Livelink 1.01 Training Course

Well I'm back. After a very shaky start, it turned into a very successful trip. Made a couple good contacts and learned a lot about Open Texts LiveLink. I kept a lot of notes to help ensure I wouldn't forget and to help reinforce what I learned. They provided a great binder of information - screen shots and details on how to work with the software. I was extremely happy with the quality of training they provide and I am looking forward to continuing my training in 2009.

I'm going to outline some of the information I gathered so that it's knowledge that won't be lost. The difficult part will be organizing it into a clear and concise document that will make sense for a reader that has never been exposed to the tool. I'm going to outline some of the more interesting features and then flesh out the ones we focused on.

One of the things I liked most about Live Link is the ability of the users to customize a good portion of it as they wish. If allowed by the Admin, a user can really drastically change how they use the system. That ability to have a custom landing page is becoming an important consideration when designing systems.

Workspaces
There are 2 types of workspaces – personal and main. The main workspace is basically the same for all users and is setup/configured by the Admin. It usually starts at 1 folder level. The personal workspace can be configured by each user. They can control what is shown on the page, adding shortcuts etc to the various sections that they want. This allows the user to setup a landing page for themselves that will show them what they want to see each time. This customization can help users be more productive and decrease the amount of time spent searching for things.

Users can share their workspaces as well as give them unique nicknames. This will allow users to share certain items back and forth between themselves without being visible to other users. The user can also get a list of all reserved documents on their workspace.

The admin has the ability to view any user’s personal workspace as well.

Objects (documents, files, folders etc)
The way they treat all items as objects instead of distinct types is intriguing as well. While you can work with a Word Doc, an Excel Spreadsheet or a JPG, they're all the same at the base level - they're all objects and all have the same ability to be manipulated. There are a handful of super-objects that not only have different actions, but they can be used to help organize the other objects.

Each object has a "Function" menu (a small down arrow on their right side) that allows a user to interact with that object in different ways. Because regardless of their file type (.doc, .xls etc), they're all the same base object type so you manipulate them all the same way. You can view, edit, copy, move etc each of them in the same way.

The super objects are slightly different in that while they have the same base options, they have some additional ones. Because some of these "super objects" act as containers to hold other objects (nesting a folder within a folder within a folder is possible), they require some special abilities to help the user handle that.

The Admin can customize which items show up, the order they appear as well as which are available for which group of users.

Each object has the same type of properties as well. Version is a common property intrinsic with each object. There is a choice between normal version (1, 2, 3 ...) or you can enable major/minor versioning (1.1, 1.2, 1.3, 2.0 ...). This feature comes automatically with almost every object in Livelink which allows for great auditing of not only every file, but folders, collections etc. It's a great feature.
Note: Minor versions are only visible to those that have write/edit access while Major versions are visible to any one with Read (see) access. For certain functions, minor versions need to be upgraded to Major before the action can work.

When adding a file to a location that already contains an object with that filename, one of two actions will happen. If the object is emailed or drag/dropped – it will be created as a new version. If you copy, move, manually add, then it will append a number to that new item. This automatic versioning only works if the files have the exact same file name – their title and descriptions can be entirely different.

Users have an ability to “reserve” a file – this lets them lock it from others editing that file. They can view it but not allowed to edit it. The user can then edit it in two ways. They must have the correct application installed in order to edit (Word, Excel etc) and they can either edit it online or download and edit locally. If they edit it online – the file will be automatically reserved and the application will pop up for them to edit. They will have to close the application and it will ask them to whether to save to LiveLink, save to their desktop or cancel changes. If they select LiveLink, it will upload the changes and then un-reserve the object. If they save it to their desktop it will un-reserve that file and the link between the 2 will be broken. Once it has been unreserved anyone can edit that file. If the user knows he needs to edit/save the file offline, it’s recommended that they first reserve the file, then download and edit accordingly. Then add that file when they’re done (it will update the version) and then un-reserve it. When reserving a file, you can set it to be open to anyone in a certain group.

There are several options in regards to getting an object into LiveLink. There’s the Add button (adds an object from the users desktop). Add Folder will create a folder and Add Item lets the user select the type of object to add. Another option, if allowed by the Admin, is a Drag And Drop. This lets the user literally drag items from their computer directly to a location in LiveLink. You also, again if activated by the Admin and turned on for that folder/object, can email files to a folder.

Each object will have a distinct and unique URL (shown on the WebDav tab in the objects Properties). There is a short and a long version and this URL does not change regardless of where that object may be moved. This allows a user to copy the URL and use it to give others direct access to that location (according to permissions of course) without having to provide instructions on how to find the item. And because it never changes nothing would have to be changed or updated if the files/object gets moved.

When creating shortcuts, favorites or working with collections, each object takes its behavior from the original. The permissions and the Function menu behave as if clicking the actual item and any changes affect that original. The shortcut item etc, are only links to the original.

Each folder has common actions like copy, move, delete, zip & download, zip & email and print. You can multi-select objects within that folder to perform those actions on.

Objects inherit their permissions and other attributes from their parent but can be customized if necessary.

Objects can also have Nicknames. Each object is assigned a unique number as a Nickname but this can be edited. Users can create a new unique and more readable nickname that they can then use to help search for that item. Each nickname has to be unique. Users can then pass the nicknames for someone to search for.

Deleting: Admin can get a list of all deleted items and can undelete them as needed. The Admin can also set a default hold for number of days to hold a deleted file before automatic clearing. A recycle bin module is capable of being setup as well to allow users to undelete their own files etc.


Categories
The use of categories is a method of forcing the user to provide certain extra information necessary for a given object. It’s suggested that the ability to create categories is limited to Admins only to ensure that the number and type stay manageable. Categories have several different field types that can be used and can be set with default values as well as set as a required field. If setting a category to a folder, every object in that folder will have that category set. If there are any fields set as required, a message will be displayed to the user reminding them that they must provide the information. If they navigate past that page – they will have a task automatically set to remind them that they have to go back and do this.

Categories have versions as well. Depending on access level, the versions of categories will be viewable. The use of versions allows you to change/update a category after it is already being used. If you do so, the folders/documents that are using that category will have the option to upgrade to the new change. In the case of Folders (or other containers), you will also have the option to force that upgrade through it’s children (document, nested folders etc) or to set it to only affect any new documents etc. At that point you can also set default values if the upgraded category has additional fields; These default values would then be applied for all children to eliminate the need of manually changing every document etc. The option to remove the upgraded category is also an option, both for folders and for individual documents.

Dragging and dropping into folders, the user will be prompted (and a task assigned) to fill in the appropriate information for any selected category but only if at least 1 field was set as required.

You can have multiple categories set for a folder and the files can select between them – OR if you set multiple required fields (across the different categories), the user(s) will have to fill out the information for each category.

Users and Groups and Permissions
Admin user is of course the typical “does everything” account and can set and control the entire system. The admin can decide which features the regular users can see or customize. Members can belong to multiple groups. Groups can be nested within each other. Each user has their own personal workspace that Admins are able to view. Users can also choose to share this workspace (NOTE: In this way a common workspace (or a folder within that workspace) can be shared among a few people without it being open to others).

Default Group – this is the main default created group – this acts as a default group for any created user that doesn’t have a group assigned to it. It also takes over as the group for any members of a group that gets deleted. Because of this, it should not be used for anything, left empty as a catch all group.

Groups have only 1 group leader that controls that group (NOTE: group leader of a parent group is not necessarily a member or leader of sub-groups). The best method to work with this is to create a group leaders group – place the leaders in this group and then set this Group as the Group Leader. This method allows multiple members to be group leaders and also is a quick way of guaranteeing that the leaders of parent groups are leaders of children.

Permissions only apply to that individual item. Parent folder permissions don’t necessarily reflect those of its children. And the owner/admin of a folder doesn’t necessarily have access to the sub folders/items. It is possible to modify permissions so that the original owner keeps controls of all sub-items. Add a user (or group) to the Assigned Access list which has complete access. Then remove the edit permissions option for all others including owner. Because all sub-items take their initial permissions from the parent – this guarantees that the user/group added to the Assigned Access will be the only ones with access to edit permissions.


Searching
Search is done on the textual content of most documents, other text items such as discussion topics and replies, news items and tasks. Meta data (additional system and custom attributes added to LiveLink items to define the information and facilitate searching) is also searched.

Several search options:
Search Livelink: The default search option.

Nickname Search: Search for documents for a unique nickname. Personal workspaces can have a nickname set as well. Default is a unique number but user can modify.

Ask LiveLink a Question: User can write a question and it will be parsed with Keywords being selected to run the search on.

Created by User/Group: Search for documents created by a particular group or user.

Sounds Like: Find documents that sounds like a word. IE: all docs that sound like Market

Search Targets:
From Here: From the current location down through all its descendants. Also has an “Expanded” option that allows for more advanced search options within the same target.

Help: All LiveLink online Help Files.

Enterprise: All information in the LiveLink Enterprise workspace as well as their personal workspace. Also has an “All Versions” that will search all “Slices”

User can also limit the search results using date criteria.

The search accepts wildcard characters as well:
& == And
| == Or
““ == Exact
* == Any character
&! == And Not

Slices: Admin can use a Directory Walker that will spider out and index databases or directories. Basically the Admin does a search and the results get indexed as a Slice and would then be available for users to use.

Once a search result has been returned the user has options for refining the search results according to things like Authors, Locations, and Dates etc. The result list behaves the same as if you’re at the documents location. You have access to their Function Menus as well as common features like Copy, Edit etc. You can also activate a “Highlight” that will highlight the search words in the documents.

The search query can also be saved to be run again or to be shared among others. Once saved it behaves like other documents but with the Open action actually running the search.

Projects
Projects can have sub-projects entirely separate from one another. Each sub-project can have different members, files etc completely separated from one another. It is possible to export from one project to another. The trick is to export a project as a template and then import that project. This is something only an Admin can do.

This will import everything in the project with a couple limitations. Any users or groups in the project must already exist in the target location or they will not be brought over. The project gets exported as an XML file that contains all the information in the project – including any and all files. The files will be encoded within the XML file. There will be limitations to this depending on the size of the files etc being exported.