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Online Help Documentation Causeway ECM Team Notification February 2016

Causeway ECM Team Notifications

Online Help

Production Release

February 2016

Causeway Technologies Ltd

Comino House, Furlong Road, Bourne End,

Buckinghamshire SL8 5AQ

Phone: +44 (0)1628 552000, Fax: +44 (0)1628 552001

Email: [email protected]

www.causeway.com

1 Copyright © 1988-2016 Causeway Software Solutions Limited

http://www.causeway.com/

Table of Contents Overview ................................................................................................................................................................. 3 Getting Started ........................................................................................................................................................ 4

Launching Team Notification ............................................................................................................................... 5 Configuring Team Notification ................................................................................................................................. 8

Scheduling Notification ........................................................................................................................................ 9 Setting Notification Group ..................................................................................................................................... 10

Finding Users in Team Notification .................................................................................................................... 11 Adding Members in Team Notification ............................................................................................................... 11 Removing Members in Team Notification .......................................................................................................... 12

Managing Team Notifications ................................................................................................................................ 13 Renaming Team Notification ............................................................................................................................. 14 Editing Team Notification ................................................................................................................................... 14 Deleting Team Notification ................................................................................................................................ 15

Index ..................................................................................................................................................................... 17

ii


Overview

The Team Notifications feature in Enterprise Content Management (ECM) uses email messages to notify users when certain events or changes have occurred in ECM. This application enables you send the e-mail notifications to a user or group about changes made to a document, folder or attribute sentry object. You can also choose the frequency to send e-mail notifications.

Note: To send mail notifications, you must add a user or group to a team notification object.

You can send mail notifications to a user or group for the following objects:

• Document - When an updated version of a document is added to an existing document. The documents supported are .html, .doc, .pdf etc.

• Folder - When an item is added to a folder.

• Attribute Sentry - When the scheduled attribute sentry search triggers results.



Getting Started

This section describes how to log on to Causeway ECM. To launch the Causeway ECM Team Notifications, open the Content Server URL in a web-browser.

You can log on to the Causeway ECM using the administrator credentials provided to you by Causeway Support.

To log on to Causeway ECM, perform the following steps:

1. Enter the username in the User name field.

2. Enter the password in the Password field.

3. Click Log In.

The Causeway ECM screen is displayed.



Launching Team Notification

To launch the team notification, perform the following steps:

1. Log in to Causeway ECM. For more information, see Getting Started.

Note: You can launch the Content Server system-administration URL in a web browser.

2. From the Admin menu, select Content Server Administration to log on as an administrator.

The Content Server Administration Log-in screen is displayed.

3. Enter the password in the Administrative Password field.

4. Click Log-in.

Note: If you installed Content Server on the Windows OS, you can also access the Control Server Administration Log-in screen using Start > Programs > <Content Server_folder_name>,>Content Server Administration.

The Content Server Administration screen is displayed with a single list format.

Note: You can scroll down to Team Notification Functionality tab from the section view.

Tip: To view the Content Server Administration screen: Click the Show As Tabs link to display the sections as tabs in a condensed format. Click the Show All Section link to display a single list format.



The Content Server Administration screen is displayed.

5. Select Causeway Administration on the left pane.

6. Click Configuration on the right pane.

The Configure Functional Areas screen is displayed.

7. Select User Access Control.

The Configure User Access Controls Settings screen is displayed.



8. Scroll down to view the Team Notification Functionality tab.



Configuring Team Notification

Notifications enable you to get alerted when certain activities or events occur in Content Server. The administrator can enable or disable notifications, set the Content Server home screen URL, configure the SMTP settings, configure the email message settings, define the report settings, and define the default notification schedule settings for the entire Content Server system.

To configure the team notification group, perform the following steps:

1. Navigate to the Configure User Access Controls Settings screen. For more information, see Launching Team Notification Functionality.

2. To configure the team notification group, scroll down to the Team Notification Functionality tab.

3. Click Select Group icon and select a group to administrate team notification.

4. Click Find to view all the available groups. For more information, see Finding Members in Team Notification.

Note: The default settings are displayed. You can update the fields.

5. Enter the details for the fields as described in the following table:

Field Description

Team Notification Group

Click the Select group button. For more information, see Finding Members in Team Notification.

External Protocol

Displays the external protocols that defines the communication between Causeway and the third party systems. Causeway supports automated messaging for enabling, updating, and disabling accounts. For example, HTTP and HTTPS are the accepted values. This is a mandatory field.

External host name Displays the address of the login screen. This is a mandatory field.

Server application context

Displays the name of a context path or a virtual directory (Content Server). This is used for building URLs. For example, OTCS is the context element. This is a mandatory field.

Server CGI application

Displays the CGI or DLL executable that is used to access this instance of Content Server. This is used for building URLs. For example, livelink.exe. This is a mandatory field.

Agent Settings

Enter the scheduling statistics for team notifications. For more information, see Scheduling Notification.



6. Click Update to update the configuration.

Scheduling Notification

Schedule team notifications is an integral part of configuring team notifications group. The members of the notifications group receive notifications by mail at specified time intervals. The schedule can be set to determine when the notification mails go out to members. This can be set at days, hours or minutes. You can configure the Agent Settings and trigger the jobs and run the event at desired time without any manual intervention. For more information, see Configuring Team Notification Group.

To schedule team notifications, perform the following steps:


Field Description

Enable this Schedule

Select the check box to enable this schedule.

On These Days Select the corresponding day's check box to specify the days you want to run the event.

At these hours

Select the corresponding hour's check box to specify the time in hours you want to run the event. The values are denoted in A.M or P.M.

At these times

Select the corresponding hour's check box to specify the time in minutes you want to run the event.

For example, if you want the schedule to run the event on Monday at 12:30 AM, select the following values for the corresponding fields:

• On these days as Mon

• At these hours at A.M column as 12.

• At these times as 30.

The above values are displayed in the Agent Settings tab similar to the following screen.

2. Click Update to save and modify the configuration.

The changes are reflected after the Content Server is restarted.

Note: Click Reset to refresh the options.



Setting Notification Group

To set up team notification for an object, perform the following steps:

1. From the Enterprise menu, select Workspace.

The Enterprise workspace is displayed with the list of objects.

Note: The objects can be a document, folder or an attribute sentry object. For more information, see Team Notifications Features.

2. Select an object and click the Function menu corresponding to it.

Note: The Function menu option are displayed based on the permissions you have for the corresponding object.

3. Select the Set Team Notification option.

The Add: Team Notification screen is displayed.

Note: The objects that has an option to add team notification will display Set Team Notification option in its function menu.


Field Description

Name Enter the name of the object.

Description Enter the description of the object.



5. Click Add to add the team notification.

The notification is setup for an object.

Finding Users in Team Notification

This option helps you to search for a user in the Content Server. This is an in-built search function embedded in the Content Server and is a part of the Team Notifications application as well.

To find members, perform the following steps:

1. Navigate to the Edit Members: Team Notification screen. For more information, see Setting Notification Group.

The Edit Members: Team Notification screen is displayed.

2. Select an appropriate option from the Find drop-down list.

3. Enter the search criteria in the that starts with field. You can search for a user by its Last Name, First Name, E-mail, Log-in details or its Group Name and then click Find to search for a user or a member.

Note: You can also click Find & Add option from the left pane.

The users defined in the search criteria are displayed.

Adding Members in Team Notification

You can add members in the team notification group.

To add members in team notification, perform the following steps:

1. Select a Name from the list available on the screen.

Note: You can also click the Find drop-down list to select an appropriate option and then click Find to search for a user.

The users for the search criteria are displayed.



2. Select the Add as member check-box corresponding to the user.

3. Click Submit.

The member is added and Current Notification Members on the left pane. The list displays the new member.

Note: You cannot add members without an e-mail ID.

4. Click Done to exit the screen.

Removing Members in Team Notification

You can delete members from the team notification group.

To remove members, perform the following steps:

1. Select Remove Members from the Edit Members: Team Notification window.

2. Select the Remove check box corresponding to the user.

3. Click Submit to remove the user from the team notification.



Managing Team Notifications

The Manage Team Notifications screen displays the list of team notifications created by you. The following topics are discussed in the section:

• Renaming Team Notification

• Editing Team Notification

• Deleting Team Notification

To manage a team notification, perform the following steps:

1. Log in to Causeway ECM using your credentials. For more information, see Getting Started.

2. From the Personal menu> select Manage Team Notifications.

The Manage Team Notifications screen is displayed.

3. Right click on a document to add the document to view the default Livelink right-click menu options.

The default Livelink right-click menu options are displayed.

4. Add the object as your favourite or view the general properties.

5. Perform anyone of the following action:

• Rename a team notification. For more information, see Renaming Team Notification.

• Edit a team notification. For more information, see Editing Team Notification.

• Delete a team notification. For more information, see Deleting Team Notification.



Renaming Team Notification

You can rename a team notification.

To rename a team notification, perform the following steps:

1. Navigate to the Manage Team Notifications screen. For more information, see Managing Team Notifications.

2. Click Rename corresponding to a name of an object in the Manage Team Notifications screen.

The following screen is displayed.

3. Enter the new name in the Name field.

4. Click Update to change the name of the object.

The new name of the object will be reflected in the Manage Team Notifications screen.

Editing Team Notification

You can add a user to an existing team notification.

To edit a team notification, perform the following steps:


2. Click Edit corresponding to a name of an object in the Manage Team Notifications screen.

The Edit Members: Team Notification screen is displayed.

3. Select a user from the list displayed on the right pane.

Note: You can narrow-down your search by using the Find drop-down list, and select the appropriate option.



4. Select the Add as Member check box against a name.

6. Click Submit to add the selected member in the team notification group.

The new member's name is displayed in the Current Notification Members section as in the following screen.

5. Click Done to exit from the screen and view the Manage Team Notifications screen.

Deleting Team Notification

You can delete an existing team notification.

To delete a team notification, perform the following steps:


2. Click Delete corresponding to a name of an object.

The following screen is displayed.

4. Click Delete.

A confirmation dialog box is displayed.



5. Click OK to confirm deletion of the notification.

The notification is removed.


Index

C

Configuring Notification Group 11 Team Notification Group 8

F

Finding Member 12

T

Team Notification Adding Members 12 Deleting 16 Managing Notification 15 Renaming 14 Scheduling 9

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