Managing InfoStore entries

Searching for InfoStore entries

Search terms let you find InfoStore entries in the current InfoStore folder. The search term defines the character string to be searched for.

All InfoStore entries containing the search term in their title will be found.

Example: In order to find the InfoStore entries with the titles "marketing editions" and "basics on marketing", use the search term "marketing".

How to search for an InfoStore entry:

  1. In the folder tree select the InfoStore folder to be searched.

  2. Open the H Split or List view.

  3. In the Search panel section enter the search term in the input field.

    Note: If the Search panel section is not displayed, click the Quick settings icon in the upper right part of the panel. Activate the search function in the pop-up menu.

  4. Enter the search term in the input field.

  5. In the Search panel section click the Search icon.

Result: The overview window only displays InfoStore entries matching the search term.

How to display all InfoStore entries in the currently selected InfoStore folder:

Click Reset in the Search panel section.

Editing InfoStore entries

All the data entered when creating the InfoStore entry can be edited later.

Note: In order to be able to edit an InfoStore entry in a public or shared folder, you need to have edit permissions for the objects in the respective folder.

How to edit an InfoStore entry:

  1. Select an InfoStore entry in the H Split or List view.

  2. In the InfoItem panel section click on Edit. The InfoStore item window opens.

  3. Edit the data for the InfoStore entry. A detailed description of the data can be found in : Creating an InfoStore item. Instructions for working with document versions can be found in : Working with document versions.

  4. Click the Save icon in the panel. The window will be closed.

Result: The InfoStore entry is modified.

If you do not want to accept the changes, click Cancel in the Window panel section.

Tip: You can also use the context menu or double-click on an InfoStore entry to edit the entry.

Locking an InfoStore entry

If you edit an InfoStore entry you should lock the entry. The lock has the following purpose:

  • The lock indicates to other users that the InfoStore entry is currently being worked on and might not be up-to-date.

  • If the locked InfoStore entry is located in an InfoStore folder shared with other users who have modify rights, those other users cannot edit the locked InfoStore entry.

How to lock an InfoStore entry:

  1. Select one or several InfoStore entries in the H Split or List view.

  2. In the InfoItem panel section click Lock.

As soon as you have finished the modification you should unlock the entry.

How to unlock the entry:

  1. Select one or several locked InfoStore entries in the H Split or List view.

  2. In the InfoItem panel section click Unlock.

Tip: You can also activate the Lock and Unlock functions in the context menu.

Deleting a document

You can delete the document from an InfoStore entry. This deletes all document versions. Further information on working with document versions can be found in : Working with document versions.

Note: This function does not delete any documents from your local disk.

How to delete the document from an InfoStore entry:

  1. Select an InfoStore entry in the H Split or List view.

  2. In the InfoItem panel section click on Edit. The InfoStore Item window opens.

  3. Click the Delete button. The Remove file window opens.

  4. If you are sure you want to remove all file versions of the document from the InfoStore entry, click Yes.

Result: All file versions of the document are removed from the InfoStore entry. The InfoStore entry remains.

Working with document versions

If an InfoStore entry contains a document you can perform the following actions:

  • Add a new document version

  • Delete a document version

  • Set a document version as the current version

How to add a new document version:

  1. Select an InfoStore entry in the H Split or List view.

  2. In the InfoItem panel section click Edit. The InfoStore Item window opens.

  3. Click the File button.

  4. Click the Browse button.

  5. Select the file to be added as an attachment. Close the file selection dialog window.

  6. Click the Save icon in the panel. The window will be closed.

  7. If need be enter a comment in the Version comment pop-up window.

  8. Click OK in the pop-up window. If you do not want to enter a comment, click No comment. To cancel the process, click Cancel.

Result: The document is transferred to the server. As soon as the process is finished, the InfoStore Item window is closed.

Note: Depending on the file size of the document and the connection's transfer rate, this process might take a while.

How to delete a document version from an InfoStore entry:

  1. Open an InfoStore entry in the H split view.

  2. Select the Versions tab.

  3. Select a document version in the list pane.

  4. In the Version panel section click Delete. The Delete version window opens.

  5. If you are sure you want to delete the document version, click Yes.

Result: The document version is deleted from the InfoStore entry.

Note: This function does not delete any documents from your local disk.

How to set a document version as the current version:

  1. Open an InfoStore entry in the H Split view.

  2. Select the Versions tab.

  3. Select a document version in the list pane.

  4. Click on Current in the Version panel section.

Result: The selected document version is set as the current version.

Printing InfoStore entries

The following possibilities exist for printing InfoStore entries:

  • Printing a list of InfoStore entries

  • Printing the data for an InfoStore entry

How to print a list of InfoStore entries:

  1. Open InfoStore entries in the List view.

  2. Select the InfoStore entries to be printed:

    • To only print some of the InfoStore entries, select the InfoStore entries that you want to print.

    • To print all InfoStore entries in the list view, either select all InfoStore entries or none of the InfoStore entries.

  3. In the InfoItem panel section click Print. A new window with the print preview and the Print system window open.

  4. If need be, change the print settings in the system window.

  5. In the system window click Print.

Result: The list of InfoStore entries is printed.

How to print the data for an InfoStore entry:

  1. Open an InfoStore entry in the H Split view.

  2. In the InfoItem panel section click Print. A new window with the print preview and the Print system window opens.

  3. If need be, change the print settings in the system window.

  4. In the system window click Print.

Result: The data from the InfoStore entry is printed.

Moving InfoStore entries

The following possibilities exist for moving InfoStore entries:

  • With the panel function

  • With drag & drop

Note: When moving InfoStore entries from a source to a target folder you need to have the following permissions:

  • Delete rights for the objects in the source folder

  • The folder right for creating objects in the target folder

How to move InfoStore entries by using the panel function:

  1. Select one or several InfoStore entries in the H Split or List view.

  2. In the InfoItem panel section click Move. The Select folder window opens.

  3. Click on an InfoStore folder in the Select folder window. You can only click on folders where you can move InfoStore entries to.

Result: The InfoStore entries are moved.

If you want to cancel the process, click the close button in the upper right part of the Select folder window.

How to move InfoStore entries with drag and drop:

  1. Select one or several InfoStore entries in the H Split or List view.

  2. Drag a selected InfoStore entry to an InfoStore folder. An icon next to the mouse pointer indicates the following:

    • When dragging to a valid target a green tick is displayed.

    • When dragging to an invalid target a red prohibit icon is displayed.

  3. Release the mouse button over the target folder.

Result: The InfoStore entries are moved.

If you want to cancel the process release the mouse key over an invalid target.

Marking InfoStore entries with flags

Flags are colored labels for marking InfoStore entries. You can decide upon the meaning of the individual colors.

In the H Split and List view the flags are displayed in the last column.

How to mark InfoStore entries with flags:

  1. Select an InfoStore entry in the H Split or List view.

  2. In the Flags panel section click on any flag but the first one.

Result: The selected InfoStore entries are marked with flags.

How to delete flags:

  1. In the H Split or List view select InfoStore entries marked with flags.

  2. Click on the first flag in the Flags panel section.

Result: The flags are deleted.

Deleting InfoStore entries

Warning: Deleted InfoStore entries can not be restored. Prior to deleting an InfoStore entry, make sure you no longer need the InfoStore entry.

Note: If you want to delete an InfoStore entry in a public or shared folder you need to have delete permission for the objects in these InfoStore folders.

How to delete one or several InfoStore entries:

  1. Select one or several InfoStore entries in the H Split or List view.

  2. In the InfoStore Entry panel section click Delete. The Delete items window opens.

  3. If you are sure you want to delete the InfoStore entries click Yes.

Result: The InfoStore entries are permanently deleted.

Tip: You can also delete InfoStore entries by using the context menu or the <del> key.

Accessing InfoStore entries with WebDAV

With WebDAV you can access InfoStore entries in the same way as when accessing local files on your disk. Compared with the access from the Groupware GUI, WebDAV has advantages and disadvantages:

  • The advantage is the quick and direct access with the browser or Explorer. You need not be logged in to the Groupware GUI.

  • The disadvantage is that you can only see the current document version. The document's history and additional information, e.g. comments, are not displayed.

Warning: When you delete a file entry with WebDav, you will delete all file versions, not only the current version. In order to delete a specific document version, exclusively use the methods described in : Working with document versions.

Depending on the operating system installed on your machine, the WebDav access to the InfoStore is set up in a different way.

Accessing under Linux

How to access InfoStore entries with WebDAV under Linux:

  1. Open KDE Konqueror or a similar browser.

  2. Enter the following address in the Location field: webdav://<adress>/servlet/webdav.infostore where <address> needs to be replaced by the IP address or URL of the Open-Xchange server.

  3. Enter your username and your password. Use your login data for the Open-Xchange server.

Result: The InfoStore entries are displayed in the browser.

Accessing under Windows XP

How to access InfoStore entries with WebDav under Windows XP:

  1. Open My network places via the Start button in the lower left of your desktop or by double-clicking on My Computer.

  2. Go to Network tasks, open the dialog window Network places and click on Add a network place. A wizard for adding network resources is launched. Click on Next..

  3. In the next dialog window select Choose another network place.

  4. Enter the following address: webdav://<adress>/servlet/webdav.infostore where <address> needs to be replaced by the IP address or URL of the Open-Xchange server.

  5. Enter your username and your password. Use your login data for the Open-Xchange server.

  6. In the next dialog window you can assign a name to the network resource.

    Note: If you have set your encoding to ISO, please do not use any special characters for file or folder names. The Open-Xchange server uses UTF-8 encoding.

  7. In the next dialog window click on Finish.

Result: You can use the network place to access your InfoStore entries.

Accessing under Windows Vista

Before using WebDAV you have to install a Microsoft Software Update.

How to install the Microsoft Software Update for WebDAV:

  1. Open a web browser.

  2. Enter the following address: http://support.microsoft.com/kb/907306

  3. Browse to More Information and click on Download the Software Update for Web Folders package now.

  4. On the download page click on Download. The file Webfldrs-KB907306-ENU.exe will be downloaded.

  5. Double-click on the file. The installation will be launched.

How to access InfoStore entries with WebDAV under Windows Vista:

  1. In the Windows Explorer open Computer.

  2. Right-click on a free area in the right pane of the Explorer. From the drop-down menu select Add a Network Location. The Add network location dialog window opens. Click on Next.

  3. Select Choose a custom network location. Click on Next.

  4. In the Add network path dialog window enter the following address: webdav://<adress>/servlet/webdav.infostore whereas <adress> has to be replaced by the Open-Xchange server's ip address or url.

  5. Enter your username and password. Use your login data for the Open-Xchange server.

  6. In the next dialog window you can assign a name to the resource.

  7. In the next dialog window click on Finish.

Result: Below Computer you can access your InfoStore entries.