Bulk Check Out/ Check In -...

Bulk Check Out/Check In

Learning Objectives

In this Job Aid, you will learn how to: 1 Bulk check out content page 3

2 Bulk check in content page 11

Last updated: June 20, 2012

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Bulk Check Out/Check In Job Aid

Overview

Bulk checkout allows you to check out a large number of files for editing and then export them from Documentum to your computer or to an external Documentum S/FTP server. The checked out content first streams from the Documentum SFTP server geographically closest to you and then to your computer. Bandwidth, location, size of job, and time of day will affect how quickly your bulk checkout job completes. Bulk jobs may take up to 24 hours to complete although smaller jobs may process sooner. The maximum size for a bulk checkout job is 30 GB, and the maximum size for an individual file is 8 GB.

Please keep in mind that Pearson owns some, but not all, of the content in Documentum. It is your responsibility to confirm and, if necessary, obtain rights/permissions before using any asset/content contained in Documentum. When you perform a bulk checkout or export, you will have access to a list of contacts for clearance or assistance.

Quick TipThe Documentum SFTP server can communicate with both FTP and SFTP servers.

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1 Navigate to the files or folder(s) that you want to bulk check out, and then select the content in the Content pane.

NOTE To select multiple consecutive files, press and hold the Shift button on your keyboard. To select multiple non-consecutive files, press and hold the Command or CTRL button.

2 Click the BULK TOOLS menu, and then select Checkout.

1 Bulk Check Out

Quick TipYou can only bulk check out and export content in the Cabinets node. For example, you cannot bulk check out content from the Subscriptions, Locations, or Search Results screens.

For MacBulk functionality might not be fully functional if Safaris pop-up blocker is activated. To deactivate, click the Safari menu in Safari, and then uncheck Block Pop-Up Windows if a check mark appears next to it.

Quick TipTo bulk check out content returned on your Search Results or Subscriptions screen:

1 Select the content on the Search Results or Subscriptions screen.

2 Click the VIEW menu, and then select Locations.

3 At the Locations screen, double-click the parent folder in the Name column. This will redirect you to the contents original location within the Cabinets node.

4 Select the content and then continue to the instructions provided in Step 2.

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3 The Bulk Tools: Checkout screen appears. Verify the Repository Path, the Total File(s)/Folder(s) selected and the Total Content Size.

4 Populate the Bulk Tools: Checkout screen. Fields with red asterisks are required.

a Type a name for the bulk checkout in the Job Name text box.

b At the Business Group drop-down list, select your business group.

NOTE Your selection of a business group identifies which business(es) you will allow to see and download this job. You can restrict a bulk checkout to your business only, or select to allow another business to download it.

c Select the OS to export for option: Windows or Macintosh.

d Click the button.

a

b

c

d

Quick Tips Job Names do not

need to be unique.

Adding your initials to a Job Name may help you locate it more easily on the Job Status screen.

Characters allowed in Job Names: a-z, A-Z, 0-9

Special characters allowed in Job Names: ~ _ - . SPACE

Do not use any of the following illegal characters in Job Names: ! \ / : * ? < > |

Quick TipThe Documentum SFTP server can communicate with both FTP and SFTP servers.

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6 The Export job created message displays the Job ID number. Click the button.

Quick TipYou can continue to work in other areas of Documentum while your bulk checkout processes.

Quick TipThe Job ID is a useful reference for locating bulk checkout jobs later on the Job Status screen.

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7 When your bulk checkout job completes, you will receive a Checkout Success email. To view the checked out content in the Documentum Content pane, click the To review your content link. To download the checked out content, continue to the next step.

NOTE The Checkout Success email also contains statistics about the number of exported folders and files, as well as contact information, if you need help.

Quick TipIf your bulk checkout job fails, you will receive a Checkout Failed email message. Navigate to the Job Status page by clicking the BULK TOOLS menu and selecting Job Status. Click the Error button in the Other column to find out why the job failed.

Note The checked out files are indicated by a icon next to the file names.

Quick TipIf you logged out of Documentum, you will be required to log in again with your user name (domain/U42) and system password.

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8 In Documentum, click the BULK TOOLS menu, and select Job Status.

9 The Bulk Tools: Job Status screen appears.

a Click the button.

b Locate your bulk checkout job, and then click the button.

a

b

Quick Tip If you have content selected in the Content pane, then the Job Status option will be grayed out. Deselect the content in the Content pane by clicking the same folder you have selected in the Navigation pane.

Quick Tip You can narrow down the number of jobs retrieved by using the Job Type, Job Status, and Duration drop-down menus.

Note Bulk jobs will be deleted from the queue after 30 days.

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10 The Files Download dialog box appears. Click the button to select a location on your computer for the content download.

11 The Open dialog box appears. Navigate to and select a location on your computer. Click the button.

12 Click the button.

Quick TipAfter the bulk checkout job is queued, you can close the Files Download dialog box at any time.

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13 The Job queued confirmation appears. Click the button.

14 The Start Job Process screen appears. Click the button. Do not close the screen while the job is processing.

NOTE Documentum creates a wrapper folder for the content you bulk checked out and names it with the job name you created.

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15 Navigate to the folder on your computer where you exported the checked out files. The job name wrapper folder contains the content you bulk checked out and two companion files: an xml file and an Excel metadata spreadsheet for the content you checked out. Open the files for editing.

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1 In Documentum, select the individual files in the Content pane that you wish to bulk check in.

2 Click the BULK TOOLS menu, and select Checkin.

2 Bulk Check In

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3 The Bulk Tools: Checkin screen appears. Fields with red asterisks are required.

a Type a name for the bulk checkin in the Job Name text box.

b At the Folder Type drop-down list, select PRSN Common Folder (newly created in Documentum and not migrated from PAL) or PRSN Legacy Folder (migrated from PAL).

c At the Business Group drop-down list, select your business group.

d Click the button and select the files on your computer to bulk check in.

a

b

c

d

4 The selected files appear. Click the button.

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5 The Job queued confirmation appears. Click the button.

6 The Start Job Process screen appears. Click the button. Do not close the screen while the job is processing.

7 When your bulk checkin job completes, you will receive a Checkin Success email. To view the checked in content in the Documentum Content pane, click the To review your content link.

Note The icon is removed upon checkin. Documentum automatically checks in the files as the next minor version. For example, if you checked out a 1.1 version of a file, the checked in version is labeled 1.2.

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