Documentum - MDD/WebTop
Documentum is the University's Electronic Document Repository that provides employees with a safe and secure place to easily store, share and organize their electronic documents while work processes attached to these documents are automated. Documentum, along with the Records Classification and Retention Plan (RCRP) standardizes the way Concordia faculty and staff organize, store and share their electronic documents.
Documentum’s other features include file security, versioning functionalities — which allow users to see who is currently modifying the latest version of a document — and an enhanced search engine that helps users locate documents in a timely manner.
Related policy: Policy on Records Management and Archives SG-10
Who can use it?
Faculty and staff
How much does it cost?
There is no cost associated with this service.
How to get it
Contact the Service Desk for the following services:
- Install or reinstall My Documentum Desktop (MDD)
- Allow/revoke access to a cabinet
- Create/dispose of a cabinet
Double click on the MDD icon in your system tray and enter your netname and password when prompted.
If you do not see the MDD icon, go to the Windows Start button and search 'Start MDD'. Once you've clicked on it, the icon will appear in your system tray. Double click the icon, and when prompted, enter your netname and password to launch MDD.
Documents you work on in MDD or Webtop are only checked in once you close your documents. As part of your normal practice when editing documents you should always Edit, Save and Close your document. This will ensure your changes are saved and stored. You can verify the status of your documents at the end of the day in a couple of ways:
a) Right click the MDD icon in your system tray and select Show checkin progress
b) Right click the MDD icon in your system tray and force the check-in by selecting Check In Pending Objects
c) View the folder list to see your document. If there is a pencil icon next to the document name, the document is checked out. You can either right click and select Check in from the drop down menu or wait until it is automatically checked in once the document is closed. Once checked in, the pencil icon will disappear.
If you continue to have problems with checkin, contact the Service Desk.
Yes, it is possible to restore documents that were deleted from Documentum.
In the web version of MDD (Records), each user now has a recycle bin. This recycle bin is not visible from MDD but it is visible from within Records. To restore your document, log into Records using the following url: https://edocs.concordia.ca/records. Once you have logged into Records look for My Recycle Bin in the navigation pane to the left of your screen. Any documents you deleted are sorted by date. Expand the folders to see all the deleted documents. To restore your document, place your cursor on the document name, right click, and select Restore. Your document will be restored to the same location from which is was deleted.
If you have any difficulties logging into Records, contact the Service Desk for assistance.
Before an employee leaves Concordia or your department, it’s important that he/she makes sure any documents they worked with are both check in and unlocked.
If the employee cannot be contacted to check in or unlock the document, you will need to contact the Service Desk to force check in or unlock the document for you.
If you are unsure who has the document checked out or locked, hover over the document name with your cursor. A box will appear identifying properties of the document, including the name of the person who has the document checked out. Alternatively, you can right click on the document and select Properties to view these details.
To see all documents that are currently checked out by you:
Go to Computer/My Documentum Desktop/WIP. Listed here are all checked out documents. You can check them back in right from the WIP folder by selecting one or several documents at a time, right clicking, and selecting Check-In from the drop down menu.
To see all documents that are currently locked by you:
Go to Computer/My Documentum Desktop/Recent Files. Listed here are all the documents locked by you. You can unlock the documents from this location by selecting one or several documents at a time, right clicking, and selecting Unlock from the drop down menu.