Content Server Fundamentals - DAY 1

Lesson Objective
By the end of the lesson, you should be able to :
• Understand Content Server basics
• Understand User Interface – Navigational, Functional
• Document Management and Content Server Items
• Collaboration
Copyright © 2019 Deloitte Development LLC. All rights reserved. Content Server Fundamentals 1
OpenText Content
Server Fundamentals
Table of Contents
• Introduction
• Highlights
• Q&A
Introduction
Introduction to Content Server
Content Server is a Web-based application for storing, sharing, and distributing information.
Content Server is designed to help you:

• organize documents and other work items in a central, permission-controlled location
• share, find, and keep track of information
• revise documents and other information in a version-controlled environment
• manage and simplify business processes by creating and using Workflows
• communicate news and other information to other members of the organization
• manage the work of project teams
Highlights of OpenText Content Server functionality set
Major components Business solutions
• Document Management • Compliance & Governance

• Content Navigation • Corporate Services
• Search • Customer Services
• Workflow • Distribution & Delivery
• Content Reporting • Finance
• Collaboration • Human Resources
• Office Editor • Information Systems & Technology
• Perspective Manager • Manufacturing & Operations
• Marketing
• Procurement
• Research & Development
• Sales
Worldwide Leadership
19 of the top 20 17of the top 20

Energy / Utilities
Companies Retailers
85
20 of the top 20 18 of the top 20
Manufacturers Technology Companies
of the 100 largest companies 16 of the top 20

17 of the top 20 Transportation
Telecom Companies in the world are Companies
OpenText
Customers
17 of the top 20 20 of the top 20
Financial & Insurance Companies Life Sciences Companies
Accessing Content Server
• The following details are required to

access Content Server in your browser:
• Application URL :
http://<host server name>/otcs/cs.exe
• Username
• Password
• To log out of Content Server click

Log-out on the My Account menu.
Content Server - Workspaces
• There are three primary workspace types in Content Server :
• Enterprise
• Personal
• Project
• Workspaces are used in Content Server to :

• divide Content Server into different operational areas
• manage information based on item type and purpose
• store and organize information according to their intended audience
Content Server –Enterprise Workspace
Content Server – Personal Workspace
Content Server – Project Workspace
Content Server Items
Content Server enhances knowledge management by

providing you with many different types of work items.
The information you can store in Content Server comes in

many forms, and the different item types support different
kinds of information.
Most item types, such as Documents and News, represent a

particular kind of information.
Most commonly used item types are :

• General Items
• Container Items
• Reference Items
• Template Items
General Items
Container Items
Reference Items
Template Items
Content Server – Online Help
Document
Management
Document Management
• Document is any electronic file that users upload to Content Server database
• Using Content Server functions Open, Edit, Reserve etc., users can work with documents
• Text Document contains plain text and has same functions of a Document
• Content Server provides two ways to add Documents

• Upload existing document from a desktop computer
• Compose new document in Content Server such as MS Word, Excel, PowerPoint
• A major or minor version Document can be added, if Advanced Versioning enabled
Add Content Server Items
Add Item Page lets the Users choose an existing Document or
create a new document.
When adding an existing document to Content Server, you can

specify a name and description, apply Categories and Attributes,
and choose the location in Content Server where you want to store
the document.
Functions Menu
Every Content Server Item has a Functions Menu Icon (Down

Arrow Button) next to it.
The Functions menu contains all of the functions that you

are allowed to perform on that item, based on your
permissions and other conditions.
The most common functions are :

• Download
• Add Version
• Rename
• Copy
• Move
• Permissions
• Properties
Item Properties
Content Server stores lots of Metadata for every Item in the Properties Page.
There are different tabs for each type of information.
For Example the Item’s Nickname can be found in General Section and all the actions taken
on the document are shown in Audit tab.
Most used Properties are General, Specific, Audit, Categories and Versions.
General Section
Specific Section
Audit Section
Categories Section
Versions Section
Reserve & Unreserve Documents
To Reserve a Document
• Click an item’s Functions menu
• Select Reserve
• On Reserve page, select a user or
group in Reserve By field
To Unreserve a Document
• Click an item’s Functions menu
• Select Unreserve
• A new version can be add while
unreserving an item
Supported Item Types
• Reserve prevents other users from making any
• Document changes to an item
• Text Document • Other users can see reserved items in Read-only
• XML DTD mode
• Project Template • Reserving a document automatically happens as
• Custom View part of Edit session
• Prospector Query • If an item is reserved for a group, any user in
that group can Unreserve it
Version Control
• Provides ability to preserve and maintain multiple versions Versionable Item Types
of items • Document
• Allows to store modified item as a new version of original • Compound Document
item • Text Document
• Keep a track of actions, time and users who made changes • Category
• Users having proper permissions can manually add new • Workflow Map
versions to an item
• Project Template
• Manages unlimited number of versions & possible to set a
• XML DTD
limit on item-by-item basis
• • Custom View
Old versions can be purged automatically or manually when
version limit is reached
Adding Versions
To add a Version
• Click an item’s Functions icon
• Choose Add Version
• Select file, and then specify version control settings
Locking and Unlocking Versions
• Locking a version prevents it from being deleted or
modified
• Locked versions not included in Maximum number
of versions count
• Locked versions of an item or document can not be
reserved
• A Version can be locked or unlocked from the
Version Overview tab in the Properties Page of the
Function Menu
Standard and Advanced Versions
• In Standard or Linear versioning the versions display whole integers as 1, 2, 3 …..

• In Major / Minor versioning the versions display
• Major as 1.0, 2.0, 3.0 …
• Minor as 0.1, 0.2, 0.3 …
• On Item’s Properties page, select Version tab to access version
• When Advanced versioning disabled on existing items, version changed to Standard versioning
• Major / Minor version numbers are preserved to re-enable Advanced Versioning later
Advanced Versions
Advanced Versions
• On Item’s Properties page, select Version tab to access
version details
• On Item’s Properties page, select Specific tab to access
version control options and maximum versions limit
• Every Major / Minor version has its own Functions
menu
• When you Unreserve a document, major / minor
version can be added
• Minor versions can be promoted to major versions
• Major versions can not be demoted as minor versions
Advanced Versions
Advanced Versions
Advanced Versions - Permissions
Depending on User’s permission on an item, following Functions are available
Permission Available Functions

See Contents See major versions
Reserve See major and minor versions
Add minor versions
Delete Versions See major and minor versions
Delete minor versions
Delete See major and minor versions
Delete major and minor versions
Edit Permissions Add major and minor versions
Promote versions
Modify version control settings
Generations
• Like a Shortcut, a Generation points to a particular version of an item

• To preserve an old version of an item, create a Generation for that item and store it in a
container or workspace
• Generation prevents a version that it points to from being modified or deleted
• Treated as distinct items; Not associated with an item or versions that Generations are
created from
Generations
• To make a Document Generation

• Click a Document’s Functions icon, and then choose Make Generation
• On Add Generation page, type a Name, and specify other General settings
• To open a Generation
• Click a Generation’s Functions icon, choose Generation, and then select Open
• To access a version from its Generation
• Click a Generation’s Functions icon, choose Original, and then select a function
Audit Control
• Allows to track events and any actions that user performs on an item
• Auditing events help to monitor system usage and all the operations on the item
• Audit Properties page provides all events that occurred on the item
Document Overview
• Document Overview enables
users with proper permissions
to perform following functions
• Open, Download
• Edit
• E-mail a Link
• Add Versions, Access
Versions
• Add Ratings
• Apply Notifications
• Access Document’s
Properties Page
• Document Overview page provides information about a Document, including description

and version history
• To view Document Overview page, click a Document’s
• Name link or E-mail short link
• Function menu to select Overview function
Collaboration
Recommendations
• Content Server determines list of items or users, which might be of interest to a user
• Recommendations appear on Recommendations Option in Personal Menu or Project
Overview page
• Two types of Recommendations
− Popular : based on system input from all users
− Personal : based on user’s activity
Recommendations
• Personal Tab consists of : People with Similar Interests and Documents of Interest
• Popular Tab consists of : What’s New, Most Active Items and Top Picks
To view Recommendations
• Choose Recommendations from Personal menu
• Select any tab such as Personal, to view recommendations
• Click Configure button , to set recommendations settings
Document Ratings
• Ratings are Number based evaluations of Documents, used for making recommendations
• Data which is complied as part of an item’s properties and an item’s rating displays
− List of users who have viewed an item
− List of other items that the same users also have viewed
• As part of a document’s review, includes comment & explanation
• To Rate an item choose Rate It in the Functions Menu
Shortcuts
• Shortcuts, a reference item type, always points to most recent version of an item
• Can be placed in any container that avoids having multiple copies of the same item
• When original item is
− Modified or moved, all Shortcuts are updated automatically
− Deleted, all Shortcuts must be deleted manually
• With See Permission, users can make Shortcuts to most Content Server item types
To edit a Shortcut
• Click a Shortcut’s Functions menu, choose Shortcut, and then choose Properties
• Select any of the following tab General, Specific, Audit, Categories
Shortcuts
To add a Shortcut
• In Workspace or Container, select Shortcut from Add Item menu
• On Add Shortcut page, click Browse Content Server button to select an item
OR
• Click an item’s Functions menu, and then choose Make Shortcut
To work with an original item from its shortcut
• Click a Shortcut’s Functions icon, choose Original, and then choose any function
Short Links
• Users can email Short Links for either an item’s Open command or Properties page
• Users can Copy an item’s corresponding hyperlinks to computer’s clipboard
• Example URL for Properties Page short link :
https://<hostname>/OTCS/cs.exe/Properties/136757
• Example URL for Item’s Open command short link :
https://<hostname>/OTCS/cs.exe/Open/136757
Short Links
To email or copy a Short Link URL

• Click an item’s Functions icon, choose Properties, and then choose General
• On General tab of Properties page, select an option in Short Links drop-down list
URL
• URLs in Content Server are similar to web browser favorites or bookmarks

• Opening a URL in Content Server passes that Internet address to web browser, which then
displays the web page
• A Content Server URL can have World Wide Web addresses, FTP sites and email addresses
• Although users can use URL to link to another item, it is preferable to use a Shortcut
• Example URL value : cs.exe?func=ll&objId=60052&objAction=browse
To add a URL
• Click URL on Add Item menu
• On Add URL page, type Name and URL in respective fields
To edit a URL
• Click a URL’s Functions icon, choose Properties, and then choose any of the following tabs
− General, Specific, Audit, Categories
Discussion, Topic and Reply
• A Discussion is a container for Topics and Replies.

• Discussions provide a method to share information and thoughts in a public forum.
• You can add a Discussion anywhere in Content Server where you have the permission to
add items.
• When Users post a Topic or Reply in a Discussion, they can add file attachments.
• After users read a Topic or Reply, Content Server marks it as read.
• To participate in a Discussion, Users must have proper permissions
− Read permission to open Topics and Replies posted by other users
− Write permission to post Topics and Replies
Discussion
To add a Discussion
• Click Discussion on Add Item menu
• On Add Discussion page, type Name, and specify General settings
To open a Discussion
• Click a Discussion’s Functions menu, and then choose Open
Topic
To post a Topic
• Click a Discussion’s Functions menu, and then choose Open
• On Discussions page, click Post Topic icon
• Type a title for Topic in Subject field & topic in Comments field
• Attach an item from Content Server or a file from desktop
Topic
Reply
To reply to a Topic
• Open a Discussion, click a Topic’s link, and then click Post Reply button
• Type a title for Reply in Subject field & reply in Comments field
Reply
Channel and News
• Channels and News enable to publish timely information to everyone in organization

• Channel is a container that stores News items; News is the information
• A Channel’s Summary page displays headlines and stories of all current News items
• Channels do not have permissions of their own; inherits from container
• Enable a News Player for a Workspace or Folder to broadcast current headlines of all
Channels assigned to it
Channel
To add a Channel
• Click Channel on Add Item menu
To open a Channel
• Click a Channel’s Functions menu, and then choose Open
To enable a News Player
• Click a container or workspace‘s Functions menu, choose Properties, and then choose
Presentation
• In News Player list, select Channel(s)
News
• News item has headline, story, effective, expiration dates, image and attachments
• News item can have multiple attachments either from Content Server or desktop
• Access and work with News item from a Channel’s Summary Page
To open a News item
• Click a headline on News Player or click a News item’s Name link
To edit a News item
• Click a News item’s Functions menu, and then choose Edit
To delete a News item
• On Channel’s Summary page, click a News item’s Functions icon, and then choose Delete
News
To add News to a Channel

• Click News on Add Item menu
• On Add News page type the following
• Name, Effective Date, Expiration Date, Headline, Story
News
Poll
• Enables users to participate in decision-making by putting specific issues for voting

• An attachable item type for News, Discussion Topic or Reply, or a Task
• Users having Add Items permissions can add a Poll to any container in Content Server
• Edit a Poll to add questions and answers, select voting methods, and to specify options
• A Poll can contain 20 questions and 20 answer choices for each question
− Specify one of the following voting methods for each question
− Radio Button, allows to select only one answer per question
• Check Box, allows to select multiple answers per question
• Enable voters to add anonymous comments, and see current results before voting
Poll
To add a Poll
• Click Poll on Add Item menu and type a Name,
and specify General settings
To edit a Poll
• Click a Poll’s Functions icon, and then choose
Edit
• Click a start and end date for Poll in Effective
Date & Expiration Date fields
• In Poll section, do the following
− Type a question in Questions box
− Type answer choices in Choices box
− In Choice Selection area, select Radio Button
or Check Box
To view Poll Results

• Click a Poll’s Functions menu, and choose
− Open, if already voted
− Open, and then click View Results link, if not
voted
− View Results, if you are a Poll’s Creator
Poll
Poll

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Lesson Objective

By the end of the lesson, you should be able to :

• Understand Content Server basics

• Understand User Interface – Navigational, Functional

• Document Management and Content Server Items

Content Server is designed to help you:

Major components Business solutions

• Document Management • Compliance & Governance

19 of the top 20 17of the top 20

of the 100 largest companies 16 of the top 20

• The following details are required to

• To log out of Content Server click

• Workspaces are used in Content Server to :

Content Server enhances knowledge management by

The information you can store in Content Server comes in

Most item types, such as Documents and News, represent a

Most commonly used item types are :

• Content Server provides two ways to add Documents

• A major or minor version Document can be added, if Advanced Versioning enabled

When adding an existing document to Content Server, you can

Every Content Server Item has a Functions Menu Icon (Down

The Functions menu contains all of the functions that you

The most common functions are :

There are different tabs for each type of information.

• In Standard or Linear versioning the versions display whole integers as 1, 2, 3 …..

Depending on User’s permission on an item, following Functions are available

Permission Available Functions

• Like a Shortcut, a Generation points to a particular version of an item

• To make a Document Generation

• Document Overview page provides information about a Document, including description

To email or copy a Short Link URL

• URLs in Content Server are similar to web browser favorites or bookmarks

• A Discussion is a container for Topics and Replies.

• Channels and News enable to publish timely information to everyone in organization

To add News to a Channel

• Enables users to participate in decision-making by putting specific issues for voting

To view Poll Results

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