Worksite Server Administrators Guide 8 5 English

iManage WorkSite
Server Administrators guide

Version 8.5
June 2009
Copyright Notice
Notice
1999-2009 Autonomy Corporation plc and its affiliates. All rights reserved.
No part of this publication (hardcopy or electronic form) may be reproduced or transmitted, in any form or by any means, electronic, mechanical,
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application for Autonomy Corporation plc and its affiliates.
Autonomy Corporation plc

Cambridge Business Park
Cowley Rd
Cambridge
CB4 0WZ
Tel: +44 (0) 1223 448000
Fax: +44 (0) 1223 448001
Email: autonomy@autonomy.com
6/12/09
Part Number 04-001-07-EN
Contents
About This Book

Intended Audience. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Notation Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Manual Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional Product Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Revision History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Documentation Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 1:
Introduction
Components of the WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorkSite Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorkSite Server Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorkSite Indexer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Client Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Administrative Tools or Utilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 2:
Using the WorkSite Service Manager

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About WorkSite Service Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorkSite Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Getting Started with WorkSite Service Manager . . . . . . . . . . . . . . . . . . . . . . . . . . .
Understanding the Table View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding WorkSite Servers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Registering and Unregistering Servers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Registering a WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Unregistering a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting and Stopping a Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configure Startup Properties for the Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring WorkSite Server Service Properties. . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring WorkSite Server Service Database Properties . . . . . . . . . . . . . . . . . . .
Configure Connections from WorkSite Server to File Servers . . . . . . . . . . . . . . . .
Troubleshooting Startup Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Version Information and Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorkSite Server Administrators guide
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Contents
Chapter 3:
Using the Database Administration Tool
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Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Database Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting and Stopping the DBAdmin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
DBAdmin Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tree Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Table Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching the Table Frame . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Right-click Menus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Information Tables and Subtables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Registering WorkSite Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic Login Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Login Failures and the Reconnect button . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring WorkSite Database Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing the User History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Database Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Synchronization Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Common Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Items to an Information Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Items in an Information Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching in a Table or List View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Lookup Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Max Lookup Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 4:
Administering Users, Groups, and Security
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Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Purpose of the User Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Virtual Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Microsoft Windows OS Domain Users. . . . . . . . . . . . . . . . . . . . . . .
Adding Novell Bindery Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Novell NDS Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding LDAP Directory Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing the Default Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing User Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Synchronize Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
NRTADMIN Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Virtual Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Microsoft Windows Domain Groups . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a Novell Bindery Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Novell NDS Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding LDAP Directory Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Contents
Assigning Users to Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Changing Group Membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Adding Users to a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Removing Users from a Group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Editing Group Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Preferred Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Adding a Database to the Databases Information Table . . . . . . . . . . . . . . . . . . 101
Assigning Preferred Databases to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Changing Preferred Database Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
File Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Adding File Servers to a Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Assigning File Servers to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Adding Users to a File Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Reassigning Authors to the Default File Server. . . . . . . . . . . . . . . . . . . . . . 107
Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Roles and Document Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Examples of Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Creating Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Default role . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Setting Restrictions for Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Edit/Create Profile and Search Profile Tabs . . . . . . . . . . . . . . . . . . . . . . . . 113
Assigning Roles to Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Editing Membership for a Single Role . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Editing Membership for Multiple Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Security Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Creating a Security Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Assigning Users to an Existing Security Template . . . . . . . . . . . . . . . . . . . 120
Renaming Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Using the Rename Function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Chapter 5:
Configuring Server Settings

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Application Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Customizing the App Setup List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding an Application Setup Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing an Existing Application Record . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mapping Multiple Document Types to the Same Application. . . . . . . . . . .
Managing Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Default Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Autodetect Document Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
NonAutodetect Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
File Type Mapping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mapping WorkSite Document Types to File Types . . . . . . . . . . . . . . . . . . . . .
Adding Custom Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Contents
Adding a Document Type to a Database . . . . . . . . . . . . . . . . . . . . . . . . . . .

Editing Document Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing Document Class and Subclass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Document Classes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a New Document Class. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Document Class Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Document Class . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Document Subclasses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a Subclass . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Editing Subclass Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Managing PC Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a PC Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a PC Location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing PC Locations from an ANSI Text File . . . . . . . . . . . . . . . . . . . . . . .
Managing Custom Tables and Subtables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Common Usage for Custom Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Administering Custom3 to Custom12 Tables . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Entries to Custom3 to 12 Tables . . . . . . . . . . . . . . . . . . . . . . . . . . .
Modifying Entries in Custom3 to Custom12 Tables . . . . . . . . . . . . . . . . . .
Deleting Entries in Custom3 to Custom12 Tables . . . . . . . . . . . . . . . . . . . .
Modifying the Custom3 to Custom12 Table Headings . . . . . . . . . . . . . . . .
Importing Custom3 to Custom12 Table Entries . . . . . . . . . . . . . . . . . . . . .
Administering Custom1/Custom2 and Custom29/Custom30 Tables . . . . . . . .
Introduction to Custom1/Custom2 Tables . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding and Editing Custom1 and Custom29 Items. . . . . . . . . . . . . . . . . . .
Deleting a Custom1 or Custom29 Item . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding and Editing Custom2 and Custom30 items . . . . . . . . . . . . . . . . . . .
Importing Custom1/Custom2 and Custom29/Custom30 Table Entries . . . .
Using the Subtable Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 6:
Using the Document Import Tool
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Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Document Import . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Features and Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Document Import Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting and Stopping the Document Import Tool . . . . . . . . . . . . . . . . . . . . . . . . .
Log into a WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Logging Off from a WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a New Profile Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting a Document Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Autodetect and Nonautodetect Document Types. . . . . . . . . . . . . . . . . . . . .
Using Selection Boxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dynamic Profile Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Where to Use Dynamic Profile Field Commands . . . . . . . . . . . . . . . . . . . .
Combining Profile Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Filename or Extension Substring Extraction . . . . . . . . . . . . . . . . . . . . . . . .
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Subdirectory and Subdirectory Substring Extraction. . . . . . . . . . . . . . . . . .

Default Profile Entry Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Additional Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Types of Custom Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating an Exclude and Include List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Loading an Import Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Log Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Purging the Log File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Error Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 7:
Using the Dialog Editor Tool

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Dialog Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Logging into a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Logging Off a Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting or Deselecting Database(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dialog Editor Desktop . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dialog Editor Left Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
File Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Align Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Elements Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Captions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Form Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Opening a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Forms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reloading Forms from the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Saving a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Closing a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Form Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Controls to a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a Canvas Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding a Logo Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding the External User Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Required Controls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Control-Specific Dependencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Aligning Spacing and Resizing Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Properties on a Form or Control . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Moving and Deleting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Importing and Exporting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Importing Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Exporting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Testing and Analyzing a Form Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Tab Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 8:
Using the Monitor Tool
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Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About WorkSite Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting WorkSite Monitor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Registering and Unregistering WorkSite Servers. . . . . . . . . . . . . . . . . . . . . . . . . .
The WorkSite Monitor Desktop. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Keyboard Shortcuts and Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Server WorkSpace Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Icons in the Server WorkSpace Window . . . . . . . . . . . . . . . . . . . . . . . . . . .
Information Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Results WorkSpaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Statistics Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Document Search Results Tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Document History Search Results Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Active Users Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Results Tab Right-click Menu Options . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Search Results Display Options . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Support Dialogs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selection Dialog Box (Lookup Tables) . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setup Additional Custom Fields Dialog Box. . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Custom Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using WorkSite Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching for Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Searching the Document History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Entries in the Document History Table . . . . . . . . . . . . . . . . . . . . .
Redisplaying Search Parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Printing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Printer Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Print Preview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Unlocking Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Relocating Documents between Databases. . . . . . . . . . . . . . . . . . . . . . . . . . . .
Relocating Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Document Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Bulk Profile Edit. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reassigning Documents by Author or Operator . . . . . . . . . . . . . . . . . . . . . . . .
Document Archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Marking Documents for Archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Unmarking Documents for Archiving . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Viewing Marked Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Archiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Restoring Archived Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Restoring Archived Documents from User Requests . . . . . . . . . . . . . . . . .
Restoring Archived Documents from Archive Sets . . . . . . . . . . . . . . . . . . .
Set Priority . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Create a Custom Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Log Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Find Dialog . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 9:
Configuring the Rules Engine

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Preparing for the Rules Engine Server Installation . . . . . . . . . . . . . . . . . . . . . . . .
Installing Rules Engine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Rules Engine Service Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Rules Engine Database Properties . . . . . . . . . . . . . . . . . . . . . . . .
Configuring Rules Engine Service File Server Properties . . . . . . . . . . . . . . . .
Configuring Rules Engine Service Properties . . . . . . . . . . . . . . . . . . . . . . . . .
Starting the Rules Engine Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Test SMTP Connectivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring SMTP Service to Allow Forwarding to Remote Domains. . . . . . . . .
Associating Events with a Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up an E-mail Host. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 10:
WorkSite Cluster Manager Service

Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction to Clustering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using Server Clustering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Advantages of Clustering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How Does Clustering Work? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Features of Clustering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic Load Balancing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Automatic Client Redirection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting up a WorkSite Server Cluster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Phase 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Phase 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Phase 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Phase 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using the Cluster Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
UDP Port Requirements for Clustering Transport . . . . . . . . . . . . . . . . . . . . . . . . .
UDP Reply Port . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Installing Cluster Manager Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring WorkSite Server Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Service Properties. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Database Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

WorkSite Server Cluster Example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Chapter 11:
Directory Service Synchronization Service
287
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How Directory Service Synchronization Service Works . . . . . . . . . . . . . . . . .
Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Installing DSS Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring the DSS Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting the DSS Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating Connections to DSS Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Specifying External Users and Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mapping Directory Service Attributes to WorkSite. . . . . . . . . . . . . . . . . . .
Running the DSS Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 12:
Symantec Enterprise Vault Integration
301
About Symantec Enterprise Vault . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

SEV Integration for WorkSite Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Supported Versions and Packaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Upgrading the Database Schema . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Test the DbUpgrade Utility on a Database Copy . . . . . . . . . . . . . . . . . . . . . . .
Using the DbUpgrade Utility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Installing Vault Admin Console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Installing Microsoft Exchange Server MAPI Client and CDO . . . . . . . . . . . . . . .
User Account Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adding User Account to Windows Registry . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Integrating Symantec Enterprise Vault with WorkSite Server . . . . . . . . . . . . . . . .
Understanding DMS Log File Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
EMAIL_ATTRS Table and Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fatal and Non-Fatal SEV Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Heartbeat Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 13:
WorkSite Server with Caching
Tools and Utilities
301
301
302
302
303
304
304
305
305
305
308
313
313
314
314
317
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About WorkSite Server with Caching . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Caching Server Technology. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Cache Fileserver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Preloading the Cache . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuring the WorkSite Server for File Caching. . . . . . . . . . . . . . . . . . . . . .
Purging the Cache Fileserver . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Overview of Proxying Capabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Setting up Library Connections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 14:
287
288
288
289
291
291
292
297
298
299
317
317
318
319
320
321
323
323
325
329
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Migrating Users to a Different Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
10
Contents
Working of Users Preferred Database Migration Tool . . . . . . . . . . . . . . . . . .

Stage 1: Initialization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Stage 2: Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Stage 3: Finalization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Stage 4: Deletion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Performing a Preferred Database Migration . . . . . . . . . . . . . . . . . . . . . . . . . . .
Populating Custom Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The clload Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Required Format for the ANSI Text File . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Command Line Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Skipping the Description Field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Loading Multiple Child Table Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Examples of Valid Command Line Entries . . . . . . . . . . . . . . . . . . . . . . . . .
Populating User Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
The userload command. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Required Format for the ANSI Text File . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Command Line Parameters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Appendix A: Reading the WorkSite Server Log File
330
330
331
331
332
332
333
333
333
334
334
337
337
338
338
339
339
339
339
343
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Abbreviations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Common DMSLog.txt File Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Appendix B: Database Schema
349
Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
Appendix C: Server Configuration Options

Allowing Description Fulltext Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
OCR-TIFF Replacement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
UTC Date Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Search Results Sorting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Restrict Data Sizes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Case Insensitive Searches in Oracle Databases . . . . . . . . . . . . . . . . . . . . . . . . . . .
Version Editing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Retain Only Latest Version on Worklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ignore Disabled Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Immutable E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
WorkList Filtering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Pessimistic Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
One-Way or Two-Way Document Relations . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
E-mail Duplicate Detection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Enable/Disable User Edit of the Folder E-mail Address Field. . . . . . . . . . . . . . . .
Unicast or Multicast Clustering Transport Options . . . . . . . . . . . . . . . . . . . . . . . .
Default Minutes Between Synchronization Passes . . . . . . . . . . . . . . . . . . . . . . . .
Kerberos Authentication on Trusted Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
355
356
357
357
358
360
361
361
362
363
363
364
364
365
366
366
367
367
368
11
Contents
Using a Local System Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Using a Domain User Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Using a Domain User Account on Windows 2000 Server Domain . . . . . . .
Using a Domain User Account on a Windows Server 2003 Domain. . . . . .
Enforcing Kerberos Authentication on Trusted Login . . . . . . . . . . . . . . . . . . .
Support for Unknown File Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Retain Extension for ANSI Types Registry Key . . . . . . . . . . . . . . . . . . . . .
Retain Extension for Non-E-mail Types Registry Key . . . . . . . . . . . . . . . .
Server Side Email Filing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Allow Folder Creation in Public Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Index
12
368
369
369
370
371
372
373
374
375
375
377
Figures
Figure 1
Figure 2
Figure 3
Figure 4
Figure 5
Figure 6
Figure 7
Figure 8
Figure 9
Figure 10
Figure 11
Figure 12
Figure 13
Figure 14
Figure 15
Figure 16
Figure 17
Figure 18
Figure 19
Figure 20
Figure 21
Figure 22
Figure 23
Figure 24
Figure 25
Figure 26
Figure 27
Figure 28
Figure 29
Figure 30
Figure 31
Figure 32
Figure 33
Figure 34
Figure 35
Figure 36
Figure 37
Figure 38
Components of the WorkSite Server .......................................................................... 23

WorkSite Service Manager with Registered Servers .................................................. 29
WorkSite Servers Search status box .......................................................................... 31
Select Server dialog box ............................................................................................. 32
WorkSite Server Startup Dialog .................................................................................. 33
WorkSite Server Properties Dialog ............................................................................. 35
WorkSite Server Database Setup Dialog.................................................................... 38
Database Properties Dialog ........................................................................................ 39
Advanced Properties dialog box ................................................................................. 40
File Server Connections Dialog, Windows tab ............................................................ 42
File Server Connections Dialog, NetWare Tab ........................................................... 43
Configuration Error Message ...................................................................................... 43
About WorkSite Service Manager Dialog.................................................................... 44
DBAdmin Main Program Window ............................................................................... 47
Right-click menu for the table frame ........................................................................... 48
Floating toolbar ........................................................................................................... 49
Register/Unregister Databases Dialog........................................................................ 52
Set Database Options Dialog...................................................................................... 54
Information window for the Database ......................................................................... 58
Synchronization Options dialog box............................................................................ 59
Edit Jurisdiction Dialog................................................................................................ 61
Find Dialog.................................................................................................................. 61
Lookup Bar in DBAdmin.............................................................................................. 62
Edit Max Lookup Entries Dialog.................................................................................. 63
Sample error message................................................................................................ 64
User accounts and their function ................................................................................ 66
Add New Users dialog box, Virtual User tab ............................................................... 68
Add New Users Dialog, Microsoft Windows OS Domain Users Tab .......................... 70
Add New Users dialog box, Novell Bindery Users tab ................................................ 72
Add New Users dialog box, Novell NDS Users tab..................................................... 74
LDAP Directory Users Tab.......................................................................................... 76
LDAP Authentication Dialog........................................................................................ 77
LDAP Attribute Mapping (User) Dialog ....................................................................... 78
Add New Users Dialog, LDAP Directory Users Tab ................................................... 79
Too many directory objects warning ........................................................................... 80
LDAP Directory Search Filter...................................................................................... 81
Edit User Information Dialog ....................................................................................... 83
Add New Groups Dialog, Virtual Group Tab ............................................................... 86
13
Figures
Figure 39
Figure 40
Figure 41
Figure 42
Figure 43
Figure 44
Figure 45
Figure 46
Figure 47
Figure 48
Figure 49
Figure 50
Figure 51
Figure 52
Figure 53
Figure 54
Figure 55
Figure 56
Figure 57
Figure 58
Figure 59
Figure 60
Figure 61
Figure 62
Figure 63
Figure 64
Figure 65
Figure 66
Figure 67
Figure 68
Figure 69
Figure 70
Figure 71
Figure 72
Figure 73
Figure 74
Figure 75
Figure 76
Figure 77
Figure 78
Figure 79
Figure 80
Figure 81
Figure 82
Figure 83
Figure 84
Figure 85
Figure 86
Figure 87
14
Add New Groups Dialog, Microsoft Windows OS Domain Groups Tab...................... 88

Add New Groups Dialog, Novell Bindery Groups Tab ................................................ 89
Add New Groups Dialog, Novell NDS Groups Tab ..................................................... 91
LDAP Directory Groups Tab ....................................................................................... 93
LDAP Authentication Dialog........................................................................................ 94
LDAP Attribute Mapping (Group) dialog box............................................................... 95
Add New Groups Dialog, LDAP Directory Groups Tab............................................... 96
Too many directory objects warning ........................................................................... 97
LDAP Directory Groups, LDAP Directory Search Filter .............................................. 97
Group Management Dialog......................................................................................... 99
Add Databases Dialog .............................................................................................. 101
Preferred Database Management Dialog ................................................................. 102
Add File Servers Wizard, Select File Server Container ............................................ 104
Add File Servers Wizard, File Server Name ............................................................. 105
File Server Assignment dialog box ........................................................................... 106
Role Setup Dialog, Privileges Tab ............................................................................ 111
Role Setup Dialog, Edit/Create Profile Tab............................................................... 114
Role Setup dialog box, Membership Assignment tab ............................................... 116
Role Management Dialog ......................................................................................... 117
Add Security Templates Dialog................................................................................. 119
Security Template Assignment Dialog ...................................................................... 120
Add App Setup Entry dialog box ............................................................................... 127
Document Type Mapping Management dialog box .................................................. 135
Add Type Dialog ....................................................................................................... 136
Add Class dialog box ................................................................................................ 140
The Add New Node dialog box ................................................................................. 145
The Import From File dialog box ............................................................................... 146
Custom1-Custom 2 tables in parent-child relationships............................................ 152
Add New Item in Custom2 Dialog ............................................................................. 154
Edit Custom2 dialog box ........................................................................................... 154
Import from File (Custom1 and Custom2) dialog box ............................................... 156
Custom2 subtable window ........................................................................................ 158
WorkSite Document Import....................................................................................... 161
Connect Servers ....................................................................................................... 162
Document Import Profile Template dialog box.......................................................... 164
Select Type dialog box.............................................................................................. 167
Setup Additional Custom Fields................................................................................ 173
Include and Exclude File List dialog box................................................................... 175
Import Documents dialog box ................................................................................... 177
Log File, Sample output ............................................................................................ 179
Dialog Editor Left Pane ............................................................................................. 185
File Toolbar ............................................................................................................... 186
Align Toolbar............................................................................................................. 186
Elements Toolbar...................................................................................................... 186
Set Captions dialog box ............................................................................................ 187
Dialog Editor Left Pane ............................................................................................. 188
Sample Form with all the Controls ............................................................................ 191
Elements toolbar ....................................................................................................... 192
Database Association dialog box.............................................................................. 194
Figures
Figure 88 Custom Control Association dialog box .................................................................... 195

Figure 89 Custom Control Properties dialog box, General tab ................................................. 196
Figure 90 Custom Control Properties dialog box, Color tab...................................................... 197
Figure 91 External User control, Database Association dialog box .......................................... 198
Figure 92 Quick Search dialog box with tab order .................................................................... 203
Figure 93 Register Servers dialog box...................................................................................... 207
Figure 94 WorkSite Monitor main window................................................................................. 209
Figure 95 Server WorkSpace Window, Servers tab.................................................................. 211
Figure 96 Server WorkSpace Window, Database tab............................................................... 211
Figure 97 Information Window .................................................................................................. 212
Figure 98 Results WorkSpace, Statistics tab ............................................................................ 213
Figure 99 Document Search Results tab .................................................................................. 215
Figure 100Document History Search Results tab ..................................................................... 216
Figure 101Right-click menu in Search Results tab ................................................................... 217
Figure 102Document Search Display, Fields Shown tab .......................................................... 218
Figure 103Document Search Display dialog box, Short Profile Display tab.............................. 219
Figure 104Document Search Display dialog box - Search Size tab.......................................... 220
Figure 105Document Search dialog box ................................................................................... 223
Figure 106Document History dialog box ................................................................................... 225
Figure 107Delete Documents dialog box .................................................................................. 228
Figure 108Deleting Documents dialog box ............................................................................... 229
Figure 109Relocate Documents dialog box .............................................................................. 232
Figure 110Relocate Documents dialog box............................................................................... 234
Figure 111Security Assignment dialog box ............................................................................... 236
Figure 112Bulk Edit Document Profiles dialog box ................................................................... 238
Figure 113Reassign Documents by Operator dialog box .......................................................... 239
Figure 114Reassigning Documents dialog box ......................................................................... 240
Figure 115Mark Documents for Archiving dialog box ................................................................ 243
Figure 116Documents Marked for Archiving dialog box ............................................................ 245
Figure 117Archive Documents dialog box ................................................................................. 247
Figure 118Archiving Documents status box .............................................................................. 248
Figure 119Restore Document Requests dialog box. ................................................................. 249
Figure 120The Document Request List dialog box ................................................................... 250
Figure 121Restore Archived Documents dialog box ................................................................. 251
Figure 122Restore Documents in Archive Set dialog box ......................................................... 252
Figure 123Restore Documents from Archive Set dialog box .................................................... 253
Figure 124Find dialog box ......................................................................................................... 255
Figure 125WorkSite Service Add/Remove ................................................................................ 259
Figure 126Rules Engine Startup Dialog .................................................................................... 260
Figure 127Database Setup dialog box ...................................................................................... 261
Figure 128Database Properties Dialog ..................................................................................... 262
Figure 129File Server Connections Dialog, NetWare tab ......................................................... 262
Figure 130File Server Connections Dialog, Microsoft Windows Tab ........................................ 263
Figure 131File Server Connections Dialog, Microsoft Windows tab ......................................... 263
Figure 132Rules Engine Properties Dialog ............................................................................... 264
Figure 133Command window showing SMTP Connectivity test ............................................... 266
Figure 134Computer Management Window, New Domain ....................................................... 268
Figure 135New SMTP Domain Wizard Dialog .......................................................................... 269
Figure 136New SMTP Domain Wizard Domain Name Dialog .................................................. 269
15
Figures
Figure 137Computer Management, Properties ......................................................................... 270

Figure 138Clustering Model ...................................................................................................... 275
Figure 139Cluster Manager working as a load balancer ........................................................... 276
Figure 140WorkSite Service Add/Remove Program ................................................................. 282
Figure 141Cluster Manager Startup dialog box......................................................................... 282
Figure 142WorkSite Server Service Properties dialog box ....................................................... 284
Figure 143WorkSite Server Database Setup dialog box ........................................................... 285
Figure 144Database Properties dialog box ............................................................................... 285
Figure 145WorkSite Service Add/Remove ................................................................................ 289
Figure 146Directory Synchronization Service Startup Dialog ................................................... 290
Figure 147DS Synchronization Schedule Properties Dialog ..................................................... 292
Figure 148Directory Service Connections Dialog...................................................................... 293
Figure 149DS Synchronization Connection Properties Dialog .................................................. 294
Figure 150DS Synchronization Root Context Dialog ................................................................ 296
Figure 151DS Synchronization Attribute Map Dialog ................................................................ 298
Figure 152WorkSite Service Manager ...................................................................................... 300
Figure 153Registry Editor.......................................................................................................... 306
Figure 154imDmsSvc ................................................................................................................ 306
Figure 155Reconcile UserId ...................................................................................................... 307
Figure 156Edit String Dialog ..................................................................................................... 307
Figure 157WorkSite Service Manager ...................................................................................... 308
Figure 158Stop Service ............................................................................................................. 309
Figure 159Service Properties .................................................................................................... 310
Figure 160WorkSite Server Properties Dialog .......................................................................... 311
Figure 161Enable Symantec(tm) Enterprise Vault Integration .................................................. 312
Figure 162Start Service............................................................................................................. 313
Figure 163WorkSite Server Properties dialog box .................................................................... 321
Figure 164WorkSite Server Database Properties dialog box .................................................... 322
Figure 165Traditional WAN Environment .................................................................................. 324
Figure 166WorkSite Server with Proxying Capabilities ............................................................. 324
Figure 167WorkSite Server Database Setup dialog box ........................................................... 326
Figure 168Server Connection Properties dialog box................................................................. 326
Figure 169Database Properties Dialog ox ................................................................................ 327
16
Tables
Table 1
Table 2
Table 3
Table 4
Table 5
Table 6
Table 7
Table 8
Table 9
Table 10
Table 11
Table 12
Table 14
Table 15
Table 16
Table 17
Table 18
Table 19
Table 20
Table 21
Table 22
Table 23
Table 24
Table 25
Table 26
Table 27
Table 28
Table 29
Table 30
Table 31
Table 32
Table 33
Table 36
Table 37
Table 38
Table 39
Table 40
Table 41
Notation Conventions...............................................................................................
Revision History .......................................................................................................
Toolbar buttons and menu options ..........................................................................
WorkSite Server Properties Dialog Options .............................................................
Information Tables in the tree frame ........................................................................
Database icon color .................................................................................................
Document Tab, Document History Options .............................................................
User tab, Information ...............................................................................................
Document management tasks associated with roles............................................
Using Roles to Manage Document Searches ........................................................
Examples of Roles .................................................................................................
Options on the Privileges Tab................................................................................
Application Setup Properties..................................................................................
Default Document Types .......................................................................................
Document Type Dialog Properties .........................................................................
Changes to NRT.INI file .........................................................................................
Information Fields in the Add and Edit Class dialog boxes....................................
Sample PC Location Records................................................................................
Common Uses for Custom Tables.........................................................................
Sample Custom Table entries................................................................................
Dynamic Profile Field Commands..........................................................................
Dialog boxes that can be customized ....................................................................
Types of Forms ......................................................................................................
Valid formats for the Custom fields ........................................................................
Restrictions on controls..........................................................................................
Elements toolbar Icons ..........................................................................................
Required Controls for Each Form Type .................................................................
Align Controls.........................................................................................................
Keyboard Shortcuts and Toolbar Buttons ..............................................................
Icons in the Server WorkSpace window ................................................................
Column Headings on the Statistics tab ..................................................................
Status Icons ...........................................................................................................
...............................................................................................................................
Options Available for Changing Security Settings .................................................
Setting the Frequency with which the Statistics window is updated ......................
Events to Associate with Rules..............................................................................
Abbreviations used in the DMS log file ..................................................................
Command Line Parameters ...................................................................................
19
21
30
35
49
52
55
56
108
109
109
112
128
131
136
137
140
144
148
149
169
181
187
191
192
192
198
199
209
211
213
215
230
235
254
270
315
334
17
Tables
Table 42
Table 43
Table 44
Table 45
Table 46
18
Mode action on current user values.......................................................................

Format Criteria .......................................................................................................
Abbreviations used in the DMSLog.txt file .............................................................
Database Table Functions .....................................................................................
Comparison of two types of support for unknown file types...................................
340
341
343
349
374
About This Book

The WorkSite Server Administrators Guide is the reference manual for WorkSite Server and
WorkSite Server with Caching. It provides information on WorkSite Services and detailed
information about the administrative tools and utilities that come with WorkSite Server.
Intended Audience
This guide is recommended for the WorkSite Administrators who are experienced in setting up
the WorkSite Server and its components. Contact Autonomy technical support to resolve issues
that are not addressed in this guide.
Notation Conventions
This manual uses the following notation conventions:
Table 1
Convention
Definition and Usage
Bold
Text that appears in a GUI element such as, a menu item, button, or
element of a dialog box, and command names are shown in bold.
For example:
Click Edit File in the Button Bar.
Italic
Book titles appear in italics.

Terms are italicized the first time they are introduced.
Important information may be italicized for emphasis.
Monospace
Commands, command-line output, and file names are in

monospace type. For example:
The iwextattr command-line tool allows you to set and look up
extended attributes on a file.
19
About This Book
Table 1
Convention
Definition and Usage
Monospaced
italic
Monospaced italics are used for command-line variables.For

example:
iwckrole role user
This means that you must replace role and user with your values.
Monospaced bold
Monospaced bold represents information you enter in response to

system prompts. The character that appears before a line of user
input represents the command prompt, and should not be typed.
For example:
iwextattr -s project=proj1 //IWSERVER/default/main/dev/
WORKAREA/andre/products/index.html
Monospaced bold
italic
Monospaced bold italic text is used to indicate a variable in user

input. For example:
iwextattr -s project=projectname workareavpath
means that you must insert the values of projectname and

workareavpath when you enter this command.
[]
Square brackets surrounding a command-line argument mean that

the argument is optional.
Vertical bars separating command-line arguments mean that only

one of the arguments can be used.
This guide also uses the following conventions:
The term Windows indicates any supported version of the Microsoft Windows operating
system, such as Windows 2000.
Directory paths use UNIX conventions. These conventions mandate using forward slashes (/
) in path names. (Windows systems use backward slashes.) The Windows convention is used
when referring to a Windows-specific directory. For example:
UNIX: docroot/news/front.html
Windows: docroot\news\front.html
Manual Organization
20
Introduction on page 23
Using the WorkSite Service Manager on page 27
Using the Database Administration Tool on page 45
Using the Document Import Tool on page 159
Using the Dialog Editor Tool on page 181
Additional Product Documentation
Using the Monitor Tool on page 205
Rules Engine on page 253
WorkSite Cluster Manager Service on page 273
WorkSite Server with Caching on page 317
Directory Service Synchronization Service on page 287
Tools and Utilities on page 329
Reading the WorkSite Server Log File on page 343
Database Schema on page 349
Server Configuration Options on page 355
Additional Product Documentation

Refer to the following guides for additional information:
DeskSite Installation and User's Guide or FileSite Installation and User's Guide. Provides
more information on WorkSite client applications such as DeskSite, or FileSite.
WorkSite Installation Guide. Provides detailed, step-by-step instructions for installing the
WorkSite Server and its components.
WorkSite Design Guide. Provides information on the design principals for the WorkSite
Server.
WorkSite Resource Kit Administrators Guide. Provides instructions for using various
WorkSite Server utilities that are not documented in this book.
Revision History
Refer to Table 2 for a list of updates to this guide.
Table 2
Revision History
Revision
Date
Comments
August 2007
8.2 SP1 Release.
21
About This Book
Table 2
Revision History
Revision
Date
Comments
December 2007
Removed information about 8.2 Indexer.

Added a reference to the new schema entry for
Symantec Enterprise Vault in Appendix B,
Database Schema..
September 2008
8.3 SP1 Release.

Added updated information to Directory Service
Synchronization Service on page 287.
April 2009
8.5 Release
Added the following information
File dates and system dates in Configuring
WorkSite Server Service Properties on page 34.
Preventing flat space filing in Configuring
WorkSite Server Service Properties on page 34.
Server side email filing in Server Side Email
Filing on page 375.
Allow folder creation in public workSpaces in
Allow Folder Creation in Public Workspaces on
page 375.
Search Results Sorting in Search Results Sorting
on page 358.
Chapter 11 Directory Service Synchronization
Service on page 287.
Support for unknown file types in Support for
Unknown File Types on page 372.
Documentation Updates
Additions and corrections to this document (when available) can be downloaded in PDF format
from the following Web site: https://customers.autonomy.com.
22
Chapter 1
Introduction
Components of the WorkSite Server
The WorkSite Server is a 3-tiered architecture with components at each tier. The WorkSite
Server forms the middle tier between the client and library tiers.
Figure 1
The components of each tier may be distributed across several machines or may coexist on the
same machine. See the WorkSite Design Guide for details on recommended installation.
The tier levels can be broadly classified as WorkSite Library, WorkSite services, and client
applications. The following sections describe the tiers and their components.
23
Chapter 1: Introduction
WorkSite Library
From an end-users standpoint, a WorkSite Library is a repository for documents. From an
Administrators standpoint, a WorkSite Library consists of two fundamental components:
One or more file servers, where the actual documents are stored.
An SQL database, which stores information about the documents.
WorkSite Server Services

WorkSite Server has several fault-tolerant, multi-threaded services that function as the broker
between WorkSite client applications and the WorkSite Library, or data layer
WorkSite services include:
WorkSite Serverthis core service connects to the SQL Server, the WorkSite Indexer, and
the Document File Server. This service coordinates transactions with these back end systems
and returns data to the client.
WorkSite Server with Caching (add-on service).
Rules Engineprocesses system events, such as e-mail notification for certain system
activities.
Cluster Manageran optional service that performs automatic client redirection when a
server in the cluster fails. The Cluster Manager Service also performs automatic load
balancing across available WorkSite Servers.
WorkSite Communications Serveran optional service enabling e-mail messages from

internal and external sources to be sent directly to WorkSite folders.
Directory Service Synchronizationan optional service enabling the WorkSite Server to

perform repeated one-way synchronizations with hierarchical directory services, including
LDAP and NDS.
These services interact through an interface known as the WorkSite Service Manager.
WorkSite Indexer
The WorkSite Indexer is responsible for creating the indexes which allow users to search for
WorkSite documents. The WorkSite Indexer also processes all search queries and returns the
results to the WorkSite Server.
For more information, refer to the WorkSite Indexer Administrators Guide.
24
Client Applications
In the WorkSite Server architecture, client applications do not make direct connections to
components of the WorkSite Library, or data layer. The WorkSite Server service functions as
a virtual firewall between your users and the data.
The client applications that are commonly used are DeskSite, FileSite, WorkSite Web and
E-mail Management for Lotus Notes. For more information, see the user guide for a
particular product.
Administrative Tools or Utilities

WorkSite Server includes a series of administrative tools that are used to manage, maintain, and
administer the WorkSite Server, or DMS. This section contains a short description of each tool.
See the appropriate chapters for more information on these tools.
WorkSite Service ManagerThe WorkSite Service Manager is the main interface used
configure and manages all services that are part of the WorkSite Server installation.
See Chapter 2, Using the WorkSite Service Manager, for an introduction to using the
Service Manager.
Database AdministrationThe WorkSite Database Administration (DBAdmin) tool is

used to modify tables in the WorkSite Database. The DBAdmin tool has a two-tiered
application that connects directly to the WorkSite Database.
See Chapter 3, Using the Database Administration Tool, for an introduction to using
DBAdmin.
Document ImportThe WorkSite Import tool can import large numbers of documents into
the WorkSite Database. This tool is most frequently used to migrate documents that were
previously stored directly on a shared file server into the WorkSite Server. See Chapter 6,
Using the Document Import Tool.
Dialog EditorThe Dialog Editor tool is used to edit the customizable dialog boxes and
field names (captions) in the WorkSite Database. The Dialog Editor tool is three-tiered, so it
connects to the WorkSite Server service rather than the database. See Chapter 7, Using the
Dialog Editor Tool.
MonitorThe WorkSite Monitor tool is an administrative utility that is used to monitor

activities on the WorkSite Server. WorkSite Monitor is a three-tiered application, so it
connects to the WorkSite Server service rather than the database. See Chapter 8, Using the
Monitor Tool.
25
Chapter 1: Introduction
26
Chapter 2
Using the WorkSite Service

Manager
Overview
This chapter includes information on the following topics:
About WorkSite Service Manager
WorkSite Services
Getting Started with WorkSite Service Manager
Registering and Unregistering Servers
Starting and Stopping a Service
Configuring WorkSite Server Service Properties
Configuring WorkSite Server Service Database Properties
NOTE
The WorkSite Server Installation Guide provides the information required to install the WorkSite
Server, and configure the services.
About WorkSite Service Manager

WorkSite Service Manager is a required application for each service in the WorkSite Server. The
WorkSite Service Manager manages all services that are part of the WorkSite Server installation.
The WorkSite Service Manager is responsible for:
27
Chapter 2: Using the WorkSite Service Manager
Registering and Unregistering Servers. The computer on which the WorkSite Server has
been installed must be registered in the WorkSite Service Manager before starting any
service.
Starting and Stopping Individual Services. The WorkSite Service Manager starts and stops
individual services and detects when a service terminates.
Configuring the Services. The WorkSite Service Manager allows you to configure the
properties for each of the services that are installed.
Log File. The WorkSite Service Manager generates a log file that records all the actions or
events connected to the services.
WorkSite Services
The WorkSite Service Manager includes the following primary services:
WorkSite Server. See Configuring WorkSite Server Service Properties on page 34.
Rules Engine. For more information on the Rules Engine Service, see Chapter 9,
Configuring the Rules Engine, of the WorkSite Server Administrators Guide.
Directory Service Synchronization. For more information on the Directory Servise

Synchronization, see Chapter 11, Directory Service Synchronization Service, of the
WorkSite Server Administrators Guide.
You can install the following additional services:
WorkSite Server with Caching (add-on service). For more information on the WorkSite
Clustering Service, see Chapter 13, WorkSite Server with Caching, of the WorkSite Server
Administrators Guide.
Cluster Manager (add-on service). For more information on the WorkSite Clustering
Service, see Chapter 10, WorkSite Cluster Manager Service, of the WorkSite Server
Administrators Guide.
WorkSite Communications Server (add-on service). See the WorkSite Communications

Server for Exchange Administrators Guide for more information.

If you are using Windows 2008, then you can run WorkSite Service Manager only if you are a
part of the Administrator's group on the local machine.
28
To start the WorkSite Service Manager:

1. Select Start, then point to All Programs.
2. Select Autonomy, then iManage Service Manager.
When the WorkSite Service Manager is started for the first time, none of the services will be
available until the server has been registered. In this context, server refers to the computer on
which WorkSite Server has been installed. See Registering and Unregistering Servers on
page 31.
Figure 2
WorkSite Service Manager with Registered Servers
Understanding the Table View

The main window in the WorkSite Service Manager displays information for each registered
service.
The first column lists the Computer or Server name.
The second column lists the type of service that is installed.
The third column indicates whether the service is currently running.
Each row in the table has a colored bullet at the far left of the table. The bullet is yellow if the
service listed in that row is stopped; the bullet is green if the service is running.
29
Using the Toolbar

The toolbar provides easy access to several menu options available in the WorkSite Service
Manager. See the following sections for additional information on these options.
Table 3
Button
Toolbar buttons and menu options

Menu option
Keyboard
Shortcut
Register Server
Ctrl-R
Used to create a connection between the

WorkSite Service Manager and the
services.
Find Servers
Ctrl-A
Used to find WorkSite Servers on the

network.
Function
Startup Properties
Used to setup the startup properties for

each service.
Service Properties
Ctrl-P
Used to configure the service properties

for each service.
Database Setup
Ctrl-D
Used to connect databases to servers and

to configure database properties.
File Server Setup
Ctrl+F
Used to configure connections between

WorkSite Servers and Document File
Servers.
Start Service
Ctrl-S
Used to start a service that is stopped.
Stop Service
Ctrl-T
Used to stop a service that is running.
Service About
Used to set the comments field for a

service and to show version information.
View Log
Ctrl+V
Used to display the log file for the selected

service in the WorkSite Log Viewer.
Topics
F1
Displays the contents of the WorkSite

Server Manager Online Help.
About
Displays version information for the

WorkSite Service Manager.
Finding WorkSite Servers

The WorkSite Service Manager can automatically search the network for all servers that are
running WorkSite services.
30
To find all WorkSite Servers on the network:

1. Click
Find icon in the toolbar, select Find Servers from the Service menu, or press
Ctrl-A. When you select Find Servers, the WorkSite Servers Search status box is displayed.
Figure 3
WorkSite Servers Search status box
This status box appears while the WorkSite Service Manager searches the network for
WorkSite Server, Cluster Manager, and Rules Engine Servers.
2. To stop the search while this status box is displayed, click Cancel. All servers located by the
WorkSite Service Manager are automatically registered with the service manager.
See Registering and Unregistering Servers on page 31.

One of the first steps in setting up the WorkSite Server is to register the computer or server on
which the WorkSite Server is installed. Registering a server with the WorkSite Server Manager
enables you to configure and manage its WorkSite services.
Registering a WorkSite Server

1. Click the
Register Server icon in the toolbar or select Register Server from the Service
menu. The keyboard shortcut for Register Server is Ctrl+R. The Select Server dialog box is
displayed.
31
Figure 4
Select Server dialog box
2. In the Server box, enter the name of the computer where the WorkSite Server has been
installed.
3. Click OK.
If the WorkSite Service Manager connects to the WorkSite Server service successfully, the
main table view lists each server.
When you restart the WorkSite Service Manager, it automatically logs into any servers that
were registered during your previous session. See Automatic Login on page 32.
Automatic Login
When you register a server with the WorkSite Service Manager, an attempt to log into the server
is made automatically each time you launch the WorkSite Service Manager until you unregister
the server.
Unregistering a Server
When the WorkSite Server Manager is started, it automatically tries to log into all of the servers
that were registered with it when you last exited from the tool.
To prevent the WorkSite Service Manager from automatically logging into a particular server, or
to close the WorkSite Service Managers connection to a server, the Server must be
unregistered.
32
To unregister a server:
1. Select the server that must be unregistered from the table view.
2. Select Unregister Server from the Service menu. The connections to the services that are
displayed in the table view will disappear.

Each service listed in the main table view can be started or stopped from within the WorkSite
Service Manager. Select the service, then click the
Start or
Stop icons in the toolbar.
Configure Startup Properties for the Service

1. Highlight the WorkSite Server Service in the main table view.
2. Click the
button in the toolbar or select Startup Properties from the Service pull-down
menu. The WorkSite Server Startup opens.
Figure 5
WorkSite Server Startup Dialog
33
3. Enter the Login ID and Password for the Windows User account under whose context the
WorkSite Server Service program will run. This account must be different from the
Windows service account Local System and must have Log on as a service privileges. The
default value that appears in the Login ID field in the Startup dialog box is that of the
current user.
4. Select the Startup Type:
If you want the service program to start up automatically on boot, check Automatic.
If you want the service program to start up only when launched manually from within the
WorkSite Service Manager, then check Manual.
5. Click OK to register your changes.
Configuring WorkSite Server Service

Properties
To configure a WorkSite Server Service:
1. Highlight the WorkSite Server Service name in the table view.
2. Click the service properties button
Service Properties.
in the toolbar or from the Properties menu, select
Change the appropriate the settings as desired in the WorkSite Server Properties dialog, then
click OK. Table 4 lists all available options on the WorkSite Server Properties dialog.
34
Figure 6
Table 4
WorkSite Server Properties Dialog
WorkSite Server Properties Dialog Options
Field/Feature
Description
Cluster/Server Name
The Cluster/Server Name field is used to specify the name of the cluster a
WorkSite Server Service program is associated with. If the WorkSite Server
Service is not part of a cluster, this field should be left blank. For more
information on clustering, see the WorkSite Server Administrators Guide.
Cache Fileserver Path If your WorkSite deployment utilizes the WorkSite Server with Caching
feature, enter the path to the fileserver that is used to cache files downloaded
from remote locations.
E-mail Domain
If you WorkSite deployment utilizes the WorkSite Communications Server,

enter the name of the e-mail domain used by the WorkSite Communication
Server. This is the domain name of the POP3 server.
35
Table 4
Field/Feature

Description
Security Configuration
Accept Trusted
Authentication
When the Accept Trusted Authentication feature is enabled, users who are
already logged into the Windows domain can connect to WorkSite without
providing a second, addtional login ID and password. The user must be a valid
user on the database and the users database login ID must be identical to his or
her login ID on the domain. Trusted authentication will not work if the user is
not logged into the domain. Users such as virtual users who are not logged into
the domain cannot use trusted authentication.
Enable Impersonation The Enable Impersonation feature allows anyone who knows the Enable
Impersonation password to logon to the WorkSite system as any user whose
login has not been disabled. The administrator uses the Administrative
Impersonation password in place of the normal password of the user being
impersonated.
When enabled a password of at least six characters must be entered in the
Password field.
TCP/IP Port Configuration
Service Port and File

Port
The values entered in the Service Port and File Port text-entry fields are
dedicated TCP/IP port numbers assigned to the WorkSite Server Service
program. The service port is used for service transactions, and the file port is
used for transmitting files.
Use the default value for the service port (1080) and file port (1081) unless
instructed otherwise by Autonomy Technical Support.
Meta-Data Cache Configuration
Refresh Frequency
36
This value determines with what regularity the WorkSite Server will check that
all database tables in memory contain less than the maximum number of rows
and unload infrequently used entries from any tables that are larger than the
maximum size.
Use the default value of 1 unless instructed otherwise by Autonomy Technical
Support.
Table 4
Field/Feature

Description
Rows per Cache Table By specifying a value in the Rows per Cache Table field, you can limit the
number of entries to cache in memory from each of database tables. If this
value is set to 10, for instance, no more than 10,000 entries will be cached from
any one table. When a database table contains more total entries than the
maximum specified in the Rows per Cache Table field, then the WorkSite
Server Service will identify infrequently used entries and remove them from
the cache.
The following tables are cached in memory for each database to which the
WorkSite Server is connected:
User Table
Document Types
Custom1/Custom2
Custom Tables
Class/Subclass
App Setup
Custom29/Custom30
Preload Cache Data
When the Preload Cache Data option is selected, the WorkSite Server will
preload the database tables into the memory cache at startup. If this option is
disabled, the database tables are loaded into the memory cache dynamically or
incrementally (as needed). Turning off the Preload Cache Data feature will
improve startup time.
Share Cache
If the WorkSite Server is connected to multiple databases, and those databases

all have identical Custom1/Custom2 tables, then you may choose to load those
tables into the memory cache on the WorkSite Server only once and allow all
of the databases to share that same table in the cache. This feature is
particularly beneficial when the WorkSite Server is connected to many
WorkSite databases and the Custom1/Custom2 tables on each are very large.
For this feature to work, all of the Custom1/Custom2 tables on the databases to
which the WorkSite Server is connected must be identical. To turn this feature
on, check the Shared Cache checkbox and enter the name of the preferred
source database in the From Database field.
Enable Symantec
Enterprise Vault
Integration
If you have installed Symantec Enterprise Vault (SEV), you can integrate
WorkSite with SEV by checking this option. Enter the DNS name or address of
the Enterprise Vault Server in the Server Address field. Refer to Chapter 12,
Symantec Enterprise Vault Integration for more information.
37
Table 4
Field/Feature
Description
Document Date
Options
This option determines whether the created and modified dates on a file are set
based on information in the file, or by WorkSite.
Use System Dates: When a file is imported into WorkSite, the "Created"
property is populated with the date and time of when the file was imported to
WorkSite. The "Modified" property is updated with the date and time when
the file was last modified in WorkSite. This method ignores the original
created and modified information of the file. Use System Dates is the default
setting.
Use File Dates: This option saves both the original file dates (created and
modified) as well as the dates and times of when the file was imported or
modified in WorkSite.
Note. Do not switch these settings back and forth.
Configuring WorkSite Server Service Database

Properties
Configure each WorkSite Server database belonging to this server.
1. From the WorkSite Service Manager tool, select the WorkSite Server service.
2. From the Properties menu, select Database Properties. The WorkSite Server Database
Setup dialog opens.
Figure 7
38
WorkSite Server Database Setup Dialog
Configuring WorkSite Server Service Database Properties
The Database Setup dialog box shows those databases that the WorkSite Server is currently
serving. If you have not connected WorkSite Server Service to any databases yet, the list view
in this dialog box is blank.
3. Click Add Database, or select an existing database from the list and click Modify. The
Database Properties dialog opens.
Figure 8
Database Properties Dialog
4. Enter the database name. You can select it from the list of available ODBC sources, by using
the browse button.
5. Enter the Logon ID and Password for the entered or selected ODBC.
6. Select the Enable Cache Fileserver option if you are using WorkSite Server with Caching
and want to enable Fileserver caching for this database.
7. In the How many connection section, choose one of the following options:
As Many Connections as Threadsthis option configures the WorkSite Server to

establish a 1:1 ratio of database connections
The default ratio of threads running on the WorkSite Server to database connections is
1:1. You can customize this ratio to optimize performance on the system. When your
WorkSite database is local and heavily used, the recommended ratio of threads to
connection is 1:1. When the WorkSite Server is connecting to a remote database or to a
database that is infrequently used, you may want to reduce the number of SQL database
connections to reduce the number of connections that must be maintained over the
WAN. You may also want to customize the number of database connections when the
WorkSite Server is connecting to an infrequently used database, such as a read-only
repository of old documents. When the ratio of threads to connections is not 1:1, the
39
number of SQL connections available to the WorkSite Server are pooled and shared
among the simultaneous threads running on the WorkSite Server.
Connection CountEnter the number of SQL database connections that the WorkSite
Server service should maintain to this database.
8. In the Designate database as section, select one of the following options:
Preferred DatabaseSelect this option to designate this database as the source for
dialog boxes, captions, and roles. Any database that is identified as a Preferred Database
can serve as a source for dialog boxes, captions and roles. Each WorkSite Server must
be connected to at least one database that is identified as a preferred database. You can
specify alternate preferred databases for individual users using the Database
Administration tool.
Web Contentselect this option if the WorkSite Server is to be used as the database for
the WorkSite web client.
Select the Hidden option if you do not want to display the Web Content database.
9. Click Advanced to set the following options for this library. The Advanced Properties
dialog box opens.
Figure 9
Select Prevent flat space filing to force users to file content inside a workspace. When
enabled, WorkSite clients will prevent any content from being filing outside a
workspace.
In the Grace period to undeclare (hours) field, select one of the following grace period
options.
40
Advanced Properties dialog box
No grace period. This option does not provide a grace period to undeclare a
declared document. Selecting it denotes that once a document is declared, it cannot
be undeclared. This is the default option.
Configure Connections from WorkSite Server to File Servers
Infinite grace period. This option provides an unlimited period to undeclare a

declared document. Selecting it denotes that a normal user can undeclare a declared
document irrespective of when the document was declared.
Specify grace period (hours): Specify the time period within which a normal user
can undeclare a declared document. This time period is calculated from when the
document was declared. The value set here updates the Undeclare Record registry
setting in the following key on the WorkSite Server:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\Databases\
<Database Name>\
In the Locale ID field, enter the numerical identifier for the language of the WorkSite
database. WorkSite supports the storage of information in U.S. English plus one
additional language. For WorkSite to support this additional language, you must enter
the Locale ID of the second language here. The locale ID value must compliment the
database collation setting. Refer to the WorkSite Design Guide for more information and
for a complete list of Locale IDs. This list can also be found on the Microsoft web site.
The default value is 1033 (U.S. English).
Caution: The Locale ID setting must only be set for a new WorkSite database. Do not
alter this setting for an existing (deployed) WorkSite database.
NOTE
For information about configuring the WorkSite Indexer portion of this dialog, refer to the
WorkSite Indexer Administration Guide.
10. Click OK to add the database. The database is now added to the list seen in the WorkSite
Server Database Setup dialog.
11. Click Close to save the settings.
Configure Connections from WorkSite Server

to File Servers
The File Server Connections dialog is used to enter login information for the accounts which
will be used by the WorkSite Server Service to access the document file server(s).
By default, the WorkSite Server uses the Windows account that was used to log in to access to
the file server. To specify an alternative account to use.
41
For Windows File Servers

To configure connections between WorkSite Server and a Windows file server:
1. In the WorkSite Service Manager, select the WorkSite Server Service.
2. From the Properties menu, select File Server Setup or click the
icon. The File Server Connections dialog opens.
File Server Setup
3. Click the Microsoft Windows Operating System tab.

Figure 10 File Server Connections Dialog, Windows tab
4. Disable the Use Service Logon only option.

5. Enter a valid Windows domain Login ID and Password which has access to the file server.
6. Click OK.
7. Stop and restart the WorkSite Server service.
For NetWare File Servers

To configure connections between WorkSite Server and a NetWare file server:
1. In the WorkSite Service Manager, select the WorkSite Server Service.
2. From the Properties menu, select File Server Setup or click the
icon. The File Server Connections dialog opens.
42
File Server Setup
Troubleshooting Startup Errors
Figure 11 File Server Connections Dialog, NetWare Tab
3. Select either a Bindery or NDS connection.

4. Enter the LoginID and Password for the Novell NetWare User Account created for the
WorkSite Server.
5. If you selected NDS, then you must also enter a Context.
6. Click OK.
7. Stop and restart the WorkSite Server service.
Troubleshooting Startup Errors

Problem: If you attempt to start a service and receive the error message shown in Figure 12
(possibly followed by other error messages), then the Login ID and Password provided in the
services Startup dialog may be incorrect for this service.
Figure 12 Configuration Error Message
43
Solution: Reconfigure the startup properties for that service in the appropriate Startup dialog,
then try to start the service again.
NOTE
You may receive a positive confirmation message after you configure the startup properties for a
service, but still receive this error message if the login and password provided are not correct.
Version Information and Comments

You can check version information for any service program listed in the main program view by
selecting the service name and then selecting Service About from the Properties pulldown
menu. Or, you can also click the Service About button
in the toolbar. When you select
Service About, a dialog will be displayed for the service with a field for entering or editing the
comments field that is displayed in the main program view.
Figure 13 About WorkSite Service Manager Dialog
You can use the About dialog to edit or enter comment information or to view version
information for the selected service.
44
Chapter 3
Using the Database

Administration Tool
Overview
About Database Administration
Starting and Stopping the DBAdmin
DBAdmin Desktop
Registering WorkSite Databases
Configuring WorkSite Database Options
Common Functions
Error Messages
About Database Administration

The Database Administration (DBAdmin) tool is part of the WorkSite Administrative tools
group and is used to perform the following typical database management functions:
Defining user login or access privileges
Initializing and registering databases with WorkSite
Adding or editing document types and applications
Editing the list of PC nodes
45
Chapter 3: Using the Database Administration Tool
Creating new document classifications to identify and differentiate documents in your

database
Starting and Stopping the DBAdmin

Access the DBAdmin tool from the WorkSite Server installation directory.
To start the DBAdmin:
1. Select Start and point to All Programs.
2. Select Autonomy, then iManage Database Administration.
Register the Database to start using the tool. See Registering WorkSite Databases on
page 51.
To stop the DBAdmin:
1. Unregister the database from the DBAdmin.
2. From the File menu, select Exit.
DBAdmin Desktop
The main program window in the DBAdmin tool resembles the layout of Windows Explorer. On
the left is a tree frame that displays a list of databases and information tables in hierarchical
form. On the right is a table frame, where the contents of each of the information tables are
displayed.
Tree Frame
The tree frame lists only those databases that are currently registered. Multiple databases can be
listed in the tree frame at the same time. If a database is not listed in the tree frame, you need to
register the database with WorkSite. To display the list of information tables for a database,
click the plus sign next to the
Database icon. To collapse a branch of the tree frame, click
the icons minus sign. All the icons seen below the database in the tree frame are the information
tables available to each database. See Information Tables and Subtables on page 49.
46
DBAdmin Desktop
Figure 14 DBAdmin Main Program Window
Table Frame
The contents of an information table are displayed in the table frame in the right pane of the
main program window. To display the contents of an information table in the table frame, click
an icon in the tree frame. To edit an entry in the table frame, double-click the item in the table or
press Enter. The rows in the table frame are commonly identified as Items, Entries or Records.
Use the Tab key to shift focus between the tree frame and the table frame. While the cursor is in
the tree frame, you can use the arrow keys to move up and down the tree.
47
Searching the Table Frame

You can search among the entries currently displayed in the table frame for a specified string.
Press Ctrl-F or select Find from the Edit menu to display the Find dialog box. To find the next
occurrence of the same search string among the entries in the table frame, press F3 or select
Find Next. See Searching in a Table or List View on page 61.
Right-click Menus
There are two right-click menus available in the main program window.
In the tree frame, select and right-click a database to display the Database menu.
In the table frame, select and right-click an item to display the Edit and Manage menus.
Figure 15 Right-click menu for the table frame
NOTE
Custom2 and Custom30 are subclasses that are dependent on Custom1 and Custom29
respectively. The subclasses appear only when the appropriate parent class is displayed in the
table frame.
48
DBAdmin Desktop
Toolbar
The toolbar provides quick access to frequently needed functions. The toolbar can be hidden or
redisplayed by selecting Toolbar from the View menu. The position and configuration of the
toolbar on your desktop is entirely customizable. To move the toolbar to a new location, click
the edge of the toolbar and drag it to that location. The shape of the toolbar can be customized
by clicking and dragging on the edge of the toolbar to reshape it.
Figure 16 Floating toolbar
Information Tables and Subtables

Each WorkSite database has a series of information tables associated with it. These information
tables are created when the database is first initialized using the DBAdmin tool.
These information tables contain data relating to:
Users, Groups and Roles
Document types
Document classifications
Software applications
PC locations
Preferred databases
File servers
Table 5 lists each of the information tables seen in the tree frame and its importance to the
database. Detailed information about each information table is provided in the corresponding
sections of this chapter.
Table 5
Information
Table
Information Tables in the tree frame
Description
This information table lists users who have been granted access to the database.
Users can be of six types, depending on how they access the database: Novell
Bindery users, Novell NDS users, NT users, LDAP users, external users, and
virtual users. Virtual users are DOS users or users who access the database over
the internet. See Managing Users on page 65.
49
Table 5
Information
Table
Description
This information table lists groups of users who have been defined for the
purpose of granting them access collectively to documents. When a group is
granted access rights to a document, all users who are defined as part of that
group are granted the same access privileges. See Managing Groups on page 84.
This information table lists generic security profiles that you can assign to users.
These profiles grant customizable levels of access to document management
functions. Typical roles include database librarian, administrator, user, guest,
group supervisor, and project supervisor. See Roles on page 107.
This information table lists the document types that enable WorkSite to link up a
document with its native application. Document types are normally based on the
application used to create the document. A Microsoft Word document and a
WordPerfect document may be in the same class of documents, but they would
have different document types indicative of the application in which they were
created. See Managing Document Types on page 131.
This information table lists the document classes defined for a database.
Document classes are custom categories used to differentiate documents. Typical
classes of documents include legal briefs, original site plans, letters, memos,
proposals, or transmittals. Document classes can be further subdivided into
subclasses. Document classes and subclasses determine the default security
setting for documents. See Managing Document Class and Subclass on
page 139.
This information table includes information essential to integrate WorkSite DMS
with other applications. This table also identifies the principal application for
each document type. See Defining Application Formats on page 125.
This information table maps PC Node Addresses to descriptive information that
will help identify a PCs actual location. This information is useful for locating
documents that are in use or checked-out. See Managing PC Locations on
page 144.
The Custom1 table is a custom category, typically a Client. It is also used to
differentiate documents in your database. Each Custom1 category can be
subdivided into Custom2 classifications. Custom2 is typically customized as
Matter. They are used to identify the specific case (or project) to which all the
documents relate. See Managing Custom Tables and Subtables on page 147.
to
The Custom3 to Custom12 tables are lookup tables for the Custom3 to Custom12
profile fields. These profile fields provide you with the opportunity to create new
custom categories to identify and differentiate documents in your database.
Custom categories may include Department, Account, Region, Country,
Language, Organization, Division, Coauthor, and Project. See Managing Custom
Tables and Subtables on page 147.
The Custom29 table, like the Custom1 table, presents an additional opportunity to
differentiate documents in your database. The Custom29 table can also be further
subdivided into custom Custom30 classifications. See Managing Custom Tables
and Subtables on page 147.
50
Table 5
Information
Table
Description
This information table is a list of WorkSite databases that can be assigned to users
as their preferred database. See Preferred Databases on page 100.
The Doc File Servers table is a list of the document file servers associated with
this database that can be assigned to users. See File Server on page 103.
This information table lists the templates of security settings that operate globally
and can be assigned to particular authors. When a new document is created for an
author who has been assigned a security template, those security settings will be
applied to the document by default. See Security Templates on page 118.
NOTE
Table 5 lists the default captions for the information tables. You can change the captions using
the Dialog Editor administrative tool.

DBAdmin tool allows the WorkSite administrator to register, and to connect to the database,
created using SQL Enterprise Manager. When the database is registered for the first time, it
allows the administrator to create WorkSite related tables or schema in it.
This section discusses registering and unregistering databases, automatic login, and creating
WorkSite tables or schema. (Creating tables or schema is part of the database initialization
procedure.)
When you run the DBAdmin tool for the first time, you must register the databases before you
can access any of the information tables.
To register the database:
1. From the Database menu, select Register/Unregister to open the Register/Unregister
Databases dialog.
51
Figure 17 Register/Unregister Databases Dialog
The UnRegistered Database column lists databases that have not been logged into but have
already been defined as ODBC data sources.
Table 6 contains database icons and their descriptions.
Table 6
Icon
Database icon color

Description
Green icons indicate registered databases to which you are currently logged in.
Yellow icons indicate unregistered databases.
Red icons indicate that the DBAdmin tool attempted to log into the database on
startup, but the database did not respond in time and the automatic login
feature timed out.
2. Select the database to be registered from the UnRegistered Databases list and click
Register.
The Logon to Database dialog opens.
3. Enter the Login ID and Password, and click Login.
If the database was already initialized as a WorkSite database, the database name is
displayed in the Registered Databases column and an icon for the database appears in the
tree frame of the main program window.
52
If you are registering the database for the first time or if the database has not been initialized
as a WorkSite database, you are prompted to create the database. Click OK. Refer to the
WorkSite Server Installation Guide for information about the steps to initialize this database.
NOTE
Follow the same procedure to Unregister the database using the DBAdmin tool. Select the
database and click << Unregister.
Automatic Login Feature

If you exit the DBAdmin tool with some databases still registered, the next time you run the tool
you are automatically logged into those databases. To prevent the tool from logging you into any
database automatically, unregister the database using the Register/Unregister Database dialog
box before you exit from the tool.
Login Failures and the Reconnect button

When you start the DBAdmin tool, you are logged into those databases that were registered
when you last exited the program. If the DBAdmin tool fails to log into a database, it is
displayed with a
red icon in the Registered list view on the Register/Unregister Database
dialog box (see Figure 17).
To reconnect to a database, select the database with the red icon in the Registered Databases list
and click Reconnect. If login is successful the red icon changes to green. The database is
displayed in the tree frame of the main program window.
The most common reason why the DBAdmin tool may fail to log into a database at startup is
that the database did not respond in time and the automatic login feature timed out.

There are a number of global conditions that you can enable or disable for each database using
the DBAdmin tool.
These global conditions affect activities such as:
Document echoing
Production of document activity histories
53
To set database options:

1. Select the Database in the tree frame and select Database Options from the Database
menu. Alternatively, select a Database in the tree frame and right-click, then select
Database Options.
The Set Database Options dialog box is displayed.
Figure 18 Set Database Options Dialog
NOTE
The conditions you select in the Set Database Options dialog box are activated or
deactivated globally in a database.
2. To enable document echoing on the database, select the Enable Document Echoing check
box under Database Options. When document echoing is enabled, the WorkSite Client
saves a copy of all documents opened by a user on the users local hard drive.
This local echo document can be accessed directly using the WorkSite Portable program
when, for instance, network connectivity is unavailable.
Refer to Managing Document Class and Subclass on page 139 to enable or disable
document echoing for a specific document class.
3. Enter the length of time in days that a users password should remain valid in the Password
Expires After field under Password Options.
54
NOTE
You cannot disable the password expiration field by setting the number of days to zero.
Enter a value equal to or greater than 1.
4. Enter number of days that the password has been used in the Start Warning User After box.
After this period of time elapses, the system warns users that their password will expire.
5. In the Login Failure Attempts field, enter the number of login attempts that users are
allowed before they are locked out of the system.
6. The WorkArea system preferences under WorkArea System Preferences designate the
containers that appear in the tree for that database. All options are selected by default.
Checked-out Documents
My Favorites
Matter Worklist
My Matters
Document Worklist
WorkSite Explorer
Recent Searches
7. Under the Generate History Record For, Document Tab, select the kinds of activities that
must be recorded in the document history record. Table 7 lists these operations.
Table 7
Document Tab, Document History Options
Check box Name
If selected the Document history record shows...
Open
Each time a user opened the document
Close
Each time a user closed the document
Print
Each time a user printed the document
Security
Each time the documents security status was changed
New Document
When the new document was created
New Version
When each new version of a document was created
Mail
Each time a user sent the document by e-mail
Check-in/check-out
Each time a user checked-in or checked-out the document
Profile Change
Each time the documents profile information was changed
Copy
Each time a user copied the document
View
Each time a user viewed the document
Synchronize
Each time a user synchronized an echo copy of the document

back to the database
55
Table 7
Document Tab, Document History Options
Check box Name
If selected the Document history record shows...
Delete
When the document was deleted
Archive
When the document was archived
Restore
When the document was restored
Release
Each time the document was released (unlocked)
Export
Each time the document was exported out of the database
Modify
Each time the document was modified
Edit Time
The time when the document was modified
Shred
Declared
Migrated
Undeclared
Removed From Folder
8. Under Generate History Record For User, enable the login for User and Impersonation.
Select or clear options listed in Table 8.
Table 8
User tab, Information
Check box Name
If selected the User history record shows...
Successful Login
Each time a user successfully logged in to a database.

If you select this option, the WorkSite Server will begin
logging all successful login attempts.
Unsuccessful Login
Each time a user failed to login to a database.
Impersonated Login
Each time a user successfully logged in to a database using the

Administrative Impersonation password.
This option is only displayed for the WorkSite Servers
Preferred Database.
Impersonated Logoff
Each time a user logged out of a database after using the

Administrative Impersonation password to login.
This option is only displayed for the WorkSite Server's
Preferred Database.
9. Click OK.
56
Viewing the User History

WorkSite Server supports the ability to maintain an audit trail of User and Impersonation login
attempts. When this feature is enabled, the WorkSite Server Service logs successful and failed
attempts. It lists login and Impersonation logoff attempts in a database table.
The feature is enabled per database by selecting the appropriate options in the databases Set
Database Options dialog box. You can use an SQL statement to view the contents of the user
history.
To view the contents of the User History, execute the following SQL statement:
SELECT * FROM MHGROUP.USERHISTORY
NOTE
In the User History log, the ACTIONSID corresponds to the SID for the action in
MHGROUP.USERACTIONS.
Database Information
To view the database information:
1. Select a database from the tree frame.
2. Select Database Information from the Database menu.
The server and path information for the Database is displayed in an Information window.
57
Figure 19 Information window for the Database
3. Click OK.
Synchronization Options
To set the synchronization options for a database:
1. Select a database from the tree frame.
2. Select Synchronization Options from the Database menu.
NOTE
The user can set a number of options for synchronizing online and offline documents when
WorkSite OffSite is installed. See the DeskSite Installation and User's Guide or the FileSite
Installation and User's Guide.
3. Set the options for each database on your system.
58
Common Functions
Figure 20 Synchronization Options dialog box
4. Under Container Selection, select items you want to exclude from synchronization:
Exclude all search folders. This option causes the synchronization operation to ignore
all search folders and their contents.
Exclude all folder shortcuts. This option causes the synchronization operation to
ignore all folder shortcuts and their contents.
Exclude subscribed my matters. This option causes the synchronization operation to

ignore any subscribed matter lists and their contents.
5. Under Content Filtering, select a filter option:
Exclude documents accessed greater than ___ KB. This option causes the
synchronization operation to ignore any documents that are larger than the size you
specify. This option enhances performance, since large documents are not synchronized.
Exclude documents which have not been accessed in ___ days. This option causes the
synchronization operation to ignore any documents that have not been accessed in the
number of days that you specify. This option enhances performance, since older
documents are not synchronized.
Click OK.
Common Functions
The most commonly performed functions in DBAdmin tool are:
Adding Items to an Information Table
59
Editing Items in an Information Table
Searching in a Table or List View
Using the Lookup Bar
Setting Max Lookup Entries
Adding Items to an Information Table

One of the first activities you will want to perform is adding items to an information table.
Whether you need to give new users access to a database or create new document classes and
subclasses, adding items to the information tables is one of the most basic functions of the
DBAdmin tool.
You can add items in any of the following ways:
Select Add from the Manage menu.
Right-click in the main program windows table frame to display the right-click menu
containing the options that are on the Manage menu.
Click the
Add icon in the toolbar or use the Insert key.
For more specific instructions, see the sections of this manual that describes the actions that can
be performed in each information table.
Editing Items in an Information Table

Another action that you will regularly perform in the DBAdmin tool is editing the information
tables. Editing items in the information tables may take the form of:
Enabling or disabling a particular user or group to deny or grant them access to the database
Changing passwords for users
Editing Custom1 and Custom2 tables
Editing custom category tables
Before you edit an item in a table, you must display the table of information in the table frame.
To display an information table in the table frame, click its icon in the tree frame.
To edit a field in an information table:
1. Select Modify from the Manage menu or the right-click menu. Click the
the toolbar, or press Ctrl-M.
60
Modify icon in
Common Functions
The Edit <Field> dialog opens, as shown:

Figure 21 Edit Jurisdiction Dialog
2. (Optional) Modify the value of the entry by entering text in the Description text box.
3. (Optional) Use the checkbox to enable or disable the entry in the table.
For more specific instructions, see the sections of this manual that describe all the actions that
can be performed in each information table.
Searching in a Table or List View

While one of the information tables is displayed in the DBAdmin main window, you can search
its entries for a specified search string.
To search the displayed entries:
1. Click the
Find icon in the toolbar. The Find dialog opens.
Figure 22 Find Dialog
61
2. Enter a string in the Search String field. Click the Search String arrow to select from a list
of previously used search strings.
3. If you want to search in only one column in the table frame, select the column from the In
Column field. (All) is selected by default.
4. Set the following options:
Match Whole Word. Use this option to find instances of the search string that appear as
whole words.
Match Case. Use this option to match the case of your search string exactly. In
Figure 22, the Database Administration program would find ALAN and aLan
because the Match Case check box was not selected.
Direction. Use this option to set the direction for searching in the table. Select
Backward to search up, or Forward to search downward the list.
5. Click Find Next or press F3.
Using the Lookup Bar

The Lookup Bar enables you to search for entries that match a particular search string in the
complete set of tables stored on the database. Use this feature for tables with a large number of
entries. You can search for entries that begin with a specific search string, end with this string, or
contain the string.
In addition to the lookup options, you can also filter the search results based on whether they are
Internal or External items. These options work in conjunction with the User, Group, and Role
tables. You can choose whether to view only Internal items or only External items. To view both
Internal and External items, do not select either filter.
Figure 23 Lookup Bar in DBAdmin
To display all entries that match a particular search string:

1. Enter the search string in the text-entry field of the Lookup Bar.
2. Select Beginning with, Contains, or Ending with to set the search parameter.
3. Click Lookup.
To display all entries in a database table, clear the search string field and then click Lookup.
62
Error Messages
NOTE
Do not select a filter when you search in the User, Group, or Roles table. All entries listed in
that particular table on the database are displayed (up to the maximum number of entries
allowed).
Setting Max Lookup Entries

You can customize the maximum number of entries (rows) to display in the table frame or in any
selection field.
To set the display for maximum lookup entries:
1. Select Set Max Lookup Entries from the Edit menu.
The Edit Max Lookup Entries dialog box is displayed.
Figure 24 Edit Max Lookup Entries Dialog
2. Enter a value in the dialog box and click OK.

When the number of entries in a database table exceeds the maximum allowed a status message
is displayed at the bottom of the main program window.
Error Messages
Error messages produced by the DBAdmin tool have the following structure:
Every SQL error message begins with an SQL Error number, followed by the error message
from the database. These two pieces of information help WorkSite Technical Support to
understand the nature of the error and why it was produced.
63
The last part of each error message is a message to the user produced by the DBAdmin tool.
In the example, the error was produced when a user attempted to delete an entry in the
Document Class information table when there were still Subclasses defined for that class.
Figure 25 Sample error message
Technical Support
If you receive an error message, contact Autonomy Technical Support. Document the the error
message and the circumstances that produced it.
64
Chapter 4
Administering Users, Groups,

and Security
Overview
Managing Users on page 65
Managing Groups on page 84
Preferred Databases on page 100
File Server on page 103
Roles on page 107
Security Templates on page 118
Renaming Users on page 121
See the WorkSite Server Installation Guide for an introduction to using DBAdmin.
Managing Users
Each WorkSite database has its own list of validated users. To gain access to a database, the user
must first be added to the list of validated users.
A users access to documents in the database is limited by the security status of documents (such
as public or private), and the users membership in any groups that are defined for the database.
A users role determines the users access to document management functions. See Creating
Roles on page 110.
65
Chapter 4: Administering Users, Groups, and Security
Users are differentiated into five types, based on the operating system that they use.
Microsoft Windows OS Domain Users. Users who access the database through Microsoft
Windows. Database user IDs and full names must match those listed on the network for
these users.
Novell NDS Users. Users who access the database through Novell NDS. Database user IDs
and full names must match those listed on the network for these users.
LDAP Directory Users. Users who access the database through directory services that use
the Lightweight Directory Access Protocol. Database user IDs and full names must match
those listed on the directory service for these users.
Novell Bindery Users. Users who access the database through Novell Bindery. Database
user IDs and full names must match those listed on the network for these users.
Virtual Users. Users entered directly into WorkSite and not synchronized or populated from
another source.
The following actions can be performed in a User Information table using the DBAdmin tool:
Add users to a database selectively from lists of users on the network
Change a users operating system type
Synchronize database user information with network information (except for LDAP users)
Create new Virtual users and groups
Enable or disable the login feature for individual users
Purpose of the User Table

The user table is necessary to give users access to the database. Figure 26 shows how the user
table functions in the WorkSite system.
Figure 26 User accounts and their function
66
Managing Users
User accounts are stored in the database. The WorkSite Server verifies each users login against
accounts stored in the SQL database. It gives users access to those databases on which they are
valid users.
Users log into the WorkSite Server but their account details are stored in the SQL database.
Users only see the databases on which they have accounts.
Adding Users
To give users access to a database, you must first add them to the user information table for that
database.
NOTE
Before you can add a Novell user, Windows user, or Novell NDS user to a database, the user
must be defined as a user on the network. The Add User function in the DBAdmin tool only
allows you to add Novell, Windows, or Novell NDS users who are already defined on the
network.
To add users to a WorkSite database:
1. Start DBAdmin.
From the Windows Start menu, point to All Programs, then Autonomy and then select
iManage Database Administration.
2. Select the required database in the tree frame of the main program window.
3. Click the
4. Select the
Database icon to display the information tables.

User information table.
5. Click the
Add icon from the toolbar or select Add from the Manage menu. The Add
New Users dialog box is displayed (see Figure 27).
6. Click the appropriate tab for the type of user that you want to add, then enter the users
information.
Adding Virtual Users

2. Click the
3. Click the
Database icon and select the
Add icon from the toolbar or select Add from the Manage menu.
67
The Add New Users dialog box is displayed.

4. Click the Virtual Users tab.
Figure 27 Add New Users dialog box, Virtual User tab
5. Under User Information, enter following information.
68
User ID: The users login ID.
Full Name: The users full name.
Location: The users PC location.
Phone: The users telephone number.
Ext: The users telephone extension.
Fax: The users facsimile number.
E-mail: The users e-mail address.
Managing Users
External Users. Select this option to designate this user as an external user, such as a
customer, part-time contractor, vendor or partner.By default, external users have limited
privileges.
6. Enter a password for this user in the Password field and the Confirm Password field. You
must enter the same password in both fields. There is no default password for new users.
New users cannot be added with a blank password.
7. Select User Must Change Password at Next Logon to force this user to change their
passwords the next time they connect to WorkSite.
8. Select Password Never Expires to exempt the user's password from the expiration settings.
Use this option for system service accounts that should not expire rather than end-users.to
prevent To specify the default number of days before passwords expire, see Configuring
WorkSite Database Options on page 53.
NOTE
Autonomy does not recommend selecting Password Never Expires when adding users.
9. Click Add, then click Close to save the added user(s) and exit.
Adding Microsoft Windows OS Domain Users

2. Click the
3. Click the

4. Click the Microsoft Windows OS Domain Users tab.
69
Figure 28 Add New Users Dialog, Microsoft Windows OS Domain Users Tab
5. Select the appropriate domain from the List Users From list.
6. Select the user from the list of Domain Users.
7. Select the External Users option to designate this user as an external user, such as a
customer, part-time contractor, vendor or partner. By default, external users have limited
privileges.
8. Enter the password in the Password and Confirm Password fields to change the password
that is assigned to all new users.
NOTE
There is no default password for new users. New users cannot be added with a blank
password. You must enter a password in the Password and Confirm Password fields.
9. Select User Must Change Password at Next Logon. This option forces users to change
their passwords the next time they connect to WorkSite.
70
Managing Users
NOTE
10. Click Add after all the details are entered.
11. Click Close when finished adding users.
Adding Novell Bindery Users

2. Click the
3. Click the

4. Click the Novell Bindary Users tab.
71
Figure 29 Add New Users dialog box, Novell Bindery Users tab
5. Select the appropriate server from the List Users From list.
NOTE
The Novell Bindery Users tab displays users according to the server to which they are
bound. If you want to add a user who is listed under a container object, use the Novell NDS
Users tab.
6. To search through any list of users, click Find to perform a search.
7. Select the required user from the list of Domain Users.
privileges.
assigned to all new users.
72
Managing Users
NOTE
their passwords when they log in.
NOTE
Adding Novell NDS Users

To add Novell NDS users:
2. Click the
3. Click the

4. Click the Novell NDS Users tab.
73
Figure 30 Add New Users dialog box, Novell NDS Users tab
5. Select the server or container object in which the user is listed in the tree frame.
You can navigate between servers and container objects by selecting items in the tree frame.
Each time you click an item in the tree frame, the list of users associated with that item are
displayed in the table frame.
Figure 30 shows the Novell NDS Users tab with users from the NRT_OU container object
displayed. Click the .. in the tree frame to navigate up the tree.
6. Select the user from the list.
privileges.
74
Managing Users
NOTE
NOTE
Adding LDAP Directory Users

The Database Administration tool enables you to import users from an LDAP or Microsoft ADS
server.
You can import all users contained in specific organizational units of the directory structure.
WorkSite Server allows only user information to be imported; container information is not
maintained.
NOTE
If you are adding more than a few LDAP Directory users from a common directory, Autonomy
recommends that you use the Directory Service Synchronization Service described in
Chapter 11, Directory Service Synchronization Service. This service allows you to automate
the import and synchronization of users from ADS or LDAP.
Adding LDAP Directory users is a multi-step process that requires you to know details about the
LDAP Directory tree. You should be able to access the LDAP Directory server as an
administrator, and you will need to know the attributes used to store user information.
The following steps describe how to add users from an LDAP Directory.
2. Click the
3. Click the

4. Click the LDAP Directory Users tab.
75
Figure 31 LDAP Directory Users Tab
5. Click Login to LDAP. The LDAP Authentication dialog opens.
76
Managing Users
Figure 32 LDAP Authentication Dialog
6. Under Directory Type, select Microsoft Active Directory or LDAP based on the type of
directory service your organization uses.
7. Under Credentials, select one of the following options:
Use Sync Server LoginIf you have WorkSite Directory Service Synchronization
installed, you can use the configuration information stored for the service to
authenticate with the LDAP server. You must have Directory Service Synchronization
configured to communicate with the LDAP server to use this option. In the Sync Service
Server field, enter the computer name where Directory Service Synchronization is
installed.
Other LoginUse this option to manually authenticate with the LDAP Server. Enter
the fully qualified distinguished name of a user with administration privileges in the
User ID field and the users password in the Password field.
8. In the TCP port field, enter the port number that the LDAP server uses to communicate.
The default port is 389.
9. In the LDAP Server field, enter the name of the server that is hosting the LDAP service.
10. Click OK. If the information entered is correct, the LDAP Attribute Mapping (User) dialog
opens.
77
Figure 33 LDAP Attribute Mapping (User) Dialog
The LDAP Attribute Mapping (User) dialog (as shown in Figure 33) allows you to map the
attributes used to store user information in your LDAP directory to corresponding user data
fields used by the WorkSite database.
Each field has a list of LDAP attributes that are commonly used to contain the data for the
corresponding WorkSite field. If none of the options in the list are correct, you may enter the
name of an attribute in the field.
11. In the Name field under Organizational Unit, select or enter the LDAP attribute that
contains the names of the Organizational Unit (OU) containers on your LDAP Directory
tree.
NOTE
If the LDAP attribute mapped to the Name field for a OU container returns a blank, that
container will not be displayed in the Container column of the LDAP Directory Users tab.
12. In the User section, select or enter the LDAP attributes for each of the WorkSite properties
shown. Refer to Figure 33 for an example.
NOTE
If either of the LDAP attributes mapped to the Name or User ID fields for a user returns a
blank, that user will not be displayed in the table frame of the LDAP Directory Users tab.
13. After completing the mapping of fields, click Update.
The LDAP Directory Users tab is displayed. If there are not too many directory objects
(users) to display, all users that exist below the root level of the LDAP Directory are listed in
the table frame.
78
Managing Users
Figure 34 Add New Users Dialog, LDAP Directory Users Tab
14. Select the server or container object in which the user is listed in the tree frame.
You can navigate between servers and container objects by selecting items in the tree frame.
Each time you click an item in the tree frame, the list of users associated with that item are
displayed in the table frame. Click the .. in the tree frame to navigate up the tree.
NOTE
To limit the number of users shown, refer to Limiting the Number of Users Displayed on
page 80.
15. Select the user(s) to be added. Multiple users can be selected by using a Shift-click to select
a continuous group or a Control-click to add individual users to those previously selected.
privileges.
79
NOTE
19. Click Add, then click Close to save the changes and exit.
Limiting the Number of Users Displayed

1. After completing the mapping of fields, if there are too many directory objects (users) to
display, the following error message is displayed:
Figure 35 Too many directory objects warning
After you close the warning message, the LDAP Directory Users tab is displayed but the
table frame is empty.
2. Click Search Filter to display the LDAP Directory Search Filter dialog.
80
Managing Users
Figure 36 LDAP Directory Search Filter
3. Select the attribute to filter on in the LDAP Directory Search Filter dialog box:
Use Filter on Name Attribute. This check box applies search criteria against the
contents of the Full Name column in the user table.
Use Filter on Account Name Attribute. This check box applies search criteria against
the contents of the User ID column in the user table.
NOTE
Both attribute filters can be selected at the same time. When both filters are selected, the
search criteria are treated as a logical AND operator. For an object to be displayed, it has to
match both criteria.
4. Enter values for the Filter Value field(s).
5. Select the filter type:
Exact Match. The search object is returned only when there is an exact match with the
value entered in the Filter Value field.
Starts With. The search object is returned only when it begins with the value entered in
the Filter Value field.
6. Click OK to execute the search filter. The LDAP Directory Users tab is displayed with the
results of the search.
81
Changing the Default Password

There is no default password for new users, and new users cannot be added with a blank
password. Before you add users, you must set the password assigned to all new users when you
add them to the database.
For each tab in the Add New Users dialog box, the Password and Confirm Password fields
function to set the default password assigned to users being added from the current tab during
this session.
All subsequent users added from the current tab after you set the default password will be
assigned the new password. If you change tabs, you must enter a new default password for users
being added in that window.
Editing User Information

There are two ways you can update information for users who have already been added to the
database:
Synchronize users with the network. See Synchronize Users on page 83.
Edit information in the user information table for individual users.
To edit information for an individual database user:

1. Select the required WorkSite database and the user information table.
2. Select the user whose information you want to edit, and then click the
the toolbar.
Modify button in
The Edit User Information dialog box is displayed.
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Managing Users
Figure 37 Edit User Information Dialog
3. Make the required changes, then click OK. Refer to the online help by clicking Help for
more information.
Synchronize Users
In addition to changing user information using the Modify command, you can update user
information by synchronizing database user information with the latest network information.
The Synchronize command is used to update user information in a WorkSite database with the
most recent information available on the network. This option is available for WINDOWS NT,
NOVELL 3.X, or NOVELL NDS network users.
NOTES
LDAP Directory users who require administrative access to the LDAP Directory network
cannot be synchronized.
Virtual users for whom there is no corresponding network information cannot be
synchronized.
83
When you synchronize a user, the following changes are registered on the database:
Novell NDS, NT, and Novell Bindery database users who do not have a matching network
user are disabled.
Database users whose network login privileges are disabled will also be disabled.
Database user full names are changed to match their corresponding network user full names,
if necessary.
To update information in the database to match a users network information:

1. Display the list of users for the database in the main program windows table frame.
2. Select the user whose details have to be synchronized. Right-click and select Synchronize
from the menu.
The users information on the database is updated with their current network information.
Managing Groups
The concept of a group in WorkSite is similar to the idea of a group on the network. Groups are
lists of multiple users. They are defined as a collection for assigning identical access privileges
to certain documents to group members. If a group has access to a document, then the users in
the group can access the document.
Before granting group access to documents in a database, add the group to the list of registered
groups in that database. You can add groups either by creating them from within the DBAdmin
tool or by importing the membership lists for groups that already exist on the network. After you
add a group to the database, its membership is not changed even if the membership of the group
on the network is changed.
You can import groups from Novell Bindery, Novell NDS, a Windows domain, or LDAP or
Microsoft Active Directory Service networks. Once you add groups to the database, you can
fully customize the members using the DBAdmin tool.
Three fields of information are associated with each user group on a database:
84
Group ID. A string value up to 254 characters
Full Name. A string value up to 254 upper or lower case characters
Enable flag. When groups are disabled, they cannot be added to Access Control Lists on
documents or containers.
Managing Groups
NOTE
Groups cannot be deleted. They can only be disabled.

To add a group to a database:
1. Click the
Group icon in the tree frame to display the databases group information table
in the table frame.
2. Click Add from the Manage menu, or click the
Add icon in the toolbar.
The Add New Groups dialog box is displayed (see Figure 38).
To add specific groups to the database, see the following sections.
NRTADMIN Group
The NRTADMIN Group is used to determine who can access the database using the DBAdmin,
Document Import, and the Monitor tool.
When you log into a database from the DBAdmin tool, the tool verifies if you are a member of
the NRTADMIN Group on that database. If you are not a member of that group, the tool checks
if you are the administrator on your workstation. If one or the other of these conditions is true,
you are allowed to log in.
On NDS networks, you may want to create the NRTADMIN Group on the network and add
yourself as a member. On NDS networks, if you are not a member of the NRTADMIN Group on
the database, but you are a member of the NRTADMIN Group on the network, the DBAdmin
tool allows you to log into the database.
CAUTION
Membership in the NRTADMIN group also gives a user the privilege of being able to delete
other users documents from the WorkSite client. This ability can be disabled using the Roles
information table.
Adding Virtual Groups

Virtual groups are created from within the DBAdmin tool. They are distinct from other groups
that can be added to the database in that no group membership is initially imported into the
database for virtual groups. Any kind of user can be added to a virtual group.
85
To add a virtual group to a database:

1. Click the
in the table frame.
2. From the Manage menu, click Add, or click the
The Add New Groups dialog opens.

3. Click the Virtual Group tab.
Figure 38 Add New Groups Dialog, Virtual Group Tab
4. Enter a name for the group in the Group field.

This is the name of the group that users will select to grant or deny access privileges when
changing security settings for documents.
5. Enter a more complete name for the group in the Full Name field.
6. Select the External Group option to designate this group as an external group.
7. Click Add to add the group.
8. Click Close to save the changes and exit.
86
Managing Groups
NOTE
For instructions on how to add a user to a virtual group, see Assigning Users to Groups on
page 98.
Adding Microsoft Windows Domain Groups

Groups from an existing Windows domain can be added to the WorkSite database. This creates
an identical group on the database with identical membership.
When the group is added to the database, all users in the Windows domain group who are
already database users are added to the group. Users in the Windows domain group who are not
database users are not added to the database group. After Windows domain group members are
imported into the database group, you can further customize group membership to include
database users of any type.
To add a Microsoft Windows domain group to a database:
1. Click the
in the table frame.

3. Click the Microsoft Windows OS Domain Groups tab.
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Figure 39 Add New Groups Dialog, Microsoft Windows OS Domain Groups Tab
4. Select the appropriate domain from the List Groups From list. In Figure 39, the groups
defined for the AD2003 domain are displayed.
6. Select the group(s) in the table, then click Add.
Adding a Novell Bindery Group

Groups from an existing Novell Bindery can be added to the WorkSite database. This creates an
identical group on the database with identical membership.
When the group is added to the database, all users in the Novell Bindery group who are already
database users are added to the group. Users in the Novell Bindery group who are not database
users are not added to the database group. After Novell Bindery group members are imported
into the database group, you can further customize group membership to include database users
of any type.
88
Managing Groups
To add a Novell Bindery group to a database:

1. Click the
in the table frame.

3. Click the Novell Bindery Groups tab.
Figure 40 Add New Groups Dialog, Novell Bindery Groups Tab
4. From the List Groups From list, select the server to which the group is bound.
When a server is selected, the groups bound to that server are displayed in the Domain
Groups frame.
In Figure 40, the Domain Groups frame displays the groups bound to SUN server.
6. Select the group from the Domain Groups frame, then click Add.
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Adding Novell NDS Groups

Groups from an existing Novell NDS can be added to the WorkSite database. This creates an
identical group on the database with identical membership.
When the group is added to the database, all users in the Novell NDS group who are already
database users are added to the group. Users in the Novell NDS group who are not database
users are not added to the database group. After Novell NDS group members are imported into
the database group, you can further customize group membership to include database users of
any type.
To add a Novell NDS Group to a database:
1. Click the
in the table frame.

3. Click the Novell NDS Groups tab.
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Managing Groups
Figure 41 Add New Groups Dialog, Novell NDS Groups Tab
4. Select the container object or server to which the group is bound from those available in the
tree frame.
Click an item in the tree frame to display the contents of the new container. The current
context displayed in the table frame is noted at the top of the window. It is identified by the
words, Current Context. In Figure 41, groups defined for the NRT_OU container object
are displayed.
6. When the group name that you want to add appears in the table frame, select it and click
Add.
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Adding LDAP Directory Groups

The Database Administration tool enables you to import groups from an LDAP or Microsoft
ADS server. WorkSite Server allows only the name of the group and the member list to be
imported. No container information is maintained.
NOTE
If you are adding more than a few LDAP Directory groups from a common directory, Autonomy
recommends that you use the Directory Service Synchronization Service described in
Chapter 11, Directory Service Synchronization Service. This service allows you to automate
the import and synchronization of groups from ADS or LDAP.
Adding LDAP Directory groups is a multi-step process that requires you to know details about
the LDAP Directory tree. You should be able to access the LDAP Directory server as an
administrator, and you will need to know the attributes used to store user information.
The following steps describe how to add groups from an LDAP Directory.
1. Click the
in the table frame.

3. Click the LDAP Directory Groups tab.
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Managing Groups
Figure 42 LDAP Directory Groups Tab
4. Click Login to LDAP. The LDAP Authentication dialog opens.
93
Figure 43 LDAP Authentication Dialog
5. Under Directory Type, select Microsoft Active Directory or Netscape Directory.

6. Under Credentials, select the credentials Use Service Login or Other Login.
Current Group Credentials: Use this option if you are currently logged in to the
system as an LDAP user with administration privileges. This is the default.
Other Login: Use this option if you are not logged in as an LDAP user with
administration privileges. Enter the fully qualified name of a user with administration
privileges in the User DN field. Enter a password in the Password field.
7. Under TCP Port, select the TCP port that the LDAP server uses to communicate. The value
of the default port is 389. If your LDAP server is not using this TCP port, select the Other
Login option and enter a value in the TCP Port field.
8. Under LDAP Server, select the server that is hosting the LDAP service. The default server
is the LDAP server that authenticated the current user.
If you want to connect to a different server or if you are not logged in as an LDAP user,
select the Other Login option. Enter the name of the appropriate server in the LDAP Server
field.
9. After entering all the necessary information in the fields of the LDAP Authentication dialog
box, click OK. If the information entered is correct, the LDAP Attribute Mapping (Group)
dialog box is displayed.
94
Managing Groups
Figure 44 LDAP Attribute Mapping (Group) dialog box
The LDAP Attribute Mapping (Group) dialog box allows you to map the attributes used to
store group information in your LADP tree against corresponding group data fields used by
the WorkSite Server database.
Each field has a list of LDAP attributes that are commonly used to contain the data for the
corresponding WorkSite field. If none of the options in the list are correct, you may enter the
name of an attribute in the field.
10. Locate the Organizational Unit section. In the Name field, select or enter the LDAP
attribute for the OU containers on your LDAP directory tree.
NOTE
If the LDAP attribute mapped to the Name field for an Organizational Unit container
returns a blank, that container will not be displayed in the Container column of the LDAP
Directory Groups tab.
11. Locate the User section. In the User ID field, select or enter the LDAP attribute that
contains the user IDs for your LDAP directory tree.
NOTE
If the LDAP attribute mapped to the User ID field for users returns a blank, the
corresponding user will not be added to the group member list.
12. Under Group, select or enter the LDAP attributes for each of the WorkSite properties
shown. Refer to Figure 44 for an example.
NOTE
If LDAP attributes mapped to the Name or Group ID fields returns a blank, the associated
group will not be displayed on the LDAP Directory Groups tab.
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13. After completing the mapping of fields, click OK.

The LDAP Directory Groups tab is displayed. When there are multiple directory objects
(or groups), those that exist below the root are listed in the table frame.
Figure 45 Add New Groups Dialog, LDAP Directory Groups Tab
14. Select the server or container object in which the user is listed in the tree frame. You can
navigate between servers and container objects by selecting items in the tree frame. Each
time you click an item in the tree frame, the list of users associated with that item is
displayed in the table frame. Click the .. in the tree frame to navigate up the tree.
15. Select the group(s) to be added. Multiple groups can be selected by using a Shift-click to
select a continuous set of groups or a Control-click to add individual groups to those
previously selected.
17. Click Add, then click Close to save the group(s) and exit.
Limiting the Number of Groups Displayed

Figure 46 illustrates the error message that appears when there are too many directory
objects (or groups) to display. Click OK to display the LDAP Directory Groups window. Its
table frame will be empty, but you can search filter to modify the display.
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Managing Groups
Figure 46 Too many directory objects warning
1. Click Search Filter to display the LDAP Directory Search Filter dialog box.
Figure 47 LDAP Directory Groups, LDAP Directory Search Filter
o
2. Select the attribute to filter on in the LDAP Directory Search Filter dialog box:
Use Filter on Name Attribute. Applies search criteria against the contents of the Full
Name column in the group table. This search filter should not be used against the LDAP
Directory Groups table. It will cause nothing to be returned.
Use Filter on Account Name Attribute. Applies search criteria against the contents of
the Group column in the group table.
NOTE
Both attribute filters can be selected at the same time. When both filters are selected, the
search criteria is treated as a logical AND operator. For an object to be returned by the
search, it has to match these entries.
3. Enter values for the Filter Value field(s).
4. Select the filter type:
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Exact Match. The search object must exactly match the value entered in the Filter Value
field.
Starts With. The search object must begin with the value entered in the Filter Value
field.
5. Click OK to execute the search filter. The LDAP Directory Groups tab is displayed with
the results of the search.
Assigning Users to Groups

After you have added a group to a database, you can add or remove users using the Group
Membership dialog.
NOTE
Group membership cannot be synchronized with network groups after adding the group to
WorkSite Server. If you change membership of a group on the network, you must make identical
changes to the group on the database manually to keep group membership in WorkSite and on
the network identical.
The Directory Service Synchronization service tool allows the WorkSite Server to perform
repeated one-way synchronizations with hierarchical directory services, including LDAP and
NDS. See Chapter 11, Directory Service Synchronization Service..
Before you can add users to a group, you must add the group to the database. See Managing
Groups on page 84.
Changing Group Membership

To change the membership of a group:
1. While the database or one of its associated tables is selected in the DBAdmin tree frame,
from the Manage menu, select Group Membership.
The Group Management dialog opens.
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Managing Groups
Figure 48 Group Management Dialog
This dialog box consists of three columns of information:
Groups. The leftmost column is a list of groups that have already been added to the
database.
Users. The middle column displays a list of users belonging to the group selected in the
leftmost column.
Available Users. The rightmost column lists the available users or users who are not
included in the group currently selected in the Group column.
Adding Users to a Group

1. Select the group name from the Group column.
2. In the Available Users column select the user you want to add to the group, then click Add.
The users name is moved to the Users column.
Removing Users from a Group

1. Select the group name from the Group column.
2. From the Users column, select the user you want to remove from the group and click
Remove. The users name is moved to the Available Users column.
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NOTE
Users can be assigned to multiple groups. Double-click user to move them between the
Users and Available Users columns.
Editing Group Information

Once a database group is defined, the group name cannot be changed, and full name information
can only be changed for groups defined as virtual groups. All groups, however, can be enabled
or disabled at any time. Disabling a group prevents users from assigning the group access
privileges to documents.
For information on editing the membership of groups, see Assigning Users to Groups on
page 98.
To modify selected properties of a group:
1. Click the
in the table frame.
2. Right-click the group name, then select Modify. The Edit Group dialog opens.
You can edit the full name of a virtual group. However, the Name and Full Name fields are
read-only for Windows Domain, Novell, Novell NDS, and LDAP groups.
3. To enable the group, select the Enable check box. To disable the group, clear the check box.
Disabling the group will prevent users from granting the group-access privileges to
documents in the database.
4. To designate this group as an external group, select the External Group option.
5. Click OK.
Preferred Databases
Each user in a WorkSite database can be assigned a preferred database. Assigning users (or
authors) a preferred database prevents the user the extra step of selecting a library during certain
actions, such as:
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When a user creates a new document, the database selected in the New Document Profile
dialog box is automatically set to his or her preferred database by default. If the user enters a
different users name in the Author field in the New Document Profile dialog, the selected
Preferred Databases
database will automatically switch to the preferred database assigned to the user named in
the Author field.
When a user first opens the Search dialog, the selected target for the search will be set to his
or her preferred database. If the user changes the target database for the search, that setting
will remain in effect until he or she changes it or disconnects from WorkSite.
Users always have the option of selecting a different database.
Prerequisites
The following steps must be completed before you begin working with preferred database
tables:
1. The user must exist in the User information table.
2. The database must be added to the Databases information table.
3. Identify the users preferred database.
Adding a Database to the Databases Information Table

To add a database to the list of preferred databases:
1. Start DBAdmin.
From the Windows Start menu, point to All Programs, then Autonomy, and then select
2. Click the
Databases icon in the tree frame.
3. Right-click in the table frame and select Add. The Add Databases dialog opens.
Figure 49 Add Databases Dialog
4. Enter the database name in the Database Name field.
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5. Enter a description in the Description field.

6. Click OK.
To modify information for the added database, select and right-click the database name in the
table frame. Select Modify, from the available menu options then edit the information displayed
in the Edit Databases dialog box.
Assigning Preferred Databases to Users

The Preferred Database Management dialog is used to assign a default database for users. To
access this dialog:
1. From the Manage menu, select Preferred Database Management. The Preferred Database
Management dialog opens.
Figure 50 Preferred Database Management Dialog
This dialog box has three columns of information:
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Preferred Database. This column displays the databases that are listed in the Database
information table.
Users. This column lists the users who have been assigned the database selected in the
Preferred Databases column.
File Server
Available Users. This column lists those users who have not been assigned to a preferred
database.
To assign a preferred database to a user:

1. Select the database name from the Preferred Databases column.
2. Locate the users name in the Available Users column.
3. Double-click a name in the Available Users column to move the user into the Users
column.
Changing Preferred Database Assignments

You must remove a user from a preferred database before you can assign a new database.
To remove a user from a preferred database:
1. From the Manage menu, select Preferred Database Management. The Preferred Database
Management dialog opens.
2. In the Preferred Database Assignment dialog, double-click the user in the Users column.
The user is now listed in the Available Users column.
3. Click Close.
4. Follow the instructions in Assigning Preferred Databases to Users on page 102 to assign
the user to a different preferred database.
NOTE
You can determine the database assigned to a user by viewing the Preferred Database
column in the User information table. The preferred database assignment for each user is
listed in a column of the User table.
File Server
A WorkSite database can store documents on multiple file servers. When you create a WorkSite
database, you must identify at least one machine that will serve as a repository for documents.
The document file server that you identify when you create a WorkSite database becomes the
Default File Server for that database.
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Documents are stored on file servers according to author information. The documents of users
(or authors) not assigned to a file server are stored on the default document file server.
Adding File Servers to a Database

To add file servers to a database:
1. Start DBAdmin.
2. Click the
File Server icon in the tree frame of the DBAdmin main program window.
3. Right-click in the table frame and select Add. The Add File Servers dialog opens.
Figure 51 Add File Servers Wizard, Select File Server Container
4. Select the operating system type for the file server that you want to add.
5. Click Next.
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File Server
Figure 52 Add File Servers Wizard, File Server Name
6. Enter a Name to identify this file server. Do not enter a name longer than 32 characters, or
one that contains single quotes, double quotes or spaces.
7. Under Path Creation Options, select how documents should be organized on the file server.
If you select Default, documents will be organized by author name.
If you select Path based on Custom1 Entry, documents will be organized by Custom1
information.
8. In the Path field, enter the full path to the root directory in which documents should be
stored on this machine, or use the
browse button to select the path.
NOTE
If the operating system is Novell NDS, enter the Container Name in the Server Context
field. Enter the machine name and root directory path in the Path field.
9. Click Finish to add the file server to the database.
NOTE
You cannot delete or modify entries in the File Server information table.
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Assigning File Servers to Users

When multiple file servers are associated with a database, you can assign users (or authors) to
different ones. New documents are saved to the file server associated with their author. The
default document file server stores files created by users not assigned to a specific file server.
To access the File Server Assignment dialog:
1. Verify that you have added the necessary file servers to the File Server information table.
See Adding File Servers to a Database on page 104.
2. Fom the Manage menu, select File Server Management. The File Server Assignment
dialog opens.
Figure 53 File Server Assignment dialog box
The File Server Assignment dialog box consists of three columns:
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File Servers. This column lists the file servers that appear in the File Server information
table.
Available Users. This column lists users who are not assigned to a file server.
Users. This column lists those users who are currently assigned to the file server selected in
the File Servers column.
Roles
Adding Users to a File Server

1. Select the file server from the File Servers column.
2. Select the user(s) in the Available Users column.
3. Click << Add.
Reassigning Authors to the Default File Server

1. In the File Servers column, click the file server for a user.
2. Select the user(s) in the Users column.
3. Click Remove >>.
Roles
WorkSite Server implements a dynamic security model called Roles. Roles allow administrators
to distribute access to document management functions selectively across an organization.
Users are each assigned a generic security profile, called a role, which controls the kinds of
document management activities that the user can perform.
NOTE
Roles do not affect a users access to documents. Access rights are determined by default
security settings and access control lists.
The kinds of document management activities that users can perform and that are controlled by
their security profile or role are
Importing documents
Editing documents
Viewing public documents
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Table 9 illustrates how roles can be used to control access to document management tasks.
System administrators can assign the same security profile to one or more users.
Table 9
Document management tasks associated with roles
Role
Example
User
Create New
Docs
Edit
Docs
Archive Read-only
Docs
Access
Legal User
Typist
Granted
Granted
Legal Power Corporate

User
Attorney
Granted
Granted
Accounting
Power
Accounting
Secretary
Granted
Granted
Temp
Temp in
Accounting
Granted
Granted
DB Librarian Archivist
Granted
Granted Granted
Office
Manager
Office
Manager
Granted
Granted
Sys Admin
Sys Admin
Granted
Granted
Create
New
Users
Delete
Documents
Granted
Granted
Granted
Granted
Granted
Granted
Roles and Document Profile Information

For each role that you create, you also define two templates of document profile information.
One template is applied to all new documents created by users who are assigned that role. The
other template controls the profile information that users can use as search criteria when
performing WorkSite searches. These two profile templates are powerful yet flexible tools for
controlling users access to documents and their operations on documents, folders, and
workspaces.
For example, the value of a document profile field can be used to control access to the database.
An administrator has created a custom profile field called DEPARTMENT that contains values
of LEGAL, ACCOUNTING, BUSINESS, and OTHER. In the roles created for the database, the
administrator has created limitations on what users can enter in this field of profile information
when creating new documents and performing searches. By controlling this profile field, the
administrator has control over user access to documents.
Table 10 illustrates how an Office Manager can never create a search that will include the Tax
Attorneys documents, and the Tax Attorney can never create a search that will include the
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Roles
Office Managers documents. They can share documents by creating public folders or sharing
saved searches.
Table 10 Using Roles to Manage Document Searches
User
Role
Tax attorney Legal User
New Docs
Labeled
Legal
Accounting
Business
Other
Legal
Granted
Granted
Search Access Search Access
Corporate
Attorney
Legal Power Legal

User
Granted
Granted
Accounting
Secretary
Accounting Accounting
User
Granted
Search Access
Office
Manager
Office
Manager
Granted
Granted
Accountant
Accounting Accounting
Power User
Granted
Granted
Sys Admin
Sys Admin
Granted
Granted
Granted
Search Access Search Access Search Access
Business
Other
Examples of Roles
You can create various types of roles to assign to users and groups.
Table 11 Examples of Roles
Role for...
Enables ability to...
Disables ability to...
Temporary
Employees
Create new documents
Typical Users
Essential WorkSite Server

activities
Delete documents
Release documents
Supervisors
Delete and release others

documents
Note: Supervisors must also be a
member of the NRTADMIN
group to have this privilege.
Checkout documents
Delete documents
Search for public documents
Create public folders
Perform public searches
Perform full-text searches
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Creating Roles
Roles consist of two items:
Security profile
Membership list
All users listed in the membership for a role receive the privileges (or limitations) associated
with that role. You can edit the membership for a single role from the same dialog used to create
the security profile for that role, while the Role Management dialog is available for managing
the membership of multiple roles at once.
Default role
When a WorkSite database is first created, a default role is added to the table of existing roles.
Users who are not assigned a specific role in the database are granted the privileges that are
assigned to the default role.
You cannot edit the membership of the default role. You can, however, change the privileges
assigned to the default role.
You can assure that a user is assigned the default role by removing the user from the
membership of all other roles that are defined.
NOTE
Roles cannot be deleted, however they can be disabled by removing all members or by clearing
all task privileges.
Adding a Role to the Database

To add a role to the database:
1. Select the
Roles icon in the tree frame of the DBAdmin main program window.
The available roles are displayed in the table frame.

2. Click the
Add icon in the toolbar or select Add from the Manage menu.
The Role Setup dialog box is displayed.
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Roles
Figure 54 Role Setup Dialog, Privileges Tab
3. In the Role field, enter a name for the role.

4. In the Description field, enter a description or additional information about this role.
5. Select the External Role option if you want to create a role for external users.
6. Select the privileges you would like to grant users who will be assigned this role.
The Privileges tab contains information organized into four broad columns:
Content Operations. Permission to work with documents.
Folder Operations. Permission to work with folders, tabs, and workspaces.
Administrative Operations. Permission to work with system workspaces.
Web Operations. Permission to perform operations online.
Select or clear the check boxes in the columns to indicate permission to perform activities
for the users assigned to that role. See Table 12.
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7. Create a custom document profile and search profile for the role using the Edit/Create
Profile tab and the Search Profile tab. To prepopulate or disable fields in the New
Document Profile and Document Search dialog boxes, see Edit/Create Profile and Search
Profile Tabs on page 113.
8. Click the Membership Assignment tab to assign the new role to users. See Assigning
Roles to Users on page 115.
9. Click OK to add the role to the database.
Table 12 Options on the Privileges Tab
If this check box is selected...
The person with this role can
Content Operations
Import/Create
Import documents into the database. If this

permission is not selected, the user cannot add
events, tasks, or discussion topics (WorkSite Web)
Checkout Documents
Check in and check out documents in the database to

which the user has access
Unlock Documents
Unlock documents checked-out or in use by the user
Delete
Permanently remove content from the database to

which the user has access
Allow Full-Text Searches
Perform full-text searches
Read Only
User has strictly read-only access to documents.

User can still create or check in new documents.
Folder Operations
Create Public Folder
Create a new public project folder.

User can still create Private folders or subfolders
with security inherited from the parent folder.
Create Public Searches
Save public searches and mark them as public
Administrative Operations
Use WorkSite Import
When checked, user can use the bulk Document

Import tool.
NRTADMIN group has this permission by default.
Use WorkSite Monitor
When checked, user can use the WorkSite Monitor to

track database transactions.
Use WorkSite Administration
When checked, users in INTERNAL_ADMIN,

INTERNAL_USERADMIN, EXTERNAL_ADMIN,
and EXTERNAL_USERADMIN groups in WorkSite
Web can manage users, groups and roles.
Web Operations (These privileges are specific to users accessing the database through
the WorkSite Web product.)
112
Roles
Table 12 Options on the Privileges Tab

If this check box is selected...
The person with this role can
Search Via Web
Perform searches
Create WorkSpaces
Create new workspaces
Create Public WorkSpaces
Create shared workspaces
Create System WorkSpaces
Create system workspaces, such as templates and

profiles that reside on the Webdb
Delete WorkSpaces
Delete workspaces
Setting Restrictions for Profile Information

From the Role Setup dialog you can set restrictions for document profile fields. This
information appears in the Search, New Profile, and Profile Edit and View dialogs for users
assigned to this role.
Use the Search Profile tab to set role restrictions for the Search dialog in client applications.
Use Edit/Create Profile tab to set restrictions for the New Profile and Profile Edit and View
windows in WorkSite. Figure 55 shows the Edit/Create Profile tab on the Role Setup dialog.
Edit/Create Profile and Search Profile Tabs

The Edit/Create Profile and Search Profile windows display the following information
columns:
Profile IDs. Identifies the field of document profile information that is being referenced.
Default Values. The Default value(s) for the corresponding profile field.
Access Rights. Indicates whether the user who is assigned this role can change the default
value applied to the corresponding profile field. Access Rights can be read-only (R) or
read-write (W) in the Search Profile tab and the Edit/Create Profile tab. With read-write
access, the user can override the default value.
To customize the document or document search profile:

1. From the Role Setup dialog, click the Edit/Create Profile tab or the Search Profile tab.
113
Figure 55 Role Setup Dialog, Edit/Create Profile Tab
2. Select a Profile ID and click Edit. In Figure 55, the Matter profile field is selected, and the
Edit Matter dialog is shown.
3. Enter values in the Edit dialog.
114
In the Default Value field, enter a default value for this field of information. This field
will be prepopulated with the default value when the user opens the New Document
Profile, New Version Profile, or Document Search dialog box. When a default value is
assigned to a profile field, the user is assigned read-only access. The user cannot change
the value of the profile property. When multiple default values are specified for a profile
field, then these are the only valid values available to the user.
Set the Access Rights on the profile field. If you want users to be able to change the
value of this profile field, select read-write access. If you do not want users to be able to
change the value of this profile field, select read-only.
Roles
NOTE
All values entered in the Edit/Create Profile tab are read-only. Values can be set to
read-write in the Search Profile tab only.
4. Click OK. The new values are displayed under Profile Access Information on the tab. R
in the Access Rights column indicates that users have read-only rights on the field. W
indicates users have read-write access.
Assigning Roles to Users

You can assign roles to users:
When you first define the role
When you are editing the access privileges associated with a role
In the Role Setup dialog Membership Assignment tab, you can add or remove users associated
with a specific role. This dialog can be used to edit the membership for only one role at a time.
To edit the membership for multiple roles at once, select Role Management from the Manage
menu.
Editing Membership for a Single Role

1. Select the
Roles icon in the tree frame of the DBAdmin main program window.
The available roles are displayed in the table frame.

2. Double-click the name of the role whose membership you want to edit.
The Role Setup dialog box is displayed.
3. Click the Membership Assignment tab. The list of users who are already assigned to the
role is listed in the Users column. The users who are not assigned a role in the database are
listed in the Available Users column.
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Figure 56 Role Setup dialog box, Membership Assignment tab
4. To assign the role to a user, select the users name in the Users column and click << Add.
5. To remove a user from the list of users who are assigned this role, select the users name in
the Users column and click Remove>>.
NOTE
As a shortcut, you can double-click a users name to move it from one column to the other.
You can also move multiple users at once by selecting the users names and clicking the
Add or Remove buttons.
6. Click OK.
NOTE
When the default role is being edited in the Role Setup dialog box, the Membership
Assignment tab is not displayed. You cannot explicitly edit the membership for the default
role. Users who are not assigned to any other roles receive the privileges assigned to the
default role.
116
Roles
Editing Membership for Multiple Roles

You can edit membership for multiple roles at once from the Role Management dialog box.
1. From the Manage menu, select Role Management. The Role Management dialog opens.
Figure 57 Role Management Dialog
2. Highlight the name of the role in the Roles column.

3. To assign the role to a user, select a name in the Available Users, and then click Add. The
username displays in the Users column.
4. To remove a user from a role, select a name in the Users column, and click Remove. The
username is displayed in the Available Users column.
5. Click OK.
NOTES
Membership for the default role cannot be edited. Users who are not explicitly assigned to a
role inherit the privileges set for the default role.
Only external users can be assigned to an External role. They cannot be assigned to other
roles that are not external.
117
Security Templates
Security templates operate similarly to the preferred database and file server assignments. The
Security Templates information table is a list of predefined security settings that can be
assigned to a particular user.
The security settings of the template assigned to a user are applied by default to all the
documents for which that user is the author.
Creating a Security Template

To create a security template:
1. Start DBAdmin.
2. Select the
Security Templates icon in the tree frame.
The available security templates are displayed in the table frame.

3. Right-click in the table frame and select Add. You can also select Add from the Manage
menu.
The Add Security Templates dialog box is displayed.
118
Security Templates
Figure 58 Add Security Templates Dialog
4. Enter the name and description in the Security Template Name and Description fields.
5. Select the level of default security from the Default Security list. The options available are
Private, Public or View.
6. Select a level of security from the Security Type list. The options available are Read/Write,
Read, Full Access, and No Access.
7. Select the user or group from the Available Users/Groups list.
NOTE
Use the User Filter button to filter the users based on specifics in the Select User dialog
box.
8. Click < Add to add the user or group to that security template.
9. Click OK.
119
NOTE
To remove the user(s) from the security template, select the user(s) from the Security
Information column and double-click or click Remove>>.
Assigning Users to an Existing Security Template

1. Select the
Security Templates icon in the tree frame.
The available security templates are displayed in the table frame.

2. Right-click in the table frame. Select Security Template Management from the menu. You
can also select Security Template Management from the Manage menu.
The Security Template Assignment dialog box is displayed.
Figure 59 Security Template Assignment Dialog
3. Select the template from the Security Template column.

4. Select the users from the Available Users column.
5. Click << Add.
The users are now assigned to the security template and are listed in the Users column.
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Renaming Users
Renaming Users
The rename function in the DBAdmin tool is used to replace one user name with another
throughout a database. This function changes all instances of the old user name in all of the
database tables to the new user name.
Prerequisites
The following steps must be completed before renaming the user function:
Neither the old user nor the new user may be logged in during the renaming process.
No documents for which the old user is listed as the author, operator, or as the user who last
edited the document can be checked-out or in use. Use the Monitor tool to release all such
documents.
The user involved should not work on echo documents while the renaming process is being
performed. The old user will not be able log in and then synchronize such documents after
the rename operation is completed.
Do NOT interrupt the renaming process by shutting down the DBAdmin tool or the
workstation on which this process is running.
You MUST verify that you have sufficient space in your SQL transaction log to handle the
many UPDATES that this function may generate.
It is recommended that you perform a complete database dump before using the Rename
function to clear the transaction log.
The renaming process has the following constraints:
The renaming process is an extensive operation that touches over fifteen database tables.
Depending on the type of database and the number of documents in your database, it may
take a long period of time to complete and may generate many UPDATE transactions on the
database.
There is no rollback option to reverse the changes made during the renaming operation.
There is no abort option to stop the process after it is started.
After the process is complete, the old user ID will be deleted.
Any documents checked-out by either the new user or old user during the renaming process
will not be updated.
121
These tables are modified during the renaming process:
Table 13:
Group membership lists
Document profiles
User and Group Access/Denial Lists
Project access control Lists
Names of operators who archived

documents
Names of operators who restored

documents
Role memberships
Worklist information
Project owners
Saved Search owners
Last Edited By information
Security Template assignments
Security Template user and group

access lists
These are unchanged by the renaming process:
Document History information will not be changed
The old users preferred database and file server assignments will not be copied to the new
user automatically. If you want these settings to migrate, you will need to make these
assignments manually.
If the old user is listed as an author or operator in any Edit/Create or Search profile template
for a role, you will need to update these listings manually. Check all of the roles that you
have created to verify that the old user is not listed in the Edit/Create or Search profile
templates for a role.
NOTE
Information about the rename operation is recorded in the DBADMIN. LOG file.
Using the Rename Function

1. Perform a complete dump of the database.
2. Add the new user name to the database.
3. Use the Monitor tool to make sure no one is logged in as the old or new user.
4. Use the Monitor tool to search for all documents for which the old user is listed as
AUTHOR. Release any of these documents that are in use or checked-out.
5. Use the Monitor tool to search for all documents for which the old user is listed as
OPERATOR. Release any of these documents that are in use or checked-out.
6. Use the Monitor tool to search for all documents for which the old user is listed as LAST
EDITED BY. Release any of these documents that are in use or checked-out.
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Renaming Users
7. Select the database in the tree frame of the DBAdmin tool.

8. From the Manage menu, select Rename.
9. Enter the old user name and new user name in the dialog.
10. Click Start to begin.
11. Do NOT interrupt the renaming process.
CAUTION
The renaming process is an extensive operation. Depending on the type of database and number
of documents involved, the renaming process may take an extended period of time to complete.
123
124
Chapter 5
Configuring Server Settings

Overview
Defining Application Formats on page 125
Managing Document Types on page 131
Managing Document Class and Subclass on page 139
Managing PC Locations on page 144
Managing Custom Tables and Subtables on page 147
See the WorkSite Server Installation Guide for an introduction to using DBAdmin.
Defining Application Formats

Each WorkSite database has a list of applications associated with it that contains information
necessary to integrate applications with WorkSite Server. This information includes:
Procedure for associating document types and applications
Information necessary to launch applications from WorkSite Server
Information necessary to open and print documents in integrated applications
When a database is initialized as a WorkSite database, an application list is provided that

includes information for most major Windows applications. Normally, the default settings for
these applications will not need to be altered, but if necessary this information can be edited
using the DBAdmin tool. Additional applications not listed in the table can be added.
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Chapter 5: Configuring Server Settings
NOTES
If you use the default settings for the list of applications for a database, each user should
have a DOS path established to the drive and directory of the integrated applications.
App Setup is the default caption for the Application information table in the database. This
caption can be customized using the Dialog Editor.
Customizing the App Setup List

You can add, modify or delete records in the list of applications associated with a database. The
following sections explain how to edit or add entries to the list of applications.
Adding an Application Setup Entry

To add an application:
1. Start DBAdmin.
2. Select the
App Setup icon in the tree frame.
The available applications are displayed in the table frame.

3. Click the
Add button from the toolbar, or from the Manage menu, select Add.
The Add App Setup Entry dialog opens.
126
Figure 60 Add App Setup Entry dialog box
4. Enter information for each of the fields, as defined in Table 14 .

5. Click OK.
Editing an Existing Application Record

To edit an existing application record:
1. Select the

2. Select an application to edit. Click the
Modify icon in the toolbar. You can also
right-click the application in the table frame, and then select Modify.
The Edit App Setup Entry dialog box is displayed. The Add App Setup Entry and Edit App
Setup Entry dialog boxes are the same. See Figure 60.
3. Modify the fields displayed in the Edit App Setup Entry dialog box. Table 14 lists the fields
and briefly describes them. The Name and Type fields are read-only purposes.
127
NOTE
These fields cannot be edited once an application record is added. To modify these fields,
you must delete the application record and add a new updated recorded.
4. Click OK.
Table 14 Application Setup Properties
128
Field Identifier
Intended Content
Name
Enter a descriptive name for the application, so that it will be

recognizable to users.
Path
Enter the location of the application in this field. You can specify
a full pathname. For example, if the application is Microsoft
Word and the executable file is WINWORD.EXE, then it would
be sufficient to enter WINWORD.EXE in this field.
If the application is a non-primary application (see Primary
Application check box in this table), the following command line
parameters pass document information to applications launched
from WorkSite:
%DOC_DB. Allows you to pass the database name
%DOC_NUM. Allows you to pass the document number
%DOC_VER. Allows you to pass the document version
-NO_OUTPUT Used when the application being launched does
not return output to Autonomy.
Example:
You want to pass the database name, document number, and
version number to an application via the command line. The
specified application will not be returning output to WorkSite. A
fax application is an example of an application that might
consume this document information but not return output. You
call the fax application sendfax.exe. Given these parameters,
the command line settings for the fax application would be:
C:\\sendfax.exe DB=%DOC_DB NUM=%DOC_NUM
VER=%DOC_VER -NO_OUTPUT
Type
This field identifies the document type associated with this

application. This type indicates the application that is associated
with the document.
Primary
Application check
box
This check box indicates that the application is the primary

application for this document type. If there are multiple
applications associated with a document type, one application
may be identified as the primary one. If there is only one
application associated with a document type, this check box
should be selected.
Table 14 Application Setup Properties

Field Identifier
Intended Content
Integration Mode
This text-entry field identifies the method for integrating the

application with WorkSite:
COM Integration. Select this option if this application is
integrated with WorkSite using macros supplied with the
WorkSite DMS.
ODMA Integration. Select this option if the application is
integrated using the ODMA method.
Non-Integrated. Select this option if the application cannot be
integrated using macros or ODMA integration.
For information on application integration, see the WorkSite
Desktop Client Customization Guide.
DDE check box
Select this check box if he application supports dynamic data

exchange (DDE). Complete the fields on the Add or Edit
Application dialog box. Most major applications support DDE.
Complete the following sections only if the DDE check box is selected:
DDE Name
Enter the DDE application name in this field. The DDE

application name is usually the executable filename for the
server application (without the .EXE extension).
DDE Topic
Enter the DDE Topic for this application in this field. The DDE
Topic usually identifies a category of data associated with the
server application.
Open
Enter the DDE Command Line to open a document in this

application. The DDE Command Line varies from application to
application.
Open Read Only
Enter the DDE Command Line to open a document for read-only

viewing in this application. Again, the DDE command line
varies from application to application.
Print
(Optional) Enter the DDE command line to print a document in

this application. The command line should assume that the
application is already running.
Print and Exit App
(Optional) Enter the DDE command line to print a document in

this application, when the application is not already running.
Deleting an Application Record

To delete an application record:
1. Select the

2. Select the application in the table frame that you want to delete and click the
icon in the toolbar or select Delete from the Manage Menu.
Delete
129
3. To delete the record, click OK in the Confirm Delete information window.
Mapping Multiple Document Types to the Same Application

You can create multiple records in the App Setup information table for the same application.
These records can list different document types. With this mapping, users can open multiple
document types from the same application.
For example, you want users to be able to open ANSI text files and Word documents in
Microsoft Word. Confirm that both document types are listed in the Document Type
information table. Next, add a record to the App Setup information table for Microsoft Word. A
copy of the entry for Microsoft Word is made, but the ANSI is the document type. Each entry
must be designated as the primary application for that data type.
Primary Applications
The primary application is the preferred application for opening a document. If only one
application is associated with a document type, the Primary Application check box must be
selected in the App Setup list in order for WorkSite to open the document.
If there are multiple applications mapped to the same document type, you can identify one as
primary by selecting the Primary Application check box when you create the entry for that
application in the App Setup list. Only one application can be identified as the primary
application for a document type.
NOTE
To use the Open in WorkSite, the document type must have an application designated as the
Primary Application in the App Setup list.
Non-Primary Applications
The Primary application is the preferred application for opening a WorkSite document. Other
applications that are mapped to the same document type become non-primary.
All non-primary applications are listed under the Application submenu in the WorkSite client.
Users can select documents in the document grid, A user can launch a document in a
non-primary application by selecting it from the Application submenu.
130
Managing Document Types

Every document in a WorkSite database is identified by a WorkSite document type. The
document type is part of the profile information. WorkSite uses this information to associate
documents with their native applications. Each document type is mapped to an application in the
App Setup information table, and the mapped application is used to open the document.
Multiple document types can be mapped to the same application by adding additional entries in
the App Setup information table. If a document type is not mapped to an entry in the App Setup
information table, then WorkSite Server will not be able to automatically open the document in
its native application.
For example, when a document is of type WORD2007, WorkSite Server knows that the
document should be opened in Microsoft Word 2007, because that document type is mapped to
that application in the App Setup information table. Document types can be mapped to multiple
applications, but WorkSite Server will only open documents of that type in the primary
application for that document type. See Mapping Multiple Document Types to the Same
Application on page 130.
Default Document Types

Table 15 lists the default document types added to a WorkSite database.
Table 15 Default Document Types
Auto
Alias
DMS
Extension
App
Extension
Windows ANSI text
ANSI
%V
TXT
Microsoft Word
WORD
%V
DOC
Word 2007
WORDX
%V
DOCX
Word 2007 Template
WORDXT
%V
DOTX
Corel WordPerfect
WPF
%V
WPD
Microsoft Excel
EXCEL
%V
XLS
Excel 2007
EXCELX
%V
XLSX
Lotus 1-2-3
LOTUS
%V
%V
QuattroPro for Windows
QUATTRO
%V
QPW
PPT
%V
PPT
Description
Word Processing Document Types
Spreadsheet Document Types
Presentation Document Types
Microsoft PowerPoint
131
Table 15 Default Document Types

Description
Auto
Alias
DMS
Extension
App
Extension
PowerPoint 2007
PPTX
%V
PPTX
Presentations Slide Show
PRSHW
%V
SHW
Windows Bitmap
BMP
%V
BMP
Compuserve GIF
GIF
%V
GIF
PC Paintbrush
PCX
%V
PCX
Tagged Image File Format (TIFF)
TIFF
%V
TIF
Windows Metafile
WMF
%V
WMF
Microsoft Visio 2003
VSD
%V
VSD
Joint Photographic Experts Group
JPEG
%V
JPEG
ACROBAT
%V
PDF
FAX
%V
%V
HTML
HTML
%V
HTML
URL
URL
%V
URL
XML
XML
%V
XML
MIME
MIME
%V
MSG
GroupWise Email
GW
%V
TXT
Notes Email
NOTES
%V
DXL
Laserform 8
LFD
%V
LFD
Microsoft Publisher
PUB
%V
PUB
Graphics Document Types
Portable Document Format
Adobe Acrobat Reader

Fax
Binary Group 3 Fax

Browser and Communication
Other
Autodetect Document Types

The document types can be autodetect or nonautodetect. The WorkSite Server examines the
structure of the document when it is imported to the database. It determines if the document type
is autodetect.
132
The Auto column in the Type information table cannot be changed. This column indicates
whether WorkSite Server will automatically recognize a document type. Document types are
marked as non-autodetect if DBAdmin tool does not add them during database initialization.
Autodetection is accomplished through file type detection technology, which is built into
WorkSite Server. WorkSite Server can detect dozens of different file types. When you create a
WorkSite database, a set of default WorkSite document types are installed in the Type
information table.
These document types are mapped to many of the most common file types, such as Microsoft
Word, WordPerfect, and PDF.
In addition, you can map a document type to one or more file types. The WorkSite Server can
then detect the file type.
For example, you could create a document type for ASCII, Autocad, or HTML, and map those
WorkSite document types to corresponding file types. When a document type is mapped to an
file type, WorkSite Server assigns the appropriate value to the document type and opens it in the
appropriate application. If WorkSite cannot detect the file type of a document, or when the
documents file type is not mapped to a WorkSite document type, then the user must manually
select a WorkSite document type. See File Type Mapping on page 133
NonAutodetect Document Types

Nonautodetect document types are entries in the Type information table that are not mapped to
file types. By default, when WorkSite Server encounters a file extension that is not recognized
as a file type, the file extension is discarded and the document is imported with document type
ANSI. The document is then automatically opened as a .txt file.
The WorkSite Server can be configured to automatically create new types save the extensions of
nonautodetect documents and map them to the appropriate applications. Refer to Support for
Unknown File Types on page 372 for complete details.
File Type Mapping

Multiple file types can be mapped to a single WorkSite document type. This configuration can
be used when working with multiple documents created in earlier versions of an application. It
ensures that the latest version of the application is used when opening documents.
Entries in the table of WorkSite Document Types can be mapped to File Types using the
Document Type Mapping Management dialog box. This dialog box is available by selecting
133
Document Type Mapping Management from the Manage menu. See Mapping WorkSite
Document Types to File Types on page 134.
Mapping WorkSite Document Types to File Types

Then a user adds a document to a WorkSite database, WorkSite clients use file type detection
technology. It determines which WorkSite file type is used to label the document. File type
detection consists of scanning the file and reading its structure to determine the documents file
type.
In most cases, WorkSite clients can detect the documents file type.
If the file type is mapped to an entry in the WorkSite Document Type information table,
then the WorkSite client labels the document with that WorkSite document type.
If the file type is not mapped to an entry, or if the WorkSite client cannot determine the
documents file type, then the user must select a proper document type for the document
from those available in the Document Type information table.
The Document Type Mapping Management dialog allows you to customize WorkSite clients
automatic document type detection capabilities. With the Document Type Mapping
Management dialog, you can map file types to document types listed in the WorkSite Document
Type information table. When a WorkSite Document Type is mapped to one or more file types,
it is identified in the Document Type table as an autodetect document type. Entries in the
Document Type information table that are not mapped to any file types are identified as non
autodetect. Non autodetect document types can only be applied to documents when WorkSite
clients are unable to assign a document type to the document automatically.
The Document Type Mapping Management dialog consists of three columns.
Type. This column lists all document types listed in the Document Type information table.
File Type. This column shows the file type that is mapped to the document type selected in
the Type column.
Available Type. This column shows file types that WorkSite Server can detect
automatically, but which have not been mapped to any WorkSite document types.
Each file type can only be mapped to one WorkSite document type, although multiple file types
can be mapped to any one WorkSite document type. Mapping multiple file types to the same
WorkSite document type enables you to include documents created in earlier versions of an
application. These versions are included within the scope of a single WorkSite document type.
The WorkSite Server uses the WorkSite document type to determine which is application used to
open the document. For information about mapping document types, see Defining Application
Formats on page 125.
134
Figure 61 Document Type Mapping Management dialog box
To map a file type to a WorkSite Document Type:

1. Select Document Type Mapping Management from the Manage menu.
2. Click the document type in the Type column. Only those document types already added to
the Document Type information table are listed in this column.
3. Double-click the file type listed in the Available File Type column. The selected file type
will move to the File Type column.
To dissociate an file type from a WorkSite document type:
1. Click the document type in the Type column to display the list of those file types currently
mapped to that document type.
2. Double-click the file type in the File Type column. The file type is displayed in the
Available Type column.
Adding Custom Document Types

You can add document types to a database information table. You can perform this task for
applications that are not yet associated with a document type.
135
Complete the following steps to add custom document types:

1. In DBAdmin, create a document type. See Adding a Document Type to a Database on
page 136.
2. In DBAdmin or the Client tools (for local applications), create the application setup
information for the added document type. See Adding an Application Setup Entry on
page 126.
3. On the client workstations, modify the NRT.INI file and the registry settings. See Modify
the NRT.INI file on page 137 and Registry Settings on page 137.
Adding a Document Type to a Database

To add a document type to a database:
1. Select the
Type icon in the tree frame.
The available document types are displayed in the table frame.

2. Click the
Add icon in the toolbar or select Add from the Manage menu. The Add Type
dialog opens.
Figure 62 Add Type Dialog
3. Enter the information requested for in the Add Type dialog. Table 16 lists the fields on the
Add Type dialog, and their descriptions.
Table 16 Document Type Dialog Properties
136
Field Name
Description
Description
Textual description of the document type.
Alias
The alias by which documents of this type will be identified in

WorkSite. It must be eight characters or less with no spaces.
Table 16 Document Type Dialog Properties

Field Name
Description
DMS Extension This field identifies the filename extension that WorkSite uses to
store a document of this type on the file server. The default entry in
this field is %V. If %V is entered as the DMS Extension, WorkSite
uses the documents version number as the file name extension. For
example, the document number is 157 and the document version is 2.
If %V is the DMS extension for that document type, then WorkSite
will store the file as 157.2 on the file server.
App Extension
This field identifies the extension that WorkSite should add to the
filename for the document when it is exported, checked-out,
e-mailed or downloaded. Autonomy recommends setting the
Application Extension for a document type to that recognized by the
document's native application. For example, use .doc for a Word
document. You can use the same extension for multiple document
types, such as .doc for Word 97 and Word 2003.
4. Click OK.
5. To enable WorkSite Server to detect your new document type automatically, you need to
map it to one or more file types. See Mapping WorkSite Document Types to File Types on
page 134.
Modify the NRT.INI file

Add the following lines to the NRT.INI file, located on the client workstations.
Table 17 Changes to NRT.INI file
Add the Lines...
Example
[ALIAS]
[VISIO]
PRIMARY_TYPE=ALIAS PRIMARY_TYPE=VISIO
File Extention=ALIAS
.vsd=VISIO
NOTE
ALIAS refers to name entered in the Alias field of the DBAdmin tools Add Type dialog box.
Registry Settings
CAUTION
Modifying the Registry improperly can cause serious problems with the operating system. Be
sure to back up the registry and exercise caution when modifying the registry. Autonomy is not
137
responsible for loss of data due to improper use of the Registry Editor or failure to back up the
registry.
In the Registry of the client workstations, add the following key:
HKey_Classes_Root\VISIO\ODMA32 and set the default value to "MHODMA".
Create the following key. Leave the default value blank.

HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\ODMA32\ANSIOnNT
After this update, users can open the documents in the required format.
Integration Options
This option is available only for applications that are integrated with WorkSite, for example,
Microsoft Office Integration for DeskSite/FileSite.
For enabling or disabling integration options, the following line(s) can be set in the NRT.INI file
in the [ALIAS] section:
LOCAL SAVE=Y/N
LOCAL OPEN=Y/N
NEWDOC_SAVE_OPTION=Y/N
NOTE
If LOCAL SAVE=N, users will not be able to save a new document to a disk before profiling it
even if NEWDOC_SAVE_OPTION = Y.
To disable the application integration, remove the contents under the [ALIAS] section from the
NRT.INI file.
Editing Document Types

You cannot edit document type information for document types that have been associated with
an application in the App Setup information table. You cannot modify a document type listed in
the Document Type information table when it has an alias listed in the App Setup information
table. If you attempt to modify this document type, you will receive an error message.
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Managing Document Class and Subclass
To edit document type information:

1. Select the
Type icon in the tree frame.

2. Double-click the document type you want to edit. You can also right-click the document
type, and select Modify.
3. Change the appropriate fields in the Edit Type dialog(see Table 16).
4. Click OK.

Document Classes
Document classes are custom-defined categories for identifying and differentiating the
documents in your database. The document Class field of profile information is important in
WorkSite because it determines several fundamental characteristics of a document.
Depending on how a document class is configured in the DBAdmin tool, a documents class
determines:
The documents default security status
Whether or not a copy of the document can be echoed to a users local hard drive
Which custom fields of profile information are required for the document
The number of days before the document should be marked for archiving
The document classes that you create depend on your company and your database requirements.
Examples of document classes could distinguish documents by genre, department, region, and
so on.
The document class determines a specific class of documents can be echoed. (For information
on echoing, refer to the DeskSite Installation and User's Guide or the FileSite Installation and
Users Guide.) Since document echoing leaves unsecured backup copies of documents on a
users hard drive, you may want to have classes that are security-based, such as
CONFIDENTIAL and UNCONFIDENTIAL, or PRIVATE, PERSONAL, and PUBLIC. These
distinctions could also be made at the Subclass level, whereas the Class field of profile
information could be used to distinguish documents by genre (memo, letter, and contract),
department, region, or other criteria.
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Adding a New Document Class

To add a new document class:
1. Select the
Class icon in the tree frame.
The available document classes are displayed in the table frame.

2. Click the
The Add Class dialog box is displayed.

Figure 63 Add Class dialog box
3. Complete the following fields as shown in Table 18.

Table 18 Information Fields in the Add and Edit Class dialog boxes
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Field Name
Significance
Description
This field is a textual description or definition for the class or

subclass. It is your opportunity to clarify the meaning of the
alias.
Alias
The alias for a class or subclass is what users will enter in the
document profile information. It must be 32 characters or less.
Echo*
If this check box is selected, documents in this class can be

echoed to a users local hard copy. Document echoing must be
turned on by the user and it must be activated globally.
Table 18 Information Fields in the Add and Edit Class dialog boxes
Field Name
Significance
Retain Days*
This field indicates the number of days WorkSite should wait

before marking documents of this class or subclass for
archiving. After documents in this class or subclass have not
been accessed for the number of days entered here, WorkSite
will identify them as expired.
Required Fields*
This field is an indicator as to which fields in the documents

profile information are required for documents in this class. If
the check box for a profile field is selected, then users are
required to enter information in that field of profile information
for documents in this class.
Select the required custom fields in Required Fields to ensure
that those custom fields are made mandatory while entering the
document profile information in the client interface for this
class of documents. See Introduction to Custom1/Custom2
Tables on page 151.
Security*
This field indicates the default security setting for documents of

this class or subclass.
Require Subclass
If this check box is selected, then users must select a subclass if

the document is identified with this class. When this field is not
selected, entering a subclass in the document profile
information is optional.
*Fields marked with an asterisk in the previous table contain information that may conflict
between a class and its subclass. In such cases, the information listed in these fields for the
subclass will apply.
For example, if a document is marked with a class for which the default security setting is
PRIVATE, and marked with a subclass for which the default security setting is PUBLIC,
then the documents default security will be PUBLIC.
4. To require a subclass entry in the document profile, select the Require Subclass check box.
Users are required to enter a subclass for the documents.
5. Click OK.
Editing Document Class Information

You can edit the settings for a document class that is already created or delete a document class
from the list of document classes associated with a database.
NOTE
When a document in the database is identified with a document class or subclass, the referenced
class or subclass cannot be deleted from the database and the alias cannot be changed.
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To edit document class information:

1. Select the

2. Select the document class to edit.
3. Select Modify from the Manage or right-click menu, or click the
toolbar.
Modify icon in the
The Edit Class dialog box is displayed.

4. Modify the fields in the Edit Class dialog. Table 18 list these fields in the Edit Class dialog,
and describes them.
NOTES
In the Required Fields box, select the mandatory custom fields. Users are required to
complete these fields when adding or modifying a document profile in the client interface.
See Introduction to Custom1/Custom2 Tables on page 151.
The Edit Class dialog box is identical to the Add Class dialog box, except that the Alias field
is displayed for read-only purposes.
5. Click OK.
Deleting a Document Class

To delete a document class:
1. Select the

2. Select the document class to delete.
3. Select Delete from the Manage or right-click menu, or click the
toolbar.
Delete icon in the
4. Click OK.
NOTE
All subclasses listed for a document class must be deleted, before a document class can be
deleted.
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Document Subclasses
Document classes may also be broken down into subclasses. Users may be required to enter
subclass information in a document profile for particular document classes if the Require
Subclass check box is selected in the Add Class dialog box. The security and other parameters
specified for a subclass override any settings created for the class if a subclass classification is
specified for a document.
Adding a Subclass
You can define subclasses for a document class at any time. Subclasses are created and
displayed in the Subtable window. Before you can add subclasses to a class, you must first
display the list of subclasses that are already defined for that class.
To display subclasses for a class:
1. Select the

2. Select the class in the table frame whose subclasses you want to view or edit.
3. Select the Subclass option from the Manage menu. You can also right-click the document
class in the table frame, and select Subclass.
To add a subclass to a class:
1. Display the list of subclasses for that class in the Subtable window.
2. Click the
Add icon in the toolbar. You can also select Add from the Manage or
right-click menus. The Add Subclass dialog box is displayed.
3. The Add Subclass dialog box is identical to the Add Class dialog box, except that there is no
Require Subclass check box.
See Table 18 for an explanation of each option available in the Add Subclass dialog box.
4. Click OK.
NOTE
When a document is classified with a class and a subclass, the documents default security
and required fields will be those set for the subclass. If the default security for the
documents class is set to PRIVATE, and the default security for the subclass is set to
PUBLIC, then any documents classified with both the class and subclass will be PUBLIC.
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Editing Subclass Settings

You can change the settings for a subclass at any time by using Modify from the Manage menu
or right-click menu. You can also delete a subclass, if there are no documents in the database
classified with it.
NOTE
After a document has been associated with a class or subclass, the referenced field cannot be
deleted
Managing PC Locations
The list of PC Locations that is associated with a WorkSite database is a record of PC node
addresses (or NIC numbers) and actual PC locations. The information included in this list is
used to identify the location of the PC where a document is in use or checked-out.
The two fields of information included in the PC Location list are a Node Address and PC
Location information.
The Node Address field is sometimes referred to as an NIC number for network interface
card number. Node addresses are 12-digit hexadecimal numbers that are assigned to network
adapter cards. Each node address is unique.
The PC Location field provides useful information for identifying the PC associated with
the node address.
Table 19 lists examples of PC Location records.

Table 19 Sample PC Location Records
Node Address
Location
105D67E33C92
22nd Floor: PC #138
28D8390BE567
34th Floor: PC #428
ED2938596CB9
25th Floor: PC #56
1987E452BC34
25th Floor: PC #61
From the DBAdmin tool, the WorkSite Administrator can add, modify, or delete custom PC
locations. PC locations can also be imported from an ANSI text file. This section describes how
to perform these tasks.
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Managing PC Locations
Adding a PC Location
1. Select the
PC Location icon in the tree frame.
The available PC Locations are displayed in the table frame.

2. Click the
Add icon in the toolbar. You can also select Add from the Manage menu. The
Add New Node dialog box displays.
Figure 64 The Add New Node dialog box
3. Enter the Location and Node Address for the PC.

4. Click OK.
Deleting a PC Location
1. Select the
The available PC Locations are displayed in the table frame. Select the required PC
Location from the table frame.
2. Press the Delete key, click the
right-click menu.
Delete icon or select Delete from the Manage or
3. Click OK in the Confirm Delete dialog box.
Importing PC Locations from an ANSI Text File

1. Create a text file that consists of a series of records, each of which includes at least two
fields of information: the PC Node Address (or NIC Number) and location information for
the PC.
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Each record in the text file may contain more than two fields of information, but a single,
consistent character in the text file must separate fields, and each record must end with an
end-of-line character.
2. Select the
The available PC Locations are displayed in the table frame.

3. Press Ctrl-L or select Load Data from the Manage menu.
The Import From File dialog box is displayed.
Figure 65 The Import From File dialog box
4. In the Source File field, enter the full path of the ANSI text file, or use the
to select the file from a list.
browse button
5. Under Field Information, complete the following fields:
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Field Delimiter. Enter the character that you used to separate fields in your text file. For
example, if each PC Location is separated from the Node Address by a comma in your
text file, enter a comma in this field.
Node Address. Enter the column number of the Node Address field in the text file. For
example, if each record in your text file contains six fields, and the Node Address is the
third field in each record, enter 3 in this field.
Node Location. Enter the column number of the Node Location field in the text file. For
example, if each record in your text file contains ten fields, and the Node Location is in
the second field in each record, enter 2 in this field.
Managing Custom Tables and Subtables
Node Enabled. Enter the column number of the Node Enabled field in the text file. For
example, if each record in the text file contains ten fields, and the Node Enabled field is
the fifth column in each record, enter 5 in this field.
Overwrite Option. If you want to the DBAdmin tool to update the Node Addresses for
any locations that it finds in the text file that are already listed in the list of PC
Locations, then select the Overwrite Option check box. If the Overwrite Option is not
selected, then the DBAdmin tool adds only the PC Locations and their corresponding
Node Addresses that it finds in the text file that are not already listed for the database.
6. Click OK to start the load process. A dialog box displays the status of the load process. A
log file is created and named LOCATION.LOG. This file is stored in the same directory as
the ANSI text file.
NOTE
The Load Data command does not delete any records in the list of PC Locations, only
supplement the list with information from the text file. If the Overwrite Option is selected,
only existing records are changed.

Custom tables are used to define custom categories to identify and differentiate documents in
your database. The DBAdmin tool exposes these tables as Custom1, Custom3-12, and
Custom29.
Additionally, two parent-child relational tables (subtables) are provided.
Custom2 is a subtable of Custom1
Custom30 is a subtable of Custom29
These parent-child tables allow you to define custom subcategories that are unique for each item
in the parent table. Refer to Administering Custom1/Custom2 and Custom29/Custom30 Tables
on page 151 for instructions on using these parent-child tables.
Custom13-28 Fields
Additional custom fields are provided to store non-validated document profile information. The
Custom13-Custom28 tables are not displayed in DBAdmin because WorkSite clients do not
compare the information that appears in these custom fields against tables of information. Users
can enter any value in these fields, not only those defined by the DBAdmin tool.
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The Dialog Editor is used to add fields for the Custom13 to Custom28 tables in the WorkSite
client dialogs.
Common Usage for Custom Tables

The following table lists some common uses for the Custom tables.
Table 20 Common Uses for Custom Tables
Corporate Use Case
Litigation Use Case
Custom1-2
Client-Matter
Client-Matter
Custom3
Industry
Industry
Custom4
Jurisdiction
Jurisdiction
Custom5
Status
Status
Custom6
Party
Party
Custom7
Precedent Status
Precedent Status
Custom8
Billing Attorney
Billing Attorney
Custom9
Corp Matter
Custom10
Corp Department
Custom11
Outside Councel
Custom12
Retention Policy
Retention Policy
Custom29-30
Team-Type of Matter
Practice-Type of Matter
Administering Custom3 to Custom12 Tables

This section describes the following tasks:
Adding Entries to Custom3 to 12 Tables
Modifying Entries in Custom3 to Custom12 Tables
Deleting Entries in Custom3 to Custom12 Tables
Modifying the Custom3 to Custom12 Table Headings
Importing Custom3 to Custom12 Table Entries
The Custom3 to Custom12 tables consist of custom-defined categories that you can use to
differentiate and identify the documents in your database.
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Each Custom table is associated with a field of document profile information. For example, in
the New Profile dialog each Custom field corresponds to a Custom table in the DBAdmin tool.
The
browse button is used to select the items populated in the Custom tables. These fields of
document profile information are configured as browse fields, which means that the only
information users can enter in these fields comes from the associated Custom3 to Custom12
tables.
If while creating or editing a class in the DBAdmin tool you have selected the required fields
from the Required Fields list then a document that is saved under that class (for example,
Letter, Memo or Document) requires that the user enter information in the field before it can be
saved. See Editing Document Class Information on page 141.
Each Custom table consists of a list of records each of which contains three fields:
Alias. Where users enter into a documents profile information
Description. The description provides clarification or further information
Enable. If the Enable check box is not selected, then the table item it corresponds to does
not appear on the document profile in the clients.
Table 21 lists examples of document records defined for a custom table.

Table 21 Sample Custom Table entries
Alias
Description
Enabled
WorkSite
RFP for Autonomy, Inc.
IBM
RFP for IBM
ABC
RFP for ABC, Inc.
D&K
RFP for Draper and Krammer, Inc.
You can add new records to the Custom tables, delete or edit existing records, and import tables
entries from an ANSI text file. Once a Custom table item is used in a documents profile
information in the database, it cannot be deleted. However, custom table items can be disabled
with the Enable flag, and their description fields can be modified.
Adding Entries to Custom3 to 12 Tables

1. Select the
Custom3 to Custom12 icon in the tree frame.
The Custom3 table is displayed in the table frame.

2. Click the
Add icon or select Add from the Manage or right-click menu, or press Insert
on the keyboard.
The Add New Item dialog box is displayed. See Figure 67.
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3. Enter the alias for the new entry in the Alias field. The alias is what users enter in this field
in a documents profile information from the client end.
4. Enter an appropriate description or correlating information for the alias in the Description
field. If the alias is an abbreviation or coded name, enter the meaning of the alias in the
description field.
5. Click OK.
Modifying Entries in Custom3 to Custom12 Tables

1. Select the
Custom3 to Custom12 icon in the tree frame.
The Custom tables items are displayed in the table frame.

2. Click the
Modify icon or select Modify from the Manage or right-click menu.
The Edit Custom2 dialog box is displayed. See Figure 68.

3. The Alias field cannot be edited but the Description and Enable fields can be edited.
4. Click OK.
Deleting Entries in Custom3 to Custom12 Tables

1. Select the
Custom3 icon in the tree frame. (Select from Custom3 to Custom12.)

2. Select the Custom item that you want to delete in the table frame.
3. Press the Delete key, click the
right-click menu.
Delete button or select Delete from the Manage or
4. Click OK in the Confirm Delete dialog box.
Modifying the Custom3 to Custom12 Table Headings

You can modify the titles or captions of custom tables. By editing the dialog boxes, WorkSite
users will see these modifications. Use the Dialog Editor tool to make these customizations.
Importing Custom3 to Custom12 Table Entries

1. Create a text file that consists of a series of records, each of which includes at least two
fields of information: the Alias, which users enter in document profiles, and a Description
field. Each record in the text file may contain more than two fields of information, but a
150
single, consistent character in the text file must separate fields, and each record must end
with an end-of-line character (\n).
2. From the DBAdmin tool, select the
Custom3 to Custom12.)
Custom3 icon in the tree frame. (Select from

The Import From File dialog box is displayed. See Figure 65.
4. Complete the instructions in Importing PC Locations from an ANSI Text File on page 145.
Begin with Step 3.
Administering Custom1/Custom2 and Custom29/Custom30

Tables
This section includes the following topics:
Introduction to Custom1/Custom2 Tables
Adding and Editing Custom1 and Custom29 Items
Deleting a Custom1 or Custom29 Item
Adding and Editing Custom2 and Custom30 items
Importing Custom1/Custom2 and Custom29/Custom30 Table Entries
Introduction to Custom1/Custom2 Tables

The Custom1 and Custom29 tables are custom tables available for creating categories. With
these categories, users can identify and differentiate documents.
Each entry in these tables consists of an Alias, Description, and Enable flag fields.
NOTE
The Custom1/Custom2 and Custom29/Custom30 tables are distinct from the other Custom
tables in one important way: each item listed in the Custom1 and Custom29 tables is the parent
of a unique set of Custom2 or Custom30 table entries.
Figure 66 illustrates the parent-child relationship applied to custom tables.
151
Figure 66 Custom1-Custom 2 tables in parent-child relationships
The Custom1/Custom2 tables and the Custom29/Custom30 tables share the parent-child
relationship. The Custom1 and Custom29 tables can be configured so that each Custom1 or
Custom29 entry has a unique set of Custom2 or Custom30 subentries associated with it.
For every value selected in the Custom1 or Custom29 field of the client interface, the Custom2
or Custom30 list is populated with a list of valid values corresponding to Custom1 or Custom29.
For example, if Custom1 is Westinghouse, Custom 2 would be a list of existing matters for
Westinghouse
Every Custom1 table entry (added from DBAdmin) is populated in the corresponding Custom
field appearing in the client interface (for example, DeskSite), provided the enable flag was
selected while entering the items from DBAdmin.
The Custom29 and Custom30 fields in the document profile are optional by default. Custom1
and Custom2 can be required profile fields for particular document classes. See Editing
Document Class Information on page 141 to learn how to make Custom1 and Custom2 required
fields
Custom1 and Custom29 classifications in the Custom1 and Custom29 tables do not necessarily
have to have Custom2 or Custom30 classifications associated with them. Some Custom1 entries
may have no Custom2 items associated with them, while others have multiple ones.
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Adding and Editing Custom1 and Custom29 Items

The procedures for adding or editing Custom1 and Custom29 entries are identical to those for
Custom3 to 12 tables. See Adding Entries to Custom3 to 12 Tables on page 149.
Like the Class Information tables entries, you will not be able to change the Alias field after it
has been entered into document profile information in the database. Custom1 and Custom29 can
be disabled by clearing the Enable check box, and the field can be edited. Users cannot enter
disabled Custom1 or Custom29 classifications in new document profiles.
Deleting a Custom1 or Custom29 Item

The procedure for deleting a Custom1 or Custom29 table item is identical to that for deleting an
item from any of the Custom tables. See Deleting Entries in Custom3 to Custom12 Tables on
page 150.
You cannot delete a Custom1 or Custom29 item until all Custom2 or Custom30 items associated
with that parent item are deleted.
NOTE
A Custom1 or Custom29 item that has been used in document profile information in the
database cannot be deleted, only disabled by clearing the Enabled check box in the Edit dialog
box.
Adding and Editing Custom2 and Custom30 items

To add a Custom2 or Custom30 item:
1. Select the
Custom1 icon in the tree frame.

2. Select Custom1 or Custom29. You will add a subtable item to this selection. Next, select
Custom2 or Custom30 from the Manage menu. (You can also press Ctrl-S.)
The Custom2 subtable window is displayed. See Using the Subtable Window.
3. In the Subtable window, click the
Add icon in the toolbar, select Add from the Manage
menu, or press Insert. The Add New Item dialog opens.
153
Figure 67 Add New Item in Custom2 Dialog
4. Enter an Alias and Description for the Custom2 or Custom30. The alias can be up to 32
characters long.
5. Click OK. Next, close the Subtable window.
To edit a Custom2 or Custom30 item:
1. Select the

2. Select the Custom1 or Custom29 item to which you want to add a subtable item, then select
Custom2 or Custom30 from the Manage menu or press Ctrl-S.
The Custom2 subtable window is displayed. See Using the Subtable Window.
3. In the Subtable window, click the
Modify icon in the toolbar. Select Modify from the
Manage menu. (You can also press the INSERT key.) The Edit Custom2 dialog opens.
Figure 68 Edit Custom2 dialog box
4. Edit the Description and Enable fields. The Alias field is read-only.
5. Click OK. Next, close the Subtable window.
154
NOTE
To delete a Custom2 item, select the item from the Subtable window. Select Delete from the
Manage menu.
Importing Custom1/Custom2 and Custom29/Custom30 Table Entries

Importing a series of items into the Custom2/Custom30 table for the same parent item in the
Custom1/Custom29 table can be done in two ways.
Import Custom1 and Custom2 classifications together from a text file (parent and child)
Import only Custom1 or Custom29 classifications from a text file (parent only)
Text File Details

The text file should include at least two fields of information for each Custom1 or Custom29
that you are importing: Alias and Description. In addition to those fields, the file may contain
the Enabled flag field for each Custom1 or Custom29 item.
If you are importing both parent items and child items at the same time, each record in the text
file must contain at least four fields: a parent alias, a parent description, a child alias and child
description. You can also include a parent and child Enabled fields.
The Enabled flag is disabled (N) if its value is set to anything other than y or Y.
Each record in the text file may contain more than the required number of fields of information,
but a single, consistent character must be used as a delimiter to separate the fields in the text file,
for example, a comma, semicolon, or pipe symbol (|). Each record must end with an end-of-line
character.
If you are importing multiple Custom2 or Custom30 items for each parent item, then you need
to include one record for each Custom2 or Custom30 item that you want to import. You also
need to repeat Custom1 or Custom29 information.
For example, if you want to import two Custom2 classifications for a Custom1, then you would
need a text file that contains records similar to the following:
Custom1A,Custom1DescrA,Y,Custom2A,Custom2DescriptionA,Y
Custom1A,Custom1DescrA,Y,Custom2B,Custom2DescriptionB,N
Importing Custom2 or Custom30 Table Entries

155

2. Select an item from the list.
3. Press Ctrl+S or select Custom2 from the right-click or Manage menu.
The Custom2 Subtable window is displayed.
4. Press Ctrl-L or select Load Data from the Manage menu
The Import From File dialog box is displayed. See Figure 65.
To import the custom table entries, see Step 3 of Importing PC Locations from an ANSI
Text File on page 145.
Importing Custom1 or Custom29 Table Entries


The Import From File dialog box is displayed.
Figure 69 Import from File (Custom1 and Custom2) dialog box
3. Enter the full path of the ANSI text file in the Source File field, or use the
to find the file.
156
browse button
4. If you are importing only Custom1 and Custom29 information, select the Import Custom1
Only or Import Custom29 Only check box.
If you are importing both parent and child classifications simultaneously, then select the
Import Custom1 and Custom2 or Import Custom29 and Custom30 check box.
5. In the Field Delimiter field, enter the character that you used to separate fields in your text
file.
For example, if each Alias is separated from the Description by a # sign in your text file,
enter # in the Field Delimiter field.
6. In the Custom1 or Custom29 Alias Field Number field, indicate the number of the field in
your text file that contains the Custom1 or Custom29 Alias.
For example, if each record in your text file contains six fields, and the Alias is the third
field in each record, enter 3 in this field.
7. In the Custom1 or Custom29 Desc Field Number field, indicate the number of the field in
your text file that contains the Custom1 or Custom29 Description field.
For example, if each entry in your text file contains 11 fields, and the Description is in the
second field in each record, enter 2 in this field.
8. In the Custom1 or Custom29 Enabled Field Number, indicate the number of the field in
each record that contains the enabled flag value. If you enter zero (0), this field will not be
imported and will default to enabled (Y).
9. If you are importing Custom2 or Custom30 fields along with Custom1 or Custom29 fields,
enter the same basic information in the Alias Field Number and Desc Field Number fields
for Custom2 or Custom30.
10. If you want the DBAdmin tool to update the Descriptions and Alias fields with values from
the text file for those that are already listed in the table, then select the Overwrite Option
check box.
If the Overwrite Option is not selected, then the DBAdmin tool only adds the new Alias
and Description field values from the text file.
11. Click OK to start the load process. A dialog box displays the status of the load process.
NOTE
The Load Data command does not delete any existing parent or child classes. It only
supplements the list with information from the text file. Existing records are modified, only
if you select the Overwrite Description option.
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Using the Subtable Window

When you select the Custom2, Custom30 or Subclass options while a table item is selected in
the Custom1, Class or Custom29 table frames, the subclassifications for that parent
classification is displayed in a separate Subtable window.
The Subtable window resembles the table frame of the DBAdmin tools main program window
but has fewer menu options and toolbar buttons.
The Standard and Look Up toolbars remain the same as those seen in the DBAdmin tool.
Figure 70 Custom2 subtable window
The Subtable window is fully resizable. Click and drag on the edge of the window to change its
size vertically or horizontally.
Context Menu
If you right-click in the Subtable windows table frame, a menu is displayed. The menu options
include: Modify, Add, Delete, Load Data, Refresh, Find and Find Next. Keyboard shortcuts
for these commands are the same as those available in the main program window.
158
Chapter 6
Using the Document Import Tool

Overview
This chapter discusses the following topics:
About Document Import
Starting and Stopping the Document Import Tool
Creating a New Profile Template
Loading an Import Template
Importing Documents
Viewing Log Files
Purging the Log File
Error Messages
About Document Import

Document Import is an administrative tool included with WorkSite Server used to import
batches of documents WorkSite.
Importing documents involves two phases:
1. Creating a document import profile template
2. Importing the documents by using the profile template
159
Chapter 6: Using the Document Import Tool
Features and Options

The Document Import tool includes these features:
You can create, save, and reuse document import profile templates. Document import profile
templates are used to generate profile information for the imported documents.
Documents can be selected for import based on document type or DOS file specifications.
All the subdirectories below a starting path can be included in a single import session.
The import tool provides the option of deleting the source files.
Settings in the document import profile template can be static or dynamic:
Static settings will be the same for every document imported.
Dynamic settings will change for every document imported based on document
meta-data.
Settings in the document import profile template are checked before starting the import
process.
You can instruct the Document Import tool to count the number of documents contained in
the source directory that meet s specified criteria before starting the import process.
The Import program generates a complete log of all documents imported. It includes
document import profile settings, the date and time of importation, error messages, and
other information.
You can optionally rollback all documents that have been imported. This feature is useful
when the log files indicate a mistake in the importation process.
Document Import Process

The following section describes how to import a set of documents into a WorkSite Database
using the Document Import tool.
1. Log into a WorkSite Server. See Log into a WorkSite Server on page 162.
2. Select the destination database.
3. In the Document Import Profile Template dialog box select the source directory. Enter
profile details for the documents that you are importing. See Creating a New Profile
Template on page 163.
4. Save the document profile values as an import template. See Saving a Template on
page 176.
5. Import the documents. See Importing Documents on page 177.
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Starting and Stopping the Document Import Tool
Starting and Stopping the Document Import

Tool
Documents can be imported using the Document Import tool.
NOTE
The Document Import tool is located in the default WorkSite Server Installation directory.
To start the Document Import:
1. Select Start, point to All Programs.
2. Select Autonomy, then iManage Document Import. The Document Import tool main
window opens.
Figure 71 WorkSite Document Import
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Log into a WorkSite Server

1. In the Document Import main window, click the Import Documents button. The Connect
Servers dialog box is displayed.
Figure 72 Connect Servers
2. Enter or select the name of a WorkSite Server in the Server Name field.
3. Click Connect.The Login to Server dialog box is displayed.
4. Enter your user name and password. They are assigned when users are added from the
DBAdmin tool.
NOTE
Only users who have been assigned to the Admin role and given permission to access this
tool can log into the Document Import tool. See Adding a Role to the Database on
page 110.
5. Click Login.
If login is successful, the Select Database dialog box is displayed.
6. Select the destination database.
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NOTE
You can import documents to only one database at a time.

7. Click OK.
The Document Import Profile Template dialog box is displayed. See Figure 73 on page 164.
Logging Off from a WorkSite Server

From the Document Import Profile Template dialog box, click Close on the File menu. See
Figure 73 on page 164.
The WorkSite Document Import confirmation window is displayed. Click OK to log off
from the server.
The Document Import main window is displayed. Click the Exit link to close Document
Import. You can also use the Import Document button to log into a different server.

This section outlines the process for creating a new document import profile template. The
document import profile template is used to create profile records for each of the documents that
you import into the WorkSite database.
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Figure 73 Document Import Profile Template dialog box
To create a new profile template:

1. Complete the following fields in the Document Import Profile Template dialog box:
Enter the directory that contains the documents that you want to import in the Source
Document Path field, or use the
164
browse button and select a directory from a list.
Select the Include Subdirectories check box if you want to include the documents that
are contained in all subdirectories within the source documents path.
Select the Move Files check box if you want the Document Import tool to delete your
original or source files after copying them to the destination file server.
2. In the Document Attributes section, enter a document type in the Type field. You can also
browse button to select the document type from a list. See Selecting a Document
use the
Type on page 165.
3. Complete the profile information. You can enter static information or dynamic criteria in
profile fields.
Static properties are applied to all documents that you import.
Dynamic properties vary for each document, based on the imported documents
attributes. See Dynamic Profile Information on page 168.
NOTE
You can use selection boxes to enter profile information.Position your cursor in the profile
field. Press the Enter key or F2 to display a selection box that lists validated entries for the
field. You can also use the
browse buttons. See Using Selection Boxes on page 167.
4. Click Additional Custom Fields. Enter profile information for fields not displayed in the
Document Import Profile Template dialog box. See Additional Custom Fields on page 172.
5. Click Exclude and Include List to create an Exclude or Include List. You need to provide
one DOS file specification in the Include List to perform an importation. See Creating an
Exclude and Include List on page 174.
6. Save the template. See Saving a Template on page 176.
7. Select Import from the Documents menu to start the import process. See Importing
Documents on page 177.
Selecting a Document Type

Your entry in the Type field of the Document Import Profile Template filters the documents to
import. It sets the document type on the imported documents. See Figure 73 on page 164.
Your entry in the Type field is the document type. It is applied to all documents that you
import into the WorkSite database. This document type is entered in each documents profile
record in the database.
If you select an autodetect document type, then the Document Import tool scans through all
the files contained in the source document path to determine their document type. It imports
only those that match this document type. Use the Exclude and Include Lists to exclude
documents of this type in the source path.
NOTE
Autodetect document types have a Y in the Autodetect column of the Select Type dialog
box. The document types listed in the Select Type dialog box are populated from the
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Information table Type in the DBAdmin tool. See Autodetect Document Types on
page 132.
If you select a nonautodetect document type, then the Document Import tool will rely
exclusively on the Exclude and Include List criteria to determine which documents to add
to the database. All documents that you add to the database are identified with the document
type that you select.
If you select ALL, then the Document Import tool will try to import all documents of types
that it can detect automatically. It identifies each with the corresponding document type.
Autodetect and Nonautodetect Document Types

An Autodetect document type is a document type that the installation process can detect by
reading a portion of the document for identifying information. Autodetect document type aliases
and descriptions are preset and automatically included in every WorkSite database. Document
types of different versions of the same application can be identified. All major Windows and
DOS word processing, spreadsheet, and graphic formats are included in WorkSites autodetect
document types.
A list of the autodetect document types provided with WorkSite is available by displaying the
selection box for document types. You can display the selection box by Press F2 or Enter keys
while the cursor is in the type field. You can also use the
browse button to select the value
from a list. Document types that are autodetect have a Y in the Autodetect column of the
Select Type dialog box.
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Figure 74 Select Type dialog box
Using Selection Boxes

You can use selection boxes to enter validated profile information in the fields. They are
available on the Document Import Profile Template and the Setup Additional Custom Fields
dialog boxes. You can display selection boxes by pressing the F2 or Enter keys while the cursor
is in a particular profile field, or use the
Profile Template dialog box.
browse buttons displayed in the Document Import
NOTE
Some custom fields do not require entries validation against a table. They have no lookup tables
or selection boxes. See Additional Custom Fields on page 172.
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Quick Access
After you type a letter in a selection box, a list of selections beginning with this letter are
displayed. You can scroll to the next entry by typing another letter.
NOTE
The results obtained using this function depends on the order in which entries in the selection
box have been sorted.
Sorting
You can sort the entries displayed in a selection box by clicking any of the column headings.
Clicking again on a column heading sorts the column in reverse order.
Searching
You can search for all entries not displayed in a selection box. Enter a string in the field called
Show All Possible Entries that Match, and click the Lookup button. Entries that match your
search string are listed in the selection box. To search for a string among only those entries
currently displayed in the selection box, click Find.
Dynamic Profile Information

You can use the Document Import tool to generate dynamic profile information the documents
that you import. You can use dynamic profile field commands to complete this task. The
following information can be extracted from the documents and dynamically inserted into
profile fields:
Original document filenames or substrings
Original document extensions or substrings
Full path information
Path subdirectories or substrings
Current date and time
Last date modified
Current user name
Default strings when any of the above commands return a null value
Table 22 lists profile field commands and describes them.
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Where to Use Dynamic Profile Field Commands

Dynamic profile field commands can be used in the following profile fields in the Document
Import Profile Template:
Name
Description
Client
Custom2
Custom fields
NOTE
The profile fields that appear in your Document Import Profile Template dialog box may differ
from the default names supplied with WorkSite.
Table 22 Dynamic Profile Field Commands
Command
Definition
%F
Filename without extension
%E
DOS file extension
%P
Full path and drive letter without filename
%D
Current date
%T
Current time
%DT
Current date and time
%FD
Last date modified
%U
User currently logged in
xxxxxxxxx
Literal string of characters
%FS(offset,length)
Filename substring
%ES(offset,length)
Extension substring
%PS(level,offset,length) Path subdirectory or subdirectory substring

[xxxxxx]
Default entry string if previous command fails
Combining Profile Commands

You can combine profile entry commands. Below is an example of a profile definition that
combines a number of commands to create a description field:
%U%F%FDIMPORTANT DOCUMENTS
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The Description field becomes the logged in user.It is followed by the original filename of the
document, the last date modified, and the literal string, IMPORTANT DOCUMENTS.
You can use spaces to separate commands. The following command line is equivalent to the
example above:
%U %F %FD IMPORTANT DOCUMENTS
Filename or Extension Substring Extraction

You can insert a portion of a filename or extension dynamically into a profile field. The
commands for extracting a substring from a filename or extension are:
%FS(offset, length)
%ES(offset, length)
where length is the length of the substring in characters and offset is the number of the starting
character. The leftmost character in the string is 1. For example, to extract the first four letters of
a documents filename, you would use the following command:
%FS(1, 4)
To extract the fourth and fifth characters in a documents filename:
%FS(4, 2)
If the filename or extension is shorter than the specified offset, the command returns a null
value. You can use a length greater than the total number of characters available. The command
returns available characters, if there is at least one character available at the offset location.
When a command returns null and a Default Profile entry is defined, the Default Profile entry is
used.
Extracting substrings from filenames and extensions is useful when documents have been stored
according to naming conventions that encoded Custom1 (Client) or Custom2 (Matter)
information in the filename. For example, client information is encoded in the first five
characters of a filename, and Custom2 information is encoded in the last three characters of the
filename.
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Subdirectory and Subdirectory Substring Extraction

You can extract individual subdirectory names and insert them into profile fields using dynamic
profile field commands. The command for extracting a subdirectory name from a documents
path is:
%PS(level, offset, length)
where level is the number of subdirectories below the root of the drive letter, with 1 being the
first level. Offset and length provide the ability to use portions of subdirectory names. These
parameters function identically as in the filename substring and extension substring commands.
Offset is the first character of the subdirectory name to use, with 1 representing the first
character in the subdirectory name. Length is the length of the substring in characters.
The following command can insert the full subdirectory name for each document imported in a
profile field:
%PS(2, 1, 8)
This command inserts the name of the second subdirectory below the root of the drive letter in
which a document was stored. By setting offset to 1 and length to 8, the full name of the DOS
subdirectory name is imported.
If a subdirectory level is specified that does not exist, null is returned. You can specify a Default
Profile command that inserts an explicit profile entry when this condition occurs.
Default Profile Entry Command

The Default Profile command specifies an explicit profile entry that is used if the commands
prior to the default command fail and return a null. The Default Profile command must always
appear after all other profile entry commands.
The syntax of the Default Profile command is an explicit profile entry surrounded by square
brackets.
Below is an example that uses the Default Profile command:
%PS(2, 1, 8)[NOCustom2]
If this command appears in the Custom2 field in the Document Import Profile Template, then
the subdirectory two levels below the root of the drive letter is inserted in the Custom2 field for
each document imported. If that subdirectory did not exist, then NOCustom2 would be entered
in the Custom2 profile field for that document.
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The Default Profile command is useful when expected storage or naming conventions have not
been followed consistently.
Assigning Security
In the Document Import Profile Template dialog box, click Assign Security. The Security
Assignment dialog box is displayed. In the Security Assignment dialog box you can choose to
base security settings on document class or subclass by selecting the Use Class/Subclass
Security check box. If this option is selected, the security settings for documents imported into
your WorkSite database are determined based on the class or subclass used to identify the
documents.
If a subclass is specified for the document, then the default security setting for the document
subclass is used. If no subclass is specified, then the default security setting for the document
class is used. You can change the security settings for individual documents after the
importation.
You can also choose to set default security to PRIVATE, PUBLIC, or VIEW, without regard to
class or subclass.
Additional Custom Fields

To set profile information for fields that are not listed in the Document Import Profile Template
screen, click Additional Custom Fields. Enter that information in the Setup Additional Custom
Fields dialog box. The fields displayed for your database may be named differently than those
shown in Figure 75.
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Figure 75 Setup Additional Custom Fields
Types of Custom Fields

Validated Custom Fields
The ten fields listed in the Custom Fields box are additional fields that consist of an alias and
description. These fields must contain entries that can be verified against lookup tables in the
database. To enter a value for any of these fields, double-click the profile field name. The Set
Field Value dialog box allows you to edit the current entry. A list of all validated entries is
available for each of these fields by using the browse button that appears in the Set Field Value
dialog box.
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Custom String Fields

These four fields of profile information can contain string values of any kind. Unlike the profile
fields in the Custom Fields box, these fields are not validated against tables in the database. For
that reason, these fields can contain any kind of alphanumeric text. There are no selection
windows available for these fields.
Custom Long Fields

These four fields of profile information can contain only numeric information. Negative values,
scientific notation, and decimal values are not accepted.
Custom Date Fields

These four fields of profile information contain dates. Any other kind of information is not
accepted in these fields. Popup calendars are available to enter dates in the Set Field Value
dialog box. If you want to remove a value from one of these fields, check the None checkbox in
the Set Field Value dialog box.
Custom Boolean Fields

These four fields contain values of checked, not checked, or no value. By default they are set to
no value (gray with a check mark), meaning they are ignored during the importation process. If
these fields are explicitly set to checked or unchecked, then that value is entered in that field in
each documents profile record.
Custom25
The Custom25 field is set to unchecked.
Custom26
The Custom26 field is set to checked
Custom27
The Custom27 field contains no value
Creating an Exclude and Include List

In the Document Import Profile Template dialog box, the Include and Exclude File List dialog
box is used to create a list of file specifications that should be included or excluded during the
importation. The document types that you are importing determines how the Exclude and
Include File Lists option is used.
174
Figure 76 Include and Exclude File List dialog box
If you have specified an autodetect document type in the Type field of the Document Import
Profile Template, then you do not necessarily need to exclude other file types that exist in
the source document path. The Document Import tool detainees, which files are the selected
type. In such a case, you need to provide at least one DOS file specification in the Include
list. DOS wildcard characters can be used in your file specifications. The asterisk stands in
for any string, and the question mark stands for any single character. Figure 76 shows
several examples of DOS file specifications in the Exclude and Include lists.
If you specify ALL in the document Type field of the Document Import Profile Template
dialog box, then you may need to specify autodetect document types to exclude from the
importation in the Exclude Files list. You can list only those autodetect document types that
you want to include in the Include Files list.
If you select a nonautodetect document type in the Type field of the Document Import
Profile Template dialog box, then you must provide Exclude and Include file specifications.
They filter out unwanted files for importation. When you select a nonautodetect document
type for importation, all files that appear in the source document path are treated as
candidates for importation UNLESS they do not meet the Include file specifications, or if
they are explicitly excluded by the file specifications on the Exclude list.
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Saving a Template
1. Click the
Save Template icon. You can also press Ctrl+S, or select Save (or Save As)
from the Profile Template menu.
2. Enter a name for the template in the Save Profile Template dialog box.
3. Click OK to save the template, or Cancel to abort.
A message appears indicating whether or not the save was successful.
NOTE
The Document Import tool checks the syntax of all information entered in a profile template
before saving it. If any information is incorrect, an error message is displayed.
Deleting a Template
1. Click the
Delete Template icon. You can also press Ctrl+D, or select Delete from the
Profile Template menu.
2. Double-click the name of the template that you want to delete. Or select the template name
and then click OK.
3. Click OK in the Confirm Delete message box.
Loading an Import Template

If you or any other user has saved an Import template during a previous session with the
Document Import tool, you can reload that template, modify it, and use it to import documents
again.
To load an imported template:
1. Click the
Load Template icon. You can also press Ctrl+L, or select Load from the
Profile Template menu.
The Retrieve Template dialog box is displayed.
2. Select the template that you want to load. The Retrieve Template dialog box displays only
those templates that were saved on the selected database.
3. Double-click the template name, or select it. Click OK.
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Importing Documents
Importing Documents
After you have created an import template, click the
Import icon. You can also press Ctrl+I,
or select Import from the Documents menu. You must complete all required fields in the
Document Import Profile Template dialog box before you can initiate the Import command. If
you have completed any required fields improperly, a list of errors displayed in the Profile Error
Information dialog box. See Error Messages on page 180.
From the Import Documents dialog box, you can:
Perform a preliminary count of documents
Start importing documents
Halt or abort the import process
Review the log file during or after importation
Rollback all imported documents
Figure 77 Import Documents dialog box
To obtain a count of documents:

Click Get Count to perform a preliminary count of documents eligible for importation.
To start the import process:
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Click Start.
While documents are being imported, you can:
View the log file
Halt the import process by clicking the Abort button.
To view the log file:

Click View Log. You can view the log file without interrupting the import process
To halt or abort the import process:
1. Click Abort.
You will be asked whether or not you want to abort the import.
2. Click Yes to abort, or click No to continue.
If you click Yes, you will be asked whether you want to rollback the files that have already
been added to the database. If you want to rollback files, click Yes. Those files that were
already added will be removed from the WorkSite database.
To rollback files:
After the import is complete, you can still perform a complete rollback of all files that you added
to the database. To rollback files, click Rollback.
Viewing Log Files

The Document Import tool generates a log file for every importation that you perform. It records
important information about the import. Importation log files are stored in the WorkSite root
installation directory and are named using the following form:
importusername.log
where username is the name of the user who performed the importation.
Information recorded in the log file includes:
178
Starting date and time of the importation session
User who performed the importation
Database name
Name of the Import Template
Viewing Log Files
List of importation template settings
Source Document Path
Document Type
List of documents added with their assigned document numbers
Default security setting applied to all imported documents
Error messages, if any.
Ending date and time of the installation session
List of documents deleted, if a rollback was performed.
Figure 78 Log File, Sample output
To view the Log file:

1. Click View Log in the Import Documents dialog box or open the log file in any text editor.
You can also click View Log File from the main window of the Document Import (see
Figure 71).
2. Select the log file to be viewed from the Select a Log File to View window.
179
Purging the Log File

From the Document Import main window, you can purge unneeded or outdated log files from
your hard drive. Purging log files merely deletes the log files from your system. If a user tries to
perform an import, and the Document Import tool cannot find a log file for that user, the tool
creates a new log file.
To purge the log files:
1. From the main window of the Document Import tool, click Purge Log File.
2. Select the log file to be purged from the Select a Log File to Purge window, or delete your
log files from the Windows Explorer or DOS command line.
Error Messages
When you initiate the Import process, the Document Import tool checks the profile to ensure the
information is valid. If a required value is missing or if the value you provided cannot be
verified against the lookup tables, you are notified with a message in the Profile Error
Information dialog box. You cannot start the import process until all static profile fields can pass
this verification stage.
When you are using dynamic profile field commands, such as Client and Custom2 information,
the Document Import tool generates error messages only when it confronts an import problem.
The most frequent errors occur when a dynamic profile field command is not a valid entry in the
lookup tables in the database. Errors that occur during the import process are recorded in the log
file. Use the View Log option to view these error messages.
180
Chapter 7
Using the Dialog Editor Tool

Overview
This chapter includes the following topics:
About Dialog Editor
Getting Started
Dialog Editor Desktop
Captions
Form Management
Form Design
About Dialog Editor

The Dialog Editor is a administrative tool used to:
Customize the names and purpose of profile information fields
Customize the dialog boxes that appear to a user of WorkSite network
There are four legacy dialog boxes that are used in versions of the Dialog Editor that are
previous to version 8.0. Eight new dialog boxes are used in WorkSite Dialog Editor 8.2. All 12
dialog boxes are customizable. Table 23 lists the dialog boxes and describes them.
Table 23 Dialog boxes that can be customized
Name of dialog box
Use this dialog box to...
Search (Legacy)
Locate a document in a WorkSite Database

(for use in version prior to 8.0)
181
Chapter 7: Using the Dialog Editor Tool
Table 23 Dialog boxes that can be customized

Name of dialog box
Use this dialog box to...
New Profile (Legacy)
Create a new document profile

New Version (Legacy)
Create a new version of an existing document

Edit Profile (Legacy)
Edit a profile entry associated with an existing document

Search
Locate documents in a WorkSite Database

(use in version 8.2 or later)
New Profile
Create a new document profile

New Version
Create a new version of an existing document

Edit Profile
Edit profile entries associated with an existing document

Search WorkSpace
Locate documents within the WorkSpace

Quick Search
Appear in the File, Open dialog

New WorkSpace
Display the WorkSite Profile when creating a new workspace

Edit WorkSpace
Edit a WorkSite workspace profile

All WorkSite dialog boxes can be customized by:
Using different combinations of profile information fields
Using different combinations of options
Adding lookup buttons
Adding controls to customize user and group access privileges
Getting Started
Access the Dialog Editor tool from the WorkSite Server installation directory or from the
Windows Start menu.
2. Select Autonomy, then iManage Dialog Editor.
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Getting Started
The Dialog Editor main window is displayed.
Logging into a Server

Log into a WorkSite Server that connects to the database(s) whose dialogs you want to modify.
1. Launch the Dialog Editor.
2. Select Login from the Server menu or press Ctrl+G.
The Connect to Server dialog box is displayed.
3. Enter the name of the WorkSite Server in the Server Name field and then click Connect.
The Login to Server dialog box appears.
4. Enter your username and password in the UserID and Password fields. Enter the username
and password assigned while adding the users from the DBAdmin tool.
NOTE
Only Users who have been assigned to the Admin Role and given permissions to access this
tool from the DBAdmin Role Setup dialog box can log into the DBAdmin tool. See Adding
a Role to the Database on page 110.
5. Click Login. If login is successful, the Select Database(s) dialog appears with a list of
available databases.
6. Select the database(s) in the list whose dialogs you wish to edit, then click OK.
7. A different tabular pane appears in the Project WorkSpace window for each database to
which you are connected.
Logging Off a Server

To log off a WorkSite Server:
1. Select Logoff from the Server menu.
2. A confirmation window is displayed. Click OK.
NOTE
Changes made to forms that you did not save are lost when you log off from the WorkSite
Server.
183
Selecting or Deselecting Database(s)

You can disconnect from or reconnect to different databases that are available from the same
WorkSite Server by using the Select Database(s) and Deselect Database(s) options under the
Database menu.
To deselect a database:
1. Select Deselect Database(s) from the Database menu.
2. Select the database(s) whose forms you want to unload in the Deselect Database(s) dialog.
3. Click OK.
NOTE
When you deselect a database, any changes made to the forms on that database that were not
saved will be lost.
To select a database:
1. Choose Select Database(s) from the Database menu.
2. Select the database(s) whose forms you want to edit.
3. Click OK.
NOTE
When you select a database, the Dialog Editor loads the latest version of a form saved in the
database.

The Dialog Editor desktop is organized in the following manner:
184
Dialog Editor Left Pane or Project WorkSpace window
File Toolbar
Elements Toolbar
Align Toolbar
Dialog Editor Left Pane

The Dialog Editor displays one tab for each connected database in the left pane.
Figure 79 Dialog Editor Left Pane
To open a form for editing, select a form from the forms listed under the database in the left pane
and double-click the
Form icon.
To open or close a node in the tree, click the plus or minus sign next to the Form icon in the tree.
File Toolbar
The File toolbar contains buttons to create, open, or save a form. It also contains a button to
display help for the Dialog Editor.
185
Figure 80 File Toolbar
Align Toolbar
The Align toolbar contains buttons to position controls on a form precisely. See Aligning
Spacing and Resizing Controls on page 199.
Figure 81 Align Toolbar
Elements Toolbar
The Elements toolbar adds controls to a form. See Adding Controls to a Form on page 192.
Figure 82 Elements Toolbar
Captions
Captions are customized labels associated with each Profile field available to a form. The
Dialog Editor allows you to customize the names of the profile fields in a WorkSite database
through the use of captions. Changes to these names are reflected dynamically in the dialogs
seen by the end user.
At the bottom of the Set Captions list are eight new captions for WorkSite Server. You can edit
these captions to change the container names in the matter-centric DeskSite and FileSite trees.
To customize the names of profile fields:
1. In the Project WorkSpace window, select the database from the Database menu. It contains
the captions that you will edit
186
Form Management
2. Select Set Captions from the Database menu.

The Set Captions dialog box is displayed.
Figure 83 Set Captions dialog box
3. Select a profile field, and click Edit. You will modify the name of this field. The Modify
Captions dialog box is displayed.
4. Enter a name for the profile field in the Caption field. Click OK.
5. Click OK. The new captions appear on the form when it is reopened.
Form Management
Forms are the design templates for dialog boxes used in WorkSite. The Dialog Editor is a
sophisticated forms editor. By editing forms, you change the way the users access documents in
WorkSite, and how they enter and change document profile information.
Table 24 lists the forms that you can edit in the Dialog Editor.
Table 24 Types of Forms
Forms
Editing Options
New Profile
Add and Remove controls

Add Static Text
Add Group boxes
Resize and align controls
Edit Profile and View

New Version
Search
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Opening a Form
Select the required form in the left pane. Double-click the
Form menu. You can also click the
form icon or select Open from the
Open icon on the File toolbar.
Figure 84 Dialog Editor Left Pane
Exporting Forms
The Export option in the Form menu works like the Save As option in the File menu. Selecting
the Export option prompts the user to enter a new name for the form.
Use this feature for the following tasks:
Duplicating (Cloning) a form to a different database
Saving changes made to a form without overwriting the existing version
Importing Forms
The Import option in the Forms menu loads any saved form file with the appropriate .mhd file
extension.
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Form Management
CAUTION
Import does not have the same functionality as the Form | Open option. See Opening a Form
on page 188. The design elements, controls, and features of the imported form overwrite the
active form
Reloading Forms from the Database

You can restore form to its original state by reloading it. The form is the same as when you first
opened it, and any modifications to it are removed. Even if you do not save, the changes are
reflected when you reopen the form you have modified. To reload an original form, you must
exit from the form without saving and disconnect from the database. When you reconnect to the
database, the original form is available.
To reload a form:
1. Close the form. Click No when prompted to save changes to the form.
2. Close all other forms from that database that are open on your desktop. If you want to keep
changes made to any of these forms, click Yes.
NOTE
If you want to save changes made to a form, but do not want to overwrite the existing
version of that form that is currently saved on the database, use the Export option under the
Form menu to export the form to a directory. See Exporting Forms.
3. Use the Deselect Database(s) option under the Database menu to unload the forms for the
database that contains the form that you want to reload.
CAUTION
When you deselect the database, unsaved changes to the forms on that database will be lost.
4. Use the Select Database(s) option from the Database menu to reconnect to the database.
When you use the Select Database(s) option, the Dialog Editor loads the last version of the
form that was saved to the database.
5. Open the form again in the Dialog Editor. The form is restored to the state before it was
modified.
189
Saving a Form
To save a modified form:
1. Select the form that you want to save on your desktop.
2. Click the
Save icon in the File toolbar. You can also select Save from the Form menu. To
save all open forms to the database, select Save All from the File menu.
NOTE
When the Form Analysis dialog box is displayed, it indicates that required components are
missing from the form. Add these components and then select Save to save the form.
Deleting a Form
The Delete option from the File menu is not available in this release of Dialog Editor.
NOTE
Forms cannot be added or deleted. Only form profile fields can be added or deleted in the
existing forms.
Closing a Form
1. Select the required form from the left pane of the Dialog Editor.
2. Select Close from the Form menu.
3. Click Yes to save changes to the database.
NOTE
Changes made to the form remain in memory and are recalled when you open the form. To
get the unmodified form from the database, you need to deselect the database and then select
it. See Reloading Forms from the Database on page 189, or Selecting or Deselecting
Database(s) on page 184.
190
Form Design
Form Design
With the Dialog Editor, you can configure dialog boxes to meet your operations specific needs.
Figure 85 displays the nine elements that make up a typical form design.
Figure 85 Sample Form with all the Controls
Edit Box
Control
Lookup Button
Control
List Control
Group Box
Control
Static Text Control
Command
Button Control
Date Field Control
Dynamic
Text Control
Radio Button
Control
Table 25 lists the valid data formats set for each of the Custom fields. The expected format for
data that is associated with each of the fields cannot be changed.
Table 25 Valid formats for the Custom fields
Field Name
Format for values
Custom1/Custom2
Custom3 to Custom12
Custom29/Custom30
Alias is limited to 32 characters, Description is limited to

254 characters. The only valid entries are those that match
listings in the table
Custom13 to Custom16
Any string of up to 96 characters. Entries by users in these

fields are not checked against a table.
These custom fields can hold numeric information only
These custom fields can hold date information
191
Table 25 Valid formats for the Custom fields

Field Name
Format for values
These custom fields can hold boolean values and consist

of check boxes. They can be selected or cleared.
Controls
Controls are fields in a form that allow users to enter information, select valid values, enable
options, or perform a specific command.
Adding Controls to a Form

This section describes tools on the Elements toolbar and how to include them in your custom
form design. Some controls can only be used in particular forms or a limited number of times in
a form.
Table 26 Restrictions on controls
Control Box Name
Available in the Form...
Security Template control box
New Profile
New Version Profile
Databases control box
Search Dialog
Date control box
All
Not Available in
the Form...
Quick Search
Table 27 lists the controls that can be used in WorkSite forms. The number of times a control can
be used is determined when you move your cursor over the control icon in the Elements toolbar.
A smart pop-up box displays all the available controls.
Figure 86 Elements toolbar
Table 27 Elements toolbar Icons

Icon
192
Control Name
Description
Static Text
Static text appears on a form that does not change. It is

most often used as a label for a control.
Form Design
Table 27 Elements toolbar Icons

Icon
Control Name
Description
Dynamic Text
Dynamic text controls are components that can be added

to a WorkSite form that has content dynamically
determined when it is displayed.
Edit box
Edit boxes are fields on WorkSite forms in which users

can enter text.
Group box
Group boxes are simple graphic effects used to group a

set of controls on a form.
Radio Button
A radio button allows users to select one option from

multiple options. Radio buttons are not suitable for
multiple selections
Buttons
There are two button types that you can add to a

WorkSite form:
Command Buttons: Instruct WorkSite to perform
activities, such as close the form, save the search
results, display the worklist, display a help topic, and
so on.
Lookup buttons: Let the user to select entries for a
particular profile field from validation tables on the
database. Lookup buttons require an associated Edit
box for the same profile field.
Combo box
A combo box allows the user to select an option from a

set of available options that appear in the drop-down list.
List Control
List controls display multiple entries in a list. They allow

the user to highlight one or more items in the list
Date Field
Date fields track the date of a document or search in

WorkSite.
Check box
A check box control allows a user to enable or disable a

particular feature
The Boolean profile fields that can be used with the
check box control on a WorkSite form include:
Custom25-28. Boolean fields
Indexable flag. Indicates whether the document
should be indexed by the full-text indexer
Archive flag. Indicates that the document is ready for
archiving
Canvas or Logo The canvas or logo control allows a user to create a

rectangle (canvas) within a form or add the WorkSite
logo to a form.
External User
The external user control is used to add a warning that

the document the user is viewing is shared with external
users.
193
Adding Controls
The procedure for adding controls to a form is similar for all controls. Also, see Adding a
Canvas Control on page 195 and Adding the External User Control on page 197.
To add controls to a form:
1. Move the pointer over the required icon in the Elements toolbar without clicking.A smart
pop-up displays the type and number of such controls available for adding to the form.
NOTE
The static text and group box controls display only the name of the control. These controls
are added directly to the form without associating a database.
2. Click the icons from the Elements toolbar.
3. Click a place within the form where you want to add the control. The Database Association
Figure 87 Database Association dialog box
NOTE
The Database Association dialog box is not displayed for the static text and group box
controls
4. Select the profile field from the Associate Control With list, and click OK.
The control is added to the form.
For the static text and group box controls:
5. Right-click the control and select Properties from the menu.
6. Enter the text that should appear in the control in the Caption field of the Properties dialog
box.
NOTE
The Date field includes a lookup button that allows users to select a date from a popup
calendar. The Date field also includes a checkbox to enable or disable the field. When
194
Form Design
adding date fields to the Search dialog, you must add one control to enter a specified date or
a date with a modifier such as Begins or After. To search for a date range, you will need to
add two controls for the From date and the To date.
Adding a Canvas Control

The steps to add a canvas, logo, horizontal divider or vertical divider are the same. The
following section has outlined the steps to add a canvas. Follow the same steps to add a Logo,
Horizontal Divider or Vertical Divider.
To add a canvas:
1. Move the pointer over the
Canvas or Logo icon without clicking. A smart pop-up
displays the controls available: Canvas, Logo, Horizontal Divider, and Vertical Divider.
2. Click the
Canvas or Logo icon and drag the pointer over an area of the form to create a
rectangle (canvas). The Custom Control Association dialog box is displayed.
3. Select Canvas from the list.
Figure 88 Custom Control Association dialog box
4. Move the pointer inside the canvas, right-click, and select Properties.
The Custom Control Properties dialog box is displayed.
195
Figure 89 Custom Control Properties dialog box, General tab
5. To add a caption inside the canvas, enter a title in the Caption field and select Visible. The
Alignment options determine the position of the caption: Left, Center, or Right.
NOTE
If there is more than one database on the server, then captions must be changed consistently
in all databases for the changes to become visible in the client interface.
6. Click Visible to create a visible border surrounding the canvas. Use the Width list to select a
border width of 1, 2, 3, or 6 points.
7. To add color to a border or canvas, select the Color tab on the Custom Control Properties
dialog box. Select where the color should be applied: Border Color or Canvas Color. From
the Color Set list, select from a group of Standard Colors or Windows System Colors.
196
Form Design
Figure 90 Custom Control Properties dialog box, Color tab
8. To create a custom color for the border or canvas, click Edit Custom Color.
9. Click Apply and OK.
Adding a Logo Control

1. Move the pointer over the
Canvas or Logo icon without clicking. A smart pop-up
displays the controls available: Canvas, Logo, Horizontal Divider, and Vertical Divider.
2. Click the
Canvas or Logo icon and drag the pointer over an area of the form to create a
rectangle (canvas).
3. Select Logo from the list.The WorkSite Logo appears inside the canvas.
NOTE
The logo is customizable.
Adding the External User Control

The External User control is used to add a warning that the document the user is viewing is
shared with external users.
1. Click the
External User icon and drag the pointer over an area where the External User
warning displays.
197
2. Select External User Sign (Specialty Control) from the Database Association dialog box.
Figure 91 External User control, Database Association dialog box
3. Select Tab Order from the Layout menu on Dialog Editor to display the tabs on the form.
NOTE
The tab order allows the user to move from one field to another in the dialog box using the
Tab key. See Form Design on page 191 for information about using the Tab key.
4. Click the form or press Ctrl+D to exit Tab Order mode. The External User control becomes
visible.
Required Controls
Each of the four form templates require certain controls to appear on the form. You will not be
able to save the form if any of the required or necessary controls are missing.
Table 28 Required Controls for Each Form Type
New
Profile
New
Version
Author Edit Box
Class Edit Box
Operator Edit Box
Type Edit Box
Database Combo Box
Security Template Combo

Box
Control
Database List Box
Search
Edit
Profile
DocNum Label
Version Label
An X indicates that the specified control is required for that form.
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Form Design
Table 28 Required Controls for Each Form Type

New
Profile
New
Version
Edit
Profile
Control
Search
Save Search Button
Find Button
Cancel Button
Help Button
OK Button
An X indicates that the specified control is required for that form.
Control-Specific Dependencies
Some controls depend on the presence of other controls on the form to function properly. These
control-specific dependencies are listed below:
Profile field descriptive labels require an associated Edit Box where the user can enter a
description. To set the caption for the label, enter the name of the field in the Set Captions
dialog.
Lookup Buttons require an associated Edit Box. When the user selects a valid value from
the Lookup dialog box, the selection appears in the edit box.
NOTE
You cannot save a form that is missing a required control or a control-specific dependency to
a database. To check whether required controls are missing from a form, select Analyze from
the Form menu. To save an incomplete form temporarily, export it to a local directory.
Aligning Spacing and Resizing Controls

The Dialog Editor includes tools for arranging controls on a form.
Table 29 Align Controls
Function
Icon
Keyboard
Description
Left Align
Ctrl+Left arrow
Aligns the left edges of selected controls to the left edge

of the highlighted one
Right Align
Ctrl+Right arrow Aligns the right edges of selected controls to the right
edge of the highlighted one
Align Tops
Ctrl+Up arrow
Aligns the tops of selected controls to the top edge of the

highlighted one
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Table 29 Align Controls

Function
Icon
Align Bottoms
Keyboard
Description
Ctrl+Down arrow Aligns the bottoms of selected controls to the bottom of

the highlighted one.
Centre Controls
Vertically
Centre Controls
Horizontally
Center
Horizontal
F9
Aligns the selected control(s) to the horizontal center of

the form
Center Vertical
Shift+F9
Aligns the selected control(s) to the vertical center of the

form
Space Evenly
Horizontally
Alt+Right Arrow Evenly spaces three or more selected horizontal controls
Space Evenly
Vertically
Alt+Up Arrow
Evenly spaces three or more selected vertical controls
Make Same
Width
Sizes the horizontal dimension of all selected controls to

match the highlighted control
Make Same
Height
Sizes the vertical dimension of all selected controls to

match the highlighted one
Make Same
Size
Sizes the horizontal and vertical dimension of all selected

controls
Display Grid
Displays the grid on the dialog box
Changing Properties on a Form or Control

Both forms and individual controls have various properties, such as captions, field association,
and others.
NOTE
The specific properties that exist and can be modified by the user depends on the specific form
or control type. The properties for some controls cannot be edited.
To change properties on a form or a control:
1. Right-click in the form or on a control on the form.
2. Select Properties from the popup menu.
3. Change any available properties on the form or the control.
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Form Design
Moving and Deleting Controls

To move a form control:
1. Click the form control(s) to select them.
2. Click and drag the control(s) to another part of the form.
To delete one or more form controls from a form:
1. Click the form control(s) to select them.
2. Press the Delete key.
Importing and Exporting Controls

The following section describes the procedures for importing and exporting controls.
Importing Controls
The Import function copies a set of form controls that were previously exported as a MHD file
into the currently active form on your desktop.
To import controls:
1. Select Import from the Form menu.
2. Browse to the file that you want to import. Forms are saved with the .mhd extension.
3. Click Open. The controls stored in the MHD file will be copied into the currently active
form on your desktop. Any controls already installed on the currently active form will be
overwritten.
CAUTION
Importing controls will overwrite any existing controls on the currently active form and replace
them with those saved in the .mhd file.
Exporting Controls
The Export function allows you to save a set of form controls as an .mhd file on your local or
network drive. These form controls can be loaded into another database, replacing the form
201
controls on the same type of form, or they can be used as a template to create a new form on a
database.
To export controls:
1. In the Dialog Editor, open the form with the controls that you want to save. Select the form.
2. Select Export from the Form menu.
Navigate to the directory where you want to save the file.
3. Enter a file name for the MHD file.
4. Click Save.
NOTE
All forms saved to disk must have the extension MHD.
Testing and Analyzing a Form Design

Use these tools to check your form design.
Click the Test icon, or select Test from the Layout menu to see how the form will look to
the end-user in the WorkSite database.
Select Analyze from the Form menu to see if the form is missing any required controls or if
any present controls require additional controls that are not there. If your form is fully
compliant with all requirements a message confirms the details to you.
Setting Tab Order

Tab order is the sequence in which focus shifts from control to control as the user hits the Tab
key.
A WorkSite end-user will most likely use the Tab key to navigate from field to field within a
form. It is important for the designer of a form to set the tab order appropriately.
To set the tab order on a form:
1. Select and click a form. You will edit its tab order.
2. Select Tab Order from the Layout menu. The red numbers that appear on the form indicate
the existing tab order.
202
Form Design
Figure 92 Quick Search dialog box with tab order
3. By default, the first control that you click will be assigned the first tab order in the sequence.
To begin editing the tab order in the middle of the sequence, hold down the Control key and
click the control with which you want to begin.
4. Click the controls in the order that will be most intuitive to the user. The next control that
you click is assigned the next position in the tab order sequence.
5. Click the form or press Ctrl+D to exit tab order mode.
CAUTION
When setting tab order, you must put the lookup that is associated with a particular Edit box
immediately after the Edit box in the tab order. This is necessary for the F2 shortcut key to
work. The F2 shortcut key allows a user to open the lookup for a profile field on a form when
the cursor is in the Edit box for that profile field on the form.
203
204
Chapter 8
Using the Monitor Tool

Overview
About WorkSite Monitor
Starting WorkSite Monitor
Registering and Unregistering WorkSite Servers
The WorkSite Monitor Desktop
Keyboard Shortcuts and Toolbar Buttons
Using WorkSite Monitor on page 222
About WorkSite Monitor

The WorkSite Monitor is an administrative tool used to manage WorkSite databases. It allows
you to locate, relocate or delete documents, mark documents for archiving, or change document
profile information. WorkSite Monitor is particularly useful when an employee leaves the
company or transfers to another position.
WorkSite Monitor also allows the administrator to perform system-wide searches for
documents. As a WorkSite administrator, you have access to all documents in the WorkSite
repository, regardless of the security settings.
205
Chapter 8: Using the Monitor Tool
Starting WorkSite Monitor

Access the WorkSite Monitor tool from the default WorkSite Server Installation directory.
2. Select Autonomy, then iManage Monitor.
3. Register the WorkSite Server to access the database. See the next section.
Registering and Unregistering WorkSite

Servers
You need to register the WorkSite Servers on your network with the WorkSite Monitor tool. To
register a server, select Register/Unregister from the Server menu.
After you register a WorkSite Server, the WorkSite Monitor tool automatically logs you into that
server again the next time that you launch it. If you do not want the WorkSite Monitor tool to
automatically log you into a WorkSite Server, unregister that WorkSite Server.
When you launch the WorkSite Monitor tool, the automatic login feature may time out because
the server failed to respond in time. When this happens, a red icon is displayed for the server.
Use the Reconnect button to reconnect to the server.
To register a WorkSite Server:
1. Select Register/Unregister from the Server menu.
The Register Servers dialog box is displayed.
206
Registering and Unregistering WorkSite Servers
Figure 93 Register Servers dialog box
2. Enter the name of the WorkSite Server in the Enter Server Name field.
3. Click Register.
4. Enter your user name and password in the Login to Server dialog box.
5. Click Login.
6. When you are finished registering servers, click Close to close the Register Servers dialog
box.
To unregister a WorkSite Server:
1. Select Register/Unregister from the Server menu to display the Register Servers dialog
box.
2. Select the server name.
3. Click Unregister.
4. Click OK.
To reconnect to a server when autologin times out:
1. Select Register/Unregister from the Server menu to display the Register Servers dialog
box.
2. Select the server that the WorkSite Monitor tool failed to log into automatically at startup.
The server will be marked with a red icon.
207
3. Click Reconnect.
4. Click OK.

The WorkSite Monitor has the following frames:
208
Server WorkSpace window. Displays the WorkSite Servers and WorkSite databases to
which the WorkSite Monitor tool is connected.
Information window. Displays messages to the user about timeouts, reconnects, error
messages, and so on.
Results workspace. Displays Search Results tab, History Table Search Results tab,
Statistics tab, Active Users tab, and Print Preview tab.
Figure 94 WorkSite Monitor main window
There are also two toolbars and a menu bar, which can be detached, resized or hidden, as can the
Server WorkSpace and Information windows. The arrangement of the frames on the WorkSite
Monitor desktop can also be fully customized.
Select the required window from the Window menu to hide or display the window in the
WorkSite Monitor main window.
Keyboard Shortcuts and Toolbar Buttons

The Monitor tool has a File toolbar and an Actions toolbar. Table 30 lists the function and
keyboard shortcuts for the toolbar buttons.
Table 30 Keyboard Shortcuts and Toolbar Buttons
Keyboard
Toolbar
Ctrl+G
Function
Register/Unregister WorkSite Server
209
Table 30 Keyboard Shortcuts and Toolbar Buttons

Keyboard
Toolbar
Function
Ctrl+N
Release (unlock) highlighted documents
Delete
Delete current highlighted document or document history

entries
Ctrl+E
Delete documents using search criteria
Ctrl+F
Find a search string
F1
View the online help topic associated with the item you
select
F2
Display a lookup table of profile entries
F3
Find Next instance of the search string
F5
Refresh current active window
Ctrl+P
Print the selected document
About (displays program version number)
Ctrl+L
Relocate documents
Ctrl+A
Reassign documents by author
Ctrl+O
Reassign documents by operator
Ctrl+S
Search for documents
Ctrl+H
Document history search
Ctrl+M
Mark/Unmark documents for archiving
Ctrl+C
Archive all marked documents
Ctrl+R
Restore archived documents from archive sets
Ctrl+Q
Restore documents according to user requests
Ctrl+U
Display all active users on the WorkSite Server
Ctrl+D
Set search result display options
Server WorkSpace Window

Figure 95 shows the Server WorkSpace window as it appears when undocked from the WorkSite
Monitor desktop. A list of the WorkSite Servers that are currently registered with the WorkSite
Monitor tool can be viewed in the Servers tab.
210
Figure 95 Server WorkSpace Window, Servers tab
The Server WorkSpace window also contains a tab for each of the WorkSite Servers that is
registered with the WorkSite Monitor tool. When you click the tab for a WorkSite Server, a list
of available databases is displayed.
Figure 96 Server WorkSpace Window, Database tab
Icons in the Server WorkSpace Window

Table 31 lists the icons displayed in the Server WorkSpace window.
Table 31 Icons in the Server WorkSpace window
Icon
Description
The Network icon appears in the Servers tab and contains a list of all
WorkSite Servers that are registered with the WorkSite Monitor tool.
211
Table 31 Icons in the Server WorkSpace window

Icon
Description
A WorkSite Server icon appears for each WorkSite Server machine that is
registered with the WorkSite Monitor tool. Double-click the icon in the
Servers tab to display the tab for that WorkSite Server.
An Active Users icon appears beneath each WorkSite Server icon.
Double-click this icon to display a list of all users currently logged into the
WorkSite Server.
A WorkSite Database icon appears beneath a WorkSite Server icon for each
WorkSite database to which that WorkSite Server is connected. Each WorkSite
Database icon contains a list of Document Searches and Document History
Searches.
The Document Searches icon contains a list of searches that have been
performed on the database during this session with WorkSite Monitor.
Double-click a search icon to displays the results of the search.
The Search icon represents a document search recently performed on this
database. Double-click this icon to redisplay the results of the search.
Right-click the icon and select Show Search Parameters to display the
parameters used to perform this search.
The Document History Searches icon contains a list of searches that have
been performed on the document history table during this session with
WorkSite Monitor. Double-click a Document History Search icon to display
the results of the search.
The Document History Search icon represents a search recently performed
on the document history table for this database. Double-click this icon to
display the results of the search. Right-click the Document History Search
icon and select Show Search Parameters to display the search parameters.
Information Window
The Information Window displays messages about timeouts, reconnects, and errors.
Figure 97 Information Window
212
Results WorkSpaces
The Results WorkSpace displays information in the tabs. The following tabs are displayed when
you run the corresponding command or action:
Statistics tab
Active Users tab
Document Search Results tab
Document History Results tab
Statistics Tab
The Statistics tab displays status information for the WorkSite Servers that are registered with
WorkSite Monitor. When you select a WorkSite Server, you can view a snapshot of its document
management transactions. To change the frequency with which the information in the Statistics
tab is updated, set the Set Priority option under the View menu. For example, you can change
the settings from High to Low. Table 32 lists the columns in the Statistics tab.
Figure 98 Results WorkSpace, Statistics tab
Table 32 Column Headings on the Statistics tab

Column Heading
Description
Servers
Server name
TX/min
The number of transactions performed in the last minute
Total TX
The number of transactions performed since the server was

last started
# of Sessions
The number of users connected to the WorkSite Server
213
Table 32 Column Headings on the Statistics tab

Column Heading
Description
TX Pending
The number of transactions waiting to be performed (Queue

Size)
ConnectedDBs
The number of databases to which the WorkSite Server is

connected
DisconnectedDBs
The number of databases that are registered to the server,

but to which the WorkSite Server is currently unable to
connect
File Download/min
The number of files downloaded in the last minute
Total File Download
The number of files downloaded since the last time the

server was started
File Upload/min
The number of files uploaded in the last minute
Total File Upload
The total number of files uploaded since the last time the
server was started
File TX Pending
The number of file transactions (uploads or downloads)

waiting to be processed (File Transfer Queue Size).
Document Search Results Tab

The Document Search Results tab display documents that have been found as the result of a
document search. At the top of each Search Results tab is a short profile display area where
additional profile information is displayed for the document that is selected in the table.
214
Figure 99 Document Search Results tab
Table 33 Status Icons

Icon
Indicates
Checke- out
Archived
In Use (Busy)
NOTE
The Windows Explorer icon for the application is associated with the document type. It is
displayed in the status column of the Search Results tab, when a document is not checked-out,
busy, or archived.
Customize View
Select Options under the View menu to customize the profile fields that appear and the order in
which they appear in the Search Results tab. See Setting Search Results Display Options on
page 217.
Document History Search Results Tab

The Document History Search Results tab display the results of searches performed on the
document history table.
215
Figure 100 Document History Search Results tab
To delete entries in the Document History tab, perform a search. Select the rows that you want
to delete, and press the Delete key. Alternatively, you can right-click the selected rows and
select Delete.
Active Users Tab

In the Servers WorkSpace window, click the Active Users icon to display all users who are
logged into the WorkSite Server. An Active Users icon appears in each of the tabs for the
WorkSite Servers that are registered with the WorkSite Monitor tool.
You can also display the list of active users for a WorkSite Server by selecting Active Users
from the Server menu or by typing Ctrl+U. When you select Active Users from the Server
menu, the active users are displayed in an Active Users tab within the Results workspace
window.
Results Tab Right-click Menu Options

To obtain information about the documents displayed on the Search Results or Document
History Search Results tab:
Right-click one or more selected documents in the Search Results or Document History
Search Results tab.
The right-click menu is displayed.
216
Figure 101 Right-click menu in Search Results tab
Select Document Information to display details of the WorkSite database that contains the
document. This information includes the file server on which the document is stored, path
information for the document, and the number and version information.
Select Document Detail Information to display the current users name, anticipated return
date (if the document was checked-out), and the IP address of the users PC.
Select Delete Current Selected to delete a document in the displayed tab, or select a
document, then press the Delete key. See Deleting Documents on page 227.
Select Unlock Documents to release a document that is checked-out or in use, and make it
available to other users. You can also select the document, and then press Ctrl+N. See
Unlocking Documents on page 227.
Select Refresh to update the current active tab in the WorkSite Monitor tool with the latest
information from the database or WorkSite Server.
Choose Select All to select all the rows in the Search Results tab.
Sorting Search Result Tables

To sort the rows displayed in any Search Results or Document History Search Results tab,
click the column heading to sort the table. Click the column heading again to toggle from
ascending to descending order.
Searching in a Search Results Table

To search for a specified search string in any Search Results or Document History Search
Results tab, press Ctrl+F. You can also select Find from the Edit menu. The Find dialog box is
displayed. See Using the Find Dialog on page 255.
Setting Search Results Display Options

The WorkSite Monitor tool allows you to customize the parameters that control the display of
document search results. You can modify these options:
217
The profile fields displayed in the Search Results tab
The profile fields displayed in the short profile display area at the top of a Search Results
tab when you select a row in the document grid
The maximum number of documents or table entries to be displayed in a Search Results tab
or any of the selection boxes
The option to display all versions of a document or only the latest version
The option to display custom field aliases or descriptions in Search Results tabs
The changes made to these options are applied globally to all databases and servers to which
the WorkSite Monitor tool is connected
To change or reorder the profile fields:

1. Select Options from the View menu in WorkSite Monitor.
2. Click Fields Shown tab.
Figure 102 Document Search Display, Fields Shown tab
The profile fields displayed in the Search Results tab are shown in the Search Results list.
The fields are listed in order of their appearance from left to right in a Search Results tab.
The Profile Fields list contains all other profile fields that can be displayed in a Search
Results tab.
3. To add a profile field, double click the profile name as it appears in the list view on the left.
4. To remove a profile field from those currently displayed in Search Results tab, double-click
the profile name in the Search Results list.
218
5. To change the order in which profile fields appear in a Search Results tab, click any profile
name in the Search Results list and drag it up or down in the list.
6. Click OK.
To change the profile fields in the short profile display area:
1. Select a row in the Search Results tab:
2. Select Options from the View menu in WorkSite Monitor.
3. Click the Short Profile Display tab. The profile fields you select will display read-only
values for a selected document in the Short Profile Display above the Search Results table.
The fields displayed in this dialog box show the profile fields that are currently being
displayed in the short profile display area of the Search Results tab.
Figure 103 Document Search Display dialog box, Short Profile Display tab
4. Click the arrow next to any field to display a different profile field in that part of the short
profile display area.
5. Click OK.
To change the maximum number of search results to display:
1. Select Options from the View menu.
2. Click the Search Size tab.
219
Figure 104 Document Search Display dialog box - Search Size tab
3. To set the maximum number of rows displayed in any Search Results tab or in the selection
boxes, enter the number in the Maximum number of documents in Search Window entry
field in the Search Size tab.
4. To change the length of time in seconds elapsed before the search times out, enter a number
in the Server Time-out In Seconds field. The default is 500 seconds. Increase this number if
your searches time out.
5. To display only the latest version of a document in the Search Results, select Latest Version
Only. To display all versions that meet the search criteria, select All Versions.
6. To display the Description component of custom fields in any Search Results tab, select the
Description field.
7. To display custom field aliases, select the Alias field.
8. To save your changes, click OK. To exit without saving your changes, click Cancel.
Using Support Dialogs

In the WorkSite Monitor tool, you can access the Selection dialog box and the Setup Additional
Custom Fields dialog box in variety of ways.
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Selection Dialog Box (Lookup Tables)

Selection dialog boxes are used to select profile field entries from lists of validated entries in the
database tables. Selection dialog boxes are displayed when you use the
browse button next
to a profile field in one of the other WorkSite Monitor tool dialog box or when you press F2
while the cursor is in a profile field.
A Selection dialog box is available for any profile field that has lookup data associated with it.
These fields include the following:
Table 34:
Author
Subclass
Operator
Custom 1 through 12
Type
Custom 29
Class
Custom 30
Wildcard Characters
The percent (%) character is a wildcard character available when performing a search using the
WorkSite Monitor tool. It functions as a multi-character wildcard character. Entering BAR% in
the Author field, for instance, will match all entries that begin with BAR, such as BARBARA,
BARB, BART, and BARTH.
Setup Additional Custom Fields Dialog Box

The Setup Additional Custom Fields dialog box can be accessed from the Document Search,
Document History, Delete Documents (by selection), Relocate Document, and Bulk Edit
Document Profiles dialog boxes.
The Setup Additional Custom Fields dialog box is used to specify selection criteria based on the
Custom fields not shown in all of the previously mentioned dialogs. In addition, it is used to
specify substitution information for the Relocate Document and Bulk Edit Document Profiles
dialog boxes. See Additional Custom Fields on page 172.
Setting Up Custom Fields

To setup custom fields in the Setup Additional Custom Fields dialog box:
1. Click Additional Fields in the parent dialog box.
2. Double-click the profile field for which you want to specify criteria.
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3. Enter criteria in the corresponding Edit dialog box that is displayed. Lookup tables are
available for custom fields 3 to 12. Use the
browse button when entering criteria for
these fields to select validated entries from a lookup table.
4. Click Update.
5. Click Close.
Using WorkSite Monitor

The following sections describe how to use the WorkSite Monitor:
Searching for Documents on page 222
Searching the Document History on page 224
Printing Reports on page 226
Unlocking Documents on page 227
Deleting Documents on page 227
Relocating Documents between Databases on page 229
Bulk Profile Edit on page 237
Reassigning Documents by Author or Operator on page 239
Document Archiving on page 240
Restoring Archived Documents on page 248
Set Priority on page 254
Create a Custom Toolbar on page 254
Using the Find Dialog on page 255
Searching for Documents

The WorkSite Monitor tool allows you to search for documents based on:
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Profile information
Creation date and edit date
Document status, for example, checked-out or busy (in use)
The WorkSite Monitor tool allows you to search for documents based on any field of profile
information, including fields that do not appear on the Search Dialog box in the WorkSite
Client.
To search for documents:
1. Select a
window.
database and click the
Document Searches icon in the Server WorkSpace
2. Press Ctrl+S or select Search from the Document menu.

Alternatively, you can right-click the database icon or Document Searches icon and select
Document Search.
The Document Search dialog box is displayed.
Figure 105 Document Search dialog box
3. Enter search criteria in the Document Search dialog box. Use the
validated entries from database lookup tables.
browse button to select
4. Click Additional Fields to enter criteria for custom fields not displayed in the Document
Search dialog box. See Setup Additional Custom Fields Dialog Box on page 221.
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5. To search for documents that are busy or checked-out, select the appropriate checkbox.
6. To name the search query for later use, enter a name in the Query Name field. If no name is
entered in this field, the WorkSite Monitor tool assigns a default name to the search.
7. Click Search to display matches to your search. The search results are displayed on the
Search Results tab. See Document Search Results Tab on page 214
Searching the Document History

You can generate a document history report using the WorkSite Monitor tool. You can search the
document history for specified criteria. The WorkSite Monitor tool allows you to use search
criteria based on document actions that have been performed by users. Use the Document
History Search dialog box to set search criteria.
To generate a document history report:
1. In the Server WorkSpace window, select the database containing the document history you
want to search.
Alternatively, you can select the
Document History Searches icon for the database.
2. Select History Search from the Document menu or press Ctrl+H.

Alternatively, you can right-click the
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Database icon, then select Document History.
Figure 106 Document History dialog box
3. Select the activities that you would like to search in the document history table. To search
only for instances of such activities that were performed by particular users, enter those user
names in the User field. Use the
database users.
browse button to select from a table of validated
4. Enter document profile criteria to narrow the scope of the search to include activities only
performed on specified documents. To enter criteria for custom fields not displayed in the
Document History dialog box, click Additional Fields. See Setup Additional Custom Fields
Dialog Box on page 221.
5. Select a date or a date range to display activities performed during a specified period.
6. Click Search. The search results are displayed in a separate Document History Search
Results tab. See Document History Search Results Tab on page 215.
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Deleting Entries in the Document History Table

To delete entries in the document history table:
1. Perform a search of the document history table specifying the selection criteria used to
delete entries. The search results are displayed.
2. Select the entries that you want to delete, and click Delete key. Alternatively, you can
right-click the selected entries and select Delete.
Redisplaying Search Parameters

To redisplay the parameters used to display a specific search results, right-click the icon for the
search in the Server WorkSpace window. Select Show Search Parameters. You can perform
this task for document searches and document history searches.
Printing Reports
From the WorkSite Monitor tool, you can print document history reports, search results, lists of
active users, and tables of server statistics.
To print reports or lists:
1. On the tab that you want to print, select Print from the File menu. You can also press
Ctrl+P. The Print dialog box is displayed.
2. Enter the details and click OK.
Setting Printer Options

To set printer options, select Print Setup from the File menu. A standard Windows Print Setup
Print Preview
The WorkSite Monitor tool includes a preview option for the Document History Reports,
Server Statistics, and Search Result tabs. To preview a printout, select Print Preview from the
File menu on the window that you want to print. A Print Preview window appears.
From the Print Preview window, you can:
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Scan through the pages of your printout using the Next Page and Prev Page buttons.
Toggle between single page and two page display using the One Page and Two Page
buttons.
Increase or decrease the display scale using the Zoom In and Zoom Out buttons.
Close the Print Preview window by clicking Close.
Print the previewed window by clicking Print.
Unlocking Documents
From the WorkSite Monitor tool, you can unlock documents that are currently marked as
checked-out or busy in the database.
Releasing a document unlocks the document in the database and allows other users to open, edit,
or check out the document.
If a user release or unlocks a document in use by another user, it must be checked into the
database under a different version. For example, a second user may have checked-out or have
been editing the document.
The release function is intended for unlocking documents that have been erroneously marked as
in use or checked-out as a result of a network failure. This function is identical to the unlock
option available in the WorkSite Network Client.
To release a document in the database:
1. Select the documents that you want to release in a search results window.
2. Select Unlock Documents from the right-click menu, or press Ctrl+N. A confirm request
message box appears.
3. Click OK.
NOTE
The WorkSite Administrator must enable the option to release or delete documents in the
database based on user roles.
Deleting Documents
You can delete documents from within the WorkSite Monitor tool:
Select the documents to be deleted from the tab in the Search Results window. From the
Document menu, select Delete and then Current Selected.
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You can specify document profile information to search for and select documents for
deletion in a database. The keyboard shortcut for deleting the selected document in the
Search Results window is the Delete key.
To delete documents by search criteria:

1. From the Document menu select Delete and then By Selection.
The Delete Document dialog box is displayed.
Figure 107 Delete Documents dialog box
2. Enter the search criteria in the Delete Documents dialog box.

3. (Optional) Click Additional Fields to enter criteria for additional profile fields not shown in
the dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup
Additional Custom Fields Dialog Box on page 221.
4. Click Start to count the number of documents selected for deletion. The Deleting
Documents dialog box is displayed.
5. Click Start to initiate the document deletion process. The Deleting Documents dialog box
displays statistics on the progress of document deletion process.
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Figure 108 Deleting Documents dialog box
6. To abort the deletion, click Abort. If you click Abort, a message box asks you to confirm
your selection. Click OK in the message box. To continue with the deletion process, click
Cancel.
When the deletion process is finished, a message box is displayed informing you of the
success of the deletion process.
7. Click OK.
Relocating Documents between Databases

You can use the WorkSite Monitor tool to relocate documents from one WorkSite database to
another.
Databases can be located on different WorkSite Servers or on the same server.
Documents cannot be relocated while they are checked-out, locked or archived.
Documents can either be relocated or only copied from one database to another.
Document Selection Criteria

Documents can be selected for migration based on any combination of profile fields. The
following profile fields are available for direct access in the Source section of the Relocate
Documents dialog box:
Table 35:
Number
Type
Custom 1
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Table 35:
Version
Class
Custom 2
Description
Subclass
Custom 29
Author
Edit Date
Custom 30
Operator
Create Date
Last User to Edit Document
You can access the remaining profile fields by clicking on the Additional Fields button. It is
located in the Source section of the Relocate Documents dialog box. the Setup Additional
Custom Fields dialog box is displayed. See Setup Additional Custom Fields Dialog Box on
page 221.
Profile Field Substitutions

Entries in profile fields on the source database must be valid entries in the lookup tables on the
destination database, or substitutions must be provided. If a document is being migrated, and its
profile record contains an entry in a profile field that is validated against the lookup tables on
the database, then the table on the destination database must contain that entry or a valid
substitute that is listed in that table on the destination database must be provided. If the table on
the destination database does not contain that entry, and no valid substitution is provided for that
profile field, then the document will not be migrated. This is the most common cause of
migration failure.
Profile field substitutions make it possible to reclassify or reassign documents to different
authors or operators while they are being relocated between databases. When a substitution is
entered in a profile field, the substituted value is entered in that profile field for all documents
being migrated. For instance, if a substitute author is specified, all documents relocated during
the migration will be reassigned to that author, regardless of who the original author was or
whether the Author field used to select documents for migration was valid.
Substitutions can be provided for any profile field. The following profile fields are available for
direct access in the Destination section of the Relocate Documents dialog box:
Table 36
Description
Custom1
Author
Custom2
Operator
Custom29
Class
Custom30
Subclass
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The remaining profile fields are accessed by clicking on the Additional Fields button in the
Destination section of the Relocate Documents dialog box. The Setup Additional Custom Fields
dialog box is displayed. See Setup Additional Custom Fields Dialog Box on page 221.
Document Security
While migrating documents, you have the option of migrating existing security settings with the
documents or assigning new settings to all of the documents being relocated. If you choose to
assign a new security setting to all migrated documents, the security setting can assign default
security dynamically based on the documents class or subclass. You can also select a uniform
default security setting to be applied to all of the migrated documents. When assigning a new
security setting to all of the documents, you can also create a user and group access control list
that will be applied to all of the documents during the migration.
If you choose to migrate existing security settings with the documents, documents will be
migrated even if there are users or groups listed in the ACL lists who are not valid users or
groups on the destination database. If the WorkSite Monitor tool encounters any users or groups
listed in the ACL lists who are not valid users or groups on the destination database, those users
or groups will be removed from the access control lists before inserting the documents in the
destination database. The access control lists on the source database will remain unchanged if
documents are only being copied (not relocated) between databases.
Relocating Documents
To relocate documents:
1. Select Relocate from the Documents menu or press Ctrl+L.
The Relocate Documents dialog box is displayed.
2. Select the Source Database and Destination Database on the Relocate Documents dialog
box. These databases can be located on the same or different WorkSite Servers.
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Figure 109 Relocate Documents dialog box
3. If you want to delete the documents after they are successfully relocated, select the Move
Documents check box. Documents that were not relocated successfully during the migration
will not be deleted in the source database.
4. Enter selection criteria in the profile fields of the Relocate Documents dialog box. These
values are used to search the source database and select documents for migration.
5. Use the
browse button to select search criteria from tables of validated entries. Only one
entry per profile field can be specified as search criteria.
NOTE
When multiple entries in a single profile field are necessary, multiple migrations should be
performed.
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6. If your selection criterion requires additional profile fields that are not shown in the Source
section of the Relocate Documents dialog box, click the Additional Fields button in the
Source section of the Relocate Documents dialog box.
The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom
Fields Dialog Box on page 221.
7. Enter profile field substitutions in the fields listed in the dialog box. All fields shown except
the Description field must be valid entries in the lookup tables on the destination database.
NOTE
If any entry exists in a profile field among the documents being migrated that is not a valid
entry in the lookup tables on the destination database and a substitute valid entry is not
provided and then that document will not be relocated.
8. If you require substitutions of additional profile fields that are not shown in the Destination
section of the Relocate Documents dialog box, click the Additional Fields button in the
Destination section of the Relocate Documents dialog box.
The Setup Additional Custom Fields dialog box is displayed. See Setup Additional Custom
Fields Dialog Box on page 221.
9. If you want to migrate document security settings with the documents, make sure the Use
Existing Security check box is selected.
To create uniform access control lists for the documents or assign new default security
setting(s), clear the check box and click Change Security.
10. To retain the same document and version numbers during the relocate or copy operation,
select the Use Same Number and Version as the Source check box.
NOTE
If you select Use Same Number and Version as the Source and a document already exists
in the target database with the same number and version as one of the documents selected
for relocation and then the relocate operation will fail for that document.
11. Click Start to obtain a count of the documents selected for migration.
If the documents are all in order, then the document count is displayed.
If any documents are busy or checked-out, a Monitor Question is displayed. Click OK

to continue with the relocation; however, the checked-out documents will not be
relocated. Click Cancel to change the status of these documents and proceed with the
relocation.
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12. Click OK to continue, or Cancel to return to the Relocate Documents dialog box.
The Relocate Documents dialog box is displayed.
Figure 110 Relocate Documents dialog box
13. Click Start to begin the migration.

14. While documents are being migrated, you can click View Log to view the migration log file.
Documents will continue to be migrated while the log file is being viewed.
15. To abort the migration process, click Abort. When you click Abort, the WorkSite Monitor
tool asks you if you want to abort the migration process. Click OK to abort, or Cancel to
continue the migration.
16. If you abort the migration process, the WorkSite Monitor tool asks you if you want to
rollback documents relocated during the migration process. Click OK to rollback
documents that were already relocated, or Cancel to leave the migration partially
completed.
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If the Move Documents option was selected (as opposed to merely copying documents from
one database to the other and leaving the source documents intact), those documents that
were relocated will be deleted from the source database when you click Cancel in this
message box.
17. When the migration process is complete, an information message box is displayed. Click
OK.
18. Before you exit the Relocate Documents dialog box, you have the option of viewing the log
file or rolling back all documents relocated during the migration.
Click View Log to view the log file for the migration.
Click Rollback to delete all relocated documents from the destination database.
Documents in the source database that failed to migrate or that were rolled back will
remain unchanged in the source database.
19. Click Close to exit the Relocate Documents dialog box.
If the Move Documents option was originally selected and you did not use the Rollback
option and then the documents in the source database will be deleted when you click
Close.
Documents in the source database remain unchanged if the Move Documents option
was not selected or if you use the Rollback function.
Changing Document Security

While you are relocating documents between databases, you have the option of retaining
existing security settings or reassigning new security settings to documents. If you choose to
retain existing security settings, any users or groups listed in the access control lists who are not
valid users or groups on the destination database will be removed from the access control lists
for the copy of the document stored on the destination database. To retain existing security
settings, make sure that the Use Existing Security check box is selected in the Relocate
Documents dialog box.
When you are assigning new security settings to documents during relocation, you can choose to
assign new default security settings to each of the documents based on the documents class/
subclass classifications. You can also assign the same default security setting to all of the
documents being relocated. Table 37 lists the options available for changing security settings.
Table 37 Options Available for Changing Security Settings
Use existing default
security settings and
existing access control
lists
Assign default security

Assign the same default
according to document class security and access control
or subclass. Assign the same lists to all documents
access control lists to all
documents
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To assign new security settings while relocating documents between databases:

1. On the Relocate Documents dialog box, clear the Use Existing Security check box.
2. Click Change Security. The Security Assignment dialog box is displayed.
The Available Groups/ Users column lists the valid users and groups on the destination
database. The Security Assignment column lists the users and groups who will be assigned
explicit privileges.
Figure 111 Security Assignment dialog box
3. To assign access privileges to specific users and groups, select those users and groups in the
Available Groups/ Users column and click Add.
4. To remove users or groups from the access control list, select those users or groups and then
click Remove. Click OK in the message box to confirm the change.
5. To change the level of access assigned to users or groups listed in the access control list,
highlight those users or groups, select the desired level of access from the Security Type
list, and click Change. Click OK in the message box to confirm the change.
236
6. Select a default security setting to apply to all of the documents in the Default Security list,
or select the Use Class/Subclass Security check box to assign default security to each of the
documents based on its class or subclass.
If the Use Class/Subclass Security check box is selected and the subclass field in the
documents profile contains a value, the documents default security setting is selected from
the documents subclass. When there is no subclass assigned for a document, then the
documents default security is taken from the document class.
7. Click OK to close the Security Assignment dialog box and return to the Relocate
Documents dialog box.
Bulk Profile Edit

The Bulk Profile Edit function provides a method to make bulk edits to document profiles. This
function is the same as the Relocate Documents function, except that the source and destination
servers and databases are the same. Figure 112 illustrates the Bulk Edit Document Profiles
dialog box.
237
Figure 112 Bulk Edit Document Profiles dialog box
Because the source and destination are the same in the Bulk Edit Document Profiles dialog box,
the only problems that can occur when substituting values in the validated profile fields is if an
invalid value is typed directly into the text field for a validated profile field. In this case the bulk
profile edit will fail.
This dialog box functions the same way as the Relocate Documents dialog box. See Relocating
Documents between Databases on page 229.
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Reassigning Documents by Author or Operator

With the WorkSite Monitor tool, you can reassign documents to a different author or different
operator. The reassign command, reassigns all documents in that database that are attributed to
that author or operator to the new author or operator.
1. Select Reassign from the Documents menu.
2. Select either By Author or By Operator. The Reassign Document by Author or Operator
If you select By Author, the WorkSite Monitor tool replaces a particular user name with
another designated user name every time it appears in the Author field in a documents
profile record.
If you select By Operator, the WorkSite Monitor tool replaces every instance of a
particular users name in the Operator field with a different, replacement user name.
Figure 113 Reassign Documents by Operator dialog box
3. Select a server from the Server Name list.

4. Select a database from the Database Name list.
5. Use the
browse button next to the From field to select the user name that will be
replaced each time it appears in the Author or Operator field.
6. Use the
browse button next to the To field to select the replacement user name that
should be inserted in the Author or Operator field. This username replaces the existing
name in the author or operator field.
7. Click Start to search for documents to reassign.
8. If documents are found, a message box is displayed indicating the number of documents
selected for reassignment. Click OK.The Reassigning Documents dialog box is displayed.
239
9. Click Start to begin the reassignment process.

Figure 114 Reassigning Documents dialog box
NOTE
The reassignment process does not provide a rollback option. After documents are
reassigned, you will not be able to undo changes automatically. You can reassign the
documents again to restore them.
10. While documents are being reassigned, you can stop the reassignment process by clicking
Abort. If you click Abort, the WorkSite Monitor tool asks you whether you want to stop or
proceed with the reassignment. Click OK to stop the reassignment process. Click Cancel to
continue with the reassignment process.
11. When the reassignment process is finished, click Close to return to the Reassign Documents
to Author or Operator dialog box. Click Cancel to close this dialog box.
Document Archiving
Documents can be archived and restored from within the WorkSite Monitor tool. When
documents are archived, the WorkSite Monitor tool copies the selected documents to an archive
location and marks the documents as archived in the database. Archived documents are stored
collectively in archive sets.
Document profile information for the archived documents is not deleted from the database. The
actual documents themselves are deleted from the file server to free up storage space.
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Archive Devices
Documents can be archived to any device on the network with a UNC path. The archive device
can be an actual disk drive, a removable hard-disk drive, a tape drive, an optical disk drive, or
any other archival storage device. The device can be permanent or removable. If the device is a
mapped drive, the drive should be mapped on the WorkSite Server.
Document Restoration
Documents can be restored selectively or collectively from within the WorkSite Monitor tool.
Users can also restore archived documents automatically using the WorkSite Network client
only if the WorkSite Server can access the archive set that contains the documents.
If users request an archived documents that is contained in an archive set that cannot be
accessed by the WorkSite Server, then the restore request is recorded in the database. It is up to
the administrator or database librarian to restore archived documents that have been requested
by users.
Archiving Process
The archiving process is done in two steps.
Marking documents for archiving
Archiving the marked documents
Marking Documents for Archiving

Documents are selected and marked for archiving based on any of the following criteria:
Specified document profile information
Date the document was last edited
Document classified as expired. See Expired Documents on page 242.
Documents that meet the specified search criteria are flagged for archiving in the database. They
are flagged for archiving remain flagged until they are archived, or until they are specifically
unmarked using the WorkSite Monitor tool. You can unmark documents for archiving in the
WorkSite Monitor tool by viewing the list of all documents currently marked for archiving and
selecting individual documents to unmark from the list.
Documents marked for archiving remain fully available to users until archived. If multiple
searches are performed to select and mark documents for archiving, these searches act
cumulatively to add marked documents to the list.
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Expired Documents
Each document class and subclass has a specified period of days called a retention period.
During third time, the document remains in the database, even if it has not been edited or
accessed. A document expire, when it has not been accessed for a period of days greater than
the retention period specified for its class or subclass.
If the document is classified with a subclass, then the retention period specified for that
documents subclass is used to determine whether or not the document is expired. If there is no
subclass specified for a document, then the retention period specified for that documents class
is used. Expired documents are not automatically marked for archiving. You must search for
expired documents in the database and mark them for archiving.
To search for documents to mark for archiving:
1. Select a database in the Server WorkSpace window
2. Press Ctrl+M, or select Archive and then Mark from the Documents menu. The Mark
Documents for Archiving dialog box is displayed.
242
Figure 115 Mark Documents for Archiving dialog box
3. In the profile fields, enter the criteria used to select documents for archiving. Use the
browse button to choose criteria from the database lookup tables.
4. Click Additional Fields to enter criteria in additional profile fields not displayed in the
dialog box. The Setup Additional Custom Fields dialog box is displayed. See Setup
Additional Custom Fields Dialog Box on page 221.
5. Select the Expired Documents check box to search for and mark documents that have
expired. See Expired Documents on page 242.
6. Click Mark to search for all documents that meet the specified search criteria and mark
those documents for archiving.
A message box indicates the number of documents that meet the search criteria. The search
results includes documents that meet this criteria and are already marked.
7. Click OK in the message box to mark the selected documents for archiving; click Cancel to
cancel the request.
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From the Mark Documents for Archiving dialog box, you can also unmark documents that
meet specified search criteria or view the list of all documents currently marked for
archiving and selectively unmark documents in the list.
Unmarking Documents for Archiving

You can select documents that you want to unmark from a list of currently marked documents.
You can also search for and unmark all documents that meet a specified criteria.
To unmark documents based on search criteria:
1. Select a database in the Server WorkSpace window.
2. Press Ctrl+M, or select Archive and then Mark from the Documents menu. The Mark
Documents for Archiving dialog box is displayed. See Figure 115.
3. In the profile fields, enter criteria that should be used to select documents for unmarking.
Use the
browse button to choose criteria from the database lookup tables.
4. Click Additional Fields to enter criteria in additional profile fields not shown in the dialog
box. The Setup Additional Custom Fields dialog box is displayed. See Setup Additional
Custom Fields Dialog Box on page 221.
5. Click Unmark to unmark documents that meet the selection criteria. The message box
displays the number of marked documents that meet the selection criteria.
6. Click OK to unmark the selected documents, or click Cancel.
After all selected documents are unmarked in the database, a message box appears reporting
on the success of the unmark operation.
7. Click OK to close the message box.
To select documents for unmarking:
1. Select the database in the Server WorkSpace window.
2. Press Ctrl+C or Ctrl+M to display the Archive Documents or the Mark Documents for
Archiving dialog box. Alternatively, you can select Archive from the Documents menu, and
then either Archive or Mark.
3. Click View. A list marked documents is displayed in the Documents Marked for Archiving
dialog box.
244
Figure 116 Documents Marked for Archiving dialog box
4. To unmark a document for archiving, clear the check box that appears next to the document
number in the table. To remark a document, click on the empty box icon.
Alternatively, you can mark and unmark documents by selecting a document and then
clicking the spacebar. Double-click a row in the table to toggle the marked or unmarked
status of that document.
NOTE
You must click the Save & Refresh or Save & Close button to change the status of
documents on the Documents Marked for Archiving dialog box. If you click Cancel, the
changes that you made are not saved to the database, including those made by the Undo
command.
5. Click Save & Refresh to save your changes and refresh the display to show only those
documents that remain marked for archiving.
6. Click Undo to restore the display to its original state. The changes made through multiple
Save & Refresh commands are canceled by clicking Undo.
245
NOTE
Changes that have been saved to the database are undone on your display only, until you
click Save & Refresh or Save & Close buttons.
7. Click Save & Close to save the current marked or unmarked status of documents and close
the dialog box.
8. Click Cancel to close the dialog box without saving the current status of documents.
Changes you made since the last time you saved the current status of documents are not
preserved when you click Cancel.
Viewing Marked Documents

To view marked documents:
2. Press Ctrl+C or Ctrl+M to display the Archive Documents or the Mark Documents for
Archiving dialog box. Alternatively, you can select Archive from the Documents menu, and
then either Archive or Mark.
3. Click View. A list of all documents currently marked for archiving is displayed in the
Documents Marked for Archiving dialog box. This dialog box can be used to selectively
mark or unmark documents for archiving.
Archiving
After you have marked documents, you can archive them by selecting Archive, and then
Archive from the Documents menu.
To archive all marked documents:
2. Press Ctrl+C, or select Archive and then Archive from the Documents menu. The Archive
Documents dialog box is displayed.
3. Use the
browse button next to the Operator field to identify the user who is creating the
archive set.
246
Figure 117 Archive Documents dialog box
4. Locate the Date field. To select a new date, click the arrow and select a date from a calendar.
The current date is selected by default.
5. For Path field, use the
browse button next to select a storage location for the archive set.
Documents can be archived to any device on the network with a UNC path. See Archive
Devices on page 241.
6. Enter a description of the archive in the Comments field.
To enter a carriage return in the Comments field, press Ctrl+Enter.
To insert a horizontal tab in the Comments field, press Ctrl+Tab.
7. Click View to view a list of the documents marked for archiving or to remove individual
documents from the list of those selected for archiving. (See Unmarking Documents for
Archiving on page 244.)
8. Click Start. The number of documents currently selected for archiving is displayed.
9. Click Yes. The Archiving Documents dialog box is displayed.
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Figure 118 Archiving Documents status box
10. Click Start to begin the archiving process. The status of the archiving process is displayed
in the Archiving Documents dialog box.
11. If necessary, click Abort to stop the archiving process. You have the following options:
If you click Abort button, a message box appears asking you if you want to discontinue
the archiving process. Click OK to abort the process or Cancel to continue archiving.
If you abort the archiving process, you can still continue archiving documents, as long
as you do not close the Archiving Documents dialog box. Click Start to continue
archiving the remaining documents marked for archiving in the database. The
documents will continue to be added to the same archive set.
NOTE
In the Archiving Documents dialog box, a message displays indicating when the archiving
process is finished.
12. Click Close.
Restoring Archived Documents

The WorkSite Monitor tool can be used to restore archived documents. When you restore
archived documents, the documents are copied from the archive location to the file server. They
are marked as available in the database.
Individual archived documents or archive sets can be restored by user request. Users can restore
documents themselves from the WorkSite Network client, if the archive set that contains the
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document is available to the WorkSite Server. If the archive set is unavailable, a user request is
generated and can be viewed with the Monitor tool.
Restoring Archived Documents from User Requests

To restore archived documents from user requests:
1. Select the database name in the Server WorkSpace window.
2. Press Ctrl+Q to display the Restore Document Requests dialog box. The Restore Document
Requests dialog box displays a list of documents that have been requested for restoration.
You can also display this dialog box by selecting Archive from the Documents menu, then
Restore, and then User Requests.
Figure 119 Restore Document Requests dialog box.
3. Click Find to search the list for a specified search string.

4. To view a list of users who have requested restoration of a document in the Restore
Document Requests dialog box, select that document, and click Requested By.
5. To delete one or more restore requests from the list, select those requests, then click Delete.
To confirm the delete, click OK.
6. To restore selected documents in the list, select those documents, then click Restore. A
message will be displayed after the documents are restored successfully.
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NOTE
Confirm that the archive set used to restore documents is available to the WorkSite Server.
User requests are generated only when the WorkSite Server was unable to locate the archive
set that contained the document when the user requested it. Otherwise, the document would
have been restored automatically. If you attempt to restore documents from an archive set
that is not available to the WorkSite Server, you will receive an error message.
7. When finished restoring documents from user requests, click Close.
Figure 120 The Document Request List dialog box
Restoring Archived Documents from Archive Sets

You can restore individual documents or entire archive sets.
1. Select the database from which you want to restore documents in the Server WorkSpace
window.
2. Press Ctrl+R to display the Restore Archived Documents dialog box. The Restore Archived
Documents dialog box displays a list of all archive sets that have been created.
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Figure 121 Restore Archived Documents dialog box
NOTE
The Restore Archived Documents dialog box can also be displayed by selecting Archive
from the Documents menu, then Restore, and then From Archive Set from the menus that
appear.
4. To view a list of documents contained in an archive set before restoring, highlight the
archive set, then click View. When finished viewing, click Close to return to the Restore
Archived Documents dialog box.
5. To restore an entire archive set, select the archive set in the Restore Archived Documents
dialog box, and click Restore. A message box displays the number of documents contained
in the archive set that have not been restored.
6. Click OK to continue the restoration procedure. The Restore Documents in Archive Set
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Figure 122 Restore Documents in Archive Set dialog box
7. In the Restore Documents in Archive Set dialog box, click Start to begin restoring
documents.
8. If necessary, click Abort to interrupt the restoration process. You have the following
options:
A message box will be displayed asking you if you want to abort the process. To abort,
click OK. To continue restoring documents, click Cancel.
After you abort the restore process, you can still choose to continue restoring documents
in the archive set. Click Start again in the Restore Documents in Archive Set dialog
box.
9. In the Restore Documents in Archive Set dialog box, click Close when the WorkSite
Monitor tool is finished.
10. If you want to delete the archive set, now that you have restored all of the documents
contained in it, select the archive set and then click Delete. Click OK in the message box
that is displayed.
11. If you are finished restoring documents from archive sets, click Close.
To restore individual documents from an archive set:
1. Select the database from which you want to restore documents in the Server WorkSpace
window.
2. Press Ctrl+R to display the Restore Archived Documents dialog box. The Restore Archived
Documents dialog box displays a list of all archive sets that have been created. You can also
select Archive from the Documents menu, then Restore, and then From Archive Set from
the menus that appear.
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4. Select the archive set that contains the document(s) that you want to restore, then click
View. The Restore Documents from Archive Set dialog box is displayed.
Figure 123 Restore Documents from Archive Set dialog box
The Restore Documents from Archive Set dialog box displays the documents included in the
archive set. They are listed by document and version number. This window also indicates
whether the document has already been restored by displaying Y in the Restored column.
5. If the list of documents is very long, click Find to search through the list for a specified
search string.
6. Select the document(s) that you want to restore, then click Restore.
7. If the document(s) are restored successfully, then the status of the documents in the
Restored column will change from N to Y.
8. If you are finished restoring documents from this archive set, click Close.
9. If all documents from that archive set have been restored, you can delete the archive set by
selecting it in the Restore Archived Documents dialog box, then clicking Delete.
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10. When you are finished restoring documents from archive sets, click Close.
Set Priority
The Set Priority option in the WorkSite Monitor tool sets the frequency with which the WorkSite
Monitor tool sends queries. These queries are sent to each of the WorkSite Servers registered to
update the information displayed in the Statistics tab. The options available are Paused, Low,
Normal, and High. The frequency with which the Statistics tab is updated depends on the
frequency with which queries are sent and the speed with which the WorkSite Servers are able to
respond to these queries.
To change the frequency of queries sent to the WorkSite Servers:
1. Click the Statistics tab or select Statistics from the Window menu.
2. Select Set Priority from the View menu and then select one of the options: High, Normal,
Low, or Paused. Alternatively, right-click the Statistics tab to display the menu.
Table 38 Setting the Frequency with which the Statistics window is updated
Priority
Frequency with which queries are sent to the WorkSite Server(s)
Paused
No queries sent
Low
Once a minute
Normal
Once every 10-15 seconds
High
Once a second
Create a Custom Toolbar

You can create custom tool or menu bars in the WorkSite Monitor tool.
1. Select Customize from the View menu.
2. Click the Toolbars tab.
3. Click New and enter a name for the new toolbar in the New Toolbar dialog box. A new
toolbar appears in the WorkSite Monitor main window.
4. Click the Commands tab in the Customize dialog box to display the Commands tabular
window.
5. Drag and drop menu options or toolbar buttons into your new toolbar.
6. Click OK to close the Customize dialog box.
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Log Files
The WorkSite Monitor tool has log file called Monitor.Log. It is stored in the installation path
for WorkSite.
When relocating documents between databases, detailed information about the migration is
stored in an additional log file named Relocate + the User ID of the user who performed the
migration plus the extension, .log. This file is stored in the installation path for WorkSite. It
includes information the following information:
Source and destination database names
Criteria used to select documents for migration
Numbers and version information for documents that failed to migrate
Additional error information
For example, a user named Gail performs a relocate documents procedure. A log file called
Relocategail.Log is created.
Using the Find Dialog

When a Find button appears in any of the dialog boxes that are available in WorkSite Monitor,
you can search through the list of displayed items for a specified search string using the Find
dialog box.
1. Click Find in any of the WorkSite Monitor tools dialog boxes or click Find from the Edit
menu.
The Find dialog box is displayed.
Figure 124 Find dialog box
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To use the Find dialog box:

1. Enter the string for which you would like to search in the list in the Search String field.
2. Select the column in which you would like to search from the In Column list.
3. If you select the Match Whole Word check box, the WorkSite Monitor tool does not find
matches to your search string that are parts of other words.
4. If you select the Match Case check box, the WorkSite Monitor tool performs a
case-sensitive search. By default, the WorkSite Monitor tool ignores case when searching
for a string.
5. Use the Forward and Backward radio buttons to select the direction for the search from the
current cursor position.
6. Click Find Next, after entering the information.
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Chapter 9
Configuring the Rules Engine

Overview
With the Rules Engine, you can set up conditions where an event in the document management
system triggers an e-mail notification. Notification rules can be configured for both documents
and folders.
The WorkSite Server logs events, such as those for document history. The Rules Engine uses a
table in the database to specify the events and documents or folders that have rules associated
with them. The Rules Engine scans the event log and compares the events with the Rules Engine
table. If the Rules Engine finds a match for an event in a document or folder with a rule in the
table, the Rules Engine starts a process to follow the rule.
Requirements
The Rules Engine Service must have administrative privileges on the machine where it is
installed and must have permission to log on as a service.
The Rules Engine uses SMTP to send e-mail notifications. Windows Messaging uses the
currently configured e-mail client, such as Outlook, Lotus Notes, or Groupwise. The Rules
Engine startup ID and the system login ID must be the same. The e-mail user ID can be
different.
The e-mail notifications are sent under the auspices of the e-mail account of the user who
created the rule. For example, a user creates a rule on a folder (from WorkSite Web client 4.0)
that says: Send an e-mail to everybody on the page when anyone uploads a document to this
folder. When any user uploads a document to the folder, the Rules Engine sends an e-mail to
everyone on the page as the user that created the rule.
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Chapter 9: Configuring the Rules Engine
The user's e-mail address comes from the user table in the WorkSite Server. If the users e-mail
address is blank, then when that user creates the rule on the folder, the Sent From e-mail address
for the rule will be set to the default e-mail address specified in Administrative options
(Options.xml).
Preparing for the Rules Engine Server

Installation
the process for preparing and installing a dedicated Rules Engine Server is similar to the setup
of the WorkSite Server. The steps required are outlined here:
1. Log into the Rules Engine Server using the Windows user account that will be used by Rules
Engine Service.
2. Install the SQL Client on the Rules Engine Server.
3. Configure TCP/IP using SQL Client Network Utility.
4. Create an ODBC System DSN for the SQL Database.
5. Test connectivity.
6. Install WorkSite Server.
Refer to Chapter 1 of the WorkSite Server Installation Guide for detailed instructions.
Installing Rules Engine

The Rules Engine is an optional service which is included with the WorkSite Server. After
completing the WorkSite Server installation, the WorkSite Service Add/Remove dialog is
displayed, as shown in Figure 125:
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Installing Rules Engine
Figure 125 WorkSite Service Add/Remove
1. Select the Rules Engine service in the left column and click Add to move it to the Installed
column.
The Rules Engine Startup dialog opens, as shown in Figure 126.
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Figure 126 Rules Engine Startup Dialog
2. In the Logon section, enter a Username (Logon ID) and Password for the Windows User
Account that will be used to run this service.
3. In the Startup Type section, select one of the following options to determine how the service
will be started:
Automaticthe service starts automatically on system boot/reboot.
Manualthe service must be started manually using the WorkSite Service Manager
tool.
4. Click OK. A dialog opens with an informational message: Granted Service logon
privilege to account.
5. Click OK to return to the WorkSite Service Add/Remove dialog.
6. Click Exit.
NOTE
WorkSite services can be uninstalled or reinstalled later by running the imSvrIns.exe program
located by default at C:\Program Files\Autonomy\WorkSite\Server\.
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Configuring Rules Engine Service Properties

You must set up the Rules Engine service properties before using the service. There are four
areas that you need to set up for Rules Engine.
Configuring Rules Engine Database Properties
Configuring Rules Engine Service File Server Properties
Configuring Rules Engine Database Properties

You can connect each Rules Engine Server to multiple WorkSite Databases. If multiple services
are running on the same machine, the different WorkSite service programs can connect to
different sets of databases.
To select the databases to which the WorkSite Server should connect:
1. Start the WorkSite Service Manager:
From the Windows Start menu, select All Programs, then Autonomy, then click iManage
Service Manager.
2. Select the Rules Engine Service from the list of available services.
3. From the Properties menu, select Databases Setup.
Figure 127 Database Setup dialog box
4. Click Add to define a database connection for the Rules Engine Service.
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Figure 128 Database Properties Dialog
5. Enter or select the desired database plus Logon ID and Password. Click OK.
Configuring Rules Engine Service File Server Properties

The WorkSite Server must be able to connect to the file servers on which the actual documents
in the database are stored.
To configure connections between the Rules Engine service and the document file servers:
1. In the WorkSite Service Manager window, select the Rules Engine Service.
2. From the Properties menu, select File Server Setup. The File Server Connections dialog
opens.
Figure 129 File Server Connections Dialog, NetWare tab
3. Click the Microsoft Windows Operating System tab.
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Figure 130 File Server Connections Dialog, Microsoft Windows Tab
By default, the Rules Engine Service uses the Windows account used to log in, to try to gain
access to the file server. In this dialog box, you can specify an alternative account to use, in
case the Rules Engine Service is unable to log into the file server using its service logon
account. Whether or not an alternative account is specified, Rules Engine Service always
uses the Service Logon account first, to try to gain access to any Windows file server.
Figure 131 File Server Connections Dialog, Microsoft Windows tab
4. If any of your File Servers are Novell Bindery or Novell NDS, click the NetWare tab and
enter the Novell NetWare login account and password to be used by the Rules Engine
Service to log into all file servers that are Novell NetWare. You created this account when
you set up the File Server in File Server Setup on page 28. You can only specify one
account per Rules Engine Service (that is, per machine).
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To specify Novell NetWare login criteria:

1. Click the NetWare tab in the File Server Connections dialog box.
2. Select either a Bindery or NDS connection.
3. Enter the LoginID and Password for the Novell NetWare User Account created for the
WorkSite Server.
4. If you selected NDS, then you must also enter a Context.
5. Click OK to close the dialog box.
NOTE
You may specify connection criteria for both Windows 2000 and Novell NetWare File
Servers for the same Rules Engine Service. Each Rules Engine Service is capable of
connecting to both Windows 2000 and Novell NetWare File Servers.

You can determine how often you want the Rules Engine to check for events associated with
rules and specify the SMTP server that will issue the email notifications.
To set up Rules Engine Service Properties:
2. From the Properties menu, select Service Properties . The Rules Engine Properties dialog
opens.
Figure 132 Rules Engine Properties Dialog
3. Enter the interval (in minutes) for Rules Engine scanning in the Process new events every
__ Minutes field.
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Starting the Rules Engine Service
4. Enter the name or IP address of the SMTP server that will be used to send the email
notifications in the SMTP Server field.
5. Click OK.
Starting the Rules Engine Service

2. From the Service menu, select Start Service.
If any problem occur while starting the Rules Engine Service, check all of the settings
created for Rules Engine Service in this chapter and check the Rules Engine Service Log
File for clarifying information.
Test SMTP Connectivity

This procedure can be used from any Windows Server to verify connectivity with a remote
SMTP service.
1. Go to the command line and type: TELNET [SMTPSERVERNAME] [SMTP PORT]
Where SMTPSERVERNAME is the name of the server or IP address running SMTP service
and SMTP port is the port being used for SMTP service. By default, the SMTP port is 25.
Example:
c:\> TELNET WIN2K_TESTBOX 25
2. Type HELO and press enter. (Your typing may not be echoed back to you and may not
appear in the window.)
3. Type MAIL FROM: and type an e-mail address of the following format and press enter.
Mail from e-mail address format: anybody@<SMTPSERVERNAME>
Example:
anybody@WIN2K_TESTBOX
You can use ANY e-mail account name for this purpose, whether or not such an account
really exists.
4. Type RCPT TO: <destinatione-mailaddress> and press enter.
Where destinatione-mailaddress is an address in a valid domain for that SMTP service. This
must be a valid e-mail account to which you have access, for testing purposes.
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(SMTP Services must be configured to allow mail forwarding to remote domains. Be sure
that the e-mail address that you specify is within a domain to which the SMTP service is
allowed to forward messages. For instructions on configuring SMTP domains, see below.)
5. Type DATA then press enter.
6. Type This is a test. and press enter.
7. Type . and hit enter (that is, a single period only, on its own line).
You should see a message indicating that the test e-mail message has been queued for
delivery.
Figure 133 Command window showing SMTP Connectivity test
8. Verify that the message has arrived in the destination e-mail account.
9. Type QUIT and press enter to exit the application.
NOTE
Source: This information was obtained from Microsoft's book, Running Microsoft Internet
Information Server 4.0, published by Microsoft Press, 1998. Pages 691-705. See Also:
Microsoft Windows 2000 and IIS 5.0 Administrator's Pocket Consultant, Microsoft Press,
2001, pages 215-249.
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Configuring SMTP Service to Allow Forwarding to Remote Domains
Configuring SMTP Service to Allow

Forwarding to Remote Domains
The SMTP Service must be configured to allow forwarding to remote domains (any *.com,
*.net, or *.edu address, etc.). Otherwise, the SMTP Service will not forward messages to the
designated addressee. Refer to Microsoft's documentation on configuring SMTP Service for
information on how to configure SMTP to forward e-mails to remote domains.
To add a remote domain for SMTP service:
1. Right-click My Computer and select Manage to open the Computer Managmeent Console.
2. Navigate to Default SMTP Virtual Server, as shown in Figure 134.
NOTE
If this option is not available, you must add it using the Windows Components section of the
Add or Remove Programs Control Panel. Refer to the Microsoft Management Console
online help for detailed instructions.
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Figure 134 Computer Management Window, New Domain
3. Right click on Domains and point to New, then select Domain.
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Configuring SMTP Service to Allow Forwarding to Remote Domains
Figure 135 New SMTP Domain Wizard Dialog
4. Select Remote and click Next.

Figure 136 New SMTP Domain Wizard Domain Name Dialog
5. Enter your domain name in the Name field and click Finish.
6. Double-click Domains to view the domain you created.
269
7. Right-click the domain you just created and choose Properties, as shown.
Figure 137 Computer Management, Properties
The Properties dialog opens.

8. Check Allow incoming mail to be relayed to this domain check box.
9. Click OK.
Associating Events with a Rule

Table 39 lists events that you can use to trigger e-mail notification.
Table 39 Events to Associate with Rules
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Event
Content Type
Update Profile
Document
Setting Up an E-mail Host
Table 39 Events to Associate with Rules

Event
Content Type
CheckIn--Create New Version
Document
CheckIn--Create New Document
Document
CheckIn--Replace (Modify) Document
Document
Import Document
Document
Copy Document
Document
Synchronize/Replace--Replace (Modify)
Document
Document
Synchronize/Replace--Create New Version
Document
Restore Archived Document
Document
Request Restore
Document
Create Folder
Folder
Delete Folder
Folder
Insert Document into Folder
Document
Delete Document from Folder
Document
Redistribute Document
Document
User Defined Event
Document or
Folder
Setting Up an E-mail Host

In order for Rules Engine to send e-mail notifications, you must set up an e-mail account for it.
To setup an e-mail account:
1. Create a user on the domain or Novell Network server. The Rules Engine uses this user alias
to send e-mail notifications.
2. On the e-mail server, use the e-mail administration program to create a recipient (user)
mailbox. The user mailbox name must correspond to the domain account you set up on the
domain server.
3. Install your e-mail client (such as Microsoft Outlook, or Lotus Notes) on the Rules Engine
server.
Install Windows Messaging if your e-mail client does not automatically do so.
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4. On the Rules Engine server, set up the e-mail client to communicate with the e-mail server
by entering the server name and the user mailbox name you created for use by the Rules
Engine.
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Chapter 10
WorkSite Cluster Manager

Service
Overview
Introduction to Clustering
How Does Clustering Work?
Setting up a WorkSite Server Cluster
Using the Cluster Manager
UDP Port Requirements for Clustering Transport
Installing Cluster Manager Service
Introduction to Clustering
A cluster is a group of servers that act like a single system to provide higher availability, load
balancing, and parallel processing.
The WorkSite Clustering Server is a service that enables multiple WorkSite Servers to act
collectively as a cluster.
When WorkSite Servers begin to act as a cluster, client applications benefit from automatic load
balancing across services, and in the event of a server failure, automatic redirection to other
servers in the cluster.
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Chapter 10: WorkSite Cluster Manager Service
Using Server Clustering

This section describes clustering and its advantages. The WorkSite Server with clustering is a
solution designed to balance load on the servers, improve performance and network utilization
when users need to access document repositories across the WAN.
For example, clustering is essential in an distributed environment where there are multiple
physical locations that are geographically separated. Consider a law firm with employees who
need to access documents from repositories that are located in geographically distributed
locations. If a request is sent from San Francisco, for a document located in San Diego in a
non-clustered environment retrieving the document over the WAN is slow. In a server failure,
retrieval is further slowed.
In a clustered environment, based on a distributed model, every WorkSite Server has access to
the libraries or databases on the network. The WorkSite Server in San Francisco connects to the
databases in San Diego, Seattle, and Los Angeles. Similarly, the WorkSite Servers in the other
locations can connect to distributed servers and databases. Clustering results in a fully meshed
configuration.
The Cluster Server is configured for the WorkSite Servers that are part of a cluster. It receives
requests, and determines the load of each WorkSite Server. The Cluster Server passes on
requests to the WorkSite Server with the least loading. This WorkSite Server then queries the
required database. Since the WorkSite Servers are connected to all the databases, this procedure
ensures that the document is retrieved from the database using the server which is least loaded.
This feature of clustering is called Automatic Load Balancing. It helps to improve performance
over the WAN, and addresses the need for high scalability, which is the ability to add resources
and computers to improve performance.
Another feature of clustering is fault tolerance. It helps to ensure the availability of data. For
example, a server in a cluster stops working. The cluster manager automatically shifts the
workload of the failed server to another one in the cluster.
Advantages of Clustering
A clustered environment has the following advantages:
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Automatic Load Balancing and Client Redirection
Fault Tolerance
Improved Performance over the WAN

For example, a law firm has several offices across the globe. A distributed model is
implemented in this environment. Clustering may be required for a set of servers located in New
York, Chicago, and Beijing. A large number of travelling lawyers access these servers and their
repositories. A lawyer may request for a document residing in one of the repositories.
Figure 138 Clustering Model
The WorkSite cluster is an entity defined in the DNS. It points to the IP addresses of all the
servers in the cluster. The DNS returns information relating to the current load on each server
and the list of IP addresses to the requesting client. Based on this information, the client tool
connects to, and requests the WorkSite Server that is less loaded. The WorkSite Server queries
the required database, and returns the results to the requesting client.
Features of Clustering
The basic features of server clustering on a network are:
Automatic load balancing across available WorkSite Servers
Automatic client redirection in the event of a server failure
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Automatic Load Balancing

Automatic Load Balancing is available to client applications that connect to a cluster. A client
application receives information about the available servers, and their current loads. The client
application chooses the server in the cluster that has the lowest load.
Figure 139 Cluster Manager working as a load balancer
When clustering is implemented, the client uses the following process to make a server
connection:
1. The client queries the DNS for the cluster name.
2. The DNS returns a list of IP addresses. One for each of the WorkSite DMS servers that are
listed under the cluster.
3. The client then sends a UDP multicast to each of these servers using the IP addresses.
4. The servers reply with their IP address, port, and current load (or connection count)
information.
5. The client (specifically the imanage.dll) reviews the server loads. It determines which server
has the lowest connection count, and connects to that server with the supplied IP address
and port.
There are two types of connections:
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Brokered. In a brokered connection, the client asks the Cluster Manager for the connection
information using UDP. It determines the WorkSite DMS that it use to establish connection,
based on the current load details.
Direct. In a direct connection, the client uses TCP/IP to make a connection with the first
server that responds.
By default, the desktop clients use a "discovery" mechanism. This mechanism includes both
UDP and TCP communication to determine whether a connection needs to be made to a
WorkSite DMS Server or a WorkSite DMS Cluster. The desktop clients can be configured to
make a direct TCP connection to a particular server, or to use a brokered connection from the
registry.
To configure the connection mode on the desktop clients:
1. Locate the following hive of the registry:
HKLM\Software\Interwoven\WorkSite\Server Common\
2. Configure a DWord called Connection Mode and set the value. The values indicate the
following:
0 = Discover: Attempts to discover whether a cluster manager is available to broker a

connection. Failing that, it attempts a direct TCP/IP connection to the specified address.
This is the default setting.
1 = Directed: Establishes a direct TCP/IP connection to the specified WorkSite DMS

only.
2 = Brokered: Establishes a brokered connection through a Cluster Manager only.
When a client application becomes inactive, it performs an implicit logout from the server. It
only reconnects when the user performs an action that requires a server connection. The client
application reconnects to the server in the cluster that is reporting the lowest load. These
disconnections and reconnections are transparent to the user.
Automatic Client Redirection

A shutdown can be graceful or unexpected. The client and cluster connectivity, or response
depends on the type of shutdown.
Graceful Shutdown. The cluster member sends a UDP notification to the Cluster Manager
and clients of intended shutdown. When a WorkSite DMS is stopped through the WorkSite
Service Manager, it sends a notification to its peers and its clients. Each client disconnects
from the cluster member. On subsequent transactions, the clients silently connect to an
active server within the same cluster. During a computer or network failure, the remaining
WorkSite DMS Servers notify the clients of the unavailable server after 30 seconds. The
clients reconnect with the active servers. During this 30 seconds, the clients of the
unavailable server may notice transaction failures.
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When the Windows firewall is used on the client side, there is a known issue with this
feature. A random UDP port is used, instead of UDP port 2637. Microsoft Exchange has a
similar issue.
Unexpected Shutdown. In the event of a server failure, client applications that are
connected to a cluster automatically disconnect from a server that has become unavailable.
When a clustered WorkSite Server is shutdown, it notifies its peers in the cluster that it is
becoming unavailable. The other WorkSite Servers in the cluster then notify all client
applications that the server has become unavailable. This notification does not happen
immediately. Affected client applications will disconnect from that server and connect to
another server in the cluster in the background.
WorkSite Servers in a cluster periodically inform each other of their existence, their current
client loads, and other information. If a WorkSite Server does not report to its peers in 30
seconds, the other servers assume that it is no longer available. They inform all client
applications to connect to another server in the cluster.
Setting up a WorkSite Server Cluster

This section describes the set up phases for a WorkSite Server Cluster.
Prerequisites
Identify the WorkSite Servers that should be part of the cluster and ensure that each of these
Servers are connected to the same databases.
From the control panel, create an ODBC or System DSN for each database. The WorkSite
Server connects to one of these entities.
Phase 1
Assign static IP addresses to the identified WorkSite Servers. Select a Name for the Cluster and
create an entity with that name in the DNS. This entity should point to the IP addresses of the
WorkSite Servers that are members of the cluster.
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Phase 2
Install Clustering Manager for each WorkSite Servers in the cluster. Configure the startup
properties for the Clustering Manager, using the WorkSite Service Manager. See Installing
Cluster Manager Service on page 281.
Phase 3
Use the Service Manager to configure the service properties for each WorkSite Server in the
cluster. The service properties must include the cluster name as defined in the DNS.
Also, configure the Database Properties to include all the databases to which the WorkSite
Server must be connected. See Configuring WorkSite Server Service on page 283.
For each WorkSite Servers in the cluster, start the DBAdmin and register all the databases to
which they connect.
Phase 4
Stop and start all the services from each of the WorkSite Servers in the cluster. The client should
log in to the cluster name to access the servers and databases that are part of the cluster.

The WorkSite Cluster Manager maintains a small database in memory. This database contains
information about WorkSite services and clusters that are available on the network, their current
loads, and other related information. It makes this information available to client applications,
trying to connect to a server in a cluster. This database is maintained as follows:
1. A UDP "heartbeat" (UDP port 2637) is used by the cluster servers to share load information
and server availability. Approximately every 10 seconds, cluster members report individual
load information to the Cluster Manager. This action indicates that they are still running.
2. Cluster members report each time a client connects or disconnects.
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3. Approximately every 60 seconds, the cluster members generate a full report for the Cluster
Manager. Cluster members normally send updated load information every 60 seconds or on
request. The load info in the Cluster Database is updated immediately upon receipt of this
information. Services update their internal load statistics every time through the loop (every
15 seconds).
The WorkSite Cluster Manager service functions as a directory service that manages
information about services running on the network and the clusters to which they belong.
When the WorkSite Cluster Manager service is not running, the clustering capabilities of the
WorkSite Servers are not available to client applications.
WorkSite client applications that support the ability to connect to a cluster are:
DeskSite 6.0 and later
MailSite 3.0 and later; FileSite 8.1 and later
WorkSite 4.0 and later
Earlier versions of WorkSite client applications can still connect directly to a WorkSite Server
that is part of a cluster, but those client applications do not have the advantage of automatic
client redirection in the event of a server failure or shutdown.
UDP Port Requirements for Clustering

Transport
The UDP Port 2637 must be open on any firewalls situated between the WorkSite Servers in the
cluster.
When a client sends a request to a WorkSite DMS or Cluster Server, the communication goes to
all IP addresses at UDP port 2637. You can utilize either unicast or multicast communications
between the client and the WorkSite DMS or Cluster.
The UDP Port requirements are the same for unicast or multicast communications. See Unicast
or Multicast Clustering Transport Options on page 367.
UDP Reply Port

WorkSite Clustering Server supports the ability to configure the UDP reply port, which is used
to respond to login requests from a compatible client application. When this configuration is set,
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the Clustering Server sends replies to client applications that are attempting to log into the
cluster on a specified port. If this configuration option is not set the clustering server replies to
client applications on any available port.
This configuration option must be set on client machines that are attempting to log into the
WorkSite Clustering Server.
Client applications that support this configuration option are:
DeskSite 8.0 or later
MailSite 8.0 or later
WorkSite Web 8.0 or later
1. Configure the UDP reply port. In the following key in the registry on client workstations:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\8.0\Common\
2. Create the following STRING value:

NAME: "Reply Port"
VALUE: [Number of the port to respond on]

Before you start the installation process, confirm that WorkSite Server is installed on your
server.
To install the WorkSite Clustering Service:
1. From the WorkSite Service Manager installed on your machine, make sure that the WorkSite
Server services is stopped.
2. Run the Setup.exe program on the WorkSite Clustering Service CD. Follow the on-screen
instructions.
After the install program completes installing WorkSite Clustering Service, the WorkSite
Service Installer is launched.
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Figure 140 WorkSite Service Add/Remove Program
3. Select Cluster Manager from the Available column.

4. Click Add>> to add the Cluster Manager to the list of installed services. The Cluster
Manager Startup dialog box is displayed.
Figure 141 Cluster Manager Startup dialog box
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5. Enter the Login ID and Password for the WorkSite Server administrative domain account.
This account must have service privileges. The default value that appears in the Login ID
field in the Startup dialog is that of the current user.
6. Select the Startup Type
If you want the Cluster Manager service program to startup automatically on boot, select
Automatic. Autonomy recommends that this option be selected.
If you want the service program to start up only when launched manually from within the
WorkSite Service Manager, then select Manual.
7. Click OK to register your changes. A status box indicates that the account entered in the
Service Startup dialog box was granted login privileges to the service.

You must configure the Database Properties and Service Properties for the WorkSite Server
Service.
Service Properties
Configure each WorkSite Server service belonging to the cluster.
1. From the WorkSite Service Manager tool, select the WorkSite Server service then select
Service Properties from the Properties menu. The WorkSite Server Service Properties
2. Enter the cluster name in the Cluster Name field.
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Figure 142 WorkSite Server Service Properties dialog box
NOTE
If you have not registered all the servers in one instance of the WorkSite Service Manager,
you have to configure each of your WorkSite Servers.
3. To log into a server within the cluster from a client application, specify the cluster name (for
example, CLDMS) instead of a literal server name or IP Address.
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Database Properties
Configure each WorkSite Server service belonging to this cluster.
1. From the WorkSite Service Manager tool, select the WorkSite Server service then select
Database Properties from the Properties menu. The WorkSite Server Database Setup
2. Enter the cluster name in the Cluster Name field.
Figure 143 WorkSite Server Database Setup dialog box
3. Click Add Database. The Database Properties dialog box is displayed.

Figure 144 Database Properties dialog box
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4. Enter the database name. You can select it from the list of available ODBC sources, by using
the browse button.
5. Enter the Logon ID and Password for the entered or selected ODBC.
6. Click OK to add the database. The database is now added to the list seen in the WorkSite
Server Database Setup dialog box.
7. Click Close to save the settings.
WorkSite Server Cluster Example

In this example, there are three WorkSite Servers running on your network (NYDMS1,
NYDMS2, and NYDMS3) that you want to configure as a cluster. They service the same
databases (DB1, DB2, DB3).
1. Install the WorkSite Cluster Manager service on each of the WorkSite servers that should be
part of the cluster (for example, NYDMS1, NYDMS2, and NYDMS3).
2. Select a name for your WorkSite Server Cluster. This example uses NYDMS.
3. Define an entity on your Domain Name Service (DNS) named NYDMS that points to the IP
Addresses for the machines that you want to be part of your cluster. This example uses the
IP Addresses of NYDMS1, NYDMS2, and NYDMS3.
4. From the WorkSite Service Manager tool, configure the Service Properties and the Database
properties for each WorkSite Server service in the cluster. For this example, configure the
WorkSite Server service on NYDMS1, NYDMS2, and NYDMS3. Include the Cluster name
NYDMS in the Service Properties and add the databases from the available ODBCs in
Database Properties.
NOTE
All the WorkSite Servers in the cluster must be connected to the same set of databases. You
must create an ODBC connection for every database that is connected to the WorkSite
Servers in the cluster. Create the connection for each WorkSite Server.
5. Register the databases in DBAdmin tool.
6. After changing the cluster name, stop and restart each WorkSite Server service.
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Chapter 11
Directory Service
Synchronization Service
Overview
How Directory Service Synchronization Service Works
Installing DSS Service
Configuring the DSS Service
Mapping Directory Service Attributes to WorkSite
Running the DSS Service
The Directory Service Synchronization (DSS) service enables the WorkSite Server to perform
repeated one-way synchronizations with hierarchical directory services, including Microsoft
Active Directory or other LDAP server. The service can perform continuous or scheduled
imports of users and groups that are added to directories on remote domains. Using the
Directory Service Synchronization service saves administrators time by automatically updating
user information on WorkSite when changes are made on the directory service.
The Directory Service Synchronization service is configured using the WorkSite Service
Manager. The service currently supports synchronization with the following directory services:
Microsoft Active Directory (ADS)
Sun ONE Directory Services
Novell NDS
Windows NT
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Chapter 11: Directory Service Synchronization Service
How Directory Service Synchronization Service Works

The DSS service runs as a separate service on the WorkSite Server. You can synchronize the
directory of an entire organization, or you can designate a specific organizational unit as the root
container, for example, a city or department, and import all users under that container to a
WorkSite library.
The synchronization process has two parts.
The first process compares all the users and groups on the directory service with those on
the WorkSite library. New users are added to the WorkSite library and profile information is
updated for existing users, if necessary.
The second process determines whether each user and group on the WorkSite library exists
on the directory service. Users that have been removed from the directory on the remote
domain are disabled in WorkSite.
Synchronization is one-way only. If user or group accounts are added or modified on the
WorkSite database, the changes are not recorded on the external Directory Service.
The key to performing synchronization is having a unique identifier for each user and group
imported from the directory service. The K1SyncID is stored on both the WorkSite library and
the external directory service, enabling exact matching on directory objects even when those
objects are modified. (For example, an employee changes department or name.) The value of the
K1SynchID of a user or group cannot be modified. If it is changed on the directory service, the
synchronization process logs an error, and the user and group accounts are not updated on the
WorkSite library.
The DSS service can be set to run continuously or on a schedule. In either case, the basic
program flow consists of a basic interval repeated continuously or as time remains in the
scheduled period. If the WorkSite Server is connected to more than one directory service, only
one connection is serviced during an interval. During the next interval, the next connection is
serviced, and so on.
NOTE
WorkSite Server does not support nested groups. When nested groups are imported from Active
Directory, the members of the nested group are added to the parent group.
Requirements
The DSS service requires administrative privileges on the machine where it is installed and
permission to log on as a service.
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The DSS Service is an optional service which is included with the WorkSite Server. After
completing the WorkSite Server installation, the WorkSite Service Add/Remove dialog opens,
as shown in Figure 145:
Figure 145 WorkSite Service Add/Remove
1. Select the Directory Synchronization Service in the left column and click Add to move it to
the Installed column.
The Directory Synchronization Service Startup dialog opens, as shown in Figure 146.
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Figure 146 Directory Synchronization Service Startup Dialog
2. In the Logon section, enter a Username (Logon ID) and Password for the Windows User
Account that will be used to run this service.
3. In the Startup Type section, select one of the following options to determine how the service
will be started:
Automaticthe service starts automatically on system boot/reboot.
Manualthe service must be started manually using the WorkSite Service Manager
tool.
4. Click OK. A dialog opens with an informational message: Granted Service logon
privilege to account.
5. Click OK to return to the WorkSite Service Add/Remove dialog.
6. Click Exit.
NOTE
WorkSite services can be uninstalled or reinstalled later by running the imSvrIns.exe program
located by default at C:\Program Files\Autonomy\WorkSite\Server\.
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Before starting the DSS Service, you must perform the following configuration steps:
Set the synchronization schedule
Create connections to the directory service server
Map the Directory Service attributes to WorkSite user/group properties
Setting the DSS Schedule

Establishing a schedule for the DSS Service determines when the service will update the user
and group information in WorkSite. To set the DS synchronization schedule:
1. Start WorkSite Service Manager.
2. From the Windows Start menu, click All Programs, then Autonomy, then click iManage
Service Manager.
3. Select the Directory Synchronization Service from the list of available services.
4. From the Properties menu, select Service Properties. The DS Synchronization Schedule
Properties dialog opens.
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Figure 147 DS Synchronization Schedule Properties Dialog
5. Select Schedule or Continuous.
If you select Schedule, the DSS service runs only during the periods you specify. Select
the time of day (in 2-hour intervals) and the days of the week when you want the
synchronization to occur.
If you select Continuous, the service continuously compares and updates the WorkSite
libraries with user and group information from the external directory service. The
default interval is 10 minutes.
6. Click OK.
Creating Connections to DSS Services

From the WorkSite Service Manager, you can establish connections to one or more DSS services
on remote servers/domains.
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To create a connection to a directory service:

1. In WorkSite Service Manager, select the Directory Synchronization Service from the list of
available services.
2. From the Properties menu, select Databases Setup to open the Directory Service
Connections dialog.
Figure 148 Directory Service Connections Dialog
This following options are available:
Add. Define a new connection to a directory service.
Copy. Create a copy of an existing connection.
Edit. Modify the properties of an existing connection.
Delete. Delete a connection.
Clear. Delete all connections.
3. Click Add to open the DS Synchronization Connection Properties dialog.
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Figure 149 DS Synchronization Connection Properties Dialog
4. Enter a name for the connection. This name appears in the Directory Service Connections
dialog (see Figure 148).
5. Under Directory Service, enter the following information:
294
Server Type Select the type of directory service to which you are connecting.
TCP/IP Port Enter the TCP/IP port number of the server/domain hosting the directory
service.
Context (for Novell NDS only) Enter the location of an object in the Directory tree.
NDS objects are identified by their relative location in the Directory tree.
Server Enter the name of the server hosting the directory service.
Service Logon and Other (Specify) Select Service Logon to log on as the service
account for the DSS service. Select Other to enter the User Name and Password.
User ID Enter the FQDN, UPN, or Domain\User ID of a user with access to the
directory service using one of the following forms:
Fully Qualified Distinguished Name, for example:CN=Tim Jones, OU=AMER,
OU=Domain Users, DC=Autonomy, DC=COM
User Principal Name (UPN) format or e-mail address, for example:
tjones@autonomy.com.
Domain\UserID, for example: autonomy\tjones.
Note: Administrative-level access is required for Sun ONE and Novell NDS in order to
update those directories with the K1SyncId value. Read-only access is sufficient for
ADS. Be sure that the ADS user has sufficient access to read from the nodes they
choose.
Note: For Windows NT, the user account must have, on the machine where the DS
Synchronization Service is running, Act as part of the operating system and Log on
locally as part of the machines Local Security Policy. These permissions are granted
automatically when you click Test Login, if they have not already been granted.
Password Enter the password of the administrative user you entered in the User ID
field.
6. Under Attribute Maps, select a map from the Defined Maps list or create a map. To create
an attribute map, click Add. See Mapping Directory Service Attributes to WorkSite on
page 298.
7. Click Test Login. A confirmation message is returned if the login is successful.
8. In the Root Container DN field, define the directory container that should be imported. All
groups and users within (and below) this container will be imported.
If you are connecting to an LDAP type service (for example, ADS), the Root Container DN
field is populated automatically after successfully connecting to the directory service,
showing the top-level container. Click Browse to specify an alternate container (see
Figure 150).
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Figure 150 DS Synchronization Root Context Dialog
9. If any of the users or groups should be designated as external users in WorkSite, you can
specify the specific objects (OUs, groups, users) in the External DNs portion of this dialog.
Refer to Specifying External Users and Groups for step-by-step instructions.
10. Under WorkSite Server, enter the following information:
296
Server Name The name of the WorkSite Server.
Database The name of the WorkSite library to which the users/groups will be
imported. Each WorkSite library must have a synchronization connection configured
separately. This enables you to import only those users and groups which need access to
that library.
Service Logon and Other (Specify) Select Service Logon to log in as the service
account for the DSS service. Select Other to enter the User Name and Password.
User Name Enter the username of a user who has administrative privileges on the
WorkSite Server (part of the NRTADMIN group).
Password Enter the password for this administrative user.
TCP/IP Port Select Default or specify a port by entering a port number in the text
box.
11. Under User Defaults, enter the following information:
Password Enter a default password to be assigned to users when imported to

WorkSite from the directory service.
Confirm Password Confirm the default password.
Select User Must Change Password at Next Logon or Password Never Expires as
needed.
12. Click OK. The connection appears in the Directory Service Connections dialog (see
Figure 148).
Specifying External Users and Groups

User and groups defined in WorkSite as external are automatically assigned to the
DEFAULT_EXTERNAL role. These users have limited privileges.
DSS enables you to specify specific groups or OUs as external when synchronized with a
directory service. This functionality is only available when importing directory information
from Microsoft Active Directory. For other directory service types, you must mark the users or
groups as external after they have been imported to WorkSite.
Take extra care when selecting OUs or groups to be imported as external users. Depending on
how the OU or group is organized, it may contain groups or users from other containers in the
directory.
To specify a directory service container as external:
1. In the DS Synchronization Connection Properties dialog (see Figure 149), enter the
distinguished name of the domain, organization, group, etc. that is to be defined as external.
All users defined within (and below) this container will be marked as external users in
WorkSite.
a. You can use the Browse button below the Root Container DN field in order to navigate
to the appropriate container, then select the distinguished name string at the bottom of
the dialog in the Selected DN field. Click CTRL+C to copy the string.
b. Click OK to close the context dialog, then double-click the first line in the External
DNs box. Now you can paste the distinguished name string that you copied in step a.
Tips for using the External DNs field:
You can only enter one DN per line.
You must double-click the line in order to enter, modify, or delete the DN string.
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If a user or group should no longer be marked external in the library, you must deselect the
external option individually for each user or group using DBAdmin. DSS will not update this
setting, even if you modify the DS Synchronization Connection Properties.
Mapping Directory Service Attributes to WorkSite

Importing users and groups from a directory service requires that the properties containing user
or group information in the directory service be mapped to comparable user or group profile
properties in WorkSite. Additionally, the K1SyncID property must exist on both the directory
service and the WorkSite database.
WorkSite provides default maps for Microsoft ADS and Sun ONE directory services.
To map Directory Service attributes to WorkSite:
1. Click Add under Attribute Map on the DS Synchronization Connection Properties dialog
(see Figure 149). The DS Synchronization Attribute Map dialog opens, as shown.
Figure 151 DS Synchronization Attribute Map Dialog
2. Enter a name for the attribute map in the Map Name field, for example, Novell.
3. To select a predefined map for Microsoft ADS or Sun ONE directory services, click the
ADS Defaults or Sun ONE Defaults button. This action populates the form with default
values.
4. To create a new attribute map, select a field from the list to serve as the K1SyncID.
298
5. Under Group, select Directory Service group attributes from the lists that correspond to the
following WorkSite fields:
Group ID
Name
Members
6. Under Organizational Unit, select a Directory Service attribute from the list that
corresponds to the WorkSite Name field.
7. Under User, select Directory Service user attributes from the lists that correspond to the
following WorkSite fields:
User ID
Name
Location
Telephone
Fax
E-mail
8. Click OK. The new map appears in the list of Defined Maps on the DS Synchronization
Connection Properties dialog (see Figure 149).

To launch the synchronization process, the DSS service must be enabled in the WorkSite Service
Manager.
NOTE
Whenever you change any DSS service settings, you must stop and restart the service in the
WorkSite Service Manager.
1. Open the WorkSite Service Manager.
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Figure 152 WorkSite Service Manager
2. Select DSS service.

3. Click the
300
Start icon from the toolbar.
Chapter 12
Symantec Enterprise Vault

Integration
About Symantec Enterprise Vault
Symantec Enterprise Vault (SEV) from Symantec Corporation and is one of the most widely
used email archiving solutions. Using intelligent classification and archiving solutions,
Enterprise Vault is able to improve a company's ability to protect corporate information. It also
helps reduce storage requirements for emails and other data and provides added security.
Enterprise Vault integrates with Microsoft Exchange 2000 Server, Exchange Server 5.5, and
Exchange Server 2003 and 2007 environments. After SEV is integrated with Outlook, vaulted
emails are replaced by stubs; a stub includes the message header and the first few kilobytes of
text from the email. When you open the stub, Outlook automatically connects to SEV and
downloads the entire email.
For information on installing and configuring SEV, refer to the user documentation provided
with the product or contact Symantec Corporation, http://www.symantec.com.
SEV Integration for WorkSite Server

SEV integration for WorkSite Server is currently available for Microsoft Exchange only.
When e-mail stubs from Outlook are imported to WorkSite, they are placed on the WorkSite
file-server, just like any other files that are imported. A back-end process continuously scans for
newly imported emails. All new emails are analyzed and when SEV stubs are detected, the
back-end process retrieves the fully realized e-mail from SEV and replaces the email stub on the
file-server with the fully realized e-mail.
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Chapter 12: Symantec Enterprise Vault Integration
The SEV integration will restore e-mail stubs that have been imported into WorkSite to fully
realized emails as long as the e-mail content still exists within SEV. The integration will adhere
to the business rules of the existing e-mail management and the records management
functionality in WorkSite. If e-mails are declared as records on import, WorkSite will only allow
reconciliation of the e-mail with SEV and will deny any attempt to modify the record. Also, if
an e-mail stub in Worksite that has not been restored to a fully realized e-mail is accessed,
WorkSite will rely on the SEV client to display the email to the user.
When emails are imported from Outlook into WorkSite, the following rules apply.
If an email is imported into WorkSite from Outlook using a move command, the reference to
that email is removed from that inbox.
If the email is imported into WorkSite from Outlook using a copy command, the reference to
that email remains within that inbox and is continued to be served by SEV.
NOTE
None of these actions impact the actual content in SEV. Content in SEV is still referable using
the SEV shortcut until the content is removed from SEV by its configured records management
rules.
Supported Versions and Packaging

This integration supports.
WorkSite 8.3 using database schema version 8.3 and later.
SEV 6.0, 7.0 and 2007.
NOTE
The Microsoft Exchange version is dependant on the version of SEV and WorkSite.
Upgrading the Database Schema

You must upgrade the database schema to version 8.3 or later before integrating SEV with
WorkSite 8.3. Upgrade the database schema after upgrading the WorkSite Server software. For
information, see WorkSite Server and WorkSite Server with Caching Release Notes 8.3.
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Upgrading the Database Schema
WorkSite Server 8.3 includes a database upgrading utility (DbUpgrade.exe). It is a command

line utility that upgrades your database schema. You can find this utility in the WorkSite Server
installation directory. When you run the upgrade utility, it adds a column to your database. For
more information, see EMAIL_ATTRS Table and Status Codes on page 313.
To verify if the schema upgrade proceeds correctly, test the DbUpgrade utility on a backup copy
of your SQL database in a development environment. After completing a successful upgrade in
a development environment, you can upgrade your production environment.
NOTE
The DbUpgrade utility may fail if it encounters constraint violations in the database. Contact
Autonomy Technical Support for additional information.
Test the DbUpgrade Utility on a Database Copy

Before you upgrade the database on your production environment, you should test the upgrade
on a copy of your database. Use these instructions to complete this test.
1. Stop all WorkSite services that are connected to the database(s) that you want to upgrade.
2. Back up your SQL databases and verify that the backup files are restorable.
NOTE
Autonomy is not responsible for loss of data caused by the failure to backup your databases.
3. Create a new test SQL database. Restore the backup of your production database to this
database. Run the upgrade against this test copy of your production database, before running
it in your production environment.
4. Install WorkSite Server 8.3 on the test server machine. (The installation directory contains
the executable for the DbUpgrade utility.) For more information, see the WorkSite Server
and WorkSite Server with Caching Release Notes 8.3.
5. Run DbUpgrade.exe against the restored test copy of your database. See Using the
DbUpgrade Utility on page 304. Complete one of the following tasks based on the outcome
of the upgrade test.
Errors Reported: Review the DbUpgrade.log file located in WorkSite Server

installation directory, and resolve the errors as necessary. Contact Autonomy Technical
Support for assistance with errors that you are unable to resolve.
No Errors Reported: Proceed with the upgrade. Run DbUpgrade utility against the
production database.
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NOTE
Do not run DbUpgrade utility against your production database until you verify that there
are no errors when you run it against the test database.
Using the DbUpgrade Utility

Use the following instructions to run the database upgrade utility, and upgrade the databases that
connect to the WorkSite Server 8.3.
1. Locate the installation directory for the WorkSite Server. (This directory contains the
executable (dbUpgrade.exe) for the utility.
2. Start the command prompt in this directory.
3. To run the DbUpgrade utility, use the following format to enter the ODBC Data Source
Name (DSN), SQL login account, and password as parameters on the command line:
> DBUPGRADE.EXE -DSN [data_source_name] -USR [username] -PSWD [password]
For example, you would enter the following information if the ODBC Data Source Name
for your SQL Database is NEWYORK, the SQL login account is SA, and the Password is
Barney27:
> DBUPGRADE.EXE -DSN NEWYORK -USR SA -PSWD Barney27
4. Confirm that the command prompt displayed a message indicating that the upgrade was
successful. You can also view the DbUpgrade.log file to confirm the upgrade. This file is
located in the same directory as the DbUpgrade utility.
Contact Autonomy Technical Support if you find errors in this log file that you have been
unable to resolve.
Installing Vault Admin Console

The Vault Admin Console (VAC) must be installed on each WorkSite Server node that integrates
with SEV. The Vault Admin Console is a standard part of the Symantec Enterprise Vault server
installation package and will provide all of the components necessary for the WorkSite Server to
access the Symantec Enterprise Vault server to reconcile e-mail stubs.
The version of the Vault Admin Console installed on the WorkSite Server should match the
version of the production Symantec Enterprise Vault server. For example, Vault Admin Console
6 should not be used on the WorkSite Server at sites running Symantec Enterprise Vault 7.
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Installing Microsoft Exchange Server MAPI Client and CDO
For more information about the Vault Admin Console, contact Symantec Corporation.
Installing Microsoft Exchange Server MAPI

Client and CDO
The WorkSite Server with SEV Integration requires the Microsoft Exchange Server MAPI
Client and Collaboration Data Objects (CDO) in order to connect to Exchange and examine
e-mail contents to determine if the e-mail is an SEV stub.
Download and install the MAPI Client and CDO installer, ExchangeMapiCdo.EXE, from the
Microsoft website, http://www.microsoft.com.
User Account Information

SEV authentication and authorization is accomplished using trusted login. Therefore, the
Windows account used to run the WorkSite Server must be a local administrator and an Active
Directory domain account that has administrator access to SEV.
The WorkSite Server also needs a WorkSite account in order to perform DMS transactions like
replacing the email and logging audit entries. This DMS user account should be a member of the
NRTADMIN group and the user id should be added to the Windows Registry. For more
information, see Adding User Account to Windows Registry on page 305
NOTE
If user account does not have administrator access to SEV, the SEV API will return Internal
Failure error messages when the DMS attempts to download email messages from the Vault.
Adding User Account to Windows Registry

Use the instructions in the following section to add the WorkSite NT user account information to
the registry.
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CAUTION
Modifying the registry improperly can cause serious problems with the operating system. Be
sure to make a backup of the registry and exercise caution when modifying the registry.
Autonomy is not responsible for loss of data due to improper use of the Registry Editor or
failure to backup the registry.
1. Go to Start > Run and enter Regedit, or type regedit at the C: prompt.
The Registry Editor appears.
Figure 153 Registry Editor
2. Locate the hive, imDmsSvc, in the following path: HKEY_LOCAL_MACHINE\

SOFTWARE\Interwoven\WorkSite\imDmsSvc.
Click imDmsSvc. The right pane shows the String Values associated with imDmsSvc. See
Figure 154.
Figure 154 imDmsSvc
3. In the right pane, scroll down to locate the String Value, Reconcile UserId.
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Adding User Account to Windows Registry
Figure 155 Reconcile UserId
4. Double-click the Reconcile UserId String Value.

The Edit String dialog box appears.
Figure 156 Edit String Dialog
5. Enter the WorkSite NT user account information in the Value data text box.
6. Click OK.
The WorkSite NT user account gets updated in the registry.
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Integrating Symantec Enterprise Vault with

WorkSite Server
To enable SEV integration with Worksite.
1. From the Windows Start menu, point to All Programs, then Autonomy, then click iManage
Service Manager.
The WorkSite Service Manager opens. See Figure 157.
Figure 157 WorkSite Service Manager
2. If the WorkSite Server Service is running, select the Service and click the Stop button in the
toolbar. Alternatively, you can click Stop Service from the Service drop-down menu or type
Ctrl-T. See Figure 158.
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Integrating Symantec Enterprise Vault with WorkSite Server
Figure 158 Stop Service
3. Once the WorkSite Server Service has stopped, click the Service Properties button in the
toolbar. Alternatively, you can select Service Properties from the Properties drop-down
menu or type Ctrl-P. See Figure 159.
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Figure 159 Service Properties
The WorkSite Server Properties dialog box appears. See Figure 160.
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Integrating Symantec Enterprise Vault with WorkSite Server
Figure 160 WorkSite Server Properties Dialog
4. Select the Enable Symantec(tm) Enterprise Vault Integration check box to enable SEV.
See Figure 161.
311
Figure 161 Enable Symantec(tm) Enterprise Vault Integration
5. Insert the DNS name or address of the SEV Server in the Server Address text box.
6. Click OK.
7. Restart the WorkSite Server Service by clicking the Start button in the toolbar.
Alternatively, you can click Start Service from the Service drop-down menu or type Ctrl-S.
See Figure 162.
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Understanding DMS Log File Information
Figure 162 Start Service

Status codes and errors related to SEV integration with WorkSite can be found in the DMS log
file. They are explained in detail in the following section.
EMAIL_ATTRS Table and Status Codes

All emails that are scanned and processed by WorkSite NT are recorded in the EMAIL_ATTRS
table with a status code. This table can be found in the DMS log file.
Any email without a record or with a P status in the EMAIL_ATTRS table is a candidate for
the next scan.
The status codes are as follows.
E indicates that the email has been reconciled, in either of the following two ways.
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It was sourced from SEV and the stub was replaced with the fully realized email.
It was sourced from Exchange and no changes were made.
P indicates that the reconciliation encountered an error while processing the email and
increased its retry count. When the retry count equals the maximum value in the DMS
registry key, ReconciliationRetry (found in the Windows registry), it will no longer be
selected as a candidate email.
X indicates that the email has failed reconciliation the maximum number of times and will
no longer be a candidate for reconciliation. For more information, see the explanation for
status code S.
S indicates that the email, sourced from SEV, has failed reconciliation the maximum
number of times and will no longer be a candidate for reconciliation but will remain an SEV
stub message file.
U indicates that the WorkSite Server cannot determine whether the origin of the e-mail
was from Exchange or from Enterprise Vault. This can happen because of corrupted or
non-existent file or because the origin is from other e-mail servers, like Lotus Notes.
Fatal and Non-Fatal SEV Errors

Fatal SEV errors occur when SEV is offline, does not respond or denies permission to download
a file. In these cases, the Email Reconciliation subsystem goes into a sleep state, giving the
system administrator a chance to correct the issue.
Non-fatal errors are those in which a requested item cannot be found in the Vault but the Vault is
still operational and online. In this case, reconciliation proceeds as normal.
NOTE
Email Reconciliation subsystem is the background process running in the WorkSite Server that
manages the connection to SEV and resolves SEV shortcuts.
Heartbeat Statistics
The Email Reconciliation subsystem will write a status message to the DMS log file just before
going into a sleep state:
QPT=0 QPS=0 QPE=0 QFR=0 QFX=0, TPT=0 TPS=0 TPE=0 TFR=0 TFX=0
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The Quantum records (QPT, QPS, QPE, QFR, QFX) are the delta for the last cycle and the
Total records (TPT, TPS, TPE, TFR, TFX) are the total since the Email Reconciliation
subsystem was started.
Table 40 shows the records with their expansion.
Table 40 Abbreviations used in the DMS log file
Abbreviation
Expansion
QPT
Quantum Processed Total
QPS
Quantum Processed sourced from SEV (reconciled

successfully, marked E)
QPE
Quantum Processed sourced from Exchange (marked E)
QFR
Quantum Failed, in Retry phase
QFX
Quantum Failed, marked as X (or S if sourced from SEV)
TPT
Total Processed Total
TPS
Total Processed sourced from SEV (reconciled successfully,

marked E)
TPE
Total Processed sourced from Exchange (marked E)
TFR
Total Failed, in Retry phase
TFX
Total Failed, marked as X (or S if sourced from SEV)
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316
Chapter 13
WorkSite Server with Caching

Overview
About WorkSite Server with Caching
Caching Server Technology
Cache Fileserver
Overview of Proxying Capabilities
About WorkSite Server with Caching

WorkSite Server with Caching is an optional feature of WorkSite Server. This chapter contains
instructions for how to configure the WorkSite Server with Caching. File caching is useful in
multi-office systems where documents are frequently accessed over a WAN. The File Servers
used for caching should have the same specifications as the network file servers.
The WorkSite Server with Caching is a key enabling technology that allows firms to seamlessly
transition from the traditional office centric approach of organizing and consuming content, to a
global approach where content is more readily accessible and organized around a firms
business needs. While there are several benefits of caching from both the business and IT
perspective, this section addresses following topics for the WorkSite administrators:
Developing a deeper understanding of our caching server technologies.
Understanding the infrastructure requirements for a successful caching server deployment.
Surfacing the issues and dependencies involved when planning a successful caching server
rollout.
Understanding the new proxying capabilities
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Chapter 13: WorkSite Server with Caching
Caching Server Technology

The WorkSite Server with Caching is a specialized WorkSite Server application that has the
ability to maintain and serve documents from a local cache. (This is a folder configured as the
cache server.) The caching server does not maintain or store any document meta-data or full-text
indexing information.
Users connect to the local caching server with any client application and work just as they
would if connected to a regular (non-caching) WorkSite Server. For example, a user sends a
request to open a document. The caching server first checks its local cache to see if an
up-to-date copy of the file exists. If so, the file is served to the client application from the cache.
This process is faster than retrieving it across the WAN.
The SQL database is also updated to mark the document as checked-out. If the document does
not exist in the local cache, or if the local cached copy is older than the central copy of the
document, the caching server will automatically download the latest copy from the central
location and refresh the cache. A similar sequence of events takes place when checking in the
document.
The caching server accepts the document from the client application and copies it to the local
cache. The client application is then released, and the user can completed related tasks. The
caching server copies the document to the central location. It updates the SQL information to
mark it as checked-in, updates history, and so on.
The overall time for the check-in is shortened, because the document is uploaded to the cache
when the user closes it. The user does not have to wait for the document to be uploaded to the
central location. This operation is handled asynchronously by the caching server. The issues
discussed in this section apply to file caching only.
The caching server does not cache any information about the document stored in the SQL
database, such as profile information. For example, client-matter meta-data, security rights and
so on. Caching only applies when transferring files, but not when performing document
searches, profile updates and so on.
NOTE
This type of caching differs from the meta-data caching and shared cache capabilities that are
also part of the WorkSite Server.
In addition, WorkSite proxy capabilities enhance performance for the caching server. This proxy
capability reduces the number of SQL transactions from the caching server to the remote SQL
Database.
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Cache Fileserver
Cache Fileserver
A caching server is essentially a regular WorkSite DMS server with additional configuration
options that allow it to perform caching functions. When deployed as a cache server, it acts as an
appliance in the remote office. The caching server can be configured to cache content from
multiple centralized databases. It maintains SQL ODBC connections to each database, and it
connects to the central file server. Each database maintains a list of all caching servers currently
connected and all documents currently maintained in each servers cache.
NOTE
The cache fileserver should have the same specifications as your system fileserver: SCSI, RAID
configured drive capable of handling the amount of content for the number of documents to be
placed into the cache plus 20%.
When a user makes a document request, such as, a checkout, the caching server queries the
appropriate database to see if:
1. The document currently exists in the local cache.
2. The document in the cache is up-to-date.
If both conditions are true, then the caching server returns the local copy from the cache folder
and marks the document as checked-out.
If either condition is false, the caching server connects directly to the central file server, checks
out the document, and streams it to the client machine while retaining a copy of the document in
the cache.
The database is also updated to reflect that the cache contains an up-to-date copy. When the
document is checked in, the caching server accepts the document from the client application. It
releases the client so that the user can continue working. (This happens very quickly, regardless
of document size.) The caching server then checks the document back in, which physically
updates the document on the central server and updates the SQL database accordingly.
The caching server maintains a queue of all the documents to be uploaded. It wakes up at
one-minute intervals, and uploads all the documents in the queue to the central file server. (It
does not upload a document to the centralized file server immediately after receiving it from the
client.) If the upload time extends the one-minute boundary, the cache server does not go to
sleep but continuously uploads documents until the queue is empty.
Configuring the caching server consists of three steps:
Determine which repositories to be cached
Specify the local path or folder on the WorkSite Caching Server where cached documents
are stored
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For WorkSite Server with caching 8.0 SP1 (With proxying capabilities) and above, specify
the WorkSite Server at the central location where the transactions will be proxied.
Example
A firm that has regional data centers in New York and Chicago. It is common for attorneys in
New York to work on documents for matters based in Chicago, and vice versa. The New York
DMS server needs to see the Chicago databases in order to access that content. Consequently,
it might make sense to configure the New York DMS server to cache the Chicago content
locally. (This minimizes the delays due to uploads or downloads of files across the slower
WAN.) The New York DMS acts as a local DMS for local New York content, and as a caching
server for remote content in Chicago. (The New York DMS does not cache the files of the New
York database, since these files are readily accessible on the fast LAN.) The Chicago site can be
configured the same way, providing both locations with quick, seamless access to content
regardless of its physical location.
Additional considerations includes the number and location of smaller offices around the
regional data centers, the quality of network connections, the work patterns of users, average
document size, and others.
Preloading the Cache

An attorney based in Chicago travels to New York to work on a case. Many of the documents
that the attorney has been working on reside in the Chicago repository. The New York cache
could be pre-loaded with all the documents for that particular matter prior to the attorneys
arrival. The attorney can begin working on documents without having to wait for each document
to be streamed to the current machine from the file server in Chicago via the caching server in
New York.
A process could be setup to refresh the cache on a regular basis, ensuring that any documents
needed by the attorney are always up-to-date in the cache. When the attorney leaves New York,
the cache could then be purged to remove those documents, and free up space on the caching file
store. Pre-populating the cache is also performed when a remote office is rolling out for the first
time. The caching server API can be used to pre-populate the documents that these users
frequently access so this content is readily available.
NOTE
See IManCacheableContent in the COM Object for WorkSite Developer's Reference Guide.
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Cache Fileserver
Configuring the WorkSite Server for File Caching

You must configure your WorkSite Server to use the file caching option. Perform this procedure
on the WorkSite Server at each site.
To configure your WorkSite DMS server:
1. Open the WorkSite Server Service Manager. Highlight the WorkSite Server service. Select
Service Properties from the Properties menu.
The WorkSite Server Properties dialog box opens.
Figure 163 WorkSite Server Properties dialog box
2. Enter the path to the Cache Fileserver in the Cache Fileserver Path text box. You can use
the browse button to navigate to the Cache Fileserver and select it.
At Site 1, the centralized site where the databases reside, the Cache Fileserver for
Database 1 will be a path to the Cache Fileserver at Site 2.
At Site 2, the Cache Fileserver for Database 2 will be a path to the Cache Fileserver at
Site 1.
See the examples in Cache Fileserver on page 319.
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NOTE
A server that does not belong to a cluster must have a unique fileserver cache. All servers
belonging to a specific cluster must have an identical fileserver cache.
3. To complete the other fields in the WorkSite Service Properties dialog box, see the WorkSite
Server Implementation Guide. These fields are all related to Meta-Data caching and not to
File caching.
4. Click OK to save your settings.
5. Set up your databases to enable caching files. Select Databases Setup from the Properties
menu. Select the name of the library you want to enable and click Modify. The WorkSite
Server Database Properties dialog box is displayed.
Figure 164 WorkSite Server Database Properties dialog box
6. Select the Enable Cache Fileserver check box.

7. Click OK to save your settings and close the dialog box.
8. Click Close.
NOTE
Enable caching only for databases with remote fileservers, that is, fileservers that are
located across the WAN from the WorkSite Server.
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Purging the Cache Fileserver

You can purge the Cache Fileserver of files that have not been accessed since a specified date
and time, so that the cache does not become overloaded. You should do this on a regular basis.
The Cache Purge tool also deletes documents from the cache which have been previously
deleted from the remote library. The Cache Purge tool is a command line executable program
performed on the WorkSite Server.
To perform a cache purge:
1. On the Cache Fileserver, choose Run from the Start menu, and type cmd to open the
command window.
2. Enter the cache purge information using the following syntax:
C:\> imCachePurge.exe [-info] -dsn <DSN> -usr <username> -pswd <password>
-dtm <MM/DD/YYYY 24HH:MM:SS>
For example:
C:\> imCachePurge.exe -dsn Colorado -usr sa -pswd mhdocs -dtm "06/18/2003
18:59:00"
3. Type Enter. The utility removes documents in the cache file server for the library you
named that are older than the date you selected.
4. Repeat for each library (Data Source Name) connected to that Cache Fileserver.

When a client initiates a request in a traditional WAN environment, the transaction requests are
handed over the WAN, and sent to the centralized or remote SQL database. The centralized or
remote SQL database extracts the requested documents from the File Server, and returns request
over WAN to the WorkSite Server with Caching. This is a time consuming task since each
transaction normally consists of sub components to move to and fro over the WAN network.
A client request can result in multiple transactions across the WAN, which slows down
performance in a traditional WAN system.
Figure 166 illustrates the traditional way of handling requests.
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Figure 165 Traditional WAN Environment
Currently, WorkSite Server with Caching works to enhance performance over a WAN in a
distributed environment.
It utilizes "proxy" architecture to minimize SQL transactions over the WAN. When a client
initiates a request, the transaction requests are sent directly from a local WorkSite Server to the
remote WorkSite Server. The remote WorkSite Server "proxies" the requests to the SQL
database locally and returns the response to the requesting WorkSite Server.
Figure 166 WorkSite Server with Proxying Capabilities
The proxying capabilities minimize the number of SQL roundtrips over the WAN. The WorkSite
Advanced Server allows a client request to a remote library to go from the local DMS to the
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remote DMS. The remote DMS handles the multiple server transactions locally, and responds to
the client request in a much shorter time.
Rather than relying on the caching server to communicate directly with the centralized SQL
server, a partial server-to-server proxy mechanism is implemented for transactions that
generated several roundtrips over the WAN.
For transactions that require several roundtrips over the WAN, the caching server can make a
single call to the central WorkSite Server. The central WorkSite Server performs all the
individual SQL transactions locally on the LAN in the central data center, where latency is not
an issue. It then reports the status of the completed transaction to the caching server. Only one
atomic transaction takes place between the caching server and the data center.
NOTES
This capability is referred to as a partial proxy mechanism since only proxied core
transactions result in several round trips over the WAN. The caching server maintains an
ODBC connection to the SQL server for transactions such as authentication, to the file
server for file upload or download, and so on.
It is not possible to turn on file caching for a database, but to turn off the proxying
capabilities. With WorkSite Server with Caching 8.0 sp1 and above, the proxy capabilities
are an integral part of the caching functionality and cannot be disabled.
WorkSite Server with Caching refers to the proxying capability as well. Proxying is an integral
part of the caching technology.
Setting up Library Connections

When you are configuring the WorkSite Advanced Server in the WorkSite Service Manager, you
must set up communication to the proxy server and to each database.
To configure library connection properties:
1. On the WorkSite Server in the remote location, open the WorkSite Service Manager, and
select Databases Setup on the Properties menu. See Figure 166.
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Figure 167 WorkSite Server Database Setup dialog box
2. Click Add Server to open the Server Connection Properties dialog box. You can add a
server connection across the WAN.
Figure 168 Server Connection Properties dialog box
3. Enter the name of the Proxy server in the Cluster/Server Name field.
4. Enter the Logon ID and Password for a WorkSite user, who is a member of the
NRTADMIN Group for the enterprise server. This ID and password must have system
administrator-level access to the enterprise server.
5. Enter TCP/IP Port Configuration information. The values entered in the Service Port and
File Port fields are dedicated TCP/IP port numbers assigned to the WorkSite Server service
tool. The service port is used for service transactions, and the file port is used for
transmitting files. Autonomy recommends that you use the default value for the service port
(1080) and file port (1081), unless otherwise instructed by WorkSite Technical Support.
326
6. If you want to maintain a 1:1 ratio of threads to connections for this database, select the As
many connections as threads check box. Otherwise, clear this check box and enter a custom
number of connections that should be maintained between the WorkSite Server and
database. See the WorkSite Server Installation Guide.
7. Click OK to save your entries and return to the WorkSite Server Database Setup dialog box.
8. Click Add Database to open the Database Properties dialog.
Figure 169 Database Properties Dialog ox
9. Enter the name of the database in the Database Logon Setup field.
10. Enter the SQL Logon ID and Password for the database. This ID and password must have
system administrator-level access to the database, such as the SA account.
11. Select the Enable Cache Fileserver check box.
12. If you want to maintain a 1:1 ratio of threads to connections for this database, select the As
many connections as threads check box. Otherwise, clear the check box and enter a custom
number of connections that should be maintained between the WorkSite Server and
database.
13. Select the Preferred Database option to designate this database as the source for dialog
boxes, captions, and roles. Any database that is identified as a Preferred Database can serve
as a source for dialog boxes, captions and roles. Each WorkSite Server must be connected to
at least one database that is identified as a preferred database. You can specify alternate
preferred databases for individual users using the Database Administration tool.
14. If this database functions as a web content database for use with the WorkSite Web client,
select the Web Content check box.
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15. If you want the Web Content database to be hidden from end-users, select the Hidden check
box.
16. If you want to enable full-text searching on this database, select the Enable Full- Text
Searching check box.
17. Enter values for the full-text search setup for this database:
Specify the name or IP address of the full-text search server or cluster in the Cluster /
Server Name field.
To specify a TCP/IP service port for the full-text search server, select Specify Service
Port and enter the service port in the field. The default is 1082.
18. Click OK to save your entries and return to the WorkSite Server Database Setup dialog box.
19. Click Close to return to the WorkSite Server Service Manager window.
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Chapter 14
Tools and Utilities

Overview
This chapter includes information on the following tools or utilities:
Migrating Users to a Different Database
Populating Custom Tables
Populating User Tables

Users in a WorkSite System are assigned a default database where the users personal settings,
subscriptions and favorites are stored. This database is the users preferred database. It may be
necessary to assign a user to a different database. For example, the user might move to a
different department or a different office within the organization.
In this case, the users personal settings, subscriptions and favorites should move to the new
default database. You can use the WorkSite Users Preferred Database Migration Tool to make
this modification.
Prerequisites
The WorkSite Users Preferred Database Migration Tool requires the following prerequisites:
Every WorkSite Database must contain information about the intended destination database
in the MGHGROUP.LIBRARIES table.
Each WorkSite Server must have a common administrator account for every WorkSite
Server and WorkSite Database across the entire system.
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Chapter 14: Tools and Utilities
Working of Users Preferred Database Migration Tool

The WorkSite Users Preferred Database Migration Tool is a command line program. You can
use the Migration Tool to enter the following information:
Server
Administrative user ID and password to log in to the server
Source database
Destination database
Target user ID name in both the source and destination database
Option the name and path of a log file
When the information is entered on the command line and executed, the Migration Tool
performs a four-stage algorithm:
Stage 1: Initialization
Stage 2: Copy
Stage 3: Finalization
Stage 4: Deletion
Stage 1: Initialization
1. Using the administrative userID and password, the Migration Tool logs into the first server
in the server list, and checks the connection to the source and the destination database. If
any connection fails, the Migration Tool closes.
2. The Migration Tool checks to see if the targeted user is in the source database, and if that the
source database is the current preferred database for this user. If not, no further action is
performed for this targeted user and the Migration Tool closes.
3. Next the Migration Tool checks to see if the target user exists in the destination database. If
not, no further action is performed for this targeted user and the Migration Tool closes.
4. The Migration Tool checks to see if the destination database contains any of the following
information for the targeted user:
Any user's preference settings
Any subscription hierarchy
Any favorite hierarchy
If any of this information is found, it is the result of a previous unsuccessful migration. This
data is removed from the destination database before initiation of the Copy Stage. If any
error occurs, the Migration Tool closes.
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Stage 2: Copy
In this stage the target users preference settings, subscription hierarchy, and favorite hierarchy
are copied to the destination database.
User's preference settings

In the WorkSite Web Client product, users can choose whether or not to display the following
items:
Checkout list
Worklist
Recent pages
Preferences
Subscriptions
Favorites
Explorer
Search histories
The Migration Tool copies the visibility flag settings for these items from the source database to
the destination database. If any unrecoverable error occurs, the Migration Tool closes.
Subscription Hierarchy
The Migration Tool copies the entire subscription hierarchy recursively to the destination
database. If any unrecoverable error occurs, the Migration Tool closes.
Favorites Hierarchy
The Migration Tool copies the entire subscription hierarchy recursively to the destination
database. If any unrecoverable error occurs, the Migration Tool closes.
Stage 3: Finalization
In this stage, all the target user's preferred database settings in every database across the system
are updated so that they point to the new destination database. Also, any existing references in
other users' subscription hierarchies that point to the target user's old subscription hierarchy in
the old database are updated so that they reference the new hierarchy in the destination database.
If any unrecoverable error occurs, the Migration Tool closes.
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Stage 4: Deletion
When the migration succeeds, all of the user preferred database settings in all the databases have
been updated, and all existing subscription shortcuts that point to the old subscription hierarchy
has been redirected. At this point the Migration Tool deletes the old information in the source
database.
Performing a Preferred Database Migration

Use the following procedure to move a users settings, subscriptions, and favorites from one
preferred database to another.
1. Verify that every WorkSite database in the system contains information about the intended
destination database in the MGHGROUP.LIBRARIES table.
2. Verify that each WorkSite Server has a common administrator account for every WorkSite
Server and every WorkSite Database across the entire system.
3. Choose Run from the Start menu and type cmd. Then click OK. A command window
opens.
4. Enter the following parameters.
Table 2.1:
Parameter
Description
-svr
A list of server names, separated by one or more spaces.
-usr
The common login to every server.
-pwd
The common password for -usr.
-sdb
The source WorkSite 8.2 database name. This parameter is

case-sensitive.
-ddb
The destination WorkSite 8.2 database name. This parameter is

case-sensitive.
-tuser
The target user login name in both the source database and the
destination database.
-logfile
The log file with the full path. If not specified, the log file name is
PDMTool.log, and it is located in the working directory.
You can enter the parameters in any sequence. For example, both of the following entries
should be valid for migrating user UU from database SS to database DD using the default
administrator login in both databases.
C:\ > PDMTool.exe -svr workdemo -usr adminuserid -pwd adminpassword -sdb SS
-ddb- DD -tuser UU
or
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C:\> PDMTool.exe -svr workdemo -sdb SS -ddb DD -tuser UU -usr adminuserid

-pwd adminpassword
5. Press Enter after you have listed all the parameters.

The Custom Table Loading Utility, clload.exe, is a command line executable that can be used to
populate or load entries into the custom tables of a WorkSite database from any ANSI text file.
This executable can be run from the command line or from a standard Windows batch file. The
actual loading process performed by the custom table loading utility is identical to that
performed from within the Database Administration program, but it can be executed
automatically from within a batch file. The parameters used to configure the loading process are
explained below, along with the specifications for the text files used in the loading process. The
custom table loading utility can only load entries into the Custom1/Custom2 tables (custom 1
and 2), custom tables 3-12, and the Custom29/Custom30 tables (custom 29 and 30).
Prerequisites
Database created using WorkSite Network version 4.0
The clload.exe can only be run from a batch file or from the command line.
The clload Command

The general form of the clload command is listed below. The parameters listed in <brackets> are
always required. The parameters listed in [brackets] have default values assigned to them and
only need to be specified when performing certain types of loads. Each of these parameters is
explained fully with examples in the pages that follow. The parameters may appear on the
command line in any order.
clload </db:database userid password>
</file:filename>
</table:name>
[/parentAlias:parentalias]
[/overwrite:flag]
[/childflag:flag]
[/format:[delimiter][column1][column2][column3][column4]]
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Required Format for the ANSI Text File

The Custom Table Loading Utility can insert entries taken only from an ANSI text file into the
custom tables on a WorkSite database. The text file should be formatted to contain a series of
records (or rows), each of which contains at least a custom alias, a custom description, and an
enabled/disabled value. Fields (or columns) in each record must be delimited by a single,
consistent character, such as a comma, pipe symbol, exclamation point, or asterisk. When
importing parent and child table entries simultaneously, each record in the text file must contain,
minimally, a parent alias, parent description, parent enabled/disabled value, child alias, child
description, and child enabled or disabled value. Each row (or record) in the text file must end
with an end of line character. Each record in the text file may contain additional fields which
will be skipped in the course of loading in the table entries. Valid enabled or disabled values are
Y or N and empty string. Empty string is treated as a Y.
Command Line Parameters

Table 41 lists line parameters classified as Required or Optional.
Table 41 Command Line Parameters
Required Command Line
Parameters
Optional Command Line Parameters
/db:databasename loginid
password
/parentalias:parentalias
/file:filename
/overwrite:Y or N
/table:tablename
/childflag:Y or N
/format:delimiter field1 field2 field3 field4 field5
field6
Required Parameters
/db:databasename loginid password
The /db parameter is required and must provide the ODBC data source name (databasename),
the user ID which will be used to log into the database, and the password. If the password is
null, use two double quotes to indicate a null password:
Examples:
clload /db:atlanta sa
clload /db:WorkSite sa password
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/file:filename
The /file parameter indicates the path and name of the ANSI text file that contains the entries
that will be loaded in the specified custom table.
Examples:
clload /file:c:\temp\clients.txt
clload /file:d:\public\accounts.txt
clload /file:e:\acc\public\accounts\css.txt
/table:tablename
The /table parameter specifies which table the entries will be loaded into. The only valid table
names that may be entered for this parameter are listed below. The table name is case-sensitive:
all table names must be entered in all caps, as shown.
When importing entries into a parent table and its child table simultaneously, enter the table
name for the parent table in the /table parameter (i.e., enter either CUSTOM1 or CUSTOM29.)
When importing entries into the Client, Matter, Practice or Subpractice tables, use the table
names, CUSTOM1, CUSTOM2, CUSTOM29, or CUSTOM30 respectively.
/table:CUSTOM1(Client table)
/table:CUSTOM2(Matter table)
/table:CUSTOM3
/table:CUSTOM4
/table:CUSTOM5
/table:CUSTOM6
/table:CUSTOM7
/table:CUSTOM8
/table:CUSTOM9
/table:CUSTOM10
/table:CUSTOM11
/table:CUSTOM12
/table:CUSTOM29(Practice table)
/table:CUSTOM30(Subpractice table)
Optional Parameters
/parentalias:parentalias
The /parentalias parameter is only used when the table name specified is CUSTOM2 or
CUSTOM30. (i.e., when you are importing Matter or Subpractice entries.) When you are
importing entries into either of these child tables, you must specify the parent alias to which the
imported entries should belong. This parent alias must already exist as a valid entry in the
corresponding parent table on the database. This parameter is ignored when the table name
specified in the /table parameter is anything other than CUSTOM2 or CUSTOM30.
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Examples:
/parentalias:0012359
(Result: All child entries imported in this load will be added to the child table associated with
this parent alias.)
/overwrite:Y or N
The /overwrite parameter specifies whether to overwrite existing description information if the
alias already exists. Normally, the clload.exe program will not overwrite existing description
information in the database. (By default, this parameter is set to N.) If an alias appears in the text
file, and the /overwrite parameter is not set to N, then the entry in the database is not changed. If
the /overwrite parameter is set to Y when an alias appears in the text file that already exists in
the database, the clload program will replace the existing description field for that alias in the
database with the one specified in the text file. If the /overwrite parameter is set to Y while
description information is being skipped, then no substitutions will be made in the description
field.
/childflag:Y or N
The /childflag parameter specified whether to load only parent table entries or both parent and
child table entries simultaneously. To load both together, specify Y. To load only parent table
entries, specify N. The /childflag parameter is set to Y by default. This parameter only applies
when the table name selected in the /table parameter is set to CUSTOM1 or CUSTOM29.
/format:delimiter field1 field2 field3 field4 field5 field6
The /format parameter is used to identify the character used to delimit fields in the text file.
Double quotes must be placed around the delimiter character when the character used as a
delimiter is a pipe symbol, less than or greater than characters, an asterisk, or any other symbol
that may be parsed incorrectly on the command line. (A pipe symbol, for instance, indicates that
you want to pipe the results of the first command to a particular input device.). The criteria that
follows the /format parameter is:
delimiter character used to delimit fields in the text file. The default delimiter is a comma.
field1: number of field (or column) that contains the parent alias. This number defaults to 1.
field2:number of field (or column) that contains the parent description. This number
defaults to 2.
field3:number of field (or column) that indicates whether this item should be enabled (Y) or
disabled (N). This number defaults to 3.
field4:number of field (or column) that contains the child alias. The value of this field
defaults to 4.
336
field5:Number of field (or column) that contains the child description. The value of this
field defaults to 5.
field6:number of field (or column) that indicates whether this item should be enabled (Y) or
disabled (N). This number defaults to 6.
When you are importing entries in any custom table other than CUSTOM1 and CUSTOM29
(the Client and Practice tables), any values entered for fields 4, 5 and 6 are ignored, and the
values for fields 1, 2, and 3 only are used to extract the custom alias and description from each
row or record in the text file.
Example:
/format:"|" 3 4 2 1 5 6
(Result: Given this formatting parameter, this load will parse the file using the pipe symbol as
the character designated to delimit fields in the text file, and it will read in the third and fourth
fields as the alias and description for each custom table entry. If the second field in that row in
the text file contains an "N" or "n", the item will be disabled. If it contains a "Y" or "y" or empty
string, the item will be enabled. If parent-child tables are being loaded simultaneously, then the
first and fifth fields in each record will also be used to create a child table entry that will be
associated with that parent table entry. The child table entry will be enabled or disabled based on
the value in field six.)
Skipping the Description Field

You can choose to load only aliases into any custom table by specifying a field number of
negative one (1) as the field number from which to take the description field. When 1 appears
as the field number for the description field in the /format parameter statement, then description
fields will be loaded in.
Example:
/format:| 3 -1 1 5
Result: No descriptions will be loaded in for any custom table entries or parent table entries
loaded in. This feature may be used when loading in parent-child tables simultaneously. Either
parent or child descriptions or both may be skipped.
Loading Multiple Child Table Entries

While loading parent and child tables simultaneously, multiple child table entries can be loaded
in and associated with the same parent table entry by repeating the same parent alias and
description in multiple rows in the text file. For example, consider the results of loading in the
following text file using the following command line:
337
Example command line:

clload /db:chicago sa /table:CUSTOM1 /childflag:Y /file:c:\temp\climat.txt
/overwrite:N /format:, 1 2 3 4
Example text file excerpt:

PA00012,PETERS ACCOUNT,SS00001,DAYTON OFFICE
PA00012,PETERS ACCOUNT,SS00002,WRIGLEY OFFICE
PA00012,PETERS ACCOUNT,SS00003,STAMFORD OFFICE
If the above command line is used to load in data from a text file that contains the excerpt above,
then three entries will be added to the Matter table for the single Client table entry, PA00012.
Examples of Valid Command Line Entries

clload /db:ntdb sa "" /table:CUSTOM1 /file:c:\temp\climat.txt /overwrite:Y /
childflag:n /format:"," 1 2 3 4
The above command line statement specifies that client entries should be loaded into the
database NTDB using the userid SA with a null password from the file, CLIMAT.TXT, located
in the C:/TEMP directory. The text file will be parsed using a comma and only parent table
entries will be loaded in. The alias will come from the first field in each row (or record) in the
text file, the description will come from the second field in each row (or record) in the text file.
clload /db:ntdb sa "" /table:CUSTOM2 /parentAlias:000002 /file:c:\temp\
climat.txt
The above command line statement specifies that matter entries should be loaded into the
database NTDB using the userid SA with a null password from the file, CLIMAT.TXT, located
in the C:/TEMP directory. The matter entries will all be added to the entry in the client table
with the alias, 000002.
clload /db:ntdb sa "" /table:CUSTOM3 /file:c:\temp\climat.txt /overwrite:Y /
client:n /format:"," 1 2
The above command will load entries into the custom3 table from the text file CLIMAT.TXT
and overwrite the descriptions of existing entries.

The User Table Loading Utility, userload.exe, is a command line executable that can be used to
populate or load entries into the user tables of a WorkSite database from any ANSI text file. This
executable can be run from the command line or from a standard Windows batch file. The actual
loading process performed by the user table loading utility is identical to that performed from
within the DBAdmin tool, but it can be executed automatically from within a batch file. The
parameters used to configure the loading process are explained below, along with the
338
specifications for the text files used in the loading process. This utility can only load entries into
the user table.
Prerequisites
Database created using WorkSite 7.0 or later.
The userload.exe may only be run from a batch file or from the command line.
The userload command

The general form of the userload command is listed below. The parameters listed in <brackets>
are always required. The parameters listed in [brackets] have default values assigned to them
and only need to be specified when performing certain types of loads. Each of these parameters
is explained fully with examples in the pages that follow. The parameters may appear on the
command line in any order.
</db:database loginid password>
</file:filename>
[/format:[delimiter][column1][column2][column3]
[column4][column5][column6][column7][column8][column9][column10][column11][c
olumn12]]
Required Format for the ANSI Text File

The User Table Loading Utility can insert entries taken only from an ANSI text file into the user
table on a WorkSite database. The text file should be formatted to contain a series of records (or
rows). Fields (or columns) in each record must be delimited by a single, consistent character,
such as a comma, pipe symbol, exclamation point, or asterisk. Each row (or record) in the text
file must end with an end of line character. Each record in the text file may contain additional
fields which will be skipped in the course of loading in the table entries.
Command Line Parameters

/db:databasename loginid password
The /db parameter is required and must provide the ODBC data source name (database name),
the user ID which will be used to log into the database, and the password. If the password is
339
null, use two double quotes to indicate a null password: "". Autonomy does not recommend
using a null password.
Examples:
userload /db:atlanta sa ""
userload /db:WorkSite sa password
[/MustChangePwd: [Y|N]]
The /MustChangePwd parameter is optional. If used, Y indicates that the user must change the
password at the next login; N indicates that the user is not required to change the password. The
default is Y.
/mode: insert overwrite sync

The /mode parameter defines how the Userload Utility treats current user values. The action of
various modes is defined in the following table.
Table 42 Mode action on current user values
Mode
Description
insert
Inserts new users.
overwrite
Overwrites values, including Password and MustChangePwd.
sync
Synchronizes values; acts like overwrite, except Password and

MustChangePwd are not updated.
/file:filename
The /file parameter indicates the path and name of the ANSI text file that contains the entries
that will be loaded in the specified custom table.
Examples:
userload /file:c:\temp\user.txt
userload /file:d:\public\user.txt
/format:"delimiter" field1 field2 field3 field4

The /format parameter is used to identify the character used to delimit fields in the text file.
Double quotes must be placed around the delimiter character when the character used as a
delimiter is a pipe symbol, less than or greater than character, an asterisk, or any other symbol
that may be parsed incorrectly on the command line. A pipe symbol on the command line, for
340
instance, normally indicates that you want to pipe the results of the first command to a particular
input device. The criteria that follows the /format parameter is described in the following table.
Table 43 Format Criteria
Criteria
Description
delimiter
character used to delimit fields in the text file. The default

delimiter is the pipe symbol |.
Column1:
Column number for UserID field.
Column2:
Column number for Password field; if Password field is

empty, MHDOCS is used as the default password.
Column3:
Column number for Full Name field.
Column4:
Column number for Location field.
Column5:
Column number for Phone field.
Column6:
Column number for Extension field.
Column7:
Column number for Fax field.
Column8:
Column number for E-mail field.
Column9:
Column number for OS type field.
Column10:
Column number for Container field.
Column11:
Column number for File Server field.
Column12:
Column number for Primary Library field.
Examples of valid command line entries:

UserLoad /db:ntdb sa "" /MustChangePwd:Y /file:c:\temp\UserData.txt /
mode:insert
/format:"," 1 2 3 4 5 6 7 8 9 10 0 0
The above command line statement specifies that entries should be loaded into the database
NTDB using the userid SA with a password of mhdocs from the file, UserData.txt, located on
the C drive in the TEMP directory. The text file will be parsed using a comma. There is no
default FILE SERVER or PRIMARY LIBRARY in the data file.
UserLoad /db:ntdb sa "" /MustChangePwd:N /file:c:\temp\UserData.txt /
mode:overwrite
/format:"," 1 0 0 0 0 0 0 0 0 0 2 3
The above command line is for a case where only the UserID, default FILE SERVER and
PRIMARY LIBRARY are present in the data file. The password will default to mhdocs.
341
342
Appendix A
Reading the WorkSite Server

Log File
Overview
This appendix includes information on the following topics:
Abbreviations
Common DMSLog.txt File Entries
Information to help you understand the log file generated by the WorkSite Server service is
provided in this section. The log file generated by the WorkSite Server service is named
DMSLog.txt and should be located in the installation path for WorkSite Network.
Abbreviations
During normal operation, the log file grows by two lines of text every minute. Table 44 lists the
abbreviations used in these entries during normal operation to report on the status of WorkSite
Server service.
Table 44 Abbreviations used in the DMSLog.txt file
Abbreviation
Meaning
QD
Files download in last minute
TD
Files downloaded since startup
QU
Files uploaded in last minute
TU
Files downloaded since startup
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Table 44 Abbreviations used in the DMSLog.txt file

Abbreviation
Meaning
QS
Queue size: number of transactions waiting to be processed
XQ
Number of transactions completed in last minute
US
Number of users attached to the WorkSite Server
XT
Total number of transactions completed since server was started.
NOTE
There are two values for QS recorded in each entry in the log file during normal operation. The
FileXfer QS is the number of file uploads or downloads waiting to be performed. The
RpcManager QS is the number of SQL database transactions waiting to be performed. You can
use either of these entries to evaluate the efficiency of your WorkSite Server.

This section describes common entries in the DMSLog.txt file and their significance.
Example 1: Normal operation
Concerns: None
Sun 03/01 17:39:33.875LogMsg: 76:Info [0230] ***************** STARTUP
******************
Sun 03/01 17:39:36.234DsRpcManager: 150:Info [0230] Connected to database madrid
Sun 03/01 17:39:38.203DsRpcManager: 150:Info [0230] Connected to database madrid
Sun 03/01 17:41:00.375FileXfer: 508:Info [0320] QD=0 TD=0 QU=0 TU=0 RL=0 XL=0
QS=0
Sun 03/01 17:41:00.703RpcManager: 592:Info [0224] XQ=14, XT=33, US=1, QS=0,
Mon 03/02 20:19:41.968DataCache: 705:Debug [0288] Cache stats for database
madrid
Mon 03/02 20:19:42.031DataCache: 707:Debug [0288] C01: loads 1, adds 0, hits 26,
miss 0
Mon 03/02 20:19:42.109DataCache: 712:Debug [0288] C02: loads 1, adds 0, hits 26,
miss 0
MMon 03/02 20:19:43.515LogMsg: 83:Info [0288] ***************
SHUTDOWN****************
Example 2: User's transaction was aborted, possibly because of call timeout or the user aborted
the request.
Concerns: None, unless repeating continually.
Mon 03/02 15:49:55.015Executer: 100:Info [0244] Transaction aborted by user
344
Mon 03/02 15:49:55.078Executer: 587:Error [0247] getNextNum - Fetch command

failed; SQL State: 00000, SQL Error:
Mon 03/02 15:49:55.140Executer: 591:Error [0247] SQL Command: SELECT ID_VALUE
FROM MHGROUP.ID_TABLE (TABLOCKX)
Mon 03/02 15:49:55.281Common: 212:Warn [0247] Transaction rollback: getNextNum
Example 3: Users pending request(s) were aborted, possibly due to timeout or because user
exited the application
Concerns: None, unless repeating continually.
Mon 03/02 20:29:48.515
at 10.5.3.117
DsRpcManager: 68:Info [0330] Aborting work for user ZIA
Example 4: User's session was terminated after a long period of inactivity.

Concerns: None.
Tue 03/03 15:17:01.031
RpcManager: 639:Info [0161] Session from
10.5.3.114:31493 will be closed after 3700 seconds of inactivity
Example 5: The SQL transaction log is full and needs to be emptied.

Concerns: This is a serious problem with database and requires immediate action.
Wed 03/04 17:32:50.937Executer: 587:Error [0168] execStatement - Unable to
execute SQL Command; SQL State: 37000, SQL Error: [Microsoft][ODBC SQL Server
Driver][SQL Server]Can't allocate space for object 'Syslogs' in database 'paris'
because the 'logsegment' segment is full. If you ran out of space in Syslogs,
dump the transaction log. Otherwise, use ALTER DATABASE or sp_extend
Wed 03/04 17:32:51.156Executer: 591:Error [0168] SQL Command: SELECT PRJNUM FROM
MHGROUP.PRJNUMDB (TABLOCKX)
Wed 03/04 17:32:51.421
Common: 212:Warn [0168] Transaction rollback:
insertProject
Wed 03/04 17:32:51.531
insertProject
Wed 03/04 17:32:51.671
insertProject
Example 6: Database server terminated the transaction due to a transaction deadlock
345
Concerns: Part of the normal operation; the server is capable of internally recovering from such
conditions without the user noticing anything
Driver][SQL Server]Your server command (process id 30) was deadlocked with
another process and has been chosen as deadlock victim. Re-run your command
Wed 03/04 20:02:16.062Executer: 591:Error [0638] SQL Command: UPDATE
MHGROUP.DOCMASTER SET DOCINUSE = 'N', LOGNODEADDR = '', INUSEBY = '' WHERE
(DOCNUM = 987) AND (VERSION = 1)
Wed 03/04 20:02:16.156Common: 212:Warn [0638] Transaction rollback: copydocument
Wed 03/04 20:02:16.390DocMgr:4387:Info [0638] Retrying transaction: retry# 1
Example 7: An uploaded file was not used in a transaction and cleaned up by the server
Concerns: Usually none. This can happen for example when a user tries to import a document
with invalid profile. The transaction is rejected by the server and the uploaded file is eventually
removed
Wed 03/04
889063191
Wed 03/04
889063199
20:05:46.937FileXfer: 781:Warn [0380] Removing uploaded file cookie

for 205.205.205.205. Not used for >10 minutes after upload.
20:05:47.015 FileXfer: 781:Warn [0380] Removing uploaded file cookie
for 205.205.205.205. Not used for >10 minutes after upload.
Example 8: User aborted the transaction during a file upload

Concerns: Usually none.
Thu 03/05 18:18:45.828FileXfer: 717:Warn [0366] File Receive - Did not receive
entire file - 0 bytes of 42506716
Example 9: The database schema is either older or newer than the server.
Concerns: Possibly serious. Upgrade or conversion may be required. Database will not be
usable.
Wed 03/11 17:25:52.890DsRpcManager: 159:Info [0166] Connected to database madrid
Wed 03/11 17:25:53.078DsRpcManager: 220:Error [0166] Database schema for
database madrid is not compatible with this DMS.
Example 10: The connection to the database has become invalid possibly because of a database
shutdown or restart.
Concerns: Possibly serious. The WorkSite Server Service is capable of reconnecting to a
restarted database server.
execute SQL Command; SQL State: 08S01, SQL Error: [Microsoft][ODBC SQL Server
Driver][dbnmpntw]Invalid connection.
MHGROUP.PRJNUMDB
shutdown.
346
Concerns: Serious. Restart the database server.

Wed 03/11 18:33:27.812Connect:1212:Error [0220] sqlserver_connect SQL Error:
[Microsoft][ODBC SQL Server Driver][dbnmpntw]Specified SQL server not found.
Wed 03/11 18:33:27.875Manager: 102:Info [0220] Reconnect attempt to database
paris failed
Example 12: The WorkSite Server Service has reconnected to the database. One entry appears
in the log file for each thread.
Concerns:None (Be happy).
Wed 03/11 18:35:23.890Manager: 98:Info [0554] Reconnected to database paris
shutdown.
Concerns: Serious. Restart the database server.
Wed 03/11 18:35:25.125Manager: 69:Error [0220] Could not locate connection
handle for paris
347
348
Appendix B
Database Schema
Overview
This chapter lists the database tables and their functions. This list is subject to change in future
releases. For related information, see the COM Object for WorkSite Database Administration
Developer's Guide.
Table 45 Database Table Functions
Table Name
Function
APPS
This table maintains a record of applications, app paths,

app alias and info needed to run apps
ARCHIVETBL
Keeps a record of where archives have been placed
ARCHIVENUMDB
Contains the ID number that will be given to the next

archive
ARSET_INFO
This table maintains the relation of archived documents to

their archive_ID
CACHE_UPDATE
Keeps track of when cached files were updated on the

server
CAPTIONS
Records the captions used on the Search, New Profile, New

Version, and Edit Profile dialogs
CHECKOUT
Tracks the location, checkout date, and other information

pertaining to checkedout documents
CUSTOM1
Lookup values for the Custom1 field
CUSTOM10
Lookup values for the Custom 10 field
CUSTOM11
CUSTOM12
CUSTOM2
CUSTOM29
CUSTOM3
349
350
Table Name
Function
CUSTOM30
CUSTOM31
CUSTOM4
CUSTOM5
CUSTOM6
CUSTOM7
CUSTOM8
CUSTOM9
DEINDEX_DOCS
List of documents to be removed from index collections
DOC_ACCESS
Permissions to documents
DOC_DENIAL
Document access restrictions
DOC_INDEX
Location of documents within index collections
DOC_KEYWORDS
A list of words in documents that help to classify the

documents. Not currently used in version 8.2.
DOC_NVPS
Name-value pairs for document
DOCARTIFACT
This table is used to reference documents that have been

moved from one database to another through the
WorkSpace Migrator
DOCCACHE
Table of information for document caching
DOCCLASSES
Table of Lookup values for the Document Class field
DOCHISTORY
History of all the documents
DOCMASTER
Document names and their profile information
DOCNUMDB
The next number that the server will assign a new

document
DOCSERVERS
List of file servers
DOCSUBCLASSES
Lookup values for the Subclass field
DOCTYPES
Lookup values for the Document Type
DOCUSERS
List of users
DSECURITY
Specifications for default security settings
EMAIL_ATTRS
The status of reconciled or failed e-mails for Symantec

Enteprise Vault
FORM_CONTROLS
Control layout for current dialog objects, such as buttons,

fields, or labels
FORM_TEMPLATE
Default Layout for the dialogs, such as dialog size, or

background color
Overview

Table Name
Function
FORM_TYPES
Relation of Form ID and Description
FORMS
Actual Layout for the dialogs, such as dialog size, or

background color
GROUPMEMS
Group membership - Group Num. Cross listed with User

numbers
GROUPS
Group information
GRP_SCTY_ACC_TEM Security templates assigned to groups

P
ID_TABLE
Next system ID number
INDEX_COLLECTION
List of Index Collections
KEYWORDS
List of Keywords. Not currently used in version 8.2.
LIBRARIES
List of databases
MHINFO
Not used
MHPERMS
List of database option bit masks
MHPROFILES
List of profile templates
NODELOC
List of PC locations
PALETTE
Palette used to populate database dialogs with buttons,

fields, or other items
PRJNUMDB
Next folder number
PROJ_ACCESS
Folder access
PROJ_DENIAL
List of users and groups denied folder access
PROJARTIFACT
Lists artifact information for migrated projects needed to

locate project table entries from the database
PROJECT_ITEMS
Folder items cross-referenced with folder IDs
PROJECT_NVPS
Name-value pairs for folders
PROJECTS
Folders
QUICK_RETRIEVE
User work lists
RE_RECIPIENT
Rules Engine - List of recipients of notification of events

that trigger rules execution
RE_RULE_EVENT
Rules Engine - List of events that can be used to define

rules
REEVENTDEF
Rules Engine - Definitions of different events, such as new version, edit profile, and other actions that trigger rule
execution
351

Table Name
Function
REEVENTLOG
Rules Engine - Log listing different events, such as new

version, edit profile, and other actions that trigger rule
execution
RELATED_DOCS
Related documents
RERULEHANDLERS
Rules Engine - List of processes used to execute rules
RERULES
Rules Engine - List of rules
RERULESNUMDB
Rules Engine - Next rule number
RESTORETBL
Documents that have been requested to be restored from

archive
ROLE_NVPS
Name-value pairs for roles
ROLE_PROFILES
Profile settings for each role
ROLES
List of Roles
SEARCH_PROFILES
Saved Search Ids and the users they belong to
SEARCH_PROFILE_DA Data placed in the fields of a saved searched

TA
SECURITY_TEMPLATE List of Security Templates
SID_TABLE
List of SIDs
SRCH_PROF_ACCESS
List of users and groups with access to Saved Searches
SRCH_PROF_DENIAL
List of users and groups denied access to Saved Searches
STOPWORDS
Words that are not searched for
SYNC_ITEMS
Lists the containers synchronized by each user in an

offline/online transition (for example, My Matters and
Matter Worklist)
SYNC_LOCATIONS
Lists the last synchronization time for each (user,

workstation) pair
SYNC_PREFERENCES
Lists the synchronization preferences for each user
SYSTEM_MANAGEME Information about password expiration, warning, and

NT
number of logon attempts
SYSTEM_PREFERENC
ES
Information about system characteristics that are set on the

server
SYSTEM_SYNC_PREFS Lists default value at the database level for optional saved
search to filter out documents
TEMPLATE_CONTROL Default template of the controls used on the various dialogs
S
352
TYPEMAP
Document type mapping
USER_PREFERENCES
Lists work area preferences for the user
Overview

Table Name
Function
USER_SYNC_PREFS
Store an optional saved search to filter out documents
USERACTIONS
List of actions that users can perform
USERHISTORY
History of actions performed by users
USERNUMDB
Next user ID number or Group ID number
USERROLES
Users and the Role they have been assigned
USR_SCTY_ACC_TEM The user rights defined by each security template

P
USR_SCTY_TEMP_ASS Lists which security templates are assigned to which users
C
VERINFO
Version information
WEB_PAGE_ACCESS
infoLink - List of access rights for web pages
353
354
Appendix C
Server Configuration Options

This appendix contains information about how to customize your system using options available
in WorkSite Server. Some additional options are explained in the chapters where you are likely
to be performing customizations specific to a particular utility or operation.
This section includes the following configuration options:
Allowing Description Fulltext Search
OCR-TIFF Replacement
UTC Date Storage
Search Results Sorting
Restrict Data Sizes
Case Insensitive Searches in Oracle Databases
Version Editing
Retain Only Latest Version on Worklist
Ignore Disabled Groups
Immutable E-mail
WorkList Filtering
Pessimistic Security
One-Way or Two-Way Document Relations
E-mail Duplicate Detection
Enable/Disable User Edit of the Folder E-mail Address Field
Unicast or Multicast Clustering Transport Options
Default Minutes Between Synchronization Passes
Kerberos Authentication on Trusted Login
Support for Unknown File Types
355
Server Side Email Filing
Allow Folder Creation in Public Workspaces
Allowing Description Fulltext Search

This configuration setting allows for the handling of a combined description and full-text
search. The setting allows users to choose whether or not the description criteria is passed to the
Verity index collection.
NOTE
This setting is only for use with the Verity-based WorkSite Indexer 8.2. It is ignored when
WorkSite Server is configured to connect to Indexer 8.3.
In the following location in the registry:
HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc
Modify the String value:

Name: Allow Description Fulltext Search
Values:
356
Y (default) The description search criteria is passed to the Index Search service. Both
the description and full-text criteria are used to query the Verity full-text index
collection. This configuration can help avoid the Verity bucket issue by performing a
zoned search on the description, however it can result in poor search performance if
leading wildcards are used in the description field.
N The description search criteria is not passed to the Index Search service. Only the
full-text criteria is sent to the Index Search service. The full-text results are returned to
the WorkSite Server which then queries the WorkSite database for the description
criteria. In this configuration users may receive an error message indicating the search is
too broad if the full-text criteria hits the Verity bucket, regardless of the description
criteria provided.
The WorkSite Server supports the ability to substitute OCR documents with their corresponding
related TIFF documents when returning the results of a full-text search. The feature can be
enabled on a per database basis using the following registry setting.
In the following key in the registry on the WorkSite Server:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\
imDmsSvc\Databases\[ODBC DSN]\
Set the following string value:

Name: "Perform OCR Replacement"
Value: "Y"
UTC Date Storage

For proper handling of client applications in different time zones, the WorkSite Server is now
capable of storing all date values in UTC format. For new installations, it is recommended to
enable this feature. For upgraded databases, this feature should be turned off (disabled). By
default, the installation program will enable this feature.
To enable the storage of date values in UTC format:
On every WorkSite Server:
In the following key in the registry:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc\

Name: "UTC In Use"
Value: "Y"
To disable, set value to "N".

On the machine running the WorkSite Rules Engine service:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imRulesEngine\

Name: "UTC In Use."
Value: "Y"
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On the machine running the WorkSite Clustering Service:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imFmaSvc\

Name: "UTC In Use."
Value: "Y"

Search in conducted in different ways in WorkSite. Search results are sorted based on the type of
search that was conducted. The different types of searches can be described as follows:
1. Full Text Search. The WorkSite Indexer returns a list of search results sorted in order of
relevancy, which the WorkSite Server retrieves and displays to the WorkSite clients.
Full-text searches in the all the clients (DeskSite, FileSite, Express Search, and Miner)
involve indexer relevancy search. Further levels of sorting can be achieved through the
client interface. Sorting in the client involves sorting on the search results provided by the
WorkSite Server and WorkSite Indexer.
DeskSite and FileSite. The Look For field in the Search dialog box of DeskSite and
FileSite indicate the use of Full-text search. You can sort results within the document
grid. For more information on sorting in DeskSite, see DeskSite Installation and User's
Guide.
Express Search and WorkSite Miner. You must enter the word that you are searching
for in the search field. The search results displayed are sorted based on the order of
relevancy determined by the Indexer. WorkSite Miner offers the user the ability to sort
by relevance or by a particular column displayed in the grid.
2. Email Properties (to / from). If you are searching based on the Custom 13 (To), Custom 14
(From) ),Custom15 (Cc), or Custom16 (Bcc), the Indexer returns a list of search results
sorted in order of relevancy, which the WorkSite Server retrieves and displays to the
WorkSite clients. Further levels of sorting can be achieved through the client interface.
Sorting in the client involves sorting on the search results provided by the WorkSite Server
and Indexer.
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DeskSite and FileSite. A search performed using only an Email field in the Search
Dialog in DeskSite or FileSite is an exception to the Indexer search.
Express Search and WorkSite Miner. A search from WorkSite Miner or Express
Search always performs a full-text search.
In WorkSite Miner the only exception is when you search using the keywords
Show-checkout and Show-Worklist. Further sorting is possible in the client using the grid
columns. WorkSite Miner sorts on the displayed search results, not on the entire set of
results.
If you have set a limit on the number of search results to be viewed only that many
search results will appear in the grid. You can retrieve and view all the search results
when you click See all Results. This results in a new search request from the server. The
Indexer returns a complete list of all the search results sorted in order of relevancy. This
new search result can be further sorted using the client.
3. Description Searches (including the subject of e-mails). The Indexer returns a list of search
results sorted in order of relevancy, which the WorkSite Server retrieves and displays to the
WorkSite clients. Description search is similar to full-text searches where search results are
also sorted based on relevancy by the WorkSite Indexer relevancy as description / subject
searches are full text searches. Further levels of sorting can be achieved through the client
interface. Sorting in the client involves sorting on the search results provided by the
WorkSite Server and Indexer.
NOTE
Sorting on the WorkSite client (Desksite, FileSite, Express Search, and WorkSite Miner)
operates only on the local result set provided by the server. For example, if the Server returned
500 results out of 1000, the client will sort on the 500, and will not request new results from the
Server unless a new search is performed.
4. Metadata only. WorkSite Server supports the ability to deliver document search results
sorted by edit date and sorted metadata selection values. This feature is only supported for
Microsoft SQL Server databases. The feature may be enabled or disabled on a per table
basis.
To enable or configure this feature:
In the registry on every WorkSite Server machine:
[ODBC Data Source Name]\
Set the following DWORD value:

Name: "Sort Order Mask"
Value: [see below]
The value to specify for "Sort Order Mask" depends on which tables you want to have sorted
by the server. To determine what value to specify as the DWORD value, add together the
values below for all tables for which you want to enable sorting. This is the value to specify
in the registry setting.
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NOTE
These values are in hexadecimal format.

SORT_APPS 0x00000001
SORT_DOCMASTER 0x00000002
SORT_CUSTOM1 0x00000004
SORT_DOCCLASSES 0x00020000
SORT_DOCSUBCLASSES 0x00040000
SORT_DOCTYPES 0x00080000
SORT_DOCUSERS 0x00100000
SORT_GROUPS 0x00200000
SORT_ROLES 0x00400000
SORT_TYPEMAP 0x00800000
For example, to enable server-side sorting of APPS and DOCMASTER values, you would
specify a value of 3 (1 +2).
To enable server-side sorting for all tables, specify the value: 0x00FFFFFF.
To disable all server-side sorting, specify 0 (zero).
5. Any combination of 1, 2, or 3 with 4. The server sorts by relevancy in the WorkSite Indexer
(same as full text).
Restrict Data Sizes

The Database Administration program can be configured so that it will restrict alias sizes in the
database to 16 characters. This feature is turned off by default when you install WorkSite Server
7.x or later.
To restrict alias sizes to 16 characters,
Create the following registry key on the machine running the Database Administration program:
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In the following hive in the registry:

HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\DbAdmin\
Create the following DWORD value:

Name: Compatible Data Sizes
Value: 1
Set this value to 1 (one) to restrict alias sizes to 16 characters. If you want to remove this
restriction, set this value to 0 (zero). If this key does not exist, then the Database Administration
program restricts alias sizes to 16 characters.

Since Oracle databases are case sensitive, searches in Custom13-16 are case sensitive on Oracle
databases. You can configure WorkSite Server to perform case-insensitive searches in the
nonvalidated Custom 13-16 fields if you are running an Oracle database.
To enable case insensitive searches on an Oracle database you must:
First, run the following SQL Script on your database.
CONNECT MHGROUPMHDOCS@ORCL;
DROP INDEX MHGROUP.IX_DCMSTR_DOCNAME;
CREATE INDEX IX_DCMSTR_UPDOCNAME ON MHGROUP.DOCMASTER (UPPER(DOCNAME));
CREATE INDEX IX_DCMSTR_UPALIAS ON MHGROUP.DOCMASTER (UPPER(ALIAS));
CREATE INDEX IX_DCMSTR_UPC13ALIAS ON MHGROUP.DOCMASTER (UPPER(C13ALIAS));
Next, in the following key in the registry on the WorkSite Server:

Create or set the following STRING value:

Name: "Case Insensitive Oracle"
Value: "Y"
Version Editing
WorkSite Server 8.2 supports the ability to make older versions of documents read-only. When
this option is enabled, users will be able to edit or modify the latest versions of documents, but
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all previous versions will be read-only, including the profile and security. (Administrative users
are not subject to this restriction.) This feature may be enabled on a per database basis.
NOTES
When the Version Editing feature is enabled, users who are working with an older WorkSite
client may receive error messages if they attempt to modify an older version of a WorkSite
document. Only the latest WorkSite client products are aware of the Version Editing feature
and capable of adapting to it. The following WorkSite client products are aware of the
Version Editing feature: WorkSite DeskSite 6.5 or later, WorkSite FileSite 4.0 or later, and
WorkSite Web 4.3 or later.
This feature should not be confused with the "Auto-Versioning" feature, which is available
in the WorkSite client products. The Version Editing feature described here is independent
of the client "Auto-Versioning" feature. Refer to the WorkSite Desktop Client Customization
Guide for more information about the "Auto-Versioning" feature.
To enable this feature:

Create or set the following DWORD value:

Name: "Version Editing"
Value: 1
To disable this feature, set the value to 0 (zero).
Retain Only Latest Version on Worklist

WorkSite Server 8.2 supports the ability to retain only the latest version of a document on the
worklist, rather than all versions. This feature can be enabled on a per database basis.
To enable this feature:
In the following key in the registry on the WorkSite server:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvs\Databases\
Create or set the following DWORD value:

Name: "Worklist"
Value: 1
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To disable this feature, set the value to 0 (zero).

WorkSite Server 8.2 can be configured to disregard groups that are disabled that may appear in
an item's security access control list when attempting to resolve access rights for that object. For
instance, if a user has access to a private document by virtue of membership in a group, that user
would normally continue to have access to the document, even after the group is disabled, until
the group is removed from the document's access control list. This configuration option causes
the WorkSite Server to ignore disabled groups when determining the current user's access rights
to a particular document or collaboration object. This feature can be enabled on a per database
basis.
To ignore disable groups when determining access rights:
Create or set the following STRING value:

Name: "Include Disabled Groups"
Value: "N"
Immutable E-mail
By default, e-mail messages saved to WorkSite can be checked-out and edited in the same way
as any other document. To prevent e-mail messages from being modified, you can configure
e-mail to be read-only and declared as a record (that is, immutably read-only) by default by
adding two registry key (one that defines what constitutes an e-mail by type and another that
enables read only e-mail filing).
To define e-mail messages by type:
HKEY_LOCAL_MACHINE/Software/Interwoven/WorkSite/imDmsSvc/
Set the following STRING values:

Name: Email Types
Default Value: MIME,GW,NOTES
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NOTE
This registry key also defines what types are searched when searching for only e-mail in the
search dialog.
To declare e-mail messages as records:
Set the following STRING values:
Name: Import Emails As Declared
Default Value: N (By default this option is not enabled.)
NOTE
The E-mail type is determined by the EMAIL TYPES registry key.
WorkList Filtering
By default, e-mail messages saved to WorkSite are added to users' worklists like any other
document. However, WorkSite Server 8.2 supports the ability to select whether e-mail messages
saved to WorkSite should be added to users' worklists.
To prevent e-mail messages from appearing on users' worklists:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDmsSvc
Set the following STRING value:

Name: "Add E-mails to Worklist"
Value: "N"
NOTE
The E-mail type is determined by the EMAIL TYPES registry key.
Pessimistic Security
By default, the WorkSite Server resolves conflicts between access grants when determining a
user's effective access to any secured content using an optimistic security model. This means
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that if a user, Todd, is a member of a group, Managers, and a document is shared to Managers
with ReadWrite access, and the document is also explicitly shared to Todd with Read-Only
access, then Todd will get ReadWrite access. When optimistic security logic is used, the greatest
of the several conflicting access grants is used. Conflicts between access grants can be conflicts
between user and group assignments or between multiple group assignments, where the user is a
member of multiple groups granted access to the secured content.
WorkSite Server 8.2 can be configured to resolve conflicts between access grants using
pessimistic security, rather than optimistic security. When the WorkSite Server is configured to
use a pessimistic security model to resolve conflicts between access grants, the lowest of the
several conflicting access grants that apply to the user is used. In the above example, if
pessimistic security were enabled, Todd would get Read-Only access to the secured content.
To configure optimistic or pessimistic security:

Name: "Security Model"
Value: "0" for Optimistic Security (Default)
"1" for Pessimistic Security

WorkSite 8.2 client applications can be configured to treat document relations as one-way or
two-way by configuring the following setting on the WorkSite Server.
NOTE
This setting determines how document relations are created, not how existing document
relations are handled.
To configure one-way or two-way document relations:

Name: "Document Relation"
Value: "0" for one-way document relations
"1" for two-way document relations (Default)
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E-mail Duplicate Detection

The WorkSite Communication Server and FileSite search for existing duplicate e-mail messages
before importing a new e-mail message. By default, the scope of the search is restricted to the
selected target folder or workspace. If an e-mail message is saved at the library level, then no
search is performed. This behavior can be changed, so that a search is performed across the
entire target library to detect duplicate e-mail messages before saving them to WorkSite. This
option is configured on the WorkSite Server machine, not on the WorkSite Communication
Server.
To configure the WorkSite Communication Server and FileSite to search the entire target library,
rather than just within the target folder or workspace, for duplicate e-mail messages:
In the following key in the registry on the WorkSite Server machine (not on the WorkSite
Communication Server):

Name: "Duplicate Detection Type"
Value: "0" - Search within target folder or workspace (Default)
"1" - Search across entire target library
Enable/Disable User Edit of the Folder E-mail

Address Field
By default, users with full access to a WorkSite document folder can edit the folder's E-mail
Address. The following configuration option, however, can be used to restrict access to folder
e-mail addresses to NRTADMIN users. The e-mail address is viewable but not editable.
To configure this option:

Name: "DisableEditingOfFolderE-mailField"
Value:
0 = Users with full access to folder can set/edit e-mail address
1 = Only NRTADMIN users can set/edit folder e-mail addresses
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Unicast or Multicast Clustering Transport Options
Unicast or Multicast Clustering Transport

Options
When a client sends a request to a DMS Server or Cluster, the communication goes to all IP
addresses at the UDP port specified, 2637. You can utilize either unicast or multicast
communications between the client and the DMS Server or Cluster. The default option is
multicast.
To designate unicast or multicast communications on the WorkSite DMS Server or Cluster:
In the following keys in the registry on the WorkSite Server or on each server in the WorkSite
Server Cluster:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imFmaSvc

Name: "Clustering Transport"
Value:
0 = multicast
1 = unicast
NOTE
If you are not using the default, you must also set these options on each client machine. See the
WorkSite Desktop Client Customization Guide for details.
Default Minutes Between Synchronization

Passes
The default number of minutes between synchronization passes is 60 minutes. This option
allows you to change the number of minutes between passes.
To change the number of minutes between synchronization passes:
HKEY_LOCAL_MACHINE\Software\Interwoven\WorkSite\imDsSyncSvc
Create the following DWORD value:
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Name: "Cycle Minutes"

Value: Number of minutes you want to elapse between synchronization passes

This section describes how to configure the WorkSite Server to support trusted login with
Kerberos authentication. The configuration steps for Kerberos authentication are determined by
the account used to start the WorkSite services:
Local system account
Domain user account (Windows Server 2003 or Windows 2000 Server)
Version Requirements
Kerberos authentication on trusted login is supported for the following software versions and
configurations:
Windows Active Directory-based Kerberos server implementations (Other configurations

are not supported, such as Netware, Unix, and Windows NTLM.)
FileSite, DeskSite, OffSite, and any custom application based on WorkSite SDK must be
version 8.2 SP1.
WorkSite Web must be version 8.2 SP1 Patch 1.
Using a Local System Account

Running the WorkSite Server under a local system account does not have configuration
dependencies for trusted login with Kerberos authentication. The computer account must be
trusted to act as a delegate. (This setting is the default setting for computer system accounts.)
NOTE
When the local system account is used to start the WorkSite Server service, the File Server
Setup Properties must be configured with a user account that can access the document file share.
1. In the WorkSite Service Manager, select the WorkSite Server service. Open the Startup
Properties dialog.
2. Select Local system account.
3. Start the WorkSite Server service. Confirm that the DmsLog.txt file does not contain any
errors, such as DsServerRegisterSpn failed; error = 0x54b.
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Using a Domain User Account

The type of Windows Active Directory domain used by your system determines the steps
required to configure Kerberos authentication. This section includes instructions for the
following domains:
Using a Domain User Account on Windows 2000 Server Domain on page 369
Using a Domain User Account on a Windows Server 2003 Domain on page 370
Using a Domain User Account on Windows 2000 Server Domain

Perform these steps using a Domain Administrator account. You will need the Windows
Resource Kit and Support Tools to complete these steps.
1. Add the WorkSite Service Account to the Local Administrators Group on the WorkSite
Server.
2. Add the WorkSite Service Account to the Act as a part of Operating System security policy
on the WorkSite Server through the Local Security Policy snap-in.
3. From the Active Directory Console, select the WorkSite Service Account, and open the
Properties dialog.
4. On the Account tab, confirm that the Account is sensitive and cannot be delegated
checkbox is NOT selected. If it is selected, clear the check box, and click OK.
Properties dialog.
6. On the Account tab, select the Account is trusted for delegation check box, and click OK.
Complete Steps 7 and 8 to automatically create the SPNs. Otherwise, proceed to Step 9 to
create the SPNs manually.
Properties dialog.
8. On the Security tab, add the Worksite Service Account. Confirm that the Write Public
Information checkbox is selected. If it is empty, select the check box, and click OK.
NOTE
The previous step may require the use of ADSI Edit available in the Windows Resource Kit
and Support Tools.
9. Create the required SPNs by running the following commands against a Local Domain
Controller:
setspn.exe -a imDmsSvc/WorkSiteServerName WorkSiteServiceAccount
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setspn.exe -a imDmsSvc/WorkSiteServerFQDN WorkSiteServiceAccount
where
imDmsSvc is the WorkSite Server service name (Service Type/Service Class).
WorkSiteServiceAccount is the account used to start the WorkSite Server service.
WorkSiteServerName is the WorkSite Server name.
WorkSiteServerFQDN is the WorkSite Server fully qualified domain name.
Example:
setspn.exe -a imDmsSvc/iwovdms Interwoven\wsadmin
setspn.exe -a imDmsSvc/iwovdms.Interwoven.com Interwoven\wsadmin
Using a Domain User Account on a Windows Server 2003 Domain

Perform these steps using a Domain Administrator account. You will need the Windows
Resource Kit and Support Tools to complete these steps.
1. Add the WorkSite Service Account to the Local Administrators Group on the WorkSite
Server.
2. Add the WorkSite Service Account to the Act as a part of Operating System security policy
on the WorkSite Server through the Local Security Policy snap-in.
Properties dialog.
4. On the Account tab, confirm that the Account is sensitive and cannot be delegated
checkbox is NOT selected. If it is selected, clear the check box, and click OK.
Complete Steps 5 and 6 to automatically create the SPNs. Otherwise, proceed to Step 7 to
create the SPNs manually.
5. From the Active Directory Console, select the WorkSite Service Account and open the
Properties dialog.
6. On the Security tab, add the WorkSite Service Account. Confirm that the Write Public
Information checkbox is selected. If it is empty, select the check box, and click OK.
NOTE
The previous step may require the use of ADSI Edit available in the Windows Resource Kit
and Support Tools.
7. Create the required SPNs by running the following commands against a Local Domain
Controller:
setspn.exe -a imDmsSvc/WorkSiteServerName WorkSiteServiceAccount
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setspn.exe -a imDmsSvc/WorkSiteServerFQDN WorkSiteServiceAccount
where
imDmsSvc is the WorkSite Server service name (Service Type/Service Class).
WorkSiteServiceAccount is the account used to start the WorkSite Server service.
WorkSiteServerName is the WorkSite Server name.
WorkSiteServerFQDN is the WorkSite Server fully qualified domain name.
Example:
setspn.exe -a imDmsSvc/iwovdms Interwoven\wsadmin
setspn.exe -a imDmsSvc/iwovdms.Interwoven.com Interwoven\wsadmin
8. From the Active Directory Console, select the Worksite Service Account, and open the
Properties dialog.
9. On the Delegation tab, select the options Trust this user for delegation to specified services
only, and Use Kerberos only.
NOTE
In Microsoft Windows 2003, the Delegation tab is visible only when the Microsoft Windows
Domain is at Windows 2003 level.
10. Complete the following steps to add the WorkSite Server Service:
a. On the Delegation tab, click the Add button. The Add Services dialog box appears. The
available services list is initially empty. The following steps describe how to add
services.
b. On the Add Services dialog box, click the User or Computers button to add services.
c. On Active Directory Object Picker box, type the name of the WorkSite Service
Account. Click the Check Names button, and then click OK.
d. On the Add Services dialog box, select the WorkSite Server Service for the appropriate
WorkSite Server(s), and click OK.
Enforcing Kerberos Authentication on Trusted Login

By default, the Enforce Kerberos Authentication registry key on the WorkSite Server is
disabled. This setting allows older clients to connect to the upgraded server, and to use trusted
login without Kerberos authentication. It also permits a phased deployment, since older clients
configured for trusted login can continue to connect to the server until all client updates are
deployed. The Enforce Kerberos Authentication registry key should only be enabled after all
clients that connect to the WorkSite Server have been updated to version 8.2 SP1. With registry
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key enabled, clients prior to 8.2 SP1 are unable to connect to the WorkSite Server using trusted
login. These older clients can connect to the server using explicit login.
NOTE
Configuration of a client-side registry key is required when the WorkSite Server uses Kerberos
authentication. On the 8.2 SP1 clients, the registry key called Authentication Method must be
set to Kerberos. When this key is set to the alternative mode called Classic, the 8.2 SP1 clients
will be prevented from connecting to a WorkSite Server configured only for Kerberos
authentication. See the WorkSite Desktop Client Customization Guide, or the DeskSite, FileSite,
and OffSite Release Notes 8.2 Service Pack 1 for information about the Authentication Method
registry key.
In the following location on the WorkSite Server machine:
[HKEY_LOCAL_MACHINE\SOFTWARE\Interwoven\WorkSite\imDmsSvc]
Set the following DWORD value (hexadecimal):

Name: "Enforce Kerberos Authentication"
Value: 0x01 - Enforces the use of Kerberos authentication
0x00 - Enables Trusted Login for older clients (default)
NOTE
On the WorkSite Server Properties dialog, you must also select Accept Trusted Authentication.

In some firms, documents of a well known file type (for example, Excel) are given a unique
extension (for example, .xyz) which is mapped to a custom application. Previously, WorkSite
would identify the document on import as an Excel file type and drop the unique file extension
.xyz. Then during export or checkout, the document would be associated with the Excel
application instead of the custom application, and it would be opened in Excel.
You can now configure WorkSite Server to store file extensions of all documents as an
additional property on the document. This ensures that the original file extensions of documents
are retained in the WorkSite system. When opening, checking out, exporting, or synchronizing
the document, the stored file extension is retrieved and used to associate the document with the
correct application. File extensions are NOT stored in the case of E-mail types, which are
determined by an existing registry key called E-mail Types (String).
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To enable support for unknown file types, you must store information in the following keys in
the registry on the server machine.
CAUTION
Autonomy is not responsible for loss of data due to improper use of the Registry Editor or failure
to backup the registry.
Retain Extension for ANSI Types Registry Key

When this option is enabled through the registry, the application extension is preserved for all
unknown file types that WorkSite detects as ANSI. These documents are saved as ANSI
document type. The original extension is preserved and can be mapped to the appropriate
application. This allows users to open the documents in the proper application.
From a client perspective, requests for the document extension return the original document's
extension if a document is of type ANSI and the extension is non-empty. For example, when
WorkSite encounters an ANSI file with the extension .xyz, it will create a new document type
for any unknown files and assign a doc type alias based on the file extension and a unique
identifier (for example XYZ4001).
As a best practice, you should populate the document type and application setup tables (using
DBAdmin) manually for any custom applications in your organization. This enables you to
specify the properties for each document type that best suits your organizations needs, as
opposed to having WorkSite automatically assign an alias and other properties.
This option can be used without adding unacceptable overhead if the number of documents with
unknown file types is relatively small. Enabling Retain Extension for ANSI Types is
recommended for firms in the legal vertical and other firms that do not use a large number of file
types that are not recognized by WorkSite.
In the following location in the registry on the server:

Name:Retain extension for ANSI types
Value:0x01 Enables retention in the database of extensions of ANSI types
0x00 Disables retention in the database of extensions of ANSI types (default)
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Retain Extension for Non-E-mail Types Registry Key

NOTE
This key is only effective if the Retain extension for ANSI types key is set. This option applies
to all non-E-mail document types.
When this option is enabled, the application extension is preserved for all unknown file types
that are not e-mail. When a user imports a file with an extension which WorkSite Server does
not have listed in its document type table, a new document type is created for this file type.
During Open, Export, or Checkout of this document, the original extension is preserved. For
example, importing an Excel file named filename.xyz will set the type to Excel and the file
extension to xyz, and the file will open in the custom application.
When this setting is enabled, WorkSite will automatically create a new document type for any
unknown files and assign a doc type alias based on the file extension and a unique identifier (for
example XYZ4001). As a best practice, you should populate the document type and application
setup tables (using DBAdmin) manually for any custom applications in your organization. This
enables you to specify the properties for each document type that best suits your organizations
needs, as opposed to having WorkSite automatically assign the alias and other properties.

Name:"Retain extension for non-E-mail types"
Value:0x01 Enables retention in the database of all non-E-mail extensions
0x00 Disables retention in the database of all non-E-mail extensions (default)
The following table describes whether extensions will be retained when the registry keys are
enabled or disabled. Please note that the E-mail Types registry key is always required. WorkSite
will save extensions only for non-E-mail document types.
Table 46 Comparison of two types of support for unknown file types
Retain Extension
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Retain ANSI Key
Retain Non-E-mail
Key
ANSI Types
Other (non-E-mail)
Types
Off
Off
No
No
Off
Off
No
No
On
On
Yes
Yes
On
Off
Yes
No
As indicated by the highlighted row, when both registry keys are enabled the extension will be
saved for all non-E-mail document types.

This key indicates whether server-side filing functionality is enabled. This key must be set on
the WorkSite Server. It is set to False by default. This key must be set to true to indicate to
clients that server-side filing functionality is available, in the following key in the registry:
Server side setting-In the following key in the registry on the WorkSite Server:

Name: "Server Side Email Filing"
Value: "Y"
There is also a client-side key that allows for a given user to opt-out of server-side filing, when it
is enabled. For more information on this key, see chapter 4 of the E-mail Management for
Outlook Installation and Users Guide.
Allow Folder Creation in Public Workspaces

This registry setting impacts workspace security in relation to folder manipulation in
workspaces. The Allow folder creation in public workspaces registry key allows users to
create folders in public Workspaces. Normally this can only be done by users with full access to
the workspace (through ACL, ownership, or through being supervisor).
HKLM\Software\Interwoven\WorkSite\imDmsSvc\Databases\[DatabaseName]
Create the following string value:

Name: "Allow folder creation in public workspaces"
Value: "Y"
This registry key allows the user to create folders directly under public Workspaces, only if :
There isnt any non-security related feature preventing a user from creating a folder under a
workspace, AND
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There are no limiting ACLs for the user granting him less that read / write access, AND
The workspace has public default security.
Index
A
Active Users 216
Adding
Database Users 67
Adding LDAP Users 75
App Setup 125
Application Integration
App Setup table 125
Archived Documents
Restoring 248
Archiving
Documents 240
Autodetect document types 166
C
Class 139
Client/Matter 151
clload.exe 333
Cluster Manager 279
How it works 279
Cluster Manager Startup dialog 282
Command Line Loading Utility 333
Configuring the WorkSite Server with Caching 321, 332
Custom classes 147
Custom Fields 173
Custom Table Loading Utility 333
Custom3 through Custom12 tables 148
D
Database Administration Program 45
Adding Users 67
App Setup 125

Client/Matter tables 151
Creating user groups 85
Database Options 53
Document class 139
Error messages 63
Find 61
Groups 84
Lookup Bar 62
PC Locations 144
Practice/subpractice tables 151
Registering Databases 51
Roles 110
Searching in the database tables 62
Setting Max Lookup Entries 63
Subclass 139
Synchronizing user information 83
Toolbar
Activitating/Deactivating 49
Understanding Information Tables 49
User Table 65
Database groups 84
Database Migration Tool
Preferred 329
Database Users
Adding 67
Synchronizing 83
Default role 110
Deleting
Documents 227
Displaying
Active Users 216
Document Archiving 240
Document Class 139
Document File Servers 103
Adding 103
Document Security
Changing while migrating 235
Document Types
Default 131
Documents
377
Index
Archiving 240
Deleting 227
Expired 242
Marking for archiving 242
Moving Between Databases 229
Reassigning by author/operator 239
Releasing (Unlocking) 227
Restoring (from archive) 248
Searching for 222
Dynamic profile information 168
E
errata 22
Error messages
in the Database Administration Program 63
Exclude and Include Lists 174
Expired Documents 242
Extensions
Specifying in profile fields 170
Log Files
WorkSite Server Service 343
Lookup Bar 62
Lookup Entries, Maximum 63
M
Marking Documents for Archiving 242
Maximum Lookup Entries 63
Migrating Documents
Between Databases 229
Migration Tool
Database 329
Moving Documents
N
NIC numbers 144
NRTADMIN Group 85
Filenames
Find
Searching in Database Administration Program 61
Output window 212
G
Groups 84
Adding to database 85
I
Import Profile Template
Creating 163
Loading 176
Include and Exclude Lists 174
L
LDAP Search Filter 80
LDAP Users
Adding 75
378
P
PC Locations 144
Practice/Subpractice 151
Preferred Database Migration
Performing 332
Preferred Database Migration Tool
How it works 330
Preferred Databases 100
Primary Applications 130
Profile field commands 168
Profiles
Combining commands 169
Default command 171
Filenames and extensions 170
Subdirectories 171
R
Reassigning documents
By author/operator 239
Registering Databases
Releasing (Unlocking)
Documents 227
Relocating Documents
Rename Function 121
Restoring archived documents 248
Roles 110
Default role 110
Membership 115
Rules Engine Server
Setup 258
Wildcard characters
in Monitor program 221
WorkSite Advanced Server
configuring 325
WorkSite Dialog Editor 181
WorkSite Monitor Desktop 208
WorkSite Server
Displaying active users 216
WorkSite Server Service
Configuring Connections to File Servers 41
WorkSite Service Manager
Finding Servers 31
Unregistering Servers 32
Search Results
Searching
for busy or checked out documents 222
Searching for Documents
Searching in the database tables 62
Server Workspace window 210
Set Max Lookup Entries 63
Subclass 139
Subclassifications 147
Viewing tables of 158
Subdirectories
Synchronizing
Database users 83
Understanding
Information Tables 49
Unlocking (Releasing)
Documents 227
User Table
Database users 65
User Table Loading Utility 338
V
Viewing the User History 57
T
Table Loading Utility 333
Toolbar
Activitating/Deactivating
Trusted Logon 36
379
Index
380

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About This Book

Using the WorkSite Service Manager

WorkSite Server Administrators guide

Using the Database Administration Tool

Administering Users, Groups, and Security

WorkSite Server Administrators guide

Assigning Users to Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Configuring Server Settings

WorkSite Server Administrators guide

Adding a Document Type to a Database . . . . . . . . . . . . . . . . . . . . . . . . . . .

Using the Document Import Tool

WorkSite Server Administrators guide

Subdirectory and Subdirectory Substring Extraction. . . . . . . . . . . . . . . . . .

Using the Dialog Editor Tool

WorkSite Server Administrators guide

Moving and Deleting Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Using the Monitor Tool

WorkSite Server Administrators guide

Viewing Marked Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Configuring the Rules Engine

WorkSite Cluster Manager Service

WorkSite Server Administrators guide

Database Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

Directory Service Synchronization Service

Symantec Enterprise Vault Integration

About Symantec Enterprise Vault . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

WorkSite Server with Caching

Tools and Utilities

WorkSite Server Administrators guide

Working of Users Preferred Database Migration Tool . . . . . . . . . . . . . . . . . .

Appendix A: Reading the WorkSite Server Log File

Appendix B: Database Schema

Appendix C: Server Configuration Options

Using a Local System Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

WorkSite Server Administrators guide

Components of the WorkSite Server .......................................................................... 23

WorkSite Server Administrators guide

Add New Groups Dialog, Microsoft Windows OS Domain Groups Tab...................... 88

WorkSite Server Administrators guide

Figure 88 Custom Control Association dialog box .................................................................... 195

Figure 137Computer Management, Properties ......................................................................... 270

WorkSite Server Administrators guide

WorkSite Server Administrators guide

Mode action on current user values.......................................................................

WorkSite Server Administrators guide

About This Book

Definition and Usage

Book titles appear in italics.

Commands, command-line output, and file names are in

WorkSite Server Administrators guide

About This Book

Definition and Usage

Monospaced italics are used for command-line variables.For

Monospaced bold represents information you enter in response to

Monospaced bold italic text is used to indicate a variable in user

means that you must insert the values of projectname and

Square brackets surrounding a command-line argument mean that

Vertical bars separating command-line arguments mean that only

This guide also uses the following conventions:

Using the WorkSite Service Manager on page 27