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eDOCS DM 5.3
Open Text Document Management, eDOCS Edition
DM Administration Guide
Rev.: November 2010
This documentation has been created for software version 5.3.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at: https://knowledge.opentext.com.
Open Text Corporation
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Copyright by Open Text Corporation, Open Text Inc.
Open Text Corporation is the owner of the trademarks Open Text, The Content Experts, Open Text ECM Suite, Open Text
eDOCS, eDOCS, Open Text FirstClass, FirstClass, Open Text Exceed, Open Text HostExplorer, Open Text Exceed
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Open Text NFS Solo, Open Text NFS Client, Open Text NFS Server, Open Text NFS Gateway, Open Text Everywhere, Open
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All other products or company names are used for identification purposes only, and are trademarks of their respective
owners. All rights reserved.
Contents
iii
Modifying the Properties of an Index 24
Location & Sharing Tab 24
Index Properties Tab 25
Log File Tab 30
Index Defaults 31
Reindexing Documents 31
Manually Compressing an Index 32
Document Previews Tab 33
Startup Type 34
Log File Tab 35
Internal User Tab 36
FOLB Settings Tab 37
Defining a Cluster of DM Servers 39
Selecting FOLB Client Parameters 40
Network Bindings Configuration 43
NetWare Servers Tab 46
Results Tab 47
Maximum Size of Results Sets 48
Amount of Virtual Memory for Caching Results 48
Time-Out Interval 48
Cleanup Frequency 49
Recent Edit Limit 49
Caches Tab 50
HCS Server Tab 52
Content Cache Tab 54
Content Cache Lazy Write Feature 56
iv
What Is Indexed? 61
The Search Process 62
System Requirements for Indexing 63
The Indexer Server 63
Hardware and Software 65
The Internal User for Indexing Activities 65
Creating an Index and Putting it into Production 66
Identifying the Index Location 66
Creating a New Index 67
Starting an Index 75
Select Indexes for Searching 75
Multiple Indexes for a Single Library 76
Monitoring and Managing an Index 77
Index States 77
Compressing an Index 77
Reindexing an Index 78
Administering an Index from a Different DM Server 79
Pausing the Indexer for System Backups 79
Backing Up an Index 80
Restoring an Index from a Backup 80
Monitoring Indexer Activities 80
Deleting an Index 81
Using Wildcards in Searches 81
Using Stopwords to Speed Searching 82
Configuration Options for Full-Text Indexing 83
DM Server Manager 83
Hybrid Searches 84
Technical Notes 86
Changes Made By the Hybrid Search Enhancement 86
Indexed Metadata 86
Storing Foreign Keys 88
Effect on Search Strings 88
v
Troubleshooting Index Problems 88
Viewing the Index Log File 88
Disabled Search-Term Highlighting 89
Users Unable to Search 89
Problems with Shared Indexes 89
FulCreate Is Not a Writable Directory 90
No Such File or Directory 90
Unable to Save Index 90
Document File Formats Recognized by the Indexer 90
An Overview of DM Security 92
ACL Security 93
Primary Group Permissions 94
SQL Database Security 94
The Common Logon Account 94
SQL Administrator Accounts 94
Document Server Security 96
No NOS-Level Security 96
NOS-Level Security 97
Setting Up Security 98
Setting Up Users 98
Setting Up Generic Document Servers with Security 99
Setting Up Document Servers with NOS-Level Security 100
Setting Up the Client Software 103
Setting Up Client Users in a NetWare-Only Environment 103
Logging On and Accessing Document Servers 104
Information Required for Logons 104
Use of the Network Name in Logons 106
What Users See When They Log On 107
Authentication Service Support 108
vi
Accessing a Document Server 108
Support for Integrated Windows Authentication 109
Configuring Integrated Windows Authentication 109
Using Mixed and Windows Authentication for SQL Server Authentica-
tion 112
Changing Database Access from Trusted Connection 113
vii
Chapter 6: Library Parameter Settings 133
viii
Adding Members to Groups 172
Setting Default Forms for Groups 173
Group Master Form 174
Form Default Values 175
Group Paper Form 175
Group Primary Form 175
Group Profile Search Form 175
Group Quick Retrieve Form 176
Group Applications Forms 176
Setting Up Group Aliases 177
Attache for Groups 177
Cleanup Options 179
Setting Group Preferences 179
User Synchronization 180
Group Synchronization 182
ix
Document Types 205
New Document Type 206
Other Tables 209
Custom Table Maintenance 209
Dynamic Views 209
Creating a Dynamic View 210
Using Security 214
Using Custom Dynamic Views Security 216
Using Node Icons 219
Creating Dynamic View Languages 219
Creating a View Level 221
Adding a View Level Language 226
Adding a Level Search Item to a View Level 227
Adding an Enumeration 229
Setting the Base for Template Folders 232
Configuring Level Searches 234
Assigning Level Search Languages 236
Using Matter-Centric Security in Dynamic Views 239
x
Timeout 254
On Document Select 254
Guest Logon 255
Language 255
Logon 256
Webtop Tree 257
User Format 257
Group Format 257
Custom Parameters 259
Custom Parameter Definition 259
xi
Launching Interceptor 280
Configuring New Applications for Interceptor 280
Enabling Applications Within Interceptor 282
Disabling Integration with Interceptor 283
Editing the Interceptor Launch Method Settings 283
Exporting Interceptor Settings 285
Importing a Registry File 286
Restricting Access to Interceptor Settings and Native Dialog Boxes 287
DM Macros for Microsoft Word and Corel WordPerfect 288
The WordPerfect Footer Macro 288
Mail Client Requirements 290
E-mail Integration Options 290
Modifying the Profile Forms 292
xii
Acrobat Plug-in 317
Attach Plug-in 317
Attach Plug-in API 318
Core 318
DM Outlook Addin 318
Document Management Plug-in 318
Document Management Plug-in API 319
Download File Manager 319
Extended Log 319
eDOCS DM Desktop 319
eDOCS DM Linking 320
Interceptor 320
Interceptor Core 320
ODMA Document Management System 320
ODMA Manager 320
Viewer Add-on 320
Windows Explorer DM Extension 321
User Interface 321
Add-ons Node 321
Tabs Node 322
Tree Nodes Configuration 323
Chapter 13: Setup Information for DM Extension for Lotus Notes 325
xiii
Configuration Options and Settings 330
Configuring the HLE_Template.ntf File
331
Administrative
Settings 331
Cache Settings 333
Data Source Related LNE E-mail File
Settings 334
Data Source Related LND Document File
Settings 336
Data Source Related LNE Related
Mapping Settings 339
Data Source Related LND Related
Mapping Settings 340
Setting up Drag-and-Drop Functionality
341
Installing the Root Node Image 342
Setting up the Advanced Interface on Inte-
grated Databases 343
Designating the Home Page in Lotus
Notes 345
Configuration Notes for Indexing Attach-
ments in Lotus Notes E-mails 345
Troubleshooting DM Integration with Lotus
Notes 345
Removing Lotus Notes Integration 346
DM-Lotus Integration Maintenance for a
Specific Data Source 347
Manually Removing DM Extension for
Lotus Notes Integration 348
Setting Up Logging 351
Part 4 Appendices
xv
StartInRecent Setting 370
Setting Individual Lookups 370
Converting Links to External Native Files
371
Determining Which Library to Save to When
Using Drag and Drop 372
Disabling the Unmanaged Document Notifi-
cation 372
Document Recovery Dialog Box Options
373
Enabling Continuous Logging for COM Au-
tomation 374
Enabling or Disabling Auto Update Compo-
nent 375
Enabling Logging for Microsoft Outlook E-
mail Integration 376
Ensuring Application Integration Works
When You Do Not Install All Mi-
crosoft Office 2007 Applications 377
Ensuring the Microsoft Word, Excel, and
Project Status Bars Are Populated
378
Excluding the DOCS_USERS Group from
Quick Search Queries 379
Forcing User Interface within DM Applica-
tion Integration to Execute on Sepa-
rate Thread 379
Improving Performance When Accessing
Documents Added to a Folder from
Remote Library 380
Improving Performance in Microsoft Excel
When DM Linking Is Installed 381
Inserting URLs and Attachments in E-mail
Messages 381
Microsoft Office Registry Key Settings 382
General Options 382
Microsoft Office Menu Options 384
xvi
Microsoft Word Footer Options 390
Microsoft Excel Footer Options 395
Microsoft PowerPoint Footer Options
400
Log File Options 401
Modifying the Attach Menu 403
Preventing Content Searches in Easy Searches
404
Preventing Non-English Characters from Be-
ing Replaced when Using Document
Import Utility 404
Renaming Documents E-mailed as Attach-
ments 405
Renaming E-mail Attachments in Group-
Wise 407
Renaming Workspace and Public Folder
Nodes in the Explorer View 408
Requirement for Users to Select Destination
Folder When Using Profile on Send
Feature 408
Saving Full E-mail Addresses in Outlook In-
tegration 409
Setting Folder Display Names in Workspaces
409
Setting the Default View in Recently Edited
Documents 410
Disabling DM Server RED List Using
Client Deployment Utility 411
Disabling DM Server RED List Using
Registry Editor 411
Sorting the Library List Alphabetically 412
Specifying the Location of DM Server DMP
Files 412
Supporting the Microsoft Excel Indirect
Function 413
Supporting OTDS Authentication 414
xvii
Tracking Open DM Documents When a
Windows Session Terminates 414
Using Front-End Profiling in Mixed Mi-
crosoft Word 2003/2007 Environ-
ments 415
Using the dmviews.dat File to Configure
Views for Multiple Users 416
Using the IgnoreProcess Registry Key for Ap-
plications Using Interceptor 417
Using the SaveSeparately Registry Key to Se-
lect or Clear the Save Separately
Check Box 418
Viewing TIFF Images in Viewer Add-ons
Pane 418
Warning Message Indicates Document Pro-
file Form Is Already in Use 419
Windows Communication Foundation
(WCF) Tuning 419
MaxArrayLength 420
MaxReceived
MessageSize 420
InactivityTimeoutMinutes 420
MaxConcurrent
Sessions 421
xviii
Appendix C: Other Server Admin Tools 429
xix
Based 447
xx
All Locations Button 464
Search Button 464
Navigation Pane Configuration Options
465
Location Selection Panel 466
Parent Locations 466
Location Selection Panel Configuration
Options 467
Profile Form Selection Panel 468
Profile Form Selection Panel
Configuration Options 468
Profile Form Panel 468
Entering Invalid Values 469
Security Selection Panel 469
Security Selection Panel Configuration
Options 469
Save User Interface Frame and Buttons 469
Resizing and Layout Options 470
Configuration Options 470
SaveUIConfig.xml File Location 470
The SaveUIConfig.xml Default
Configuration File 471
The Location Selection Field 472
The Profile Form Selection Field 473
The Security Panel 474
The Location List Size 474
The Navigation Tree 475
Configuring the Save User Inteface to
Show Only the Document Profile
Form 475
Index
xxi
P A R T
1
DM Server Administration
In This Section
1
Chapter
1
Setting DM Server Properties
In This Chapter
This chapter explains how to use the DM Server Manager to set server
properties.
3
About the DM Server Manager
To run Server Manager, you must be logged in as an administrator on
the DM Server machine. The DM Server Manager lets you set the
following DM Server properties:
Server State Tab
Start and stop the DM Server service (page 5).
Preferences Tab
Set up the logging feature (page 30).
Specify the location of the PCDOCS.INI file (page 11).
Specify the location of the client-application forms (page
11).
Modify network logon settings (page 13).
Turn off/on transaction monitoring (page 13).
Turn on/off the document-compression option (page 14).
Process full-text search requests against multilingual
indexes (page 14).
Libraries Tab
Select the libraries to be used with DM Server (page 15).
Change the default library that users log on to (page 16).
For each library, select the index to be used for full-text
searching by users (page 17).
Set the SQL-connection cache size for a library (page 18).
SearchServer Indexes Tab
Set up the DM Indexer for full-text indexing with
SearchServer (page 17).
Document Previews Tab
Set up document previewing on individual libraries (page
33).
Internal User Tab
4 CHAPTER 1
Identify the user name and password used by the DM
Indexer and the Document Preview Generator to access
documents for indexing and previewing (page 36).
FOLB Settings Tab
Set up failover and load balancing for multiple-server
clusters (page 37).
NetWare Servers Tab
Set up DM Server to work with NetWare document servers
and indexing servers (page 46).
Results Tab
Modify results-set settings (page 47).
Caches Tab
Manage the internal caches (page 50).
HCS Server Tab
Select a Hummingbird Core Services (HCS) server from
which DM Server will obtain user logon credentials for
users accessing the DM Webtop via the Enterprise Webtop
().
Content Cache Tab
Configure caching of document contents (page 54).
The Server State tab on the Server Manager window indicates whether
the DM Server service is started or stopped.
6 CHAPTER 1
Note: Errors can occur on user workstations if the DM Server service is
restarted too quickly, even when failover is enabled. To avoid these errors, wait
approximately 10 seconds between stopping the service and restarting it.
Preferences Tab
On the Preferences tab, you can set properties governing DM Server.
PREFERENCES TAB 7
Log Settings Note: The logging feature is intended primarily for troubleshooting.
You have the option of collecting the following information in a log
file:
Calls to DM Server. This information includes the user ID
from which the call originated and the users current library.
SQL statements sent to the SQL server.
Other internal information that can help Open Text support
personnel troubleshoot problems with a DM Server.
Secured information, such as passwords and document contents, are
not collected in the log.
To modify the logging options:
1. Click the Preferences tab.
2. In the Logging Level field, click the down arrow to display
the following options, and click the one you want:
8 CHAPTER 1
Log Network Logs network connections and
protocols.
Log User Logins Logs when users log on to the DM
Server.
Log SearchServer Logs certain full-text indexing
Indexing activities by the DM Indexer. This
information can be used for
diagnostic purposes by Technical
Support.
Log Content Cache Logs content cache activity such as
adding, removing, and
maintenance of documents in the
cache. This option logs activities
only if content caching is installed
and enabled. See Content Cache
Tab on page 54.
3. In the Log File field, specify the path name for the DM
Server log file. The default location is C:\Program
Files\\DM Server\Default.log. You can enter a different
path name or you can specify a template using one or more
of the following log-name variables:
%Y year
%M month
%D day
%H hour
PREFERENCES TAB 9
For example, on June 30, 2010, at 12 A.M., a new log file
will be created named:
C:\DMLogs\2010\06\30.LOG
The log file created at 12 A.M. (midnight) for the next day
will be placed in the July folder and named:
C:\DMLogs\2010\07\01.LOG
The following template creates a new log file every hour:
C:\DMLogs\%Y-%M\%D-%H.log
On June 30, 2010, at 3 P.M., a new log file will be created
named:
C:\DMLogs\2010\06\30-15.LOG
Note that hours are counted on the 24-hour clock.
The following template also creates a new log file every
hour, but the year, month, and day are part of the file name,
and all logs are placed in the same \DMLogs folder:
C:\DMLogs\%Y-%M-%D-%H.LOG
At 11 A.M. on August 15, 2010, a log file will be created
under the name:
C:\DMLogs\2010-08-15-11.LOG
Note the use of the dash as a separator character between
variable names. Separator characters are not required, but
they can help make your file names more readable.
For less frequent logging of events, use a larger time
increment. For example, to have a new log file created
every month, the template name could be:
C:\DMLogs\%Y-%M.LOG
With this template name, a new log file will be created on
the first of every month at 12 A.M. (midnight). For
example, the log file for March, 2010, would be created at
12 A.M. (midnight) on March 1 under the name:
C:\DMLogs\2010-03.LOG
4. In the Log File Maximum Size field, specify the maximum
allowable size (in megabytes) of the log.
5. Click Apply to have the new logging preferences take effect.
Restarting the DM Server service is not necessary after changing a log
setting.
10 CHAPTER 1
Location of the The PCDOCS.INI file contains information about each library in your
PCDOCS.INI File system. The file is created in the DM Server \Program folder (by
default, C:\Program Files\Open Text\DM Server\Program) when you
generate a library.
If you are running DOCS Open, your existing PCDOCS.INI file may be
located in a different folder, which you are asked to specify when you
install the DM Server software. During installation, the file will be
copied from the location you specify to the DM Server \Program folder.
If you decide to move the PCDOCS.INI file to another location, or you
want to use a different copy of the file, you must specify the new
location to Server Manager.
To specify the PCDOCS.INI file location:
1. Click the Preferences tab.
2. Click the button in the field PCDOCS.INI Location, find the
PCDOCS.INI file, and click to select it.
3. Click Apply. Then click OK.
4. Restart the DM Server service.
Depending on the contents of the PCDOCS.INI file, you may want to:
Change the default library, which is the library users
connect to if they do not specify a library when they log on
to the DM application.
Change the libraries that are available to DM Server.
Location of Forms The DM client forms are installed by default in the folder \Program
Used by DM Client Files\Open Text\DM Server\DOCSObjects. These forms are used to
Applications define aliases for SQL columns for use when DM client application
users communicate with DM Server.
The forms can reside in any folder that is accessible to DM client
application users. If you move the forms from the default folder, you
must specify their new location:
1. Click the Preferences tab.
2. Click the lookup button in the Forms Location field, find the
folder where the forms are now stored, and click to select
the directory.
3. Click Apply. Then click OK.
PREFERENCES TAB 11
4. Restart the DM Server service.
Enterprise Webtop This indicates the URL for the Enterprise Webtop.
URL The URL should be in the following format:
http://<server>:< port>/portal/hcleip
WorkFlow Server Select this check box to enable notifications to be sent when an event
Notifications is triggered from DM Server. This is used in applications such as
Enterprise Workflow and Business Process Management (BPM).
Select the Event Notification Levels to specify which notifications are sent.
Event Notification Event Notification allows events (such as a specific document being
Level checked out or a specific folder being updated) to trigger a customizable
notification message.
Select the events that you want to trigger event notification:
DOCUMENT.ACCESS
DOCUMENT.Edit_Profile
DOCUMENT.CREATE
DOCUMENT.VIEW
DOCUMENT.EDIT
DOCUMENT.CHECKIN
DOCUMENT.CHECKOUT
DOCUMENT.PUBLISH
DOCUMENT.Make_Read_only
DOCUMENT.Remove_Read_only
DOCUMENT.Delete
CONTAINER.LINK_ADDED
CONTAINER.LINK_REMOVED
CONTAINER.LINK_UPDATED
RM.CONTAINER.CLOSED
RM.CONTAINER.REOPENED
RM.ITEM.RELEASED
RM.ITEM.SUSPENDED
12 CHAPTER 1
Network Logon Server Manager has two settings pertaining to network logons:
Settings Network Alias Required. This option requires users to log on
to DM with a network user name/password that is aliased to
their user ID in the library. When this option is selected,
non-network users cannot log on to DM Server using an
Attache password. See Document Access and Security for
more information.
Default Password. This option tells DM Server to use the
password supplied during logon when the user requests
access to a document server where his or her logon
credentials have not been authenticated.
If this option is selected, it prevents DM Server from using
one of the grace logon attempts in organizations where
users are allowed only a few failed logon attempts before
being locked out.
By default, these options are turned off. They are toggled on the
Preferences tab.
If you change either option, click Apply. Then click OK. Restarting the
DM Server service is not necessary after changing the network logon
settings.
PREFERENCES TAB 13
Compression of The Use Compression document-compression feature can help reduce the
Retrieved network bandwidth required by DM Server to retrieve documents for
Documents users. Documents are sent in a compressed format, minimizing
network traffic. However, compressing documents does increase
processing on the DM Server.
If your principal performance bottleneck is in bandwidth utilization,
we recommend you enable the Use Compression option. Then monitor
CPU usage on the DM Server machine to verify that the additional
processing is not significantly affecting server performance.
By default, the Use Compression option is enabled. This option is toggled
on the Preferences tab.
Use UTF8 Format This option causes all full-text searches processed by DM Server to be
Full Text Searches processed using the UTF8 character set format. This allows the DM
Server to process search requests in any language regardless of the
default language/locale specified for the server. For example, an
English DM Server could process Chinese language full-text search
requests from a user on a Chinese DM client. This option would
typically be used in combination with a multilingual index to facilitate
the indexing and searching of a document library containing
documents written in multiple languages.
For more information, see Multilingual Indexing and Searching on
page 443.
14 CHAPTER 1
Libraries Tab
On the Libraries tab, you can select all libraries to be accessed through
the DM Server. On this tab, you can also:
Select a library to serve as the default library for users.
The tree structure displayed in the Libraries pane shows the
logon libraries available to the DM Server. (If you dont see
the library you want, see If a Library Isnt Listed on the
Libraries Tab.)
LIBRARIES TAB 15
If a library name is selected (a check mark is in the check
box beside it), the library is available for users of DM
clients to log on to. To select a logon library for the DM
Server, select the check box next to the library name.
Multiple libraries can be selected.
Remote libraries associated with a logon library can be
displayed by clicking . When a logon library is selected,
all of its remote libraries are automatically selected as well,
making them available to client users. If you do not want
users to access a particular remote library, clear the check
box next to the remote library name.
A symbol denotes the servers default library. The
default library is the library that DM client users initially
log on to.
You can also set the following by clicking the Properties button on the
Preferences tab:
Select the index or indexes that users connected to the DM
Server will use for searching. Set the SQL-connection
cache size for each library.
The Default Library The default library is the library to which users connect if they do not
specify a library when they log on to a DM client. If the client allows
users to select from a list of libraries when they log on, the default
library is the first library in the list.
Note: The default library is different from the current library. The current
library is the library that the user is currently accessing.
16 CHAPTER 1
7. Restart the DM Server service to have the new default
library take effect.
Full-Text Index for Once you have created an index for a library, you can give users access
Library Users to the index by selecting it in Server Manager on each DM Server that
handles user requests.
LIBRARIES TAB 17
3. The Full-Text Search Indexes box displays any indexes that are
currently selected. To add an index, click Add. The Select a
Full-Text Index dialog box appears with all of the librarys
indexes displayed. Highlight the index you want to add and
click OK.
4. If you have multiple indexes in the Full-Text Search
Indexes list, select the way these indexes will be employed:
To make all indexes available in a round-robin fashion,
select the option Use All Indexes in Sequence. The first user
request goes to the first index in the list, the second
request to the second index, and so on.
To use a single index with the others serving as backups,
select the option Use Next Index in List Only When Current
Index Fails. The first index in the list is used for all search
requests unless it is unavailable. Then searching is taken
up by the next index in the list.
To change the order of an index in the list, highlight the
index and click the Up or Down key . The Remove key
deletes an index from the list.
5. Click OK to return to the Libraries tab. Then click Apply and
OK.
It is not necessary to restart the DM Server after making a change to the
Full-Text Search Indexes. This allows the DM administrator to
dynamically redirect user searches to a different index without
interrupting the DM Server or user activities.
The SQL- The SQL-Connection Cache Size parameter specifies the minimum number
Connection Cache of connection objects within the DM server. This value does not
Size represent the actual number of SQL connections. If the number of SQL
connections required increases above the specified value (to a
maximum of 50), then the DM server instantiates more connection
objects. However, these additional connections are dropped when
processing completes, and the number of connections return to the
value specified in the SQL-Connection Cache Size parameter.
When a DM client user processes a transaction, DM Server uses one of
its open SQL connections instead of creating a new connection, which
improves system performance. (Examples of SQL transactions are:
creating a Document Profile, performing a search, and saving an edited
document.)
18 CHAPTER 1
SQL connections are not held open all of the time. If there is no activity
on a SQL connection for 10 minutes, the number of connections drops
to zero.
For example, if you set the SQL-Connection Cache Size parameter to 5,
starting the DM server uses one connection. If four users log on and
retrieve the Recently Edited Documents list simultaneously, the DM
server initiates four additional SQL connections, for a total of five. If
more users log on, they share the five SQL connections; however, if 10
simultaneous connections are required, DM Server initiates an
additional five connections, for a total of 10.
To achieve the optimum value for the SQL connection cache, you have
to strike a balance between minimizing the resources used by idle SQL
connections and maximizing the frequency with which users are able
to use an open connection.
To change the SQL connection cache size for a library:
1. On the Libraries tab, click Properties to display the Library
Properties dialog box.
2. In the Library field, select the library whose cache size you
want to change.
3. In the SQL Connection Cache Size field, type the number of
connections to keep open. The maximum supported value is
50. Click OK.
4. On the Libraries tab, click Apply and OK.
5. Restart the DM Server service to have the change take
effect.
LIBRARIES TAB 19
[Library <name>]
Password=<encrypted password>
5 Oracle
20 CHAPTER 1
The SearchServer Indexes tab also indicates the status of each index, its
state (whether it is stopped or started), startup type (manual or
automatic), its size, and the size of the DYX file. This information is
retrieved when you start Server Manager. To refresh the information
after starting Server Manager, click the Refresh button.
Adding an Index An index can be created from any DM Server, provided that the server
has access to the library that is to be indexed.
3. In the left pane, select the library you want to create the
index for. A check appears in the box next to the library
name, and the Add button is enabled.
4. Click Add. The index is added to the right pane with the
name <library name>_Index.
5. Select the index and click Properties to define the properties
of the index. See Modifying the Properties of an Index on
page 24 for instructions.
6. When the properties are set up, click OK to return to the Add
Index dialog box. Click OK to return to the SearchServer
Indexes tab; then click Apply or OK to create the index.
The new index is initialized and ready to begin indexing documents.
Note that the initialization process sets up the index files and creates all
the index tables. It does not index existing documents in the library. To
index existing documents, you must first start the index.
Starting an Index On the SearchServer Indexes tab, you can control the running of the DM
Indexer against the indexes that have been initialized and are ready for
indexing.
22 CHAPTER 1
An indexs state need not be Started for users to perform full-text
searches, but it must be started in order for documents to be indexed.
To start or stop the Indexer, you must be running Server Manager from
the Indexer server.
To start an Index:
1. Go to the SearchServer Indexes tab.
2. Select the index name and then click Start to start indexing
documents for this index.
3. Check the index properties log file and verify the Indexer is
running.
To stop an Index:
To stop an index, perform these steps and select Stop in step
2.
Deleting an Index This process deletes all files that make up the selected index. It also
deletes the ODBC data source associated with the index from the
Indexer server.
To delete an index:
1. On the Indexer server, go to the SearchServer Indexes tab.
2. Select the index you want to delete and click Delete Index.
3. Click Apply to permanently delete the index.
If the index is shared, we recommend you delete the ODBC data source
associated with the index on every DM Server. This is not required, but
you will be unable to reuse that data source name on a server until it is
deleted.
To delete the data source name:
1. Select Start>Settings>Control Panel>Administrative Tools>Data
Sources (ODBC).
2. Click the System DSN tab.
3. Highlight the data source name and click Remove and OK.
Location & Sharing The Location & Sharing tab contains the following fields:
Tab Index Name: The name of the current index is displayed here.
Data Source Name: By default, DM Server assigns an index a data
source name in the format <library name>_<number>.
Path Default: If you are creating an index, select Default to store
the index in the default location, which is C:\Documents and
Settings\All Users\Application Data\Open Text\DM Indexes\ .
To store the index in a different location, clear the Default check
box and then enter the Path.
NOTE: The Default check box option appears only when you are
creating an index.
Remote Shared: The option you select here depends on whether
you are running Server Manager from the Indexer server or from
a DM Server that handles requests from DM client users.
24 CHAPTER 1
Select Shared if the Indexer server is the local machine and users
will be accessing the index via other DM Servers or KM. Then
select the appropriate Network Protocol and Port so that users
accessing the local server can locate the index. The port cannot be
used by other indexes on the server or by other software using the
network. For Named Pipes, the port is the name of the pipe (for
example, ftnet). For TCP/IP, the port is the TCP port number (for
example, 3048). The TCP\IP port number cannot be in use on the
local system. (To determine the port numbers in use, run
NETSTAT at a command-line prompt.) Normally, anything
higher than 5000 is a usable port number.
Once a port number has been assigned to an index, it cannot be
used again until you run \SSK\BIN\FTSVCADM.EXE to remove
unused port numbers. (Do not remove port number 16547; it is
used by DM Server.) After removing the ports, restart the DM
Server service. At this point, you can then add a new index with
the previously used port number.
The Remote option is automatically selected if you create a shared
index on one server and are viewing the properties of that index
on another server.
Note: A single library cannot have more than one shared index on an Indexer
server.
Server Name: When you are creating an index, this field displays
the name of the local server. When you are viewing the properties
of an existing index, the field displays the name of the server
where the index is located.
Click OK to have any changes you made take effect.
26 CHAPTER 1
To schedule a regular weekly compression of the index, enter a
day and time in the fields provided. To compress the index every
day, select the option Daily and enter a time. The Indexer will
automatically be stopped while the index is undergoing
compression, so no new documents will be indexed. But users
will be able to search against the index during that time.
See Manually Compressing an Index on page 32 for
instructions on manually compressing an index.
Schedule Backup: This option lets you schedule a time when the
Indexer pauses for system backups or regularly scheduled
maintenance. While the Indexer is paused, documents are not
indexed, but users may continue searching against indexes. You
can schedule the pause on a daily basis (Daily) or on a specific
day of the week. In the At field, select the time when you want the
Indexer to pause. Note that if the Indexer is indexing a batch of
documents or compressing the index, it will complete these
operations before pausing for the backup. So we recommend you
schedule the pause approximately 30 minutes prior to the backup,
to give the Indexer time to finish.
In the Backup Duration field, select the number of hoursbetween
1 and 24to pause the Indexer. It is important to allow sufficient
time for backups to finish. We recommend you monitor the time
required for backups and adjust the Backup Duration value as
necessary so the Indexer does not resume processing while the
backup is still running.
If you don't want to pause the Indexer during backups, select
Never in the Schedule Backup field.
Startup Type
By default, Startup Type is set to Manual, which means that indexing
for this index must be started manually by the DM administrator.
Manual: Indexing must be started manually by the DM
administrator by selecting the index on the SearchServer Indexes
tab and clicking Start.
Automatic: Indexing starts automatically when the DM Server
service starts.
Enable Periodic Mode Indexing: The periodic-mode indexing feature
allows SearchServer to switch to periodic mode for more
28 CHAPTER 1
installed the Japanese or Korean version of DM, select the
stopword header for your language.
Wild Card Optimization: A wildcard is a character in a search term
that represents one or more characters that are not specified.
SearchServer supports two wildcard characters:
? question mark represents a single character
* asterisk represents any number of characters (including no
character)
Three wildcard optimization methods are available. Select the
method most appropriate for your system:
NONE: No wildcard optimization is set. Performance against
search terms containing both leading and trailing wildcard
characters is substantially reduced.
MINIMIZE_SEARCH_TIME: This method maximizes search
performance at the expense of indexing time and index size.
MINIMIZE_INDEX_OVERHEAD: This method minimizes
indexing time and index size. The search performance is nearly as
good as with the MINIMIZE_SEARCH_TIME method, except
for search terms containing both leading and trailing wildcard
characters.
See Using Wildcards in Searches on page 81 for more about
wildcards.
NOTE: The Enable Word Proximity and Generate Term Vectors check boxes
appear unavailable until you select an item from the Language drop-down
menu. Select a language even if your language, for example, English (US)
already appears.
Log File Tab The Log File tab allows you to enable or disable the log file and change
the log file location. You can also view the index activities.
30 CHAPTER 1
Times when the index was compressed.
A list of the document numbers being indexed.
Any errors that occurred during indexing.
By default, logging of index activities is enabled and the file is located
in the folder:
C:\Documents and Settings\All Users\Application Data\Open
Text\DM Indexes\<index system ID>\<index name>.xlg.
Index Defaults The Defaults button on the SearchServer Indexes tab lets you establish the
default values that appear when you create a new index. To change the
defaults, click Default, modify the options in the Index Properties dialog
box, and click OK. The new defaults will apply to any indexes created
after the defaults are changed.
Reindexing The reindexing process builds the indexeither by indexing the entire
Documents repository or reindexing documents that were indexed between a
specified date and today. Reindexing must be performed on the server
where the index is located.
To reindex an index:
1. On the SearchServer Indexes tab, select the index you want to
reindex.
2. In the Maintenance section, select one of the following
reindexing options:
Everything to reindex the entire document library (except
those documents for which Full Text Indexing is not
selected on the Document Profile).
From and a date to reindex from the specified date.
Manually If you see that the DYX file is growing beyond a few hundred
Compressing an megabytes, and the regular compression is not scheduled to occur soon,
Index you should manually compress the index:
1. On the Indexer server, start Server Manager and go to the
SearchServer Indexes tab.
2. Select the index you want to compress and click Compress
Index.
The Indexer is automatically stopped while the index is undergoing
compression, so documents will not be indexed. User searching can
continue during a compression.
See Compressing an Index on page 77 for more information on
compressing indexes.
32 CHAPTER 1
Document Previews Tab
DM gives users the option of displaying short HTML previews of
documents. This feature saves document-retrieval time and helps users
quickly determine if a document is the one they want.
The Document Previews tab lists all libraries known to DM Server, their
current preview status (started or stopped), and their startup type
(disabled, manual, or automatic). The startup type is controlled on the
Preview Generator Properties dialog box; click Properties to see it.
To enable previewing, you must first allow users to see previews by
enabling the Allow Preview option in DM Webtops DM Admin tab under
Library Parameters>System Parameters>Default.
To start preview generation for a library, highlight the library name and
click Start. Click Stop to halt previewing for documents in that library.
Note that if the librarys Startup Type on the Preview Generator
Startup Type Manual: Preview generation for a library must be started manually by
the DM administrator by clicking Start on the Document Previews tab.
34 CHAPTER 1
Log File Tab The preview-generator log contains a record of preview-generator
activities, including:
Times when the preview generator was started and stopped.
A list of the documents for which previews are being
generated by document number.
Any errors that occurred during preview generation.
To see the log-file properties for a selected library, click Properties and
then click the Log File tab.
The log file is located in the folder: C:\Documents and Settings\All
Users\Application Data\Open Text\DM Indexes\<library
name>\preview.log
On the Log File tab, you can also open the log file for editing by clicking
Open with Notepad. And you can obtain the latest information by clicking
Refresh.
Click Apply to have any changes you made take effect.
See Generating Previews of Stored Documents for more information
on document previews.
36 CHAPTER 1
Any DM user ID with these rights can be designated as the internal
user. Once this account has been established, it can be identified to
Server Manager on the Indexer server. If you do not create an internal
user, the default internal user account created when a new library is
generated will be used for indexing and preview generation. The user
name of the default internal count is INTERNAL. This account has no
network alias and is a member of only one library group:
DOCS_SUPERVISORS.
38 CHAPTER 1
Defining a Cluster To define a cluster of DM servers:
of DM Servers 1. On a server in the cluster, run Server Manager and click the
FOLB Settings tab. The name of the current DM Server
appears in the Known Servers list.
2. In the Enter New Server field, type the name of another server
and click Add. Its name will appear in the Known Servers list.
3. Repeat step 2 for all servers in the cluster.
NOTE: To remove a server from the cluster, select the server and click Delete.
The Clear All button removes all server names from the list.
4. When you finish adding servers to the Known Servers list,
click Apply to record the new server list. The server names
are ordered alphabetically.
5. The Propogating New Server List dialog box appears with
the following prompt:
The new Remote Server List was successfully applied
locally.
This new server list will not take effect on the remote
servers until the eDOCS DM Service propogates such
changes. Would you like the service to propogate now or
would you like to propogate it manually later?
If you click Propogate Now, the server list is propagated to all
servers in the cluster. The server list of each server will bear
a time stamp that reflects when you initiated the
propagation. During the propagation, messages are
displayed indicating the time stamp of the server list at each
server. The time stamps should all be the same. If they are
not, see If the Propagation Fails on page 122 for
instructions.
If you click Propagate Manually, you can return to the FOLB
Settings tab at a later time and click Propagate Current Server
List to bring up the Propagating New Server List dialog box.
This dialog box has two options:
Propagate NowUpdates the time stamp of the new server
list and sends it to each server in the cluster. Choose this
option when you are:
Adding a new server to the cluster.
Removing a server from the cluster for reconfiguring or
disposal.
Selecting FOLB The Client Parameters button on the FOLB Settings tab allows you to select
Client Parameters the FOLB features.
40 CHAPTER 1
To select the FOLB features used by DM Web Servers:
1. On the FOLB Settings tab, click Set Client Parameters. The
FOLB Client Parameters dialog box appears.
2. Select either Fail Over and Load Balancing or Fail Over Only to
specify the type of FOLB.
If you want the failover capability but do not want to
implement load balancing, select the Fail Over Only option.
With Fail Over Only, you must designate a primary server to
receive all user transactions. If the primary server fails,
transactions are sent to the next online server in the server
list. When the primary server comes back up, it will resume
all processing of user transactions.
2.1 If you select Fail Over Only, the Specify Primary eDOCS DM
Server drop-down menu becomes available. Select the
primary DM server.
If you want both capabilities, select the option Fail Over and
Load Balancing.
42 CHAPTER 1
Do Not Poll ServersDM Web Servers do not poll DM
Servers. If a server is unable to process a transaction, it is
removed from a DM Web Servers server list. When it
comes back online, it is not returned to the server list, as it
would be if polling were turned on. To restore the server to
the DM Web Servers server list, the DM Web Server must
be restarted.
4. If you selected an active polling parameter (Poll Failed
Servers or Poll All Servers), enter a value in the Polling Interval
field. Values are in seconds. The default is 10.
5. Click OK to return to the FOLB Settings tab.
You must restart the DM Web Server to have changes to these options
take effect.
Network Bindings When you click the Network Bindings button on the FOLB Settings tab, the
Configuration Network Binding Configuration dialog box appears. This dialog box
displays a list of available bindings:
DCOM
HTTP
NetTCP
Set the port for use by the HTTP binding. This defines the
port that the WCF Service Host will use to initialize the
HTTP endpoint listener. Port 80 is defined as the default
port for the HTTP binding. The administrator may select an
alternate port for use by the binding.
NOTE: If you change the port number, you must restart the Open Text eDOCS
DM Server WCF Host.
The NetTCP binding is well suited for intranet deployments and uses
an efficient binary wire format for transferring request/response data
over the network. We recommend using the NetTCP binding as the
primary DCOM replacement choice within intranet-based
deployments.
URL Components
Server Name
This is the name of the server where the Web Service host is
running.
44 CHAPTER 1
Port used for communication
Each protocol binding must have a port through which it
can listen for incoming calls. The ports used for each
binding will be configurable during the server setup
process. The default port for the HTTP binding is port 80.
The default port for NetTCP is port 808.
Relative URN for the eDOCS Web Service
This is the portion of the URL that identifies specific Web
Service endpoints. The current eDOCS WCF
implementation exposes two service endpoints. These
endpoint URN definitions are hard coded and cannot be
modified.
/DMSvr/Svc
This URN represents the primary service and is
analogous to the IPCDServerX interfaces used to
access the DM Server through DCOM.
/DMSvr/Obj
This URN represents a unified service implementation
of the calls needed to process supplemental DM Server
objects such as search results and file streams.
Examples
Following are examples of some fully-qualified URLs for accessing
the eDOCS DM Web Service implementations:
http://aserver.com:80/DMSvr/Svc
http://aserver.com:80/DMSvr/Obj
net.tcp://aserver.com:808/DMSvr/Svc
net.tcp://aserver.com:808/DMSvr/Obj
The DM Server reads the NetWare server names from the libraries
selected on the Libraries tab and displays them in the Server Name list.
DM Server determines whether each server is NetWare 5.x or 6.x. For
these servers, specify the following:
NDS Tree Name. This field should contain only the tree name,
not a backslash or any other character.
NDS Context. This field should display only the container
associated with the DM service account and all parent
containers to that container. Do not include the tree name.
User name (for DM network access). This field should display
only the user name of the DM service account. Do not
include container or tree names.
46 CHAPTER 1
Password
Confirm Password
For example, you might specify the following:
NDS Tree NameAndromeda_tree
NDS ContextDM.techs.support
User nameDMAdmin
Password*******
Click Apply to have the server-access information take effect. Server
Manager does not verify that server names are valid. This is done by
DM Server when a document server is accessed.
If you change the name or password of the account that DM Server
uses for NetWare access, you must restart the DM Server service to
have the change take effect.
Results Tab
When a user executes a search, retrieves a list of recently edited
documents, or performs some other operation where a list of
documents is compiled, DM Server creates a results set.
The following results set settings are specified in Server Manager:
The maximum size of an individual results set.
The total amount of virtual memory for caching results.
The time interval between the users last access of a results
set and the point at which the DM Server can delete the set.
How often the DM Server checks for results sets that have
timed out.
RESULTS TAB 47
The number of documents displayed in users recently
edited documents lists.
Maximum Size of It is important to keep a single search execution from consuming too
Results Sets much memory. In the Maximum Size field, specify the size in kilobytes.
The default value is 1000 KB. Click Apply and OK to apply the change.
Amount of Virtual The value in the Maximum Total Size field specifies the total amount of
Memory for memory that can be used for caching. This takes into account the
Caching Results maximum size for each set of search results. The default value is
2,000,000 KB.
Use caution when modifying this value: it can affect the number of
search results users receive.
Time-Out Interval When a user executes a search, DM Server caches the results for the
user to request on a row-by-row basis. If the user does not request any
more results within the time period specified by the time-out interval,
48 CHAPTER 1
DM assumes that the results set is no longer needed and deletes the
cached entries, thus freeing up resources.
In the Timeout field, specify the time (in minutes) between the users last
access of a results set and the point at which DM Server can delete it.
You should specify an interval that allows users plenty of time to obtain
the information they need, but not so long as to drain system resources.
The default value is 15 minutes.
Cleanup Frequency The value in the Cleanup Frequency field specifies how often (in minutes)
DM Server checks for timed-out results sets and deletes them. The
default value is 15 minutes.
Use caution when modifying this value. Setting it too low may cause
DM Server to waste CPU time checking for timed-out results sets. If
the setting is too high, abandoned results sets can consume resources.
Recent Edit Limit The value in the Recent edit limit field specifies the maximum number of
documents that can be displayed in the list of recently edited
documents (RED) shown to users. The maximum is 253.
Decreasing the value in this field may improve the performance of
RED searches.
We recommend that the value in the Recent edit limit field match the
configuration setting in the Client Deployment Utility (Document
Management Configuration > General). A different setting in the Client
Deployment Utility will override the Server Manager setting with
regard to how many documents appear in the RED list, but the Server
Manager setting will continue to control the amount of RED data
passed to the client. Matching the two settings will prevent unseen data
from being needlessly passed to the users workstation.
RESULTS TAB 49
Caches Tab
On the Caches tab, you can refresh all internal caches while DM Server
service is running.
To see the settings for a cache, click the down arrow in the Caches field
and select a cache.
The Settings field allows you to set the refresh interval for the selected
cache. Click the down arrow to see the available settings:
Manual Refresh Only (Use the Refresh or Refresh All button to
reset.)
Weekly
Daily
50 CHAPTER 1
Twice-Daily
Hourly
You can check the statistics or settings, or update the caches, for any of
the following:
DB Schema Information: Update the cache when new columns
or tables are added to a database. Changes made in DM
Designer are not reflected until the cache is refreshed.
DOCSObject ClassIDs: This is an internal DM Server cache to
support plug-in server objects. It does not require
refreshing.
Group Information for Library: This cache contains the
contents of the GROUP table and related information such
as user default values in profile forms.
DM Network Aliases: This cache holds network IDs for all
supported networks, such as Windows and NetWare. (Users
specify the NetWare user information on Server Managers
NetWare Servers tab.) Rather than creating a network alias
for the DM service account for each library, DM Server
stores the network IDs for each supported network and uses
them to access the document servers on different networks.
The Fusion Network Aliases cache should be refreshed
whenever the NetWare Servers information is changed or
when Windows users are changed or disabled at the NOS
level.
Library Information: Update the cache when you modify
group or user information. Also update the cache when you
change any library maintenance parameters.
Object Schema Information: Update this cache when you
change forms, such as property names and their SQL
definitions on a form. If you change a form in DM
Designer, be aware that the form will not be changed in DM
Server until the cache is refreshed.
SearchServer Index Information: This cache holds information
about a full-text index, including the DSN name and lists of
the column names (schema) and physical index names (for
multicomponent indexes). It also holds a pool of ODBC
connections to the index, which are used for searching.
Refresh this cache when you have made a change to the
CACHES TAB 51
database schema and want the change to be reflected in the
index. Refreshing the index closes all ODBC connections,
which can be useful when you want to stop the Indexer
server, although in general it is preferable to stop the DM
Server, if possible.
User Information for Library: This cache contains the contents
of the PEOPLE table and related information such as user
default values in profile forms.
Because a single transaction may affect more than one cache, you
should use the Refresh All button.
The Clear Counters button resets the hit rate on the caches. Although
observing the hit rate may be useful in gauging library access through
DM Server, clearing the counters is not required.
52 CHAPTER 1
tab lets you identify the server authenticating a users logon credentials
when the user accesses DM Webtop from Enterprise Webtop.
Server Name: Enter the name of the HCS server. The default name is
localhost.
Server Port: Enter the number of the port through which the logon
credentials will be sent. Port number expected by the HCS
Authentication Client provided with DM Server is 8765.
Click Apply to save this information in Server Manager.
Whenever the DM Server service is stopped and restarted, the HCS
server on the same machine is automatically restarted as well. If the
HCS service resides on a machine other than DM Server and the HCS
service is stopped and restarted, the DM Server service will
automatically be stopped and restarted after HCS token authentication
has taken place. Changes to the HCS server configuration can be made
from Server Manager or from Enterprise Webtop Administration Tools
54 CHAPTER 1
server as usual, but it also stores a copy on a local share designated as
the content cache. Any edits made by the user are stored in the content
cache; they are also made to the document in the document server. The
next time the user requests the same document, DM Server retrieves it
from the content cache rather than from the document server, thus
eliminating transmission time across the WAN.
To ensure the user receives the latest version of the document, DM
Server verifies that the last write date on the two versions are the same.
If these timestamps do not match, because for example another user has
made subsequent edits to the document, DM Server retrieves the
document from the document server, rather than from the content
cache.
If the document on the document server has a status of checked-out,
due to being in use by another user, DM Server will retrieve the version
from the content cache if the last write dates of the two versions are the
same, but the document will be delivered in read-only format, as is
usual with checked-out documents.
Content caching is enabled via the Enable Content Cache check box on the
Content Cache tab. By default, content caching is disabled. When you
enable it, you must also designate a location where the cached
documents are stored.
Physical Location: The folder or share on the machine where cached
documents are stored.
Maximum cache size (MB): The maximum size of the content cache.
When the size of the cache exceeds this maximum size limit, the
oldest data files in the cache, based on the last access date, will be
deleted to free up needed space. The default value of this field is
500 MB. The current size of the cache is shown above the
Maximum Cache Size field.
Content Cache Lazy The cache server's synchronization of documents with the central DM
Write Feature Server is transparent to users. For example, when users working in
remote sites save documents, the documents are immediately released
(while synchronization runs), instead of waiting for the documents to
be transferred back to DM Server.
56 CHAPTER 1
8. Enter a new string value: Lazy Write and set its value to
Enabled.
9. Select File>Exit.
Optionally, you can convert the following text into a registry file
(*.reg) and then use the regsvr32.exe executable file to place it into
your DM Server's registry file. Change the Location field to the location
you have selected to store the Content Cache files.
Lazy Write Registry File Example:
Windows Registry Editor Version 5.00
[HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\DOCSFusion\
Content Cache]
Cache=Enabled
Max Size=dword:000001f4
Lazy Write=Enabled
Location=C:\content_cache
2
Using the DM Indexer
In This Chapter
This chapter explains how to set up and manage the DM Indexer for
full-text indexing of document libraries. Full-text indexing helps users
quickly locate documents by searching the document contents for
specified search terms.
Note: Information on performing full-text searches, including a list of search
operators, can be found in the online manuals Using DM Webtop and Using DM
Extensions.
59
About Full-Text Indexing
Content Searches When users initiate a search for a document, they have the option of
by Users performing a content search of the document and Document Profile.
Content searches, also known as full-text searches, allow users to search
the entire contents of documents and profiles stored in the DM
repository. Users can search on a word or a phrase. They can also apply
more complex search criteria, such as Boolean expressions, which
narrow the search to specific documents meeting those criteria.
Before a documents contents can be searched, the document and its
profile must undergo a process called indexing. During this process, the
DM Indexer reads the document and profile, extracting information
about words in the document. This information is placed into an index.
When the user performs a content search, the index is scanned for
terms meeting the users search criteria. Upon completion of the scan,
a hit list is returned showing the documents matching the users query.
It is the DM administrators job to initialize the index for each library
and to monitor the indexing process to ensure smooth and efficient
operation.
The Indexing When a user saves a new document or saves edits to an existing
Process document, a table in the library (NEEDS_INDEXING) is updated to
reflect that the document needs indexing. During normal indexing
operations, the DM Indexer obtains this information from the library
and passes it, through the ODBC interface, to SearchServer.
SearchServer is the Open Text indexing/searching engine integrated
with DM.
SearchServer accesses the document, via one of several text readers that
translates the document into a format that SearchServer can interpret.
SearchServer scans the document, extracting information about words
in the document. The extracted information is stored first in a
temporary file called <index name>.DYX. User searches are performed
against both the index (the <index name>.REF file) and the DYX file,
which allows users to search against the latest index data available.
Periodically the data in the DYX file must be merged into the index
itself, in an operation called compression. The DM Indexer can be set
up to compress an index for you automatically or you can do it
manually. (See Compressing an Index on page 77 for more
60 CHAPTER 2
information.) During a compression, users can continue to search
against the index.
HKLM\Software\Hummingbird\DOCSFusion\Indexer\
FSSInitialization\PeriodicCompressCount
In addition to the REF and DYX files, the indexing process maintains
several system tables associated with the index.
The user can select one of the following options from the Full Text
Indexing field:
Contents and Metadata
Metadata Only
No Indexing
Note: All text columns from the PROFILE table that are visible to users (such
as Document Name, and Abstract) are indexed by default. To index other
columns or customized columns, use DM Designer (see the option for this in
the columns Properties).
The Search Process When a user initiates a content search against the documents in the
library, the request is forwarded by DM Server to SearchServer.
Scanning the index for documents that match the search criteria,
SearchServer returns a list of documentsa hit listto the user.
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From the hit list, users can view the documents meeting the criteria.
The search terms are highlighted in the document display. Documents
can be displayed in DM Viewer, HTML, or the documents native
format (for example, Microsoft Word). Documents on the hit list can
also be launched in their native application.
The Indexer Server Because the indexing processparticularly the initial indexing of all
existing documents in a libraryconsumes significant resources, we
strongly recommend that it be run on a dedicated DM Server (an
Indexer server). In this configuration, the index(es) is created on the
Indexer server and shared with the DM Server that is handling the
general stream of user requests.
Note: A single library cannot have more than one shared index on an Indexer
server.
64 CHAPTER 2
Hardware and The disk space required includes not only the index files themselves,
Software but also temporary space needed during processing. The size of an
index depends primarily on the size of the repository, but it can also be
affected by the indexing options you select when setting up the index.
For example, the method of wildcard optimization can have an effect
on index size. (See Using Wildcards in Searches on page 81 for more
information.)
Memory requirements can vary widely. They are affected by the size of
the repository as well as the complexity of the documents. A rule of
thumb is 1 MB of memory for every 1,000 documents.
For optimum performance, ensure that the Indexer does not have to
compete with other processes on the same machine. We recommend
you clear the Indexer server of other software, especially unneeded
drivers and other processes that require processor time or input/output
bandwidth.
We also recommend that the Indexer server be equipped with an
uninterruptible power supply (UPS) to prevent corruption of indexes
in the event of a power failure.
The Internal User The DM Indexer and SearchServer access documents in the repository,
for Indexing so they must have read-only access (at a minimum) to all document
Activities files. To handle these indexing activities, you can create a dedicated user
account in the DM library. The account should not be used for end-
user activities.
Note: If you do not designate an internal user, the default internal user created
during generation of a new library will be used for indexing and preview
generation. The user name of the default internal account is INTERNAL. This
account has no network alias and is a member of only one library group:
DOCS_SUPERVISORS.
We recommend that this internal user be created as a DM library
Attache account with an Attache password and no network alias. This
user need not be created at the NOS level nor be a member of any NOS-
level groups.
However, if your organization requires all users to log on to DM Server
with a network account aliased to their DM user ID, an Attache account
that has no network alias cannot serve as the internal user. (Note that
the Network Alias Required option on Server Managers Preferences
tab controls whether non-network users can log on to DM Server.) In
Identifying the Before you can create an index, you need to identify where the index
Index Location files will be located. The default location for the index is C:\Documents
and Settings\All Users\Application Data\Open Text\DM Indexes .
This location is not mandatory, however; you can locate the index on
any local drive on the Indexing server.
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If you have multiple indexes, and you want to be able to back them up
separately, we recommend you create a separate directory for each
index.
Note: If the machine being used to store the index files is a Windows 2003
server, the DM administrator will need to set write permissions for the index
directory, because shared directories on Windows 2003 are shared as "read-
only" by default.
Creating a New A new index can be created using Server Manager or the Indexer
Index Configuration Wizard. This section explains how to create indexes
using Server Manager. For instructions using the wizard, see the
chapter on creating an index in the DM Installation Guide. Regardless
of the method you choose, the end result is the same.
Note: Prior to creating a new index, you must create an internal user account
and provide the SearchServer user name and password to DM Server. See
The Internal User for Indexing Activities on page 65 for instructions.
To create an index:
1. On the Indexer server, start Server Manager and select the
SearchServer Indexes tab.
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3. In the left pane, select the library you want to create the
index for. A check mark appears in the box next to the
library name, and the Add button is enabled.
Note: If your library does not appear in the Add Indexes Libraries list, it is not
a selected logon library for your DM Server, which is required for indexing.
Libraries that appear at the top tree level on the Libraries tab in Server
Manager or the Select Libraries dialog in DM Server Configuration Wizard are
valid for logon and have a Library section in the PCDOCS.INI specified for use
by the DM Server.
4. Click Add. The index is added to the right pane with the
name <library name> Index.
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Select Shared if the Indexer server is the local machine and
users will be accessing the index via other DM Servers or
KM. Then select the appropriate Network Protocol and Port so
that users accessing the local server can locate the index. The
port cannot be used by other indexes on the server or by
other software using the network. For Named Pipes, the
port is the name of the pipe (for example, ftnet). For TCP/
IP, the port is the TCP port number (for example, 3048).
The TCP\IP port number cannot be in use on the local
system. (To determine the port numbers in use, run
NETSTAT at a command-line prompt.) Normally, anything
higher than 5000 is a usable port number.
Note: Once a port number has been assigned to an index, it cannot be used
again until you run \SSK\BIN\FTSVCADM.EXE to remove unused port
numbers. (Do not remove port number 16547; it is used by DM Server.) After
removing the ports, restart the DM Server service. At this point, you can then
add a new index with the previously used port number.
The Remote option is automatically selected if you create a
shared index on one server and are viewing the properties of
that index on another server.
Note: A single library cannot have more than one shared index on an Indexer
server.
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Compress Index: When a new document is created or a
document is changed, SearchServer indexes the new data in
a temporary file called <index name>.DYX. User searches are
performed against both the index and the DYX file until the
DYX file is merged into the index. The Compress Index option
performs the merge operation.
To schedule a regular weekly compression of the index,
enter a day and time in the fields provided. To compress the
index every day, select the option Daily and enter a time. The
Indexer will automatically be stopped while the index is
undergoing compression, so no new documents will be
indexed. But users will be able to search against the index
during that time.
For most organizations, a weekly compression of the DYX
file will be sufficient. If you notice that indexing and
searching are slowing down, consider compressing the file
daily rather than weekly.
See Compressing an Index on page 77 for more about
compressing indexes.
Schedule Backup: This option lets you schedule a time when
the Indexer pauses for system backups or regularly
scheduled maintenance. While the Indexer is paused,
documents are not indexed, but users may continue
searching against indexes. You can schedule the pause on a
daily basis (Daily) or on a specific day of the week. In the At
field, select the time when you want the Indexer to pause.
Note that if the Indexer is indexing a batch of documents or
compressing the index, it will complete these operations
before pausing for the backup. So we recommend you
schedule the pause approximately 30 minutes prior to the
backup, to give the Indexer time to finish.
In the Backup Duration field, select the number of
hoursbetween 1 and 24to pause the Indexer. It is
important to allow sufficient time for backups to
finish. We recommend you monitor the time required
for backups and adjust the Backup Duration value as
necessary so the Indexer does not resume processing
while the backup is still running.
If you don't want to pause the Indexer during backups,
select Never in the Schedule Backup field.
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To obtain the latest indexing information:
Open with Notepad: Allows you to open the log file for
editing.
Refresh: Allows you to refresh the log file to obtain the latest
indexing information.
8. When the properties are set up, click OK to return to the Add
Index dialog box. Click OK to return to the SearchServer tab;
then click Apply or OK to create the index.
2. Highlight the new index and click Start. The Indexer begins
indexing documents.
3. Check the index properties log file and verify the Indexer is
running.
Select Indexes for The DM Server(s) that handle user requests are given access to an index
Searching via Server Manager's Libraries tab:
Multiple Indexes If you have multiple indexes for a library, you can select up to 10 indexes
for a Single Library for user access.
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Using a single index as the primary index and the others as
backups in case the first index is not available. In this mode,
when the primary index fails, search requests go to the next
index in the list until the primary index returns to service.
An index might become unavailable because:
The Indexer server is down.
Connectivity problems between the DM Server and the
Indexer server prevent communications.
The service called Open Text eDOCS DM Remote Indexer on
the Indexer server is stopped.
The index files have been deleted from the Indexer
server.
For instructions on selecting one or more indexes for library users, see
Full-Text Index for Library Users on page 17.
Reindexing an The reindexing process builds the indexeither by indexing the entire
Index DM repository or reindexing documents that were indexed between a
specified date and today. You need to reindex the index when you want
to:
Rebuild an index. Rebuilding may be necessary if the index
is damaged in some way. Or it may be required when a new
release of DM upgrades the SearchServer software. (If this is
the case, the release notes accompanying DM will advise you
to rebuild the index.)
Bring an index up to date after restoring a backup of the
index.
If you are reindexing because you believe the index has been lost or
damaged, you should restore the index from a previous days backup
and reindex only from the backup date. See Restoring an Index from
a Backup on page 80 for instructions.
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To reindex an index:
1. On the SearchServer Indexes tab, select the index you want to
reindex.
2. In the Maintenance box, select one of the following
reindexing options:
Everything to reindex the entire repository (except those
documents for which Full Text Indexing is not selected on the
Document Profile).
From and a date to reindex from the specified date.
The Indexer will reindex all documents that were indexed
between the From date and today, inclusive. This includes
new documents plus existing documents that were indexed
during the specified time period.
3. Click Re-Index. When the index is ready for use, you will see
Initialized in the Status field.
Administering an An index can be set up and, to some degree, administered from Server
Index from a Manager running on a DM Server other than the server where the index
Different DM is located. To perform the following operations, you must be running
Server Manager on the server where indexing is performed:
Server
Starting and stopping the Indexer.
Reindexing an index.
Compressing an index.
Pausing the The Indexer should be paused before a system backup is started and
Indexer for System remain paused during the course of the backup. Once the backup is
Backups finished, the Indexer can be restarted. While the Indexer is paused,
users can perform searches, but no indexing of new and edited
documents is performed.
The Indexer can be set up to automatically pause at an appointed time
when backups are scheduled. Note that if the Indexer is indexing a
batch of documents or compressing the index, it will complete these
operations before pausing for the backup. So we recommend you
schedule the pause approximately 30 minutes prior to the backup, to
give the Indexer time to finish. See Modifying the Properties of an
Index for instructions.
Monitoring When the Indexer is running, you can monitor its activities by checking
Indexer Activities the index properties log file in Server Manager. In addition, you may
want to check four counters for the DM Server in the Windows
Performance Monitor:
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Full Text Deleted Documents/Sec: When a document is deleted
from the repository, the Indexer deletes its entries from the index.
This counter indicates how many sets of entries are being deleted
per second.
Full Text Indexed Documents/Sec: Indicates how many
documents are being indexed per second. After you start the
Indexer in Server Manager, check this counter to verify the Indexer
is running.
Full Text Indexing Failures/Sec: Indicates how many documents
per second the Indexer was unable to index. Failures can occur
when a documents format is unknown and the Indexer is unable
to read it or when the Indexer cannot open a document for some
reason. If you notice a larger number of failures than usual, the
problem may be due to network problems, corrupted documents,
or the failure of a DM Server in the cluster.
Indexer Thread Count: For each index to be indexed, DM Server
creates an Indexer thread. This counter indicates how many
threads are running.
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Configuration Options for Full-Text Indexing
DM Server Two settings on Server Managers Results tab affect full-text search
Manager results returned to users.
Maximum size (KB) controls the maximum size, in memory, of
results sets. The idea here is to prevent a single search execution
from consuming too much server memory.
Maximum total size (KB) specifies the total amount of memory
that can be used for caching. This takes into account the
maximum size for each set of search results. The setting can affect
the number of search results users receive.
Note that the values shown above are the default values. These values
can be increased, depending on the total physical memory available on
the server, but they should not be reduced below the default values.
In situations where multiple DM Servers are employed, with one a
dedicated indexer server, the server that is designated as the "primary"
is the server where changes to results set settings should be made. If
your organization uses FOLB, the changes should be made to both the
"primary" and "secondary" DM Servers in the cluster.
DM Webtop
In DM Admin, the setting called Use Standard Search Routines is disabled
by default to allow for optimized searches across the Web. This may
result in smaller search-result lists for DM Webtop users than for users
of DM Extensions. If you enable User Standard Search Routines, you will
turn off optimization and thus increase the number of search results for
DM Webtop users; however, the return of search results may take
longer. (The setting is in DM Admin>DM Webtop Maintenance>DM Webtop
Parameters.)
Hybrid Searches
The hybrid search feature changes the way in which the INDEX table
uses metadata when performing a hybrid search (a search that contains
both profile and content search criteria).
SQL scripts and Windows registry scripts for applying these changes to
your system can be found in \Tools\DM Server\Profile-Content
Search.
We recommend that you contact technical support for assistance in
applying this enhancement to your system.
To apply the index table changes:
1. Set the FULLTEXT flag for all metadata columns.
All metadata columns that are to be indexed must have their
FULLTEXT flag in the DOCSADM.DOCSCOLUMN table
set to Y. This can be done through DM Designer or through
SQL scripting.
Two sample SQL scripts are provided to set the FULLTEXT
flag for subsets of metadata columns that are candidates for
indexing:
INDEXED_COLUMNS_DM.SQL is for use with basic
DM systems.
INDEXED_COLUMNS_RM.SQL is for use with RM
systems.
Select and run the appropriate script for your system.
The following scripts are provided for Oracle environments
as of DM 5.2:
Oracle_indexed_columns_dm.sql is for use with basic
DM systems.
Oracle_indexed_columsn_rm.sql is for use with RM
systems.
Select and run the appropriate script for your system.
2. Map metadata columns to index columns.
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Indexed metadata columns must be mapped to a
corresponding index table column. The column mapping is
maintained under the
HKLM\Software\Hummingbird\DOCSFusion\Indexe
r\
FSSInitialization\Mapping registry key.
Two sample registry script files are provided to set up the
index column mapping information:
INDEXED_COLUMN_MAP_DM.REG is for use with
basic DM systems.
INDEXED_COLUMN_MAP_RM.REG is for use with
RM systems.
The registry mapping information must be applied to the
indexing server and all DM Servers that will be executing
search requests.
Select and run the appropriate registry script for your
system.
3. Refresh the DM Servers schema cache.
4. Shut down and restart all DM Servers and indexing servers.
This step is required to clear all of the cached schema data
from the server caches.
HYBRID SEARCHES 85
The hybrid search enhancement must be enabled on all DM
Servers that will be executing search requests. It is only
necessary to enable the hybrid search functionality on the
indexing server if it will also be processing search requests.
Technical Notes Searches that combine profile and full-text content search criteria tend
to perform poorly, especially when the full-text content criteria are not
well defined. For example, a search for a particular author from the
profile criteria and the full-text criteria banking may take several
minutes to return results. Further definition of the full-text criteria can
improve performance by narrowing the search. For example, searching
for federal banking rules would improve performance over simply
searching for banking.
Changes Made By The hybrid search enhancement makes the following changes to the
the Hybrid Search DM system:
Enhancement
The column definition for each selected metadata property
has its FULLTEXT flag set to Y in the DOCSCOLUMNS
table.
Indexed Metadata The forms LAWQBE and PD_EPROF were chosen as guidelines for
identifying metadata columns whose usage makes them candidates for
indexing. The SQL paths for the identified columns and their assigned
or recommended index column names are shown below. The mapping
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of the SQL paths to index column names is maintained within the
Windows registry.
DOCNAME TITLE *
ABSTRACT SUMMARY *
LAST_EDIT_DATE MODIFIED *
KEYWORDS_DISPLAY KEYWORDS *
AUTHOR.FULL_NAME AUTHOR *
DEFAULT_RIGHTS PD_SECURED *
APPLICATION.APPLICATION PD_APPLICATION
AUTHOR.USER_ID PD_AUTHOR_ID
TYPIST.USER_ID PD_TYPIST_ID
TYPIST.FULL_NAME PD_TYPIST_NAME
DOCUMENTTYPE.TYPE_ID PD_TYPE_ID
LAST_EDITED_BY.FULL_NAME PD_LAST_EDITED_BY_NAME
LAST_EDITED_BY.USER_ID PD_LAST_EDITED_BY_ID
MATTER.CLIENT_ID.CLIENT_ID PD_CLIENT_ID
MATTER.CLIENT_ID.CLIENT_NAME PD_CLIENT_NAME
MATTER.MATTER_ID PD_MATTER_ID
MATTER.MATTER_NAME PD_MATTER_NAME
PD_ADDRESSEE PD_ADDRESSEE
PD_EMAIL_BCC PD_EMAIL_BCC
PD_EMAIL_CC PD_EMAIL_CC
PD_ORGANIZATION PD_ORGANIZATION
PD_ORIGINATOR PD_ORIGINATOR
PD_FILE_PART.PD_FILE_NAME PD_FILE_NAME
HYBRID SEARCHES 87
Column Name SQL Path
PD_FILE_PART.PD_TITLE PD_FILE_PART_TITLE
PD_FILE_PART.PD_PT2LOC_LINK. PD_LOCATION_CODE
PD_LOCATION_CODE
Storing Foreign Due to the volatile nature of some metadata values, such as user names,
Keys the metadata storage mechanism does not actually store the metadata
value for foreign columns; instead, the mechanism stores the SQL row
key column value. PROFILE table columns are still stored by value.
During the search process, foreign table search properties are resolved
to the appropriate foreign table row key value.
Effect on Search When the hybrid search enhancement has been applied, metadata
Strings criteria will be applied to the index table SELECT statement WHERE
clause as an AND conditional, where the specified criteria value must be
equal to the value in the index table row. For example:
WHERE CONTENT CONTAINS 'search term' AND
PD_AUTHOR_ID='1001'
As mentioned above, the SQL row key values are stored for indexed
foreign table metadata; thus, this example shows the WHERE conditional
for the PD_AUTHOR_ID column resolving to the DOCSADM.PEOPLE
table SYSTEM_ID column value instead of the USER_ID column value.
88 CHAPTER 2
The log file can be accessed when the Indexer is running or stopped. To
view the log file, run Server Manager and select the SearchServer Indexes
tab. Select the index, click Properties, and select the Log File tab.
For problems when setting up an index, you should also check the
Windows event log.
For problems when compressing an index, check the compression
log<index name>.LOGstored in the same folder as index files. To
view this log, open it in any text editor.
Disabled Search- If an indexed document is modified and the index is not updated
Term Highlighting (because the Indexer is not running), the document is displayed
without search-term highlighting (Viewer or HTML rendition).
Depending on the client application, the user may receive a warning
that highlighting is disabled. Advise your users that this condition will
disappear once the Indexer is restarted.
Users Unable to If the index has been reindexed and started, verify that the index is
Search selected in Server Manager on the DM Server that users are accessing.
See Full-Text Index for Library Users on page 17 for instructions.
Check the size of the DYX file (noted on the SearchServer Indexes tab
in Server Manager). If it is larger than a few hundred megabytes,
manually compress the index. If this happens frequently, or you notice
that searching and indexing are getting progressively slower, consider
setting up the Indexer to compress the index on a daily basis.
Problems with This can be indicated by a message stating that a network operation has
Shared Indexes failed. If the DM Server(s) is sharing an index located on an Indexer
server, verify that the network protocol and port defined on the Index
Properties dialog box are correct and that the port is unique on the
Indexer server.
Because the DM Servers that handle user requests act as clients to
SearchServer, the Open Text eDOCS DM Remote Indexer Server service
must be running on the Indexer server. This should happen
automatically, but if you have connection problems, verify that the
service is started:
1. On Windows Indexer servers, click
Start>Settings>Administrative Tools>Services.
2. Start the DOCSFusion SS Server service, if necessary.
No Such File or This message appears when the index location you have specified has
Directory not been set up. See Identifying the Index Location on page 66 for
instructions.
Unable to Save This message appears when you try to create a second shared index for
Index a library. A single library cannot have more than one shared index on
an Indexer server.
90 CHAPTER 2
Chapter
3
Document Access and Security
In This Chapter
91
An Overview of DM Security
All DM client-user requests for documents, folders, and searches are
handled by the DM Server service. When DM Server receives a user
request, it accesses the DM library and verifies that the users logon
credentials (user name and password) are those of a valid library
member. Then DM Server determines if the requested operation can be
carried out.
The DM Server accesses the library using the common SQL logon
account specified during library generation. Access to documents in
document servers is handled by the DM Server service account.
In general, user requests fall into three categories:
Searching for documents. If the user is a library member, his search
request will then be performed against documents in that library.
Operations on documents such as storage and retrieval. After verifying
that the user is a library member, DM Server checks the librarys
security information to verify that the user has rights to perform
the requested operation on the document. If such rights exist, DM
Server accesses the document server and performs the requested
operation.
The logon credentials can also be passed to the network operating
system to verify that the user has rights to network resources.
Access to Document Profiles. After verifying that the user is a library
member, DM Server checks the librarys security information to
verify that the user has rights to view or edit the profile and then
performs the operation.
To determine a users rights, the DM Server service checks these settings
in the library:
The documents or folders access-control list (ACL), which
is part of the Document Profile specifying who can access
the document and the operations they can perform. (ACL
security is sometimes called discretionary security.)
The permissions granted to the users primary group in the
library. (Security applied to members of a group is
sometimes called role-based security or exclusionary
security.)
92 CHAPTER 3
A users effective rights are a combination of his or her individual rights
on the documents ACL and the rights of his or her primary group.
Most group permissions do not overlap with the ACL rights, but in the
case of those that do, both the ACL and the group setting must be true
in order for the operation to be allowed. For example, if an ACL gives a
user rights to delete a document, but that users primary group is not
allowed to delete documents, he or she will not be allowed to delete the
document.
ACL Security The DM library maintains an ACL for every secured document, folder,
Quick Search, database import set, and document import set. (In the
interest of brevity, we will refer to all such objects as documents.) The
ACL designates the users and groups who are current trustees of the
document and the rights they are granted. A user cannot access a
document unless he or she is a current trustee and has the appropriate
rights.
It is not required that any document be secured. When an author
creates or edits a Document Profile, he or she has the option of either
leaving the document unsecured or restricting access to it. No ACL is
created for unsecured documents; they are fully accessible to all
members of the library whose primary group permissions permit
access.
To secure a document, the author begins by selecting Secure Document on
the Document Profile and then clicking Edit.
This brings up the Security page where the author can select groups and
users (trustees) who will have access to the document and can designate
their access rights.
For each user or group designated a Current Trustee, the author can allow
or deny the access rights listed on the right side of the Security page.
Note that the permission type Control Access refers to the ability to
change access rights to the document or its profile.
The Deny setting can be applied to rights for a group or for an individual
user. This setting is useful when the author wants to prevent a single
user from exercising a right granted to that users group (a situation
sometimes called exceptional security). If a right is denied to a group,
the Deny setting overrides any Allow setting for an individual user in the
group. So it is not possible to deny a right to a group and then allow the
same right to a user in the group.
AN OVERVIEW OF DM SECURITY 93
For a description of each access right, see the topic Access Rights
Templates and Options in the DM Webtop Help system.
Only users and groups who are specifically granted rights can access the
document or its profile. There is one exception to this, however. DM
automatically gives users whose primary group is
DOCS_SUPERVISORS full access to all documents in the library. This
is true even when DOCS_SUPERVISORS is not specifically added as a
trustee of a secured document on the documents ACL.
Primary Group A users group permissions are those set for his or her primary group.
Permissions Group permissions are specified in Library Maintenance by the DM
administrator and apply to access to all documents, regardless of the
ACL settings on a specific document.
Group security settings are controlled on the Features and Permissions
tabs in Library Maintenance>Group Maintenance.
94 CHAPTER 3
password to access DM Designer, the Activity Log Purge utility, and the
Add an External Library utility.
Oracle databases can have owner names other than DOCSADM. The
same guidelines apply to these owner accounts.
If you designate DOCSADM as the common logon account, any user
with privileges to run DM Designer can use this tool to make changes
to the database without first entering the DOCSADM password.
Because this may not be advisable in your organization, we recommend
you use a common logon account other than DOCSADM.
The Default Administrator Account
Every database engine has an administrator account that serves as the
superuser logon account. The administrator account can alter
database objects and shut down the database. You must provide the SA
password to access Login Control in Library Maintenance.
The administrator accounts and default passwords for the database
engines supported by DM are listed below. Since these accounts and
their passwords are commonly known, a database cannot be properly
secured until the password is changed. For instructions on changing
passwords, refer to your SQL vendors documentation.
Database Administrator Accounts
96 CHAPTER 3
Standalone: A FAT drive, such as D:, that does not have a
share name.
Note: We do not recommend the use of Standalone document servers for
sites implementing failover and load balancing, because the drive letter may
indicate a different drive to each server in the cluster.
NOS-Level Security If you cannot secure your document servers by restricting access to the
DM service accountfor example, if you are still supporting DOCS
Open users on the same document serverdocuments can be secured,
not only within the library, but at the NOS level as well. NOS-level
security means that when a document is secured in DM, the rights
assigned to the document apply regardless of whether the document is
accessed from a DM client or outside DM via an operating system
mechanism such as Windows Explorer. NOS-level security is available
on document servers running under:
Novell NetWare
Only users and groups with associated network aliases in the library
have rights to secure documents at the NOS level. Library users can be
created from existing network IDs during library generation or via
Library Maintenance>Synchronize.
Setting Up Users By default, all DM users are members of the DM library group account
DOCS_USERS.
a non-network user
or
a network user
Non-Network Users
Non-network users have no network aliases associated with their
DOCS_USERS account. Since they have no rights on the network, their
key to accessing documents on network document servers is an Attache
password. To log on to DM Server, all users must provide a user name
and password. For non-network users, the password must be the
Attache password for their DOCS_USERS account. The Attache
password is specified on the People dialog box in Library Maintenance
(DM Admin>Users and Groups>People.)
Non-network users are validated in the library only; they are not
authenticated against a network. However, this does not prevent non-
network users from accessing documents on the network. On the
contrary, they can access all documents to which they have rights on the
Document Profile. The access is handled through the DM Server
service account.
98 CHAPTER 3
Network Users
Network users have at least one network account aliased to their
DOCS_USERS account. When network users log on, DM Server
verifies that they are valid users of the library and then authenticates
them against the network resource.
It is permissible for network users to have an Attache password in
addition to one or more network passwords. Any valid password can be
used at logon. When a network user logs on with an Attache password,
the user is validated on the library only. Later, when that user requests
access to a document serverto view, read, write, or set trustees, for
exampleDM Server will ask for a network password in order to
authenticate him or her against the requested document server.
Note: The description of what happens during logon is somewhat abbreviated
here to give you a general overview of the differences between network and
non-network users. For a detailed explanation of the logon process for the
various clients and networks, see Logging On and Accessing Document
Servers on page 104.
100 CHAPTER 3
author apply. See the eDOCS DM Installation Guide for
instructions on using DSSA.
If your organization has multiple Windows document servers, you can
run the DSSA on some servers and the DSSS on others. If your server
has multiple shares, the shares can use different services.
Both security services are provided on the DM installation media. For
instructions on installing the DSSS or DSSA and setting up a document
server, see the eDOCS DM Installation Guide.
102 CHAPTER 3
DM Server must have access to the Unicode tables located in the
PUBLIC\NLS directory on the document server.
Setting Up Client If you are a NetWare-only organization, and your client users do not
Users in a have individual Windows network logons, the Client for Microsoft
NetWare-Only Networks must be installed on the users workstations. This is not
required for users who are accessing DM solely via their Web browsers;
Environment it is required for those using application integration and any of the DM
extensions.
To verify that the Client for Microsoft Networks is installed on all
client workstations:
1. On each workstation, open the Control Panel and double-
click the Network icon.
2. Select the Configuration tab and add the Client for Microsoft
Networking. You can keep the Primary Network Logon set for
the Novell NetWare Client, so that users will not be
prompted to log on to a Windows domain, but only onto
NetWare.
3. Reboot the workstation.
Information When users log on to DM, they are required to enter at least:
Required for a user name, which is the DOCS_USERS ID in the library.
Logons a password
The user can optionally enter a network name. See Use of the Network
Name in Logons on page 106 for an explanation of why the user would
want to do this.
Notes: Users have three chances to execute a valid logon. If the user name or
password is incorrect, after three logon attempts, the user will not be allowed to
try again. An event noting the logon failure will be posted in the Event Viewer.
Using this information, third-party integrators can modify the client application
to notify an administrator of a potential security violation.
Users accessing DM can be set up to logon automatically. See What Users See
When They Log On on page 107 for more information.
From the user name and password, DM Server determines whether:
the user has a valid DOCS_USERS account in the library.
(The library must be selected on the Libraries tab in Server
Manager. See Libraries Tab on page 15 for instructions.)
the user is a network user or a non-network user.
Then DM Server authenticates the user. There are two types of
authentication:
library authentication, which is the only method of
authentication possible for non-network users.
network authentication.
The authentication type depends on the password supplied by the user.
Note: Null passwords are not accepted by DM Server.
Library Authentication
Under library authentication, DM Server uses its own network
credentialsrather than the usersto access files on network
document servers:
Windows document servers: The DM Server service account
104 CHAPTER 3
NetWare document servers: The NetWare account set up in Server
Manager
Network Authentication
Network authentication occurs when the user supplies valid network
credentials at logonat a minimum, a network user name and
password. If the password supplied is not an Attache password, DM
Server assumes the user name and password are network logon
credentials. It compares the logon credentials against each of the users
network aliases in the library. When it finds a valid entry, DM Server
passes the logon credentials to the network for authentication. Only
one network authentication is performedfor the first match DM
Server findseven if the user has multiple network aliases matching
the user name/password.
Use of the In addition to the required user name and password, DM client users
Network Name in have the option of supplying a network name when they log on. Entry
Logons of a network name is not necessary unless the user has the same user
name and password on two or more networks.
If the user supplies a network name, DM Server passes his or her logon
credentials to the requested network for authentication of the user.
If the user does not supply a network name, DM Server proceeds with
the logon process described above.
106 CHAPTER 3
What Users See Users logging on to the DM client, including DM Webtop, DM
When They Log On Extensions, and integrated applications, are presented with a logon
request, the format of which may vary, depending on how the DM
administrator has set it up.
The user must enter a valid user ID and password to log on, and he
must also select the library. Entry of a network name is optional. If the
user selects Log into default library only, only the selected library will
be set for full-text searching. The entry of user logon credentials can be
automated:
Supply credentials one time; no logon requests for subsequent
logons. The first time a user logs on, he is presented with the logon
request and must enter his credentials, but he can opt to have
those credentials stored in the registry for future logons. If he
selects this option (Auto logon), he will not see the logon request
on subsequent logons; DM Server will obtain the credentials from
the registry.
No logon request appears; credentials obtained from network
logon. If the user is already logged on to the network, he will not
see a logon request. Instead, DM Server will obtain his logon
credentials from his network logon.
The logon methods are configurable with two options in Library
Maintenance>Allow Auto Logon and Accept User-Supplied Identification.
If set to no, the user will not see the logon request and DM Server
obtains the logon credentials from his network logon.
If this option is set to yes, the logon request appears with the Auto
Logon check box enabled, giving users the ability to have their
credentials stored in the registry for future use.
108 CHAPTER 3
Generic and Standalone Document Servers
For both network and non-network users, DM Server uses its service
account to access the document server for the user. Security is based on
the access defined in the documents profile in the library.
When you enable single sign-on for a user, DM will attempt to log on
the user following this process:
This changes the SQL server connection from using the mixed mode
common logon (DOCSADM or DOCSUSER) to use the current
logged on Windows user (DOMAIN\FusionAdmin).
You must add the network user accounts to the SQL server to allow
the domain users to connect to the SQL server. The domain user
logons are not added to the SQL server by using the DM Admin tools.
If user accounts have not been added to the SQL server, a ***TRUSTED***
line appears in the logon dialog box for the Windows Administration
tools when users try to connect; entering a valid common logon such
as DOCSADM will not allow a connection to the database.
112 CHAPTER 3
Although rerunning Library Generator on the library will reinsert the
USERNAME and PASSWORD sections in the pcdocs.ini file, the DM server
will continue to connect through Windows authentication when the
TrustedConnection setting is enabled. After running Library Generator,
you must reset this pcdocs.ini file setting.
You can configure each library to run either mixed mode (common
logon) or to use Windows authentication, so it is possable to run both
connection types to different libraries from the same DM server.
Changing Database When you create a database, you can select the Trusted Connection check
Access from Trusted box when you generate the DM library in Library Generator.
Connection However, there is no configuration user interface to revert to the other
database login method. When you create a library you must supply
the DM Admin user name so that the database objects can be created
and an operational login (Common SQL Login), which is used by
DM Server and the Server Admin Tools to access the newly created
database; this information is stored in the pcdocs.ini file.
The following procedure is for altering the operational login in the
pcdocs.ini file because the DM Admin user is only used once for the
creation of database objects.
The user DOCSUSER can be replaced with a database user of your
choice.
In Microsoft SQL Server:
1. Create the new user login if it doesn't already exist. You
can run this command if it already exists:
CREATE LOGIN [DOCSUSER] WITH
PASSWORD='your password'
GO
2. Add the DOCS_USERS role if it doesn't already exist. You
can run this command if it already exists
USE [librarydbname]
GO
sp_addrole [DOCS_USERS]
3. Add the DOCSUSER to the database.
USE [librarydbname]
GO
sp_adduser DOCSUSER,DOCUSER,DOCS_USERS
USING MIXED AND WINDOWS AUTHENTICATION FOR SQL SERVER AUTHENTICATION 113
GO
sp_grantdbaccess DOCSUSER
GO
Grant all to DOCSUSER
GO
4. Edit the pcdocs.ini file (run as Administrator rights
required). For example:
[Library Trusted]
Vendor=3
Database=Trusted
Owner=
Location=localhost
TrustedConnection=yes
Remove or comment out Trusted Connection=yes
and add UserName=DOCSUSER (or DOCSADM). See the
example below.
[Library Trusted]
Vendor=3
Database=Trusted
Owner=
Location=localhost
;TrustedConnection=yes
UserName=DOCSUSER
5. Change the Primary Library to your library name (if it
isn't already).
6. Save the pcdocs.ini file.
7. Start Library Maintenance. When the message appears
stating that the login failed, press OK.
8. You are prompted to enter the DOCSUSER password;
enter the password and press OK.
9. Edit the pcdocs.ini file again and copy the encrypted
password into your copy/paste buffer.
10. Update the REMOTE_LIBRARIES table with the new user
name and password.
Use [LibraryDBName]
GO
UPDATE DOCSADM.REMOTE_LIBRARIES SET
LIB_LOGIN_NAME='DOCSUSER',
SQL_PASSWORD='paste in your ENCRYPTED
password here' WHERE SYSTEM_ID = 0
USING MIXED AND WINDOWS AUTHENTICATION FOR SQL SERVER AUTHENTICATION 115
Chapter
4
Failover and Load Balancing
on Multiple DM Servers
In This Chapter
117
About Failover and Load Balancing
If your organization employs multiple DM Servers, you can connect
them in a cluster to implement failover and load balancing (FOLB) of
requests from DM client users. A cluster is a group of DM Servers on
the same network serving the same set of libraries.
Note: For the purposes of this discussion on FOLB, the term DM client
refers to the DM Webtop Server and end-users of integrated applications and
DM extensions. Requests from DM Webtop users are handled by the DM
Webtop Server and do not go directly to the DM Server cluster.
Failover The failover feature automatically switches DM client users from one
DM Server to another in the cluster if the initial server fails for any
reason. You have the option of implementing the failover capability
alone or integrating it with the load-balancing capability. The failover
feature provides a high degree of fault tolerance to the cluster of DM
Servers. Typically, only the last user request will need to be resubmitted
in the event of a server failure.
Load Balancing The load-balancing feature distributes users requests among the
servers in the cluster so that the load of user calls is distributed relatively
evenly. You can choose from two load-balancing methods: round robin
and CPU utilization.
Under the round-robin method, user requests are assigned
in rotation among the servers in the cluster.
Under the CPU utilization method, each DM client polls
the DM Servers to find one with less than 75 percent CPU
utilization and sends the request to that machine.
FOLB gives you the ability to scale DM deployment as your user load
increases, with minimal administrative effort and minimum
interaction on the DM client side. The only interaction necessary is
when you have changed the FOLB settings and want them to take effect
on the clients:
The IIS Admin Service on the DM Web Server must be
stopped and restarted or the DM Web Server must be
rebooted.
Workstations using application integration or DM
Extensions must be rebooted.
118 CHAPTER 4
All FOLB administration is performed on the DM Server side through
Server Manager. For example, when a change is made to the server
listsuch as the addition of a new DM ServerDM clients
dynamically obtain the updated list and start using the new server.
The date and time setting of each server must be roughly the
same. That is, they should be within a few minutes of each
other, at a minimum.
120 CHAPTER 4
To define a server list:
1. On a server in the cluster, run Server Manager and click the
FOLB Settings tab. The name of the server appears in the
Known Servers list.
2. In the Enter New Server field, type the name of another server
in the cluster and click Add. Its name will appear in the
Known Servers list.
3. Repeat step 2 for all servers in the cluster.
To remove a server from the list, select the server and click
Delete. The Clear All button removes all server names from
the list.
4. When the Known Servers list is correct, click Apply to record
the new server list. The server names are ordered
alphabetically.
122 CHAPTER 4
probably not synchronized with the server where the propagation is
being done. If this happens:
1. Verify that all machines in the cluster are running and that
the DM Server service is started on all of them.
2. On the machine with the newer list, run Server Manager
and create a server list as you did on the first server.
3. Click Propagate Now as described above. DM Server creates a
new server list and propagates it to the other servers.
Note: The Propagating New Server List dialog box also has a Propagate Manually
button, which closes the dialog box without propagating the server list. If you
choose this option, you can either return to the dialog box later and select
Propagate Now or you can manually enter the server list on each member of the
cluster. However, we do not recommend manually entering the names because of
the possibility of typographical errors.
When DM client users log on to DM Server, they access the first server
in the clusters server list to obtain their server-list updates. Server lists
are ordered alphabetically, so the server at the top of the list will be
accessed, even if propagation was performed at another server.
124 CHAPTER 4
To select the load balancing method, go to the FOLB Settings tab in Server
Manager. See Selecting FOLB Client Parameters on page 40 for
instructions.
Polling Options
If a server in the cluster goes down for any reason, and a client sends a
request to that server, the transaction will time out. The user will
experience a delay and, after the transaction times out, the user will
have to resubmit the request. The likelihood of such delays in
processing can be reduced by having clients poll the DM Servers to
verify which members of the cluster are online and ready to accept
requests. Then requests can be sent only to the servers that are up and
running.
The DM administrator controls the interval at which polling occurs.
(This interval setting also applies to polling performed under the CPU-
utilization method of load balancing.) The default is every 10 seconds,
but we recommend you experiment to determine the appropriate
polling interval for your system.
There are three polling options:
Poll Failed Servers. If a client sends a transaction to an offline DM
Server, the DM Server is effectively suspended from the clients
server list until it comes back up. The client will poll the DM
Server at the designated intervals to determine if it has returned to
service, but until that time, no transactions will be sent. Polling
ceases once all offline servers are online again.
Poll All Servers. At the designated intervals, clients poll all DM Servers in
the cluster to confirm they are online. Offline servers are
effectively suspended from each clients server list until they come
back up. This polling option has the advantage of suspending an
offline server from the clients server list before it sends a request,
preventing delays in the processing of transactions. It tends to
increase network traffic, but you can minimize this effect by
temporarily removing offline servers from the server list.
Do Not Poll Servers. Clients will not poll DM Servers. If a server is unable
to process a transaction, it is removed from a clients server list.
When it comes back online, it is not returned to the server list, as
126 CHAPTER 4
Chapter
5
Generating Previews of Stored
Documents
In This Chapter
127
About Document Previews
DM gives users the option of displaying short previews of documents.
This feature saves document-retrieval time and helps users quickly
determine if a document is the one they want.
Word Processing The preview displays the first 6000 characters of the document.
Formats
Presentation and The first slide or chart is displayed in a reduced format (300- to 400-
Chart Formats pixels wide). Examples of this type of format are PowerPoint and the
chart format of Microsoft Excel.
Spreadsheet The preview displays the first 6000 characters of the document.
Formats
128 CHAPTER 5
Start preview generation for the library. This is done on DM
Servers Document Preview tab in Server Manager. See
Document Previews Tab on page 33 for instructions. By
default, preview generation is set to manual, which means
that preview generation must be started manually by the
DM administrator.
Allow users to see previews by enabling the Allow Preview
option on DM Web Servers DM Admin tab under Library
Parameters>System Parameters>Default. See the Allow Preview
option in Chapter 6 for more information.
Previews are stored on the document server as an attachment to the
original document. The label of all previews is PR1. When a document
is updated, its preview is also updated.
A dedicated DM Server is not needed to support the preview-
generation process.
2
Library and DM Web Server
Administration
In This Section
131
Chapter
6
Library Parameter Settings
In This Chapter
133
Setting System Parameters
When you click the DM Admin tab on the DM Webtop toolbar, the Library
Parameters>System Parameters page appears.:
134 CHAPTER 6
Preferences: Displays the Preferences page. This page sets the
control parameters. See Setting System Preferences on
page 149.
Below the links to the other System Parameters pages, there are two
buttons:
Save: Save changed data to the database and reload the current
page.
Restore: Reloads current page and restores data from the database.
Setting Default The following fields allow you to change certain system parameters:
Permissions Document Path Template: Allows you to define the document
storage directory structure. This field is required. The
maximum length is 100 characters. The default value of this
field is:
%LIBRARY_NAME\%AUTHOR.USER_ID
where %LIBRARY_NAME is the directory named for the
library, and%AUTHOR.USER_ID is a variable representing
the short name of the author of the document.
Documents must be filed using a hierarchy based on one or
more Document Profile fields. Any profile fields can be
included as path variables. A variable is specified with a
leading % and the SQL path of a field. If you are not sure
about the SQL path syntax, use DM Designer to check a
particular field's SQL path. The following are examples of
path template variables:
%AUTHOR.USER_ID
%DOCUMENTTYPE.TYPE_ID
%TYPIST.USER_ID
%APPLICATION.APPLICATION
The variable%LIBRARY_NAME is a special variable
representing the library in which the document resides. File
names, consisting of the document number and version
specification, are automatically added when documents are
saved.
Note: Keep in mind that a subdirectory can be created for each unique value
found in the Profile Library. The more subdirectories created, the slower your
file server can become. We suggest using %AUTHOR.USER_ID because
documents are easily located, and a moderate number of subdirectories are
136 CHAPTER 6
on the specified target document server based on the value
in the Profile field. In Document Type Maintenance, each
different defined Type can be stored on a particular server.
This feature is useful for load balancing purposes. The
maximum length is 18 characters.
Default Deployment Package: You can use the Table Lookup
button (...) for a listing of valid entries. Maximum length is
16 characters.
Setting System Click the Features link to display the Features page.
Features The three buttons below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving any
of your changes.
The following fields allow you to set certain system features:
Secure Documents at Network Level: Select this option to have
documents secured at the NOS level. Clear it to have
documents secured only at the database level.
Accept User-Supplied Identification: If selected, users will be
prompted to enter user names and passwords for the Win
Admin Utilities. In addition, this feature can be used in
conjunction with the Allow Auto Logon settings on the DM
Webtop Parameters, Library Parameters Defaults, and
Groups Features pages. Refer to Allow Auto Logon on the
Library Parameters Defaults and Groups Features pages for
more information.
Important: The user name and password needed here is different than the one
needed to log on to DM. The user name should be your 'short name' specified
in the PEOPLE table and the password will be pulled from the Attache
Password specified in the PEOPLE table. If there is no Attache Password then
your password will be blank. Refer to Maintaining User Listings on page 159.
Note: To disable single sign-on the DM administrator must remove "Allow Auto
Logon" from the group or whole library OR add "Accept User-Supplied
Identification to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
Setting System Click the Defaults link to display the Defaults page.
Default Values
The three buttons below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving your
changes.
The following fields allow you to set certain system default values:
138 CHAPTER 6
Allow Copy of In-Use Documents: Select this option to allow
users to retrieve a copy of a document if the document is in
use when they try to retrieve it.
Allow Check-in of Others' Docs: Select this option to allow
another user to check in a document that was checked out
by another user. Members of the group
DOCS_SUPERVISORS can always check in documents
regardless of the setting of this field.
Create/Edit Template Documents: Clear this option to prevent
users from overwriting DM Webtop Template documents.
Template documents are usually standard forms or
boilerplates used by users to create finished documents.
Allow Users to Delete Documents: Select this option to allow
users to delete all traces of a document (the profile, content,
versions, attachments, history, and full-text references) from
the system. Users will then have access to the Delete
Document option.
Allow Users to Delete Content: Select this option to allow users
to delete only the content of a document (document text,
versions, attachments, and full-text references) leaving the
profile and the history records in tact. Users will then have
access to the Delete Content option.
Allow Users to Queue for Deletion: Select this option to allow
users to queue documents for deletion using the menu
option Queue for Deletion on the Document menu. The Queue
for Deletion menu option sets the Document Type to Deleted
and the retention days to 0.
Profile Level Security : Select this option to prevent users from
viewing or searching the profiles of secured documents. If
cleared, users will see all documents in a search results list
regardless of the security. All Library security will still be
enforced. Users will only be able to view profiles and
documents if they have the appropriate rights.
Allow Save to Remote Library : Select this option allowing users
to save documents to Remote Libraries.
Note: If this option affects all documents including e-mail. For example, if an
email message is dragged from the Inbox into a folder that is not in the users
logon libray, and the user does not have "Save to Remote Libraries" permission
then the email will be saved to the users logon library and linked to the folder.
140 CHAPTER 6
Allow modify user settings: If you set this option to Yes, your
users will be able to modify settings in their My Options
pages.
Setting System Click the Permissions link to display the Permissions page.
Permissions The Permissions page contains permissions for system level settings
(which can be overridden on the Group level using the Group Permissions
tab). The three buttons below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving your
changes.
The following fields allow you to set certain system features:
Can Create Folders: Select this option so users can create
folders.
Can Create/Remove Public Folders: Select this option to allow
users to create and remove public folders.
Can Create Related Item: Select this option to allow users to
create relations between objects.
Can Show Related Item: Select this option for users to show
existing relations between objects.
Can Remove Related Item: Select this option to allow your
users to remove relationships between objects.
Allowing Access to Click the Utilities link to display the Utilities page.
DM Utilities The Utilities page sets the default access to the various DM utilities.
This page allows editing options for system level settings. These settings
can be overridden at the group level using the Group Utilities tab. The
following buttons are available:
Save: Saves data in the database and returns to the System
Parameters page.
142 CHAPTER 6
Restore: Reloads the page and restores data from the database.
The following fields allow you to set the default permission for each
utility listed:
Specifying Version Click the Versions link to display the Versions page.
Control Options The Versions page shows the current version handling parameters. This
page allows editing options for system settings. These settings can be
overridden at the group level using the Group Versions tab (see
Configuring Group Version Control on page 170. The three buttons
below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving any
of your changes.
144 CHAPTER 6
The following fields allow you to set certain system version control
features:
Edit Previous Versions: Selecting this option allows users to
edit older versions of documents. Clearing it forces users to
save the edited older version as a new document, a new
version, or a sub-version. This preserves the historical
record of changes since only sub-versions can be made from
the older versions. The major versions may not be modified
once the next major version is saved.
Make New Version from Any Version: Selecting this option
allows users to save changes to a previous version as a new
major version. For example, if the last major version of a
document is 5, the user could retrieve version 2 and save it
as the new major version 6. The original version 2 would
remain. This is especially helpful if the original version 2
had sub-versions, and the user wanted to create a new edit
trail.
Visit Author Requesting Edit: When a new document version is
created, the Author Requesting the Edits is displayed. The
value is taken from the Author profile field. Select this
option if you want to allow users to edit this field.
Visit Entered By: When a new document version is created,
the user who made the edits is also displayed. The value is
taken from the user's logon ID. Select this option to allow
users to edit this field.
Always Display Version Selection List: When a user opens a
multiple-version document from within an application, a
Version Selection list is always displayed. Select this option to
have the Version Selection list display even if only one version
of the document exists.
Multiple Published Versions: Select this option to allow using
multiple published versions.
If you set this option and a user selects multiple versions to
publish and a document or documents are already
published, the following message is displayed: Do you want
to set the Last Recently Edited version of the selected
document (or documents) as published and set the
currently published versions, if any, as read-only? Click Yes
to publish the Last Recently Edited Version. The previously
Setting Attache Click the Attache link to display the Attache page.
Options The Attache page sets the values for the Attache parameters. This page
allows editing options for system level settings; these can be overridden
146 CHAPTER 6
at the group level using the Group Attache tab. The three buttons below
the tabs are:
Save: Save changed data to the database and return to the
System Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving
your changes.
The following fields allow you to set certain system features:
Shadow Files to Local Drive: Select this option to have DM
Webtop save each document to the local drive as well as the
document server. If the shadowed file is edited, the time
stamp of both the network and shadowed files are
synchronized to the document server's clock upon closing
the document. When opening a document, DM Webtop
will retrieve the document from the local drive only when
the time stamps are identical, indicating that the person
retrieving the document was the last one to edit it. Since
shadowed documents are often retrieved from the local
drive, network traffic is reduced. If the local time stamp is
newer, a box appears alerting the user to select either the
network or local copy. If the network copy is newer, the
network copy is retrieved.
Shadow Secured Documents: This option is disabled if the
Shadow Files to Local Drive option is cleared. Select this option
to have DM Webtop shadow your secured documents to a
local drive.
Note: If you do select this option, DM Webtop cannot limit access to
documents shadowed to the local drive.
Cleanup Options
Force Cleanup of Shadowed Documents: Select this option to
have DM automatically purge shadowed documents from
the local drive. Documents that are older than the Minimum
Age For Delete option are deleted each time you start DM
Webtop. For shadowed documents, which do not have
corresponding profiles in the Unplugged Library, DM
Webtop starts with the first variable directory in the Shadow
Path Template and deletes all files and directories from that
level down. Creating directories in the shadow directory
structure is not recommended for this reason.
Minimum Age For Delete (Days): This field is disabled if the
Force Cleanup of Shadowed Documents option is cleared. Enter
the minimum number of days you want documents to
remain on the local drive without being edited before being
deleted. May be a number in the range 0 - 99999.
Minimum Local Disk Space (MB): Enter the minimum allowed
disk space on the local drive before shadowed documents
are purged. If the Force Cleanup of Shadowed Documents
option is selected, the purge will be run automatically. If it is
cleared, the user will be notified with a message that they
should purge shadowed documents. May be a number in
the range 0 - 99999. The default value is 5 MB.
148 CHAPTER 6
Setting System Click the Preferences link to display the Preferences page.
Preferences The Preferences page allows you to set the date and time formats, page's
layout and default viewer. These settings can be overridden at the
Group level using the Group Preferences page.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the System
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving your
changes.
The following fields allow you to set certain system features:
Date Format: Select one of the following formats: M/D/Y, D/
M/Y, D.M.Y, Y/M/D, or Y-M-D.
Time Format: Select either: H:M or H:M:S.
Default Items per Page: The field specifies the maximum
number of items displayed on any single search results page
(the range is 1 - 10000).
Default Maximum Pages: The field specifies the maximum
number of search results pages returned for any one search
operation (the range is 1 - 10000).
Default Viewer: Specifies the default viewer for viewing
documents on the web.
Editing Document If you click an existing Document Server listing or the Edit or Copy
Server Settings buttons, the Document Server Maintenance page appears.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Document Servers page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Document Servers page without saving your
changes.
The following fields allow you to set certain document server features:
Physical Location: Specify the physical location of the
document server. Maximum length is 64 characters.
150 CHAPTER 6
Operating System: Allows you to select the operating system
installed on the document server. This may be one of:
Standalone
Generic
NetWare NDS
DSSS on NTFS (Document Server Security Service)
DSSA on NTFS (Document Server Sentry Agent)
Enterprise Library Server
Livelink
Centera
With eDOCS DM, the Generic option provides easy
configuration and can be secured to the DM Service
Account only. By only giving the DM Service Account access
to the Generic share, file security is ensured.
If your site requires file level security, you may use
Document Server Security Service (DSSS) to apply and
maintain the document ACL on the physical file on the
Document Server.
Document Server Sentry Agent (DSSA) adds an additional
level of security as only the specified Domain Admin
account can assess documents. If no legacy DOCS Open
clients exist in your environment, setting up a Generic
document server with exclusive access for the DM Service
Account achieves the same level of file security.
Both DSSS and DSSA must be installed on Windows NTFS
volumes.
Media Type: Select one of the available media types - Online,
Optical, or Jukebox. For the DSSA on NT Server operating
system this option is not available.
Read Only : Select this option if you wish to use the document
server in read-only mode. By default, this option is cleared.
Once you define a read-only server, you can select the read-
only server and define which versions are moved when a
document is made read-only in Library Maintenances
File>Set Read Only Server function. See the Library
Maintenance guide or help system for instructions.
Using the .pea File for EMC Centera Read-Only Document Servers (DM-Y
You can specify the location of the .pea file, which is used for EMC
Centera read-only document servers. Following are instructions for
doing this in DM Webtop; however, you can also perform these steps in
Library Maintenance.
To specify the .pea file location:
1. In DM Webtop, click DM Admin>Library Parameters>Document
Servers.
2. Click the Centera document server.
3. In the Physical Location field, type the IP address and the
location of the .pea file in the following format:
128.221.200.60?C:\\CenteraPEA\\us2_profile2_rdqe
cw.pea
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Various .pea files are available at http://www.EMC.com. Consult this
web site for definitions to the permission and rights of the .pea files.
You can also obtain IP addresses for public test Centera servers from the
EMC web site.
Editing Remote Click an existing Remote Library link or the Edit or Copy button to display
Library Settings the Remote Library Maintenance page.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Remote
Libraries page.
Restore: Reload the page and restore data from the database.
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Library Group: This option allows you to set groups of
libraries for searching. If you want to group libraries, type a
name in this field. Use the same name in this field for other
Remote Libraries to include the other libraries in this group.
The maximum length is 10 characters.
Owner: This option is used to support multiple DM libraries
on a single Oracle instance. When adding an Oracle library
as a remote library, you must enter the Owner name that
you entered when you ran the Library Generator tool
against the Oracle library. The maximum length is 80
characters.
Using the Term Click an existing term link or click the Edit or Copy icon to display the
Maintenance Page Term Maintenance page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Terminology page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Terminology page without saving your
changes.
The following fields allow you to set term values:
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Chapter
7
User and Group Settings
In This Chapter
The User and Group settings pages allow you to add, modify and
remove individual users and groups. To access this feature, log on to
DM Webtop, select the DM Admin tab, then the Users and Groups tab.
157
Listing Current Users
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Adding User To add a user account to DM in DM Webtop:
Accounts to DM 1. Click the DM Admin tab.
2. Click the Users and Groups tab.
3. Click the Add icon.
4. Complete the fields described in User Account Information
below.
5. Click Save.
Maintaining User Click an existing user entry to display the People Maintenance page for
Listings that person (or click the Edit button). This page allows you to set certain
user values. There are two sub-tabs available:
Network Aliases: Allows you to add aliases for this user. Refer to
Configuring Network Aliases on page 160.
Group Access: The current groups this person belongs to. Refer to
Setting Group Access for Users on page 161.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the People
page.
Restore: Reload the page and restore data from the database.
Short Name: Enter the user name the user will enter when
filling out Document Profiles. This is usually a shortened
form of the Network Alias.
Allow Login: Clear this option to prevent the user from
logging on to DM Webtop.
Attache Password: The password for this user. The value in
this field is masked as you type it.
Configuring Click the Network Aliases link on the People Maintenance page to display
Network Aliases the Network Aliases page. The Network Aliases page allows you to add
network aliases to DM Library users. Expand the Listed Network entry by
selecting an entry in the Network list and clicking Load Network. Highlight
the Network Resource for which you want to create an alias and click the
>> button to move that entry to the Library Users list.
To remove an alias, select the defined alias in the Library Users list and
click the << button. You will be prompted to confirm that you want to
remove this alias. Click OK.
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When you have finished working with Aliases, click Close to return to
the People Maintenance page for this group.
Setting Group Click the Group Access link on the People Maintenance page to display
Access for Users the Group Access page. The Group Access page shows the current
groups this person belongs to. This page allows adding and removing
the user to and from groups. The three buttons below the tabs are:
Save: Save changed data to the database and return to the People
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the People Maintenance page without saving
your changes.
Below the buttons, you have two list boxes:
Member of: The list box showing the current groups this user
belongs to. Use the Select All or Clear selection buttons below
this box to highlight all or none of the current entries.
Non-Member of: Other groups to which this person can be
added. Use the Select All or Clear selection buttons below this
box to highlight all or none of the current entries.
<< : Adds groups to the Member of list. To add this person to a
group, highlight groups in the Non-Member of list and click
this button. When clicked, the group is added to the Member
of list. Use the CTRL key to select multiple entries.
>> : Removes this person from the group selected in the
Member of list. To remove this person from a group,
highlight the entries in the Member of list and click this
button. When clicked, the user is removed from the selected
group or groups. Use the CTRL key to select multiple entries.
When you finish changing this user's group memberships, click Save to
complete the process.
Managing Groups
If you click the Groups tab, the default page is the list of current groups.:
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Search: Begin searching for groups which satisfy the criteria.
Add: Open the Group Maintenance page to add a new group.
The list shows the current groups matching the filter criteria.
Group ID: This column contains links for editing groups.
Group Name: This column displays full names of the groups.
Edit: Open the Group Maintenance page for editing an
existing group.
Copy : Open the Group Maintenance page to add a new
group. All fields for the new group are filled from the
selected existing group.
Adding or The Group Maintenance page appears when you click the name of an
Maintaining Group existing group. This page allows you to set up the parameters for a
Listings group. Below the tabs are links to the following pages:
Features: This page allows you to set the basic settings for this
group. This page is discussed in Setting Group Features on
page 164.
Permissions: Use the settings on this page to set the permissions for
members of this group. This page is discussed in Setting Group
Permissions on page 167.
Utilities: This page provides group members with access to certain
utilities. This page is discussed in Adding Group Access to
Utilities on page 168.
Versions: The settings on this page provide group members with
version rights. This page is discussed in Configuring Group
Version Control on page 170.
Members: Add or remove members from this group. This page is
discussed in Adding Members to Groups on page 172.
Forms: Assign DM Webtop forms and default field values for the
members of the current group. This page is discussed in Setting
Default Forms for Groups on page 173.
Aliases: Add network aliases to this group. This page is discussed in
Setting Up Group Aliases on page 177.
Attache: Set the values for the various Attache features. This page is
discussed in Attache for Groups on page 177.
Save: Save changed data to the database and return to the Groups
page.
Restore: Reload the page and restore data from the database.
Setting Group Click the Features link on the Group Maintenance page to display the
Features Group Features page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
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Profile Level Security : Prevent users from viewing or searching
the profiles of secured documents. If you do not select this
option, users can see all documents in a search results list
regardless of the security. All Library security is enforced:
users will only be able to view profiles and documents if
they have the appropriate rights.
Note: To disable single sign-on the DM administrator must remove Allow Auto
Logon from the group or whole library OR add Accept User-Supplied
Identification to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
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Setting Group Click the Permissions link on the Group Maintenance page to display the
Permissions Group Permissions page. The Group Permissions page contains
permissions for group level settings (which override the System level
settings in the System Parameters Permissions tab).
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group permissions. If you
select Default, the System setting for that feature will apply to this
group:
Allow modify user settings: Determines if a user is allowed to
change their DM Webtop settings via the user Options page.
Can Create/Remove Public Folders: Select this option to allow
users to create and remove public folders.
Can Create Related Item: Select this option to allow users to
create relations between documents.
Can Show Related Item: Select this option for users to show
relations.
Can Remove Related Item: Select this option so that users can
remove relationships between documents.
Allow Document Checkout: Indicate Yes to allow group
members to check out documents.
Allow Copy of In-Use Documents: Allow users to retrieve a copy
of a document if the document is in use or checked out
when they try to retrieve it.
Allow Checkin of Others' Docs: Allow a user to check in a
document that was checked out by a different user. DM
administrators can always check in documents regardless of
the setting of this field.
Create/Edit Template Documents: Allow users to set up or edit
DM Template documents. Template documents are usually
standard forms or boilerplates used by users to create
finished documents.
Adding Group Click the Utilities link on the Group Maintenance page to display the
Access to Utilities Group Utilities page. The Utilities page sets the group access to the
various DM utilities. This page allows editing options which override
the system level settings (set in the System Parameters Utilities tab). The
following buttons are available:
Save: Saves data in the database and returns to the Group
Maintenance page.
Restore: Reloads the page and restores data from the database.
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Cancel: Returns to the Group Maintenance page without saving
your changes.
The following fields allow you to set the group permission for each
utility. If you leave the setting at Default, the system-level setting will
apply to this group.
Run Database Import Utility: Select this option to allow users
to run the Database Import Utility, thereby performing
mass imports to DM databases.
Run Document Import: Select this option to allow users to run
Document Import, a utility that enables the mass import of
documents into DM.
Run DM Admin: Select this option to allow users to have access
to the DM Admin pages. Allow users to run Library
Maintenance or the DM Administration Tools from DM,
giving access to view all setup options. You must set this
option to Yes for users to be able to access the Manage
Library Parameters, Manage Users and Groups, Manage
Validation Tables, Manage Index and Profile Parameters,
and Manage DM Webtop options.
Manage Library Parameters: Select this option to give users
access to the System Parameters portion of the DM Admin
pages. (Group members must also have the Run DM Admin
permission granted.)
Manage Users and Groups: Select this option to allow users to
set up or modify users and groups in the Users and Groups
portions of the DM Admin pages. (Group members must
also have the Run DM Admin permission granted.)
Manage Index and Profile Parameters: Select this option to
allow users to access the Index and Profile Parameters in the
DM Admin pages. (Group members must also have the Run
DM Admin permission granted.)
Manage DM Webtop: Select this option to allow users to
manage DM Webtop. (Group members must also have the
Run DM Admin permission granted.)
Manage Validation Tables: Select this option to allow users to
edit Validation Tables (such as the Document Types,
Applications, etc.) in the Library Maintenance utility.
(Group members must also have the Run DM Admin
permission granted.)
Configuring Group Click the Versions link on the Group Maintenance page to display the
Version Control Group Versions page. The Group Versions page shows the current
version handling parameters for this group. This page allows editing
options which override the system settings (from the System Parameters
Versions tab). The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group features. If you leave
the setting at Default, the system-level setting will apply to this group.
Edit Previous Versions: Selecting this option allows users to
edit older versions of documents. Clearing it forces users to
save the edited older version as a new document, a new
version, or a sub-version. This preserves the historical
record of changes since only sub-versions can be made from
the older versions. The major versions may not be modified
once the next major version is saved.
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Make New Version from Any Version: Selecting this option
allows users to save changes to a previous version as a new
major version. For example, if the last major version of a
document is 5, the user could retrieve version 2 and save it
as the new major version 6. The original version 2 would
remain. This is especially helpful if the original version 2
had sub-versions, and the user wanted to create a new edit
trail.
Adding Members Click the Members link on the Group Maintenance page to display the
to Groups Group Members page. The Group Members page shows the current
members of this group. This page allows adding and removing group
members. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The available users are shown in the two lists:
Current Members: The list box showing the existing group
members. Use the Select All or Clear selection buttons below
this box to highlight all or none of the current entries.
Non-Members: The other users who can be added to this
group. Use the Select All or Clear selection buttons below this
box to highlight all or none of the current entries.
Use the following two controls to move users from one list to the other:
<<: Adds users to the Library Groups pane. To add users,
highlight entries in the Non-Members pane and click this
button. When clicked the user is added to the Current
Members pane. Use the CTRL key to select multiple entries.
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>> : Removes users from the Current Members pane. To
remove a user, highlight the entries in the Current Members
pane and click this button. When clicked the user is
removed from the Current Members pane. Use the CTRL key to
select multiple entries.
When you finish moving users between the Current Members and Non-
Members panes, click Save to complete the process.
Setting Default Click the Forms link on the Group Maintenance page to display the
Forms for Groups Group Forms page.
This page allows you to set up the form defaults for a group. DM allows
you to define multiple Profile Entry and Search Forms for your users.
Using DM Designer, you can create a variety of forms to be used by
different groups and with different applications. If you choose to use
only one Profile Entry and one Search Form, you will use Forms
Selection to enter the names of your forms. The tabs are links to the
following pages:
Group Master Form on page 174
Group Paper Form on page 175
Group Profile Search Form on page 175
Group Quick Retrieve Form on page 176
Group Applications Forms on page 176
The button below the tabs is:
Cancel: Return to the Groups page without saving any changes.
If you choose to use multiple forms, you can define which Profile Entry,
Profile Search, and Quick Retrieve forms the members of this group
have access to and to define form default values. You must define for the
members of this group a primary Profile Entry form, a paper form for
paper documents, and default field values for the group's Profile Entry
forms. Other Profile Entry forms can be set up by application. You must
also define Profile Search forms to correspond to each of your Profile
Entry forms.
When multiple forms are available to a user, the user is prompted with
a list of form options from which to choose. If none are defined for that
application, or if the user does not have access to the form being called,
Group Master Form The Group Forms page is the default page displayed when you click the
Forms link from the Group Maintenance page. The button below the
tabs is:
This is the master Profile Entry form, and only the GROUP_DEF
form is available. If all of your Profile Entry forms do not share the same
fields, you must load this form in DM Designer and add to it every field
you include in any Profile Entry form. When groups are using different
profile forms with different foreign key fields, it is important that no
foreign keys are left NULL when they are not used on one of the forms.
For example, suppose you have two groups, Legal and Accounting. The
Legal forms use Case/File and Accounting uses Section/Group. In this
situation, each group would leave a NULL value in the database if not
added to the GROUP_DEF form in DM Designer. To correct this
situation, using DM Designer, you would have to add Case, File,
Section, and Group to the GROUP_DEF Master form.
Click the GROUP_DEF form to enter default values for Profile Entry
form fields for the active group. When you click the Defaults button, a
blank version of the GROUP_DEF form is displayed. Enter the default
Profile Entry field values for this group. All required fields in a Parent-
Child relationship such as Case and File must have default values
entered. Using the above example (assuming there is a parent-child
relationship), for the Accounting group, you must enter a value for
Case and File. For the Legal group, you must enter a value for Section
and Group. You will not be able to assign security defaults to the master
form. Security defaults can be added to the Primary and Application-
specific profile forms and to the personal profile defaults in DM
Webtop.
Note: If you set up Profile Entry forms by application, you will be able to enter
default field values for those forms. The values entered in the application
Profile Entry forms will override the values entered in GROUP_DEF. Users will
be able to edit any of these values when filling out Profile Entry forms, but they
will not be allowed to leave any of the fields blank. The user's entries will
override both the Application form default values and the GROUP_DEF values.
If the user does not enter a value, the Group default will be used.
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Form Default Click the link on the Group Master Form to display the Form Default
Values Values page. Use the fields on this page to set the field defaults for users
in this group.
The buttons below the tabs are:
Save: Save changed data to the database and return to the previous
page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the previous page without saving your changes.
Group Paper Form Click the Paper sub-tab from the Group Forms page to display the
Group Paper Form page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Select the Profile Entry form or forms you want to use for profiling
paper documents. If you enter nothing, the Primary form for the
current group will be used. Click Preview to view the form. Click Edit to
specify default values for the form fields.
Group Primary Click the Primary sub-tab from the Group Forms page to display the
Form Group Primary Form page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Select the Profile Entry form or forms you want to use as the primary
form for profiling documents. Click Preview to view the form. Click Edit
to specify default values for the form fields.
Group Profile Click the Profile Search sub-tab from the Group Forms page to display
Search Form the Group Profile Search Form page. The three buttons below the tabs
are:
Group Quick Click the Quick Retrieve sub-tab from the Group Forms page to display
Retrieve Form the Group Quick Retrieve Form page. The three buttons below the tabs
are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Choose a Quick Retrieve form for this group. You can highlight a form
and click Preview to view the form. You can make only one choice for a
particular group.
Group Applications Click the Applications sub-tab from the Group Forms page to display the
Forms Group Applications Form page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
This can be set for each application. If you choose not to select any
forms for a particular application, the Primary form will be used. Select
the application from the pull-down list to associate Profile Entry forms
and mark as many forms in the Form Name column as you want. Note
that both Profile Entry and Profile Search forms are listed: you should
only mark Profile Entry forms.
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For each form selected, you can click Preview to view the form and click
Defaults to enter default field values for that form. The default values
entered here will override the GROUP_DEF defaults. Users will be able
to override these defaults with their own personal profile defaults
defined in DM Webtop, or they can change them on the fly. Users will
not be able to leave any fields blank, however. If they leave a field blank,
the default entered here will be used.
When users create documents using an application with multiple
Profile Entry forms available, they will be prompted to select which
form they want to use.
The following fields allow you to set certain group features. If you leave
the setting at Default, the system-level setting will apply to this group.
If two users edit copies of the same document, the first user
to check in the document will be able to successfully do so.
When the second user tries to check in the document, they
can either overwrite the document (if the next option is
selected), create a new version of the document (if Make New
Version from any Version is set in the System
Parameters>Versions tab and Group>Versions tab), or create a
new document.
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Allow Overwrite of Simultaneous Edits: If set, users in the
situation described in the topic Allow Edit of Shadowed
Documents will be able to check in their edited copies,
thereby overwriting the previously edited version.
User Synchronization
The User Synchronization page allows you to add users to your DM
library based on the organizational, or container units defined in the
network operating system. If multiple network operating systems are
used, for example, NetWare and Microsoft Network, a network alias for
each operating system can be created for each user. However, a user can
have only one network alias per network resource.
Note: Always synchronize Users before synchronizing Groups.
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Network: The list box (multiple selection) with network
resources. The list has three types:
Network Type: The type of network.
Container: Display all containers (domains) for the
network. You can open only one container for the
current level.
Users: The list of users for container.
This list displays one level only. The list has the special [..]
option that returns to the previous level. All previous levels
are displayed under the list as static text.
Library Users: The list of existing users and their aliases for
the selected domain. The list has two levels:
Users: Name of the user.
Network Alias: You can assign only one user for the
same network type.
Use the following controls to move aliases from one list to the other:
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>> : Adds aliases to the Library Groups pane. To add aliases,
select a group in the Network pane and in the Library Groups
pane and click this button. When clicked assigns selected
network group name as an alias for the selected group and
refreshes the current page.
<< : Removes aliases from the Library Groups pane. To remove
an alias, select a group in second level in the Library Groups
pane and click this button. You can assign several aliases of
the same or different network types for the selected group.
When clicked removes the selected alias from the selected
group and refreshes the current page.
Load Network: Loads network containers and groups for
selected container in the Network pane (you must select a
container). The system refreshes data and loads network
resources for a new container.
8
Validation Tables
In This Chapter
185
Setting Up Applications
The Applications page allows you to view, add, and edit applications.
Click the Validation Tables tab of the DM Admin pages to display the
Applications tab:
186 CHAPTER 8
Edit: Open the Application Maintenance page to view or
modify the existing application entry.
Copy : Add a new application. All fields are filled from the
current entry.
Maintaining The Application Maintenance page allows you to set up or edit the
Applications parameters for an application. To display the Application Maintenance
page:
Click the Application ID to edit an entry.
Click the Add button to create a new entry.
Below the tabs are links to the following pages:
Launch Methods: Provides different ways to launch the same
application from DM Webtop. The link is displayed only for
existing applications. See Selecting Launch Methods on
page 191 for more information.
Compatible Apps: Compatible applications are typically software
utilities that process files produced by some other application.
The link is displayed only for existing applications. See Setting
Compatible Applications on page 196 for more information.
File Types: Lists all file types that you can import into the selected
application. The link is displayed only for existing applications.
See Working with File Types on page 197 for more information.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Applications page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Applications page without saving your
changes.
The following fields allow you to set certain application features:
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Enhanced: The first five characters of the filename
represent the document number, the next three
represent the document version and sub-version
number, and the file extension designates the
application. Enhanced Filing Scheme allows no vowels
in any of the filenames, to prevent words from being
randomly formed. Some applications, such as Word
and Excel, require the Enhanced Filing Scheme for
proper integration with DM. Also, if you plan to use
the DM mail features, you must set your applications
to Enhanced Filing Scheme.
Unix-Compatible: This third method is similar to the
Enhanced Filing Scheme. The difference is that some
systems do not allow special characters (non-
alphanumeric such as # - !) in their DOS filenames.
This filing scheme names files with alphanumeric
characters only. Unix-Compatible Filing Scheme allows
no vowels in any of the file names, to prevent words
from randomly being formed.
MIME Type: MIME (Multi-Purpose Internet Mail Extension)
allows you to set the MIME type mapping for the associated
Application ID. Upon a file download request, the DM Web
Server uses this setting to inform the browser what the
expected file type is and the appropriate application to
launch on the client machine. Note that the MIME Type
must be set for the DM Webtop to properly display
documents. Maximum length is 100 characters. Here are the
default supported MIME types:
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Supervisor Application: Select this option to allow the
application to open documents created in any other
application (using the application's own conversion filters),
without making the applications compatible through DM.
This feature is intended for applications that do not create
their own documents, but use other applications'
documents. If an application is set to act as a Supervisor
Application, when filling out the Document Profile, the
Application ID is not automatically pre-filled. The user
must select the correct application from the Application
table lookup.
Selecting Launch Click the Launch Methods link on the Application Maintenance page to
Methods display the Launch Methods page.
At the top of the list, you have these options:
Filter: Select the field to search for launch methods.
By : Type a text fragment you wish to search for. If this box is
empty, all launch methods will be displayed in the list.
Search: Begin searching for launch methods which satisfy the
criteria.
Add: Open the Launch Method Maintenance page to add a new
launch method.
The list shows the entries matching the filter criteria.
Enabled: Open the Launch Method Settings page. The link is
displayed only for existing launch methods.
Description: This column displays a descriptive text for each
launch method.
Edit: Opens the Launch Method Maintenance page for
editing an existing launch method.
Copy : Opens the Launch Method Maintenance page for
adding a new launch method. All fields are filled from an
existing launch method.
Delete: Removes an existing launch method.
Note: Users who are upgrading from DOCS Open or DOCSFusion will see
their old launch methods in DM Admin, and might even be able to use them,
but the Enabled flag will be automatically set only for launch methods that are
newly installed by DM.
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%FF[file_format_string]. File format string is built out
of characters that represent parts of a full path name
for a file. This makes it possible to use parts of the path
name of the selected document in the command line
string. Its components are:
d - drive or server/volume
p - path excluding drive and filename
f - filename only (no extension)
e - extension
l - version or attachment label
These replacement variables can be used in lieu of the
%FF variable to denote the corresponding piece of the
full path name. The full path would correspond to:
d:pl.e
%PROMPT[prompttext]. Prompttext is any string that
will be used as the prompt of the input field, which
accepts documents for the command line. This variable
always gets replaced by the file name of the document
selected in a window that appears when %PROMPT
appears.
%VALUE[profilecolumnname]. This variable would be
replaced by the value in any column of the PROFILE
table row for the selected document.
%FULLPATH. Passes the full path of a file to the
application.
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Full Integration. Use this option for integrated
applications such as Lotus 1-2-3 and Quattro Pro. If
Shadowing is implemented, when a File/Save is issued,
a copy of the document is saved to the shadow drive,
then to the network.
Full Integration with Quick Save: This option can be
used with any integrated word processing application.
Choosing this option will cause DM to save the
document on screen more quickly when a File/Save is
issued. This occurs because the Document History is
updated and shadow copies are saved only when a File/
Close is issued.
ODMA Compliant: This option is used with
applications integrated through ODMA, such as
WordPerfect 8.0 and Quattro Pro 8.0.
Enabled: Select this check box if you want to this application
to be enabled.
Configuring DDE Click the DDE Settings button on the Launch Methods Maintenance page
Settings to display the DDE Settings page. The DDE Settings page allows editing
the DDE settings for a launch method. Dynamic Data Exchange (DDE)
is a feature of Windows that allows two programs to share data or send
commands directly to each other. Integrated applications have pre-
installed DDE settings, and you only need to alter this information if
you are creating a new launch method for one of these applications.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Launch
Method Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Launch Method Maintenance page.
The following fields allow you to set DDE features:
Open settings
Application Name: Specify the application name to open. The
maximum length is 128 characters.
Topic Name: Type a topic name. The maximum length is 128
characters.
Print settings
Application Name: Specify an application name for printing.
The maximum length is 128 characters.
Topic Name: Type a topic name for printing. The maximum
length is 128 characters.
Command: Specify the command line for printing. The
maximum length is 200 characters.
Command (not running): In this box enter the non-running
command line for printing. The maximum length is 200
characters.
Setting Compatible The Compatible Applications page sets applications that process files
Applications produced by some other application. For example, you might run a
Read-line or grammar checking application against a word processing
document. To do so, you must setup the word processor and the
grammar checker as compatible.
To allow files to be converted from one application format to another,
they must be set up as compatible. For example, if you want to import
a WordPerfect document into Microsoft Word, the latter must be
configured as a compatible application of WordPerfect.
Click the Compatible Apps link on the Application Maintenance page to
display the Compatible Apps page. The three buttons below the tabs
are:
Save: Save changed data to the database and return to the
Application Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Application Maintenance page without
saving any of your changes.
The two lists are:
Compatible Apps: Contains the list of compatible
applications. Multiple selections are allowed.
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Non-Compatible Apps: Contains the list of non-compatible
applications. Multiple selections are allowed (use CTRL+click
to select multiple items).
Use the following controls to move applications from one list to the
other:
>> : Remove the selected application from the Compatible
Apps list.
<< : Add the selected application to the Compatible Apps list.
Select All: Selects all items in the Compatible Apps or Non-
Compatible Apps lists.
Clear Selection: Clears selection for all selected items in the
Compatible Apps or Non-Compatible Apps lists.
Working with File The File Types page displays all the file types that the user may want to
Types import into the selected application. Click the File Types link on the
Application Maintenance page to display the File Types page.
Note: This page does not have sorting, filtering, or paging features.
Add: Opens the File Type Maintenance for adding a new file type.
Close: Closes the File Type page and returns to the Application
Maintenance page.
The following fields show the current file type settings:
File Extension: This column displays the links for editing a file
type.
Description: This column displays a descriptive text for each
file type.
Edit: Opens the File Type Maintenance page for editing an
existing file type.
Delete: Removes the selected existing file type.
Modifying or Use the File Type Maintenance page to add or edit file types.
Adding File Types Save: Saves data into the database and returns to the File Types
page.
Cancel: Returns to the File Types page without saving your
changes.
The following fields allow you to set the file type value:
Supported File The following tables show the multiple file extensions supported per
Extensions application.
MS WORD
Extension Description Save to Order Disabled
New
Document
Only
.docx Word Document N 1 N
(*.docx)
.docm Word Macro- N 3 Y
Enabled
Document
(*.docm)
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Extension Description Save to Order Disabled
New
Document
Only
.doc Word 97-2003 N 2 N
Document (*.doc)
.dotx Word Template N 4 N
(*.dotx)
.dotm Word Macro- N 5 Y
Enabled Template
(*.dotm)
.pdf PDF (*.pdf) Y 6 N
.xps XPS Document Y 7 Y
(*.xps)
.rtf Rich Text Format N 8 N
(*.rtf)
.txt Plain Text (*.txt) N 9 Y
.xml Word XML N 10 Y
Document (*.xml)
.odt OpenDocument Y 11 Y
Text (*.odt)
.wps Works 6.9 Y 12 Y
Document (*.wps)
MS EXCEL
Extension Description Save to Order Disabled
New
Document
Only
.xlsx Excel Workbook N 1 Y
(*.xlsx)
.xlsm Excel Macro- N 4 N
Enabled
Workbook (*.xlsm)
.xlsb Excel Binary N 10 Y
Workbook (*.xlsb)
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MS POWERPOINT
Extension Description Save to Order Disabled
New
Document
Only
.pptx PowerPoint N 1 N
Presentation
(*.pptx)
.pptm PowerPoint N 3 Y
Macro-Enabled
Presentation
(.pptm)
.ppt PowerPoint 97- N 2 N
2003 Presentation
(*.ppt)
.pdf PDF (*.pdf) Y 4 N
.xps XPS (*.xps) Y 5 Y
.potx PowerPoint N 6 Y
Template (*.potx)
.potm PowerPoint N 7 Y
Macro-Enabled
Template (*.potm)
.thmx Office Theme N 8 Y
(*.thmx)
.ppsx PowerPoint Show N 9 N
(*.ppsx)
.ppsm PowerPoint N 10 Y
Macro-Enabled
Show (.ppsm)
.pps PowerPoint 97- N 11 N
2003 Show (*.pps)
.ppam PowerPoint Add- N 12 Y
in (*.ppam)
.ppa PowerPoint 97- N 13 Y
2003 Add-in
(*.ppa)
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To add a file extension:
1. In DM Webtop, click the DM Admin tab.
2. Click Validation Tables.
3. In the Applications tab, click the Application ID in which you
want to add file extensions. For example, click MS EXCEL.
4. The application maintenance form appears. Click the File
Extensions link.
5. The file extensions list for the application appears. Click
Add.
6. The file extension maintenance form appears. Complete the
fields that require entry:
Application The Application field is populated with the
Application ID. For example, MS EXCEL.
Language Click the ellipses (...) button to select the
language code.
Extension Type the file extension that you are adding.
For example, type XLSX.
Description Type a description of the file extension.
Order The number that you enter determines the order
in which all defined file extensions appear in the File
Type drop-down list when users save items within that
application. For example, if you type 3, this file extension
will be the third choice in the drop-down list.
File Format Code (optional) This field is used to
differentiate between different file formats available for
the file extension. This field is optional.
New Document Only Select this check box if you want
users to be able to save only new documents with this
particular file extension. All other save options will
appear unavailable except for New Document. For
example, when a user saves a PDF version of a Word
document (.docx), the document must be saved as a new
document.
Disabled Select the Disabled check box if you want to
prevent users from using this file extension.
7. Click Save.
Deleting File You can delete file extensions for an application from the DM Admin tab
Extensions in DM Webtop.
Disabling/ You can quickly disable or enable all file extensions for an application
Enabling File through the DM Admin tab in DM Webtop.
Extensions
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To disable or enable file extensions for an application:
1. In DM Webtop, click the DM Admin tab.
2. Click the Validation Tables tab; the list of Application IDs
appears.
3. Click the Application ID where you want to disable or enable
the file extensions.
4. Select or clear the Disable Multiple Extensions check box to
disable or enable the file extensions for that particular
application.
5. Click Save.
Document Types
The Document Types list validates any entry entered in the Document
Type Profile field. Each Document Type has a default value for three
associated fields: Full Text, Storage Type, and Retention Days. The
Document Type also helps determine if the document will allow
multiple versions. At the top of the list, you have these options:
Filter: Select the field to search for document types.
By : Type a text fragment you wish to search for. If this box is
empty, all document types will be displayed in the list.
Search: Begin searching for documents types which satisfy the
criteria.
Add: Open the New Document Type page to add a new document
type.
The list shows the current applications matching the filter criteria.
Click an entry or the Edit icon to view the current application settings.
or to modify the settings in the Application Maintenance page.
Document Type: This column contains links for editing
existing Document Types. Click the entry to modify it.
Description: The name of the Document Type.
Maximum Versions: The maximum number of versions
allowed for this Document Type. To see maximum sub-
versions, you must edit the item.
Storage Type: The default Storage Type:
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Description: Type a description (maximum of 30
characters).
Keep Criteria:
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Other Tables
This help topic covers all the Custom Tables you may set up. As such,
the fields that appear on the Custom Tables will follow this general
pattern.
At the top of the list, you have these options:
Filter: Select the field to search.
By : Type a text fragment you wish to search for. If this box is
empty, all entries will be displayed in the list.
Search: Begin searching for entries which satisfy the criteria.
Add: Open the Custom Table Maintenance page to add a entry.
The list shows the current entries matching the filter criteria.
Edit: Opens the special Custom Table Maintenance page for
viewing and editing information about an existing entry.
Copy : Opens the special Custom Table Maintenance page for
adding a new entry. All fields are filled from an existing
entry.
Dynamic Views
Dynamic Views are used to create a virtual tree view of hierarchical
structures based on lookup data within a DM library.
For example, you could create a legal hierarchy of Client, Matter, and
Submatter, in which your users subscribe to the clients, matters, and
Creating a In order for your users to see the Dynamic Views in the DM Extensions
Dynamic View tree, you must first set up the Dynamic View.
To create a Dynamic View:
1. In DM Webtop, click the DM Admin tab.
2. Click the Validation Tables tab.
3. Click the Dynamic Views tab.
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4. The Dynamic Views page appears with the View ID, # days for
Recent, Default language, Show view node, Edit, and Delete
columns. Click Add. The Dynamic View page appears.
5. In the View Name field, type a name for the Dynamic View
that will be visible to users.
NOTE: This is only applicable if you select the Show view node
check box.
For example, type Legal View.
6. In the View ID field, type a name to uniquely identify the
Dynamic View.
For example, type LEGAL.
7. In the Default language field, click the lookup (...) button to
define the default language to be used. This is based on the
default language of the machine. For example, select ENU to
specify English as the default language.
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10.1 Type the node name in the All node name field. For
example, type All Clients/Matters. This is the
name that will appear in the tree view.
10.2 Designate the icon to be used in the All node icon field.
For example, type ALL_NODE_ICON.
11. Select the Show Subscription Node check box if you want the
users subscribed lookup items to appear in the tree view.
11.1 Type the node name in the Subscription node name field.
For example, type My Subscriptions. This is the
name that will appear in the tree view.
11.2 Designate the icon to be used in the Subscription node
icon field. For example, type SUBSCRIP_NODE_ICON.
12. Select the Show Recent Node check box if you want to show a
list of lookup values that a user has recently used or created
a profile against.
12.1 Type the node name in the Recent node name field. For
example, type Recent Clients/Matters. This is
the name that will appear in the tree view.
12.2 In the # days for Recent field, type a number that defines
whether a lookup value is considered recent. For
example, type 30.
12.3 Designate the icon to be used in the Recent node icon
field. For example, type RECENT_NODE_ICON.
13. Click the Security button to view and/or assign specific
Dynamic Views security items. The Dynamic Views Trustees
dialog box appears.
See the Using Security section for a description of each
security setting.
13.1 To assign a group or member to the Current Trustees list,
select the name from the Groups or People section and
then click the double-right (>>) arrow.
Conversely, to remove a member, select the name from
the Current Trustees list and then click the double-left
(<<) arrow.
13.2 In the Current Trustees list, select a name to view or set
the security settings. Select or clear the check boxes to
apply the security.
13.3 When you are finished assigning security, click Save.
Using Security You can specify the groups and/or users that have access rights to a
Dynamic View. You can configure different rights for different users
and/or groups.
To set security on a Dynamic View:
1. Click DM Admin>Validation Tables>Dynamic Views, and then
click the View ID of the Dynamic View.
2. Click the Security button. The Dynamic Views Trustees
dialog box appears.
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3. The Groups pane lists all of the DM groups. To see the group
user names listed in the People pane, click the groups name.
For example, click DM Supervisors (DOCS_SUPERVISORS).
4. You can select items from the Groups or People panes and
assign them to the Current Trustees list.
You can also set different rights for a particular user in a group than the other
group members. For example, select DM Supervisors (DOCS_SUPERVISORS)
and click the double-right (>>) arrow. The group appears in the Current
Trustees list.
Can set security against a level node in this dynamic view, for
inheritance purposes when creating items under the dynamic
viewSelect this check box to allow the group or user to
set security against a level. Any items that are added to
the Dynamic View will inherit the security from that
virtual folder.
With this Dynamic Views security, it is possible that the Author and/or
Typist creating a document will no longer have access or edit rights
once the document is saved within the secured Client or Matter. This is
different than default DM security, where the Author and Typist have
full rights to any document they create. Dynamic Views security
overrides default DM security and group or personal profile form
defaults. See the Security Scenarios below on what would happen if a
user would not have rights to access or edit a document in a secured
Client or Matter.
When users save a document to a Client or Matter that does not have
security defined, the Inherit Rights From: Matter/Client check box will not
appear, and the Author and Typist will have Full Access Rights.
Changing Security
If a user has Access rights to the document when saving, either through
explicit access or through Group access rights, he/she can clear the
Restricted check box, or click the Security button to change the security
on the profile form. To change the inherited security, clear the Inherit
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Rights From: Matter/Client check box on the Document Access dialog box;
the user can then add or remove Trustees and assign Access Rights.
When the Inherit Rights From: Matter/Client check box is cleared, security is
overwritten and thus, the document will no longer receive the pushed
security from the Client or Matter. Even if the security is changed on the
level itself, the changes will not be pushed to the document with the
changed security; that document will retain the individual security that
is set.
Security Scenarios
What happens when users do not have full access rights to a secured
Client or Matter? For example, a user imports a document to a Client
or Matter and selects the Restricted check box or clicks the Security button
on the profile form; instead of the Document Access dialog box
opening, the following message appears: Security is being inherited
from the following Dynamic View level: Matter (or Client, depending
on where the security is set).
Value Definition
-1 The security that this document would have
inherited from a Dynamic View node has been
overridden.
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Using Node Icons Each node name uses an icon. You specify the icon you want to use by
providing the name of an .ico image that is installed on the client
machine. The icon that you assign to a node or level will appear in the
DM Extensions tree.
By default, the icon images are stored in C:\Program Files\Open
Text\DM Extensions\Icons. The following icons are available:
search_icon.ico
subscrip_node_icon.ico
all_node_icon.ico
client_icon.ico
doc_type_icon.ico
grouping_icon.ico
matter_icon.ico
You can use your own icon images; however, you must store the .ico
files in the location mentioned above, and the images must be at least
16 x 16 pixels in size.
Creating Dynamic When you define a Dynamic View and select the default language, the
View Languages system automatically creates the first language for you, which is
whatever you defined in the Default Language field.
If you require a multilingual setup, you will need to create a Dynamic
View Language for each language. This means that the Dynamic View
can be displayed in different languages for different users.
NOTE: The Dynamic View Languages, View Levels, and Set base for
Template Folders links do not appear until after you save the
Dynamic View and click the View ID to reopen the page.
3. The Dynamic View Languages page appears with the
Dynamic View listed. Click Add.
4. The Dynamic View Language page appears with the
following fields:
View ID
View Name
Language Code
Form Name
All node name
Recent node name
Subscription node
The View ID field is automatically populated (for example,
LEGAL appears). You cannot edit this field.
In the View Name field, type a name for the view. For
example, type Legal View.
If you are setting up a different language, such as FRC
French Canadian, then you would need to type the name in
that language. For example, type Vue Lgale.
5. Click the Language Code lookup (...) button.
6. Select a Language Code check box, and then click OK. This is
the language code to be used for the view.
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For example, select the ENU check box.
Or, select a different language for a multilingual setup. For
example, select the FRC check box.
7. Click the Form Name lookup (...) button.
8. Select the Form Name check box of the profile form that you
want to use, and then click OK. This is the form that will be
used as the basis for lookup values.
For example, select the LAWPROF (Legal Profile Form) check
box.
The profile forms lookups are used when adding
subscriptions, so if you have a translated profile form for the
extra language, select that form. For example, if you are
using the FRC language, select the FR_LAWPROF check box.
9. In the All node name field, type the name that you want to
appear for the All Node view in the DM Extensions tree.
For example, type All Clients/Matters.
Or, type the name in the different language. For example,
type Tous Les Clients/Sujets.
10. In the Recent node name field, type the name that you want
to appear for the Recent Node view in the DM Extensions
tree.
For example, type Recent Clients/Matters.
Or, type the name in the different language. For example,
type Clients/Sujets Rcents.
11. In the Subscription node name field, type the name that you
want to appear for the Subscription Node view in the DM
Extensions tree.
For example, type My Subscriptions.
Or, type the name in the different language. For example,
type Mes Souscriptions.
12. Click Save.
13. In the Dynamic View Languages page, click Close.
Creating a View After creating a Dynamic View Language, the next step in the process is
Level to create a view level for the Dynamic View.
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The Language field is also populated with the language code
that you specified for the view level, and is not editable. For
example, ENU appears.
The Level No. field will be automatically generated after you
click Save. There is no need to enter a number in this field.
The first index starts with a value of 1.
4. The Candidate ID column for the current level section indicates
the candidate key to use as a lookup value for the view level.
The Column identifies the name of the column to be used for
the lookup.
When you select a candidate ID column, the ID field name
and Table fields are automatically populated.
Click the Column drop-down menu and select a candidate ID
column:
USER_ID (AUTHOR) (PEOPLE)
CLIENT_ID (CLIENT_ID) (CLIENT)
MATTER_ID (MATTER_ID) (MATTER)
TYPE_ID (DOCUMENTTYPES)
USER_ID (TYPIST) (PEOPLE)
APPLICATION (APPLICATION) (APPS)
For example, select CLIENT_ID (CLIENT_ID) (CLIENT) as the
candidate ID column. The CLIENT_ID value appears in the ID
field name field.
The Table field is also populated with the name of the table
to be used for the lookup. For example, CLIENT appears.
The list of candidate ID columns includes any lookup field
on the profile form that you use. In this case, the list
includes lookup fields from the LAWPROF profile form.
You can add additional lookup fields to the profile form, in
which case, they would appear in the list of available
candidate ID columns.
5. The Type field indicates the type of view level. A view level is
an enumeration or a level in a view. The Type drop-down
menu is already populated with Level.
In the Level Name field, type the name that you want to
appear for this Levels node.
For example, type Client.
{CLIENT_NAME} - {CLIENT_ID}
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No. of characters to showThis field works in conjunction
with the Show grouping level check box. Enter the number
of characters to show in the grouping level. You can enter
any number between 1 and 9. For example, type 2. The
client names will appear within a grouping of AA, AB,
etc., instead of a long list of client names. This field is
disabled when the Show grouping level check box is
cleared.
Hide the New email menu option for this levelSelect this
check box if you do not want users to see the New email
menu option.
Adding a View If you are setting up a multilingual environment, then you will need to
Level Language add a View Level Language for each language. The view language
determines how the view level appears.
The default languages view level is already configured. If you are using
a multilingual environment, you will need to use the following
instructions to create View Level Languages for the other languages.
To add a view level language to a view level:
1. If not already on the View Levels page, click DM
Admin>Validation Tables>Dynamic Views, and then click the
View ID name. For example, click LEGAL. Then click View
Levels.
For example, the following will appear:
2. Click 2 (or the level number for the matter level that was
automatically created) in the Level no. column.
3. Above the Save, Restore, and Cancel buttons, click View Level
Languages. The View Level Languages page appears.
4. Click Add. The View Level Language page appears with the
following fields:
Level Name
Language
Sub Level Defaults
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Display Format
5. Type a name in the Level Name field.
For example, type MATTER.
6. Click the lookup (...) button in the Language field.
7. Select the language code to use for this view level and click
OK.
For example, select ENU.
8. The Sub Level Defaults field indicates the defaults for
sublevels when a user drops a document on this level. This is
used when a user drags and drops an item to a top-level
Dynamic View node. If this field is defined, the format
would be ID=???|ID=????, where the ID is replaced with the
next levels key field and value, repeated as required to cover
other sublevels. For example, a client might have the
following default value:
MATTER_ID=DEFAULT|TYPE_ID=LETTER. This would
then populate the lower levels in the profile.
9. In the Display Format field, type the display format of the
level that you want to appear in the tree. This is a format
string that can contain column references. You can use
custom defined strings with column values.
For example, type the following: {CLIENT_ID}-
{MATTER_ID}
10. Click Save. The View Languages page appears. The newly
created level appears.
11. Click Close. The View Level page appears.
The next process is to add a level search item for the view level.
Adding a Level From the View Level page, you can create a level search item. These
Search Item to a search items are queries sent to the database based on the current view
View Level level. You can configure each level to have its own search item. These are
used to execute the document searches based on the subscription and
enumeration levels.
There are several predefined search items that are installed by default.
However, you must have already set up the default language for the
Dynamic View for these search items to appear. You can also set up
custom search items.
2. Click 2 (or the level number for the matter level that was
automatically created) in the Level no. column. The View
Level page appears.
3. Above the Save, Restore, and Cancel buttons, click Level Search
Items. The Level Search Items page appears with the Assigned
Searches and Unassigned Searches panes.
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MY_DOCUMENTS_AND_EMAILSThis search item returns all
documents and e-mail messages authored by the user.
The search is based on the Typist field, not the Author
field.
MY_EMAILSThis search item returns all e-mails
authored by the user. The search is based on the Typist
field, not the Author field.
RECENT_DOCUMENTSThis search item returns all
documents, excluding e-mail messages, that the user has
edited or saved within a set number of days. You can
configure the number of days considered to be recent;
the default is 30 days.
RECENT_EDITSThis search item returns all documents,
including e-mail messages, that the user has edited or
saved within a set number of days. You can configure the
number of days considered to be recent; the default is 30
days.
RECENT_EMAILSThis search item returns all e-mails that
the user has edited or saved within a set number of days.
You can configure the number of days considered to be
recent; the default is 30 days.
For example, select ALL_DOCS_AND_EMAILS.
To add all of the predefined search items, simply click the Select all
button and then click the double-left arrow (<<).
5. Click Add to save your changes.
6. The Level name appears on the View Level Languages page.
Click Close.
The next process is to add an enumeration to the Dynamic View.
3. On the View Levels page, click Add. The View Level page
appears. Notice that the View ID is already populated with
the view level name. For example, LEGAL.
Although the Level no. field appears blank, you do not need
to enter a number here. Once you set up your enumeration
and click Save, this field becomes populated. For example, 3
will be used as the level number.
4. Type a name in the Level Name field.
For example, type Document Type.
5. Type the icon name in the Level icon field.
For example, type DOC_TYPE_ICON.
6. Click the Column drop-down menu and select an item.
For example, select TYPE_ID (DOCUMENTTYPES).
The ID field name field is populated with TYPE_ID, the Table
field is populated with DOCUMENTTYPES, and the Display format
field is populated with (TYPE_ID). You can modify the Display
format field, if desired.
7. Click the Type drop-down menu and select Enumeration.
8. Select the check boxes of the following options that you
want to enable.
For example, select the Users can drop documents to this level
check box.
Show view level data before searches and adhoc folders
Select this check box if you want the Dynamic View tree
to display data before searches and any ad hoc folders.
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Show grouping levelThis check box is unavailable.
Grouping levels apply only to level types.
No. of characters to showThis field works in conjunction
with the Show grouping level check box, which is
unavailable for enumerations.
Users can drop documents onto this levelSelect this check
box to allow users to drop documents onto the View
Level.
Users can assign/create adhoc folders to this levelSelect
this check box to allow users to assign and/or create ad
hoc folders in the View Level.
Hide the New document menu option for this levelSelect
this check box if you do not want users to see the New
document menu option.
Hide the New email menu option for this levelSelect this
check box if you do not want users to see the New email
menu option.
Supports DisabledSelect this check box if you want the
tree to not display disabled columns.
Supports SecurityThis check box is unavailable. You
cannot set security on enumerations.
9. Click Save. The View Levels page appears with the new
enumeration level listed.
10. Click 3 (or the number of the enumeration level that you
created). The View Level page appears.
11. Click Level Search Items.
12. Select MY_DOCUMENTS_AND_EMAILS from the Unassigned
Searches pane, and then click the double-left (<<) arrow.
13. Click Add.
14. Click Save.
15. You must now refresh the cache in DM Server Manager. To
do so, select Start>Programs>Open Text>DM Server>DM Server
Manager.
16. Click the Caches tab.
17. Click Refresh All.
The next time users log on to DM Extensions, they should see the
enumeration and view levels appear in the tree.
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+ Folder 1 for Template 4
+ Subfolder 1.1 for Template 4
+ Folder 2 for Template 4
+ Subfolder 2.1 for Template 4
+ Folder 3 for Template 4
+ Subfolder 3.1 for Template 4
+ Folder 4 for Template 4
+ Subfolder 4.1 for Template 4
For example, if a user wants to add a new template to Client 10, a list of
available templates will appear; assuming that the DM administrator
has set the base folder for this Dynamic View to be Document #100, the
user would see the following:
1. Template #1
2. Template #2
3. Template #3
4. Template #4
If the user selects Template #3 from the list above, the system would
duplicate the folder structure and then attach the new structure to that
Client (or whatever node was specified). After this operation and a
refresh of the tree, the tree would appear like the following:
Client 10
+ Folder 1 for Template 3
+ Subfolder 1.1 for Template 3
+ Subfolder 1.2 for Template 3
+ Folder 2 for Template 3
+ Subfolder 2.1 for Template 3
+ Subfolder 2.2 for Template 3
Configuring Level Level Searches are custom search items, which uses fields from the
Searches search forms to which they are assigned.
The Level Searches page shows existing Level Searches and allows you
to create new custom searches. You can then add these searches to a
View Level in Dynamic Views.
A group of level searches are already defined in DM Admin>Validation
Tables>Level Searches. Following are the Level Search IDs:
234 CHAPTER 8
saved within the last 30 days. The number of days is configured by the
DM administrator; the default is 30 days.
RECENT_EMAILSThe My Recent E-mails level search returns all e-mails that
the user has edited or saved within the last 30 days. The number of days
is configured by the DM administrator; the default is 30 days.
MY_DOCUMENTSThe My Documents level search returns all documents
authored by the user. The search is based on the Typist field, not the
Author field.
MY_EMAILSThe My E-mails level search returns all e-mails authored by
the user. The search is based on the Typist field, not the Author field.
MY_DOCUMENTS_AND_EMAILSThe My Documents and E-mails level search
returns all documents and e-mail messages authored by the user. The
search is based on the Typist field, not the Author field.
On the Level Searches page, the Level Search ID, Search icon, and Order no.
fields and values are shown. You can edit the level searches by clicking
the Edit button, or change their order by using the Up and Down buttons.
Creating Custom Level Searches
You can create your own custom level searches by using any field on
your search form. Enter the field name and the values separated by the
| character.
To create a custom level search:
1. Click DM Admin>Validation Tables>Level Searches. The Level
Searches page appears.
2. Click Add.
3. In the Search name field, type the name that you want to
appear for this custom level search. For example, type
Author Search.
4. In the Search ID field, type the ID. For example, type
AUTHOR_ID.
5. In the Search criteria field, type the criteria for your search.
For example, to search for a particular author, type
Author_ID=%USERNAME (where USERNAME is the user
ID of the author).
NOTE: You can use any valid field on the search form for your search
criteria.
Assigning Level If you are using a multilingual environment, you will need to assign
Search Languages Level Search Languages for each language (other than the default,
which is automatically configured).
236 CHAPTER 8
To assign a level search language:
1. Click DM Admin>Validation Tables>Level Searches. The Level
Searches page appears with predefined search items.
2. Click the Level Search ID name (or click its corresponding Edit
button).
For example, click RECENT_EDITS.
3. The Level Search page appears with the Search Id (for
example, RECENT_EDITS), Search icon, and Order no. fields. The
Search Id field is not editable; however, you can enter a new
icon name in the Search icon field.
4. Above the Save, Restore, and Cancel buttons, click Level Search
Languages.
5. In the Level Search Languages page, click Add.
8. Click OK.
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Notice that the Search criteria field is automatically
populated. In this example, the search criteria uses the
following:
TYPIST_ID=%USERNAME|LASTEDITDATE = %TODAY MINUS 30 TO
%TODAY
9. Click the Language lookup (...) button.
10. Select a Language Code check box, and then click OK.
11. For example, select the ENU check box.
12. Click the Form Name lookup (...) button.
13. Select the Form Name check box of the search form to use,
and then click OK.
For example, select the LAWQBE (Legal QBE Search Form) check
box.
14. If you want to change the name of the Search name, type the
name that you want users to see.
15. Click Save.
16. In the Level Search Languages page, the level search you
created appears with the Search ID, Search name, Language,
and Form Name fields.
17. Complete these steps for each predefined level search that
you want to use.
Using Matter- Dynamic Views support inherited security, which is also known as
Centric Security in matter-centric security. Security can be set on any level in the
Dynamic Views hierarchical levels, such as client and matter. When a user creates a
document and assigns it to a level that has security assigned, that
security is automatically inherited by the document.
Matter-centric security applies only to DM folders, physical (paper)
documents, and electronic documents. RM containers cannot use this
type of security; any documents that are inheriting RM security by
default will override the dynamic view security settings.
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View ProfileThe Allow check box is selected for the View
Profile access right.
Read OnlyThe Allow check box is selected for the View
Profile, View Document, Retrieve Document, and Copy access
rights.
Normal AccessThe Allow check box is selected for the View
Profile, Edit Profile, View Document, Retrieve Document, Edit
Content, and Copy access rights.
Full RightsThe Allow check box is selected for all access
rights.
When security has not already been set for an item, when users access
the Security dialog box, the user selected for the Current Trustees list is
assigned, by default, full access rights. When a lookup value already has
security set, then the access rights shown are the security that has been
previously defined for that user.
242 CHAPTER 8
12. In the Lookup Name dialog box, select PEOPLE and then click
OK.
13. In the Edit Attributes dialog box, click OK.
14. Select File>Save and then close the form.
15. Exit DM Designer.
16. Refresh the cache in DM Server Manager.
9
Indexes and Profiles
In This Chapter
245
Attachments to Index
The Attachments to Index function is designed for applications
integrated through a third party. By default, the Full-Text Indexer
indexes the last major version of a document. Since documents
integrated through a third party can have attachments, you can choose
to index the attachment in place of the last major version. To have the
Indexer index the attachment rather than the last major version, add
the attachment extension in the Attachments to Index Maintenance
page.
The Attachment to Index page allows you to view, add, edit, and delete
Attachments to Index. The Attachments to Index page displays the list
of existing attachments.
By: Type a text fragment you wish to search for. If this box is
empty, all attachments will be displayed in the list.
Search: Begin searching for attachments which satisfy the criteria.
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Using the Click an existing entry or the Add button to display the Attachment To
Attachment to Index Maintenance page.
Index The two buttons below the tabs are:
Maintenance Page Save: Save changed data to the database and return to the
Attachments to Index page.
Cancel: Return to the Attachments to Index page without saving
your changes.
The following fields allow you to define the attachment type:
Attachment to Index: The file extension used for this kind of
attachment. This field is required. The maximum length is
10 characters.
Description: Text describing this kind of attachment. The
maximum length is 40 characters.
Keywords
Using Keywords is a simple way to obtain faster and more accurate
search results. Since text fields on Document Profiles can be full-text
indexed, adding keywords to your searches allows users to enter more
specific criteria when searching. All keywords must be entered into this
validation table if they are to be used in profile searching.
At the top of the list, you have these options:
Filter: Select the field to search for keywords.
By : Type a text fragment you wish to search for. If this field is
empty, all keywords will be displayed in the list.
Search: Begin searching for keywords which satisfy the criteria.
Add: Open the Keyword Maintenance page to add a new keyword.
The list shows the current keywords matching the filter criteria. If no
criteria are entered, all current keywords are listed.
Keyword: This column displays links for editing or viewing
existing keywords.
Description: Contains the descriptive text for the keyword.
Copy : Opens the Keyword Maintenance page for adding a
new keyword. All fields are filled from an existing keyword.
KEYWORDS 247
Using the Keyword Click an existing Keyword entry or the Add button to display the Keyword
Maintenance Page Maintenance page. The two buttons below the tabs are:
Save: Save changed data to the database and return to the
Keywords page.
Cancel: Return to the Keywords page without saving.
The following fields allow you to define a keyword:
Keyword: Contains a keyword. This field is required. The
maximum length is 30 characters.
Description: Contains the descriptive text describing a
keyword. The maximum length is 254 characters.
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Custom Profile The Custom Profile Default Maintenance page allows you to add and
Default edit custom profile default values. The page uses existing DM Webtop
Maintenance applet for displaying the form. The page displays the primary profile
form assigned to the primary group of the current user.
The two buttons below the tabs are:
Save: Save changed data to the database and return to the Custom
Profile Defaults page.
Cancel: Return to the Custom Profile Defaults page without saving
your changes.
The following fields allow you to set the name and description for this
custom profile default:
Name: Contains the name of this custom default profile.
This field is required. The maximum length is 80 characters.
Description: Contains the description for this custom profile
default. The maximum length is 254 characters.
Profile Form: This applet displays the default profile form. Fill
in appropriate defaults for this form. If you specify an
invalid value, the lookup applet will display the list of valid
entries for that field; specify a valid entry and you can save
this set of defaults. If you select the Secure Document option,
the Edit button becomes active (click Edit to set the specific
document security options you want in the Security
Applet).
10
DM Webtop Maintenance
In This Chapter
DM API Configuration
The DM API Configuration page allows you to choose the target DM
server and set the Fail-Over and Load Balancing option for DM on the
DM Web Server side. To select this tab, log on to DM Webtop, and then
252 CHAPTER 10
DM Webtop Parameters
The DM Webtop Parameters page allows you to set various values for
Timeout, Guest Logon, Language, Logon, and Install Options.
The buttons below the tabs are:
Save: Save changed data to the database.
Restore: Reload the page and restore data from the database.
The following fields allow you to set certain DM Webtop features:
DM Web Server: Sets the server in use and becomes part of
various internal paths for determining installation details.
This field is required.
eDOCSDM Server Name: Path setting for some application
integration and related functions. This field is required.
Number of Characters to TRIM document/folder name: In the
navigation list (breadcrumbs), the length of the folder or
document name is constrained by this setting. (The entire
folder/document name is displayed in the tool tip.)
Number of Groups in Security Dialog: In the Security page, if the
user expands the Group folder, the number of groups that
show is constrained by this setting. If there are more groups
than this setting, subgroups are created.
Maximum tabs on Quick Reference page: Change this value to
restrict the number of tabs allowed on your users' Quick
Reference pages. The default value is 8.
Enable Application Integration Prompt on Logon: Select this
option to provide your users with an enable Application
Extension in DM Webtop option on the logon page.
Enable Drag'n Drop: Set this option to allow your users to take
advantage of the drag and drop capabilities in the DM
Webtop.
Use Common Search Form: Allows you to set the type of search
form displayed when searching across multiple libraries of
different industry types: if you select this option, the search
form will not display any industry-specific fields. The
default is to display any industry-specific fields.
Timeout Timeout Script: The maximum time (in minutes) a web script
is allowed to take. May be a number in the range 0 - 240.
This field is required.
Timeout Logon Info: The number of days that cached logon
information will be retained before it is purged. May be a
number in the range 0 - 10000. This field is required.
Timeout Session: The number of minutes of inactivity
permitted for a session. May be a number in the range 0 -
1440. When this number is reached, the session is
terminated and the user must log on again. This field is
required.
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On On On The My Options
page does allow
the user to
change
between View
and Preview.
Off On On The My Options
page does allow
the user to
change
between View
and Preview.
Guest Logon Guest Name: The default name for a guest user.
Guest Password: The default password for a guest user.
Guest Network Name: The network name to be used for a
guest user.
Note: To disable single sign-on the DM administrator must remove Allow Auto
Logon from the group or whole library OR add Accept User-Supplied
Identification to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
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Webtop Tree Tree Refresh time: This setting sets the expiration time on the
Tree cache. When the cache expires, the Tree refreshes its
data from the server.
Tree Rendering Mode: The DM Webtop tree has been
modified so that its nodes can either be drawn in chunks or
all at once. The advantage of drawing in chunks is that the
tree will be redrawn faster.
Automatic: To use this mode you must specify a
threshold number in the Incremental threshold field.
The tree will automatically switch to incremental mode
if the number of nodes is greater than the threshold
number you set.
Incremental: The threshold number should be set to 0.
This means that the tree will always be in incremental
mode.
Full: Threshold number set to 2147483647 (2^31-1)
This means the tree will always be in full mode.
Incremental threshold: This field is only required if the Tree
Rendering Mode field is set to Automatic. Use this field to
determine how many nodes to handle without switching to
Incremental mode.
User Format This setting controls the display format of the User list in the Security
dialog box. The available setting are:
ID only
Full Name only
ID plus Full Name
Full Name plus ID
Group Format This setting controls the display format of the Group list in the Security
dialog box. The available setting are:
ID only
Full Name only
ID plus Full Name
Full Name plus ID
Select the Recent Edit Activity check box and two fields will appear:
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Max Days: The number entered here will restrict the
documents being viewed to those documents and folders
which were actively used within the specified time period.
For example, if you set the number to 30, all documents and
folders used within the last 30 days will be shown.
Max Items: Enter the maximum number of documents to be
displayed on the Quick Reference page.
Custom Parameters
The Custom Parameters page allows you to create, modify, and delete
custom parameters. The Custom Parameters page lists all existing
custom parameters defined in the system.
Note: This page does not provide sorting, filtering, or paging features.
The items of the Custom Parameters page have the following meaning:
Add: Open the Custom Parameter Definition page to add a
new parameter.
Name: Click the name of the parameter to modify its value.
Value: The current value of the custom parameter.
Edit: Click to view or edit the existing parameter value.
Delete: Click to remove the current parameter.
Custom Parameter Click an existing entry or the Add button to display the Custom
Definition Parameter Definition page.
The buttons below the tabs are:
Save: Save changed data to the Registry and return to the Custom
Parameters page.
Restore: Reload the page and restore data from the Registry.
Cancel: Return to the Custom Parameters page.
The following fields allow you to set certain system features:
Name: Specify the parameter name. This field is required.
The maximum length is 16 characters. The field is disabled
for an existing parameter.
Value: Contains the parameter value.
3
Application Integration
In This Section
This section contains three chapters that will assist adminstrators with
the following:
Understanding application integration with DM.
Using the Client Deployment Utility to manage aspects of
DM.
Setting up Lotus Notes integration with DM.
261
Chapter
11
Configuring Application
Integration
In This Chapter
263
Integration Methods
There are several ways to integrate applications with DM:
Active Integration Active Integration is a document
management integration method that controls the Open
and Save functions so that those features are directly
integrated with the document management system.
Passive Integration This is an integration method that
allows you to profile Microsoft Word, Microsoft Excel, and
Microsoft Project in DM via a menu that is added to the
application. You can bypass DM and save documents using
the native application menu commands. For more
information on using applications with Passive Integration,
refer to the DM Webtop Help system.
Check in/Check out This disables native ODMA integration
for the selected application. Users can obtain documents by
checking them in and out of the library. Documents created
with an application using Check in/Check out integration
can be added to the library using the document import
feature.
Interceptor This is an integration method that monitors
when Open and Save As dialog boxes are called.
Applications monitored through Interceptor should be set
to Full Integration in the applications launch method in the
DM Library Application table. The launch method will then
need to be enabled in the Interceptor Settings. Adobe
applications use Interceptor integration.
Note: As the DM administrator, you can restrict access to native application
dialog boxes. Refer to Restricting Access to Interceptor Settings and Native
Dialog Boxes on page 287.
Applications that are integrated using Passive Integration should not be further
integrated using Interceptor or Active Integration.
ODMA Integration Use this integration for ODMA compliant
applications not already shown in the DM Library
Applications table.
For more information on setting up launch methods, refer to Selecting
Launch Methods on page 191.
264 CHAPTER 11
Application DM Application Integration
Integration Components necessary to integrate several popular software
Components applications and install Linking capabilities.
Adobe Acrobat
Adobe Acrobat Interceptor Integration
Check-in and Check-out only
Note: If you initially install Check-in and Check-out integration it will
automatically disable ODMA integration.
Corel Applications
Components necessary to integrate Corel WordPerfect, Quattro Pro
and Presentations.
Note: If you initially install Check-in and Check-out integration it will
automatically disable ODMA integration.
Corel Presentations
Corel Presentations Integration via Interceptor
Check-in and Check-out Only
Components necessary to integrate Corel Presentations via Interceptor
or via Check-in and Check-out. Refer to Application Integration for
Corel Applications.
Corel WordPerfect
Corel WordPerfect Active Integration
with Front-End Profiling
with Front-End Profiling and Cost Recovery
Active Integration without Front-End Profiling
Check-in and Check-out only
Microsoft Applications
Components necessary to integration Microsoft Excel, PowerPoint,
Project, Visio, and Word
Microsoft Excel
Microsoft Excel Active Integration
with Front-End Profiling
with Front-End Profiling and Cost Recovery
Active Integration without Front-End Profiling
Microsoft Excel Passive Integration Check-in and Check-
out only
Components necessary to integrate Microsoft Excel via Active or
Passive Integration or Check-in/Check-out.
Microsoft PowerPoint
Microsoft PowerPoint Active Integration
with Front-End Profiling
with Front-End Profiling and Cost Recovery
Active Integration without Front-End Profiling
Check-in and Check-out only
266 CHAPTER 11
Components necessary to integrate Microsoft PowerPoint via Active or
Passive Integration or Check-in/Check-out.
Microsoft Project
Microsoft Project Active Integration
Microsoft Project Passive Integration Check-in and Check-
out only
Components necessary to integrate Microsoft Project via Active or
Passive Integration or Check-in/Check-out.
Microsoft Visio
Microsoft Visio Active Integration
Check-in and Check-out only
Components necessary to integrate Microsoft Visio via Active
Integration or Check-in/Check-out.
Microsoft Word
Microsoft Word Active Integration
with Front-End Profiling
with Front-End Profiling and Cost Recovery
Active Integration without Front-End Profiling
Microsoft Word Passive Integration Check-in and Check-
out only
Components necessary to integrate Microsoft Word via
Active or Passive Integration or Check-in/Check-out.
The following table shows other applications that are predefined in the
DM library and may be integrated with DM without additional setup.
Other Integrated
Applications
Full Authority for Windows
Refer to Using DM for more information on using Full Authority.
Lotus 1-2-3
Must be enabled through Interceptor.
In the event that you need to modify or update these settings in the
future, refer to the tables , DDE Settings for Microsoft Applications,
and Microsoft Visio DDE Settings for settings provided with the DM
installation program.
Important: Launch methods used in previous versions of DM or DOCS Open
products may still be present in your DM Library. Your library may contain
multiple launch methods for the same product. You should review all the launch
method settings in the library to insure that integrated applications are properly
configured, being sure to disable any launch methods that are no longer valid
for your organization. Additionally, you may want to edit the titles of application
launch methods to be more specific in order to assist end-users that will be
installing optional components. For more information on setting up and editing
launch methods, refer to Selecting Launch Methods on page 191.
DDE Settings for Table 11.1 Microsoft Excel Launch Method Settings for Active and Passive
Microsoft Integration
Applications
NOTE: Leave the Command Line Parameters field blank to make Excel open
with a blank workbook.
If you are using Front End Profiling, you should add the -e command line
268 CHAPTER 11
parameter.
Microsoft Excel DDE Settings - Open
Note: If your users will be importing Excel documents into Word, you need to
set the applications as being compatible to one another.
Table 11.2 Microsoft Word Launch Method Settings for Active Integration and
Passive Integration
Tip: To have Word open with a blank document, remove the /ND from
Command Line Parameters. The setting /ND indicates no document.
Microsoft Word DDE Settings - Open
Command [DDE.DDEOpen(%1)]
270 CHAPTER 11
Table 11.3 Microsoft PowerPoint Launch Method Settings
Command Print
Table 11.5 Microsoft Project Launch Method Settings for Active and Passive
Integration
Command Print
Application Prior to using Corel Suite applications with DM, contact Corel to
Integration for obtain the latest service packs. Active integration will not work unless
Corel Applications these Corel service packs are installed.
Integrating Quattro Pro and Presentations
To integrate Quattro Pro and Presentations with DM, you will
need to:
1. Disable ODMA integration. If you initially install Check-in
and Check-out integration for Quattro Pro and
Presentations, this will automatically disable ODMA
integration.
2. Set up Interceptor launch methods in the DM library. To do
this, copy an existing launch method, rename it and change
the Integration type to Full Integration.
Important: Select the launch method specific to the version of Quattro Pro or
Presentations with which you are working. Be sure to disable the current
launch method and enable the new Full Integration launch method.
272 CHAPTER 11
For more information on setting up launch methods, refer
to Selecting Launch Methods on page 191. For more
information on Interceptor, refer to The Interceptor
Module on page 280.
4. In Quattro Pro and Presentations, go to Tools>Settings and
clear the Use Enhanced File Dialog setting.
Command FileOpen("%1")Print()CloseNoSave(1)
Command FileOpen("%1")Print()CloseNoSave(1)E
(not running) xitWordPerfect()
Command [open("%1")]
Command [print("%1")]
274 CHAPTER 11
Corel Presentations DDE Settings - Print
Command ShellPrintTo("%1")
DDE Settings for Table 11.10 Lotus 1-2-3 Launch Method Settings - Open
Lotus Applications
Integration Type Full Integration
Note: If you have Lotus 1-2-3 97 integrated with DOCS Open, after DM is
installed you will need to reset your toolbars so that the "PC DOCS" toolbar
reference is removed. Simply launch Lotus 1-2-3, right-click on the toolbar,
then clear "PC DOCS".
Lotus 1-2-3 97 and Millennium DDE Settings - Open, None
Lotus 1-2-3 97 and Millennium DDE Settings - Print
Command Print
Command [QuickOpen("%1")]
Command Print
276 CHAPTER 11
DDE Settings for Table 11.13 DOCS Imaging
Other Applications
Integration Type Full Integration
Command OPEN("%1")
Command PRINT("%1")
278 CHAPTER 11
Setting Up Application Integration
Application Integration is set up via the DM Server Admin Tools
Library Maintenance application. In the Application Maintenance
section you will find a listing of applications already set up to be used
with DM. You can use the Application Maintenance utility to edit these
settings, add applications, or create alternate methods for launching an
application. For more instructions on setting up applications in
Application Maintenance, see Setting Up Applications on page 186.
Check-in/Check- This disables native ODMA integration for applications. Users can
out obtain documents by checking them in and out of the library.
Documents created with an application using Check-in/Check-out
integration can be added to the library using the document import
feature.
Interceptor Interceptor is the module that monitors when Open and SaveAs dialog
boxes are called for specific applications integrated with DM. It is
represented by the system tray icon that is displayed when the user
starts DM. Applications that are not currently integrated can be added
to Interceptor manually.
Interceptor can be selected as a component from the My Options page
in DM Webtop. Prior to integrating an application with Interceptor, a
launch method must be created in Library Maintenance. For more
information on setting up launch methods, refer to Selecting Launch
Methods on page 191.
280 CHAPTER 11
3. With the Common Properties tab selected, complete the
following fields:
4. Click the Window Properties tab. This tab has two Autodetect
check boxes that are selected by default. We highly
recommend leaving these boxes selected. If you clear these
boxes, you will have to enter all application settings
manually. If you leave them checked, Interceptor attempts to
automatically detect all settings.
6. Click Add to display the Dialog window. Fill out the fields as
described.
Dialog Type: Select the dialog type that most closely matches
the nature of the dialog box you are integrating.
282 CHAPTER 11
If this information is in your system path, you can accept the
default of Only File Name.
3. Click Open.
4. In the Launch Method Settings dialog box, click the down
arrow of the Use settings for drop-down list and select the
correct application from the list.
5. Click OK to enable Interceptor to monitor the applications
launch method. A green dot is then displayed next to the
application, indicating that the application is now set to be
monitored by Interceptor.
If the Program Path on the users individual workstations is
different from the Location defined in Application
Maintenance, you need to point Interceptor to the
applications executable. See Editing the Interceptor
Launch Method Settings on page 283.
6. Click Close to exit Interceptor.
Once you have enabled each application that you want integrated, you
can create a registry file that can be run on users workstations to
duplicate the integration information that you have created on your
workstation. See Exporting Interceptor Settings on page 285.
Disabling If you want to disable integration for an application that you have
Integration with integrated with Interceptor, complete the following steps.
Interceptor 1. Launch DM Interceptor as described in Launching
Interceptor on page 280.
2. Select the application that you want to disable from the
Launch Methods tab of the DM Interceptor dialog box.
3. Click Disable. The green dot to the left of the application
description will change to a red dot, indicating that the
application launch method will no longer be monitored by
Interceptor.
Note: A yellow dot to the left of an application description means a setting
(launch method) exists in the registry but is missing or incorrect in the
database.
Editing the Interceptor allows you to edit the path to an application that
Interceptor Launch Interceptor will monitor. When you edit the launch method settings
Method Settings from Interceptor, your edits do not apply to Application Maintenance
284 CHAPTER 11
Interceptor Settings
After making these changes, you can export your settings to a registry
file for your users. For more information, refer to Exporting
Interceptor Settings on page 285.
Importing a Inform your users of the location of the registry file to be imported.
Registry File Instruct your users to double-click the registry file(s). The following
dialog box appears, confirming that the registry settings were installed
on their workstation.
286 CHAPTER 11
Restricting Access to Interceptor Settings and Native
Dialog Boxes
By design, DM is set up to allow users to open and save files both within
and outside the document management system. Users can also disable
Interceptor integration on an application-by-application basis using
the Interceptor Setting menu or by using the Interceptor shortcut
menu.
If you, as the DM administrator, do not want to allow the users and/or
certain groups in your organization to save documents outside of DM,
enable (set to Yes) the Disable Native Open/Save option in the DM
Administration Tool>System Parameters>Defaults or DM
Administration Tool>Users and Groups>Groups>Features.
Enabling this option will result in the following:
The Disable Native Save check box located in the Windows
Explorer DM Options dialog box will be unavailable for
modification.
The Settings option in Interceptor will be unavailable.
Note: Disabling Native Save and Open dialog boxes and access to Interceptor
work hand in hand. You cannot disable one without disabling the other.
The WordPerfect The WordPerfect Footer macro is added to the WordPerfect document
Footer Macro template automatically when you install WordPerfect application
integration. The macro will be accessible to your users through the
Tools>Macro menu. When applied to a document, the footer will show
the Document Name, Document number, and Author ID.
If you want to include additional information in the footer, open the
macro file in WordPerfect and scroll down to the second page of the
macro. The section shown below will be found on page two.
// Please, uncomment lines to insert additional information into
the footer
//AuthorName := GetProfileInfo(Profile; "AUTHOR_FULL_NAME")
//TypistID := GetProfileInfo(Profile; "TYPIST_ID")
//DocTypeID := GetProfileInfo(Profile; "TYPE_ID")
//DocTypeDsc := GetProfileInfo(Profile; "DOCTYPE_FULLTEXT")
//CreationDate := GetProfileInfo(Profile; "CREATION_DATE")
//LastEditDate := GetProfileInfo(Profile; "LASTEDITDATE")
//Abstract := GetProfileInfo(Profile; "ABSTRACT")
//Description := GetProfileInfo(Profile; "DESCRIPTION")
Remove the comment marks (//) from those items you want to have
shown in the footer, and save the file. Proceed with step 1, below.
1. Click File>New From Folder.
2. Choose a category from the first list box, then choose a
template from the second list box.
3. Click Options>Edit WP Template.
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4. On the Template toolbar, click the Copy/Remove Object
button.
5. If the Template toolbar is not displayed, click View>Toolbars,
then enable the Template check box.
6. Choose the template that contains the macro from the
Template To Copy From list box.
7. Choose Macros On Disk from the Object Type list box.
8. In the Macros On Disk section, click the Browse button.
9. Choose the drive where the macro is stored from the Look
In list box. The default location for the file is \Program
Files\ Open Text\DM Extensions\WPFooter.wcm.
10. Double-click the folder in which the macro is stored.
11. Click Select.
12. Click one of the following buttons:
Copy Copies only selected items in the Source list box
Copy All Copies all items in the Source list box
13. Click Close.
Distribute the new document template to your WordPerfect users. You
can do this by including this macro as a custom component.
E-mail Integration If you installed DM E-mail Integration, the following features are
Options available.
GroupWise Mail messages and attachments are stored in DM
as simple, separate documents.
Lotus Notes Mail messages and attachments are stored in
DM as simple, separate documents.
MS Outlook The most complete integration method, DM E-
mail Integration for Microsoft Outlook allows you to search
for related documents, such as attachments and threads.
This integration method supports the storing of message
parameters:
Parameter Name Description
MAIL_ID This is the messages unique identifier
and is used to detect a message saved
to the library.
PARENTMAIL_ID This is the unique identifier of a parent
mail message in an e-mail thread.
THREAD_NUM This identifies a messages position in a
saved e-mail thread.
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Parameter Name Description
ATTACH_NUM This identifies the position of an
attachment in an e-mail message.
MSG_ITEM This column indicates that a message
was saved with enhanced integration.
DELIVER_REC This column stores the delivery
notification ID.
EMAIL_SENT Date and time when the message was
sent.
EMAIL_RECEIVED Date and time when the message was
received.
PD_ORIGINATOR This is the e-mail sender.
PD_ADDRESSEE This is the main recipient of the e-mail.
PD_EMAIL_CC Persons carbon copied on the e-mail.
PD_EMAIL_BCC Persons blind copied on the e-mail.
PD_EMAIL_DATE Date/time when it was received
It is recommended that you hide these fields once they have been added
to the form:
MAIL_ID
PARENTMAIL_ID
THREAD_NUM
ATTACH_NUM
MSG_ITEM
DELIVER_REC
1. Open DM Designer by going to Start>Programs>Open
Text DM Web Server>Server Admin Tools>DM Designer.
2. Log on with the DOCSADM username and password.
3. In DM Designer, select File>Open Profile Form or click the
Profiles button located on the toolbar. The Available Forms
dialog box appears.
4. Select your Profile Form or Group Profile Defaults form
from the Available Forms dialog box and click OK. The form
will open in edit mode.
4.1 If you will be creating a separate e-mail profile form,
select File>Save As.
4.2 Enter the new form name and description for the file
and click OK.
5. From the SQL Columns window, select each of the newly
added columns and drag and drop them into the Profile
form design, placing the fields where you want them on the
form.
6. After all the new columns have been added and placed on
the forms, select File>Close. When asked if you want to save
your changes, select Yes.
7. Close DM Designer.
Note: After the columns have been added and saved, it is necessary to refresh
caches on the DM Server Manager program.
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MAIL CLIENT REQUIREMENTS 293
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Chapter
12
The DM Client Deployment
Utility
In This Chapter
295
The Client Deployment Utility works from within the Microsoft
Management Console (MMC) utility.
Note: To use the Client Deployment Utility, you must be a member of the
DOCS_Supervisors group in Library Maintenance>Groups.
ForWindowsoperating systems, the account used to log on to the workstation
must be a member of the local Administrators group. Even if the account is a
Domain Administrator, it must be a part of the Administrators group.
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Tabs
Tree Nodes
The CDU provides configuration options, including the DM user
interface, custom forms, add-ons, plug-ins, logging, and e-mail
integration.
NOTE: The Application Integration node, which is the parent node of Integration
Schemes, does not contain a user interface. The User Interface node is the parent
node of the Add-ons, Tabs, and Tree Nodes nodes, and also does not contain a user
interface.
The following describes each of the CDU nodes and the configuration
options within each.
Importing a If you are providing a new registry file to your users, inform your users
Registry File of the location of the registry file to be imported.
Instruct your users to double-click the *.reg registry file(s). A dialog
box appears, confirming that the registry settings were installed on
their workstation. Click OK.
Plug-ins Node The Plug-ins node lists all of the plug-ins that are available to the user.
A plug-in is a DM Extensions module that provides additional
functionality to DM. For example, the Attach plug-in allows users to
work with DM documents while disconnected from the network.
If you have more than one plug-in installed, you can change the load
order of the plug-in; select the plug-in and use the up and down arrows
to move its position within the list.
To configure plug-ins:
1. Expand the eDOCS DM Client Deployment Utility node.
2. Click Plug-ins.
3. The Plug-ins Configuration pane appears.
4. Select a plug-in. You can view its Location at the bottom of
the pane, or you can change the order in which the plug-ins
load.
5. To change the order, select the plug-in names and use the up
and down arrows.
Document The Document Management Plug-in Configuration pane contains three tabs:
Management General Tab
Plug-in Node
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Performance Tab
Logon Tab
Use these tabs to set general DM plug-in options.
General Tab
The General tab allows you to configure the location of the Download folder,
Quick Searches and Folder options, Recently Edited Documents options, in
addition to version and save options.
In the Download section, click the lookup (...) button to specify the
Download folder in which temporary download files will be created. This is
the folder that DM uses to manage in-process copies of documents. You
can specify the exact path or use an environment variable, such as %TEMP%.
In the Quick searches and Folders section, the following options are available:
Use the same columns for all Folders check box.
Use the same columns for all quick searches check box.
NOTE: You can change the columns that appear in a folder or search results
list by right-clicking the column header and selecting Edit Columns. If either of
the above check boxes are selected, then any change will affect all such folder
or search views. Otherwise, any change affects only the current folder or
search view.
Quick search list: 500 documentsClick the up or down arrows
in the number field or manually type a number to define the
maximum number of documents in a Quick Search list. The
default is 500.
In the Recently Edited Documents (RED) section, the following options are
available:
Use DM Server RED check boxIf you do not want your users
to use the default Recently Edited Documents list, clear this
check box, which is selected by default. When you clear this
check box, the Show documents in RED not older than: X days
option becomes available. You can then specify the
maximum number of documents to show and the
maximum number of days since the last activity on
documents to be shown.
Specify maximum number of documents: 30 documentsEnter
the maximum number of documents you want to appear in
the RED list. The default is 30.
Performance Tab
The Performance tab allows you to configure cache, logon, and save
options. These settings help optimize data caching in DM. You can
configure the following:
Cache Settings
Cache on Logon Dialog Box
Clean Shadow Check Box
Cache Lookups Dialog Box
Chunk Factor Settings
Quick Save Settings
Cache Settings
In the Cache section, the following options are available:
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Cache folderThis is the location where cache data will be
stored on the users workstation. Click the lookup (...)
button to browse for a file location.
Cache users and groups check boxThis caches the list used
in the Access Control list.
Cache lookupsThis caches the lookup information (such as
Client, Matter, or Author) locally, which results in quicker
lookup performance because contact with the server is not
necessary.
If lookup data is not likely to change frequently, then you
should select this check box; otherwise, if the lookup data
changes frequently, you would want to clear this check box.
In the Cache on logon section, the following option is available:
Cache levelYou can set the cache level for the following:
No caching on logon
Balanced caching
Maximum caching
Custom caching
With the exception of the No caching on logon setting, the
Cache on logon settings are stored in the Cache on logon
dialog box.
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Document types
Form definitions
Forms
Launch methods
Lookup definitions
Lookups
Parameters from DOCSPARMS
RED document numbers
RED document properties
Users and groups
Users primary group parameters
Users systems ID and primary group
Terminology
Clean Shadow Check Box
Select the Clean shadow check box if you want DM to clean
shadowed documents according to the Cleanup Options
section of the Groups>Group name>Attach tab in Library
Maintenance.
These settings are as follows:
Force Cleanup of Shadowed Documents This field is disabled
if Shadow Documents to Local Library is set to No. Select this
check box to have DM automatically purge shadowed
documents from the local drive. Documents that are older
than the Minimum Age For Delete (specified below) are
deleted each time you start DM.
Minimum Age For Delete (Days) This field is disabled if
Shadow Documents to Local Library is set to No. Enter the
minimum number of days you want documents to remain
on the local drive without being edited before being deleted.
Minimum Local Disk Space (MB) Enter the minimum
allowed disk space on the local drive before shadowed
documents are purged. If Force Cleanup of Shadowed
Documents is enabled, the purge will run automatically. If
disabled, the users will be notified with a message that they
should purge shadowed documents.
After Cache settings have been implemented, users will see a Caching
dialog box upon logging on to DM. The exception to this will be when
No caching on logon setting is being used.
The Caching dialog box shows a progress bar and will show the details
of the caching process if the Details check box is selected.
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1. To hide the progress bar during the caching process, click
the Hide button.
2. To view Details, click the Details check box. To hide details,
clear the check box.
3. The Details area of the Caching dialog box tracks the history
of the current caching process, listing the cache being
processed, the library and status of that caching process.
If the user does not wish to see the cache progress form the next time
they log on to DM, The setting can be controlled using the Show cache
progress form check box on the General tab of the Defaults form in DM
Extensions.
Cache Lookups Dialog Box
You can change individual lookup settings from the Cache Lookups
dialog box.
Logon
The Logon section contains the following options:
Online logon wait timeoutThis field specifies the number of
seconds that DM Extensions should wait while connecting to the
DM Server machine before switching to Offline mode. The default
value is 7 seconds. The suggested timeout range is from 2-15
seconds.
If you want DM to optimize the wait timeout setting, you should
select the Intelligent timeout check box; the value you specify will
then be updated automatically. Otherwise, the value is static.
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Conversely, if DM does not log on to the DM server machine in
the specified wait timeout time, the number of successful logon
attempts stored in the registry is reset to 0 and the Online logon wait
timeout field is increased by 1.
Logon Tab
The Logon tab allows you to set the following options:
Enable Log Off check boxThis setting allows the user to disconnect
from DM and use DM Extensions in logged-off mode. In this
mode, Windows Explorer and Microsoft Outlook are
disconnected from DM, but are not considered to be online or
offline. A new Log Off menu entry is added to the File menus in
Windows Explorer and Microsoft Outlook, and to the shortcut
menu of the DM Explorer icon in the system tray.
Force Attach Import for New Documents check boxWhen you enable
this setting, users can no longer opt out of importing documents
create during an offline DM session. Users must import the
documents or remove them from Attach.
Enables the display of a Pre-Logon dialog each time a user logs into eDOCS
DM check boxWhen you enable this setting, users will be
Forms Node Click the Forms node to view the Custom Forms Configuration pane. This
section designates which custom forms DM will display.
NOTE: You must use the DM Extensions API to create or modify custom forms.
Each form is set to use the default DM internal form. Each form is
associated with a CLSID or ProgID. This is the location where you enter a
CLSID or ProgID to associate a forms context with a custom form
created in code.
A CLSID is a universally unique identifier (UUID) that identifies a type
of Component Object Model (COM) object. Each type of COM object
item has its CLSID in the registry so that it can be loaded and used by
other applications. For example, a spreadsheet can create worksheet
items, chart items, and macrosheet items. Each of these item types has
its own CLSID that uniquely identifies it to the system.
A ProgID, or programmatic identifier, is a registry entry that can be
associated with a CLSID. The format of a ProgID is
<Vendor>.<Component>.<Version>, separated by periods and with
no spaces, as in Word.Document.14. Like the CLSID, the ProgID
identifies a class, but with less precision.
The following options appear under the Forms section:
AccessForm
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ChangeDisplayNameForm
CompatibleAppsForm
GroupCheckinForm
GroupCheckoutForm
HistoryForm
LaunchMethodChooserForm
LibrariesForm
LookupForm
MailForm
ProfileForm
ProfileFormChooser
ProjectChooseForm
ProjectForm
ProjectMembershipForm
PropertiesForm
QuickRetrieveForm
RelatedItemsForm
SaveOptionsForm
SearchCriteriaForm
SearchFormChooser
SearchOptionsForm
SelectVersionsForm
SelectVersionTypeForm
TemplatesForm
VersionChooserForm
For example, the TemplateForms listed above, is the context wherein a
form appears when a user selects a template. Which template selection
form appears depends on several factors, including what information is
entered on this page.
On the Custom Forms Configuration pane, you can view the custom forms
location and/or enter a value in the CLSID or ProgID field.
Event Handlers Click the Event Handlers node to view the Event Handlers Configuration pane.
Node
Event handlers are custom components that extend the DM menu and
provide additional functionality. For example, the PDSearch event
handler provides the E-mail Threads feature in e-mail integration.
You can disable event handlers or change the order in which they load.
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Integration Expand the Application Integration node to select the Integration Schemes
Schemes Node node.
When you click Integration Schemes, the Integration Schemes Configuration
pane appears.
You can enable or disable an integration scheme, view the integration
schemes .dll file location, or change the load order of integration
schemes.
To disable an integration scheme:
In the Integration schemes section, clear the check box next to
the integration scheme name.
NOTE: Disabling an integration scheme in the Client
Deployment Utility only affects DM integration; it does not
affect the integration scheme for a particular application.
To change the load order of integration schemes:
Select an integration scheme and click the Up or Down
arrows to change the load order.
To view an integration schemes .dll file location:
Select the integration scheme and view its Location in the
lower portion of the pane.
General Tab In the General Save options section, you can set the following options:
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Prevent Message Modification check boxSelect this check
box to ensure that the profiled e-mail message remains
intact as received. This means that original attachments are
kept with the message, even if the attachments are profiled
separately.
Because the simple interface is used in DM 5.x, the Enable both formats
option appears unavailable.
The following three options are used in conjunction with each other.
Document type and application forClick this drop-down list
to select one of the following options:
RTF messages
MSG messages
unknown attachments
To set the document type and application for these options,
you must select each option in turn. For example, select RTF
messages in the Document type and application for drop-down
list, and then select the applicable options in the Document
type and Application drop-down menus.
These entries must be valid in the DOCUMENTTYPES
table. Messages will be saved with the specified Document
Type and Application values.
Document typeClick this drop-down menu to select a valid
entry in the DOCUMENTTYPES table. For example,
DEFAULT, FOLDER, RM, or any other valid Document
Type that you create.
ApplicationClick this drop-down menu to select the
application to be associated with RTF messages, MSG
messages, or unknown attachments.
Header Fields Tab The Header Fields tab allows you to assign e-mail header information to
a particular field on the profile form. For example, you can use the
EMAIL_TO column as a source for the To: field on the profile form, by
selecting the EMAIL_TO column from the To: drop-down list.
This header information must be added to the default profile form
using DM Designer.
You can set the following header fields:
From
Dialogs Tab The Dialogs tab allows you to configure save, attachment, and insert
options for e-mail integration.
In the Save options section, the following check boxes are available:
Show User Options Dialog Select this check box if you want
users to be able to set their own e-mail integration options
within Microsoft Outlook. In Outlook 2010, this dialog box
appears under File>DM Options. In Outlook 2007 and 2003,
this appears under Tools>Options.
Save attachments separatelySelect this check box if you
want the Save attachments separately check box to be selected
by default on the Save to Hummingbird DM dialog box.
Delete original message(s) after saveSelect this check box if
you want the Delete original message(s) after save option to
be selected by default on the Save to eDOCS DM dialog box.
Skip profiling forms while saving message(s)Select this check
box if you want to suppress the Save to eDOCS DM dialog
box and Document Profile form when users save e-mail
messages.
NOTE: If there are required fields that require user input, the dialog box and
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profile form will appear. Users can also enable this feature in the Save to
eDOCS DM dialog box.
Profile on Send The Profile on Send tab allows you to configure whether users are
Tab prompted to profile outgoing e-mail messages.
The following options are available:
Profile e-mail message before sending e-mailSelect this
check box if you want users to profile e-mail messages
before sending them.
Require profiling sent e-mailsSelect this check box if you
want to force users to profile e-mail messages. If you leave
this check box cleared, users can selectively profile or cancel
saving sent e-mail messages to DM.
Enable File and Send Select this check box to enable the
File and Send toolbar button on Microsoft Outlooks toolbar;
this allows the user to profile an e-mail message prior to
sending.
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eDOCS DM Desktop
Windows Explorer DM Extension
Download File Manager
ODMA Manager
ODMA Document Management System
Viewer Add-on
Interceptor
Interceptor Core
Acrobat Plug-in
Document Management Plug-in API
Attach Plug-in API
eDOCS DM Linking
Extended Log
DM Outlook Addin
2. Select the Log check box. The default name of the log file will
appear in the File name field.
3. In the Log directory field, click the lookup (...) button to
specify the log file location. The default location is C:\;
however, you should specify a directory to output generated
logs, such as C:\DMLogs.
See the individual module descriptions below for the complete registry
key and values.
All of the following modules contain the default log file name and the
default log file location.
If you enable this log, you should also enable the Document
Management Plug-in API log file. The Document Management Plug-in
and Document Management Plug-in API log files work in conjunction
with each other.
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Document File Name: FsPAPI.xml
Management Log directory: C:\FsPAPI.xml
Plug-in API
The Document Management Plug-in API is a non-standard XML-
rendition of all FsPlugin API calls. Open Text Development or
Technical Support might use this log in conjunction with the
Document Management Plug-in log file for troubleshooting issues. If
you enable the regular log file (FsPlugin.log), you should also enable
the API version (FsPAPI.xml) log file.
User Interface
Add-ons Node Expand the User Interface node and then click the Add-ons node to access
the Add-ons Configuration pane. From here you can manage the add-ons
that will appear on the DM desktop.
You can rename an add-on, view the location of an add-on, hide or
make visible an add-on, or change the order in which add-ons appear.
The following Add-ons check boxes are available:
Profile
Preview
Viewer
Versions
Where Used
Contents
Related
Description
By default, all check boxes are selected except for Description.
Tabs Node You can use the DM Application Program Interface (API) to create or
modify custom tabs. If you have custom tabs, use the Tabs node to
manage the tabs configuration.
When you click Tabs, the Custom Tabs Configuration pane appears. Use this
window to manage the custom tabs that will appear on the DM
desktop.
To rename a tab:
1. Select a tab, right-click, and then select Rename.
2. Type the text that you want to appear for the tabs name.
3. Press ENTER.
To hide a tab:
Select the tab and clear its check box.
To make a tab visible:
Select the tab and select its check box.
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NOTE: You must use the DM Application Program Interface (API) Toolkit to create or
modify custom tabs.
Tree Nodes Click Tree Nodes to access the Tree Node Configuration pane appears.
Configuration Use this window to set which feature nodes appear in the DM
Extension tree view, including Quick Searches.
The following Add-ons are available:
All Folders
Checked Out Documents
Applications
Templates
Template Documents
Deleted Documents
Attach
All check boxes are selected by default.
To remove an item from appearing in the DM Extensions tree:
Select the item and clear its check box. For example, if you
clear the All Folders check box, the <All Folders> Quick Search
will not appear in the DM tree.
You can hide the <Template Documents>, <Checked-out Documents>, <Deleted
Documents>, and/or <All Folders> Quick Searches from appearing in the DM
tree by clearing the check box(es).
13
Setup Information for DM
Extension for Lotus Notes
This chapter contains the following information for the DM and Lotus
Notes administrators.
Supported Versions
Prerequisites for Database Setup
Installing DM Extension for Lotus Notes
Configuring Launch Methods for Lotus Notes
Configuration Options and Settings
Setting up Drag-and-Drop Functionality
Installing the Root Node Image
Setting up the Advanced Interface on Integrated Databases
Troubleshooting DM Integration with Lotus Notes
Configuration Notes for Indexing Attachments in Lotus
Notes E-mails
325
Supported Versions
See the current version of release notes for supported versions of Lotus
Notes.
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4. Continue installing DM Extensions; when the Custom
Setup dialog box appears, select Lotus DM Extension and then
click Next.
5. In the Connection Information dialog box, enter the name
of the DM Server. Click Next.
6. Review the installation settings in the Start Copying Files
dialog box and then click Next.
If you are installing on Windows XP SP2, you might be
prompted with a Windows Security Alert that states the
Windows firewall has blocked the PAPIHost WWW Server
application. Select Unblock.
LOTUS NOTES EMAIL (Lotus Notes E-mails) The LOTUS NOTES EMAIL
Application ID is used for profiling Lotus Notes e-mail messages (*.lne
files) to DM. When you open a profiled e-mail message, it opens in
Lotus Notes.
LOTUS NOTES FORM (Lotus Notes Forms) Each Lotus Notes document or e-
mail message is associated with a Lotus Notes form, which determines
how the document or message appears. The LOTUS NOTES FORM
Application ID is used for profiling the form (*.dxl file) associated with
the document or e-mail message. This process is automatic; the user is
not prompted to profile the form separately.
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8. Click OK.
9. Double-click LOTUS NOTES EMAIL.
10. Click Launch Methods.
11. Click Details.
12. In the Location field, enter the complete path to the
HLVIEW.EXE file.
13. Click OK.
14. Click Close.
15. Click OK.
Associating Profile You must now configure your DM groups to use the appropriate Lotus
Forms with Lotus Notes forms associated with the Lotus Notes Applications IDs. You can
Notes Application do this in Library Maintenance or in DM Webtop.
IDs To associate the profile forms in Library Maintenance:
1. Start Library Maintenance.
2. Click Groups.
3. Double-click a Group ID. For example, double-click
DOCS_SUPERVISORS.
4. On the General tab of the Group Maintenance dialog box,
click Forms. The Form Selection dialog box appears.
5. In the left pane, double-click Profile Entry. The tree expands.
6. Scroll down the list and select LOTUS NOTES DOC.
7. In the right pane, select the DEF_LNDPROF Lotus Notes
Document profile check box.
8. In the left pane, select LOTUS NOTES EMAIL.
9. In the right pane, select the DEF_LNEPROF Lotus Notes E-mail
profile check box.
10. In the left pane, select LOTUS NOTES FORM.
11. In the right pane, select DEF_LNFPROF Lotus Notes Form profile
check box.
12. Click Close.
13. Click OK.
14. Repeat these steps for each DM group.
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Configuring the The HLE_Template.ntf file is a template profile document that the
HLE_Template.ntf Domino Server administrator uses to initialize and maintain client
File settings, which are then replicated to the user client machines.
You must install the HLE_Template.ntf file on the Domino Servers
data directory.
To install the HLE_Template.ntf file:
1. Locate the HLE_Template.ntf file in ...\Tools\DM
Extensions\Domino Server.
2. Install the file on the Domino Servers Data directory. The
default location is C:\Program Files\Lotus\Domino\Data on
Lotus 7.x or C:\[Program Files]\IBM\Lotus\Domino\data
on Lotus 8.5.x. The HLE_Template.ntf'is used by the
eDOCS Lotus Notes Extension system database and does
not affect any database or template at clients location.
You set various preferences values by modifying the
SetAdministrativeSettings agent in the HLE_Template.ntf file on the
Domino server. These settings automatically replicate to the client
machines.
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Specify the pop-up menu text highlight color for the Advanced
Interface.
Windows Selected Items color (default)
UseAdvancedInterface
Determines whether the Advanced Interface is used.
0 = No
1 = Yes (default)
Cache Settings The following Cache settings are available in the SetAdministrativeSettings
agent.
NOTE: All of the settings have a corresponding <function name>_Lock setting. If
set to 1 (Locked), then the user cannot change the setting. ( 0=Unlocked)
TreeExpiration
Determines the cache expiration time (in minutes) for the tree.
960 (default)
FolderContents
Determines if the folder contents are cached.
0 = No
1 = Yes (default)
FolderContentsExpiration
Determines the cache expiration time (in minutes) for the folder
contents.
60 (default)
SearchResults
Determines if search results can be cached.
0 = No
1 = Yes (default)
SearchResultsExpiration
Determines the cache expiration time (in minutes) for search results.
Data Source The following data-source-related e-mail LNE file settings are available
Related LNE E-mail in the SetAdministrativeSettings agent.
File Settings NOTE: All of the settings have a corresponding <function name>_Lock setting. If
set to 1 (Locked), then the user cannot change the setting. ( 0=Unlocked)
LNEImportedDocumentOption
Determines how to process the Lotus Notes document being uploaded.
0 = Keep Intact
1 = Replace Attachments with DRF (default)
2 = Remove Attachments
3 = Do Not Profile Lotus Notes Document
LNEImportedDocument_AE_Option
Determines how to process the Lotus Notes document being uploaded
if it already exists.
0 = Skip Profiling
1 = Only Save Attachments
2 = Save As New Document (default)
3 = Save As New Version
LNEImportedDocumentAttachmentOption
Determines how to process the attachments of the Lotus Notes
document.
0 = Profile Separately (default)
1 = Ignore Attachments
LNEImportedDocumentAttachmentErrorOption
Determines how to process the main Lotus Notes document if errors
are generated while processing attachments.
0 = Skip Profiling Main Document (default)
1 = Keep - Profile with Attachments Saved Successfully
2 = Attempt to Profile with Attachments Embedded
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LNEImportedDocumentAttachment_AE_Option
Determines how to process attachments if they already exist.
0 = Skip Attachment
1 = Save As New Document (default)
2 = Save As New Version
LNEErrorHandlingForAttachments
Determines what action should be taken if errors are generated during
processing attachments.
0 = Ignore the Error
1 = Abort the Profiling Process of the Particular Attachment and
Continue (default)
LNESourceNoteOption
Determines how to handle the Source Note after the Lotus Notes
document is profiled.
0 = Keep Intact (default)
1 = Replace in Source Note Attachments with DRF
2 = Remove Attachments from Source Note
3 = Delete Document from Notes Database
LNEErrorHandlingForMainDocument
Determines how to handle errors generated when profiling the Lotus
Notes document.
0 = Abort Profiling Silently (do not notify user)
1 = Abort Profiling and Notify User (default)
2 = Ignore Errors
LNEConfirmFrequency
Determines how often to confirm profiling preferences.
0 = Never (default)
1 = Per Session
2 = Per Action
Data Source The following data-source-related document LND file settings are
Related LND available in the SetAdministrativeSettings agent.
Document File NOTE: All of the settings have a corresponding <function name>_Lock setting. If
Settings set to 1 (Locked), then the user cannot change the setting. ( 0=Unlocked)
LNDImportedDocumentOption
Determines how to process the Lotus Notes document being uploaded.
336 CHAPTER 13
0 = Keep Intact
1 = Replace Attachments with DRF (default)
2 = Remove Attachments
3 = Do Not Profile Lotus Notes Document
LNDImportedDocument_AE_Option
Determines how to process the Lotus Notes document being uploaded
if it already exists.
0 = Skip Profiling
1 = Only Save Attachments
2 = Save As New Document (default)
3 = Save As New Version
LNDImportedDocumentAttachmentOption
Determines how to process the attachments of the Lotus Notes
document.
0 = Profile Separately (default)
1 = Ignore Attachments
LNDImportedDocumentAttachmentErrorOption
Determines how to process the main Lotus Notes document if errors
are generated while processing attachments.
0 = Skip Profiling Main Document (default)
1 = Keep - Profile with Attachments Saved Successfully
2 = Attempt to Profile with Attachments Embedded
LNDImportedDocumentAttachment_AE_Option
Determines how to process attachments if they already exist.
0 = Skip Attachment
1 = Save As New Document (default)
2 = Save As New Version
LNDErrorHandlingForAttachments
338 CHAPTER 13
0 = No
1 = Yes (default)
LNDShowImportForm
Determines whether to show the import form.
0 = Always (default)
1 = If Required
2 = Never
LNDShowDestinationForm
Determines whether to show the destination form.
0 = Always (default)
1 = If Required
2 = Never
LNDSkipDXLFileValidation
Determines whether to skip the DXL File Validation test.
0 = No (default)
1 = Yes
Data Source The following entries in the SetAdministrativeSettings agent are internal
Related LNE fields used by the Lotus Notes client when mapping to a data source:
Related Mapping LNE_SendToThis field is mapped to the EMAIL_TO column.
Settings LNE_FromThis field is mapped to the EMAIL_FROM column.
LNE_CopyToThis field is mapped to the EMAIL_CC column.
LNE_BlindCopyToThis field is mapped to the EMAIL_BCC column.
LNE_SubjectThis field is mapped to the EMAIL_DOCNAME column.
LNE_DeliveredDateThis field is mapped to the EMAIL_RECEIVED
column.
LNE_PostedDateThis field is mapped to the EMAIL_SENT column.
340 CHAPTER 13
Setting up Drag-and-Drop Functionality
To set up drag-and-drop functionality for all Lotus Notes users, you
must apply the following changes to the corporate mail template. If
only a small subset of Lotus Notes users will be using the DM Extension
for Lotus Notes, you can make the changes in each users mail database
directly.
To set up drag-and-drop functionality:
1. Log on to the client workstation.
2. In Notes Designer, open the Mail Database template.
3. when the database opens, in the navigation tree, select
Other>Database Resources and then open Database Script on
Lotus 7.x or select Code>Database script on Lotus 8.5.x.
4. Under Database Resources, open Database Script.
5. In the [Declarations] section, add the following lines of code:
'//=========== Added for handling the Drag-Drop to
OpenText-DM folders =================
Declare Function GetDataSourceFileNameW Lib
"HLBridge.dll" (Byval DataSourceFileName As
Unicode String, Byval BufferSize As Integer) As
Boolean
6. In the PostDragDrop event of the Mail Database template,
locate the following lines:
Dim note As notesdocument
Dim newnote As notesdocument
Dim uidoc As notesuidocument
NOTE: For non-email integrated databases, the location could be different.
7. Add the following lines of code directly after the three lines
of code you located in step 6.
'//=========== Added for handling the Drag-Drop to OpenText-DM
folders ================
If Left$(Entryname,4) = "Humm" Then
Dim dbName As String *255
Dim LNSession As New notessession
Dim status As Boolean
342 CHAPTER 13
5. Open the Mail Database template.
6. From the navigation tree, select Shared Resources>Images (or
Resources>Images on 8.5x).
7. Paste the OpenText.gif file into the list of images for the
Mail Database template.
8. You might be prompted with an alert stating "The source
database, 'Hummingbird Lotus Extension Template', is a
Design Template named 'HLE_Template'. After being pasted,
would you like these Images to be automatically updated when
those in 'HLE_Template' change?".
Click No.
9. Save the database.
10. Repeat this process for each integrated database that you
want the DM tree to appear.
344 CHAPTER 13
Designating the In order for Advanced Interface to function correctly, Lotus Notes relies
Home Page in on the Welcome page being set as the users Home Page. If users want
Lotus Notes to bookmark a different home page other than the Welcome page, you
must add a line to the Notes.ini file.
To use a different home page other than the Welcome page:
1. On the users workstation, locate and open the Notes.ini file.
2. Add the following line of text:
HECLN_NotesHomePageTitle=HomePageTitle
3. Replace HomePageTitle with the text that appears on the
window tab in Lotus Notes.
Removing Lotus To reinitialize Lotus Notes databases and client machine using
Notes Integration DM Extension for Lotus Notes:
1. Open the user's mail database in Domino Designer.
2. Navigate to Shared Code\Outlines. In the list of Outlines,
locate NotesMailOutline.
3. Double-click NotesMailOutline to open.
4. Locate and delete all of the DM entries. The Root Outline
Entry will appear with the DM user name, and followed by
the library name.
NOTE: To remove Lotus Notes integration for a particular data source, remove
only the DM entry for that data source.
346 CHAPTER 13
DM-Lotus This section describes how to remove a particular tree node, which
Integration corresponds to a DM library, from an integrated database without
Maintenance for a removing all of the corresponding DM library tree nodes. This does not
remove the integration from the client machine.
Specific Data
Source To remove DM Extension for Lotus Notes integration for a
particular data source:
1. Open the user's mail database in Domino Designer.
1. Navigate to Shared Code\Outlines (or Shared
Elements\Outlines in 8.5x). In the list of Outlines, locate
NotesMailOutline.
348 CHAPTER 13
HKEY_CURRENT_USER\Software\Hummingbird\Email
Integration\1.5\Settings\AgentsInstalledFor
14. Close Registry Editor.
15. Remove the code entry for the drag-and-drop feature. To do
this, in Notes Designer, open the Mail Database template.
16. When the database opens, in the navigation tree, select
Other>Database Resources.
17. Under Database Resources, open Database Script.
18. In the [Declarations] section, remove the following lines of
code:
//=== Added for handling the Drag-Drop to
Hummingbird-DM folders ======
Declare Function GetDataSourceFileName Lib
"HLBridge.dll" () As String
19. In the PostDragDrop event of the Mail Database template,
locate the following lines:
Dim note As notesdocument
Dim newnote As notesdocument
Dim uidoc As notesuidocument
20. Remove the following lines of code that appear directly after
the three lines of code you located in the previous step.
'//===== Added for handling the Drag-Drop to Open
Text-DM folders
======
If Left$(Entryname,4) = "Humm" Then
Dim dbName As String *255
'Get a handle to the users local database
dbName = GetDataSourceFileName()
If ( (Isnull(dbName)) Or (Trim$(dbName) = "") )
Then
continue = False
Else
Dim db As New NotesDatabase("", dbName)
Dim doc As NotesDocument
Set doc = New NotesDocument(db)
doc.FullPath = EntryName
Call doc.Save(True, False)
'Run the drag-drop agent
Dim agent As NotesAgent
Set agent = db.GetAgent( "DragDrop" )
Call agent.Run(doc.NoteID)
350 CHAPTER 13
Setting Up Logging This section provides information on how to generate a log file to use
for troubleshooting.
The default log file location is C:\Documents and Settings\<user
name>\Local Settings\Application Data\Open Text\Lotus Client.
The log file name prefix is "OLTC_Trace." For example, the log file
name is: OTLC_Trace<Day of Week>,<Month Name> <Day of
Month>, <Four-Digit Year>_<Time in 24-hour format>.log.
For example, OLTC_Trace_Thursday, October 25, 2009_1657.log.
4
Appendices
In This Section
AConfiguration Settings
353
APPENDIX
A
Configuration Settings
In This Appendix
355
Bypassing Multi-Level Circular Reference Checks
You can configure a registry key to bypass multi-level circular reference
checks. If you do not specify a value, a default depth of five levels is
used. There is a maximum of 10 levels of circular reference depth
checking. Regardless of the value, basic one-one relationship and direct
reciprical parent/child relationship circular reference checking is still
performed.
The code dynamically builds the SQL statement used for circular
reference checking based upon the depth value acquired by looking at
the CircRefCheckDepth value.
T o bypass multi-level circular reference checks:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
DOCSFusion
3. Right-click DOCSFusion and select New>DWORD Value.
4. Type CircRefCheckDepth and press ENTER.
5. Double-click CircRefCheckDepth and type a value:
0 - Multi-level circular reference checking is bypassed.
If you do not specify a value, the default of five levels is used. There is a
maximum of 10 levels.
Registry Setting To enable the cache dumping feature, you must create the
DumpCacheOnRefresh registry setting for the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\Settings
356 APPENDIX A
To create the DumpCacheOnRefresh registry key setting:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\Settings
3. Right-click Settings and select New>DWORD Value.
4. Type DumpCacheOnRefresh and press ENTER.
5. Double-click DumpCacheOnRefresh.
6. Enter one of the following values in the Value data field:
1 - The entire cache will be dumped, except for items
that are marked for exclusion.
2 - The only portion of the cache that will be dumped
are those items marked for inclusion.
If the value for the DumpCacheOnRefresh key is 1, the system looks
under HKEY_LOCAL_MACHINE\SOFTWARE\
Hummingbird\PowerDOCS\Settings\DiagnosticsCache\Exclude
for items to exclude from the cache dump.
Excluding or Following is a table of items that you can exclude or include in the
Including Items cache dump:
358 APPENDIX A
3. Type the key name of the item to exclude (for example,
GROUPS), and then press ENTER.
4. Double-click the items name (for example, GROUPS), and
type 1 in the Value data field.
5. Create a new DWORD Value with the key name of the item to
include (for example, GROUPS), and type 1 in the Value data
field.
Viewing the Generated output XML files have the same names as their registry key
Output File Layout names. In order to view the generated XML files, you must place the
DiagnosticCache.xslt file in the same directory as the generated XML
files. These files are stored, by default, in ..\Documents and
Settings\<User Name>\Local Settings\Temp.
All generated XML files share the following format:
Time StampThe time stamp of when the cache was
dumped.
Cache File NameThe name of the cache file that contains
the data. This file is located in ..\Documents and
Settings\<User Name>\Application
Data\Hummingbird\DM\Cache\<Library Name>.
Cache File VersionThe file version of the cache file.
Time Stamp of Cache FileThe time stamp of when the cache
file was created.
The next item in the XML file is a grid composed of three columns. The
first row, which is a heading row, is highlighted in green and contains
the following column names:
NameThe SYSTEM_IDs or names of the items in the
cache dump.
DiskThe value of each item as it exists on disk.
MemoryThe value of each item as it exists in memory. If
the item does not exist in memory, then this column
appears blank.
Interpreting Following is an explanation of the output values for each type of data
Output Values in the output XML file.
Lookup Definitions
The Name entry corresponds to the LOOKUPID in the LOOKUP table.
The Disk/Memory values correspond to LISTBOX in the LOOKUP table.
Each Lookup
The data corresponds to the table for each lookup. For example,
CLIENTN, which is the non-search lookup for Client, corresponds to
the CLIENT table. The Name value is the SYSTEM_ID. The Disk/Memory
value corresponds to the row of data that is cached, which can be
delimited by a comma (,) or colon (:).
For CLIENTN, the data is:
[CLIENT_ID];[CLIENT_NAME];[DISABLED];[TARGET_DOCSRVR]
All Groups
The data corresponds to the GROUP table. The Name value is the
SYSTEM_ID. The Disk/Memory value is the value of the following
columns, ; delimited.
The Disk value is:
[GROUP_ID];[GROUP_NAME];[UNIV_ACCESS]
Each Group
The data corresponds to the subset of the PEOPLE table that belongs to
the group. The Disk/Memory value is the value of the following delimited
columns, ; delimited.
The Disk value is:
[USER_ID];[FULL_NAME]
360 APPENDIX A
Forms
The data corresponds to the FORMS table. The Name value is the
FORM_NAME in the FORMS table. Unlike the other files, the Disk and
Memory values differ.
The Disk value is:
[SYSTEM_ID];[FORM_TITLE];[FORM_TYPE];[FORM_DEFINITION]
The Memory value is [SYSTEM_ID], and for each column, the column
attributes interpreted into memory. This is followed by the line:
[SQL name],[flags],[type],[kind],[lookup
name],[display name],[checked trigger],[unchecked
trigger],[multi-value info]
The [SQL name] entry may be ; delimited.
Document Types
The data corresponds to the DOCUMENTTYPES table. The Name
value is the SYSTEM_ID. Each column of a database row is given a row
in the output grid.
Library and Group Options
The data corresponds to the Options data in the GROUPS and
DOCSPARAMS tables. Each column of a database row is given a row in
the output grid. The first set of data that appears under the green line
is the logged-on groups options. The next green line delimits the
Library options. The Library options also contains data that are system
parameters, and thus, have no corresponding entry in the group item.
Troubleshooting In the event of a failed cache dump, the first time a failure occurs, no
output file is generated; however, on subsequent failures, the XML file,
along with where and why the parse failed, will be appended to the
CacheDumpProblem.log file. The information is this file is useful to
developers in examining why code has failed.
CONFIGURING DYNAMIC VIEWS TO EXPAND AD-HOC FOLDERS CONTAINING OTHER FOLDERS 361
any ad-hoc folder containing another folder will expand and appear in
the dynamic view tree.
To configure ad-hoc folders to expand in the tree:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Settings
3. Double-click LazyExpandIndicator.
4. Type 1 in the Value data field.
5. Click OK.
Any ad-hoc folders appearing in the dynamic view virtual structure will
now expand in the DM tree.
362 APPENDIX A
Configuring the File and Send E-mail Save Option
NOTE: In eDOCS DM 5.3, you can enable the File and Send feature in
the Client Deployment Utility.
The File and Send toolbar button on Microsoft Outlooks toolbar allows
the user to profile an e-mail message prior to sending. The File and Send
toolbar button appears next to the Send button, unless you are using
Microsoft Word as your e-mail editor; in that case, the File and Send
button appears above the Send button.
When you use Microsoft Word as your e-mail editor in Microsoft
Outlook 2003, you will need to enable the Standard toolbar in order to
access the File and Send toolbar button. The Standard toolbar is hidden by
default, so you will need to right-click any toolbar and select Standard
(or select View>Toolbars>Standard); otherwise, the File and Send toolbar
button will not appear.
NOTE: When you enable the File and Send feature, Outlooks Send button
is not used for any DM functionality.
The File and Send button is disabled by default. To enable this feature,
you must ensure that the EnableFileAndSend setting is enabled, and
ensure that the ProfileOnSend value is disabled in the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
Email Integration\1.5\Settings
To enable the File and Send feature:
1. Click Start>Run, type regedit, and click OK.
2. In the Registry Editor, navigate to
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\E
mail Integration\1.5\Settings.
3. Right-click Settings and select New>DWORD Value.
4. Type EnableFileandSend and press ENTER.
5. Double-click EnableFileandSend.
6. Type 1 in the Value Data field and click OK.
7. Double-click ProfileOnSend.
364 APPENDIX A
to see the edited item on the list. This modification does not apply to
edits made to the profile of an electronic document.
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Forms\Lookup
6. Click OK.
After you configure this registry key value, the next time a user clicks a
Lookup (...) button for a validation field, such as Document Type or
Author, any disabled item will not appear in the Recently used items or
Full list tabs.
CONFIGURING THE RECENTLY USED ITEMS LIST TO HIDE DISABLED VALIDATION ITEMS 365
Configuring the Remember Last Location
You can configure a registry key to make DM Extensions remember the
last location from which a user opened a document, and the
navigational tree in the Quick Retrieve window will expand to that
location.
To configure the Remember Last Location feature:
1. On the client workstation, click Start>Run, type regedit,
and click OK. The Registry Editor opens.
2. Locate the following registry key:
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Forms\QR
3. Double-click OpenFirst.
4. In the Value data field, type 3, and then click OK.
5. Exit the Registry Editor.
The next time the user opens a document, the navigational tree in the
Quick Retrieve window will automatically expand to the last location
from which the user opened a document, whether from a Dynamic
View, Quick Search, Workspace, etc.
366 APPENDIX A
4. Type ProfileAttachments and press ENTER.
5. Double-click ProfileAttachments and type one of the
following values:
0 - Disabled
1 - Enabled
6. Click OK.
Once enabled, when you double-click the attachment in the Preview
Add-on pane to open the attachment (as opposed to opening the
message and then opening the attachment), the attachment opens in
read-only mode. A Document Profile dialog box always appears for a
read-only document when you initiate a Save process.
CONFIGURING WHICH ITEMS APPEAR IN THE RECENTLY EDITED DOCUMENTS (RED) LIST 367
To configure which types of items appear in the RED list:
1. On the DM Server machine, select Start>Run.
2. Type regedit in the Open field and then click OK.
3. The Registry Editor opens. Locate the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\DOCSFusion
4. Right-click DOCSFusion and select New>String Value.
5. Type REDListActivityTypes and press ENTER.
6. Double-click REDListActivityTypes and type the Activity Type
values, separated by commas, that you want to appear in the
users RED list. For example, type:
1,2,8,18,104,105,106
The RED list will show the following Activity Types:
Create Document (1), Edit Document (2), Create New
Version (8), Copied from Document (18), Remove from
Container - Parent (104), Added to Container (105),
Removed from Container - Item (106)
Any document added to a folder will appear in the users
RED list when you use the above values.
Or, you can type the following values:
1,2,8,18
Any document added to a folder will not appear in the users
RED list when you use the above values.
7. Click OK.
For a list of all Activity Types, consult the DM/RM Data Dictionary.
368 APPENDIX A
time and improves system performance by reducing requests to DM
Server.
The StartInRecent setting causes the lookup dialog box to open with the
Recently Used Item tab selected. The user can set individual lookup dialog
boxes to open with the Recently Used Item tab selected by selecting the
Start in Recent Items tab check box on the Lookup dialog box. All of the
lookup dialog boxes can be set to open with the Recently Used Item tab
displayed by setting a registry key value.
These settings can be applied to individual lookups or to all lookups.
NotLoadOnStartup The NotLoadOnStartup setting controls whether the Full List tab of a lookup
Setting is populated on startup or if the tab remains empty. This setting applies
to two types of lookups:
Lookups that have a parent-child relationship, such as
Client and Matter. To understand the outcome of the
NotLoadOnStartup setting, first consider how the lookup
behaves without it being set. When the user selects a Client
name and then clicks the Matter lookup button, only the
Matters related to the selected Client appear. However, if the
user clicks the Matter button without first selecting a Client,
all Matters in the library appear in the Full List tab. If the user
sets the NotLoadOnStartup DWORD registry value to 1 for
the Matter lookup, selecting Matter without first selecting a
Client displays an empty Matter list from which the user can
search for the desired Matter.
Lookups that have no other lookups associated with them,
such as Author, Client, Document Type, Keyword, and
Application. When NotLoadOnStartup is set to 1 and the user
clicks the Author lookup button, no data will be displayed on
the Full List tab. The user can simply search for the desired
author without waiting for the list to be populated with all
Author records in the library.
To set the NotLoadOnStart function:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_CURRENT_USER\Software\Hummingbird\Power
DOCS\Core\Plugins\Fusion\Forms\Lookup\
<library_name>\<lookup_name>
StartInRecent The StartInRecent setting causes the Lookup dialog box to appear with
Setting the Recently Used Item tab selected.
Setting Individual You can set an individual Lookup dialog box to open with the Recently
Lookups Used Item tab selected by selecting the Start in Recent Items tab check box
on the Lookup dialog box, or by editing the registry. The Start in Recent
Items tab check box sets the StartInRecent registry value.
370 APPENDIX A
To set an individual Lookup dialog box to show recently used
items:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Forms\Lookup\
<library_name>\<lookup_name>
The <library_name> is the name of the DM library and the
<lookup_name> is the name of the lookup containing the
data.
3. If the StartInRecent DWORD value does not exist, click
Edit>New>DWORD Value, and enter StartInRecent.
4. Double-click StartInRecent and enter one of the following
values:
1 - Enabled for this individual Lookup
0 - Disabled for this individual Lookup
5. Select File>Exit.
372 APPENDIX A
To disable the unmanaged document notification:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, create one of the following registry
keys:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
Hummingbird DM Application Integration\Installation\
Microsoft\DM17341
or
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\AppIntegration\DM17341
Once one of these registry keys is created, the This document has
become unmanaged in DM message will no longer appear.
374 APPENDIX A
6. Select Edit>New>DWORD Value; enter the following:
ContinuousLog.
7. Double-click ContinuousLog; enter one of the following
values:
0 - Disables continuous logging.
1 - Enables continuous logging.
8. Select File>Exit, or if you need to export the file to use as a
custom component in a deployment package, select
File>Export and export the key to a .reg file.
376 APPENDIX A
Ensuring Application Integration Works When You Do
Not Install All Microsoft Office 2007 Applications
You can use a workaround to ensure that DM application integration
works after installing only one or two of the Microsoft Office 2007 Basic
applications. Application integration is broken when you do not install
all of the Microsoft Office 2007 applications (Word, Excel, and
PowerPoint).
To implement the workaround:
1. In Control Panel>Add or Remove Programs, select Microsoft Office
2007 Primary Interop Assemblies, and then click Remove.
2. Select Start>Run, type regedit, and then click OK.
3. In the Registry Editor, create the following registry keys:
HKEY_CLASSES_ROOT\TypeLib\{00020813-0000-0000-
C000-000000000046}\1.6
(Default) Value: Microsoft Excel 12.0 Object Library
HKEY_CLASSES_ROOT\TypeLib\{00020905-0000-0000-
C000-000000000046}\8.4
(Default) Value: Microsoft Word 12.0 Object Library
HKEY_CLASSES_ROOT\TypeLib\{91493440-5A91-11CF-
8700-00AA0060263B}\2.9
(Default) Value: Microsoft PowerPoint 12.0 Object
Library
4. Reinstall the Microsoft Office 2007 Primary Interop
Assemblies using Microsofts redistributable package. You
should read the packages readme for additional
information. Download the Microsoft redistributable
package from Microsofts web site at the following location:
http://www.microsoft.com/downloads/
details.aspx?FamilyID=59daebaa-bed4-4282-
a28c-b864d8bfa513&DisplayLang=en
ENSURING APPLICATION INTEGRATION WORKS WHEN YOU DO NOT INSTALL ALL MICROSOFT OFFICE 2007
Ensuring the Microsoft Word, Excel, and Project Status
Bars Are Populated
You can configure a registry key to ensure that the Microsoft Word,
Excel, and Project Status bars appear populated. Configuring this
registry key prevents the Status bars from appearing blank.
NOTE: The Status bars must be enabled within the Microsoft applications.
In Word and Project, the Status bar check box is located in
Tools>Options>View tab. In Excel, the Status Bar option appears within the
View menu.
378 APPENDIX A
Excluding the DOCS_USERS Group from Quick Search
Queries
If you have a very large number of DM users, when you execute a Quick
Search, there might be a noticeable delay before results are returned.
This issue occurs as the DOCS_USERS group is queried in the
SECURITY table.
You can modify a registry key to exclude the DOCS_USERS group from
being queried against the SECURITY table when you perform a Quick
Search.
380 APPENDIX A
Improving Performance in Microsoft Excel When DM
Linking Is Installed
You can implement a registry key that improves the performance in
opening Microsoft Excel documents larger than 4 MB. When you use
COM or ODMA integration with Microsoft Excel and have DM
Linking installed, the PWDMonikerConverter.xla file can cause
considerable delays in opening documents, or cause DM Extensions to
stop responding.
This registry key controls whether or not the system automatically
checks for DOCS Open links to convert them to DM style links. If the
registry key does not exist, or if the value is 0, DM Linking is configured
to scan and convert these links.
To add the registry key:
1. Locate the following in the registry:
HKLM\Software\Hummingbird\PowerDOCS\
AppIntegration\
2. Right-click Viewer and select New>DWORD Value.
3. Type BypassLinkUpdate and press ENTER.
4. Double-click BypassLinkUpdate and type one of the following
values:
0Scan for DOCS Open links, and if they exist, convert
them (default).
1Ignore any DOCS Open links, and do not convert them.
5. Click OK.
382 APPENDIX A
INTERNALThe INTERNAL setting indicates to use the
internal English strings (set programatically if DM
cannot locate the apptrans.ini file).
Custom ValueYou can enter a custom value;
however, you must include the complete path. For
example, C:\Documents and Settings\<user name>\My
Documents.
3. Click OK.
Profile Attachments
The PROFILE_ATTACHMENTS setting indicates whether attachments should
be profiled when opened from an e-mail message. When this setting is
disabled, attachments are saved to a \Temp folder.
To configure the Profile Attachments setting:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
2. Create or modify the PROFILE_ATTACHMENTS DWORD Value
using one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
Show DM Tab
The SHOW_DMTAB setting indicates whether the DM tab appears in
Microsoft Word, Excel, and PowerPoint 2007 using COM integration.
This feature is enabled by default.
To configure the DM tabs visibility:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
2. Create or modify the SHOW_DMTAB DWORD Value using one
of the following values:
1 (Enabled)
Microsoft Office The following registry key settings determine which DM menu items
Menu Options appear within Microsoft Word, Excel, and PowerPoint 2007. Disabling
any of the following options removes only the menu items; the items
will remain on the DM tab.
If you are using passive integration, you should not disable any
of these menu items as integration will not work with DM.
Show Save to eDOCS DM
The SHOW_EDOCS_SAVE_TO_DM setting determines if the Office Button>Save
to eDOCS DM menu option appears. This feature is enabled by default for
active integration.
To configure the Save to eDOCS DM option:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
2. Create or modify the SHOW_EDOCS_SAVE_TO_DM DWORD
Value using one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
384 APPENDIX A
Show Save as DM Version
The SHOW_SAVE_AS_DM_VERSION setting determines if the Office
Button>Save As DM Version menu option appears. This feature is enabled
by default for active integration.
386 APPENDIX A
2. Right-click Microsoft and select New>DWORD Value.
3. Type HIDE_COMPARE_AND_MERGE and click ENTER.
4. Double-click HIDE_COMPARE_AND_MERGE.
5. Type 1 in the Value data field and then click ENTER.
Hide About DM
The HIDE_EDOCSDM_ABOUT setting allows you to hide the About DM item
located in the Office Button drop-down menu. This is applicable only to
active integration.
388 APPENDIX A
To hide the Start Mail Merge button:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
2. Right-click Microsoft and select New>DWORD Value.
3. Type HIDE_EDOCSDM_MailMerge and click ENTER.
4. Double-click HIDE_EDOCSDM_MailMerge.
5. Type 1 in the Value data field and then click ENTER.
Microsoft Word The Microsoft Word DM footer custom functions settings are stored
Footer Options within the following application-specific location in the registry:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\AppIntegration\
Word\Options
390 APPENDIX A
is enabled by default. This applies to both active and passive
integration.
To configure the Show DM Footer Options Dialog Box option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\
AppIntegration\Word\Options
2. Create or modify the SHOW_OPTIONS_DIALOG DWORD Value
using one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
NOTE: All of the following registry settings do not exist until the DM
Footer Options dialog box is displayed and closed. Once the user
makes or clears the check boxes on this dialog box and clicks OK, the
settings are then written to the registry.
392 APPENDIX A
2. Create or modify the INCLUDE_VERSION_LABEL DWORD Value
using one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
0 (Disabled)
3. Click OK.
Include Application
The INCLUDE_APPLICATION setting indicates if the application ID appears
in the Microsoft Word DM footer. This applies to both active and
passive integration.
0 (Disabled)
3. Click OK.
394 APPENDIX A
Include Abstract
The INCLUDE_ABSTRACT setting indicates if the abstract (description)
appears in the Microsoft Word DM footer. This applies to both active
and passive integration.
To configure the Include Abstract option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\App
Integration\Word\Options
2. Create or modify the INCLUDE_ABSTRACT DWORD Value using
one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
Microsoft Excel The Microsoft Excel DM footer custom functions settings are stored
Footer Options within the following application-specific location in the registry:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\AppIntegration\
Excel\Options
396 APPENDIX A
Run Autosave When Footer Runs
The AUTOSAVE setting determines if Excel performs a save every time the
footer is run. This applies to both active and passive integration.
398 APPENDIX A
2. Create or modify the INCLUDE_DOC_AUTHOR DWORD Value
using one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
Include Application
The INCLUDE_APPLICATION setting indicates if the application ID appears
in the Microsoft Excel DM footer. This applies to both active and
passive integration.
To configure the Include Application option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\
AppIntegration\Excel\Options
2. Create or modify the INCLUDE_APPLICATION DWORD Value
using one of the following values:
1 (Enabled)
0 (Disabled)
3. Click OK.
400 APPENDIX A
You cannot customize the Microsoft PowerPoint footer like you can in
Microsoft Word and Excel; this is a Microsoft limitation.
Log File Options You can set the following debugging and log file options for COM
Automation:
402 APPENDIX A
NOTE: You should enable this setting only when instructed to do so
by Open Text technical support or for troubleshooting purposes.
404 APPENDIX A
For example, if importing the ASCII file from an English DM server,
this pcdocs.ini file setting prevents the [] character from being
replaced with [T]. Similarily, if importing the same file from a French
DM server, this prevents the letter [] from being replaced with [].
406 APPENDIX A
Renaming E-mail Attachments in GroupWise
You have the ability to rename GroupWise e-mail attachments by
adding the following registry key values. There are two new registry
keys under:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\
Core\Plugins\Fusion\Forms\Mail
AttachNameFormat String
If the first key exists and is equal to 1, the user can edit the Document
name field.
If the second key exists and has the following format, then the
attachment name is changed, regardless of the format values;
otherwise, the behavior will be the same as in previous DM versions.
There are four possible values that could be used and replaced with real
document values:
You must enable the Profile on Send feature for this enhancement to
work. If the option Require profiling of sent e-mails is selected, when users
send a new e-mail, they must select a folder to which the profiled
message is added. If the Require profiling of sent e-mails option is not
selected, the user may optionally cancel out of this process. The option
Require profiling of sent e-mails can be accessed using the Client
Deployment Utility on the Document management Plug-in>E-mail
Integration>Profile on Send tab.
408 APPENDIX A
To enable requiring users to select a folder to which a saved
message will be added:
1. Select Start>Run from the Windows desktop.
2. Enter regedit in the Open field. The Registry Editor opens.
3. Locate the following key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
Email Integration\1.5\Settings\LIBRARY
4. Double-click the SaveToFolder value; enter the number 1 in
the Value data field.
5. Click OK.
6. Click File>Exit.
410 APPENDIX A
6. Double-click RED Filter. Enter one of the following values in
the Value data field:
0 - Display all documents in the RED list. This is the default
value.
1 - Exclude e-mail messages from the RED list.
2 - Display only e-mail messages in the RED list.
You must disable the DM Server Recently Edited Documents list in
order to complete the implementation of this enhancement. Use one of
the methods in the sections below.
Disabling DM One method of disabling the DM Server RED list is through the Client
Server RED List Deployment Utility.
Using Client To disable the DM Server Recently Edited Documents list using
Deployment Utility the Client Deployment Utility:
1. Open the Client Deployment Utility. The Microsoft
Management Console opens.
2. Click the plus sign (+) to expand the DM Client Deployment
Utility tree.
3. Click the plus sign (+) to expand the Plug-ins tree. If
prompted, log on to DM.
4. Select the Document Management Plug-in>General tab.
5. Clear the Use DM Server RED option.
412 APPENDIX A
7. In the Value data field, enter the path where you want to
create the DMP files.
8. Click OK.
9. Select the registry key and select Edit>New>DWORD Value.
10. Enter DumpLimit as the new value.
11. Double-click DumpLimit.
12. In the Value data field, enter the maximum number of DMP
files that you want to create.
13. Click OK.
414 APPENDIX A
To use the Term Tracker utility, you must place the
DMTermTracker.exe file in the ..\Startup directory on the users
machine.
416 APPENDIX A
Filter
Other Settings
Automatic Formatting
Format Columns
2. Click OK.
3. Use the View menu to configure any other type of view, such
as the Reading Pane.
4. When you are finished, exit Microsoft Outlook.
5. A new dmviews.dat file is created in the default location,
which now contains the configuration information for the
views in Microsoft Outlook. Copy the dmviews.dat file and
paste it in any other users ...\Open Text\DM\Settings
location to use the same views configuration. This will
replace their current dmviews.dat file.
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\AppIntegration\Interceptor
IgnoreProcess : REG_SZ
or
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\AppIntegration\Interceptor
IgnoreProcess : REG_SZ
USING THE IGNOREPROCESS REGISTRY KEY FOR APPLICATIONS USING INTERCEPTOR 417
Using the SaveSeparately Registry Key to Select or
Clear the Save Separately Check Box
You can use the SaveSeparately registry key to automatically select or
clear the Save Separately check box on the users Profile forms when they
save e-mail messages and/or attachments.
To use the SaveSeparately registry key:
1. Open the Registry editor on the users computer.
2. Locate the following registry key:
HKEY_CURRENT_USER\Software\Hummingbird\Email
Integration\1.5\SaveForm
3. Right-click SaveForm and select New DWORD Value.
4. Type SaveSeparately and press ENTER.
5. Double-click SaveSeparately and type one of the following
values in the Value data field:
0 - Clears the Save Separately check box.
1 - Selects the Save Separately check box.
6. Click OK.
418 APPENDIX A
0 = Disabled
6. Click OK.
420 APPENDIX A
MaxConcurrent The MaxConcurrentSessions setting controls the maximum number of
Sessions concurrent sessions the server will allow. The WCF default value for
this setting is 10. The eDOCS DM system does not inherently alter this
default; however, certain client configurations may make it desirable to
increase the maximum number of concurrent sessions. This may be
applicable for sites that have a large number very active batch processes
or an unusually large number of users actively creating content.
B
Performance Monitor Settings
In This Appendix
423
Counters for DM Server
The counters for this object apply to the entire server.
Active Interfaces Indicates how many clients are interfacing with the DM
Server.
Content received bytes/ Shows the number of bytes being streamed to the server by
Sec clients that are uploading documents. The counter reflects file
I/O operations only; it does not apply to full-text searches.
Content sent bytes/Sec Shows the number of bytes being streamed to clients by the
DM Server when downloading documents. The counter
reflects file I/O operations only; it does not apply to full-text
searches.
Full-Text Deleted Displays the current rate of documents being deleted from the
Documents/Sec full-text index.
Full-Text Indexed Displays the current rate that documents are being full-text
Documents/Sec indexed.
Full-Text Indexing Failures/ Displays the current full-text indexing error rate.
Sec
Indexer Thread Count Displays the number of active indexer threads.
Results set sent by bytes/ When a client user executes a search, retrieves a list of
Sec recently edited documents, or performs some other operation
where a list of documents is compiled, DM Server creates a
results set (sometimes called a rowset).
Rowset Cache Size This counter is an indicator of how many searches are
currently taking place. It is the sum of all results sets sent from
the DM Server to clients.
424 APPENDIX B
SQL Object % Usage Reflects the overall usage percent of the SQL Connection
Cache. Each DM library has a SQL connection cache setting
that specifies the number of open SQL connections to the
database. This counter indicates how many connections in
the cache are being used. If the Performance Monitor shows
your system is running at levels near 100%, you need to
increase the SQL connections for your library. We
recommend you increase the connections in increments of
five until the SQL response time improves to an acceptable
level.
On the Results tab in Server Manager, you can specify the
maximum amount of virtual memory that can be used for
caching of results sets (Maximum Total Size). The cache
holds the results of all searches performed by DM Server. The
Rowset Cache Size counter in the Performance Monitor
indicates how much of this cache is being consumed.
See The SQL-Connection Cache Size on page 18 for
instructions on changing the cache size.
Transactions/Sec Reflects the current rate of transactions handled by DM
Server. It is an indicator of how busy the server is.
Worker Thread Count Used by Hummingbird development staff only.
SQL Connection Cache Shows the number of SQL connections to the library that are
Size specified in DM Server Manager.
SQL Object % Usage Represents the number of SQL connections currently being used,
divided by the number of connections specified by the SQL
Connection Cache Size option in DM Server Manager.
SQL Objects used Indicates the number of SQL objects currently in use.
426 APPENDIX B
6. Continue selecting counters in this manner until all desired
counters are added to Performance Monitor.
C
Other Server Admin Tools
In This Appendix
This appendix provides information about the Activity Log Purge, Add
an External Library, and E-mail Attachment Update utilities.
This appendix describes three administration utilities that are not
documented elsewhere:
Activity Log Purge (page 430)
Add an External Library (page 431)
E-Mail Attachment Update (page 432)
429
Activity Log Purge
The Activity Log Purge utility allows the DM administrator to purge
unnecessary records from the ACTIVITYLOG table of a library. You
have the option of archiving the purged records in a text file. From this
file, you can restore purged records to the library from which they were
deleted.
Note: The purpose of this utility is to delete records from a database. This
type of activity imposes the inherent risk of data being lost. It is the
responsibility of the DM administrator to ensure that this utility is used as
intended. Though the utility attempts to prevent improper use through timely
prompts, it cannot guarantee proper use.
430 APPENDIX C
The activity-log archive file contains columns of comma-
delimited activity-log table records. Each column is
separated by a percent sign (%)-delimited library name.
Because multiple libraries can be processed during a single
purge session, the archive file can contain archived records
from multiple libraries. Do not modify the activity-log
archive file, because you may need it to restore the purged
records.
Select Types: This pane lists the activity types tracked by the
activity log. Select the activity types you want to purge. To
purge all types, select the option All Types.
Restoring Purged If you created an activity-log archive file, the records listed in the file
Records can be restored to the library or libraries from which they were purged.
3. In the Import from File dialog box, enter the name of the
activity-log archive file and click OK to start restoring the
records.
431
To create a new library using the Add An External Library tool:
1. From the Start menu, select Programs>Hummingbird>DM
Server>Server Admin Tools/Add an External Library.
2. Enter a name for the new library. A library name can be up
to 20 characters in length but cannot contain spaces.
3. Select your SQL vendor.
4. If you want to copy the information in the
DOCUMENTTYPES table, PEOPLE table, any industry-
specific tables, and any tables added using DM Designer,
select Duplicate All Validation Table Data. Click OK.
Depending on the database vendor you select, you are prompted to
enter the appropriate connection and database information. See the
DM Installation Guide for library generation instructions.
When you have completed the SQL vendor-specific information, the
Add Library utility creates the new library and copies the appropriate
data. When library generation is finished, click OK.
432 APPENDIX C
Enable the Allow SQL Passthrough setting in DM
Admin>Library Parameters>System Parameters>Defaults
or in Library Maintenance>System Parameters>Defaults.
If you change the setting, you must either restart DM Server
or refresh the DM Server cache in DM Server Manager to
recognize the changed setting.
Note: If your organization normally disables SQL pass-through, the setting
can be disabled again after the E-Mail Attachment Update program finishes.
Upgrade user workstations to DM Extensions 5.3.
If all user workstations are not upgraded to DM Extensions
5.3 at the same time, the E-Mail Attachment Update utility
should be run after each set of upgrades to scan for e-mail
messages profiled in the library from workstations not yet
upgraded to 5.3.
Running the Utility The E-Mail Attachment Update utility is located in on the installation
media in the folder \Tools\DMExtensions\Email Update Conversion.
It can be executed on any workstation where the DM Extensions
software is installed.
You can copy the files EMAILUPD.EXE and
EMAILUPDRES.DLL to the workstation and run the utility
from there.
Or you can copy the installation media image to your
network and on the workstation, map to the drive where the
copy is located.
To execute the utility:
Run EMAILUPD.EXE from a command line or from
Windows Explorer.
The length of time required to scan the profiled e-mail messages
depends on how many are profiled and how many have profiled
attachments. E-mail messages with no profiled attachments are
downloaded from the library to check for embedded attachments.
The E-Mail Attachment Update utility creates a log file in the folder
from which it is run (or in the \TEMP folder if running from the
installation media or a read-only drive). If errors occur, they are
recorded in the log, and the administrator is notified when the utility
finishes.
433
APPENDIX
D
Security Regeneration
In This Appendix
435
About Security Regeneration
When an organization must recover documents from backup (as
opposed to their DM archive), file-level trustees are often lost. The
Security Regeneration utility provides a method for reapplying the
trustees. The utility can also be used when a user leaves your
organization and you want to give a new user rights to his or her
documents.
436 APPENDIX D
3. Enter a time for the utility to begin processing, or leave the
field Time to start processing blank to start processing as
soon as you click OK. Because the utility generates heavy
document-server activity, we recommend that you run it
when demands on the document server are low. Click OK.
4. When the utility is finished, click OK.
Note: If you are prompted to log on to other libraries or document servers, do
so as an administrator or supervisor who will have access to all files and
directories being processed.
The utility processes profiles in batches of 250. If you press Cancel, that
command will be detected when the utility starts processing the next batch of
documents. This means that after you cancel the utility, it may continue to run
for a short while.
E
Multilingual Support for DM
Webtop Users and Indexed
Documents
In This Appendix
This appendix:
439
About Multilingual Support for DM Webtop Users
A single DM system can be configured to run multiple versions of DM
Webtop, giving users the ability to log on to DM Webtop in their
preferred language.
To support multilingual versions of DM Webtop, each language version
of the DM Web Server software is installed on the same server machine.
Users then access DM Webtop in the language of their choice via a
unique URL for the desired language. The number of DM Web Servers
that can be installed and run on a server machine is entirely dependent
upon the machines resources.
The following diagram illustrates a possible configuration for the
support of three-languagesFrench, German, and Italian. On the DM
Web Server machine, three versions of DM Web Server are installed,
one for each supported language. French-speaking users access DM
Webtop via the French version of DM Web Server. At the same time,
German- and Italian-speaking users access the appropriate DM
Webtop from the German and Italian versions of DM Web Server,
respectively.
To give each language version of DM Web Server a unique identity, each
version is installed to use a different network port. The port number is
included as part of the URL for DM Webtop, to differentiate among the
different language versions.
All language versions of DM Web Server communicate with the same
DM Server through a single copy of the DM API.
There are no special requirements for sites using failover and load
balancing (FOLB) clusters of DM Servers. Nor are there any
considerations pertaining to full-text indexing. Note, however, that a
single index can be set up to index and search documents from multiple
languages. See Multilingual Indexing and Searching on page 443 for
more information.
440 CHAPTER E
French German Italian
DM Webtop DM Webtop DM Webtop
Port 2
DM API
DM Server
(French version)
444 CHAPTER E
Creating a To set up a multilingual index:
Multilingual Index 1. Using either the DM Indexer Configuration Wizard or DM
Server Manager on the indexer server, create an index and
select Unicode as the Language option on the Index
Properties tab. Unicode defaults to the character set value
Unicode UTF8 and sets the defaults for related index
properties. After the index is initialized, it can be populated
with documents from multiple languages.
If all user workstations and DM Servers handling user
transactions are configured to use the same default locale,
setup for the multilingual index is complete and users may
begin performing searches against the index.
If the DM Servers process transactions from workstations
using various locale settings, continue with step 2.
2. On each DM Server that handles end-user transactions, go
to DM Server Managers Preferences tab and select the
option Use UTF8 Format Full Text Searches. It is not
necessary that this option be selected on the indexer server.
446 CHAPTER E
APPENDIX
F
Configuring DM Extensions
Per-User Based
In This Appendix
447
DM Extensions Per-User Configuration
Machine based is defined as allowing all users of a particular machine
access to integrated applications. Per-user based is defined as allowing
access to integrated applications for a specific user on a machine.
Refer to the following topics:
Per-User DM Extensions Installation Configuration
Configuring Per-User Based ODMA Active Integration
Configuring Per-User Based ODMA Passive Integration
Configuring Per-User Based COM Automation Active and
Passive Integration
Configuring Per-User Document Viewer Control
Per-User Configuration of the eDOCS DM Search Feature
Per-User Configuration of Interceptor
Configuring Per-User DM Linking
Setting Outlook E-Mail Integration and DM Extension for
Microsoft Outlook on Per-User Basis
For all instructions listed in this document, replace the text $user$ with
the username (and possibly the domain name), of the person for whom
you are configuring DM Extensions.
For example, if you are instructed to copy the ODMA32.dll file to the
users ODMA directory, the instructions show the following directory
path:
\$user$\Application Data\Open Text\DM\ODMA\
If the users network name is Joe.Smith, the directory you want to locate
will be:
\Joe.Smith\Application Data\Open Text\DM\ODMA\
448 CHAPTER F
3. Remove the following registry key:
[HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Wind
ows\CurrentVersion\Explorer\Desktop\NameSpa
ce\{4577EA30-A1DF-11D0-BA3E-00A024746296}]
@="Hummingbird DM"
Configuring DM If you log on to the machine with a different user name, you will not see
Icons to Appear the DM Extensions icon on the desktop; however, you can make the
Start>Programs>Open Text icons appear on a per-user basis.
Microsoft Word
Microsoft Excel. Refer to Additional Setup Configuration
for Microsoft Excel.
Microsoft Project. Refer to Additional Setup Configuration
for Microsoft Project.
Microsoft PowerPoint
Additional Setup After performing the steps above, Microsoft Excel requires additional
Configuration for steps be performed as described below.
Microsoft Excel
To configure additional setup configuration for Excel:
1. Peform all the steps outlined in Configuring Per-User Based
ODMA Active Integration.
2. Move the .xla file from from C:\Program Files\Microsoft
Office\Office11\XLSTART to C:\Documents and
Settings\$user$\Application
Data\Microsoft\Excel\XLSTART.
where Office11 indicates the directory for Microsoft Office
2003.
Additional Setup After performing the steps above, Microsoft Project requires additional
Configuration for steps be performed as described below.
Microsoft Project To configure additional setup configuration for Project:
1. Peform all the steps outlined in Configuring Per-User Based
ODMA Active Integration.
2. Move the global.mpt file from C:\Program Files\Open
Text\DM Extension\CustomIntegration to C:\Documents
and Settings\$user$\Application Data\Microsoft\MS
Project\12\1033.
where 11 indicates the directory for Microsoft Office 2003.
3. Select Start>Run and type regedit.
4. Click OK. The Windows Registry Editor will open.
5. Set the value of the RootKey as follows in the following
registry key:
[HKEY_CURRENT_USER\Software\Policies\Micros
oft\Office\10.0\MS Project\GlobalSearch]
"RootKey"="C:\Documents and
Settings\$user$\Application
Data\Microsoft\MS Project\12\1033"
where 11 indicates the directory for Microsoft Office 2003.
452 CHAPTER F
[HKEY_CURRENT_USER\Software\Policies\Micros
oft\Office\10.0\MS Project\GlobalSearch]
"RootKey"="C:\Documents and
Settings\$user$\Application
Data\Microsoft\MS Project\12\1033"
CONFIGURING PER-USER BASED COM AUTOMATION ACTIVE AND PASSIVE INTEGRATION 453
3. Remove the following registry key from
HKEY_LOCAL_MACHINE:
[HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Offi
ce\Excel\Addins\DM_COM_Addin.ExcelAddin]
"FriendlyName"="DMExcel"
"Description"="COM Add-in to enable
integration between eDOCS DM and Excel"
"LoadBehavior"=dword:00000003
"CommandLineSafe"=dword:00000000
4. Add the following key to HKEY_CURRENT_USER:
[HKEY_CURRENT_USER\SOFTWARE\Microsoft\Offic
e\Excel\Addins\DM_COM_Addin.ExcelAddin]
"FriendlyName"="DMExcel"
"Description"="COM Add-in to enable
integration between eDOCS DM and Excel"
"LoadBehavior"=dword:00000003
"CommandLineSafe"=dword:00000000
454 CHAPTER F
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\
PwDMoniker.Document\CurVer]
@="PwDMoniker.Document.1"
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\
PwDMoniker.Document\DocObject]
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\
PwDMoniker.Document\Insertable]
6. After the change, the keys are as follows:
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document]
@="eDOCS DM Document"
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\CLSID]
@="{F60772EE-0722-4d9e-B9D4-62B3C3A5DD17}"
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\CurVer]
@="PwDMoniker.Document.1"
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\DocObject]
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\Insertable]
4. Close Registry Editor.
456 CHAPTER F
Per-User Configuration of the eDOCS DM Search
Feature
To make the eDOCS DM Search Handler per-user based, you have to
restrict the registry key that registers the handler with Windows.
To restrict the registry key:
1. Select Start>Run and type regedt32.
2. Click OK. The Registry Editor will open.
3. Locate the following key:
[HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\
Windows\CurrentVersion\Explorer\
FindExtensions\Static\DocsQR]
4. Select the key.
5. Select Edit>Permissions.
6. Remove the users for whom you do not wish to grant access.
7. Click OK.
8. Close Registry Editor.
458 CHAPTER F
6. If the value for OutlookPerUser is set to 1, the administrator
should log on as the user who will access Outlook E-mail
Integration and create the key shown below.
HKEY_CURRENT_USER\Software\Hummingbird\Email
Integration
7. Select Edit>New>DWORD Value. In the Value field, enter
OutlookInstalled.
8. Double-click OutlookInstalled. Enter the value of 1 in the
Value data field.
9. Click File>Exit.
SETTING OUTLOOK E-MAIL INTEGRATION AND DM EXTENSION FOR MICROSOFT OUTLOOK ON PER-USER BASIS 459
APPENDIX
G
Configuring the Save User
Interface
461
You can configure the save user interface to show all elements, some
elements, or show only the profile form panel.
Resizing and Layout Options
Configuration Options
Below is an example of the save user interface with all elements enabled:
462 APPENDIX G
Collapsible Navigation Pane
The collapsible Navigation pane, located in the left portion of the save
user interface, contains the All Locations and Search buttons.
The Stick Pin icon allows you to hide the Navigation pane and show
only the right portion of the save user interface. When you click this
button, a Navigation tab appears on the upper left portion of the save
user interface. To reenable the Navigation pane, simply click the
Navigation tab.
You can also hide the All Locations and Search buttons by dragging the
dotted line pane separator to the bottom. To reenable the buttons,
simply drag the dotted line pane separator to the desired location.
Search Button The Search button allows you to search folders located in the DM
repository.
To perform a search, type the folder document name in the Search field,
and then click ENTER (or click the Execute Search icon). The search results
will appear under the Document Name section. When you select an item
in the search results, the inherited metadata will appear in the Profile
form panel.
You can use other search options by clicking the drop-down combo
menu in the Search field. This allows you to select the Content Search check
box or select a predefined search item, such as <Recently Edited>, <All
Workspaces>, or <All Folders>. Any saved searches will also appear here.
In order to search for workspaces, you must run the <All Workspaces>
search. You will not receive any search results specific to individual
workspaces.
Although saved searches appear and can be selected, if the searches do
not contain any criteria meant to return folders, the searches will not
return any results.
The <Recently Edited> and <All Workspaces> search items are
visible only under the users logon library.
Navigation Pane You can configure the Navigation pane to enable or disable any of the
Configuration available navigation pane buttons, or add a third-party pane button.
Options You can use configuration options to hide the Navigation pane
completely and use the currently or previously selected container/
library as the default location.
See The Navigation Tree section for more information.
NOTE: In order to be able to save to a remote library, the
Navigation pane or Location Selection panel must be enabled.
When you select a valid container from the DM tree in the Navigation
pane or from the Quick Retrieve dialog box, the container is selected
and populated in the Location field. The same behavior occurs when you
drag and drop a document to a container; the container name appears
in the Location field when the save user interface appears. The Location
selection panel keeps track of the locations used on successful saves.
Parent Locations The following parent locations are supported in the save user interface:
Logon/Remote Libraries
Workspaces
DM Folders
Dynamic View Enumerations
RM File Parts
Only one parent location can be selected by the user (or autoselected by
the system).
Changing Parent Locations
Because you can change parent locations during the profiling process,
the following rules apply.
Each time a user changes the parent location, the Profile
form is repopulated with metadata inherited from that
location, in addition to group or personal profile form
defaults. Inherited metadata takes precedence over group
and personal profile form defaults.
When a user modifies a particular field value on a selected
profile form and then changes the parent location, the users
edits are remembered and reapplied. Manually-entered data
or edited data takes precedence over inherited metadata or
profile defaults. The same rule applies when there is more
than one Profile form available in the Profile Form selection
list.
466 APPENDIX G
Each time a user selects a library as a parent location, any
value that was previously inherited on the Profile form from
a parent container (that was not manually modified), will
either be cleared or overridden by the group or personal
profile form defaults, if they exist.
Location Selection All previously-used parent locations are tracked, regardless where they
Panel were selected. You can configure the maximum number of history
Configuration items.
Options You can also configure the save user interface to hide the Location
selection panel.
See the The Location Selection Field section for more information.
NOTE: In order to be able to save to a remote library, the
Navigation pane or Location Selection panel must be enabled.
For each available Profile form, the drop-down list shows the Profile
forms ID and name. For example, LAWPROF - Legal E-mail Profile Form.
Profile Form You can use a configuration option to make this panel visible even
Selection Panel when only one Profile form is available, in which case the drop-down
Configuration list will appear unavailable.
Options See the The Profile Form Selection Field section for more information.
468 APPENDIX G
Entering Invalid If a user enters an invalid value into a non-lookup Profile form field and
Values then switches to a different save user interface item or clicks Save, a pop-
up error message will appear on the form that indicates the name of the
invalid field value. For example, Document Type: Control has invalid lookup
data will appear in the title bar of the Profile Form panel.
Configuration Options
You can configure the save user interface through the
SaveUIConfig.xml file, which is located on the machine where DM
Extensions is installed. This configuration file is configurable per user.
470 APPENDIX G
The The following XML code contains the default configuration of the
SaveUIConfig.xml SaveUIConfig.xml file with all panels and fields visible:
Default <?xml version="1.0" encoding="utf-8"?>
Configuration File <SaveUIConfigSettings>
<FormSettings>
<NavControlWidth>200</NavControlWidth>
<LocationControlEnabled>True</LocationControlEnabled>
<LocationControlVisible>True</LocationControlVisible>
<ProfileSelectComboVisible>False</ProfileSelectComboVisible>
<ProfileFormComboEnabled>False</ProfileFormComboEnabled>
<SecurityPanelEnabled>True</SecurityPanelEnabled>
<SecurityPanelVisible>True</SecurityPanelVisible>
<LocationHistoryListSize>5</LocationHistoryListSize>
<NavControlVisible>1</NavControlVisible>
<LastActiveNavGroup>navBarGroupAllDMLocations1 All
L&ocations</LastActiveNavGroup>
<NavPanelClasses>Hummingbird.DM.Extensions.Controls.LocationTreeCo
ntrol,Hummingbird.DM.Extensions.Controls.LocationTreeControl.Locat
ionTreeNavInfo;Hummingbird.DM.Extensions.Controls.SearchControl,Hu
mmingbird.DM.Extensions.Controls.SearchControl.SearchNavControlInf
o</NavPanelClasses>
<FormMinimumWidth>1</FormMinimumWidth>
<FormMinimumHeight>1</FormMinimumHeight>
<UseAccessDialogOnForm>False</UseAccessDialogOnForm>
<UseOKCancelOnForm>False</UseOKCancelOnForm>
<ShowProfileInTaskbar>False</ShowProfileInTaskbar>
</FormSettings>
</SaveUIConfigSettings>
472 APPENDIX G
To hide the Location selection field:
Ensure the LocationControlVisible entry is set to False:
<LocationControlVisible>False</LocationControlVisible>
The Location List The LocationHistoryListSize entry (1-20) determines how many recently
Size used entries the Location selection field will maintain.
474 APPENDIX G
To set the LocationHistoryListSize entry:
Enter the number in the LocationHistoryListSize entry:
<LocationHistoryListSize>5</LocationHistoryListSize>
The Navigation The NavControlVisible entry (0,1,2) determines whether the Navigation tree
Tree control is visible.
If this value is set to 0, the Navigation panel will not appear. If this value
is set to 1, the Navigation pane appears. If this value is set to 2, the
Navigation pane is in auto-hide mode.
To show the Navigation tree:
Ensure the NavControlVisible entry is set to 1:
<NavControlVisible>1</NavControlVisible>
In auto-hide mode, the Profile form will appear with a Navigation tab on
the left side. Click the Navigation tab to view the Navigation panel.
Configuring the You can customize the save user interface to display only the Profile
Save User Inteface Form panel.
to Show Only the To display only the Profile Form panel:
Document Profile 1. Open the SaveUIConfig.xml configuration file. See the
Form SaveUIConfig.xml File Location section for the default file
location.
2. Replace the contents with the following:
<?xml version="1.0" encoding="utf-8" ?>
- <SaveUIConfigSettings>
- <FormSettings>
<NavControlWidth>200</NavControlWidth>
<LocationControlEnabled>False</LocationControlEnabled>
<LocationControlVisible>False</LocationControlVisible>
<ProfileSelectComboVisible>False</ProfileSelectComboVisible>
<NavPanelClasses>Hummingbird.DM.Extensions.Controls.LocationTreeCo
ntrol,Hummingbird.DM.Extensions.Controls.LocationTreeControl.Locat
ionTreeNavInfo;Hummingbird.DM.Extensions.Controls.SearchControl,Hu
mmingbird.DM.Extensions.Controls.SearchControl.SearchNavControlInf
o;Hummingbird.DM.Extensions.Controls.RelationViewControl,Hummingbi
rd.DM.Extensions.Controls.RelationViewControl.RelationViewNavInfo<
/NavPanelClasses>
</FormSettings>
</SaveUIConfigSettings>
476 APPENDIX G
Index
A Group Permissions 167
System Parameters Defaults 138
About DM Extensions Per User
Configuration 448 Allow Edit of Shadowed Documents
Accept User-Supplied Identification 137 Attache 148
Group Attache 178
ACL Settings 138
Allow Logon 159
Active Integration
Allow Make Read-Only
definition 264
Group Versions 171
integrating applications 279
Versions 146
Active integration
Allow Make Version Read-Only
COM Automation 453
Group Versions 171
ODMA 453
Versions 146
Activity Log Purge utility 430
Allow Mass Update to Profiles
Add
Group Permissions 168
Custom Parameters 259
System Parameters Defaults 140
Add an External Library utility 431 Allow modify user settings
adding members to groups 172 Group Permissions 167
ADDLIB utility 431 System Parameters Defaults 141
aliases Allow Notifications
Group 177 Group Features 165
user network 160 System Parameters Defaults 140
Allow Auto Logon Allow Overwrite of Simultaneous Edits
DM Webtop Parameters 256 Attache 148
Group Features 165 Group Attache 179
System Parameters Defaults 140 Allow Preview
Allow Check-in of Others Docs Group Features 166
Group Permissions 167 System Parameters Defaults 141
System Parameters Defaults 139 Allow Publish Versions
Allow Copy of In-Use Documents Group Versions 171
Group Permissions 167 Versions 146
System Parameters Defaults 139 Allow Remove of Read-Only
Allow Document Checkout Group Versions 171
INDEX 477
Versions 146 Application Name
Allow Remove of Version Read-Only DDE Settings 195
Group Versions 171 DDE Settings, Print 196
Versions 146 applications
Allow Save to Remote Library defining 187
Group Permissions 168 maintaining 187
System Parameters Defaults 139 setting up 186
Allow the User to enter a network name Apply to all libraries setting 311, 312
DM Webtop Parameters 256 Archive
Allow Unpublish of Version Keep 205
Group Versions 171 Attache
Versions 146 Group settings 177
Allow Users to Delete Content System Parameters 146
Group Permissions 168 Attache Password 159
System Parameters Defaults 139 Attachment to Index
Allow Users to Delete Documents
Attachment to Index Maintenance 247
Group Permissions 168 defining 247
System Parameters Defaults 139 details 246
Allow Users to Delete Versions
Auto Alias
Group Permissions 168
Group Synchronization 182
System Parameters Defaults 140
User Synchronization 180
Allow Users to Queue for Deletion
Automated E-mail Management 291
Group Permissions 168
System Parameters Defaults 139 B
Always Display Version Selection List
BI Query Reports 278
Group Versions 171
Versions 145
C
Application
Launch Method Maintenance 192 Cache Lookups Dialog Box 305
Application ID Cache settings 300
Application Maintenance 188 Can Create Folders
Applications 186 Group Permissions 168
Application integration Permissions 142
components 265267 Can Create New Documents 168
DDE settings 268272 Can Create Related Item
types of 264 Group Permissions 167
478
Permissions 142 Header Fields tab 313
Can Create/Remove Public Folders Lotus Notes 312
Group Permissions 167 Microsoft Outlook 312
Permissions 142 prevent message modification 313
Can Remove Related Item Profile on Send tab 316
Group Permissions 167 Event handlers configuration 310
Permissions 142 Exporting registry files 297
Can See Unsecured Objects 168 Forms configuration 308
Can Show Related Item Integration schemes configuration 311
Group Permissions 167 Logging Options 316
Permissions 142 clustering servers for fail-over and load
Capture Keystrokes, Typing and Elapsed balancing 37
Time 138 COM Automation
Check in/Check out, definition 264 Active integration 453
Checkin/Checkout Passive integration 453
integrating applications 279 Command
client applications DDE Settings, Open 196
forms location 11 DDE Settings, Print 196
Client Deployment Utility Command (not running)
about 295 DDE Settings, Open 196
Add-ons configuration 321 DDE Settings, Print 196
Custom tabs configuration 322 Command line parameters
Document management configuration Launch Method Maintenance 192
Cache settings 300 Compatible Apps
Chunk Factor settings 306 Compatible Applications 196
General tab 298, 299 defining 196
Logon Option tab 306 Configuration Settings 298
Logon settings 306 Configuring Single Sign-on for DM
Performance tab 300 Extensions Users 110
Quick save settings 306, 307 Configuring Single Sign-on for DM Webtop
Shadow document settings 303 Users with Application Integration 110
E-mail integration 311??, 311316, ??316 Configuring Single Sign-on for DM Webtop
Apply to all libraries setting 311, 312 Users without Application
Dialogs tab 314 Integration 111
General tab 312 cookie information 109
GroupWise 312 Copy
INDEX 479
Application 187 D
Custom Tables 209
Database Name 154
Document Servers 150
Database Vendor 154
Document type 206
Date Format
Groups 163
Keywords 247 Group Preferences 180
Launch Methods 191 System Parameter Preferences 149
People Maintenance 158 DCOM 43
Remote Libraries 153 DDE settings
Corel Suite applications using 268272
Presentations configuring 195
DDE settings integration 275 Imaging 277
disabling ODMA integration 272 Lotus 1-2-3 275
Quattro Pro Lotus WordPro 275
DDE settings 274 Microsoft Excel 268
disabling ODMA integration 272 Microsoft PowerPoint 271
WordPerfect Microsoft Project
DDE settings 272 Microsoft Visio 272
footer macro 288 Microsoft Word 269
Create/Edit Template Documents Presentations 275
Group Permissions 167 Quattro Pro 274
System Parameters Defaults 139 WordPerfect 273
Current Members 172 Default Character set
Custom Parameter Definition DM Webtop Parameters 256
description 259 Default Deployment Package 137
Custom Parameters Default Directory
defining 259 Launch Method Maintenance 194
description 259 Default Extension
Custom Profile Default Maintenance Application Maintenance 190
overview 249 Default Items per Page
Custom Profile Defaults Group Preferences 180
overview 248 System Parameter Preferences 149
Custom Table Maintenance Default Maximum Pages
overview 209 Group Preferences 180
Custom Tables System Parameter Preferences 149
help available 209 Default Network Name
480
DM Webtop Parameters 256 security 106
Default Viewer security in NetWare-only environment 103
Group Preferences 180 DM Extensions
System Parameter Preferences 149 installation configuration 448
Delete 205 per-user icons 449
Attachments to Index 246 DM Linking, configuration 454
Custom Parameters 259 DM Search Feature 457
Custom Profile Defaults 248 DM Server
File Types 197 performance monitor settings 423
Launch Methods 191 starting and stopping the server 6
Description DM Webtop
Application 186 Custom Parameters 259
Application Maintenance 188
defining Custom Parameters 259
Attachment to Index Maintenance 247
DM API configuration 251
Attachments to Index 246
DM Webtop Parameter
Custom Profile Default Maintenance 249
recent edits setting 258
Custom Profile Defaults 248
Document Path Template 135
Document Type 205
Document Sentry Agent 100
File Type Maintenance 198
File Types 197 document server
Keyword Maintenance 248 defining 150
Keywords 247 listing 150
Launch Method Maintenance 192 document servers
Launch Methods 191 access 108
Remote Libraries 153 NetWare 46, 101
Remote Library Maintenance 154 purging the activity log 430
Disable Document Server 152 security 96, 104
Disable Native Open/Save Document type 205, 206
Group Features 165 maximum sub-versions 205
System Parameter Defaults 140 maximum versions 205
Disabled new 206
Application Maintenance 188 new, from existing 206
Remote Library Maintenance 154 storage type 205
Disabling Interceptor integration 283 Document Viewer Control 455
DM API configuration 251 DSA. See Document Sentry Agent
DM clients Dynamic View Languages
INDEX 481
creating 219 eDOCS DM Web Server
Dynamic Views 209 DM Webtop Parameters 253
assigning level search languages 236 E-mail Address 160
configuring level searches 234 E-mail integration 164
creating 210 Client Deployment Utility settings 311
custom security 216 supported clients 290
Matter-Centric Security 239 Enable Application Integration Prompt on
security 214 Logon
Template Folders DM Webtop Parameters 253
setting 232 Enable Dragn Drop
View Level DM Webtop Parameters 253
adding level search item 227 Enable Fail-Over and Load Balancing
Dynamic Views Enumeration DM API Configuration 252
adding 229 Enable Pre-logon Prompt
Dynamic Views Level DM Webtop Parameters 254
creating 221 Enable Workspaces
Dynamic Views Level Language Group Features 166
adding 226 System Parameter Defaults 141
Enabled
E Launch Method Maintenance 195
Edit 206 Launch Methods 191
Application 187 Event Notification Level 12
Custom Parameters 259 Exporting
Custom Tables 209 Interceptor settings 285
Document Servers 150 registry files 297
document type 206 Extension
File Types 197 Attachments to Index 246
Groups 163 People Maintenance 160
Launch Methods 191
People Maintenance 158 F
Previous Versions fail-over and load balancing
Group Versions 170 about 37
Versions 145 propagating the server list 122
Remote Libraries 153 propagation failures 122
eDOCS DM Server Name setting up a server list 39, 120
DM API Configuration 252 system requirements 119
482
with Indexer server 63 aliases 177
Fax Phone 160 Attache settings 177
File Extension default forms 173
File Type Maintenance 198 features 164
File Types 197 Group Applications Form 176
File Extensions Group Master Form 174
adding 202 Group Paper Form 175
Group Preferences 179
deleting 204
Group Primary Form 175
disabling 204
Group Profile Search Form 175
editing 204
Group Quick Retrieve Form 176
enabling 204
listing 162
file type
members 172
defining 197
parameters 163
listing 197
permissions 167
Filing Scheme synchronization 182
Application Maintenance 188 utility access 168
Force Cleanup of Shadowed Documents 148, versions 170
179 GroupWise e-mail integration 290, 312
Force Import of Attache Documents 306 Guest Name
form default values 175 DM Webtop Parameters 255
forms for client applications, location 11 Guest Network Name
Free Space Threshold (MB) 152 DM Webtop Parameters 255
Full Name Guest Password
People 158 DM Webtop Parameters 255
People Maintenance 160
H
G HTML-Rendering Character set
Group Format DM Webtop Parameters 256
DM Webtop Parameters 257 HTTP 43
Group ID 163 HTTP binding 43
Group Maintenance 164
Group Name 163 I
Group Maintenance 164 Icons, per-user configuration 449
Groups IIS 109
adding new groups 163 Imaging DDE settings 277
INDEX 483
Implied Century Rule Date 138 SearchServer password 36
Import Group 182 starting the Indexer 23, 75
Import User 180 stopwords 82
Importing system requirements 63
Interceptor settings 286 troubleshooting problems 88
registry files 297 wildcards 81
Incremental threshold Inform when update available
DM Webtop Parameters 257 Group Features 166
index settings 17 System Parameter Defaults 141
Inteceptor
Indexes and Profiles
integrating applications 279
adding keywords 248
Integration
Attachment to Index 246
Launch Method Maintenance 194
Custom Profile Defaults 248
Interceptor
defining Attachment to Index 247
keywords 247 adding new applications to 280
maintaining Custom Profile Defaults 249 configuring new applications 280
indexing definition 264
deny access to settings 287
index selection 17
disabling integration 283
log files 74, 80, 88
editing launch method settings 283
indexing with DM Indexer
exporting settings 285
administering an index from a different
server 79 integrating applications 279
backing up and restoring an index 80 launching 280
compressing an index 26, 32, 77 settings tab 285
creating an index 21, 66 Interceptor, Per-user Configuration of 457
deleting an index 23
immediate mode vs. periodic mode 61
K
index location 66, 76 Keyword
index log files 80, 88 Keyword Maintenance 248
index properties 24 Keywords 247
Indexer server 63 keywords
Indexer user 65 adding 248
monitoring index activities 80 listing 247
overview 60
pausing an index for system backups 79 L
reindexing an index 31, 78 launch methods
484
selecting 191 settings 8
setting up 192 Log File Location 136
libraries loginact.asp 112
default 16 logins and passwords
inability to find 19 access to SQL 94
purging the activity log 430 Attache 98
security 94 document server security 104
library generation, creating a new library from Logon Option 306
an existing library 431
Enable Log Off 306
Library Group 155 Force Import of Attache Documents 306
Library Groups 182 Logon Settings 306
Library Name 153, 154 Logon Tab 307
Library Parameters Lotus applications
changing terminology 155 Lotus 1-2-3 DDE settings 275
editing document server settings 150 Lotus Notes 312
listing document servers 150 Lotus WordPro DDE settings 275
listing remote libraries 153
setting up a remote library 153 M
System Attache settings 146
Make New Version from Any Version
system default values 138
Group Versions 171
system defaults 135
Versions 145
system features 137
Manage DM Webtop 144, 169
system permissions 142
Manage Doc Import Information 170
system preferences 149
Manage Index and Profile Parameters 143,
system utilities 142
169
system version settings 144
Manage Library Parameters 143, 169
terminology, listing 155
Manage Users and Groups 143, 169
Library Users 181
Manage Validation Tables 143, 169
load balancing. See fail-over and load
balancing Maximum Sub-versions 146, 172
Load Network Maximum sub-versions 205
Group Synchronization 183 Maximum tabs on Quick Reference page
User Synchronization 181 DM Webtop Parameters 253
Location Maximum Versions 146, 172, 205
Launch Method Maintenance 192 Media Type 151
log file Member of 161
INDEX 485
Microsoft multilingual support
Excel DM Webtop 440
Active integration, additional setup 450 full-text searches 14
Active integration, COM automation 453 full-text searching 443
Active integration,ODMA 449 Multiple File Extensions 198
Passive integration,ODMA 452 Multiple Published Versions 145
PowerPoint
Active integration,ODMA 449 N
Project
Name
Active integration, additional setup 451
Custom Parameter Definition 259
Active integration,ODMA 449
Custom Parameters 259
Passive integration,ODMA 452
Word Custom Profile Default Maintenance 249
Active integration,COM automation 453 Custom Profile Defaults 248
Active integration,ODMA 449 Native dialog boxes, restricting access to 287
Passive integration,COM NetTCP 43
automation 453 NetWare
Passive integration,ODMA 452 document servers 46
Microsoft applications security for users 103
DDE settings 268272 Network 181
Excel DDE settings 268
Group Synchronization 182
Outlook
network accounts
e-mail integration 290
security 99
PowerPoint DDE settings 271
Network Bindings Configuration 43
Project DDE settings 271
network logon preferences 13
Visio DDE settings 272
Word Node Icons 219
DDE settings 269 Non-Compatible Apps 197
footer macros 288 Non-Member of 161
MIME Type Non-Members 172
Application Maintenance 189 NT Security Service 100
Minimum Age For Delete (Days) 148, 179 Number of Characters to TRIM document/
Minimum Local Disk Space (MB) 148, 179 folder name
Move Docs When Profile Changes 140 DM Webtop Parameters 253
Move Documents When Profile Changes 165 Number of Groups in Security Dialog
multi-lingual support 256 DM Webtop Parameters 253
486
O Application Maintenance 188
Profile Form
ODMA
Custom Profile Default Maintenance 249
Active integration 449
Profile Level Security 139, 165
Passive integration 452
Profile on Send 316
ODMA integration
Project, See Microsoft applications
definition 264
purging the Activity Log 430
Office 158
On Document Select 254
Q
Operating System 151
Quattro Pro, See Corel Suite
Optical 205
Query Language
Owner 155
DM Webtop Parameters 255
P Quick Save 306, 307
Passive Integration R
integrating applications 279
Read Only 151
Passive integration
Recent Edits setting 258
COM automation 453
Registry
ODMA 452
exporting files to users 297
Passive Integration, definition 264
exporting Interceptor settings 285
PCDOCS.INI file, location 11, 19
importing Interceptor settings 286
performance monitor settings 423
importing new file 297
Per-user DM Linking Configuration 454 remote libraries 16
Phone 160 listing 153
Physical Location 150 setting up 153
Document Server 150 Remove Items from Profile New Docs 168
Plug-ins, configuring 298 Replacement Value 156
Pre-Connect Search Libraries 165 results set settings 47
Pre-connect Search Libraries 140 Rights Inheritance Scheme 144
Presentations, See Corel Suite Run Cost Recovery Module 144, 170
Prevent Message Modification 313 Run Database Import Utility 143, 169
preview generation 127 Run Designer Utility 144, 170
Primary Document Server 136 Run DM Admin 143, 169
Primary Group 160 Run Document Import 143, 169
Print Application Run Storage Management Utility 144, 170
INDEX 487
S libraries 15
location of PCDOCS.INI file 11
Search
log settings 8
multi-lingual 256
NetWare document servers 46
Search by Default 154
network logon preferences 13
SearchServer. See indexing with DM Indexer
results set settings 47
Secure Documents at Network Level 137
SearchServer password 36
security
starting and stopping 5
about 92
starting and stopping the DM Server 6
DM clients 106
Server Password 154
document 91
Server User Name 154
Document Sentry Agent (DSA) 100
Shadow documents settings 303
document server access 108
Shadow Edited Files to Local Drive 178
library 94
library authentication 104 Shadow Files to Local Drive 147
NetWare document servers 101 Shadow Path Template 136
network authentication 105 Shadow Secured Documents 147, 178
network operating system level 97 Shadow this Library 154
NT Security Service 100 Short Name 158, 159
reapplying trustees after recovery from Shows on Desktop 190
backup 436
SQL connection cache size, changing 19
setting up 98
SQL logins and passwords 94
setting up client software 103
SQL-Connection Cache Size 18
users 98
stopwords
Windows NT/2000 NTFS volumes 100
Security Regeneration utility 436 DM Indexer 82
security, users in NetWare-only Storage Type
environment 103 archive 205
server clusters, defining 120 Delete 205
Server Location 154 Keep 205
Server Manager Optical 205
client application forms 11 Sub-version, maximum 205
creating and managing indexes 20 Supervisor Application 191
default library 16 Supported File Extensions 198
fail-over and load balancing 37 synchronization
index settings 17 group 182
internal caches 50 groups 182
488
user 180 U
System Parameters
Universal Access 164
Attache 146
Use Common Search Form
attache options, setting 146
DM Webtop Parameters 253
default values 138
Use Enhanced ACL Settings 138
defaults 135
User Format
features 137
DM Webtop Parameters 257
preferences 149
User Interface
system permissions 142
utilities 142 tree nodes configuration 323
versions 144 User Location 160
users
T adding new 159
Target Document Server 160 adding to groups 172
Target Server Column 136 group membership 161
network aliases 160
Term Name 156
synchronization 180
terminology
Users and Groups
changing 155
adding new groups 163
listing current 155
adding new users 159
Time Format 149, 180
adding users to groups 161
Timeout Logon Info
default Group forms 173
DM Webtop Parameters 254
form default values 175
Timeout Script
Group aliases 177
DM Webtop Parameters 254 Group Applications Form 176
Timeout Session
Group Attache settings 177
DM Webtop Parameters 254 Group Features 164
Topic Name Group Master Form 174
DDE Settings, Open 195 group members 172
DDE Settings, Print 196 Group Paper Form 175
transaction monitoring 13 group permissions 167
Tree Nodes Configuration 323 Group Preferences 179
Tree Refresh time Group Primary Form 175
DM Webtop Parameters 257 Group Profile Search Form 175
Tree Rendering Mode Group Quick Retrieve Form 176
DM Webtop Parameters 257 group synchronization 182
INDEX 489
group utility access 168 Viewer Application
group version settings 170 Application Maintenance 188
listing current groups 162 Viewer Control Configuration 455
user network aliases 160 Visit Author Requesting Edit 145, 171
user synchronization 180 Visit Entered By 145, 171
users, security setup 98
utilities W
Activity Log Purge 430 WCF
ADDLIB 431 InactivityTimeoutMinutes 420
group access 168 MaxArrayLength 420
Security Regeneration 436 MaxConcurrent Sessions 421
system parameters 142 MaxReceived MessageSize 420
ports 44
V tuning 419
Valid on Profile 190 URL Components 44
Validation Tables Webtop Parameters 253
Custom Ttables 209 wildcards in content searches 81
DDE settings Windows Communication Foundation
configuring 195 (WCF) 43
defining applications 187 Windows NT NTSF volumes, security 100
defining compatible applications 196 WordPerfect, See Corel Suite
file type 197
file type, modifying 197
maintaining Custom Tables 209
selecting launch methods 191
setting up applications 186
setting up launch methods 192
Validation tables
document types 205
Value
Custom Parameter Definition 259
Custom Parameters 259
versions
group settings 170
system settings 144
Versions, maximum 205
490