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3.4.5 Functions in the Context-Sensitive Menu

• 3.4.5.1 Version Control with Virtual Folders
• 3.4.5.2 Configurations in Virtual Folders

• New: Allows you to create a new collection or cluster on the server. Any document classes declared for the server in question will also appear under the item New. For more information on Document Classes in Hyperwave Virtual Folders, see page 120.
• Delete: Allows you to delete a document or recursively delete a collection. If an error occurs while deleting the files, the delete operation will stop at the location where the error occurred.
• Modify: Allows you to change the attributes of a collection recursively (see page 172).
• Checkout: This command checks out single or multiple selected documents.
• Checkin: This command checks in selected document(s). Before check-in, you are given the option of entering a comment for the version, and to force check-in of documents that are not already version controlled. You can also choose not to check in a document unless its content has been changed. You can increase the minor version number for the objects, e.g. 4.2 becomes 4.3, or the major version number, e.g. 4.2 becomes 5.0.
• Create Configuration: Allows you to save the entire file hierarchy to a configuration file. How to manage configurations with Hyperwave Virtual Folders is explained on page 179. For more information on the Configurations feature in general, see page 108.
• Configuration Control: This menu item will only appear when the object you are clicking on is a configuration object. It gives you access to the Properties dialog box, with the Configurations tab. Here you can Create, Merge, Restore, Delete and Select configurations. See page 179.
• Properties: Allows you to change the attributes of the current object and gives you access to all Version Control commands for the object (see page 174).

If the object you click on for the context sensitive menu is a document, rather than a collection or cluster, you will receive other menu options on the context-sensitive menu. These options are system dependent. For example, you might be offered the options to

• Open
• Print
• Add to Zip

MODIFY

The Modify function allows you to recursively change the attributes of a collection and its contents. When you select the Modify item, the Modify Attributes dialog box appears (see Figure 115). Use the Add, Remove and Change buttons to make a list of the attributes you want to add, delete and modify. You can either choose the attributes from the list in the secondary dialog boxes that appear, or enter custom attributes in the text fields (see Figure 116, for example). Click on OK to apply the changes. Remember that you must check out version controlled documents before you can modify their attributes.

Figure 115: The Modify Attributes dialog box

Figure 116: Add Attributes dialog box

PROPERTIES

This option allows you to modify the attributes of the selected object as explained below. Remember that you must check out version controlled documents if you want to modify their attributes.

• Modify: To change an attribute value, click on the value (only the attributes that have a white background can be modified). A black outline will appear around the attribute value (like when you rename a file in Windows applications). Enter the new value and click on the OK button.
• Delete: To delete attributes, select an attribute and click on the Delete button and then the OK button.
• Add: To add a new attribute, enter an attribute name and value in the appropriate text boxes (see Figure 117) and click on the Add button and then the OK button.

• Rights: This button gives you access to the Rights Wizard, which helps you set read, write and unlink rights for the object. To activate this button, you must click on the arrow beside the Attribute Name drop box, and choose Rights from the list of Attributes. When you click on the Rights button, the Rights wizard will appear. See Figure 118.

To set rights for a particular user:

1. Click on the letter tab corresponding to the first letter of the username (or on the tab labeled All) and then click on the Search button. All usernames corresponding to the letter you picked will appear in the columns on the left of the dialog box. If you select the checkbox Groups as well as the checkbox Users to the right of the Search button, both user and group names will be delivered from the search.
2. Select the user (or group) for which you want to set rights, and click on the appropriate buttons. The user or group name will appear in the viewing window on the right, along with an icon indicating what sort of rights have been set (W= write, U= unlink, R= read).
3. You can delete individual entries using the Delete button, or select all the entries (Select All) and delete them all.
4. You can also change how the set rights are organized in the viewing window by clicking on the button left of the Select All button ( )

1. When you have set all the rights to your satisfaction, click on the OK button.

• Time: This button gives you access to the Time Wizard, which helps you set time values for the attributes TimeExpired and TimeOpen. When you click on the Time button, a secondary dialog box will appear, where you can easily set times and dates. See Figure 119.

To set time values for attributes TimeExpired and TimeOpen:

1. From the Attribute Name drop box, choose TimeExpired or TimeOpen. This will activate the Time button.
2. Click on the Time button. The Time Wizard dialog box (Figure 119) will open.
3. Set the date and time as desired, using the up and down arrows to the left of each text box, or selecting particular values from the drop boxes. You will notice that the exact time and date will appear in the bottom left of the dialog box as you set it.
4. When you have set the time and date to your satisfaction, click on the OK button.

• ^...: The button beside the Attribute Value text box allows you to edit the value in a separate window. If, for example, you click on the Title attribute, its value will appear in the Attribute Value box. You can edit this value in a separate window by clicking on the button ^.... See Figure 120.

3.4.5.1 Version Control with Virtual Folders

See the main section on Version Control for more information on these commands ( page 95)

Starting with Version 5.1 of the HWIS, it is possible to check out a version of the document other than the most recent version. This version can be worked on in the normal fashion.

SET COMMITTED VERSION

Starting with Version 5.1 of the HWIS, it is also possible to commit a version of a document other than the most recent version. This committed version will then appear for appropriate users in the document listing in Microsoft Explorer view. Versions more recent than the committed version will not be deleted: they remain on the server and can be checked out and worked on as usual.

In the case of Check Out, Take Out, Revert to Version, Set committed version or Delete Version, you must enter a valid version number in the small text box left of the buttons, or click on the appropriate version number in the version listing to make the number appear in the text box.

VIEWING PREVIOUS VERSIONS

If you double click on a version number in the version listing, the version in question will be downloaded to the spooler path (as specified in the spooler options) and will also be opened for viewing.

CHECK IN

When checking in an object, a dialog appears (see Figure 122) where you can enter a version number and a description for the new version. You can choose to increase the minor or the major version number of the version. By default, the server will increase the minor version number by one.

If you select the checkbox labeled Force check in of documents currently not version controlled, all documents will be checked in, regardless of whether they are already under Version Control.

If you select the checkbox labeled Check in only if documents have changed, documents that have not been modified will not be checked in. In this case, the previous version number will be reverted to.

If you select the checkbox labeled Automatically commit version, the version you are checking in will be committed. The committed version is the version that users with read access can view and users with write access can edit. If you do not select this checkbox, the committed version will be either the last version for which this checkbox was selected on checkin, or whatever version was manually set as "committed".

Remember that you can also check in and check out versions by using the context sensitive menu in the Explorer view. See page 171 for more information.

Note: Sometimes the view is not correctly updated after the status of an object is changed. If this happens it is recommended to refresh (F5 key) the Explorer view.

3.4.5.2 Configurations in Virtual Folders

In the Configuration Control dialog box you can Create a new configuration object from the current collection hierarchy, Merge a previous configuration with the current hierarchy, Restore a previous configuration to the server, Delete a particular configuration or Select a previous configuration for display in Virtual Folders.

CREATE CONFIGURATION

To create a configuration:

1. In the Explorer view, click with your right mouse button on the object from which you want to create the configuration.
2. From the context sensitive menu that appears, choose Configuration Control.
3. In the dialog box that appears click on the Create button. A secondary dialog box appears where you can confirm the version number being assigned to the configuration and add a comment.
4. Click on the OK button.

MERGE CONFIGURATION

To merge a configuration with the current configuration file:

1. In the Explorer view, click with your right mouse button on the object in question and choose Configuration Control from the context sensitive menu that appears.
2. In the dialog box that appears, click on the version number of the configuration you want to merge with the current information on the server.
3. Click on the Merge button. The file hierarchy will be uploaded without deleting or overwriting any information that is on the server.
4. Click on the OK button.

To restore a previous configuration as the current version:

1. In the Explorer view, click with your right mouse button on the object in question and choose Configuration Control from the context sensitive menu that appears.
2. In the dialog box that appears, click on the version number of the configuration you want to restore as the current version.
3. Click on the Restore button. This version will be restored to the server, and the current configuration will be overwritten.
4. Click on the OK button.

To delete a configuration:

1. In the Explorer view, click with your right mouse button on the object in question and choose Configuration Control from the context sensitive menu that appears.
2. In the dialog box that appears, click on the version number of the configuration you want to delete.
3. Click on the Delete button. The version will be deleted from the configuration history. It is not possible to delete the current configuration version, as it is stored on the server and not as an archived file.
4. Click on the OK button.

To display a configuration other than the current configuration:

1. In the Explorer view, click with your right mouse button on the object in question and choose Configuration Control from the context sensitive menu that appears.
2. In the dialog box that appears, click on the version number of the configuration you want to select for display.
3. Click on the Select button. This configuration will now be the one that is displayed in the Windows Explorer view. Documents in this configuration can be viewed but not edited (it is an archived configuration object, not an active server collection hierarchy).
4. Click on the OK button.

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