Copying documents to an ECM repository

Copy your IBM® Lotus® Quickr™ documents to an ECM repository, to make use of its advanced enterprise content management capabilities, such as records management and process management. By choosing copy as the publish operation, you can maintain a working copy of the document in Lotus Quickr that you can collaborate upon and republish to the ECM repository.

You must have a minimum of Editor level access to the document or be the owner of the document that you want to move to the ECM repository. Also, appropriate administrative settings need to be configured to enable you to copy the documents of your Lotus Quickr library to an ECM repository.
Copy Lotus Quickr documents to an ECM repository when you want to maintain two separate copies of a Lotus Quickr document, one in Lotus Quickr and another in the ECM repository.
Note: The following steps assume that your Administrator has not configured either a default location for publishing Lotus Quickr documents or a default publishing operation. In case the Administrator has configured a default publishing location, the Publish wizard that enables you to publish your documents to an ECM repository, may not display the fields for entering details related to a publishing location.
  1. Navigate to the Lotus Quickr library that contains the document that you want to copy to the ECM repository.
  2. From the context menu of the document that you want to copy to the ECM repository, select Publish to External Location. Alternatively, click Publish to on the right side of the Summary view of the document.
  3. The Server field of the Publish wizard contains the name of the last server you accessed, by default. Specify the URL for a different server, if required. The value for the Server field should include the protocol, host and port of the server where the ECM services are installed. Contact your Administrator if you need help with this field.
  4. By default, the Log in with my current credentials checkbox is selected for you to authenticate with your Lotus Quickr credentials. In case you want to specify different credentials:
    1. Uncheck the Log in with my current credentials checkbox.
    2. Specify the user name and password.
    3. Click Log In.
    The folders of the ECM repository on the target server are displayed in the Publish wizard.
  5. Any library or folder can be selected as the location for copying the file. The name of the document being copied and the location at the target server are displayed in the Publish... and Publish... to: fields respectively, in the lower-left region of the Publish wizard.
  6. Click Next.
    Important: In case you select a library or a folder that you are not authorized to access, you are directed to the first screen of the Publish Wizard and an error message is displayed.
  7. Specify values for the properties related to the document being copied. Depending on the administrative settings, you will see some of these fields pre-populated with appropriate values.
    Note: You will have to enter values for all the required properties before you can move to the next step.
  8. Click Next.
  9. Select Create a copy as the document publishing option to maintain a copy of the document in Lotus Quickr.
  10. Click Done.

The document, along with its properties, is copied to the ECM repository.

Lotus Quickr documents are published to an ECM repository in an asynchronous manner. Thus, you don't have to wait for the completion of publishing of a large document to an ECM repository before proceeding to the next task. The Lotus Quickr document that is being copied to an ECM repository is locked and unavailable for editing until the copy operation is complete. You can continue with your work in your place while the publishing operation is in progress. Later, you can view the publish details for the document under the External Publish Information tab of its summary view. Alternatively, to know the status of the publish operation, access the Published Externally by Me view from the External Publish Views tab.

The document is now available just like any other document in the ECM repository. You can work with the available copy in the Lotus Quickr library just like any other Lotus Quickr document and republish it to update the copy in the ECM repository with the latest one from Lotus Quickr.