ACTIVE Knowledge Workspace Client Package README

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21 Οκτ 2013 (πριν από 3 χρόνια και 7 μήνες)

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1



ACTIVE Knowledge Workspace Client

Package

README

Fully functional version
, Version
1.
16

Contents

Introduction

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..................

2

Prerequisites

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.................

2

Installation

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....................

3

Configuration

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................

5

Operational inst
ructions

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...............................

7

Workspace client deployment view

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..........

7

Acceptance scenarios

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....

9

ACTIVE Taskbar

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.........

9

Working in the Offline mode


AKWS versions before V1.16

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.............................

11

Working in the Offline mode


AKWS versions after V1.16

................................
................................

11

ACTIVE Toolbar

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................................
................................
................................
.......

12

Workspace Info resource management

................................
................................
................................
.

13

Context association and Context
-
based Info resource filtering

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.............................

14

Tagging

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....................

15

Embedding context names and tags in Office documents

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.....

16

Email and embedded metadata

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..........

16

Work
space search in ACTIVE Taskbar

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.....

17

Workspace Primitive events

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...................

18

Context Visualizer

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...

19

Task Wizard

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19

TaskPane

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20

Client package limitations

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22

MS Outlook add
-
in

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..

22

Troubleshooting

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22

Windows 7 support

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27

AKWS Clien
t and MS Office 2010

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30




2




Introduction

This package
contains the
f
ully functional prototype
of the ACTIVated off
-
the
-
shelf tools (deliverable
D6.1.2
) and
ACTIVE Tas
kbar (part of deliverable D5.3.2
)

with offline operation support. Please note
that this client package
works only with

the latest ACTIVE server v1.16
.
It can not be used with
earlier ACTIVE server versions!
The package is used to simplify the se
tup and deployment of ACTIVE
workspace client parts. This package
consists of
the ACTIVE Taskbar and
ACTIVE ad
d
-
ins for Word,
Outlook
, PowerPoint
, Excel

and Internet Explorer.
ACTIVE Taskbar and
all add
-
ins
support context
switching
, tagging and
context as
sociation for

emails, W
ord document
s, PowerPoint presentations
,
Excel worksheets

and URLs. All add
-
ins
are generating a selected set of Workspace
PrimitiveEvents
.


Prerequisites



Operating system: Windows XP (32bit platform)



.
NET Framework:
Active requires

.NET framework 3.
5

SP1
or higher

installed on target
machine.

You can download .NET framework 3.5 SP from this location:

http://ww
w.microsoft.com/downloads/details.aspx?FamilyID=ab99342f
-
5d1a
-
413d
-
8319
-
81da479ab0d7&displaylang=en



Software: Office 2007, Internet Explorer

6.



Additional components: Office 2007 Primary Interop Assemblies (installed with Office 2007
if .NET Framework was
installed before Office 2007). In case that .NET Framework is
installed after Office 2007 then you will need to download Office 2007 PIA installation from
the link bellow and run setup program:

http://www.microsoft.com/downloads/details.aspx?FamilyID=59daebaa
-
bed4
-
4282
-
a28c
-
b864d8bfa513&displaylang=en



Java 1.5 or higher
: This is needed only to run the Context Visualizer
from the Taskb
ar.
ACTIVE client package can be installed on a Windows XP desktop without Java runtime but
then the Context visualize could not be

used.



Semantic Media Wiki with
ACTIVE extension
. This is needed for Task templates
management. In case you are not planning
to use this feature there is no need for SMW to
have it in place.



Important
: Make sure that Third
-
party extensions and plug
-
ins are enabled in Internet Explorer. To
check this open Internet Explorer
,

go to To
ols menu and click Internet Options, then open Advanced
tab and
make sure that “Enable Third
-
party extensions and plug
-
ins” check box is checked

and then
restart Internet Explorer.




3



Note
: When installing Microsoft Office 2007 pay
attention

to Microsoft Off
ice Word Microsoft Office
Outlook
and Microsoft Office PowerPoint
modules and be sure that .Net Programmability Support
for
these

two Office tools are enabled. In

the

scenario when .NET Framework 3.5 is installed
previous to Microsoft Office 2007, Microsof
t Office
installation will

include .NET Programmability
Support.


Note:
ACTIVE Client requires .NET framework 3.5 Service Pack 1, and will not work properly on
earlier versions.


In scenario when Microsoft Office 2007 is installed previous to .NET Framewo
rk 3.5 installation of
Microsoft Office 2007 does not include .NET Programmability Support.
In this case

there are
two
ways

to resolve this problem
:



One way is to install Office 2007 Primary Interop Assemblies
as
described above.




The other way is to open


Control Panel
-
> Add or Remove Programs
“, mark

installation of
Microsoft Office 2007 and press “Change”.
When
MS Office 2007 s
etup opens
,

choose “Add
or Remove Features” and click “Continue”.
When

“Installation Options” window

appears,

expand Microsoft O
ffice Word and

Microsoft Office Outlook

nodes

and check if .NET
Programmability Support

is included
. If .NET Programmability Support
status is

“Not
available”
it
means that Microsoft Office is installed without assemblies that are
required

for this Office
tool (MS Word
, Excel, PowerPoint

or Outlook).

C
hoose “R
un from my
Computer” and press “
Continue”. Configuration Progress window appears and it will finish
the rest of configuration.


Installation

To install
the client package

on your machine run the setup.exe program and follow the instruction
s
.


During the installation
you
will be prompted to enter the AKWS Server hostname.
Enter
the
hostname

or IP address

where the AKWS Server/ ActiveMQ
broker
are located.
Use

localhost


i
f you
are making only local deployments on your machine for testing purposes.



You are also asked to enter your username and password
of

the ACTIVE Knowledge
Wor
k
s
pace.
They will be used by the ACTIVE client components (Taskbar and add
-
ins) to automatical
ly connect
them to
the workspace with your credentials.



SMW host name should be entered only if you are interested in working with knowledge process
templates. The host name of your SMW server has to be entered here. Note that your SMW system
must be con
figured with the following URI: (
http://yourSMWserver/projects/active
-
akws
-
demo/
)
.
Due to current limitation of the client setup procedure the /projects/active
-
akws
-
demo/ part of the



4


SMW URI is mandatory.


Finally

you will need to enter your

windows

domai
n name and domain user name.


You can verify that the client package is installed on your system by looking into the Windows
catalog of installed software programs on your system (package name

in the catalog is
“AKWS_Client”).


You can verify that add
-
ins
for various office tools are pro
perly installed and configured as follows:




f
or MS

Word
under “
Office

Button
-
> W
ord options
-
>
A
dd
-
ins”
and see if ACTIVE Add
-
in is
in the list of Active Add
-
ins
,



f
or MS
Excel

under “Office Button
-
>
Excel

options
-
>

Add
-
ins”
and see if ACTIVE Add
-
in is in
the list of Active Add
-
ins,



f
or MS PowerPoint under “ Office Button
-
> PowerPoint options
-
> Add
-
ins” and see if
ACTIVE Add
-
in is in the list of Active Add
-
ins,



f
or Outlook go to “Tools
-
> Trust Center
-
> Add
-
ins”
and see if ACTIVE Add
-
in is in the list of
Active Add
-
ins
,



f
or IE che
ck if “Act
iveBHO.ActiveBHO” add
-
in is active and enabled.



f
or ACTIVEmonitor windows service go to Control Panel
-
> Administrative Tools
-
> Services,
check services list to see if ACTIVEmoni
tor entry is present.

Important
:
ACTIVEmonitor service is not started automatically

during package setup. The user has to
start the ACTIVEmonitor service explicitly.

To start this

service

open

Control Panel

-
> Administrative
Tools
-
> Services, right click

on ACTIVEmonitor and then click Start.

After frist system reboot
ACTIVEmonitor service will start automatically.

You can uninstall the client package from your system by using the standard Windows XP procedure for
uninstalling the software packages (Contr
ol Panel
-
> Add or Remove Programs). Package name is
“AKWS_Client”. This will remove the office add
-
ins and the TaskBar from your system. You should close
all Office tools and the TaskBar before
uninstalling. Note that the package
-
specific directories cont
aining
the data files will not be removed automatically.

If AKWS client user will be working with SMW server than his/her SMW credentials have to be entered
into the AKWS user profile attributes AKWS_login and SMW_
password






5


Configuration


This section de
scribes AKWS
client
configuration file
“akws_desktop_config”
that can be found
under
the …
/config directory. This file c
ontains name
-
value pairs with
configuration parameters.
Here are
the parameter
descriptions:


AKWS_SERVER


Host
name of the machine on
which

AKWS server is ru
nning (use ‘localhost’ in early
prototype)

AKWS_USER



Knowledge workspace u
sername

of the
person working on this computer
.

AKWS_PASSWORD



Corresponding

AKWS
Password.

AKWS_ACTIVEMQURI


URL to the ActiveMQ endpoint. By default this

URL is
tcp://”AKWS_SERVER”:61616.

AKWS_USERANDDOMAINNAME



Windows domain user name and domain name separated by
commma.

Computer name is used instead of the domain name when the computer is not part of
the Windows domain.

AKWS_PORT


Port on which ACTIVE

Server listens. Default value is 3000.

AKWS_
WS_
TIMEOUT


Network timeout for connecting to ACTIVE Server. Default valu
e is 7

(seconds).

AKWS_SMW_SERVER


Semanic MediaWiki

server
url
.
Note that value of this parameter must be
full url to Semantic
MediaWiki

not just server host name. Default value is:

https://km.aifb.kit.edu/projects/active
-
akws
-
demo/

AKWS_MAXFILESIZE


Maximum file size that is sent over
the Event Bus
. If file assoc
iated with
Primitive Event message is larger that this parameter it will not be sent along with header message.
Default value is 5 (Mb).

In that case only file

path is sent with header message.

AKWS_PROXY


Proxy server used by ACTIVE Client. Default value

is 0 which means that default
proxy se
ttings are used. These proxy settings can be viewed and modified from Interne
t

Explorer

(Tools
-
> Internet Options

-
> Connections
-
> LAN Settings).
If this parameter is set to address of a
valid proxy server then it
w
ill override default proxy settings only for ACTIVE Client applications.

Valid format for this value is:
http://
proxy_server_ip_address
:
proxy_server_port

where
proxy_server_ip_address

is the
IP address of proxy server and
proxy_server_port

is the proxy
server
port.

FOLDER_OBSERVE_COUNT


This controls the number of AddItem event handlers the ACTIVE addin
will use. When other Outlook addins are also relying on AddItem event handlers, this number can be



6


decreased. See Outlook limitation section for the des
cription of impact this parameter has on end
user experience and Workspace operation.

ALLOW_HTTPS_PAGES_PRIMTIVE_EVENTS

-

Default value is 0 which means that by default Internet
Explorer does not send Primitive Events for “https” web pages.
Values of some
of
the
above listed
parameter
s

are defined by
the
user

during
the
AKWS Client installation process. Other parameters
are given default values
. A
ll values

can be
redefined

by changing

the
configuration file
(
“akws_desktop_config”
)
.

For example, if your network is responding slowly, then you can change
AKWS_
WS_TIMEOUT

parameter by increasing its value.






7


Operational instructions

Workspace client

deployment view

Following figure shows the Windows services and programs which are formin
g the ACTIVE client and
their relation to the Workspace architecture. On the left side are listed the Workspace services and
programs, on the right side are the ACTIVated off
-
the
-
shelf tools.






8


After the client p
ackage is installed,
ACTIVE Taskbar can b
e started from the
C
:/Program
Files/ACTIVE/AKWS_Client/bin/ directory. Note that the Taskbar provides context switching only for
the knowledge workspace user configured on this desktop
. Only contexts assigned to this user can
be switched from the TaskBar.

ACTIVEmonitor service is NOT started automatically. To start this service open Control Panel
-
>
Administrative Tools
-
> Services, right click on ACTIVEmonitor and then click Start. You will have to
start this service each time you log in to your system

or

you can configure the automatic start
.

Word,

PowerPoint,

Internet
Explorer
,
Out
l
oo
k
, Excel

and ACTIVEmonitor

will generate Workspace
events when certain user actions will be performed as described
in ACTIVE SDK documentation
.

You
need to start ACTIVEmonit
or service to generate Workspace events that have files associated (Word
documents and Outlook attachments).

You can use the provisional subscriber program to monitor
these events

or the Events section on the ACTIVE web portal. In the later case ACTIVEproc
essor
Windows service has to be running on the ACTIVE server.

MS Word
, Outlook, PowerPoint
, Excel

and IE are

further ‘activated’ so that
they are
registered into
t
he workspace, respond

to the context switching reques
ts from the Taskbar and provide

automati
c
or manual
association of documents to contexts
. Documents from the working context can be
opened from a dedicated menu (Open from Context) on the
Excel,
Word
and PowerPoint
start
button.






9


Acceptance scenarios


This paragraph describes a selection of typ
ical
use cases for the
off
-
the
-
shelf workspace client
tools
that are implemented in the Demonstrator version.


ACTIVE Taskbar

ACTIVE Taskbar is the desktop version of the ACTIVE knowledge workspace GUI and runs on
Windows XP.

In the
fully functional
version of the Workspace ACTIVE Taskbar provides ACTIVE Context
management with Context switching, browsing of Context
-
related workspace users and resources,
Workspace search, Context Visualization, ACTIVE Task management and Tasks Wizard.

ACTIVE Taskbar i
s located at the upper edge of the desktop space.

Following is a figure with the ACTIVE Taskbar appearance on the screen.

Please note that v1.16 and
above has an additional button next to the ‘Commands’ button showing the ‘online/offline’ status of
the cli
ent. Please refer to the Local workspace readme file for details.



ACTIVE Taskbar Figure

Taskbar starts with the
ACTIVE Logo

icon, Context Detection Indicator icon and CurrentContext
Selection button.

Context Detection Indicator

icon is visible only i
f user’s parameter ‘
enable_context_detection’ is
selected
. When this parameter is set, then the user is granting the context mining service the right
to interrupt him with its suggestions for context switching. Otherwise the user relies only on his/her

own

decisions for context switching. The

icon will be displayed at the beginning of the Taskbar, next
to the ACTIVE Logo to notify the user of this mode of operation.

Current Context

Selection

button is a dropdown button. The dr
opdown button displays dropdown

list of context names. At the beginning of the list are special buttons: ‘No Context’ button and



10


‘Previous Context’ button. Then follows the list of context names for each assigned user’s context.

L
ist

of context names

can be reloaded with right mouse cli
ck on Current Context Selection button.

Next to the drop down button is an ajax
-
like ‘
Search context’

field. Search context field is a search
text field that filters context list by context name. A User can enter a partial context name into this
field and
Taskbar provides a dropdown list of matching contexts, assigned to this user.

Follwing are two groups of buttons. The first group shows pictures of the users now working in the
current context and the second shows users assigned to the current context. The
se groups display
up to three ‘user’ pictures, and the ‘more’ button if group has more than three users. The ‘user’
pictures are actually buttons with user’s name as tooltip. ‘User’ button also provides some actions
on right mouse click. These actions are
to view the user’s workspace profile, send mail to the user
and to start chat with the user. The ‘more’button opens the People dialog form (form with users
working in and assigned to the current context).

Next comes a group of buttons which activate dialog
s for browsing the Workspace users Workspace
resources and Tasks management, related to the current context. Next to them are buttons for
activating Context Visualizer, Task Wizard and Workspace Search dialog.


Workspace users’

button is button with toolti
p ‘People related to current context’. It opens People
dialog which contains of list of people working in the current context and list of people assigned to
the current context.

‘Workspace resources button’
, the button with tooltip ‘Resources in current co
ntext’ opens dialog
that contains list of resources related to the

current context.

Tasks

button activates the Task pane on the user’s desktop. Task pane provides the basic ACTIVE
task management. The ACTIVETaskService Windows service has to be running on
the ACTIVE server
to support the Task pane operations. ACTIVETaskService Windows service is described in ACTIVE
server documentation.

T
here is a keyboard combination shortcut ‘Ctrl+T’ for Tasks window show
and hide activities.

Context Visualizer

button activates the Context Visualization tool and
Task Wizard

button activates
the Task Wizard tool.

The button for Workspace search opens Workspace search form. Features provided by this form are
described in section “Workspace search in ACTIVE Taskbar”

of this document.

Rightmost on ACTIVE Taskbar are
Commands

dropdown button and
Minimize

Button.

Commands dropdown button displays dropdown list with buttons for activating Tasks pane, Web
Portal button and buttons for activating Discovered Contexts and Cr
eate Contexts forms.

Web Portal

button starts the Internet Explorer and points to the ACTIVE web portal home page with
pre
-
set user’s login and password,




11


SMW Portal

button
starts the Internet Explorer and points to the Semantic Media Wiki portal login
pag
e with pre
-
set user’s SMW login and SMW password,

Discovered Contexts

button opens dialog that enables a user to manage the discovered contexts
list. User can name the discovered contexts or discard

them.

Create Context

button
open
s
a context creation form

where context name and description is
entered
.
In case the context with specified name already exists, the user is asked to enter a different
name
.
Once the context is created,
the
user

is also assigned to this context.


Minimize

button hides ACTIVE Taskbar to Windows tray.

Note that the user has to be assigned to some contexts before they are visible in the Taskbar’s
Context Selection dropdown list, and can be switched to. A user can be assigned to a Context on the
Contexts secti
on of the ACTIVE web portal or through the Create Context command button on the
Taskbar.

Working in the Offline mode



AKWS versions
before V1.16

For normal Workspace operation on the desktop it is necessary that ACTIVE server is up and running
and it is a
ccessible from the desktop. In case that ACTIVE Taskbar (or other client programs) detect
that ACTIVE server is not available, an offline status message is reported in the ACTIVE toolbar or
ACTIVE toolbar is not visible in the client program’s GUI. Office
programs can be normally used but
the Workspace
-
related operations will not function.

When the network response in your enterprise is slow it may happen that ACTIVE Taskbar or client
programs will report offline status when started. In such case you can t
ry and re
-
start them or work
without the Workspace support.

In situations when offline status is often reported you can increase the "AKWS_WS_TIMEOUT"
parameter in the client config file. Client config file is stored at “C:
\
Program
Files
\
ACTIVE
\
AKWS_Client
\
config” directory and file name is “akws_desktop_config.cfg“.

When ACTIVE Taskbar detects that Workspace is working in offline mode, it alerts user with
message box. ACTIVE Taskbar buttons: People related to current context, Resources in current
context,
Task Pane, Task Wizard, Context Visualizer
, Workspace Search, and buttons from
“Commands…” drop down button: SMW Portal, Create Context, Discovered Contexts are inactive
during the work in offline mode. User is informed that ACTIVE Taskbar is in offline mo
de if any of
this buttons are pressed.

Working in the Offline mode


AKWS versions after V1.16

Starting from V1.16 offline support is available in AKWS. Client package
v1.16 or later
will
automatically detect if it is runni
ng on a system with Local
workspace

(offline)
s
upport or in pure
network mode and will adjust its operation accordingly.
Client operation in setup with Local
workspace is described in the readme file for the Local workspace package
.




12


However, client version 1.16 has some improvement
s
over the offline mode b
ehavior from the older
versions,
described in the previous paragraph.
A
re
-
connect

feature in the ACTIVE Taskbar and
Outlook add
-
in is available in the
network setup

of the ACTIVE client. This means that when “ACTIVE
server not ava
ilable
” situation is detected by the
ACTIVE Taskbar or Outlook
, it is possible to re
-
connect to the Workspace when the server is available again without exiting and re
-
start
i
ng the
ACTIVE Taskbar and Outlook.

User
has to
click

on the
NotAvailable/Reconnec
t icon in the Taskbar

and on the

NotAvailable

icon
in ACTIVE toolbar for Outlook
.

Please note

that sometimes the first Re
-
connect will not be successful (the not available status will
be reported again) so another Re
-
connect is needed. Note also that R
e
-
connect has to be made by
the user in Taskbar and in Outlook separately. This is different that the behavior in the setup with
Local workspace.

Note that Re
-
connect is not available for MS Word, Excel, PowerPoint and IE where it is
still
necessary to cl
ose them and reopen when the network or ACTIVE server become available again.



ACTIVE Toolbar

ACTIVE Toolbar is a GUI element of all ACTIVated
Office
applications

and Internet Explorer
.
Managing Workspace resources in ACTIVated

MS

tools is performed throu
gh the ACTIVE Toolbar.
ACTIVE Toolbar appears in two visual forms. The first form is to appear among toolbars in ACTIVated
applications that use toolbars, like in following figure:



The
leftmost

section
of the ACTIVE toolbar is ACTIVE Logo and ACTIVE Toolbar title. Next comes the
section with the icon and name of the current user working context. Next section consi
sts of two
buttons, one for association of document to context

or for detaching info resour
ce from current
context

and the other for tagging (
document association to context
, detaching info resource from
the workong context

and
t
agging are described in next
sections of this document
). Following is
Search Button

which starts integrated MS Desktop

and Worspace Search dialog
. At the end of the



13


Toolbar is the Status
section with
ACTIVE Status
.
This
Status
Icon

is
intended to inform
user
about
stauts of the
operation that take part at the moment, like inserting tags into the
w
orkspace

for example
.

In addition, some ACTIVated applications have specialized toolbar parts. For example, in Internet
Explorer there is a section with drop down list for Recently Used URLs in Current Context.

The second visual form of the ACTIVE Toolbar is

MS

Office 2007
Ribbon

region

in the ACTIVated
applications that use
R
ibbon controls.
These
applications are

part of MS Office 2007

(
MS
PowerPoint, MS Word
, MS Excel

and MS Outlook in Inspector window
)
. ACTIVE Toolbar ribbon form
of appearance has all
elements

as the one
in form of toolbar. ACTIVE Toolbar in form of ribbon looks
like in figure below:



In case ACTIVE Toolbar is visible in toolbar or in ribbon sections of ACTIVated applications, it is clear
that the applications from AKWS Client Package are successfully i
nstalled and running.

If there is no ACTIVE Toolbar visible in the ACTIVated application even thought ACTIVE
Client
package is installed successfully
, check for help in troubleshooting section.

Workspace Info resource management


Please refer to the server ‘readme’ file and ACTIVE SDK documentation for the general explanation
of the
Info resource

concept in the w
orkspace. In this section client tool
-
specific Info resource
management is described.

For the resources like emails, URL
s, PowerPoint presentations and MS Word files, metadata are
created through ACTIVE Toolbar in ACTIVated applications

or automatically by client programs
. Info
resources with

metadata are generated in the W
orkspace to
better describe the resources.

ACTIVE W
orkspace metadata for MS Word documents can be created in two ways.
They can be
manually assigned
to
the
current working context. This i
s performed by pressing the Associate

button in the ACTIVE Toolbar in Word. The second way is that
ACTIVated Word autom
atically
associates

every opened Word document

with
the
current context
. Decision for
this

is direct
ed
through “Auto_context_association
” parameter on the ACTIVE web portal (Home
-
> Profile).




14


In MS Outlook metadata for email message is created in multiple
ways. The first one is
by selecting
one or more e
mails from MS Outlook Explorer e
mail list and pressing the
Associate

button. The
other way is from MS Out
lo
ok Inspector, by pressing Associate

button when e
mail message is
opened for reading.

Automatic creat
ion of metadata for every
e
mail message opened in MS Outlook
Inspector is enabl
ed through “Auto_context_association
” parameter of the user’s profile on Admin
page of ACTIVE web portal.

In Internet Explorer metadata for visited web page can be created by m
anually pressing ConTag
button from ACTIVE Toolbar.

In MS PowerPoint metadata are created for the PowerPoint presentation

by manually pressing the
Associate

button in ACTIVE Toolbar. For automatic metadata creation of every opened PowerPoint
pre
sentation,
“Auto_context_accociation
” user’s profile parameter on ACTIVE web portal (Admin
page) has to be set to 1.

For MS Excel workbook metadata are created by m
anually pressing the Associate

button in ACTIVE
Toolbar. For automatic metadata creation of every opene
d Excel

workbook,
“Auto_context_accociation
” user’s profile parameter on ACTIVE web portal (Admin page) has to be
set to 1.

In general, ACTIVated applications will create metadata for the resource they are

dealing with when
resource is t
agged by pressing t
he Tag button in ACTIVE toolbar. Tagging is described in following
chapters.

Info resources created by the ACTIVated applications can be viewed
and verified through the ACTIVE
web portal
(Info_Resources section or Search section)

and through the search for
m of

the ACTIVE
Taskbar
.

Context association

and Context
-
based Info resource filtering

This

is a process in which Workspace resources are associated with the current working Context. In
case that the actual file or document
has not been inserted into the w
orkspace yet it will be inserted
at the time
of the association
.

Workspace resources can be associated with several Contexts.

In ACTIVE Toolbar there is button for detaching info resources from the current context. The Detach
button can be accessed when
user expands Associate button on arrow beside. Info resource stays in
the Workspace and it is only detached from the working context.

ACTIVated applications are creating metadata for the resources they are dealing with.

MS Wor
d
, MS Excel

and MS PowerPoint provide Associate

Button in ribbon ACTIVE Toolbar. MS
Word
, MS Excel

or MS PowerPoint can be directed

to perform automatic associations

on every
document processed by them. Alternative
ly, the user can manually associate

each document he/
she
decides to by using the Associate

button in the ribbon ACTIVE
T
oolbar.




15


MS Outlook also supports manual or automatic
assignment to context
. Manual
association
can be
done by selecting one or more
emails and by pr
essing the Associate

button from ACTIVE
Toolbar.
There

is also a possibility to associate

mail opene
d for reading through the Associate

button from
MS Outlook Inspector ribbon

ACTIVE Toolbar. Automatic association

is also support
ed and when
selected every e
mail opened for reading or ev
ery sent e
mail will be associated to the current
context
.

Internet Explorer however supports only manual form

of URL
associatons
. Use the
Associate
button
in the IE’s ACTIVE Toolbar for
associating
the URL address t
he IE is currently pointing at to the
current Conte
xt.

ACTIVated applications support different means for presenting the context
-
related files or
documents. For example,
in
MS Word
, MS Excel

and MS PowerPoint the

“Start button” menu is
extended with “Open from Context” menu entry which allows us to select

only among the
documents belonging to the currently working context.

Internet Explorer provides an ACTIVE
T
oolbar section (Recent URLs) where the drop list of context
-
related URLs is provided for user convenience.

In MS Outlook message explorer it is
possible to view only the mail messages which belong to the
current

Context
. This is achieved by pressing the Outlook’s ACTIVE
T
oolbar button which represents
the current Context. By pressing this button again the context filter is removed and the complete

message list is displayed again.


Note that metadata is updated only after the document is closed, NOT after
the
document
is saved
by using the
“Save”

menu entry
.

Tagging

In general it is possible to tag all supported Office documents and IE URIs by using

the tag
button
in
the ACTIVE
T
oolbar.

Pressing the Tag button from ACTIVE Toolbar opens Tagging dialog that contains two lists of tags:
Recommended Tags and Assigned Tags. In addition there is a text field for entering new tags. The
Demonstrator version s
upports Recommended Tags for MS Outlook
, MS Word,

MS Excel, MS

PowerPoint, and Internet Explorer

Tagging dialog
s
.

Assigned Tags are already assigned tags to the Workspace resource in question and they can be also
viewed on the ACTIVE web portal (Info_Reso
urces
-
> List) when Workspace resource properties are
viewed.

Note that TaggingService
Windows OS
service has to be started on ACTIVE
S
erver in order for the tag
recommendation to work. When TaggingService is not available Recommended Tags list in Tagging
dialog is empty.




16


Tagging dialog that is displayed for new mail message has specific functionality becaus
e it does not
create or update I
nfo resource data on server but instead it only embeds selected tags into email
message. More
info
about
tag
embedding f
unctionality is
available
in section “Embedding
context
names
and tags in Office documents” of this document.

Another page on ACTIVE web portal (Info_Resource
-
> Tag Cloud) has list of all assigned tags for Info
resources in workspace.

User’s pr
ofile
parameter “tag on close”

can be set
to ON

to direct the client programs to
automatically bring up the tagging form before the document they are processing is closed. This
reminds the user to review and expand the tags which are assigned to the document.

Em
bedding context names
and tags in Office documents

Tagging and
associating contexts

with
the documents and emails requires some additional effort
from the user. Once the document was tagged or
associated to the context
the metadata for that
particula
r docu
ment is available in the w
orkspace as its Info resource.

But when the user makes a copy of the tagged word document, another file is created and the
metadata for this new file

would not be available in the w
orkspace and another tagging would be
needed.

To

avoid this unproductive work, all tags and
associated context names
which are assigned to
the
document and stored in the w
orkspace are also embedded inside of the document itself in the
sections which are hidden from the user. Now when a copy of a word fi
le is made and new file is
opened by Word, the existing
embedded
tags are

a
utomatically inserted into
the

Workspace for

this
Info resource
.


The only drawback of this approach is that the user is asked for a confirmation to save the document
on close after

the tagging was performed on the original file and the user has to confirm this even if
it was not quite obvious to him that he made some changes to the file.

In MS Outlook there is
similar behavior
, when the user moves an email to another folder,
the Inf
o

resources for this email are the same and only ‘Ident_label’ is adjusted.


Email and embedded metadata

Embedded metadata for mail carries information about context in which the email was composed.

MS Outlook add
-
in examines embedded metadata for an inco
ming mail and creates info resource
based on it.

The creating context name of the incoming email may be used to suggest the user to switch the
current context. At present the following behavior is implemented in Outlook. When both sender
and receiver of a
n email are assigned to the same context and when the receiver is working in some
other context when such email
(marked as high priority)
arrives,
the receiver
is asked to switch the
context
to the one embedded in the email.
Based on user’s profile setting
s the context switch is



17


done automatically or upon user confirmation. Context switch occurs for normal priority messages if
user has no working context set.


Another use of the embedded creating context name in Outlook add
-
in is when the user tries to
open

an e
mail which
was created in some other context than the one the user is currently in. In this
case the
user
is asked if he wants to switch the
context.

Workspace
search in ACTIVE Taskbar

Workspace resources can be searched from the ACTIVE Taskbar. By pressing
the Search button the
Search for
m is opened on the desktop. It is possible to search by the resource metadata and by the
resource content.

Search expression entered in the “Resource a
ttributes pattern” field is used for metadata search and
search expression entered in the “Resource content pattern” field is used

for the content search (=
full
-
text search

or desktop search
).

For search expression in Resource attributes pattern, Workspac
e search performs search through
the Workspace resources. The same search pattern syntax is used as for the ACTIVE web portal
Simple search. In case that advanced search features are need, you can use the Advanced search on
the ACTIVE web portal.

The Taskb
ar Search supports
only some

filtering possibilities. These filtering
possibilities are searching Info resources
belonging to the

current working Context, and restricting
search to
a
specific document types.

There is a possibility of combining metadata sea
rch and desktop search with AND/OR condition. By
choosing OR, Wo
rkspace search results comply

at least one of

attribute pattern or content pattern
.
By choosing AND, Workspace search results are those that comply
to

both patterns
.

Workspace search
provides

search
restriction
to resources
belonging to

current working
Context.

Also i
t is possible

to restrict

the search to a specific document type. By
de
fault
all type
s

of
documents are
s
earched
.

Search expressions in Resource content pattern should be Microsof
t Desktop Search patterns.
Workspace search is using the Microsoft Desktop Search to perform the full
-
text search through
directories configured in Windows Desktop Search and files configured for indexing in Windows
Desktop Search. Important is to notice t
hat for Workspace full
-
text search to work properly,
Windows Desktop Search must be enabled on the desktop machine and full
-
text search is
performed on files and directories included in Windows Desktop Search system index.

Results of Workspace search
are r
esources

which are matching
metadata
search pattern
and
content s
earch
pattern
.

Search results are provided page by page. User can get additional search results b
y pressing
‘More’

button
. ‘More’ button appears only if there
are

more search results

then cu
rrently displayed.




18


If there are many content hits, preparing next page can last a bit longer and ‘Search in progress…’
message will appear.

In situation when search result consists of more than one page, navigating among result pages is
possible by pressi
ng ‘number of page’ button, or buttons for ‘Previous’ and ‘Next’ result page. All
these buttons are provided

on panel below search results.

Every search result is marked with a letter depending on search pattern it matches with. S
earch
result
s are marked
with ‘M’ if they are collected through the metadata search, and marked with ‘C’
if they are collected through the Widows Desktop Search. In specific, result
s

that are matched by
content pattern but are also part of Workspace are marked with ‘C I
’.

Search r
esult that matches
content pattern and metadata pattern is marked with ‘M C’.

Properties of every search result can be displayed with right mouse click and by choosing
‘Properties’ from menu. For results that are Info resources left mouse double
-
click open
s the
document. Also right mouse click combined with
the
selection of ‘Open’ from
the
menu opens
the
selected document. Content matched results which are
the
Info resources (marked as ‘C I‘) can be
opened in
the
manner described

before
.

Please note the fol
lowing limitations of the Demonstrator version of the Workspace search.

The number of Workspace resources matching the Resource attributes pattern which are displayed
in the search result
s

is limited to 100. This means that in large Workspace setups you wi
ll only get
the first 100 matching resources, not all of them.

The second limitation is related to the full
-
text search results.

Number of full
-
text search results is
limited to 500 and
for
a
large
number of
full
-
text
search
results

all of them are not in
cluded
.

When
AND condition is used these limitations cause a small number of search results.

The

demonstrator version
supports

only single
-
choice document type

selection
. This restriction is
applied to both, metadata and content search results.

C
urrently t
he search page is set to 30 lines and
number of displayed pages is restricted to 20.

These limitat
ion
s can be increased
for a particular client build.


Workspace Primitive events

ACTIVated tools are generating a selected set of workspace Primitive events
which are used by the
context mining services and other workspace services in the next versions of the workspace. Server
package provides an event consumer program to demonstrate the consumption of the Primitive
events (C:/Program Files/ACTIVE/server/event
s_demo/ActiveMQConsumer.zip). You can use this
program to verify the
generation of all Primitive Events from the clients. See the server readme file



19


for instructions. In addition, you can deploy the ACTIVEprocessor service on the ACTIVE server and
browse t
he primitive events via the ACTIVE web portal (
-
>Events tab in main portal menu).

Context Visualizer

The Context Visualizer is a graphical tool developed in WP2 by iSOCO that given a context shows the
InfoResources (Files
, URLs, mail messages
), Users and Tasks of the current context. The Context
Visualizer is integrated into the ACTIVE client package. The ACTIVE Taskbar is used to launch the
Context Visualizer by pressing the

button. Please note that Java runtime environment has to
be instal
led on the user’s desktop in order to run the Context Visualizer.

This section describes the main features implemented in the current version of the Context
Visualizer integrated into the ACTIVE Taskbar.

1.

The Active Context Visualizer

is launched from the AKWS TaskBar with the following four
parameters:
login, password, user_uuid and context_uuid
.

2.

The Active Context Visualizer is integrated into the ACTIVE environment obtaining the data to
show from four ACTIVE services:

a.

TaskService

b.

Re
sourceService

c.

UserService

d.

ContextService

3.

Once launched, Context Visualizer shows items related to current context of the user

4.

Visualization features included:

a.

Diagram pane

i.

A graph
-
based representation.

ii.

Highlighting of paths between context inter
-
related
nodes.

iii.

Filters to simplify browsing of context information filtering by file.

iv.

Menu bar with Zoom and export of context to PNG or JPG.

b.

Information pane

i.

Context information

ii.

Selected node information

Task Wizard

The creation, manipulation, and sharing of
knowledge processes, templates or instances, requires a
considerable effort. The intention of using a wizard mechanism will help to alleviate this issue,
thereby facilitating its use, and ensuring the global success of the ACTIVE Knowledge Workspace.

There
fore, the Task Wizard will present a sequence of dialog boxes performing some particular tasks
with regard to process manipulation. Although, sometimes it may be possible to reach the same
result without using the wizard, it is likely to be easier to perfo
rm this task using the wizard,
especially for complex or infrequently performed processes where the user is unfamiliar with the
steps involved.




20


Figure
1

shows how the Task Wizard is invoked from the Task Bar.



Figure
1



Task Wizard invocation from the Task Bar

There are three acceptance

scenarios for the Task Wizard. Some of them require that Semantic
MediaWiki

with appropriate
ActiveExtension is available and properly configured during AKWS client
setup and that SMW login name and password are entered in the AKWS user profile.

1)

Create a process template to be stored in the Semantic Media Wiki in order to be reus
ed by
other workers. The Task Wizard guides workers through a set of steps to create a template from
scratch giving hints regarding the more convenient process content. Eventually, the template is
stored and made it available in the Semantic Media Wiki.

2)

Cr
eate a new instance to be stored in the Task Bar. The Task Wizard guides workers to create a
process instance out of previous existing one and through a search based on some keywords or
a tag cloud. Right now, every new instance is stored as a working con
text. This approach will be
modified in the following release.

3)

Modify working context and process permissions. The Task Wizard guides workers to modify
working context and process permission and, then, change how instances are shared in the
ACTIVE Knowled
ge Workspace. Right now, this feature is only available for working context.


TaskPane

TaskPane provides the Task management features of the Taskbar. Some of the acceptance scenarios
for Task
-
related functionality are described in the server readme file i
n the Task Service section
while
process recording

acceptance scenario is provided below.

Process recording

is a feature which enables knowledge workers to record the sequence of actions
on his system. Conceptually, process recording is comparable to macro

recording which was used in
Excel or Word. The recording outcome can be store either as a template in the Semantic Media Wiki
or as a process instance in the ACTIVE Knowledge Workspace.

Figure
2

shows an example of the pr how the Task Wizard is invoked from the Task Bar




21



Figure
2



Process recording feature


The process recording is offered in an alternative tab as part of the Task Pane. It offers the following
features:

1.

The knowledge worker starts the process recording either by the contextual menu or
clicking on the status bar,

a.

He stops in a similar way as

in Step 1.

b.

During recording the recording can be paused through the contextual menu.

2.

The recording itself collects the
primitive events
from the AKWS
clients
in order of the
execution. Currently
following primitive events can be recoreded:

a.

Navigate

b.

Word
Doc Open
,
Word Doc Save

c.


Send Mail, View Mail, Reply to mail

3.

After stopping the recording the user still can rename the recorded actions.

4.

The recorded process can be stored either as a template in the Semantic Media Wiki or as a
process instance in the AC
TIVE Knowledge Workspace.

a.

Right now, the process is stored as a working context. This will be modified in the
following releases where a recorded process will be stored as part of a working
context.

5.

The user can clear the recorded process, and start it ov
er again.





22


Client package limitations

This section describes some implementation limitations of the ACTIVE Client software.

MS Outlook add
-
in

Here are limitations of the MS Outlook add
-
in:

1.

Moving emails from one folder to another supports updating Info re
sources metadata, eg.
Info resource ‘ident ‘changes automatically when mail is moved. This works even when
email is moved from folder in one personal storage table file (pst file) to the folder in the
other personal storage table file. But after several r
epetitive movements this feature does
not work properly and does not update Info resource metadata.

2.

Automatic updates of the Info resource ‘ident’ when moving emails in MS Outlook IMAP
folders is not supported.

3.

The following limitation appears only when t
he number of all email folders in mounted pst
files
this desktop user has in his Outlook
exceeds c
ertain limit (1300 by default).
When the
user will move a mail message
,

which is part of the Workspace
,

from one folder to another,
then it may happen that
me
tadata fields ‘ident’ and ‘label’ of the moved message will not be
automatically updated with new message position in folder tree and new
O
utlook identifier.
As a consequence the user will not be able to open such email message when it is presented
on the
Workspace search result list because email’s metadata points to the wrong outlook
folder. Currently the only way of setting up proper ‘ident’ and ‘label’ metadata attributes for
such email messages is that InfoReso
ur
ce with wrong metadata (which still poin
ts to the old
message position in folder tree) is manually deleted from the Workspace and email message
in the new folder is manually inserted into the Workspace.
Client configuration parameter
FOLDER_OBSERVE_COUNT specifies the number of Outlook folders w
here such a behavior
starts to appear. Please note that this number can’t be larger than 1379 because of Outlook
limitations.

Troubleshooting


This section contains troubleshooting guides for known issues with ACTIVE Client package.



Problem
: ACTIVE
Client package is installed successfully, but Office add
-
ins are not
ACTIVated


Solution
: This problem
occurs if

Office package was installed prior to .Net framework on user
machine.

In this scenario Office 2007 Primary Interop Assemblies required by Offi
ce 2007 Add
-
ins
are not installed. You can download and install these assemblies from Microsoft Download Center:

http://www.micros
oft.com/downloads/details.aspx?FamilyID=59daebaa
-
bed4
-
4282
-
a28c
-
b864d8bfa513&displaylang=en





23





Problem
:

when ACTIVE Client package is installed
, Microsoft Office Word is started

and
ACTIVE add
-
in is being loaded. If
during
add
-
in initialization

any runtime
error

occurs

ACTIVE
add
-
in initialization will fail. MS Word in that situation automatically disables

ACTIVE add
-
in

and it
s
functionality will not be

available
. Also if
ACTIVE add
-
in

throws unexpected exception
at

any point
, MS Word automatically disables

ACTIVE add
-
in

Solution
:
To solve this problem
ACTIVE add
-
in

needs to be re
-
enabled
.

To enable ACTIVE add
-
in in

MS
Word
, follow
this

procedure:


Go to Office button in upper left corner of MS Word window and dialog will appear. In the bottom of
dialog pre
ss Word Options
-
> Add
-
ins.

On the bottom of the windo
w select “
Manage:
D
isabled
I
tems (Go…)”

as shown in figure below
:


T
hen enable ACTIVE add
-
in

from the list
.

After
ACTIVE
add
-
in

i
s

enabled it is removed from “Disabled Items” list and once more

needs
to be
enabled
.





24


This time on the bottom of the same window select “Manage: COM
-
add
-
ins (Go…)”
option, and list of all

add
-
ins
will appear. In that list
check ACTIVE add
-
in

and finish with pressing “OK”
. Now ACTIVE
Toolbar

should appear in MS Word

ribbon
.




Problem
:

when ACTIVE Client package is installed
, Microsoft Office Outlook is started and
ACTIVE add
-
in is being loade
d. If during add
-
in initialization any runtime error occurs ACTIVE
add
-
in initialization will fail. Microsoft Office Outlook in that situa
tion automatically disables

ACTIVE add
-
in

and it
s
functionality will not be

available
.
Also if ACTIVE add
-
in throws
unexpected exception at any point
, Outlook automatically disables ACTIVE add
-
in


Solution
:

T
o solve this problem

ACTIVE add
-
in

needs to be re
-
enabled
.
To enable

Microsoft Office
Outlook
,

follow

this

procedure:

Go to
Outlook Tools
-
> Trust Center
-
> Add
-
ins

On the bottom of the window select
“Manage: Disabled Items (Go…)”

E
nable ACTIVE add
-
in

from the list
.

After ACTIVE add
-
in is

enabled it is removed from “Disabled Items” list and once more needs to be
enabled.

This time on the bottom of the same window select “Manage: COM
-
add
-
ins (Go…)” option, and list of all
add
-
ins will appear. In that list check ACTIVE add
-
in and finish
the

procedure with pressing “OK”.

Now
ACTIVE Toolbar should appear in Outlook explorer and in ribbon of Outlook inspector when mail

is
opened

for read.



Problem:
Tags embedded in Word documents are not always
automatically
inserted into the
Workspace. Specific
ally, problem occurs when MS Word document is tagged and saved (tags
are also
embedded in the document), but when the document is copied and opened from
another location, Info resource for this new document is not proper
l
y tagged with
embedded tags


Soluti
on:
T
his problem
is caused

by

a
bug in Word 2007
,

because
Word

doesn’t handle
embedded
variable

value
s properly
. Microsoft has introduced a hotfix for this bug which can be downloaded from
following location
:

http://support.microsoft.com/hotfix/KBHotfix.aspx?kbnum=970942&kbln=en
-
us





25




Problem:

In ACTIVated Microsoft Office Outlook C
ontext filtering
of email messages does
not w
ork. More precisely, the selected Outlook f
older name is not changed to filtered
form
and all messages are still displayed in
the selected Outlook
folder


Solution:
Workaround for this problem is to delete the Outlook search folder used by ACTIVE add
-
in fo
r
filtering purposes. This folder is located in ‘Search Folders’ folder and is named by the following pattern:
‘selected_folder:current_context_name’, e.g. ‘Inbox:ACTIVE’ (see figure below).


After the search folder in question is deleted, you can again
position to the Outlook folder that was
intended to be filtered in the first place Filter it again by pressing the Context icon.



Problem:

Context Visualizer is not started when the respective button is pressed on the
ACTIVE.




26


Solution:
Check if Java runtime

environment 1.5 or later is installed on the desktop system

and if Java
interpreter executable is in the system PATH. I
f not, install it
and extend the PATH with the Java
interpreter
in order to
r
un the Context Visualizer.



Problem
: In ACTIVE Taskbar right
-
click mouse does not work as expected: the menu which is
assigned to the right mouse click is not visible or is partially visible behind the Taskbar
panes.


Solution
: This problem occurs under certain configurations on some Windows XP systems. This is a
k
nown Windows XP bug which is discussed here:
http://social.msdn.microsoft.com/forums/en
-
US/wpf/thread/5f7dd26f
-
4afc
-
4f21
-
a7fe
-
59a188df3fcc/
.
Micr
osoft has published a hotfix for this

(
http://support.microsoft.com/kb/943326
)
.
Please note that you have to restart the system after the
hotfix is applied.





Problem:

ACTIVE Toolbar

for Internet Explo
rer

loads into Windows Explo
r
er.


Solution:

On some systems it might happen that ACTIVE Toolbar loads into Windows Explorer
. To
prevent this
,

simply click on View
-
>Toolbars
-
>Active Toolbar

in Windows Explorer menu
.
This will
prevent ACTIVE Toolbar from
loading into Win Explorer in future.








27


Windows 7 support

Following are instructions for deploying and running the three ACTIVE desktop
-
based packages on the
Windows 7 operating system.

ACTIVE Client package, ACTIVE Shell extension package and ACTIVE Loc
al workspace package are
originally developed for Windows XP systems. However they can also can work property on Windows 7
if the users properties in the system are configured as instructed in this document.

Client package requirements stay same as when
deployed on Windows XP, and no additional software is
required.

By default Windows 7 will block certain features of ACTIVE Client. In order to avoid this and to function
properly on these systems, ACTIVE Client requires that user is added to System Adminis
trators Group.


This can be done by typing
cmd

in start menu, and then typing
lusrmgr

in command line. Then open
Groups

folder and double click
Administrators

( Figure 1.), then click
Add

and type your username.

Note
that this can be done only with
account that already has administrator rights.


Figure
3
: Local Users and Groups screen






28


: Beside that, user must set User Account Control Settings to Never Notify. To do this go to Control
Panel
-
>User Accounts
-
>User Accounts
-
>
Change User Account Controls Settings, and move slide bar to
bottom.


Figure
4
: User Accounts Settings




29



Figure
5
: User Account Controls Settings


For these changes to take effect system must be rebooted.

After user account is configured as
instructed above, users can install the ACTIVE Client package, ACTIVE Shell extension package and The
ACTIVE Local workspace package in the same way as they would do it on XP systems.






30


AKWS Client and MS Office 2010


Ev
en though AKWS Client package is developed for MS Office 2007, all of its features are also available
when user is working with MS Office 2010.

However, a few differences in the usage of the AKWS functionality in Office 2010 add
-
ins exist. This
section de
scribes the usage differences when MS Office 2010 is used.

1.

Open From Context
,
Create Shadow

and
Set Team Context Access

buttons in PowerPoint, Word
and Excel are now located in File under Add
-
Ins section.



Figure
6
: AKWS File
menu commands in Office 2010






31



2.

Second, since Outlook 2010 uses tabs instead of Outlook 2007 toolbars (of which ACTIVE
Toolbar is one), ACTIVE Toolbar is located under Add
-
ins tab.



Figure
7
: ACTIVE Toolbar in Outlook 2010