SharePoint Add-in for Documentum 2.0

Connecting Easy Collaboration to Enterprise Control

Frequently asked questions

This is a short list of our most frequently asked questions. For more information about how to use SharePoint App for Documentum, or if you need extra support, please ask us a question.

Which App Parts are part of SPA4D?

At the moment SPA4D has 3 App parts: SPA4D Browse (to view documents in the Documentum repository), SPA4D Inbox (to view your Documentum tasks and notifications) and SPA4D Search (to search for documents in a Documentum repository)

Do I need to log in to Documentum to use this App?

Yes, the first time you try to access one of the SPA4D App parts you will be asked to provide your Documentum credentials. SPA4D will link your SharePoint account with your Documentum account. You will only have to do this once as long as your Documentum password does not change.

What is a search scope?

A search scope is something that is defined by a SharePoint administrator. It can help users find documents faster by limiting the set of documents that SPA4D is searching in. For example, a search scope can be configured to only search on a specific document type. A search scope also defines the search criteria you want to be available to search on and the columns to be shown for the search results.

Does full-text search also search in document properties?

Usually the answer to this question is yes. SPA4D uses the Documentum search engine (xPlore) to execute the search. By default xPlore searches the document properties as well as its content file. However a Documentum administrator can configure this differently.

Why is the filter on a column sometimes a text box and sometimes a list?

This is configurable by the SharePoint adminstrator. He can decide whether a filter is “Free text”, a dropdown list or a calendar.

Why is the filter on a column not shown on a Browse App part with a DQL query?

It is only possible to show a filter on columns that are direct properties of the selected Documentum object type. If a column shows a property that is part of a sub-type, it will show the value in the resultlist, but it is not possible to filter on that column.

If I pick a date in a filter, will documents match the whole selected day, or only specific times on that day?

The filter will always search on documents for that entire day, even if you’ve configured your columns to show time too.

Where do the picklist values for my properties come from?

Picklists for properties can be configured in Documentum. SPA4D will honor the configuration and read the picklist values from the Documentum type dictionary.

Where can I find which list is used to configure what?

The SPA4D Configuration Guide contains information about all configuration items in SPA4D: http://www.spa4d.com/support/configuration-guide

Who can change the SPA4D configuration lists?

People who have write access to the SharePoint lists can change the configuration lists. Normally this is the site collection Administrator.

In what languages is SPA4D available?

For now SPA4D is only available in English. However most labels are configurable so you can always configure these to appear in your local language.

Which groups of users can view documents in Documentum?

SPA4D will always follow the Documentum security. If a specific user is able to see a document in Documentum he will also be able to see the documents in SPA4D.

Which permissions will a SharePoint user get in Documentum?

A SharePoint user does not automatically have access to documents in Documentum. A Documentum account is necessary to view documents in SPA4D. Which access this account has can be configured by the Documentum administrator.

How do I grant permissions in Documentum for a SharePoint user?

Each SharePoint user needs a Documentum account to access information inside Documentum. The Documentum administrator can create an account for you and grant permissions on the information in Documentum. The first time a user tries to access any of the SPA4D App parts he will be asked for his Documentum credentials.

Does SPA4D use the SharePoint masterpage styling?

The SPA4D App parts themselves do not apply the SharePoint masterpage styling. If you want to give SPA4D another look and feel you can upload your own CSS file in the Admin panel. SPA4D uses Themeroller, designed by jQuery. Your CSS should follow Themeroller standards (http://jqueryui.com/themeroller/)

Can I use SPA4D actions from the SharePoint ribbon?

No, unfortunately SharePoint does not support using the ribbon from the App parts at the moment..

Is SPA4D a webpart?

Yes and No. Officially SPA4D uses “App parts” which behave differently from webparts. However in SharePoint itself you will see some references to the word “webpart”, for example when you edit the App part.

Where does the SPA4D application run?

The code of SPA4D runs on the Windows Azure platform. All your personal settings however are saved in your own SharePoint environment.

Does SPA4D store data on the Azure platform?

No, all the Documentum data stays on your Documentum platform. All the SPA4D App data is saved in your own SharePoint environment. The Azure platform is only used to execute the code of SPA4D. SPA4D can optionally be configured to run in your own application server. Please contact us directly for more information about this.

Which data can Informed Consulting access?

The SPA4D App can access its configuration in SharePoint and information in Documentum as part of the functionality it offers. Informed Consulting or its employees can not access your SharePoint or Documentum environment so they have no access to any of your data.

Can Informed Consulting access my Office 365 lists?

No, SPA4D does not change your SharePoint security so Informed Consulting can never access your SharePoint lists

Can Informed Consulting manage my Office 365 data?

No, SPA4D does not change your Office365 security so Informed Consulting is never able to access your Office365 information.

Can Informed Consulting manage my Documentum documents?

No, SPA4D does not require you to change your Documentum security so Informed Consulting is never able to access anything in your Documentum environment.

Can SPA4D work with on-premise versions of SharePoint or Documentum?

Yes if you want you can install SPA4D on-prem too. Please contact us at info@informedconsulting.com if you’re interested in this option and we can help you set it up.