You can perform the following basic tasks with general Content Server items, such as Documents and Folders. For more information about Content Server general items, see Understanding Items.
The Multilingual Metadata Editor, 
, allows you to enter values in the Name and Description fields in any language that is enabled by your administrator. The Multilingual Metadata Editor appears when you are adding, renaming, moving, copying, or configuring an item. The editor also appears on an item's Properties page. The editor works the same on most pages on which it appears. It contains a Name field on the first screen and a Description field on the next screen for each language that is enabled. On certain pages, for example, the Configure pages, there is no Description field.
The metadata that you add for items is captured in audit trails and is searchable.
You can view most documents as an HTML page in the current window by clicking View as Web Page from an item’s Functions menu. This is the default method for viewing items.
You may also be able to view objects using the Content Suite Viewer, which provides an interface for users to load and view a variety of document types. Supported document types include Microsoft Word, PowerPoint, Excel, PDF, TIFF, JPG, BMP, and PNG. The viewer provides tools that allow you to print, zoom, and rotate documents. When the viewer is enabled in Content Server, the default View as Web Page is removed and replaced by the View link on an item’s Functions menu.
Open is the default action for most items when you click the <item_name> link. For items that have no Open command, the default action for accessing or viewing the item is performed.
The Add Item menu appears when you have permission to add items to a Container. The options available to you when adding an item vary, depending on the item type. For information about adding a specific item type, see the help topic for that item type. You can also add items to certain Containers by dragging them from your desktop and dropping them into the Browse area of the Container. For more information, see Adding Items with Drag & Drop.
There are some parameters you can specify that are common to almost all items you add. These parameters, listed in the following table, are not required to successfully add an item.
| Parameter | Description |
|---|---|
| Name | For all object types, the Name field cannot be left empty. For Documents, if the name field is left empty before you select a file, the filename is automatically added to the Name field. Providing a descriptive name can add information about the item's content and purpose. It also makes it more likely to be correctly identified by a Search Query or a LiveReport. |
| Description | By adding a description, you increase the chances that a Search Query or a LiveReport will correctly identify the item. Content Server indexes the text in the Description field as part of the item's metadata. Metadata is the information about the item. The more metadata an item has, the better Content Server can identify its content and purpose. |
| MacBinary (set before selecting a file) | If you use a Macintosh computer, and that computer is not running the OSX operating system, the Add Document page may display a MacBinary (set before selecting a file) check box. For more information about MacBinary files, see Adding Macintosh Files to Content Server. |
| Categories | You use the Categories field to apply one or more attributes to an item that you add. For more information, see |
| Create In | By default, an item is added to the current Container. However, you can use the Create In field to add the item to a different Container. |
How Permissions Affect Adding Items
When adding items, keep in mind that access to items is controlled by permissions. By default, any item that you add to a Container inherits its permissions from that Container. For example, if a group has See Contents permission on a Folder, members of that group will have permission to see any Document you add to that Folder. However, it is possible to modify the permissions of individual items in a Folder. You become the Owner of the items you add, and therefore always have full permissions on those items. For more information, see Managing Permissions.
Users with the Add Item permission can add items by dragging them from their desktop into the browse area of a Container. The Drag files icon, indicating that drag and drop capability is available for that container, appears on the menu bar:
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for all Containers in Content Server that do not have required Categories or system attributes associated with them; or
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for Containers that have required data with default values set, but contain no content.
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Note: If a Container is deleted, and it contains items with incomplete required attributes, the items are not deleted. Instead, they are moved to an Incomplete Items folder and can be accessed on your Assignments page. These items are not available to other users until they are moved to a different container. Items with incomplete required attributes can be deleted individually. | |
You can delete a Content Server item if you have the Delete permission for it.
If you do not have the Delete permission for an item, the Delete option does not appear in the item’s Functions menu. In some cases, you may be unable to delete an item for a different reason. You cannot delete a Document if one of its versions is locked, for example.
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When you delete an item, it is stored in the Recycle Bin for a period of time until Content Server purges it permanently. Until it is purged, you can restore it. In fact, you can restore any item that you had permission to delete before it was deleted, regardless of whether you were the owner of the item or the user who deleted it. Restored items are returned to their original Content Server location.
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Your Content Server administrator configures Recycle Bin for your Content Server deployment according to your organization’s requirements. Your administrator can configure Recycle Bin so that the items that you delete are immediately purged, or restrict access to the Recycle Bin to users with specific permissions. In such cases, you cannot access the Recycle Bin or restore items.
Most items can be renamed, depending on the item type and your permissions. Providing a descriptive name can add useful information about the item's content and purpose. It also makes it more likely to be correctly identified by a Search Query or a LiveReport.
Most items can be copied, depending on the item type and your permissions. You can copy items individually or copy multiple items at the same time.
When you copy an item, you create a duplicate of the original and save it somewhere else in Content Server. The original item remains in its current location. You also have the option to add a Version to the copied item.
Not all items can be copied. For example, if you do not have the Add Item permission for a Container, you cannot copy an item to that Container.
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Note: If you copy an item with RM Classifications assigned to it, the copied item will inherit the RM Classification. For more information, see | |
How Copying Items Affects Their Categories
Copying items can affect their Category assignments. When you copy an item, you have three options regarding its Categories:
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You can keep the copy's original Categories in its new Container.
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You can apply the Categories of the destination, the new Container, to the copy.
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You can keep the copy's original Categories and merge them with the new Container's Categories.
For more information, see
Most items can be moved, depending on the item type and your permissions. You can move items individually or move multiple items at the same time.
When you move an item to a different Container, you remove it from its original Container. Any Shortcuts or Generations that point to the item are automatically updated to refer to the item in its new Container. You also have the option to add a Version to the moved item in its new Container.
Not all items can be moved. For example, you cannot move an item to a Container on which you do not have the Add Item permission.
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Note: If you move an item with RM Classifications assigned to it, the moved item will inherit the RM Classification. For more information, see | |
How Moving Items Affects Their Categories
Moving items can affect their Category assignments. When you move an item, you have three options regarding its Categories:
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You can keep the item's original Categories in its new Container.
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You can apply the Categories of the destination, the new Container, to the item.
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You can keep both the original Categories and merge them with the new Container's Categories.
For more information, see
Reserving and Unreserving Items
You can prevent other users from making changes to an item you are working on by reserving the item for yourself, or for any group to which you belong. If you reserve an item for a group, any user in that group can unreserve it.
The following items are reservable:
When you have an item reserved, other users can see the item in read-only mode, but cannot make changes until you unreserve it. If the reserved item is a versionable item type, you can add a Version of the item when you unreserve it. For more information about Versions, see