Document system

There are several Document system hierarchies, each used for different areas of iMIS:

• $/ — Business Object Designer (BOD) has its own hierarchy of business objects. The root is represented by a $ character.
• @/ — Content folders and content records exist in their own hierarchy. The root is represented by an @ character.
• ~/ — Sitemaps each exist as their own hierarchy. The roots are represented by ~ characters.
• $/ — All other definition objects exist in the main Document system hierarchy, portions of which are also exposed in other features of iMIS. The root is represented by a $ character.

• Click an item to select it for use with a toolbar command and to display a read-only summary of its basic properties in the summary area.
• Double-click a folder to open the folder and display its contents.

When a folder in the document tree area is selected, you can do the following through the toolbar:

• Organize > Refresh refreshes the document tree.
• Organize > Cut, Organize > Copy, and Organize > Paste enable you to copy or move entire folders, including all of their descendants. The cut or copied folder and all of its descendants are placed inside the folder that is selected when you use the Organize > Paste command.

Note: You cannot use Cut and Paste on system folders or folders that have nested system documents.

• Organize > Select All selects all contents within the selected folder.
• Organize > Delete moves the selected folder and all of its descendants to the Recycle Bin.

• Note: You cannot delete the images folder, including the Icons and Samples sub-folders located within.

• Organize > Properties shows a read-only summary of the selected folder's basic properties.
• Organize > Display Summary shows or hides the summary panel for the object selected.
• New displays a drop-down list from which you can choose a new folder or definition object type to create in the selected folder. When you select an object type, a properties window appears in which you can define the object. The object types shown in the drop-down list are determined by the properties of the selected folder, which you can examine by using the Edit toolbar command.
• Edit opens a window that enables you to edit the definition of the selected folder.
• Import imports an external XML file (created by the Export command on a different iMIS database) into objects in the Document system.

Note: You cannot use Export and Import to make copies of objects within the same iMIS database.

The Upload button reads the XML file contents and displays a list of the definition objects that were exported to the XML file. You can select which of the objects to import, and whether to overwrite objects with the same database GUID in the destination folder or to create new copies of the objects. You can also opt to import the objects to the folder from which they were originally exported, or to override that default destination with the selected folder.

For versioned document types, if a newer version of the object exists in the Document system, then the newer version is not overwritten during the import. Instead, the imported object is added as an archived version of the object. To replace the newer version of the object with the imported object, select Versions from the toolbar, choose the correct version, and click Revert.

• Export exports all selected folders and definition objects into a single XML file, which can later be used to import those objects into the same folder or a different folder in a different iMIS database.

Note: You cannot use Export and Import to make copies of objects within the same iMIS database. To make copies, use Organize > Copy and Organize > Paste.

• Versions displays a list of the existing versions of the folder, from which you can:
  • Export a specific version to an XML file.
  • Purge a specific version from the version list, removing all traces of that version from the system.
  • Copy a specific version to a new folder with a different name.
  • Create a new version based on any existing version by selecting the version, clicking Revert (which creates a new working version), and then publish the working version. If you make no changes to the working version you are effectively reverting to the state of the selected version, although technically it becomes a more recent version in the list of versions.
• Run cannot be used in this context. You must use this command from the folder contents area.
• Publish transforms all working versions of the descendant definition objects in the selected folder into published versions of those objects. Only the most recent published version (of a versionable object) is actively used by the system. You must select the Publish children as well? checkbox when publishing a folder.

Folders and definition objects that have been deleted are moved to the Recycle Bin at the bottom of the Document system hierarchy.

• To permanently delete individual folders and definition objects that you do not think you'll ever need again, select an object listed in the recycle bin and from the toolbar choose Organize > Purge. To permanently delete the entire contents of the recycle bin, select the Recycle Bin itself and from the toolbar select Organize > Empty the Recycle Bin.
• To restore a deleted definition object, select it and from the toolbar choose Versions. In the version history that appears, click the Recycled version at the top of the list and click Revert. The definition object is moved to its original parent folder in the hierarchy, and its status changes to Working. You must then republish the definition object to make it active again.

Note: If the definition object's original parent folder no longer exists, the restored object is placed in the root folder of the Document system hierarchy. You must move it out of the root into another folder before you'll be able to publish the object.

• Click an item to select it for use with a toolbar command and to display a read-only summary of its basic properties in the summary area.
• Select multiple items for use with a toolbar command or right-click command by holding down Shift or Ctrl while clicking each item. The last object you select is the one whose properties are displayed in the summary area.
• Double-click a definition object to perform one of the following actions (depends on the type of object):
  • Open a properties window that enables you to edit the definition of the object.
  • Open the Document Utility.
• Double-click a folder to open the folder and display its contents.

When an item in the folder contents area is selected, you can do the following through the toolbar:

• Organize > Refresh refreshes the document tree.
• Organize > Cut, Organize > Copy, and Organize > Paste enable you to copy or move the selected definition objects. The cut or copied objects are placed inside the folder that is selected when you use the Organize > Paste command.
• Organize > Select All selects all contents within the folder.
• Organize > Delete moves the selected objects to the Recycle Bin.
• Organize > Properties shows a read-only summary of the selected object's basic properties.
• Organize > Display Summary shows or hides the summary panel for the object selected.
• New displays a drop-down list from which you can choose a new folder or definition object type to create. When you select an object type, a properties window appears in which you can define the object. The object types shown in the drop-down list are determined by the properties of the folder in which you are working. You can examine these folder properties by selecting the folder in the document tree area, then choosing the Edit toolbar command.
• Edit opens a window that enables you to edit the definition of the selected folder, object, or of the object to which a selected link points.
• Import imports an external XML file (created by the Export command on a different iMIS database) into objects in the Document system.

Important! If you are importing content from one iMIS database to another, the security permissions will be overwritten. You must reapply security permissions if the file had any in the previous iMIS database.

Note: You cannot use Export and Import to make copies of objects within the same iMIS database.

The Upload button reads the XML file contents and displays a list of the definition objects that were exported to the XML file. You can select which of the objects to import, and whether to overwrite objects with the same database GUID in the destination folder or to create new copies of the objects. You can also opt to import the objects to the folder from which they were originally exported, or to override that default destination with the current folder.

• Export exports all selected folders and definition objects into a single XML file, which you can use later to import those objects into the same folder or a different folder in a different iMIS database.

Note: You cannot use Export and Import to make copies of objects within the same iMIS database. To make copies, use Organize > Copy and Organize > Paste.

• Versions displays a list of the existing versions of a versionable object, from which you can:
  • Export a specific version to an XML file.
  • Purge a specific version from the version list, removing all traces of that version from the system.
  • Copy a specific version to a new definition object with a different name.
  • Create a new version based on any existing version by selecting the version, clicking Revert (which creates a new working version), and then publish the working version. If you make no changes to the working version, you are effectively reverting to the state of the selected version, although technically it becomes a more recent version in the list of versions.
• Run executes a selected query, report, or other object types that are designed to be run.

Note: If the selected object is an .RDL report file, click Run to open the report in a new window.

• Download the selected object (PDF, .DOC, or .XLS file). You can open the file in its assigned editor.
• Preview displays a fully rendered view of the selected navigation item, content record, or other CM object types that are designed to be previewed.
• Publish transforms a working version of an object into a published version. Only the most recent published version (of a versionable object) is used actively by the system.

You can add/remove specific Roles, Groups, and Users and assign them each a specific set of permissions. Making this type of change to the security for an object results in a new unique AccessKey for the specified Access List permissions.

Using custom security groups to secure content to a subset of users does not make that content available for search by the users in the group. Instead, the content will only be available for search to system administrators.

You can create a custom security group by tweaking a predefined group or building your own from scratch (using the Make available to radio button). While a custom security group offers great flexibility, it jeopardizes performance, because it adds several rows per object. If the security tables get too large (given that they are joined on every query), your system can slow significantly. To minimize performance impacts, avoid using custom security groups where their effect multiplies: folders, Navigation items, and all children the same (unless you are using shared security, or it is mission-critical).

Most feature-specific security sets have three levels (Admin, Manager, User), each of which allows access for any level above it. For example, Certification Users grants access for Managers and Admins as well. Note that you can define your own access settings based on User-level security: Roles and Groups.

For example, applying Segmentation Job Default Access security means that

• Users in the SegAdmin group get control privileges.
• Users in the SegMgr group get Read+Add+Edit+Delete privileges.
• Users in the SegUser group get Read-only privileges.
• Users in the SysAdmin role get control privileges.

1. In the Document system, select a folder or object and click the Edit toolbar command.
2. In the Only allow certain types of objects in the folder? area, specify the objects to be allowed in the folder. Multi-select object types from the list by holding Shift or Ctrl while clicking items in the list.
3. For the Access Settings, select Private or else select Use a preconfigured security set and select a set from the list, if any apply.

Note: For best performance, use Preconfigured security sets.

4. If you need custom access settings, enable Make this available to and complete the panel.
   • For Specific Roles, select the checkbox for each system-defined role that should have access to the folder. For each role, you can click the Edit icon next to the role name to define the specific privileges for that role.
   • For Specific Groups and Specific Users areas, add the groups and users that should have access to this folder, and click the Edit icon next to each entry to define the specific privileges for that entry.
5. At the bottom of the folder security definition window, click Save to commit the changes.