Editing Documents with IBM Workplace Services Express - dummies

Editing Documents with IBM Workplace Services Express

Usually, you can edit your own documents in IBM Workplace Services Express (WSE), and, depending on the document library’s access settings, you may able to edit teammates’ documents, too. However, sometimes you can’t edit documents at all, not even the documents you created yourself.

You can easily tell whether you can edit a document because when you open it, you either see the Edit button or you don’t.

Here are some reasons you might be prevented from editing a document:

  • The document library may not be set up to let you edit any of the documents, because of the nature of the library itself.
  • The document is locked — either someone else on your team is editing it, or someone manually locked it to prevent further changes.

Assuming you can edit a particular document — because you have the correct access and the document isn’t locked — the following sections cover a few of the additional things you can do with the document in addition to editing its actual content.

Editing a document’s properties

The most important part of a document, of course, is its content. But there’s more to a document, as far as WSE is concerned.

You can edit the document’s properties — the fields that WSE tracks about every document — such as the document’s name, description, and so on. This content about a document is sometimes called metadata. Document properties can be very important for making sure that other team members can find the document, especially when they search for it. The more information you include in the property fields, the more likely it will be that other users can access and use the content in the document.

To edit a document’s properties, whether it was created with Office or a WSE editor, follow these steps:

1. Locate and open the document you want to change and click the Edit button.

The Edit Document form appears.

2. Use the Edit Document form to change the document’s title, description, or preferred language.

3. When you’re finished, click the Publish, Submit for Approval, or Save as Private Draft button, as appropriate.

The document is saved and closed.

Replacing a document

On occasion you may need to replace a document, lock, stock, and barrel. This isn’t something you do often, but sometimes you have a file on your local hard drive that you need to upload in place of a document that’s already in the library. Needless to say, the existing document is, well, replaced — permanently — so proceed with caution. You can not replace a document that has been saved as a pending draft.

Use these steps to replace an existing document in a document library with one from your computer:

1. Locate and open the document you want to replace.

2. Click the Replace button.

The Replace Document form appears.

3. Click the Browse button and select the file on your hard drive that you want to upload as the replacement.

4. Click the Publish, Submit for Approval, or Save as Private Draft button, as appropriate.

The new document appears in the document library and the old one vanishes.

Moving or copying a document

Although the steps for copying and moving a document are almost the same, the results are, of course, different. When you copy a document, you end up with two identical versions of the document in two different folders. When you move a document, the document is taken out of its original folder and deposited in the folder you specify.

Use these steps to copy or move a document in a document library:

1. Locate and open the document.

2. Choose More Actions –> Copy or More Actions –> Move.

The Copy to Folder (or Move to Folder) form appears.

3. Select the destination folder where you want to put the copied or moved document.

4. Click OK.

The document is copied or moved to its new location.