OpenText Core Content
User Quick Start Guide
Welcome to OpenText 1 Basic Operations
Core Content, a SaaS
content services platform Add Items
with industry-leading
• Add Documents, Folders, and Workspaces by clicking the Add item icon . You
content management
can also drag and drop items from your computer. The types of items you can add
capabilities purpose-built depend on the system configuration and your permissions.
to maximize employee
• If an item in the current folder has the same file name and file type as an item you
productivity by aligning
are adding, you can rename the item to resolve the conflict.
content to business
needs. • If you try to add an item that has a size of 0 bytes, the upload will fail.
This quick start guide
overviews:
• Basic operations
• Document approval
workflows
• Workspaces and
participants
Lock and Unlock Items
• Locking an item reserves it so other users cannot make changes to it.
• To lock an item, click Lock on the Inline Action Bar. To unlock the item, click the
Locked icon. You can also unlock the item by adding a new version of the item.
Item is locked by you. Point to the icon to see when you locked the item.
Item is locked by another user. Point to the icon to see the user who
locked the item and the date when the user locked the item.
OpenText Core Content
User Quick Start Guide
Add Versions
• You must lock the item before you can add
a new version. Versions can be viewed on
the Properties page.
• Point to the locked item you want to add a
version to, click Add version on the Inline
Action Bar.
• Navigate to the new version of the item and
select it.
• OPTIONAL In the Add version dialog box,
select the Keep file locked check box
to add a new version and keep the new
version of the item reserved.
• Click Add.
Search and Filter
• Perform a basic search from anywhere
you see the Search icon . A basic search
looks for the item in the location where you
initiated the search, for example, in your
Favorites or My workspaces tile.
• Perform an advanced search of all locations
in Core Content by clicking in the Search
box and selecting Advanced search. In
the Advanced search panel, set one or
more search filters (i.e. item name, owner,
content type, etc.) to find the item, then
click Search.
Need more help? Watch the how-to videos or visit the Core Content Community Forum. 2
OpenText Core Content
User Quick Start Guide
Tip: Click in the Search field to see a list of
recent search items. Select a recent search to
search for an item again.
2 Document Approval
Workflow
Submit a Document for
Approval
• In a folder, select the check box beside one
or more documents you want to submit for
approval, then click Submit for approval.
If the Submit for approval button does not
display, then the selected item belongs to
a document type that does not support the
document approval workflow.
• In the Submit for approval panel, edit the
name of the workflow, if required.
• OPTIONAL In the Instructions box, type
additional information for the approver.
• In the Approver box, type the first few
letters of the approver’s name and then
select the approver.
• In the Due date box, click the Date picker
icon and select a date. Click the Select
Time icon and set a specific time when
the review is due on the due date.
• Review the files attached to the document
approval workflow. To remove the file from
the workflow, point to a file and click the
Remove icon .
• Click Submit.
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OpenText Core Content
User Quick Start Guide
Document approval tasks assigned to you
are displayed on the My tasks tile on your
Home page. After you review the document,
you can add notes to the document approval
workflow, or simply accept or reject the
workflow task.
Tip: You can approve and reject document
approval workflows from the Inline Action Bar
on the My tasks page.
• On your My tasks tile, click a task.
• On the General tab of the Document
approval page, review information about the
workflow assignment, including the date the
workflow was initiated, the due date, and
the assignee.
• On the Attachments tab, click the name of
the file to open the document.
• On the Notes tab, you can:
• View existing comments about the
document.
• Click the Add note icon to enter your
comments.
• Click Approve or Reject.
• Type comments for the user who initiated
the approval workflow and Submit.
Manage Document Approval
Workflows
• Submitted document approval workflows
are displayed on the My workflows tile on
your Home page. In the expanded view,
you can see the status of your workflow,
the due date, the date you initiated the
workflow, and you can view and add notes
to the workflow.
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OpenText Core Content
User Quick Start Guide
• View or add notes:
• Click the Notes icon on the Inline
Action Bar to view notes added during
the document approval workflow.
• On the Notes tab, click the Add note
icon to enter a comment.
• Suspend a workflow: Click the Suspend
icon on the Inline Action Bar to
temporarily stop a document approval
workflow.
• Resume a workflow: Click the Resume
icon on the Inline Action Bar to restart a
suspended document approval workflow.
• Delete a workflow: Click the Delete icon
on the Inline Action Bar to stop and remove
the document approval workflow. When
you delete a workflow, you cannot restore it.
3 Workspaces &
Participants
A workspace is a pre-built template which
provides a simple, yet powerful way for
teams to manage content-centric work. A
business workspace is linked to an instance
of a business object in a leading business
application (for example, Salesforce or SAP)
and is used to store content, data and people
related to that object.
In most cases, the mapping between a
business workspace and a business object is
automatically created. However, if a mapping
does not exist between a workspace type and
a business object, you can manually create
workspaces. Your administrator controls
where you can create workspaces. The My
workspaces tile lists workspaces that you have
access to.
Create a Workspace
• Click the Add item icon , and select the
workspace type that you want to create.
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OpenText Core Content
User Quick Start Guide
Participants
Participants are users who collaborate
in a workspace. A participant can be
assigned one or more roles which will define
their permissions, such as ‘edit and add
documents’ or ‘read-only’. If you remove all
roles from a participant, they are no longer
able to contribute to the workspace.
The Participants tab displays all users who
collaborate in this workspace.
Need more help? Watch the how-to videos or visit the Core Content Community Forum. 6
