15.1 Managing Your Documents in GroupWise

Your GroupWise library documents display as items in your Mailbox and folders along with your mail messages, tasks, appointments, and so on.

You can select a document reference to create, delete, check out, check in, open, move, or copy the corresponding document.

In addition, the GroupWise Library makes it easy to maintain multiple versions of a document, determine who has access to a document, and share a document with others.

15.1.1 Storing Documents in Libraries

If your GroupWise administrator has set up libraries and enabled document management, all of your documents are stored in a library in GroupWise. GroupWise assigns a unique number to each document. This number identifies the document and makes it easy to find. You can look up a document in the GroupWise Library by its document number much like you can look up a book in a library by its catalog number.

In each GroupWise library, the documents are compressed and encrypted. This saves disk space and maintains the security of documents because it makes it impossible to view the contents of documents outside of GroupWise.

Before you can access any of the documents in a library, you must first have rights to the library. Your GroupWise administrator determines which people have access to each library.

After you have imported or created a document in the GroupWise Library, you can access that document only from GroupWise. This keeps your documents secure. If you need to share the document with a user who does not have access to GroupWise, you can attach the document reference to a mail message and send it to that user, or you can click File > Save As to save the document in an external file outside the GroupWise Library. In either case, the file is not updated with any changes made to the document in GroupWise and is not controlled by the sharing rights assigned in GroupWise.

Specifying a Default Library

The default library is where all your documents are stored and the library where Find searches for documents.

  1. Click Tools > Options, then double-click Documents.

  2. Click the library you want to use as a default.

  3. Click Set Default, then click OK.

Customizing Your Library Settings

GroupWise lets you customize settings for the libraries where you store and create documents. You can specify a default library, default sharing rights, default document properties layout (such as the order and size of fields), and default values for document properties. You can also specify whether you want to use the short or long form of the property sheet. The library and property settings you specify affect only your library setup. You cannot modify other users’ settings.

Default Library

When you create, import, or copy a document in GroupWise, it is saved in the default library, unless you specify a different library. In addition, Find searches for documents in the default library first. You can change the default library. See Specifying a Default Library.

Default Property Values

You can specify default values for the document property fields that can be edited. The default values are used when you create a new document or import a document into the selected library. If no default values have been specified for author and document type, GroupWise uses the creator’s name as the author and Document as the document type. See Specifying Document Properties.

Default Sharing Rights

If you usually share your documents with the same users or groups, you can specify default sharing rights for all the documents you create. When you specify the default sharing rights, GroupWise applies these rights to each document you create or import into the selected library. See Specifying Default Sharing Rights for Documents.

Document Tab Configuration

The Document tab appears each time you create, import, copy, or select properties for a document. You can specify which fields you want to display on the Document tab. In addition, you can specify the number of lines in each field, the field’s order on the dialog box, and you can insert blank lines and separators in the dialog box. See Specifying Document Properties.

Document Property Pages

When you create a new document or a new version of a document, GroupWise prompts you to specify document properties. You can specify whether you want GroupWise to prompt you for the document subject only or for all the document properties. See Specifying Document Properties.

Document Management Integration with Other Applications

If you are using integrated applications, you can specify whether you want GroupWise Library features integrated with the application’s Save and Open features. To use the integration, you must have installed Integrations during GroupWise Setup. If you didn’t install Integrations, you can run Setup again to install them. See Section 15.16, Integrating GroupWise with Your Applications.

15.1.2 Understanding Document References

The document items that appear in your Mailbox (and other folders) are only references that point to the actual documents in the library.

Mailbox view

Document references are created when you create a new document, import a document, copy a document, select a document from the results of a Find, or select File > New > Document Reference. To see document references in your Mailbox or folder, you must have a display setting selected that includes documents and posted items.

You can select a reference to check out, check in, open, view, copy, or delete the corresponding document, depending on the rights you have. Multiple document references can point to the same document. For example, each employee in a company could create a reference to the employee handbook.

Sharing Document References with Other Users

If you are the author of a document or if you have sharing rights to the document, you can post the document reference in a shared folder and make it available to all users who have access to the folder.

Document References and Remote/Caching Modes

If you use Remote or Caching mode, updating your Remote or Caching Mailbox always gives you all of your document references, unless you choose to have none. You can use the document references to retrieve copies of the documents into your Remote or Caching Mailbox.

15.1.3 Specifying Document Properties

Every document in GroupWise must have a set of attributes associated with it, such as the author’s name, the creation date, and the document type. These attributes are called document properties. The document property information is used for finding and categorizing documents.

You can use the Document tab in Properties to view version information for the specific version of a document, view the document activity history, and control sharing of the document with other users.

Figure 15-1 Documents Properties Dialog Box

You can determine which fields display on the Document tab in Properties and customize their size and order by using the options in the Library Setup Properties dialog box. To open this dialog box, click Tools > Options, double-click Documents, then click Properties.

Specifying a Default Value for a Document Properties Field

A default value is information (author, subject, etc.) that is automatically inserted in the corresponding document property field for every document you add to the selected library.

You can specify default values for the document property fields that can be edited. The default values are used when you create a new document or import a document into the selected library. If no default values have been specified for Author and Document Type, GroupWise uses the creator’s name as the author and Document as the Document Type.

  1. Click Tools > Options, then double-click Documents.

  2. Click the library for which you want to specify default values.

  3. Click Properties, then click the Document Defaults tab.

  4. Click a field, then type the default value. For example, you could type your name as the default value for the Author field.

    If you do not include a required field in the Selected fields list box on the Property Configuration tab, you must specify a default value for the field here on the Default Values tab. Required fields are marked with an asterisk on the Property Configuration tab.

    Field names that are indented under another field are related to that field. For example, the “parent” field might be a project name and the “child” fields might be the subproject names. If you want to specify a default value for a child field, you must first specify a default value for its parent field.

  5. Click OK.

Understanding Document Types

When you create a document in GroupWise, you must select a document type. The document type determines the life of the document in days. By default, a document’s life is 365 days; however, your GroupWise administrator can specify a document life as long as 2.1 billion days.

When a document expires, the document type determines whether the document is archived, deleted, or retained.

Document expiration is based on inactivity. For example, if a document’s life is 365 days, the document won’t be archived or deleted until 365 days have passed since the last time it was viewed or opened. You can prolong the life of a document that is close to its expiration date by viewing or opening the document. This resets the document’s expiration date. For more information about expiration dates, see Setting an Expiration Date for Email You Send.