see “Defining team roles and team participants” on page 54.
• Hierarchies of business workspaces. For more information, see “Creating
workspace hierarchies” on page 53..
• OpenText Core shares and recipients. For more information, see “Setting up
content sharing with OpenText Core” on page 63.
• Content sharing with Microsoft Teams. For more information, see OpenText
Business Workspaces - Configuration Guide (CSCWS-CGD).

8. Open the workspace template and add subfolders and documents as needed
using the Add Item button. You can use placeholders, which represent data,

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such as a user name or a reference number, whose value is determined when an

instance of the template is created.
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. See
also Section 7.3 “Configuring Document Template Synchronization job” in
OpenText Extended ECM for SAP SuccessFactors - Customizing Guide (EESU-
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.

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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.

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.

1.14.3 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.

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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.

1.14.4 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.

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 1.14. Defining templates

– 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
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 it is desired that members of the Team Lead role do not have the
permission 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.

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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.

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.

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 1.14. Defining templates

• 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.

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 53.

1.14.5 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.

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• If you want to use variables, you have already defined them. For more
information, see “Defining and using variables for group replacement”
on page 61.

• 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.

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 and
using variables for group replacement” on page 61.

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.

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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.
• 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.

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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 one defined for the folder in which the new business workspace is
created. 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
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.

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1.14.6 Defining and using 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.

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.

1.14.7 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 “Related
Items sidebar widget” on page 23.

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.

You can add a manual relationship to an early business workspace, which is a

business workspace that does not yet have a workspace reference. When the

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business workspace reference is added, automatic relationships are added. They also
replace duplicate manual relationships.

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.

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.

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 1.14. Defining templates

• 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 “Managing workspace types”
on page 8.

1.14.8 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.

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

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• 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.

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

Server but the mapped categories still must have the same attribute names as

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 1.14. Defining templates

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.

1.14.9 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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1.14.10 Converting a container template to a workspace

template
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 an 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.
• 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.

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.

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Chapter 2
Working with business workspaces in Classic View

2.1 Accessing business workspaces

In your regular work, you most likely work only with a limited number of business
workspaces. The menu option Business Workspaces on the global menu of Content
Server lets you access these workspaces quickly:

The global menu contains the following options:

• List of recently opened business workspaces

• Favorite business workspaces
• Predefined searches

Note: The Business Workspaces menu is displayed in container views only.

In addition, you can always use the standard Content Server search to find business
workspaces as well as documents.

2.1.1 Finding recently viewed business workspaces

You can access business workspaces that you recently opened.

To find a recently opened business workspace:

1. Go to the Content Server Enterprise workspace.

2. On the global menu, click Business Workspaces > Recent.

The list contains up to ten of the most recent business workspaces opened.

3. Click the desired business workspace to open it.

2.1.2 Using Favorites

You can add business workspaces to your Favorites in Content Server. The global
menu Business Workspaces then contains a list of up to ten of your favorite
business workspaces.

To add a business workspace to your favorites:

1. Find the business workspace that you want to add to your favorites.

2. From the function menu of the business workspace, select Add to Favorites.

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The business workspace is added to your Favorites in Content Server. You can
access it as any other Content Server item that you added to your Favorites via
the Personal > Favorites menu option.
More easily, you see all your favorite business workspaces in the Business
Workspaces option of the global menu.

Tip: For more information about managing favorites, see the Content
Server online help (path Getting Started > Quickstart Help > Managing
Favorites).

2.1.3 Using the simple search

The simple search is a predefined search that you can use to quickly find certain
business workspaces. Your system manager may have defined a set of simple
searches that are convenient for your daily work. Simple searches are a highly
customizable feature that will most likely look different on your system.

Tip: Simple Searches are also known as Custom View Searches in Content Server.
For more information, see the Content Server online help at the following path:
Retrieving Information > Searching Content Server > Working with Saved
Searches > To create a Custom View Search.

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 2.1. Accessing business workspaces

To use a simple search:

1. Go to the Content Server Enterprise workspace or any other container item like
a business workspace.

2. On the global menu, click Business Workspaces > Search.

3. On the following page, select a predefined simple search. Then click Search.
The search results are displayed.

Note: It depends on your system which simple searches are available and
how the result list is configured. For more information, ask your system
manager.

4. Click Select > or click the object name to open the desired workspace.
You can use the function menu of an item in the result list. For example, you can
add it to your favorites.

2.1.4 Searching related items

You can include related business workspaces in your search. You can start the
related business workspace search in a Related Business Workspaces folder, in a
business workspace, or from any of its subfolders.

Important
To use this search, relationships between business objects must be defined. For
more information, ask your system manager.

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To search in related business workspaces:

1. Open a Related Business Workspaces folder or a business workspace.

2. To select search options, click the arrow next to the Search box.
3. If configured by your system manager, you can select the following options for
your search:

• Slices: Define the area of your search. From Here searches this business
workspace and all related items.
• Location Modifier: Define if you want to follow related items. In a Related
Business Workspaces folder, you can select Follow Contained Workspaces;
in a business workspace, you can select Follow <Name of the Widget>.

Note: Your system manager may have enabled the search in related
items without further options. The search can also be disabled. Ask
your system manager for further details.
• Object Type: Define the type of document you are searching, for example
only Word documents.
• Last modified: Restrict the time in which the search result has been
modified.
4. Start the search.
If configured the following occurs:

• In a Related Business Workspaces folder, the search finds items in all business
workspaces that are in this folder. However, your system manager may have
restricted the search to a certain number of business workspaces. In this case,
the most recently modified business workspaces are searched. If this
happens, you are informed by a message.

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 2.2. Searching business workspaces and documents

• In a business workspace, the search finds items in all business workspaces that
are displayed in the Related Items sidebar widget of the business workspace.

2.2 Searching business workspaces and documents

You can search specifically for business workspaces and documents with the
standard Content Server search. For the search, you can search for all data that is
displayed in the Properties tab of a business workspace or document.

You can configure the standard Content Server search options to restrict the search
to specific business objects. For example, you can search for:

• All business workspaces of a selected business object type, for example, customer.
• All business workspaces and documents that have specific metadata of a
category.

Notes

• Your system manager can set up specific search settings in individual search
slices for the advanced search. Ask your system manager for more
information.
• For more information on search strategies, see the online help of Content
Server.

To do a quick Content Server search using the business object name:

1. Enter the object name or part of the name in the search box at the top of the
page and click the Perform Search button .

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Tip: If multilingual workspace names are configured, you can also search
for the object name in any configured language. This applies even if your
language settings for the workspace name are different.

2. To restrict your search scope, click Advanced Search.

3. Click Slices in the Add to Search Form group, select the slice that defines your
business object and click Search.

4. Click Categories, select a category and enter your search criteria.

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 2.3. Creating a business workspace manually

Depending on your system settings, you may not only find business
workspaces but also documents that are contained in these workspaces.

2.3 Creating a business workspace manually

If configured for your system, you can create a workspace manually in Content
Server.

To create a business workspace:

1. Location
In Content Server, go to the folder where you want to create the business
workspace. This folder must be configured for business workspaces. For more
information, ask your system manager.

Note: Your system may also be configured in a way that business

workspaces are always created at a specified location, regardless of the
folder you are in. After the workspace has been created, the business
workspace is opened.
The creation of business workspaces inside a project is not supported.

2. Initial screen
From the Add Item list of the folder, select Business Workspace and fill the
fields as required:

Workspace Types
This field indicates which workspace type can be created in this location.
The workspace type also determines if you must assign a business object or
if the business workspace can also be created without business object.
Template
Workspace templates determine default structures and properties of a
business workspace. They control such settings as the permissions, roles,
case tasks, folder structures, and metadata that are assigned to business
workspaces, when they are first created.
Name and Description
The name and the description fields are initially filled with values of the
template. When you assign a business object, the fields are filled with the
values of the business object. Your system may also be configured that the
name is generated automatically with data from attributes, which you need
to add in a second step of the creation.
Extended ECM: Business Workspace Reference
As business workspace reference, you assign a business object to the
business workspace.

Note: You can assign only one business object to your business
workspace; and a business object can only be assigned once to a

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business workspace. After you assigned a workspace reference to a

workspace, you cannot use this workspace reference for any other
workspace.

Tip: For information about assigning a business object, see Step 3.

3. Extended ECM: Business Object

Optional If the business object is available, assign it.

a. Click Select next to the Workspace Reference field.

b. In the following dialog, enter your search criteria, and then click Find to get
the results.

Tip: You can use wildcards like * or ?.

To only see business objects that are not yet assigned to any other business
workspace, select Show selectable items only.
c. Click Select –> to select a business object.

Tips

• If the business object is not yet available and you want to assign it later,
select Add business object later. To add the business object later, see
“To create a business workspace and assign a business object later
(early creation):“ on page 75.
• You can change the workspace reference to another business object. For
more information, see “Extended ECM: Changing the workspace
reference” on page 79.

4. Multilingual workspace names

Optional If multilingual workspace names are available in your system, you can
display and edit them:

a. Click Click to edit multilingual values button next to the Name or

Description field.
All available languages are displayed.
b. Use the Next and Previous link to switch between the name and the
description field.
c. Click OK or Cancel to close the dialog.

Tip: With a multilingual configuration, the name of a business workspace

depends on the metadata language you configured for your system: From
the Content Server menu, select Tools > Settings and set the Metadata
Language.

5. Click Finish to create the business workspace without further setting.

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 2.3. Creating a business workspace manually

Alternatively, click Next.

6. Metadata
Optional The Metadata page displays the initial category, in this example ,.

7. Optional Add other categories and attributes to enrich the metadata.

Tip: If mandatory attributes are configured, you must fill them with data
before you can proceed. Mandatary attributes may be used to create the
workspace name or the subfolders.

a. Click the Add Categories button .

b. In the following dialog, find the desired category and click Select -> to
select it.
The new category is displayed as an additional tab.
c. Enter the values for the attributes of the new category.
Mandatory attributes are indicated by the Required icon .

Tip: You can remove unwanted categories later in the workspace’s

Category tab.

Click Next.

8. Classifications
Optional If configured in your system, you can assign additional classifications:

a. Select an entry from the Classify list, for example Browse Classifications.
b. Find the desired classification and select the check box next to it. You can
select more than one classification.
c. Click Submit.
The new classifications are displayed. You can remove classifications later
in the Classifications tab of the business workspace.

9. Click Finish to create the business workspace.

To create a business workspace and assign a business object later (early

creation):

1. In Content Server, go to the folder where you want to create the business
workspace.

2. From the Add Item list of the folder, select Business Workspace and fill the
fields as required:

a. If available, select a classification.

b. Select a template.
c. Edit the name of the workspace. The workspace name will be overwritten
when you add the business object later.

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d. Optional Add a description.

e. Select Business object will be provided later.

3. Click Finish if you need no other settings.
4. Optional Click Next and follow the wizard if you want to add categories and
classifications. For more information, see “To create a business workspace:
“ on page 73.
5. Completing the business workspace
To assign a business object to an existing business workspace, open the
workspace in Content Server.

• From the function menu of the business workspace, select Properties >
General.
6. Add the business object:

a. Click Complete Reference.

b. On the following page, select a business object. For more information, see
Step 3 on page 74.
c. Click Add.

The name of the business workspace is updated with a name that is configured
for this business object type.

Tips

• You can change the workspace reference to another business object. For
more information, see “Extended ECM: Changing the workspace
reference” on page 79.
7. Click Update to finish the procedure.

2.4 Deleting and restoring a business workspace

You can delete an existing business workspace like any other object in Content
Server; however, consider that all objects contained in the workspace are deleted as
well.

To delete a business workspace:

1. Navigate to the folder where the business workspace is stored, and select the
business workspace.

2. Click the Delete button and confirm your action.

Tip: Alternatively, select Delete from the function menu.

When you delete a business workspace all workspace references are removed
and the business workspace is placed to the Recycle Bin. The business

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 2.5. Adding a shortcut to a Content Server item using a Simple Search

workspace is no longer connected to a business object, and the business object

can be used for a new business workspace.

Composite business workspaces

If you delete the root business workspace of a composite business
workspace structure, all other dependent business workspaces are deleted
as well.

To restore a deleted business workspace:

You can restore a deleted business workspace and all its content from the recycle
bin.

When you restore a business workspace, the following applies:

1. The business workspace is restored to its original folder, if possible. If this is not
possible because the folder has been deleted, too, you can choose a different
location.
2. If a business workspace of the same name already exists at the same location,
the restored business workspace is restored to a name with a numerical
appendix.
3. The business workspace does not have a workspace reference, which means
that no business object is linked to it. You can add a workspace reference. For
more information, see “To create a business workspace and assign a business
object later (early creation):“ on page 75.

2.5 Adding a shortcut to a Content Server item using

a Simple Search
You can add shortcuts to documents, folders and other Content Server items to a
business workspace. Aside from the standard Content Server shortcut menu item,
you can use the Extended ECM enhanced shortcut function. This function uses
simple searches to help you find your targets more easily. In addition, you can select
multiple items and add them as shortcuts in one step.

To add a shortcut:

1. Open the business workspace and the folder where you want to add the
shortcut.
2. From the function menu of the folder, select Add Shortcut using Search.
3. In the following window, select the required search form and add your search
criteria. For more information about Simple searches, see “Using the simple
search” on page 68.
4. From the result list, select the item or items for which you want to create
shortcuts in your business workspace. Then click Add Shortcut.

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The shortcut is added to the business workspace. It is indicated by the Shortcut

icon .

Tip: For the linked item, all business workspaces in which it is used are
displayed in the References tab.

2.6 Creating a relationship between business

workspaces
Manually added relationships have the following properties:

• You can add a relationship manually only to folder of the type Related Business
Workspaces. If the business workspace does not yet contain a folder of this type,
you can create one.
• Only manually added relationships can be removed.
• Manually added relationships are always children to the original business
workspace.
• Manually added relationships might be replaced by automatic relationships that
are defined in the business application. This can also affect the hierarchy of the
relationship.

To add a relationship between business workspaces:

1. In the business workspace, find a folder of the type Related Business Workspaces,
typically indicated by the Related Business Workspaces icon .

2. From the function menu of the Related Business Workspaces folder, select Add
Business Relationships.

3. In the following window, use the simple search forms to find the business
workspaces that you want to use in this relationship.

4. From the result list, select one or more business workspaces; then click Select.
The selected business workspaces are displayed in both the Related Business
Workspaces folder and in the according sidebar widget.

Note: If the number of related business workspaces exceeded the number that
can be displayed in the sidebar widget, you could click the link in the sidebar
widget, for example All related workspaces to see the complete list.

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 2.7. Extended ECM: Changing the workspace reference

2.7 Extended ECM: Changing the workspace

reference
You can change the workspace reference of a business workspace, which means that
you can select a different business object for the business workspace.

You can only select a business object that is of the same type. For example, if your
business object type is a customer, you can select another customer, but you cannot
select an equipment object.

Note: You need the Edit Attribute and the Change Workspace Reference privileges
to change the workspace reference. Ask your system manager for details.

Selecting a different business object changes the following:

• Name of the business workspace

• Attributes of the business workspace
• Relationships to other business objects that are displayed, for example, in the
Related items sidebar widget
• Roles, which are reset and re-defined

The following is not affected:

• Type and location of the business workspace

• Manually added categories and classifications

Note: The changes you make on a business workspace are recorded in the
Audit tab of the business workspace.

2.8 Extended ECM: Viewing the workspace reference

You can view the business object that is referenced by the business workspace.
Depending on your permissions, you can edit the data there.

To view the workspace reference:

1. From the function menu of the business workspace, select Properties > General.

2. Click Display. This button is usually located in the row below the Created By
field. The label of this field varies according to the configuration of your system.
The metadata of the business object is then displayed in a new window.

Cross- If a cross-application scenario is configured in your system, it depends on the

application configuration of the system which business object in which system is displayed. For
scenarios
example, business objects for a vendor and a customer share the same business
workspace. Your system may be configured to always display the vendor business
object when you click Display. For more information, ask your system manager.

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2.9 Extended ECM: Adding a business object to a

Content Server item
You can add a business object to a Content Server item like documents, folders or
workspaces. You can add several business objects to one Content Server item. Your
system manager specified to which Content Server items types you can add a
business object.

You can add a business object manually; however, your system may also be
configured that business objects are added automatically, for example, when you
select a checkbox like Released or Final.

Business objects are displayed in the Properties > Business Objects tab of the
Content Server item.

Metadata If a transfer of metadata from is configured, the metadata is displayed in the

Categories tab. It can be updated automatically.

Note: When metadata mapping is enabled, a Content Server item can contain
only one business object of a given business object type. The Categories of a
Content Server item can contain only one metadata set of a given business
object type.

For example, if you have a business object of the type Equipment, you cannot
link another business object of the same type. The corresponding category can
only contain one set of metadata.

To manually add a business object to a document:

1. You have the following starting options:

• Select your document in the business workspace or folder and open its
function menu.
From the function menu, select Add Business Object.

• In the Business Objects tab of your document, click the Add Business
Object button .

2. In the Add: Business Object dialog, select a Business Object Type.

3. Click Select to select a business object of this type.

4. In the following dialog, search and select the business object that you want to
add.

5. Optional Add Comments.

6. Click Add.

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 2.9. Extended ECM: Adding a business object to a Content Server item

Next to the document entry in the Browse tab, the Business Objects icon is
displayed. This icon indicates that business objects are added to the document.
It also is a shortcut link to the Business Objects tab of this document.

To view and edit a business object:

1. Open the Business Objects tab to view the linked business objects.
You have the following options:

• Click the Business Objects button .

• From the function menu of the document, select Properties > Business
Objects.

2. In the Actions column of the business objects, you have the following options:

Edit
Here you can add or edit a comment to the business object.
a. Click Edit.
b. Enter or edit a comment in the Comments box. The comment can
contain up to 248 characters.
c. Click Save Changes.
Remove
To remove a business object, click Remove and confirm in the following
dialog.
Display
To view the business object, click Display.
Open Workspace (if available)
If the business object also has a business workspace, and you have
permissions to view it, click Open Workspace to open this business
workspace.

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Chapter 3
Configuring the Business Workspaces Outlook add-
in

The Business Workspaces Outlook add-in allows users to save emails from
Microsoft Outlook to business workspaces.

In Business Workspaces, a business workspace can be a workspace, a binder or a

case, depending on the template used to create that workspace. Although they may
exist, binders and cases are deprecated and should not be used as business
workspaces. While binders and cases may be displayed in a workspace list, such as a
search result, favorite, or a recent workspace, the Outlook add-in does not support
them. The user will not be able to browse and save emails to binders and cases.

3.1 About the Business Workspaces Outlook add-in

If the administrator of your Microsoft Exchange or Microsoft Exchange Online
environment has installed the Business Workspaces Outlook add-in, users can save
emails from Microsoft Outlook to business workspaces.

Once installed, users can configure the add-in using the pages found in the Outlook
Add-in Configuration container. You can:

1. Specify the Content Server folders to which users can save emails.
2. Allow users to use search forms to search for business workspaces.
3. Configure rules to display business workspaces in the Suggested Workspaces
list.
4. By default, emails that you save to a business workspace will not appear in your
activity feed. Your administrator needs to enable this option. For more
information, see OpenText Content Server Admin Online Help - Business Workspaces
Administration (LLESCWS-H-AGD).

Note: For more information about installing the add-in, see OpenText Business
Workspaces - Configuration Guide (CSCWS-CGD).

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Chapter 3 Configuring the Business Workspaces Outlook add-in

3.2 Preparing your environment for the add-in

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 84.
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 - 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 85.

3.2.1 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 86.

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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 3.2. Preparing your environment for the add-in

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).

3.2.2 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 OpenText Business Workspaces - Configuration
Guide (CSCWS-CGD).

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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 86.

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.

3.3 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 OpenText Business Workspaces - Configuration Guide
(CSCWS-CGD).

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 3.3. Configuring add-in settings

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 89.

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 85.
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 OpenText Business Workspaces - Configuration Guide (CSCWS-

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 3.3. Configuring add-in settings

CGD). 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.

3.3.1 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 86.

Example 3-1: 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 3-2: 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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Chapter 3 Configuring the Business Workspaces Outlook add-in

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

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

Example 3-3: 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 3-4: 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 3-5: 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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 3.4. Configuring rules and email search settings to display suggested workspaces

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.

3.4 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 92.

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3.4.1 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 95.

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.

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 3.4. Configuring rules and email search settings to display suggested workspaces

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.

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 94.
• For more information about creating regular expressions, see https://
regex101.com/.

3.4.2 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.

3.4.3 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

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 3.4. Configuring rules and email search settings to display suggested workspaces

results show which values would be extracted from email properties and which
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.

3.4.4 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.

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• Sender: allows the add-in to search for patterns within the Sender
field of the opened email.
• 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 99.
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 99.

Note: You can specify only one capturing group within the
regular expression. If you specify multiple capturing groups,

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 3.4. Configuring rules and email search settings to display suggested workspaces

only the first capturing group is used to extract the value

from the email property.
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.

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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.
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.

3.4.5 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.

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3.4.6 Examples: Workspace rules

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

Example 3-6: 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
• 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 3-7: 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.

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Example 3-8: 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
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.

3.4.7 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.

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 Part 2
Intelligent Filing
Chapter 4
Using Intelligent Filing

Intelligent Filing is a document filing feature for Smart View. It provides the ability
to add, sort, view, download, move, delete and manually file the documents that
you add to an Intelligent Filing Folder or widget. For more information, see
Intelligent Filing with Extended ECM in the Help for Smart View.

Intelligent Filing functionality in Classic View is limited to configuration and a

subset of the Intelligent Filing document filing functions. For more information, see
“Working with an Intelligent Filing Folder“ on page 105 and “Configuring an
Intelligent Filing Folder“ on page 109.

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Working with an Intelligent Filing Folder

If an administrator has configured the Intelligent Filing module by associating an

Intelligent Filing Folder to a Business Workspace template, and given you Write
permission to the Intelligent Filing Folder, you can use Intelligent Filing to add and
automatically file the documents into the Business Workspace subfolders.

Smart View supports Intelligent Filing document filing functionality, providing the
ability to add, sort, view, download, move, delete and manually file the documents
that you add to the Intelligent Filing Folder or widget. For more information, see
Intelligent Filing with Extended ECM in the Help for Smart View.

Classic View supports Intelligent Filing configuration, including creating an

Intelligent Filing Folder, and only a subset of the Intelligent Filing document filing
functions, such as adding, deleting, downloading, and moving documents to and
from an Intelligent Filing Folder.

Permissions for Working in an Intelligent Filing Folder

To work in an Intelligent Filing Folder, such as adding and manually filing
documents, you need one of the following permissions for the Intelligent Filing
Folder:

• Read permission
Allows you to see the Intelligent Filing Folder and the documents within it.
• Write permission
Allows you to add documents and work with the documents that you added and
see documents added by other users.
• Administer permission
Allows you to add and work with all documents in the Intelligent Filing Folder.

If you need permission for an Intelligent Filing Folder, contact the user, business
administrator, or administrator who created it. For more information about the
Intelligent Filing permissions, see “Assigning Intelligent Filing Permissions”
on page 110.

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5.1 To Add External Documents to an Intelligent

Filing Folder
To add external documents to an Intelligent Filing Folder:

1. In the browse view of the Intelligent Filing Folder, do one of the following:

• To add a single document

Do one of the following:

– Drag the external document into the Intelligent Filing Folder. Continue to
Step 7.
– On the Add Item menu, click Document to be filed. Continue to Step 2.
• To add multiple documents
Drag several files into the Intelligent Filing Folder. Continue to Step 7.

2. On the Add: Document (to be filed) page, in the Document box, click Browse,
and then select the local document that you want to file.

3. Optional In the Name box, type a name for the document to be filed to overwrite
the original file name. If you leave this blank, the document will keep its
original file name.

4. Optional In the Description box, type a description for the document.

5. Optional In the Version Control area, select the option for the type of versioning
that you want. The default is Linear versioning.

6. Optional In the Create In: box, click Browse Content Server to select an
Intelligent Filing Folder different than the current one.

7. Click Add.

5.2 To Delete a Document from an Intelligent Filing

Folder
To delete a document from an Intelligent Filing Folder:

• In the browse view of the Intelligent Filing Folder, do one of the following:

Important

• Deleting a document that has a status of Filed removes the Intelligent

Filing Document subtype from the Intelligent Filing Folder. The filed
document still exists as a Content Server document in its filed location.
• Deleting a document with a status of Pending or a status of Failed will
remove the Intelligent Filing Document from the Intelligent Filing
Folder and cancel the automatic filing process for that document.

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 5.3. To Download a Document from an Intelligent Filing Folder

• To delete a document
Point to the document, and then click Functions > Delete.

• To delete documents in bulk

Click the check boxes for the documents that you want to delete, click
Delete, and then click OK.

5.3 To Download a Document from an Intelligent

Filing Folder
To download a document from an Intelligent Filing Folder:

1. In the browse view of the Intelligent Filing Folder, do one of the following:

• Point to the document that you want to download, and then click Functions
> Download.

• On the row for the Pending or Failed document that you want to download,
click Download.

2. Select the location where you want to download the document, and then click
Save.

5.4 To Move Documents from an Intelligent Filing

Folder
To move documents from an Intelligent Filing Folder:

1. In the browse view of the Intelligent Filing Folder, do one of the following for
documents with a status of Pending or a status of Failed:

Note: You cannot move documents with a status of Filed, only those with
a status of Pending or a status of Failed.

• To move a single document

Point to the document that you want to move, and then click Functions >
Move.

• To move multiple documents

Click the check boxes for the documents that you want to move to the same
destination, and then click Move.

2. On the Items to be Moved page, in the Move to box, click Browse Content
Server, and then select the target location.

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Notes

• If you move a document from one Intelligent Filing Folder to another

Intelligent Filing Folder, the document will be automatically filed
according to rule defined for the other Intelligent Filing Folder.
• If you move a document out of the Intelligent Filing Folder to a regular
folder, the move behaves like a typical Content Server move.

3. Click Move.

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Chapter 6
Configuring an Intelligent Filing Folder

Users add external documents to an Intelligent Filing Folder to be processed and

automatically filed to a configured Business Workspace destination. Before you can
begin, a system administrator must install the Extended ECM module, create and
configure the appropriate Business Workspaces, and connect Content Server to the
Core Capture server.

If you are a member of the Business Administrator group or if you have the proper
permissions and privileges, as described in “Assigning Intelligent Filing
Permissions” on page 110, you can create and configure an Intelligent Filing folder,
as follows:

1. Add an Intelligent Filing Folder and optionally assign permissions.

2. Add and configure a Core Capture Rule.
3. Generate a Core Capture Metadata Export file to upload to the Intelligent Filing
Analysis Tool.
4. Generate a Runtime Profile and an Analysis Profile using the Intelligent Filing
Analysis Tool.
5. Add the profiles to the Core Capture Rule.
6. Schedule an Auto Update job to keep the profiles up to date.

6.1 Adding or Deleting an Intelligent Filing Folder

You must create an Intelligent Filing Folder to process the documents to be
automatically filed to associated Business Workspaces.

If you have the proper permissions, as described in “Assigning Intelligent Filing

Permissions” on page 110, or if you are a Business Administrator or a System
Administrator, you can set up an Intelligent Filing Folder. Each Intelligent Filing
Folder must have a corresponding Business Workspace template. You will associate
the Intelligent Filing Folder to a Business Workspace template when you create and
configure a Core Capture Rule. For more information, see “Adding and Configuring
a Core Capture Rule” on page 111.

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6.1.1 To Create an Intelligent Filing Folder

To create an Intelligent Filing Folder:

1. On the Add Item menu, choose Intelligent Filing Folder.

2. On the Add: Intelligent Filing Folder page, in the Name field, type a name for
the folder.

3. Optional In the Description field, enter description of the Intelligent Filing Folder.
4. In the Create in area, click Browse Content Server to select the container in
which to create the Intelligent Filing Folder.

5. Click Add.

6.1.2 To Delete an Intelligent Filing Folder

To delete an Intelligent Filing Folder:

1. On the Functions menu for the Intelligent Filing Folder that you want to delete,
click Delete.

2. On the <Intelligent Filing Folder name> page, click Delete.

3. Click OK to confirm the deletion of the Intelligent Filing Folder.

6.2 Assigning Intelligent Filing Permissions

A business administrator or a user with the Intelligent Filing object privilege can
create an Intelligent Filing Folder. By default, the creator of the Intelligent Filing
Folder has Administer permission for that folder and all contents in it. If you have
Administer permissions for the Intelligent Filing Folder, or if you are a business
administrator or system administrator, you can grant permissions to other
individual users or to a group.

• Read permission
Allows you to see the Intelligent Filing Folder and the documents within it.
• Write permission
Allows you to add documents and work with the documents that you added and
see documents added by other users.
• Administer permission
Allows you to add and work with all documents in the Intelligent Filing Folder.

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 6.3. Adding and Configuring a Core Capture Rule

6.3 Adding and Configuring a Core Capture Rule

To determine where the documents in an Intelligent Filing Folder will be
automatically filed, you must create a Core Capture Rule to hold the metadata
information and the profiles required for use with the Intelligent Filing Analysis
Tool. See “To Add a Core Capture Rule” on page 111.

After you have added a Core Capture Rule to the Intelligent Filing Folder, you must
configure the rule before generating a Core Capture Metadata Export file. See “To
Configure a Core Capture Rule” on page 112.

Next, configure the Business Workspace template and document retention settings
for the Core Capture Rule so that you can proceed to generating the Core Capture
Metadata Export file, which you can export to the Intelligent Filing Analysis Tool.
See “Generating a Core Capture Metadata Export File” on page 112.

6.3.1 To Add a Core Capture Rule

To add a Core Capture Rule:

1. In the browse view of the Intelligent Filing Folder, on the Add Item menu, click
Core Capture Rule.

2. On the Add: Core Capture Rule page, in the Name field, type a name for the
rule.

3. Optional In the Description field, enter description of the rule.

4. In the Business Workspace Template box, click Browse Content Server and
select the template that you want to associate with the Core Capture Rule.

5. Click Add.

6.3.2 To Delete a Core Capture Rule

To delete a Core Capture Rule:

1. In the browse view of the Intelligent Filing Folder, on the Functions menu for
the Core Capture Rule that you want to delete, click Delete.

Note: You can only delete a Core Capture Rule from an Intelligent Filing
Folder if it is empty of files.

2. On the <Core Capture Rule Name> page, click Delete.

3. Click OK box, click to confirm the deletion of the Core Capture Rule.

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6.3.3 To Configure a Core Capture Rule

To configure a Core Capture Rule:

1. In the browse view of the Intelligent Filing Folder, click the Functions menu for
the Core Capture Rule, and then click Properties > Specific.

2. On the Specific tab, in the Core Capture Configuration area, the Business
Workspace Template box is prepopulated with the Business Workspace
template defined upon creating the Core Capture Rule. Documents are filed to a
Business Workspace that uses the selected Business Workspace template. To
change the Business Workspace template, click the Workspace Template button
, select the Business Workspace template to associate with the Core Capture
Rule. For more information about Business Workspaces, see OpenText Content
Server User Online Help - Business Workspaces (LLESCWS-H-UGD).

3. In the Document Handling area, set the following settings:

a. In the Retention box, enter the number of days to keep a copy of the
successfully auto-filed document in the Intelligent Filing Folder.
b. Optional To delete any unfiled documents, select the Delete documents that
cannot be filed check box.
c. Optional In the Days to keep unfiled documents box, enter the number of
days to keep a copy of the failed documents in the Intelligent Filing Folder.
(Default = 14 days)
d. In the Truncation box, enter the size of the excerpt from the start of each
document to pass to the Intelligent Filing Analysis Tool. (Default = 50 KB)

4. Click Save Changes.

6.4 Generating a Core Capture Metadata Export File

After you add and configure the Core Capture Rule for your Intelligent Filing
Folder, you need to add a Core Capture Metadata Export file. See “To Add a Core
Capture Metadata Export File” on page 113. Next, you may need to configure one or
more attributes. These may include Document Types, and exemplar documents to
generate the export for the Intelligent Filing Analysis Tool. The available attributes
and document types come from the Business Workspace template that you defined
for the Core Capture Rule. For more information, see “To Configure a Core Capture
Rule” on page 112.

After you generate the Core Capture Metadata Export file, you must add it to the
Intelligent Filing Analysis Tool, which will then generate a Runtime Profile for you
to add to the Core Capture Rule. For more information, see “Generating a Runtime
Profile and an Analysis Profile Using the Intelligent Filing Analysis Tool”
on page 115.

1. Add a Core Capture Metadata Export File to the Core Capture Rule.

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 6.4. Generating a Core Capture Metadata Export File

2. Optional Configure attributes and test the Core Capture Metadata Export file.
When you generate the Core Capture Metadata Export file, you can use
Evaluation mode to test whether Intelligent Filing will work for your selected
Business Workspaces, attributes, document types, and documents. Or if you are
confident of your current business scenario, you can choose the default
Production mode.

Note: This evaluation mode Core Capture Metadata Export file is only
suitable for testing. Do not use it to generate a Runtime Profile or an
Analysis Profile.

3. After you generate the Core Capture Metadata Export file, you must manually
import it to the Intelligent Filing Analysis Tool, which will then generate a
Intelligent Filing Profile ZIP file for you to add to the Core Capture Rule.

6.4.1 To Add a Core Capture Metadata Export File

To add a Core Capture Metadata Export file:

1. In the browse view of the Intelligent Filing Folder, click <Core Capture Rule
Name>.

2. On the <Core Capture Rule Name> page, click the Add Item menu, and then select
Core Capture Metadata Export.

3. On the Add: Core Capture Metadata Export page, in the Name box, type a
name for the export file.

4. Optional In the Description field, enter a description for the export file.

5. Optional In the Categories box, click Edit to select or add a category to apply to
this file.

6. Optional To select a parent location different than the autopopulated default, in

the Create in box, click Browse Content Server, navigate to the new location,
and then click Select.

7. Click Add.

6.4.2 To Configure the Core Capture Metadata Export File

To configure the Core Capture Metadata Export file:

1. In the browse view of the Intelligent Filing Folder, click the <Core Capture Rule
Name> link.

2. On the <Core Capture Rule Name> page, click the <Core Capture Metadata Export
File Name> link.

3. On the <Core Capture Metadata Export File Name> page, on the Export tab, do the
following:

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a. In the Intelligent Filing Attributes section, in the Available Attributes list,

select at least one and up to 20 attributes that you think will be strong
indicators to help identify the documents to be filed, and then click Add.
b. In the Intelligent Filing Document Types section, in the Available
Document Types list, select at least one and up to 20 document types to
represent the types of documents to be filed, and then click Add.

Tip: Typically, you would select all document types for the related
Business Workspace template unless you are sure that you do not
want a document filed in the folder associated to the document type.

4. In the Run Export section, in the Mode area, select a mode option:

• Evaluation
Selects from a sample number of Business Workspaces for the Intelligent
Filing Analysis Tool to assess the suitability of the export data for Intelligent
Filing.
• Production
Selects from all related Business Workspaces for the Intelligent Filing
Analysis Tool to create a production-ready Runtime Profile.

Important
Ensure that the profile ZIP files that you add to the Core Capture Rule are
generated by the Intelligent Filing Analysis Tool using a Production-mode
Core Capture Metadata Export file, not an Evaluation-mode Core Capture
Metadata Export file.

5. To generate the Core Capture Metadata Export file, click Run Export. This will
also save the changes.

Tip: Depending on the system resources and the number of attributes,

document types, and the number of Business Workspaces, generating the
Core Capture Metadata Export could take some time.

Important
The export file will be prefixed with “AT” and will be saved to the location
specified by the administrator on the Configure Metadata Export Settings
administration page.

6. To save changes if you are not ready to run the export, click Save Changes.

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 6.5. Generating a Runtime Profile and an Analysis Profile Using the Intelligent Filing Analysis Tool

6.4.3 To Delete a Core Capture Metadata Export File

To delete a Core Capture Metadata Export File:

1. In the browse view of the Intelligent Filing Folder, click the <Core Capture Rule
Name> link.

2. On the <Core Capture Rule Name> page, on the Functions menu for <Core Capture
Metadata Export Name>, click Delete.

3. On the <Core Capture Metadata Export Name> page, click Delete.

4. On the Deleting Item From: <Core Capture Metadata Export Name> page, click
OK.

6.5 Generating a Runtime Profile and an Analysis

Profile Using the Intelligent Filing Analysis Tool
To finish configuring the Core Capture Rule for the Intelligent Filing Folder, do the
following:

1. Import the Core Capture Metadata Export file to the Intelligent Filing Analysis
Tool. For more information, see OpenText Intelligent Filing Analysis Tool -
Installation and Administration Guide (CPFIL-H-AGD).
2. Using the Intelligent Filing Analysis Tool, configure the attributes to evaluate the
documents to be automatically filed and export both the Runtime Profile ZIP file
and the Analysis Profile ZIP file. For more information, see the OpenText
Intelligent Filing Analysis Tool - Installation and Administration Guide (CPFIL-H-
AGD).
3. Add the Analysis Profile ZIP file and the Runtime Profile ZIP file to the Core
Capture Rule. See “To Add the Profile ZIP files to the Core Capture Rule”
on page 116.

Important
Ensure that the profile ZIP files that you add to the Core Capture Rule are
generated by the Intelligent Filing Analysis Tool using a Production-mode
Core Capture Metadata Export file, not an Evaluation-mode Core Capture
Metadata Export file.

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6.6 Adding the Profiles in the Core Capture Rule

To finish configuring the Core Capture Rule, you must add the Analysis Profile ZIP
file and the Runtime Profile ZIP file. See “To Add the Profile ZIP files to the Core
Capture Rule” on page 116.

Important
Ensure that the profile ZIP files that you add to the Core Capture Rule are
generated by the Intelligent Filing Analysis Tool using a Production-mode
Core Capture Metadata Export file, not an Evaluation-mode Core Capture
Metadata Export file.

6.6.1 To Add the Profile ZIP files to the Core Capture Rule
To add the Profile ZIP files to the Core Capture Rule:

1. In the browse view of the Intelligent Filing Folder, click the <Core Capture Rule
Name> link.

2. On the <Core Capture Rule Name> page, click the Add Item menu and do the
following:

a. Choose Analysis Profile.

b. On the Add: Analysis Profile page, click Browse and locate the Analysis
Profile ZIP file at the export location specified in the Intelligent Filing
Analysis Tool. For more information, see OpenText Intelligent Filing Analysis
Tool - Installation and Administration Guide (CPFIL-H-AGD).

Note: The name of the Analysis Profile ZIP file starts with a prefix of
“AT”.
c. Optional In the Name box, enter a name for the Analysis Profile.
d. Optional In the Description field, enter a description for the Analysis Profile.
e. Optional In the Categories box, click Edit to select or add a Category to apply
to this Analysis Profile.
f. Optional To select a parent location different than the autopopulated default,
in the Create in box, click Browse Content Server, navigate to the new
location, and then click Select.
g. Click Add.

3. On the <Core Capture Rule Name> page, click the Add Item menu and do the
following:

a. Choose Runtime Profile.

b. On the Add: Runtime Profile page, click Browse and locate the Runtime
profile ZIP file at the export location specified in the Intelligent Filing
Analysis Tool.

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Note: The Runtime Profile ZIP file generated by the Intelligent Filing
Analysis Tool is intended for the Runtime Profile. Its name will match
the name of the Analysis Profile file, except without a prefix of “AT”.
For more information, see OpenText Intelligent Filing Analysis Tool -
Installation and Administration Guide (CPFIL-H-AGD).
c. Optional In the Name box, enter a name for the Runtime Profile.
d. Optional In the Description field, enter a description for the Runtime Profile.
e. Optional In the Categories box, click Edit to select or add a Category to apply
to this Intelligent Filing profile.
f. Optional To select a parent location different than the autopopulated default,
in the Create in box, click Browse Content Server, navigate to the new
location, and then click Select.
g. Click Add.

6.6.2 To Delete a Profile or Core Capture Metadata Export File

from the Core Capture Rule
To delete the Analysis Profile, Runtime Profile, or Core Capture Metadata
Export file from the Core Capture Rule:

1. In the browse view of the Intelligent Filing Folder, in the Intelligent Filing Rule
area, click <Core Capture Rule Name>.

2. On the <Core Capture Rule Name> page, on the Functions menu and click Delete
for one of the following items:

• Analysis Profile
• Runtime Profile
• Core Capture Metadata Export file

3. On the <Item name> page, click Delete.

4. On the Deleting Item From: <Item name> page, click OK.

6.7 Automatically Updating the Profiles in the Core

Capture Rule
As you use Intelligent Filing, machine learning can improve how it automatically
files documents. Use the Scheduled Processing framework available with the
Extended ECM Platform to run an Auto Update job to refine the profiles in the Core
Capture Rule for all Intelligent Filing Folders, as follows:

• Create a scheduled job

• Manually run an Auto Update job
• Schedule an Auto Update job

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You can use Extended ECM Scheduled Processing to configure the following
advanced parameters and scheduling options:

Advanced Parameters

• Keep History
Maximum number of entries in the job history.
• Keep Reports
How many reports to generate.
• Distributed Agent Priority
Increase or decrease the priority from a default setting of 80.

Scheduling Options

• Manual
Run the scheduled job manually.
• On Schedule
If you want to run the scheduled job on a regular basis, define your settings in
the Activity Schedule.
• After Job
Run the scheduled job after a specific job.
The scheduled job executes automatically after the specified job has finished
processing. This happens only if the dependent job is configured for On
Schedule as well, or executed after another dependent job has finished.

Note: You need Business Administration > Extended ECM usage privilege to
access the Extended ECM Volume > Scheduled Processing.

For more information about scheduled processing, see OpenText Extended ECM -
Extended ECM Platform (LLESXEPF-H-UGD).

After you have scheduled the job, it appears on the Scheduled Processing page. The
job listing shows the pending, scheduled, processed, and error items as well as the
status of the job.

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6.7.1 To Create a Scheduled Job

To create a scheduled job:

1. On the global menu, click Enterprise > Extended ECM > Scheduled Processing.

2. On the Scheduled Processing page, click the Add Item button and click
Scheduled Job.
3. Enter a name and a description. You can specify values in multiple languages.
4. In the Product list, select Extended ECM Platform.
5. In the Job Type list, select Auto Update Intelligent Filing Folder.
6. Click Add.
7. Do one of the following:

• To manually run the update job, continue to “To Manually Run the Auto
Update Job” on page 119
• To configure the update job to run on a schedule, continue to “To Schedule
the Auto Update Job to Run Automatically” on page 119.

6.7.2 To Manually Run the Auto Update Job

To manually run the auto-update job:

1. On the global menu, click Enterprise > Extended ECM > Scheduled Processing.
2. On the Scheduled Processing page, from the function menu for the auto-update
job, select Run Now.
3. On the Scheduled Job Run page, click Continue.

6.7.3 To Schedule the Auto Update Job to Run Automatically

To configure the auto-update job to run on a scheduled:

1. On the global menu, click Enterprise > Extended ECM> Scheduled Processing.
2. On the Scheduled Processing page, click the name of the auto-update job.
3. On the <auto update job name> page, on the Specific tab, you can optionally set
Configuration > Advanced Parameters. See Advanced Parameters on page 118.
4. In the Run Options section, select a scheduling option. See Scheduling Options
on page 118.
5. Choose one of the following options:

• Click Save and Run Now to save the settings start the scheduled task
immediately.

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• Click Save to save your settings.

6.8 Reviewing the Auto Update Job History

After you run an Auto Update job, the Properties > History tab captures all past job,
both manual and scheduled. On the History tab, the Results column indicates
whether the Auto Update job successfully triggered. The Error Items column or the
Properties > Error Items tab captures any validation errors that occur after
successful triggering. For more information, see OpenText Extended ECM - Extended
ECM Platform (LLESXEPF-H-UGD).

Note: An Administrator or Business Administration can review any post-

initialization, post-validation issues on the Content Server Administration >
Intelligent Filing Administration > Audit of Intelligent Filing Folder
Updates page.

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