Xerox DocuShare User Guide

1 August 2015 Xerox DocuShare user Guide 2015 Xerox Corporation. All rights reserved. Xerox , Xerox and Design , and DocuShare are trademarks of Xerox Corporation in the United States and/or other countries. BR15620 Other company trademarks are also document supports DocuShare Release Date: August 2015 Xerox DocuShare user Guide3 Table of Contents1 Introduction ..9 DocuShare product editions.. 92 Getting started .. 11 Overview .. 11 Accessing DocuShare .. 12 Navigating DocuShare .. 12 Logging in and out .. 13 How to get help .. 143 Managing accounts .. 15 About accounts.. 15 user accounts .. 15 Creating a user account .. 15 Viewing user account properties .. 16 Changing your user account properties .. 16 Changing your password.

2 17 Changing your username .. 17 Viewing your usage quotas .. 17 Changing your domain .. 18 Selecting a theme .. 18 Viewing your activity history .. 18 Changing federation settings .. 19 Create a user account on a federated server .. 20 Remove an account mapping .. 20 Deleting a user account .. 20 Group accounts .. 20 Creating a group .. 21 Viewing group properties .. 22 Changing group properties .. 22 Viewing the usage quotas for a group.. 22 Changing the members of a group.. 22 Changing the owner of a group .. 23 Changing the domain of a group .. 24 Sending mail to group members .. 24 Viewing the change history .. 24 Deleting a group .. 25 Xerox DocuShare Xerox DocuShare user Guide4 Finding and listing site accounts.

3 254 Adding and managing content .. 27 About DocuShare objects ..27 Object permissions .. 28 Adding objects .. 29 Selecting the objects that appear in the Add menu .. 29 Viewing objects in containers ..30 Viewing and changing object properties .. 30 Viewing the change history .. 31 Generating object reports.. 31 Managing access to objects..32 Viewing the access list of an object .. 32 Changing the access list of an object .. 33 Changing the owner of an object .. 33 Applying permissions to the objects in a container.. 34 Applying permissions to a document and its versions .. 35 Changing the location of objects .. 35 Using Copy, Cut, and Paste to change the location of an object .. 36 Editing multiple objects in a collection.

4 37 Deleting objects .. 385 Working with documents .. 39 About documents .. 39 Adding a document .. 39 Adding documents using the Add menu.. 39 Adding documents using drag and drop.. 40 Viewing a document.. 41 Viewing a document and its properties.. 41 Viewing an HTML rendition of a document .. 42 Viewing a PDF rendition of a document .. 42 Adding a new document version .. 42 Editing a document ..42 Uploading a new version of a document .. 43 Managing document versions .. 44 Viewing document versions.. 44 Changing the preferred version .. 45 Viewing the renditions of a version.. 45 Viewing and changing version properties.. 45 Locking and unlocking a document .. 46 Exporting documents .. 46 Adding comments to a document .. 46 Xerox DocuShare Xerox DocuShare user Guide5 Scanning documents.

5 47 Scanning documents using scan cover sheets .. 47 Creating a scan cover sheet .. 48 Scanning a document with a scan cover sheet.. 48 Deleting a scan cover sheet .. 48 Scanning documents to a temporary scan collection.. 50 Saving a scanned document to a collection .. 506 Setting up notifications .. 52 About notifications .. 52 Adding a notification .. 53 Viewing notifications .. 54 Creating a recipient list for a notification .. 54 Viewing and changing notification properties .. 55 Deleting a notification .. 55 Customizing notifications .. 56 Customizing the file .. 57 The file.. 607 DocuShare workspaces .. 62 About workspaces .. 62 Adding a workspace .. 62 Controlling access to the workspace .. 63 Changing the users and groups in the membership group.

6 63Re-assigning the membership group .. 64 Adding content to the workspace .. 65 Managing shortcuts .. 65 Using calendars .. 66 Changing portlet properties ..668 Using social computing features.. 67 About social computing features .. 67 Adding a discussion.. 67 Adding topics, attachments, and replies to a discussion .. 68 Viewing and deleting expired topics .. 69 Adding a weblog .. 69 Posting weblog entries .. 70 Editing weblog entries.. 70 Deleting weblog entries .. 71 Approving weblog entries .. 71 Adding comments to entries.. 71 Viewing comments.. 71 Deleting comments .. 72 Xerox DocuShare Xerox DocuShare user Guide6 Adding a wiki .. 72 Adding content to a wiki.. 73 Adding content to the wiki home page.. 73 Linking pages to a wiki.

7 73 Inserting images .. 74 Attaching documents .. 74 Using interwiki links .. 75 Renaming wiki pages .. 75 Printing wiki pages .. 759 Automating work processes .. 77 Routing documents.. 77 Creating a routing task .. 77 Setting up a collection for routing documents .. 80 Checking the status of routing tasks you assigned .. 80 Viewing progress reports .. 82 Publishing a new version of your routed document .. 82 Changing the preferred document version when the review is complete .. 83 Viewing the tasks assigned to you .. 84 Approving or disapproving a document .. 84 Reviewing a document .. 85 Acknowledging receipt of a document .. 86 Removing a document sent for information .. 86 Viewing your deleted tasks .. 86 Viewing the routing tasks of a document.

8 87 Using content rules .. 88 Creating a content rule .. 88 Changing content rules.. 89 Deleting a content rule .. 90 Managing site content rules .. 90 Copying content rules .. 9110 Running searches .. 92 About searches .. 92 Viewing new content on your site .. 92 Searching for objects .. 93 Search options .. 93 Running an advanced search.. 94 Using reserved characters in a search.. 96 Saving a search query .. 9711 Using your personal home page .. 98 About My DocuShare .. 98 Xerox DocuShare Xerox DocuShare user Guide7 Managing favorites.. 98 Using your personal collection .. 99 Viewing your personal collection .. 99 Using your favorite calendars ..100 Using your personal trashcan ..100 Viewing your groups ..101 Viewing your routing tasks.

9 10112 Archiving content .. 102 About archiving content .. 102 Archiving content..102 Archiving content automatically .. 102 Archiving content manually ..103 Restoring archived content..103 ATask Permissions .. 105 Permissions required for tasks on a site using three permissions .. 105 Permissions required for tasks on a site using six permissions .. 107 BWebDAV folders .. 110 Using WebDAV folders .. 110 Document titles in WebDAV folders .. 110 CDocuShare portal integration.. 111 Accessing DocuShare in a portlet .. 111 Index .. 112 Xerox DocuShare user Guide91 IntroductionDocuShare product editionsXerox DocuShare provides several product editions. Depending on which product edition you are using, certain features and add-ons are : DocuShare Express is not available in all documentation describes all product features and add-ons.

10 Refer to the below table to see which features and add-ons are available for your comparisonDocuShareExpressDocuShareEduca tionDocuShareDocuShareEnterpriseDocument Check-in / Check-out and Version History Access Permissions Expanded Permission Set Full Text and Property Indexing and Search Notifications Change History / Activity History Document Routing and Approval Side-by-Side Document Content and Property Viewer Scan Cover Sheets Document Comments Weblogs and Wikis HTML Conversion Custom Properties Creation Custom Object Creation Document and Permission Reports DocuShare SharePoint Integration LDAP Support DocuShare product editionsXerox DocuShare Xerox DocuShare user Guide10 WebDAV Support Product Add-onsApplication ConnectorAdd-onAdd-onAdd-onArchive ServerAdd-onAdd-onAdd-onContent EncryptionAdd-onAdd-onContent Rules Manager (content rules / workspaces features)Add-onAdd-on Database ConnectorsAdd-onAdd-on eFormsAdd-onAdd-onAdd-onEmail AgentAdd-onAdd-on Federated SearchAdd-onAdd-on OCR ServiceAdd-onAdd-onPDF ConversionAdd-on quick Search Add-on Records ManagerAdd-onAdd-onProduct comparisonDocuShareExpressDocuShareEduca tionDocuShareDocuShareEnterpriseXerox DocuShare user Guide112 Getting startedOverviewThe DocuShare family of products allow you to easily and efficiently manage electronic content using a web browser.