Display the Click Add New. Enter the required and optional information for the content item. Select Functions, Info, or right-click and select Info. Display the Select the revision you want to update the metadata for. Select Functions, Update, or right-cl

Managing Repository Content 2-13

2.4.3.1 Adding a New Content Item

To add a new content item using the Repository Manager:

1. Display the

Repository Manager: Content Tab Screen in stand-alone mode.

2. Click Add New.

The Add New Content Item Screen is displayed.

3. Enter the required and optional information for the content item.

4. Click OK.

The specified file is checked into the content server as a new content item.

2.4.3.2 Viewing Content Metadata

To view the metadata for a revision using the Repository Manager: 1. Display the Repository Manager: Content Tab Screen . 2. Select the revision you want to view the metadata for.

3. Select Functions, Info, or right-click and select Info.

The Approve Revision Screen is displayed.

4. Click OK to close the screen.

2.4.3.3 Updating Content Metadata

To update the metadata for a revision using the Repository Manager:

1. Display the

Repository Manager: Content Tab Screen .

2. Select the revision you want to update the metadata for.

3. Select Functions, Update, or right-click and select Update.

The Update Content Info Screen is displayed.

4. Enter new metadata as necessary.

5. Click OK.

The metadata is updated without checking in a new revision.

2.4.3.4 Reviewing Expired Content from Repository Manager

To review expired content from Repository Manager: 1. Display the Repository Manager Main Screen . 2. From the Content tab, select Define Filter. The Define Filter Screen is displayed. 3. Enable Revision Status, and select Expired. A list of expired content is displayed. Note: You cannot add a new content item using the Repository Manager launched as a Java applet from a browser. You must use the stand-alone application. 2-14 Application Administrators Guide for Content Server

2.4.3.5 Automating Notification of Expiration

Expired content is available for review by users. You can create an automatic notification by email to the author of content and the administrator when the content will be expired in a short period of time. Follow this procedure to automate e-mail messages:

1. Edit IntradocDirconfigconfig.cfg in a text editor and enter the following:

EnableExpirationNotifier=1 2. Adjust optional configuration entries as described in the following sections. By default, an e-mail message is sent to the administrator at midnight, seven days before a piece of content is set to expire. And, an Expired Content link is added for the author and system administrator on their respective Content Management trays. 3. Restart content server.

2.4.3.5.1 NotificationQuery The NotificationQuery setting defines the criteria for the

automatic query that searches for expired content: NotificationQuery=query ■ The query value can be Idoc script, URL encoded, or plain text: – An Idoc Script query is built from Idoc script. For example, if you use database indexing, the following query will give you e-mail notifications for all documents that expire in seven days: NotificationQuery=dOutDate ‘dateCurrent7‘ Or, if you use database indexing, the following query will give you e-mail notifications for all documents that have already expired: NotificationQuery=dOutDateformatDateDatabasetoIntegerdateCurrent – A URL encoded query uses the URL that is displayed in the web browser address bar when you perform a search in Content Server. You can run a query and then copy and paste the query text, starting from ’QueryText=’, to define the Notification query. For example, the following query returns all content expired after August 1, 2006: NotificationQuery=QueryText=dOutDate+3C+6082F12F0660SearchProviders= [...] – A plain text query uses plain text to define the search variables. For example, the following query returns all content expired on August 1, 2006: NotificationQuery=dOutDate=8106 ■ If the NotificationQuery setting is not defined, the default value is all content that will expire in the next 7 days: NotificationQuery=dOutDate ‘dateCurrent7‘ Note: Depending on the search engine, you may not receive e-mail notifications of already expired content. You may only receive e-mail notifications for content that will expire shortly. Managing Repository Content 2-15

2.4.3.5.2 NotifyExtras The NotifyExtras setting defines users who will receive a list of

expired content in addition to the authors of each content item: NotifyExtras=user1,user2 If the NotifyExtras setting is not in the config.cfg file, the default value is sysadmin: NotifyExtras=sysadmin If the NotifyExtras setting is in the config.cfg file but the value is left blank, no extra notification will be sent.

2.4.3.5.3 NotificationIntervalInDays The NotificationIntervalInDays setting defines how

often the notification query is run: NotificationIntervalInDays=number of days If the NotificationIntervalInDays setting is not defined, the default value is 1 day: NotificationIntervalInDays=1

2.4.3.5.4 NotifyTime The NotifyTime setting defines the time of day that the

notification query is run and is specified in 24-hour notation: NotifyTime=hh:mm For example, if the desired time is 11:30 AM, the setting would be: NotifyTime=11:30 However, if the desired time is 1:30 PM, the setting would be: NotifyTime=13:30 If the NotifyTime setting is not defined, the default value is midnight: NotifyTime=00:01

2.4.3.5.5 NotificationMaximum The NotificationMaximum setting defines the maximum

number of content items that will be returned by the notification query: NotificationMaximum=maximum of documents returned If the NotificationMaximum setting is not defined, the default value is 1,000: NotificationMaximum=1000 Content items are sorted by release date. The most recently released items will be returned.

2.4.4 Managing Revisions

A revision is a new or revised version of a content item. By default, revisions are numbered sequentially starting with Revision 1, and every time the content item is checked out and checked in again, the revision number is incremented by one. Each time that you check out a file and check it back in, Content Server creates a new revision of that file. The new revision has the same content ID as the previous revision, but the native file and the metadata can be the same or different. The system stores the previous versions of a file, so you can review them as necessary. These are typical tasks for managing revisions: ■ Adding a New Revision