EMC® ApplicationXtender®
Web Access
5.40
User’s Quick Reference
P/N 300-005-669
REV A01
EMC Corporation
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Published November, 2007
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Contents
ApplicationXtender Web Access User’s Quick Reference .......... 4
ApplicationXtender Web Access Tools .................................... 4
To log into AppXtender Web Access: ...................................... 7
To log into multiple data sources: ............................................ 7
To search using index values: ................................................... 7
To view documents from the Query Results View ................ 8
To search using List of Values criteria: .................................... 8
To search using full-text query: ................................................ 8
To search using a combination query: ..................................... 9
To search multiple applications: ............................................... 9
To search using ODMA Attributes:........................................ 10
To save a query:......................................................................... 10
To manually index a batch page: ............................................ 10
To index a page using the Select Indexes function: ............. 11
To submit documents for full-text indexing: ........................ 11
To transfer AppXtender documents to Records Manager for
AppXtender: ....................................................................... 11
To file AppXtender documents for retention:....................... 12
To work with AppXtender documents filed for retention:. 13
To apply a retention hold to AppXtender documents ........ 14
To remove a retention hold from AppXtender documents 14
Note on logging into Records Manager for AppXtender ... 15
Document Display View Toolbar (Thin Client Viewer) ...... 15
Document Display View Image Toolbar (Interactive Client
Viewer)................................................................................. 16
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ApplicationXtender Web Access User’s
Quick Reference
The procedures in this Quick Reference will lead you through the steps
to use ApplicationXtender Web Access to search for and retrieve
documents, view documents, and manage documents and batches.
Note: This card is designed to provide quick reference information for
ApplicationXtender Web Access to end users and is not intended to take the
place of the ApplicationXtender Web Access User’s Guide.
ApplicationXtender Web Access Tools
The following table lists the tools you can use in ApplicationXtender
Web Access.
Table 1 ApplicationXtender Web Access Tools
Button
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Location
Function
All views
Log out of AppXtender Web Access
Application View,
Query Criteria View,
Query Results View
Configure AppXtender Web Access
settings
All views
Return to Application List view
Document Display
View
Display document index data in Index
View
Application View,
Index View
Use Batch List functionality to index
documents for a selected application
Application View
Use Batch Import functionality to add
documents for a selected application
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Table 1 ApplicationXtender Web Access Tools (Continued)
Button
Location
Function
Batch Import View,
Document Display
View
Create a New ApplicationXtender
document
Query Results View
Display Application Query Criteria view to
create a new query
Query Results View
Open selected documents and display
them in Document Display view
Note: When you select to view more than
one document from the result set, each
document appears in Document Display
view in a separate viewing window.
Query Results View
Print the selected documents
Query Results View
Export the selected documents
Query Results View
Perform a text search on the selected
documents
Query Results View
Delete the selected documents
Query Results View
E-mail the selected documents
Document Display
View
Display the result set for the most recent
query in Query Result view
Application View
Display the most current document in
Document Display view
Note that this button appears in the
toolbar only after you return to Application
view after working with the current
document in Document Display view
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Table 1 ApplicationXtender Web Access Tools (Continued)
Button
Location
Function
Index View
Display the Select Indexes view
Index View
Populate index fields using data from the
Auto Index database table
Note: The selected application must be
configured for automatic indexing for this
button to appear.
Index View
Populate index fields using data from the
Key Reference database table
Note: The selected application must be
configured for automatic indexing for this
button to appear.
Index View
Attach the currently displayed page to the
current document
Index View
Attach all pages remaining in the batch to
the current document
Index View
Modify the index for the current document
Query Results View
Document Display
View
Add a Web link to eRoom to access
selected document
Query Results View
Document Display
View
Add a Database Row link to eRoom to
access selected document
Query Results View
Document Display
View
File the selected document for Centera
retention.
Note: The selected application must be
configured for Centera retention.
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To log into AppXtender Web Access:
To log into AppXtender Web Access:
1.
Click Login at the AppXtender Web Access Welcome page.
2.
To use an authorized data source other than the default, select
from the Data Source drop-down list.
3.
Enter your user name and password.
4.
To request full text search support, click the check box (if it is not
already selected).
5.
Click OK.
To log into multiple data sources:
To log into multiple data sources:
1.
Right-click the additional data source you want to log into.
2.
Click Login on the shortcut menu.
3.
At the Login to Data source dialog box, to log in with your current
user name and password, verify the information in the Data
Source, User Name, and Password text boxes.
4.
To log in as a different user, click the Auto login using same
credentials check box to remove the check mark. Then enter a new
user name and password in the text boxes.
5.
If desired, select the Request Full Text Search Support check box.
6.
Click Login to log into the data source.
To search using index values:
To search using index values:
1.
To create a new query, right-click the application name, and then
click New Query on the shortcut menu.
2.
In Application Query Criteria view, enter the search criteria in the
fields for the corresponding index values.
3.
To hide data for a particular index in the result set in Query
Results view, click the Show check box to remove the check mark.
4.
Click Submit to start the search process. When the search is
complete, the results appear on the Query Results view.
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To view documents from the Query Results View
To view documents from the Query Results view, click the icon for the
page you want to view. Refer to the ApplicationXtender Web Access
Release Notes for specific versions of supported Web browsers.
To search using List of Values criteria:
To search using List of Values criteria:
1.
Access the Application Query Criteria view.
2.
Click the List of Values tool corresponding to the index name you
want to search on.
3.
Type a value in the Field Value text box, and click Add. The value
appears in the text box.
4.
Continue adding values to build your search expression.
5.
When you finish, click OK. The list of values appears in the text
box in Application Query Criteria view.
6.
Enter any other criteria you want to include.
7.
When you finish, click Submit to start searching.
8.
Click Submit to start the search.
To search using full-text query:
To search using full-text query:
1.
Access Application Query Criteria view.
2.
Select the appropriate option from the Search Type options.
Available options are All Words, Any Words, Exact Phrase, and
Expression.
3.
Type the criteria text in the Criteria text box.
4.
Click Submit to start the search.
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To search using a combination query:
To search using a combination query:
1.
Access Application Query Criteria view.
2.
Type search criteria in the Index Name section.
3.
Type search criteria in the Full-Text section.
4.
To get results that match criteria in the Index Name and Full-Text
sections, select the And option. To get results that match criteria in
either the Index Name or Full-Text sections, select the Or option.
5.
Click Submit to start the search.
To search multiple applications:
To search multiple applications:
1.
If you have not already done so, install the Java Runtime
Environment on your computer. Refer to the ApplicationXtender
Release Notes for the supported version of the Java Runtime
Environment.
2.
Right-click an application you want to include in the query, and
select Cross Application Query Configuration.
3.
From the application list, click another application you want to
include in the query. Then click > to move the select to the Selected
Applications list. To select all of the applications, click >>.
4.
Repeat step 3 to select the other applications you want to include.
5.
To make a field searchable, click the icon to the left of the index
name until a question mark appears. (Each index field that you
select must exist in at least two of the applications to be searched.)
6.
To include a field in the result set in Query Results view, click the
icon until a check mark appears. (Fields that do not have either a
question mark or a check mark are excluded from both the Query
view and the Query Results view.)
7.
Click Apply to save the query. At the Cross Application Query
save as dialog box, enter a name for the query, and click Save.
8.
Click Apply at the Cross Application Query Configuration dialog
box.
9.
Click OK to clear the confirmation message.
10. Click Close to close the Cross Application Query Configuration
dialog box.
11. To run the query, right click the query name listed under any of the
included applications, and click Run.
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To search using ODMA Attributes:
To search using ODMA attributes:
1.
Select Settings from the View menu, or click the Settings icon.
2.
In Application Query Criteria view and Query Results view, if the
Enable ODMA Search option is not selected, click the check box.
Then click Save.
3.
Access Application Query Criteria view.
4.
Enter search criteria in the fields for the ODMA attribute indexes
that you want to search.
5.
Enter any other criteria for the search.
6.
Click Submit to start the search.
To save a query:
To save a query:
1.
In Application Query Criteria view, enter your search criteria.
2.
In the Save Options section, enter a name for the query in the
Query Name text box.
3.
To allow all users to access the query, click the Available To All
Users check box. To make the query a private query (only you can
access), leave the check box empty.
4.
Click Submit to save and run the query.
To manually index a batch page:
To manually index a batch page:
1.
Access Application Batch List view.
1.
From the Current Application drop-down list, select the
application you want to work with.
2.
From the list of available batches (if any), select the batch you
want to index.
3.
In Document Display view, on the first page in the batch, locate
the index data for the first index field in Index view.
4.
In Index view, enter the data value into the field.
5.
Repeat steps 3 - 4 for the remaining fields in Index view.
6.
Click the Save button. Index view changes to Modify mode.
7.
To index another batch page, on the main toolbar, click the New
Document button.
To open the current document and its index, click the View Last
Indexed Document button.
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To index a page using the Select Indexes function:
To index a batch page using the Select Indexes function:
1.
Access Application Batch List view.
1.
From the Current Application drop-down list, select the
application.
2.
From the list of available batches (if any), select the batch you
want to index.
3.
In Document Display view, locate the data for the first index field.
4.
In Index view, click the Select Indexes button.
5.
In Select Indexes view, find the necessary index data.
6.
To attach the current page, to the left of the index data, click the
Attach Current Page button.
To attach all pages remaining in the batch, to the left of the index
data, click the Attach All Pages button.
To submit documents for full-text indexing:
To submit documents for full-text indexing:
1.
Display the document you want to submit for indexing in
Document Display view.
2.
From the Document menu, select Submit Full Text Job.
3.
From the Select Queue list, select the full-text queue to which the
document should be submitted for indexing.
4.
Click OK.
To transfer AppXtender documents to Records
Manager for AppXtender:
To transfer AppXtender documents to Records Manager for
AppXtender:
1.
From Records Manager for AppXtender, search for the
AppXtender documents to be transferred.
2.
From the result set, locate the document you want to transfer.
3.
Click the arrow head to the right on the page icon. A shortcut
menu appears.
4.
From the shortcut menu, click Classify and Transfer.
5.
If necessary, log into Records Manager for AppXtender by
entering your Records Manager for AppXtender user name and
password.
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6.
Find the filing system file plan to which the document should be
transferred by clicking the plus signs (+) next to the filing system
and file plane names until the destination file plan appears.
7.
Select the destination folder.
8.
Click OK to transfer the document. The dialog box closes, and the
transferred document is cleared from the AppXtender Web Access
results list.
To file AppXtender documents for retention:
The procedures for filing ApplicationXtender documents for retention
vary depending on whether the application is configured with records
administration retention or Centera retention.
To file AppXtender documents for retention using records
administration retention:
1.
From the AppXtender application configured with retention
administration, search for the AppXtender documents to be filed
for retention.
2.
From the AppXtender Web Access Application Query Result view,
locate the document you want to file and click the arrow head on
the page icon.
3.
From the shortcut menu, click File For Retention.
4.
If necessary, log into Records Manager for AppXtender.
5.
Find the filing system file plan to which the document should be
filed for retention by clicking the plus signs (+) next to the filing
system and file plane names until the destination file plan
appears.
6.
Select the destination folder.
7.
Click OK. The dialog box closes. The icon for the selected
document is updated in the results list to show a clock face on the
page, indicating the document has been filed for retention.
To file AppXtender documents for Centera retention:
1.
From the AppXtender application configured with Centera
retention, search for the AppXtender documents to be filed for
retention.
2.
From the AppXtender Web Access Query Result view, select the
check box next to each document that you want to file for
retention.
3.
Click the File Selected Documents for Retention icon on the main
toolbar. Web Access displays the Set Retention Options dialog box.
4.
Select a retention class or retention policy from the Retention Class
or Policy list box.
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Note: You must have the Retention Administrator privilege to select a class
or policy other than the default.
5.
To apply the retention setting to previous versions of the
documents, enable File all previous document revisions.
6.
Click OK.
To work with AppXtender documents filed for
retention:
The procedures for working with ApplicationXtender documents filed
for retention vary depending on whether the application is configured
with records administration retention or Centera retention.
To work with AppXtender documents filed for retention using records
administration retention:
1.
Query the AppXtender application configured with records
administration for the documents you want to work with.
2.
From the query results, click the page icon to select the document.
The icon for documents that are filed for retention is a clock face
on a page with an arrow head to the right of the page.
3.
Check the document out of the AppXtender repository.
4.
When you finish working with the document, check it back into
the AppXtender repository. To return the document to the
repository without modifying the document, use the Cancel
Checkout function.
To work with AppXtender documents filed for Centera retention:
1.
Query the AppXtender application for the documents you want to
work with.
2.
From the query results, click the page icon to select the document.
The icon for documents that are filed for retention is a clock face
on a page.
3.
Check the document out of the AppXtender repository. You
cannot modify or delete documents that are in a retention status.
4.
When you finish working with the document, check it back into
the AppXtender repository. Web Access saves the document as a
new version.
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To apply a retention hold to AppXtender documents
1.
Query the application to locate the document.
2.
Right-click the document to open the Web Access shortcut menu.
3.
Select Place Retention Hold. Web Access displays the Retention
Hold Options dialog box.
Note: To access the Retention Hold Options dialog box from document
display view, click the Set Retention Hold icon on the main toolbar.
4.
Select a retention hold label from the Enter hold label list box.
5.
To create a new retention hold label, click Create New, and then
type the name of the new label (for example, W2).
6.
Click OK. Web Access displays a retention hold status dialog box.
7.
Click Close.
To remove a retention hold from AppXtender
documents
1.
Query the application to locate the document.
2.
Right-click the document to open the Web Access shortcut menu.
3.
Select Remove Retention Hold. Web Access displays the Retention
Hold Options dialog box.
4.
Click Yes. Web Access displays a retention hold status dialog box.
5.
Click Close.
Note: Users with the Administrator privilege and Retention Administrator
privilege can use the Web Access Administrator page to remove a retention
hold setting from a set of documents.
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Note on logging into Records Manager for
AppXtender
You need to log into Records Manager for AppXtender only once from
ApplicationXtender Web Access. From then on, when you select to
classify and transfer an AppXtender document or file it for retention,
the Records Manager for AppXtender login dialog box is bypassed
and the Select File Plan dialog box appears immediately. This applies
not only to the current AppXtender Web Access session but to future
sessions as well.
Document Display View Toolbar (Thin Client Viewer)
The following table lists the tools you can use in Document Display
view to manipulate the image in the document viewer:
Table 2 Thin Client Viewer Toolbar Buttons
Button
Function
Display the previous page
Display the next page
Mirror left-to-right
Mirror top-to-bottom
Select from the Zoom drop-down list to change the magnification of
the image.
Select from the Rotation drop-down list to rotate the image within the
viewer to the left in 90 degree increments.
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Document Display View Image Toolbar (Interactive
Client Viewer)
The following table lists the tools you can use in Document Display
view to manipulate the image in the document viewer:
Table 3 Image Toolbar (Interactive Client Viewer)
Button
Function
Fit displayed page in the viewer
Fit displayed page in the viewer from top
to bottom
Fit the displayed page in the viewer from
left to right
Rotate displayed page 90 degrees to the
left
Rotate displayed page 90 degrees to the
right
Zoom in on displayed page
Zoom out on displayed page
Magnify a specific area on the displayed
page
Enable text searching for COLD/ERM
and text documents
Display previous page of document
Display next page of document
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Table 3 Image Toolbar (Interactive Client Viewer) (Continued)
Button
Function
Display previous version of document
Display next version of document
Redisplay the Text Search dialog box
Switch between pan mode and selection
mode
Form overlay
Print current page and all or a range of
subpages
Print document or PDF file and all or a
range of pages
Display information about image
Display previous subpage
Display next subpage
Refresh viewing area
Open Select Files for Batch Import
window
Display Page menu
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