Consolidating expense report data in a teamspace document

Use IBM® Content Navigator for Microsoft Office to work with documents in a teamspace that your team is using to track a winter advertising campaign for Example Client Corporation. Edit a spreadsheet that will be delivered to this client to bill expenses that were charged for this project. This tour is approximately five minutes.

To view, check out, and check in IBM Content Navigator items from within Microsoft Office:

1. Open Microsoft Excel. In the Microsoft Windows taskbar, click Start > All Programs > Microsoft Office > Microsoft Office Excel 2007.
2. Click the IBM ECM tab in the ribbon bar. If you do not see the IBM ECM tab, IBM Content Navigator for Microsoft Office might not be installed.
3. Log in to IBM Content Navigator for Microsoft Office:
   1. Click Connect.
   2. On the Login dialog box, enter your user name and password.
4. Open the Example Client Corp – Winter Ad Campaign teamspace. Teamspaces provide a focused view of the relevant documents, folders, and searches that the team needs to complete their tasks. Specific items like documents, folders, and searches that are needed for the project are included in the teamspace.
   1. In the Teamspaces area in the ribbon bar, click Teamspaces.
   2. In the Teamspaces pane, select the Example Co. repository. The Example Co. repository contains the Example Client Corp – Winter Ad Campaign teamspace, which is the teamspace that is used to track the team's winter advertising campaign for Example Client Corporation.
   3. Double-click the Example Client Corp – Winter Ad Campaign teamspace.
   The Example Client Corp – Winter Ad Campaign teamspace is open.
5. In the Browse Example Client Corp – Winter Ad Campaign pane, find the Winter Ad Campaign Expenses spreadsheet in the teamspace. This spreadsheet is the document that we want to provide to the client after we update the expense information.
6. Optional: Click Show Details. You can click the Show Details button in the pane to view document properties to help you verify that you have the correct document.
7. Optional: Right-click the file and click Add to Favorites. You can add this document as a favorite to make it easier to find next time. When you add a document or folder as a favorite, it is displayed in the Favorites list.
8. Right-click the file and click Check out and open. The document is opened in Microsoft Excel and the buttons in the Edit area in the ribbon bar are enabled. We will update this document with information from the expense reports.
9. Search for expense reports that were submitted during the campaign. We will search for the documents by date range with the added condition that items start with the words Expense Report.
   1. In the Teamspaces area in the ribbon bar, click Search. In the Search pane, verify that you are searching in the open teamspace, Example Client Corp – Winter Ad Campaign.
   2. In the Search options section, select the Actions check box. After you select the Actions option, you can filter your search results by a specific date or date range that an item was added, modified, or checked out. You can also filter your search to include only items that specific users or groups have acted on.
   3. For the date range drop-down list, select between.
   4. For the date range, select or enter the range from 10/1/2012 to 12/14/2012.
   5. In Document types, select Word. The team uses a Word template to create their expense reports.
   6. In the Find section, add the condition to find document titles that start with Expense Report. All of the documents that we are searching for are Word documents that begin with the words Expense Report.
   7. Click Search.
   The search returned two documents.
10. Open each document and copy the final itemized names and costs to the Winter Ad Campaign Expenses spreadsheet.
11. Check in the spreadsheet to save your changes back to the repository.
    1. In the Edit area in the ribbon bar, click Check in.
    2. Review the information in the Active Document pane and then click the Check in button.
12. Start a workflow process. We will process the completed spreadsheet in a review by using a workflow. You want to ensure that you have the correct expense information from the team members. You also want to ensure that the project manager sees the final numbers before those numbers are submitted to the client.
    1. In the Browse Example Client Corp – Winter Ad Campaign pane, right-click the Winter Ad Campaign Expenses file and click Start process.
    2. For Process type, click Sequential (review in order listed).
    3. For Reviewers list, select each of the team members who billed hours to the project and the project manager.
    4. Specify a name for this review. In the Process name field, enter Review of Final Billing - Example Client Corp – Winter Ad Campaign.
    5. Optional: You can add instructions to help your reviewers understand what they need to do with this document.
    6. Optional: Specify a deadline.
    7. For the On reject option, select Return to originator.
    8. Select the Notify when process complete check box.
    9. Click Start to begin the review process.