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eDOCS DM 5.3
Contents
Part 1
DM Server Administration
59
What Is Indexed? 61
The Search Process 62
System Requirements for Indexing 63
The Indexer Server 63
Hardware and Software 65
The Internal User for Indexing Activities 65
Creating an Index and Putting it into Production 66
Identifying the Index Location 66
Creating a New Index 67
Starting an Index 75
Select Indexes for Searching 75
Multiple Indexes for a Single Library 76
Monitoring and Managing an Index 77
Index States 77
Compressing an Index 77
Reindexing an Index 78
Administering an Index from a Different DM Server 79
Pausing the Indexer for System Backups 79
Backing Up an Index 80
Restoring an Index from a Backup 80
Monitoring Indexer Activities 80
Deleting an Index 81
Using Wildcards in Searches 81
Using Stopwords to Speed Searching 82
Configuration Options for Full-Text Indexing 83
DM Server Manager 83
Hybrid Searches 84
Technical Notes 86
Changes Made By the Hybrid Search Enhancement 86
Indexed Metadata 86
Storing Foreign Keys 88
Effect on Search Strings 88
v
91
An Overview of DM Security 92
ACL Security 93
Primary Group Permissions 94
SQL Database Security 94
The Common Logon Account 94
SQL Administrator Accounts 94
Document Server Security 96
No NOS-Level Security 96
NOS-Level Security 97
Setting Up Security 98
Setting Up Users 98
Setting Up Generic Document Servers with Security 99
Setting Up Document Servers with NOS-Level Security 100
Setting Up the Client Software 103
Setting Up Client Users in a NetWare-Only Environment 103
Logging On and Accessing Document Servers 104
Information Required for Logons 104
Use of the Network Name in Logons 106
What Users See When They Log On 107
Authentication Service Support 108
vi
127
Part 2
133
157
185
245
251
Timeout 254
On Document Select 254
Guest Logon 255
Language 255
Logon 256
Webtop Tree 257
User Format 257
Group Format 257
Custom Parameters 259
Custom Parameter Definition 259
Part 3
Application Integration
263
295
Chapter 13: Setup Information for DM Extension for Lotus Notes 325
Supported Versions 326
Prerequisites for Database Setup 326
Installing DM Extension for Lotus Notes 326
Configuring Launch Methods for Lotus Notes 327
Using DM Webtop to Configure Lotus Notes Launch Methods 328
Using Library Maintenance to Configure Lotus Notes Launch
Methods 328
Associating Profile Forms with Lotus Notes Application IDs 329
xiii
Part 4
Appendices
430
Appendix E: Multilingual Support for DM Webtop Users and Indexed Documents 439
About Multilingual Support for DM Webtop
Users 440
Installing for Multilingual Support 442
Special Considerations for French
Installations 443
Multilingual Indexing and Searching 443
Indexing 444
Searching 444
Creating a Multilingual Index 445
Full-Text Search Operators in All Language
Versions 445
Based 447
DM Extensions Per-User Configuration 448
Per-User DM Extensions Installation
Configuration 448
Configuring DM Icons to Appear 449
Configuring Per-User Based ODMA Active
Integration 449
Additional Setup Configuration for
Microsoft Excel 450
Additional Setup Configuration for
Microsoft Project 451
Configuring Per-User Based ODMA Passive
Integration 452
Microsoft Word 452
Microsoft Excel 452
Microsoft Project 452
Configuring Per-User Based COM Automation Active and Passive Integration
453
Microsoft Word 453
Microsoft Excel 453
Configuring Per-User DM Linking 454
Configuring Per-User Document Viewer
Control 455
Per-User Configuration of the eDOCS DM
Search Feature 457
Per-User Configuration of Interceptor 457
Setting Outlook E-Mail Integration and DM
Extension for Microsoft Outlook on
Per-User Basis 458
A R T
1
DM Server Administration
In This Section
Chapters 1 through 5 address administration of the DM Server:
Chapter
1
Setting DM Server Properties
In This Chapter
This chapter explains how to use the DM Server Manager to set server
properties.
Preferences Tab
Set up the logging feature (page 30).
Specify the location of the PCDOCS.INI file (page 11).
Specify the location of the client-application forms (page
11).
Libraries Tab
Select the libraries to be used with DM Server (page 15).
Change the default library that users log on to (page 16).
For each library, select the index to be used for full-text
searching by users (page 17).
Set the SQL-connection cache size for a library (page 18).
CHAPTER 1
Results Tab
Modify results-set settings (page 47).
Caches Tab
Manage the internal caches (page 50).
The Server State tab on the Server Manager window indicates whether
the DM Server service is started or stopped.
The DM Server service is set up to start automatically when Windows
starts . When you change certain Server Manager options, you are
prompted to restart the service so changes can take effect. You can
restart the service immediately in response to the prompt or, if you
want to restart later, you can stop and start the service manually on the
Server State tab.
6
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Preferences Tab
On the Preferences tab, you can set properties governing DM Server.
PREFERENCES TAB
Log Settings
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No Logging
Log All
Log Calls
Log SQL
Log Network
Log SearchServer
Indexing
3. In the Log File field, specify the path name for the DM
Server log file. The default location is C:\Program
Files\\DM Server\Default.log. You can enter a different
path name or you can specify a template using one or more
of the following log-name variables:
%Y
year
%M
month
%D
day
%H
hour
PREFERENCES TAB
The log file created at 12 A.M. (midnight) for the next day
will be placed in the July folder and named:
C:\DMLogs\2010\07\01.LOG
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Location of the
PCDOCS.INI File
Depending on the contents of the PCDOCS.INI file, you may want to:
Change the default library, which is the library users
connect to if they do not specify a library when they log on
to the DM application.
Change the libraries that are available to DM Server.
Location of Forms
Used by DM Client
Applications
11
Enterprise Webtop
URL
WorkFlow Server
Notifications
Event Notification
Level
12
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Network Logon
Settings
By default, these options are turned off. They are toggled on the
Preferences tab.
If you change either option, click Apply. Then click OK. Restarting the
DM Server service is not necessary after changing the network logon
settings.
Transaction
Monitoring
13
Compression of
Retrieved
Documents
14
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Libraries Tab
On the Libraries tab, you can select all libraries to be accessed through
the DM Server. On this tab, you can also:
Select a library to serve as the default library for users.
The tree structure displayed in the Libraries pane shows the
logon libraries available to the DM Server. (If you dont see
the library you want, see If a Library Isnt Listed on the
Libraries Tab.)
LIBRARIES TAB
15
You can also set the following by clicking the Properties button on the
Preferences tab:
Select the index or indexes that users connected to the DM
Server will use for searching. Set the SQL-connection
cache size for each library.
The default library is the library to which users connect if they do not
specify a library when they log on to a DM client. If the client allows
users to select from a list of libraries when they log on, the default
library is the first library in the list.
Note: The default library is different from the current library. The current
library is the library that the user is currently accessing.
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Once you have created an index for a library, you can give users access
to the index by selecting it in Server Manager on each DM Server that
handles user requests.
Indexes are created by SearchServer. If you have multiple indexes for
a library, you can select up to 10 indexes for user access.
The selected indexes can be employed in a round-robin fashion to
provide high-performance searching or you can use one index for
searching and the others as backups in case the first index is not
available. SeeUsing the DM Indexer for details on how the multipleindex feature works.
To select one or more indexes for a library:
1. Click the Libraries tab. Then click Properties to display the
Library Properties dialog box.
17
3. The Full-Text Search Indexes box displays any indexes that are
currently selected. To add an index, click Add. The Select a
Full-Text Index dialog box appears with all of the librarys
indexes displayed. Highlight the index you want to add and
click OK.
4. If you have multiple indexes in the Full-Text Search
Indexes list, select the way these indexes will be employed:
To make all indexes available in a round-robin fashion,
select the option Use All Indexes in Sequence. The first user
request goes to the first index in the list, the second
request to the second index, and so on.
To use a single index with the others serving as backups,
select the option Use Next Index in List Only When Current
Index Fails. The first index in the list is used for all search
requests unless it is unavailable. Then searching is taken
up by the next index in the list.
To change the order of an index in the list, highlight the
index and click the Up or Down key . The Remove key
deletes an index from the list.
5. Click OK to return to the Libraries tab. Then click Apply and
OK.
18
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SQL connections are not held open all of the time. If there is no activity
on a SQL connection for 10 minutes, the number of connections drops
to zero.
For example, if you set the SQL-Connection Cache Size parameter to 5,
starting the DM server uses one connection. If four users log on and
retrieve the Recently Edited Documents list simultaneously, the DM
server initiates four additional SQL connections, for a total of five. If
more users log on, they share the five SQL connections; however, if 10
simultaneous connections are required, DM Server initiates an
additional five connections, for a total of 10.
To achieve the optimum value for the SQL connection cache, you have
to strike a balance between minimizing the resources used by idle SQL
connections and maximizing the frequency with which users are able
to use an open connection.
To change the SQL connection cache size for a library:
1. On the Libraries tab, click Properties to display the Library
Properties dialog box.
2. In the Library field, select the library whose cache size you
want to change.
3. In the SQL Connection Cache Size field, type the number of
connections to keep open. The maximum supported value is
50. Click OK.
4. On the Libraries tab, click Apply and OK.
5. Restart the DM Server service to have the change take
effect.
Specifying
Libraries in the
PCDOCS.INI File
LIBRARIES TAB
19
[Library <name>]
Vendor=<SQL vendor code>
Database=<SQL database name>
Owner=<name of SQL server login account>
Location=<name of server where database is installed>
Username=<username for SQL login>
Password=<encrypted password>
Oracle
database. For all vendors other than Oracle, the owner is DOCSADM.
With Oracle databases, multiple libraries may be created on a single
instance so long as each library has a different owner.
Location is the name of the server where the database resides.
Username is the SQL account DM Server uses to access the database.
This is the name you specified on the Login Scheme dialog box during
library generation.
Password is an encrypted version of the password for the SQL logon
account.
CHAPTER 1
The SearchServer Indexes tab also indicates the status of each index, its
state (whether it is stopped or started), startup type (manual or
automatic), its size, and the size of the DYX file. This information is
retrieved when you start Server Manager. To refresh the information
after starting Server Manager, click the Refresh button.
Adding an Index
An index can be created from any DM Server, provided that the server
has access to the library that is to be indexed.
21
To create an index:
1. Start Server Manager and select the SearchServer Indexes tab.
2. Click Add Index.The Add Index dialog box appears.
3. In the left pane, select the library you want to create the
index for. A check appears in the box next to the library
name, and the Add button is enabled.
4. Click Add. The index is added to the right pane with the
name <library name>_Index.
5. Select the index and click Properties to define the properties
of the index. See Modifying the Properties of an Index on
page 24 for instructions.
6. When the properties are set up, click OK to return to the Add
Index dialog box. Click OK to return to the SearchServer
Indexes tab; then click Apply or OK to create the index.
Starting an Index
22
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On the SearchServer Indexes tab, you can control the running of the DM
Indexer against the indexes that have been initialized and are ready for
indexing.
Deleting an Index
This process deletes all files that make up the selected index. It also
deletes the ODBC data source associated with the index from the
Indexer server.
To delete an index:
1. On the Indexer server, go to the SearchServer Indexes tab.
2. Select the index you want to delete and click Delete Index.
3. Click Apply to permanently delete the index.
If the index is shared, we recommend you delete the ODBC data source
associated with the index on every DM Server. This is not required, but
you will be unable to reuse that data source name on a server until it is
deleted.
To delete the data source name:
1. Select Start>Settings>Control Panel>Administrative Tools>Data
Sources (ODBC).
2. Click the System DSN tab.
3. Highlight the data source name and click Remove and OK.
23
Modifying the
Properties of an
Index
24
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Select Shared if the Indexer server is the local machine and users
will be accessing the index via other DM Servers or KM. Then
select the appropriate Network Protocol and Port so that users
accessing the local server can locate the index. The port cannot be
used by other indexes on the server or by other software using the
network. For Named Pipes, the port is the name of the pipe (for
example, ftnet). For TCP/IP, the port is the TCP port number (for
example, 3048). The TCP\IP port number cannot be in use on the
local system. (To determine the port numbers in use, run
NETSTAT at a command-line prompt.) Normally, anything
higher than 5000 is a usable port number.
Once a port number has been assigned to an index, it cannot be
used again until you run \SSK\BIN\FTSVCADM.EXE to remove
unused port numbers. (Do not remove port number 16547; it is
used by DM Server.) After removing the ports, restart the DM
Server service. At this point, you can then add a new index with
the previously used port number.
The Remote option is automatically selected if you create a shared
index on one server and are viewing the properties of that index
on another server.
Note: A single library cannot have more than one shared index on an Indexer
server.
Server Name: When you are creating an index, this field displays
the name of the local server. When you are viewing the properties
of an existing index, the field displays the name of the server
where the index is located.
Click OK to have any changes you made take effect.
Index Properties
Tab
25
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Startup Type
By default, Startup Type is set to Manual, which means that indexing
for this index must be started manually by the DM administrator.
Manual: Indexing must be started manually by the DM
administrator by selecting the index on the SearchServer Indexes
tab and clicking Start.
Automatic: Indexing starts automatically when the DM Server
service starts.
Enable Periodic Mode Indexing: The periodic-mode indexing feature
27
28
CHAPTER 1
character)
Three wildcard optimization methods are available. Select the
method most appropriate for your system:
NONE: No wildcard optimization is set. Performance against
search terms containing both leading and trailing wildcard
characters is substantially reduced.
MINIMIZE_SEARCH_TIME: This method maximizes search
performance at the expense of indexing time and index size.
MINIMIZE_INDEX_OVERHEAD: This method minimizes
indexing time and index size. The search performance is nearly as
good as with the MINIMIZE_SEARCH_TIME method, except
for search terms containing both leading and trailing wildcard
characters.
See Using Wildcards in Searches on page 81 for more about
wildcards.
NOTE: The Enable Word Proximity and Generate Term Vectors check boxes
appear unavailable until you select an item from the Language drop-down
menu. Select a language even if your language, for example, English (US)
already appears.
29
The Log File tab allows you to enable or disable the log file and change
the log file location. You can also view the index activities.
CHAPTER 1
On the Index Properties tab, clear the Log Enabled check box.
Index Defaults
The Defaults button on the SearchServer Indexes tab lets you establish the
default values that appear when you create a new index. To change the
defaults, click Default, modify the options in the Index Properties dialog
box, and click OK. The new defaults will apply to any indexes created
after the defaults are changed.
Reindexing
Documents
31
Manually
Compressing an
Index
If you see that the DYX file is growing beyond a few hundred
megabytes, and the regular compression is not scheduled to occur soon,
you should manually compress the index:
1. On the Indexer server, start Server Manager and go to the
SearchServer Indexes tab.
2. Select the index you want to compress and click Compress
Index.
32
CHAPTER 1
The Document Previews tab lists all libraries known to DM Server, their
current preview status (started or stopped), and their startup type
(disabled, manual, or automatic). The startup type is controlled on the
Preview Generator Properties dialog box; click Properties to see it.
To enable previewing, you must first allow users to see previews by
enabling the Allow Preview option in DM Webtops DM Admin tab under
Library Parameters>System Parameters>Default.
To start preview generation for a library, highlight the library name and
click Start. Click Stop to halt previewing for documents in that library.
Note that if the librarys Startup Type on the Preview Generator
DOCUMENT PREVIEWS TAB
33
Properties dialog box is Disabled, you will not be able to start preview
generation until you change the startup type. By default, Startup Type is
set to Manual, which means that preview generation must be started
manually by the DM administrator.
To regenerate previews for a selected library, you have two options:
Everything: Regenerate all documents in the library.
From: Regenerate previews only on documents for which previews
were generated between the From date and today, inclusive. This
Startup Type
CHAPTER 1
To see the log-file properties for a selected library, click Properties and
then click the Log File tab.
The log file is located in the folder: C:\Documents and Settings\All
Users\Application Data\Open Text\DM Indexes\<library
name>\preview.log
On the Log File tab, you can also open the log file for editing by clicking
Open with Notepad. And you can obtain the latest information by clicking
Refresh.
Click Apply to have any changes you made take effect.
See Generating Previews of Stored Documents for more information
on document previews.
35
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37
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Defining a Cluster
of DM Servers
39
Selecting FOLB
Client Parameters
40
CHAPTER 1
The Client Parameters button on the FOLB Settings tab allows you to select
the FOLB features.
2. Select either Fail Over and Load Balancing or Fail Over Only to
specify the type of FOLB.
If you want the failover capability but do not want to
implement load balancing, select the Fail Over Only option.
With Fail Over Only, you must designate a primary server to
receive all user transactions. If the primary server fails,
transactions are sent to the next online server in the server
list. When the primary server comes back up, it will resume
all processing of user transactions.
2.1 If you select Fail Over Only, the Specify Primary eDOCS DM
Server drop-down menu becomes available. Select the
primary DM server.
If you want both capabilities, select the option Fail Over and
Load Balancing.
41
2.1 If you select the Fail Over and Load Balancing option, you
must then select the Load Balance Method:
Round RobinThis method is the default for load
balancing. Under the round robin method, user
requests are assigned in rotation among the servers in
the cluster. The server list is ordered alphabetically, so
the first request from a user goes to Server A, the
second request from that user goes to Server B, and so
on.
CPU UtilizationUnder this method, each DM client
polls the DM Servers to find one with less than 75
percent CPU utilization and sends the request to that
machine. If, during the polling process, the client
detects an offline DM Server, the server will be
suspended from the server list until it comes back
online. While the server is down, requests
automatically failover to the next server in the list.
42
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You must restart the DM Web Server to have changes to these options
take effect.
Network Bindings
Configuration
When you click the Network Bindings button on the FOLB Settings tab, the
Network Binding Configuration dialog box appears. This dialog box
displays a list of available bindings:
DCOM
HTTP
NetTCP
43
The NetTCP binding is well suited for intranet deployments and uses
an efficient binary wire format for transferring request/response data
over the network. We recommend using the NetTCP binding as the
primary DCOM replacement choice within intranet-based
deployments.
URL Components
A client creates a connection to an eDOCS DM Web Service using a
URL and a WCF endpoint object. The URL is broken into the
following nodes.
Binding Protocol/URL Scheme
Each service URL must have a URL scheme node that
identifies the communication protocol associated with the
URL. The eDOCS DM WCF implementation will
optionally support the HTTP and NetTCP protocol
bindings. The URL scheme for HTTP is "http" and the URL
scheme for NetTCP is "net.tcp."
Server Name
This is the name of the server where the Web Service host is
running.
44
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/DMSvr/Svc
This URN represents the primary service and is
analogous to the IPCDServerX interfaces used to
access the DM Server through DCOM.
/DMSvr/Obj
This URN represents a unified service implementation
of the calls needed to process supplemental DM Server
objects such as search results and file streams.
Examples
45
The DM Server reads the NetWare server names from the libraries
selected on the Libraries tab and displays them in the Server Name list.
DM Server determines whether each server is NetWare 5.x or 6.x. For
these servers, specify the following:
NDS Tree Name. This field should contain only the tree name,
not a backslash or any other character.
NDS Context. This field should display only the container
associated with the DM service account and all parent
containers to that container. Do not include the tree name.
User name (for DM network access). This field should display
only the user name of the DM service account. Do not
include container or tree names.
46
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Password
Confirm Password
Results Tab
When a user executes a search, retrieves a list of recently edited
documents, or performs some other operation where a list of
documents is compiled, DM Server creates a results set.
The following results set settings are specified in Server Manager:
The maximum size of an individual results set.
The total amount of virtual memory for caching results.
The time interval between the users last access of a results
set and the point at which the DM Server can delete the set.
How often the DM Server checks for results sets that have
timed out.
RESULTS TAB
47
Maximum Size of
Results Sets
Amount of Virtual
Memory for
Caching Results
Time-Out Interval
48
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When a user executes a search, DM Server caches the results for the
user to request on a row-by-row basis. If the user does not request any
more results within the time period specified by the time-out interval,
DM assumes that the results set is no longer needed and deletes the
cached entries, thus freeing up resources.
In the Timeout field, specify the time (in minutes) between the users last
access of a results set and the point at which DM Server can delete it.
You should specify an interval that allows users plenty of time to obtain
the information they need, but not so long as to drain system resources.
The default value is 15 minutes.
Cleanup Frequency
The value in the Cleanup Frequency field specifies how often (in minutes)
DM Server checks for timed-out results sets and deletes them. The
default value is 15 minutes.
Use caution when modifying this value. Setting it too low may cause
DM Server to waste CPU time checking for timed-out results sets. If
the setting is too high, abandoned results sets can consume resources.
The value in the Recent edit limit field specifies the maximum number of
documents that can be displayed in the list of recently edited
documents (RED) shown to users. The maximum is 253.
Decreasing the value in this field may improve the performance of
RED searches.
We recommend that the value in the Recent edit limit field match the
configuration setting in the Client Deployment Utility (Document
Management Configuration > General). A different setting in the Client
Deployment Utility will override the Server Manager setting with
regard to how many documents appear in the RED list, but the Server
Manager setting will continue to control the amount of RED data
passed to the client. Matching the two settings will prevent unseen data
from being needlessly passed to the users workstation.
RESULTS TAB
49
Caches Tab
On the Caches tab, you can refresh all internal caches while DM Server
service is running.
To see the settings for a cache, click the down arrow in the Caches field
and select a cache.
The Settings field allows you to set the refresh interval for the selected
cache. Click the down arrow to see the available settings:
Manual Refresh Only (Use the Refresh or Refresh All button to
reset.)
Weekly
Daily
50
CHAPTER 1
Twice-Daily
Hourly
You can check the statistics or settings, or update the caches, for any of
the following:
DB Schema Information: Update the cache when new columns
or tables are added to a database. Changes made in DM
Designer are not reflected until the cache is refreshed.
DOCSObject ClassIDs: This is an internal DM Server cache to
support plug-in server objects. It does not require
refreshing.
Group Information for Library: This cache contains the
contents of the GROUP table and related information such
as user default values in profile forms.
DM Network Aliases: This cache holds network IDs for all
supported networks, such as Windows and NetWare. (Users
specify the NetWare user information on Server Managers
NetWare Servers tab.) Rather than creating a network alias
for the DM service account for each library, DM Server
stores the network IDs for each supported network and uses
them to access the document servers on different networks.
The Fusion Network Aliases cache should be refreshed
whenever the NetWare Servers information is changed or
when Windows users are changed or disabled at the NOS
level.
Library Information: Update the cache when you modify
group or user information. Also update the cache when you
change any library maintenance parameters.
Object Schema Information: Update this cache when you
change forms, such as property names and their SQL
definitions on a form. If you change a form in DM
Designer, be aware that the form will not be changed in DM
Server until the cache is refreshed.
SearchServer Index Information: This cache holds information
about a full-text index, including the DSN name and lists of
the column names (schema) and physical index names (for
multicomponent indexes). It also holds a pool of ODBC
connections to the index, which are used for searching.
Refresh this cache when you have made a change to the
CACHES TAB
51
Because a single transaction may affect more than one cache, you
should use the Refresh All button.
The Clear Counters button resets the hit rate on the caches. Although
observing the hit rate may be useful in gauging library access through
DM Server, clearing the counters is not required.
DM Server communicates with the HCS server via its internal HCS
Authentication Client, which is installed with the DM Server software.
The HCS server can be installed and configured on the same machine
as DM Server or on a different server on the network. The HCS Server
52
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tab lets you identify the server authenticating a users logon credentials
when the user accesses DM Webtop from Enterprise Webtop.
Server Name: Enter the name of the HCS server. The default name is
localhost.
Server Port: Enter the number of the port through which the logon
53
Security Management. The server where the changes were made must
be restarted to have the changes take effect.
CHAPTER 1
cache. If a file has not been accessed for this number of days, it
will be deleted from the cache. If this number is set to zero, files
are not deleted unless the maximum cache size is exceeded. The
default value for this field is zero.
Delete Files: Lets you delete all files currently held in the content
cache.
CONTENT CACHE TAB
55
When a user deletes a file from the repository, the cached document is
also deleted from the cache server.
If your DM system is set up in an FOLB cluster, changes to the contentcache settings are automatically propagated to all servers in the cluster.
When a new server is added to the cluster, the content-cache settings
are automatically sent to the new server.
Content-caching activity can be monitored by selecting the Logging
level Log Content Cache on the Preferences tab.
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8. Enter a new string value: Lazy Write and set its value to
Enabled.
9. Select File>Exit.
Optionally, you can convert the following text into a registry file
(*.reg) and then use the regsvr32.exe executable file to place it into
your DM Server's registry file. Change the Location field to the location
you have selected to store the Content Cache files.
57
Chapter
2
Using the DM Indexer
In This Chapter
This chapter explains how to set up and manage the DM Indexer for
full-text indexing of document libraries. Full-text indexing helps users
quickly locate documents by searching the document contents for
specified search terms.
Note: Information on performing full-text searches, including a list of search
operators, can be found in the online manuals Using DM Webtop and Using DM
Extensions.
59
When users initiate a search for a document, they have the option of
performing a content search of the document and Document Profile.
Content searches, also known as full-text searches, allow users to search
the entire contents of documents and profiles stored in the DM
repository. Users can search on a word or a phrase. They can also apply
more complex search criteria, such as Boolean expressions, which
narrow the search to specific documents meeting those criteria.
Before a documents contents can be searched, the document and its
profile must undergo a process called indexing. During this process, the
DM Indexer reads the document and profile, extracting information
about words in the document. This information is placed into an index.
When the user performs a content search, the index is scanned for
terms meeting the users search criteria. Upon completion of the scan,
a hit list is returned showing the documents matching the users query.
It is the DM administrators job to initialize the index for each library
and to monitor the indexing process to ensure smooth and efficient
operation.
The Indexing
Process
60
CHAPTER 2
What Is Indexed?
61
A document is indexed when the one of the options for Full Text Indexing
is selected on its Document Profile. Text fields on the profile, such as
Document Name and Description, are indexed as well.
The user can select one of the following options from the Full Text
Indexing field:
Contents and Metadata
Metadata Only
No Indexing
Note: All text columns from the PROFILE table that are visible to users (such
as Document Name, and Abstract) are indexed by default. To index other
columns or customized columns, use DM Designer (see the option for this in
the columns Properties).
an indexable attachment
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CHAPTER 2
From the hit list, users can view the documents meeting the criteria.
The search terms are highlighted in the document display. Documents
can be displayed in DM Viewer, HTML, or the documents native
format (for example, Microsoft Word). Documents on the hit list can
also be launched in their native application.
63
64
CHAPTER 2
Hardware and
Software
The disk space required includes not only the index files themselves,
but also temporary space needed during processing. The size of an
index depends primarily on the size of the repository, but it can also be
affected by the indexing options you select when setting up the index.
For example, the method of wildcard optimization can have an effect
on index size. (See Using Wildcards in Searches on page 81 for more
information.)
Memory requirements can vary widely. They are affected by the size of
the repository as well as the complexity of the documents. A rule of
thumb is 1 MB of memory for every 1,000 documents.
For optimum performance, ensure that the Indexer does not have to
compete with other processes on the same machine. We recommend
you clear the Indexer server of other software, especially unneeded
drivers and other processes that require processor time or input/output
bandwidth.
We also recommend that the Indexer server be equipped with an
uninterruptible power supply (UPS) to prevent corruption of indexes
in the event of a power failure.
65
this case, you will need to create the internal user at the NOS level and
add this account to the network DOCS_USERS and
DOCS_SUPERVISORS groups. This internal user account can be used
across multiple domains. If the account has multiple network aliases:
Identifying the
Index Location
66
CHAPTER 2
Before you can create an index, you need to identify where the index
files will be located. The default location for the index is C:\Documents
and Settings\All Users\Application Data\Open Text\DM Indexes .
This location is not mandatory, however; you can locate the index on
any local drive on the Indexing server.
If you have multiple indexes, and you want to be able to back them up
separately, we recommend you create a separate directory for each
index.
Note: If the machine being used to store the index files is a Windows 2003
server, the DM administrator will need to set write permissions for the index
directory, because shared directories on Windows 2003 are shared as "readonly" by default.
Creating a New
Index
To create an index:
1. On the Indexer server, start Server Manager and select the
SearchServer Indexes tab.
67
68
CHAPTER 2
3. In the left pane, select the library you want to create the
index for. A check mark appears in the box next to the
library name, and the Add button is enabled.
Note: If your library does not appear in the Add Indexes Libraries list, it is not
a selected logon library for your DM Server, which is required for indexing.
Libraries that appear at the top tree level on the Libraries tab in Server
Manager or the Select Libraries dialog in DM Server Configuration Wizard are
valid for logon and have a Library section in the PCDOCS.INI specified for use
by the DM Server.
4. Click Add. The index is added to the right pane with the
name <library name> Index.
69
70
CHAPTER 2
71
72
CHAPTER 2
73
Click the Log File lookup button (...), select the desired save
location, and click Select.
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CHAPTER 2
Starting an Index
To start an Index:
1. Go to the SearchServer Indexes tab.
2. Highlight the new index and click Start. The Indexer begins
indexing documents.
3. Check the index properties log file and verify the Indexer is
running.
The DM Server(s) that handle user requests are given access to an index
via Server Manager's Libraries tab:
CREATING AN INDEX AND PUTTING IT INTO PRODUCTION
75
Multiple Indexes
for a Single Library
If you have multiple indexes for a library, you can select up to 10 indexes
for user access.
When employing multiple indexes, you have two options:
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CHAPTER 2
For instructions on selecting one or more indexes for library users, see
Full-Text Index for Library Users on page 17.
Compressing an
Index
77
The index should be compressed before the DYX file exceeds a few
hundred megabytespreferably well before the file grows that large.
Typically, the DYX file is twice as large as the size of all new or edited
documents, so the DYX file can grow quickly in organizations where
numerous documents are edited on a daily basis. The size of each
indexs DYX file is displayed in Server Manager on the SearchServer
Indexes tab.
The index compression can be scheduled to occur automatically on a
weekly or daily basis, and we encourage you to set a schedule for this
important maintenance task. Compression can also be done manually
whenever it appears that the DYX file is growing so large that it is
affecting indexing and searching performance.
To schedule a regular compression of the index, follow the instructions
on page 14. The Indexer will automatically be stopped while the index
is undergoing compression, so documents will not be indexed. User
searching can continue during a compression.
We recommend that you monitor the size of the DYX file, particularly
when creating a new index. If the file grows so large that it affects
performance, follow the instructions on page 32i to manually compress
the index. If you find yourself doing frequent manual compressions, set
up the automatic compression to occur daily rather than weekly.
Reindexing an
Index
If you are reindexing because you believe the index has been lost or
damaged, you should restore the index from a previous days backup
and reindex only from the backup date. See Restoring an Index from
a Backup on page 80 for instructions.
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CHAPTER 2
To reindex an index:
1. On the SearchServer Indexes tab, select the index you want to
reindex.
2. In the Maintenance box, select one of the following
reindexing options:
Everything to reindex the entire repository (except those
documents for which Full Text Indexing is not selected on the
Document Profile).
From and a date to reindex from the specified date.
The Indexer will reindex all documents that were indexed
between the From date and today, inclusive. This includes
new documents plus existing documents that were indexed
during the specified time period.
3. Click Re-Index. When the index is ready for use, you will see
Initialized in the Status field.
Administering an
Index from a
Different DM
Server
Pausing the
Indexer for System
Backups
Reindexing an index.
Compressing an index.
79
Backing Up an
Index
To back up an index:
1. Stop the Indexer by going to DM Server Manager on the
Indexer server and selecting Stop on the Server State tab.
2. Check the indexer log files to verify that if the index is
compressing, the compression process has been completed
successfully. Do not proceed with the next step until
compression is finished.
3. Shut down the Open Text eDOCS DM Remote Indexer and
Open Text eDOCS DM Server services.
4. Back up all files in the index folder.
5. Make a backup of the SQL database or make a copy of all
data in the VENDOR_SPECIFIC column. A field in this
columnMULTIIDXcontains the first document
number of each index partition, which is needed to fully
restore the index.
6. Restart the Open Text eDOCS DM Remote Indexer and
Open Text eDOCS DM Server services.
7. Restart the indexer server.
Restoring an Index
from a Backup
Monitoring
Indexer Activities
When the Indexer is running, you can monitor its activities by checking
the index properties log file in Server Manager. In addition, you may
want to check four counters for the DM Server in the Windows
Performance Monitor:
80
CHAPTER 2
Deleting an Index
81
82
CHAPTER 2
DM Webtop
In DM Admin, the setting called Use Standard Search Routines is disabled
by default to allow for optimized searches across the Web. This may
result in smaller search-result lists for DM Webtop users than for users
of DM Extensions. If you enable User Standard Search Routines, you will
turn off optimization and thus increase the number of search results for
DM Webtop users; however, the return of search results may take
longer. (The setting is in DM Admin>DM Webtop Maintenance>DM Webtop
Parameters.)
83
Managers Results tab. The number should not be reduced below the
default value.
Hybrid Searches
The hybrid search feature changes the way in which the INDEX table
uses metadata when performing a hybrid search (a search that contains
both profile and content search criteria).
SQL scripts and Windows registry scripts for applying these changes to
your system can be found in \Tools\DM Server\Profile-Content
Search.
We recommend that you contact technical support for assistance in
applying this enhancement to your system.
To apply the index table changes:
1. Set the FULLTEXT flag for all metadata columns.
All metadata columns that are to be indexed must have their
FULLTEXT flag in the DOCSADM.DOCSCOLUMN table
set to Y. This can be done through DM Designer or through
SQL scripting.
Two sample SQL scripts are provided to set the FULLTEXT
flag for subsets of metadata columns that are candidates for
indexing:
INDEXED_COLUMNS_DM.SQL is for use with basic
DM systems.
INDEXED_COLUMNS_RM.SQL is for use with RM
systems.
Select and run the appropriate script for your system.
The following scripts are provided for Oracle environments
as of DM 5.2:
Oracle_indexed_columns_dm.sql is for use with basic
DM systems.
Oracle_indexed_columsn_rm.sql is for use with RM
systems.
Select and run the appropriate script for your system.
2. Map metadata columns to index columns.
84
CHAPTER 2
HYBRID SEARCHES
85
Technical Notes
Searches that combine profile and full-text content search criteria tend
to perform poorly, especially when the full-text content criteria are not
well defined. For example, a search for a particular author from the
profile criteria and the full-text criteria banking may take several
minutes to return results. Further definition of the full-text criteria can
improve performance by narrowing the search. For example, searching
for federal banking rules would improve performance over simply
searching for banking.
The hybrid search enhancement improves search performance by
indexing additional document metadata in the index table.
Changes Made By
the Hybrid Search
Enhancement
Indexed Metadata
86
CHAPTER 2
SQL Path
DOCNAME
TITLE *
ABSTRACT
SUMMARY *
LAST_EDIT_DATE
MODIFIED *
KEYWORDS_DISPLAY
KEYWORDS *
AUTHOR.FULL_NAME
AUTHOR *
DEFAULT_RIGHTS
PD_SECURED *
APPLICATION.APPLICATION
PD_APPLICATION
AUTHOR.USER_ID
PD_AUTHOR_ID
TYPIST.USER_ID
PD_TYPIST_ID
TYPIST.FULL_NAME
PD_TYPIST_NAME
DOCUMENTTYPE.TYPE_ID
PD_TYPE_ID
LAST_EDITED_BY.FULL_NAME
PD_LAST_EDITED_BY_NAME
LAST_EDITED_BY.USER_ID
PD_LAST_EDITED_BY_ID
MATTER.CLIENT_ID.CLIENT_ID
PD_CLIENT_ID
MATTER.CLIENT_ID.CLIENT_NAME
PD_CLIENT_NAME
MATTER.MATTER_ID
PD_MATTER_ID
MATTER.MATTER_NAME
PD_MATTER_NAME
PD_ADDRESSEE
PD_ADDRESSEE
PD_EMAIL_BCC
PD_EMAIL_BCC
PD_EMAIL_CC
PD_EMAIL_CC
PD_ORGANIZATION
PD_ORGANIZATION
PD_ORIGINATOR
PD_ORIGINATOR
PD_FILE_PART.PD_FILE_NAME
PD_FILE_NAME
HYBRID SEARCHES
87
Column Name
SQL Path
PD_FILE_PART.PD_TITLE
PD_FILE_PART_TITLE
PD_FILE_PART.PD_PT2LOC_LINK.
PD_LOCATION_CODE
PD_LOCATION_CODE
Storing Foreign
Keys
Due to the volatile nature of some metadata values, such as user names,
the metadata storage mechanism does not actually store the metadata
value for foreign columns; instead, the mechanism stores the SQL row
key column value. PROFILE table columns are still stored by value.
During the search process, foreign table search properties are resolved
to the appropriate foreign table row key value.
Effect on Search
Strings
As mentioned above, the SQL row key values are stored for indexed
foreign table metadata; thus, this example shows the WHERE conditional
for the PD_AUTHOR_ID column resolving to the DOCSADM.PEOPLE
table SYSTEM_ID column value instead of the USER_ID column value.
The index log file contains an entry for each action performed by the
Indexer against an index. It lists the document numbers of the
documents that have been indexed, any errors that occurred, and times
when the Indexer was started and stopped.
Each index has its own log file<index name>.XLGstored in the
same folder as the index files.
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CHAPTER 2
The log file can be accessed when the Indexer is running or stopped. To
view the log file, run Server Manager and select the SearchServer Indexes
tab. Select the index, click Properties, and select the Log File tab.
For problems when setting up an index, you should also check the
Windows event log.
For problems when compressing an index, check the compression
log<index name>.LOGstored in the same folder as index files. To
view this log, open it in any text editor.
Users Unable to
Search
If the index has been reindexed and started, verify that the index is
selected in Server Manager on the DM Server that users are accessing.
See Full-Text Index for Library Users on page 17 for instructions.
Check the size of the DYX file (noted on the SearchServer Indexes tab
in Server Manager). If it is larger than a few hundred megabytes,
manually compress the index. If this happens frequently, or you notice
that searching and indexing are getting progressively slower, consider
setting up the Indexer to compress the index on a daily basis.
Problems with
Shared Indexes
89
FulCreate Is Not a
Writable Directory
If you get this message, verify that you have the proper access rights set
up for the index location. See Identifying the Index Location on
page 66 for instructions.
No Such File or
Directory
This message appears when the index location you have specified has
not been set up. See Identifying the Index Location on page 66 for
instructions.
Unable to Save
Index
This message appears when you try to create a second shared index for
a library. A single library cannot have more than one shared index on
an Indexer server.
The first 4-KB portion of the file is scanned for one or more
NULL characters (hex 00).
For a list of supported file formats, consult Oracles web site at the
following location: http://www.oracle.com/technology/products/
content-management/oit/ds_oitFiles.pdf.
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CHAPTER 2
Chapter
3
Document Access and Security
In This Chapter
This chapter describes how users access documents in the DM
repository and how DM protects documents from unauthorized access.
It also explains how to implement DM security at your site.
91
An Overview of DM Security
All DM client-user requests for documents, folders, and searches are
handled by the DM Server service. When DM Server receives a user
request, it accesses the DM library and verifies that the users logon
credentials (user name and password) are those of a valid library
member. Then DM Server determines if the requested operation can be
carried out.
The DM Server accesses the library using the common SQL logon
account specified during library generation. Access to documents in
document servers is handled by the DM Server service account.
In general, user requests fall into three categories:
Searching for documents. If the user is a library member, his search
request will then be performed against documents in that library.
Operations on documents such as storage and retrieval. After verifying
that the user is a library member, DM Server checks the librarys
security information to verify that the user has rights to perform
the requested operation on the document. If such rights exist, DM
Server accesses the document server and performs the requested
operation.
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CHAPTER 3
ACL Security
93
For a description of each access right, see the topic Access Rights
Templates and Options in the DM Webtop Help system.
Only users and groups who are specifically granted rights can access the
document or its profile. There is one exception to this, however. DM
automatically gives users whose primary group is
DOCS_SUPERVISORS full access to all documents in the library. This
is true even when DOCS_SUPERVISORS is not specifically added as a
trustee of a secured document on the documents ACL.
Primary Group
Permissions
A users group permissions are those set for his or her primary group.
Group permissions are specified in Library Maintenance by the DM
administrator and apply to access to all documents, regardless of the
ACL settings on a specific document.
Group security settings are controlled on the Features and Permissions
tabs in Library Maintenance>Group Maintenance.
When client users log on to DM Server, they are also initiating access to
the librarythe SQL database structures containing the Document
Profiles, user information, and other data. During library generation,
you are asked to choose the user name and password of the SQL
account that DM Server will use to access the library. To prevent
unauthorized access to the library from outside DM, this account name
and password should not be made public.
The SQL account can be the default user nameDOCSUSERor any
other user name and password. We do not recommend the use of the
DOCSADM account for this purpose for the reason explained below.
The logon user name and password are stored in the PCDOCS.INI file,
with the password encrypted for security reasons.
SQL Administrator
Accounts
94
CHAPTER 3
password to access DM Designer, the Activity Log Purge utility, and the
Add an External Library utility.
Oracle databases can have owner names other than DOCSADM. The
same guidelines apply to these owner accounts.
If you designate DOCSADM as the common logon account, any user
with privileges to run DM Designer can use this tool to make changes
to the database without first entering the DOCSADM password.
Because this may not be advisable in your organization, we recommend
you use a common logon account other than DOCSADM.
Logon Name
Default Password
sa
null value
Oracle
system
manager
Profile-Level Security
To further secure documents from unauthorized access, you can
implement profile-level security, either for specific groups or librarywide. When this option is enabled, a document does not even appear in
SQL DATABASE SECURITY
95
a search-results list unless the user has rights to it. By default, profilelevel security is turned on library-wide.
Disabling profile-level security allows all library users or members of
specific groups to see all document titles returned by a search,
regardless of access rights. Actual access to documents is not altered by
this option; the security settings remain in force.
The Profile Level Security option is set library-wide in Library
Maintenance>System Parameters>Defaults. To set it for a specific group, go
to Library Maintenance>Group Maintenance>Features. As with all Library
Maintenance settings where there are both System and Group settings,
the Group setting prevails unless it is set to Default, in which case the
System setting prevails.
No NOS-Level
Security
96
CHAPTER 3
NOS-Level Security
Novell NetWare
Only users and groups with associated network aliases in the library
have rights to secure documents at the NOS level. Library users can be
created from existing network IDs during library generation or via
Library Maintenance>Synchronize.
Group membership in the library must be consistent with group
membership at the NOS level. If groups of the same name do not have
the same members, DM reports an error when users attempt to assign
document access to the group.
On networked drives, you can protect your documents from access by
non-DM users by revoking all rights to the folder where documents are
located and reapplying rights only to the groups DOCS_USERS and
DOCS_SUPERVISORS.
See Setting Up Document Servers with NOS-Level Security on
page 100 for more information.
DOCUMENT SERVER SECURITY
97
Setting Up Security
To implement DM security, you need to perform the following
activities:
Setting Up Users
a non-network user
or
a network user
Non-Network Users
Non-network users have no network aliases associated with their
DOCS_USERS account. Since they have no rights on the network, their
key to accessing documents on network document servers is an Attache
password. To log on to DM Server, all users must provide a user name
and password. For non-network users, the password must be the
Attache password for their DOCS_USERS account. The Attache
password is specified on the People dialog box in Library Maintenance
(DM Admin>Users and Groups>People.)
Non-network users are validated in the library only; they are not
authenticated against a network. However, this does not prevent nonnetwork users from accessing documents on the network. On the
contrary, they can access all documents to which they have rights on the
Document Profile. The access is handled through the DM Server
service account.
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CHAPTER 3
Network Users
Network users have at least one network account aliased to their
DOCS_USERS account. When network users log on, DM Server
verifies that they are valid users of the library and then authenticates
them against the network resource.
It is permissible for network users to have an Attache password in
addition to one or more network passwords. Any valid password can be
used at logon. When a network user logs on with an Attache password,
the user is validated on the library only. Later, when that user requests
access to a document serverto view, read, write, or set trustees, for
exampleDM Server will ask for a network password in order to
authenticate him or her against the requested document server.
Note: The description of what happens during logon is somewhat abbreviated
here to give you a general overview of the differences between network and
non-network users. For a detailed explanation of the logon process for the
various clients and networks, see Logging On and Accessing Document
Servers on page 104.
99
NetWare
CHAPTER 3
101
For NetWare document servers, verify that effective rights have been
given to the folder where documents are stored. Effective rights are the
rights that have been granted according to the trustee hierarchy. A
users effective rights are determined by the following:
In other words, if a user or group has been granted full rights in the root
directory of a volume, the user or group has full rights to all files in all
subfolders of that volume. To deny rights at some lower level on the
volume, the rights must be specifically revoked at that level. The rights
must be revoked from the same trustee that was granted the rights. For
example, if rights were granted to the group EVERYONE at the root
level, rights must be revoked from the group EVERYONE at some lower
level to secure that subfolder.
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CHAPTER 3
Setting Up Client
Users in a
NetWare-Only
Environment
103
a password
The user can optionally enter a network name. See Use of the Network
Name in Logons on page 106 for an explanation of why the user would
want to do this.
Notes: Users have three chances to execute a valid logon. If the user name or
password is incorrect, after three logon attempts, the user will not be allowed to
try again. An event noting the logon failure will be posted in the Event Viewer.
Using this information, third-party integrators can modify the client application
to notify an administrator of a potential security violation.
Users accessing DM can be set up to logon automatically. See What Users See
When They Log On on page 107 for more information.
network authentication.
Library Authentication
Under library authentication, DM Server uses its own network
credentialsrather than the usersto access files on network
document servers:
Windows document servers: The DM Server service account
Unix document servers: The DM Server service account.
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CHAPTER 3
Manager
When users log on, DM Server first attempts to authenticate them on
the library. For library authentication, the user must supply a valid
DOCS_USERS ID with an Attache password. If the DOCS_USERS ID
is valid, but the password is not an Attache password, DM Server then
attempts to authenticate the user on the network.
If a network user supplies an Attache password at logon, he or she will
undergo library authentication only, rather than network
authentication. (This scenario is described in more detail in
Authentication of Network Users Supplying an Attache Password on
page 106.)
Library authentication may be less secure than network authentication
because users Attache passwords are stored unencrypted in the library.
If library authentication is unsuitable for your organization, you can
disable it in Server Manager and thus require all users to log on with a
valid network user name and password aliased to their user name in the
DM library. To disable library authentication, select the option Network
Alias Required on the Preferences tab in Server Manager. See Network
Logon Settings on page 13 for instructions.
Network Authentication
Network authentication occurs when the user supplies valid network
credentials at logonat a minimum, a network user name and
password. If the password supplied is not an Attache password, DM
Server assumes the user name and password are network logon
credentials. It compares the logon credentials against each of the users
network aliases in the library. When it finds a valid entry, DM Server
passes the logon credentials to the network for authentication. Only
one network authentication is performedfor the first match DM
Server findseven if the user has multiple network aliases matching
the user name/password.
There is no established order for which network alias is validated first.
If a user has multiple network aliases with the same password, he or she
will be authenticated only on the first network where the logon
credentials match. To be sure users are authenticated on a particular
network, their network passwords should be unique.
LOGGING ON AND ACCESSING DOCUMENT SERVERS
105
Use of the
Network Name in
Logons
a NetWare context
If the user supplies a network name, DM Server passes his or her logon
credentials to the requested network for authentication of the user.
If the user does not supply a network name, DM Server proceeds with
the logon process described above.
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107
Authentication
Service Support
Accessing a
Document Server
CHAPTER 3
109
111
Server Authentication
You can select the Use Trusted Connection check box on the Common
SQL Login or the Trusted Connection check box on the DB administrator
Login dialog box, which allows your users to authenticate using either
the common logon or through the new trusted connection. Doing so
replaces the username and password entries in the [DM Library] section of
the pcdocs.ini file.
This changes the SQL server connection from using the mixed mode
common logon (DOCSADM or DOCSUSER) to use the current
logged on Windows user (DOMAIN\FusionAdmin).
You must add the network user accounts to the SQL server to allow
the domain users to connect to the SQL server. The domain user
logons are not added to the SQL server by using the DM Admin tools.
If user accounts have not been added to the SQL server, a ***TRUSTED***
line appears in the logon dialog box for the Windows Administration
tools when users try to connect; entering a valid common logon such
as DOCSADM will not allow a connection to the database.
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CHAPTER 3
Changing Database
Access from Trusted
Connection
When you create a database, you can select the Trusted Connection check
box when you generate the DM library in Library Generator.
However, there is no configuration user interface to revert to the other
database login method. When you create a library you must supply
the DM Admin user name so that the database objects can be created
and an operational login (Common SQL Login), which is used by
DM Server and the Server Admin Tools to access the newly created
database; this information is stored in the pcdocs.ini file.
The following procedure is for altering the operational login in the
pcdocs.ini file because the DM Admin user is only used once for the
creation of database objects.
The user DOCSUSER can be replaced with a database user of your
choice.
In Microsoft SQL Server:
1. Create the new user login if it doesn't already exist. You
can run this command if it already exists:
CREATE LOGIN [DOCSUSER] WITH
PASSWORD='your password'
GO
113
GO
sp_grantdbaccess DOCSUSER
GO
Grant all to DOCSUSER
GO
115
Chapter
4
Failover and Load Balancing
on Multiple DM Servers
In This Chapter
This chapter explains the failover and load-balancing (FOLB) features
of DM.
117
Failover
Load Balancing
FOLB gives you the ability to scale DM deployment as your user load
increases, with minimal administrative effort and minimum
interaction on the DM client side. The only interaction necessary is
when you have changed the FOLB settings and want them to take effect
on the clients:
118
CHAPTER 4
The date and time setting of each server must be roughly the
same. That is, they should be within a few minutes of each
other, at a minimum.
119
120
CHAPTER 4
2. In the Enter New Server field, type the name of another server
in the cluster and click Add. Its name will appear in the
Known Servers list.
3. Repeat step 2 for all servers in the cluster.
To remove a server from the list, select the server and click
Delete. The Clear All button removes all server names from
the list.
4. When the Known Servers list is correct, click Apply to record
the new server list. The server names are ordered
alphabetically.
SETTING UP A SERVER LIST
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CHAPTER 4
When DM client users log on to DM Server, they access the first server
in the clusters server list to obtain their server-list updates. Server lists
are ordered alphabetically, so the server at the top of the list will be
accessed, even if propagation was performed at another server.
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CHAPTER 4
To select the load balancing method, go to the FOLB Settings tab in Server
Manager. See Selecting FOLB Client Parameters on page 40 for
instructions.
Polling Options
If a server in the cluster goes down for any reason, and a client sends a
request to that server, the transaction will time out. The user will
experience a delay and, after the transaction times out, the user will
have to resubmit the request. The likelihood of such delays in
processing can be reduced by having clients poll the DM Servers to
verify which members of the cluster are online and ready to accept
requests. Then requests can be sent only to the servers that are up and
running.
The DM administrator controls the interval at which polling occurs.
(This interval setting also applies to polling performed under the CPUutilization method of load balancing.) The default is every 10 seconds,
but we recommend you experiment to determine the appropriate
polling interval for your system.
There are three polling options:
Poll Failed Servers. If a client sends a transaction to an offline DM
Server, the DM Server is effectively suspended from the clients
server list until it comes back up. The client will poll the DM
Server at the designated intervals to determine if it has returned to
service, but until that time, no transactions will be sent. Polling
ceases once all offline servers are online again.
Poll All Servers. At the designated intervals, clients poll all DM Servers in
the cluster to confirm they are online. Offline servers are
effectively suspended from each clients server list until they come
back up. This polling option has the advantage of suspending an
offline server from the clients server list before it sends a request,
preventing delays in the processing of transactions. It tends to
increase network traffic, but you can minimize this effect by
temporarily removing offline servers from the server list.
Do Not Poll Servers. Clients will not poll DM Servers. If a server is unable
to process a transaction, it is removed from a clients server list.
When it comes back online, it is not returned to the server list, as
POLLING OPTIONS
125
126
CHAPTER 4
Chapter
5
Generating Previews of Stored
Documents
In This Chapter
This chapter gives an overview of the document-preview feature and
explains what the DM administrator needs to do to set it up.
127
Word Processing
Formats
Presentation and
Chart Formats
Spreadsheet
Formats
Pixel-Type
Graphics Formats
The first slide or chart is displayed in a reduced format (300- to 400pixels wide). Examples of this type of format are PowerPoint and the
chart format of Microsoft Excel.
The preview displays the first 6000 characters of the document.
CHAPTER 5
129
A R T
2
Library and DM Web Server
Administration
In This Section
This section addresses administration of the DM library and of the DM
Web Server:
Validation tables.
Except for the DM Webtop user interface, the features and settings
described in Part 2 can also be managed in Library Maintenance, one
of the DM Server Administration Tools.
131
Chapter
6
Library Parameter Settings
In This Chapter
The Library Parameters pages of the DM Admin tab in DM Webtop allow
you to control many different areas, including:
System Parameters
Document Servers
Remote Libraries
Terminology
To access this feature, log on to DM Webtop and select the DM Admin tab.
By default the Library Parameters tab is selected.
133
134
CHAPTER 6
Utilities: Displays the Utilities page. This page sets the default
access permission to the DM utilities. See Allowing Access
to DM Utilities on page 142.
Attache: Displays the Attache page. This page sets the values
for Shadowing and Simultaneous Edits. See Setting Attache
Options on page 146.
Below the links to the other System Parameters pages, there are two
buttons:
Save: Save changed data to the database and reload the current
page.
Restore: Reloads current page and restores data from the database.
Setting Default
Permissions
%AUTHOR.USER_ID
%DOCUMENTTYPE.TYPE_ID
%TYPIST.USER_ID
%APPLICATION.APPLICATION
135
created.
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CHAPTER 6
Log File Location: DM allows you to choose where the log files
will be stored. You may want to redirect log files to each
user's hard drive or to a separate server/volume. This field is
required. The maximum length is 128 characters.
Setting System
Features
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving any
of your changes.
The following fields allow you to set certain system features:
Important: The user name and password needed here is different than the one
needed to log on to DM. The user name should be your 'short name' specified
in the PEOPLE table and the password will be pulled from the Attache
Password specified in the PEOPLE table. If there is no Attache Password then
your password will be blank. Refer to Maintaining User Listings on page 159.
Note: To disable single sign-on the DM administrator must remove "Allow Auto
Logon" from the group or whole library OR add "Accept User-Supplied
Identification to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
137
Setting System
Default Values
Use Enhanced ACL Settings: ACL stands for Access Control List.
It controls whether you can set the new DM access rights;
DOCS Open does not recognize and therefore cannot
respect the new access rights. If you used them in an mixed
environment during a migration, they would not apply to
the DOCS Open users on your network.
Implied Century Rule Date: The date that the implied century
rule, the rule that converts a two-digit year to a four-digit
year based on the two-digit number, is set to. May be a
number in the range 0 - 99.
changes.
The following fields allow you to set certain system default values:
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CHAPTER 6
Note: If this option affects all documents including e-mail. For example, if an
email message is dragged from the Inbox into a folder that is not in the users
logon libray, and the user does not have "Save to Remote Libraries" permission
then the email will be saved to the users logon library and linked to the folder.
139
Note: To disable single sign-on the DM administrator must remove "Allow Auto
Logon" from the group or whole library OR add "Accept User-Supplied
Identification" to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
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CHAPTER 6
Allow modify user settings: If you set this option to Yes, your
users will be able to modify settings in their My Options
pages.
System
Parameters>
Defaults>Allow
Preview
DM Webtop
Maintenance>
DM Webtop
Parameters>On
Document Select
(Preview)
Result
On
Off
On
The My Options
page does not
allow the user to
change
between View
and Preview.
On
On
On
The My Options
page does allow
the user to
change
between View
and Preview.
Off
On
On
The My Options
page does allow
the user to
change
between View
and Preview.
141
Setting System
Permissions
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving your
changes.
The following fields allow you to set certain system features:
Allowing Access to
DM Utilities
Can Show Related Item: Select this option for users to show
existing relations between objects.
Parameters page.
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CHAPTER 6
Restore: Reloads the page and restores data from the database.
Cancel: Returns to the System Parameters page without saving your
changes.
The following fields allow you to set the default permission for each
utility listed:
143
Specifying Version
Control Options
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving any
of your changes.
144
CHAPTER 6
The following fields allow you to set certain system version control
features:
145
Setting Attache
Options
146
CHAPTER 6
at the group level using the Group Attache tab. The three buttons below
the tabs are:
Restore: Reload the page and restore data from the database.
147
Cleanup Options
148
CHAPTER 6
Setting System
Preferences
Parameters page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the System Parameters page without saving your
changes.
The following fields allow you to set certain system features:
149
criteria.
Add: Open the Document Server Maintenance page to add a new
document server.
The list shows the current document servers matching the filter criteria.
Click an entry or the Edit icon to modify the settings in the Document
Server Maintenance page.
Editing Document
Server Settings
Copy: Add a new document server. All fields are filled from
the current document server entry.
changes.
The following fields allow you to set certain document server features:
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CHAPTER 6
Standalone
Generic
NetWare NDS
Livelink
Centera
Read Only : Select this option if you wish to use the document
server in read-only mode. By default, this option is cleared.
Once you define a read-only server, you can select the readonly server and define which versions are moved when a
document is made read-only in Library Maintenances
File>Set Read Only Server function. See the Library
Maintenance guide or help system for instructions.
WORKING WITH DOCUMENT SERVERS
151
Using the .pea File for EMC Centera Read-Only Document Servers (DM-Y
You can specify the location of the .pea file, which is used for EMC
Centera read-only document servers. Following are instructions for
doing this in DM Webtop; however, you can also perform these steps in
Library Maintenance.
To specify the .pea file location:
1. In DM Webtop, click DM Admin>Library Parameters>Document
Servers.
2. Click the Centera document server.
3. In the Physical Location field, type the IP address and the
location of the .pea file in the following format:
128.221.200.60?C:\\CenteraPEA\\us2_profile2_rdqe
cw.pea
CHAPTER 6
The items on the Remote Libraries page have the following meaning:
Editing Remote
Library Settings
Click an existing Remote Library link or the Edit or Copy button to display
the Remote Library Maintenance page.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Remote
Libraries page.
Restore: Reload the page and restore data from the database.
153
changes.
The following fields allow you to set remote library features:
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CHAPTER 6
The list shows the current settings for each of the replaceable terms.
Click a term or the Edit icon to modify the setting in the Term
Maintenance page. You can also click the Copy icon to use it to create a
new term.
Click an existing term link or click the Edit or Copy icon to display the
Term Maintenance page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the
Terminology page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Terminology page without saving your
changes.
The following fields allow you to set term values:
CHANGING SYSTEM TERMINOLOGY
155
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CHAPTER 6
Term Name: Type the term name (for new terms: existing
terms are not editable). The maximum length is 29
characters.
Chapter
7
User and Group Settings
In This Chapter
The User and Group settings pages allow you to add, modify and
remove individual users and groups. To access this feature, log on to
DM Webtop, select the DM Admin tab, then the Users and Groups tab.
157
The list shows the current users matching the filter criteria.
CHAPTER 7
Adding User
Accounts to DM
Maintaining User
Listings
Click an existing user entry to display the People Maintenance page for
that person (or click the Edit button). This page allows you to set certain
user values. There are two sub-tabs available:
Network Aliases: Allows you to add aliases for this user. Refer to
page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the People page without saving any of your
changes.
Short Name: Enter the user name the user will enter when
filling out Document Profiles. This is usually a shortened
form of the Network Alias.
159
Configuring
Network Aliases
Full Name: Type the person's full name in the field. If the
Short Name is the user's first name, you could type users' last
names followed by their first names, to make searching by
full name in a Table Lookup easier.
User Location: Type the user's office location. This field can
contain a city reference, a department reference, or even the
floor number where the user is located. This field, along
with the user's logon ID, full name, phone number,
extension, and fax number is displayed whenever you
attempt to retrieve a document that is being edited or is
checked out by another user.
Click the Network Aliases link on the People Maintenance page to display
the Network Aliases page. The Network Aliases page allows you to add
network aliases to DM Library users. Expand the Listed Network entry by
selecting an entry in the Network list and clicking Load Network. Highlight
the Network Resource for which you want to create an alias and click the
>> button to move that entry to the Library Users list.
To remove an alias, select the defined alias in the Library Users list and
click the << button. You will be prompted to confirm that you want to
remove this alias. Click OK.
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When you have finished working with Aliases, click Close to return to
the People Maintenance page for this group.
Setting Group
Access for Users
Click the Group Access link on the People Maintenance page to display
the Group Access page. The Group Access page shows the current
groups this person belongs to. This page allows adding and removing
the user to and from groups. The three buttons below the tabs are:
Save: Save changed data to the database and return to the People
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the People Maintenance page without saving
your changes.
Below the buttons, you have two list boxes:
Member of: The list box showing the current groups this user
belongs to. Use the Select All or Clear selection buttons below
this box to highlight all or none of the current entries.
When you finish changing this user's group memberships, click Save to
complete the process.
161
Two text fields have been added to the Group Members form; one is for
the Current Members list, and the other is for the Non-Members list. Type
text into one of the fields to apply it as an initial string filter. You can use
the wildcards `?', `(`, any single letter, and * (any string).
To enable the filtering feature:
1. Locate and open the pcdocs.ini file (by default, C:\Program
Files\Open Text\DM Server\Program) in a text editor, such
as Notepad.
2. Add the following entry:
[docsadm]
members_filter=1
Managing Groups
If you click the Groups tab, the default page is the list of current groups.:
CHAPTER 7
The list shows the current groups matching the filter criteria.
Adding or
Maintaining Group
Listings
The Group Maintenance page appears when you click the name of an
existing group. This page allows you to set up the parameters for a
group. Below the tabs are links to the following pages:
Features: This page allows you to set the basic settings for this
163
Preferences: Set date and time formats and the page defaults. This
Setting Group
Features
Group Name: Enter a formal name for the group. This field
can contain spaces.
Click the Features link on the Group Maintenance page to display the
Group Features page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group features:
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CHAPTER 7
Note: To disable single sign-on the DM administrator must remove Allow Auto
Logon from the group or whole library OR add Accept User-Supplied
Identification to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
165
166
CHAPTER 7
System
Parameters>
Defaults>Allow
Preview
DM Webtop
Maintenance>
DM Webtop
Parameters>On
Document Select
(Preview)
Result
On
Off
On
The My Options
page does not
allow the user to
change
between View
and Preview.
On
On
On
The My Options
page does allow
the user to
change
between View
and Preview.
Off
On
On
The My Options
page does allow
the user to
change
between View
and Preview.
Setting Group
Permissions
Click the Permissions link on the Group Maintenance page to display the
Group Permissions page. The Group Permissions page contains
permissions for group level settings (which override the System level
settings in the System Parameters Permissions tab).
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group permissions. If you
select Default, the System setting for that feature will apply to this
group:
Can Show Related Item: Select this option for users to show
relations.
Can Remove Related Item: Select this option so that users can
remove relationships between documents.
167
Note: If this option affects all documents including e-mail. For example, if an
email message is dragged from the Inbox into a folder that is not in the users
logon libray, and the user does not have "Save to Remote Libraries" permission
then the email will be saved to the users logon library and linked to the folder.
Adding Group
Access to Utilities
Click the Utilities link on the Group Maintenance page to display the
Group Utilities page. The Utilities page sets the group access to the
various DM utilities. This page allows editing options which override
the system level settings (set in the System Parameters Utilities tab). The
following buttons are available:
Save: Saves data in the database and returns to the Group
Maintenance page.
Restore: Reloads the page and restores data from the database.
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CHAPTER 7
your changes.
The following fields allow you to set the group permission for each
utility. If you leave the setting at Default, the system-level setting will
apply to this group.
169
Configuring Group
Version Control
Click the Versions link on the Group Maintenance page to display the
Group Versions page. The Group Versions page shows the current
version handling parameters for this group. This page allows editing
options which override the system settings (from the System Parameters
Versions tab). The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The following fields allow you to set certain group features. If you leave
the setting at Default, the system-level setting will apply to this group.
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171
Adding Members
to Groups
Click the Members link on the Group Maintenance page to display the
Group Members page. The Group Members page shows the current
members of this group. This page allows adding and removing group
members. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
The available users are shown in the two lists:
Use the following two controls to move users from one list to the other:
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CHAPTER 7
When you finish moving users between the Current Members and NonMembers panes, click Save to complete the process.
Setting Default
Forms for Groups
Click the Forms link on the Group Maintenance page to display the
Group Forms page.
This page allows you to set up the form defaults for a group. DM allows
you to define multiple Profile Entry and Search Forms for your users.
Using DM Designer, you can create a variety of forms to be used by
different groups and with different applications. If you choose to use
only one Profile Entry and one Search Form, you will use Forms
Selection to enter the names of your forms. The tabs are links to the
following pages:
If you choose to use multiple forms, you can define which Profile Entry,
Profile Search, and Quick Retrieve forms the members of this group
have access to and to define form default values. You must define for the
members of this group a primary Profile Entry form, a paper form for
paper documents, and default field values for the group's Profile Entry
forms. Other Profile Entry forms can be set up by application. You must
also define Profile Search forms to correspond to each of your Profile
Entry forms.
When multiple forms are available to a user, the user is prompted with
a list of form options from which to choose. If none are defined for that
application, or if the user does not have access to the form being called,
LISTING CURRENT GROUPS
173
the user's primary group default profile form, also specified in this
section, is used.
The Group Forms page is the default page displayed when you click the
Forms link from the Group Maintenance page. The button below the
tabs is:
Cancel: Return to the previous page without saving your changes.
This is the master Profile Entry form, and only the GROUP_DEF
form is available. If all of your Profile Entry forms do not share the same
fields, you must load this form in DM Designer and add to it every field
you include in any Profile Entry form. When groups are using different
profile forms with different foreign key fields, it is important that no
foreign keys are left NULL when they are not used on one of the forms.
For example, suppose you have two groups, Legal and Accounting. The
Legal forms use Case/File and Accounting uses Section/Group. In this
situation, each group would leave a NULL value in the database if not
added to the GROUP_DEF form in DM Designer. To correct this
situation, using DM Designer, you would have to add Case, File,
Section, and Group to the GROUP_DEF Master form.
Click the GROUP_DEF form to enter default values for Profile Entry
form fields for the active group. When you click the Defaults button, a
blank version of the GROUP_DEF form is displayed. Enter the default
Profile Entry field values for this group. All required fields in a ParentChild relationship such as Case and File must have default values
entered. Using the above example (assuming there is a parent-child
relationship), for the Accounting group, you must enter a value for
Case and File. For the Legal group, you must enter a value for Section
and Group. You will not be able to assign security defaults to the master
form. Security defaults can be added to the Primary and Applicationspecific profile forms and to the personal profile defaults in DM
Webtop.
Note: If you set up Profile Entry forms by application, you will be able to enter
default field values for those forms. The values entered in the application
Profile Entry forms will override the values entered in GROUP_DEF. Users will
be able to edit any of these values when filling out Profile Entry forms, but they
will not be allowed to leave any of the fields blank. The user's entries will
override both the Application form default values and the GROUP_DEF values.
If the user does not enter a value, the Group default will be used.
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Form Default
Values
Click the link on the Group Master Form to display the Form Default
Values page. Use the fields on this page to set the field defaults for users
in this group.
The buttons below the tabs are:
Save: Save changed data to the database and return to the previous
page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the previous page without saving your changes.
Click the Paper sub-tab from the Group Forms page to display the
Group Paper Form page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Select the Profile Entry form or forms you want to use for profiling
paper documents. If you enter nothing, the Primary form for the
current group will be used. Click Preview to view the form. Click Edit to
specify default values for the form fields.
Group Primary
Form
Click the Primary sub-tab from the Group Forms page to display the
Group Primary Form page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Select the Profile Entry form or forms you want to use as the primary
form for profiling documents. Click Preview to view the form. Click Edit
to specify default values for the form fields.
Group Profile
Search Form
Click the Profile Search sub-tab from the Group Forms page to display
the Group Profile Search Form page. The three buttons below the tabs
are:
LISTING CURRENT GROUPS
175
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Profile Search forms are not defined by application, since the
application desired would not be known until the user provided that
information.
Select the primary Profile Search form that members of this group will
use. Click Preview to view the form.
Group Quick
Retrieve Form
Click the Quick Retrieve sub-tab from the Group Forms page to display
the Group Quick Retrieve Form page. The three buttons below the tabs
are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
Choose a Quick Retrieve form for this group. You can highlight a form
and click Preview to view the form. You can make only one choice for a
particular group.
Group Applications
Forms
Click the Applications sub-tab from the Group Forms page to display the
Group Applications Form page. The three buttons below the tabs are:
Save: Save changed data to the database and return to the Group
Maintenance page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Group Maintenance page without saving
your changes.
This can be set for each application. If you choose not to select any
forms for a particular application, the Primary form will be used. Select
the application from the pull-down list to associate Profile Entry forms
and mark as many forms in the Form Name column as you want. Note
that both Profile Entry and Profile Search forms are listed: you should
only mark Profile Entry forms.
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CHAPTER 7
For each form selected, you can click Preview to view the form and click
Defaults to enter default field values for that form. The default values
entered here will override the GROUP_DEF defaults. Users will be able
to override these defaults with their own personal profile defaults
defined in DM Webtop, or they can change them on the fly. Users will
not be able to leave any fields blank, however. If they leave a field blank,
the default entered here will be used.
When users create documents using an application with multiple
Profile Entry forms available, they will be prompted to select which
form they want to use.
Maintenance page.
Restore: Reload the page and restore data from the database.
177
your changes.
The following fields allow you to set certain group features. If you leave
the setting at Default, the system-level setting will apply to this group.
If two users edit copies of the same document, the first user
to check in the document will be able to successfully do so.
When the second user tries to check in the document, they
can either overwrite the document (if the next option is
selected), create a new version of the document (if Make New
Version from any Version is set in the System
Parameters>Versions tab and Group>Versions tab), or create a
new document.
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CHAPTER 7
Cleanup Options
Maintenance page.
Restore: Reload the page and restore data from the database.
179
your changes.
The following fields allow you to set certain group features:
User Synchronization
The User Synchronization page allows you to add users to your DM
library based on the organizational, or container units defined in the
network operating system. If multiple network operating systems are
used, for example, NetWare and Microsoft Network, a network alias for
each operating system can be created for each user. However, a user can
have only one network alias per network resource.
Note: Always synchronize Users before synchronizing Groups.
CHAPTER 7
This list displays one level only. The list has the special [..]
option that returns to the previous level. All previous levels
are displayed under the list as static text.
Library Users: The list of existing users and their aliases for
the selected domain. The list has two levels:
Network Alias: You can assign only one user for the
same network type.
Use the following controls to move aliases from one list to the other:
USER SYNCHRONIZATION
181
Group Synchronization
The Group Synchronization page allows you to add groups to your DM
library based on the organizational, or container units defined in the
network operating system.
Note: Always synchronize Users before synchronizing Groups.
This list displays one level only. The list has the special [..]
option that returns to the previous level.
Library Groups: The list box with existing groups and their
aliases for the selected domain. The list has two levels:
Use the following controls to move aliases from one list to the other:
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GROUP SYNCHRONIZATION
183
Chapter
8
Validation Tables
In This Chapter
The Validation Tables pages of the DM Administration Tools allow you
to configure applications, document types, and custom tables. To
access this feature, log on to DM Webtop, select the DM Admin tab, then
the Validation Tables tab.
185
Setting Up Applications
The Applications page allows you to view, add, and edit applications.
Click the Validation Tables tab of the DM Admin pages to display the
Applications tab:
application.
The list shows the current applications matching the filter criteria.
Click an entry or the Edit icon to view the current application settings.
or to modify the settings in the Application Maintenance page.
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CHAPTER 8
Maintaining
Applications
Copy : Add a new application. All fields are filled from the
current entry.
Applications page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Applications page without saving your
changes.
The following fields allow you to set certain application features:
SETTING UP APPLICATIONS
187
188
CHAPTER 8
Application
Description
MIMEtype
Extension
ACROBAT
Adobe Acrobat
application/pdf
BINDER
DOCS Binder
text/plain
bnd
CITERITE
application/citerite
cit
COMPRITE
Compare Rite
application/comprite
red
DELTAVIEW
DeltaView
application/dcwin
duc
DOCSIMAGE
DOCS Imaging
image/tiff
tif
GROUPWISE
GroupWise
SETTING UP APPLICATIONS
189
190
Application
Description
MIMEtype
Extension
FAWIN
application/fawin
toa
L123-97
Lotus 123-97
application/lotus
wk4
application/lotus
wk4
MS EXCEL
Microsoft Excel
application/vnd.ms-excel
xls
MS OUTLOOK
Microsoft Outlook
MS POWERPOINT
Microsoft PowerPoint
application/vnd.mspowerpoint
ppt
MS PROJECT
Microsoft Project
application/vnd.msproject
mpp
MS WORD
Microsoft Word
application/msword
doc
PRESENTATIONS
Presentations
QPW
Quattro Pro
application/quattro
wb2
RM
DOCSRM Application
- DO NOT DELETE
RM VIEW
RM Report Viewer
WORDPERFECT
WordPerfect
application/wordpfct
wpd
CHAPTER 8
Selecting Launch
Methods
Note: Users who are upgrading from DOCS Open or DOCSFusion will see
their old launch methods in DM Admin, and might even be able to use them,
but the Enabled flag will be automatically set only for launch methods that are
newly installed by DM.
SETTING UP APPLICATIONS
191
Setting Up Launch
Methods
Click the Add button to display the Launch Method Maintenance page.
The DDE Settings link opens the DDE Settings page (see Configuring
DDE Settings on page 195). Dynamic Data Exchange (DDE) is a
Windows feature that allows two programs to share data or send
commands directly to each other.
The buttons below the tabs are:
Save: Save changed data to the database and return to the Launch
Methods page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Launch Methods page without saving your
changes.
The following fields allow you to set certain application features:
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SETTING UP APPLICATIONS
193
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CHAPTER 8
Configuring DDE
Settings
Click the DDE Settings button on the Launch Methods Maintenance page
to display the DDE Settings page. The DDE Settings page allows editing
the DDE settings for a launch method. Dynamic Data Exchange (DDE)
is a feature of Windows that allows two programs to share data or send
commands directly to each other. Integrated applications have preinstalled DDE settings, and you only need to alter this information if
you are creating a new launch method for one of these applications.
The three buttons below the tabs are:
Save: Save changed data to the database and return to the Launch
Open settings
SETTING UP APPLICATIONS
195
Print settings
Setting Compatible
Applications
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CHAPTER 8
Use the following controls to move applications from one list to the
other:
Select All: Selects all items in the Compatible Apps or NonCompatible Apps lists.
The File Types page displays all the file types that the user may want to
import into the selected application. Click the File Types link on the
Application Maintenance page to display the File Types page.
Note: This page does not have sorting, filtering, or paging features.
Add: Opens the File Type Maintenance for adding a new file type.
Close: Closes the File Type page and returns to the Application
Maintenance page.
The following fields show the current file type settings:
Modifying or
Adding File Types
File Extension: This column displays the links for editing a file
type.
Use the File Type Maintenance page to add or edit file types.
Save: Saves data into the database and returns to the File Types
page.
Cancel: Returns to the File Types page without saving your
changes.
The following fields allow you to set the file type value:
SETTING UP APPLICATIONS
197
Supported File
Extensions
The following tables show the multiple file extensions supported per
application.
MS WORD
198
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Extension
Description
Save to
Order Disabled
New
Document
Only
.docx
Word Document
(*.docx)
.docm
Word MacroEnabled
Document
(*.docm)
Extension
Description
Save to
Order Disabled
New
Document
Only
.doc
Word 97-2003
Document (*.doc)
.dotx
Word Template
(*.dotx)
.dotm
PDF (*.pdf)
.xps
XPS Document
(*.xps)
.rtf
.txt
.xml
Word XML
Document (*.xml)
10
.odt
OpenDocument
Text (*.odt)
11
.wps
Works 6.9
Document (*.wps)
12
Extension
Description
Save to
Order Disabled
New
Document
Only
.xlsx
Excel Workbook
(*.xlsx)
.xlsm
Excel MacroN
Enabled
Workbook (*.xlsm)
.xlsb
Excel Binary
Workbook (*.xlsb)
10
MS EXCEL
199
200
CHAPTER 8
Extension
Description
Save to
Order Disabled
New
Document
Only
.xls
Excel 97-2003
Workbook (*.xls)
.xml
.xltx
Excel Template
(*.xltx)
.xltm
.xlt
Excel 97-2003
Workbook (*.xlt)
.txt
Text (Tab
Delimited) (*.txt)
.csv
Comma Delimited
(*.csv)
.prn
Formatted Text
(*.prn)
11
.dif
Data Interchange
Format (*.dif)
12
.slk
SYLK (Symbolic
Link) (*.slk)
13
.xlam
Excel Add-in
(*.xlam)
14
.xla
Excel 97-2003
Add-in (*.xla)
15
PDF (*.pdf)
16
.xps
XPS Document
(.xps)
17
.ods
OpenDocument
Spreadsheet
(*.ods)
18
MS POWERPOINT
Extension
Description
Save to
Order Disabled
New
Document
Only
.pptx
PowerPoint
Presentation
(*.pptx)
.pptm
PowerPoint
Macro-Enabled
Presentation
(.pptm)
.ppt
PDF (*.pdf)
.xps
XPS (*.xps)
.potx
PowerPoint
Template (*.potx)
.potm
PowerPoint
Macro-Enabled
Template (*.potm)
.thmx
Office Theme
(*.thmx)
.ppsx
PowerPoint Show
(*.ppsx)
.ppsm
PowerPoint
Macro-Enabled
Show (.ppsm)
10
.pps
PowerPoint 97N
2003 Show (*.pps)
11
.ppam
12
.ppa
13
201
Adding File
Extensions
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CHAPTER 8
Extension
Description
Save to
Order Disabled
New
Document
Only
.xml
PowerPoint XML
Presentation
(*.xml)
14
.wmv
Windows Media
Video (*.wmv)
15
.gif
GIF Graphics
Interchange
Format (*.gif)
16
.jpg
JPEG File
Interchange
Format (*.jpg)
17
.png
PNG Portable
Network Graphics
Format (*.png)
18
.tif
19
.bmp
Device
Independent
Format (*.bmp)
20
.wmf
Windows Metafile
(*.wmf)
21
.emf
Enhanced
Windows Metafile
(*.emf)
22
.rtf
Outline/RTF (*.rtf)
23
.odp
OpenDocument
Presentation
(*.odp)
24
7. Click Save.
USING MULTIPLE FILE EXTENSIONS
203
Editing File
Extensions
You can edit defined file extensions for an application from the DM
Admin tab in DM Webtop.
To edit a file extension:
1. In DM Webtop, click the DM Admin tab.
2. Click the Validation Tables tab; the list of Application IDs
appears.
3. Click the Application ID in which you want to edit a file
extension.
4. Click the File Extensions link. A list of file extensions for that
application appears.
5. Click the Edit icon that appears next to the file extension. A
form containing the details for the file extension appears.
6. Edit the fields as necessary and then click Save.
Deleting File
Extensions
You can delete file extensions for an application from the DM Admin tab
in DM Webtop.
To delete a file extension:
1. In DM Webtop, click the DM Admin tab.
2. Click the Validation Tables tab; the list of Application IDs
appears.
3. Click the Application ID in which you want to delete a file
extension.
4. Click the File Extensions link. A list of file extensions for that
application appears.
5. Click the Delete icon that appears next to the file extension
that you want to delete.
6. The following prompt appears: Do you really want to
delete the file extension? Click Yes. The file extension is
deleted.
Disabling/
Enabling File
Extensions
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You can quickly disable or enable all file extensions for an application
through the DM Admin tab in DM Webtop.
Document Types
The Document Types list validates any entry entered in the Document
Type Profile field. Each Document Type has a default value for three
associated fields: Full Text, Storage Type, and Retention Days. The
Document Type also helps determine if the document will allow
multiple versions. At the top of the list, you have these options:
Filter: Select the field to search for document types.
By : Type a text fragment you wish to search for. If this box is
The list shows the current applications matching the filter criteria.
Click an entry or the Edit icon to view the current application settings.
or to modify the settings in the Application Maintenance page.
DOCUMENT TYPES
205
New Document
Type
Copy: Add a New Document Type. All fields are filled from
the current entry.
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207
Maximum Sub-versions: Enter the maximum number of subversions (up to 26) to allow for documents created with this
Document Type. Enter 0 if you do not want to allow
multiple sub-versions. The maximum number of subversions allowed is also determined in the System
Parameters and in Group settings. The lower of the three
settings takes precedence.
Versions to Keep: Enter the number of versions you want to
keep online for documents created with this Document
Type. The Storage Management module has the capability
of archiving or deleting all versions other than the number
you specify here.
Keep Criteria:
CHAPTER 8
Other Tables
This help topic covers all the Custom Tables you may set up. As such,
the fields that appear on the Custom Tables will follow this general
pattern.
At the top of the list, you have these options:
Filter: Select the field to search.
By : Type a text fragment you wish to search for. If this box is
The list shows the current entries matching the filter criteria.
Custom Table
Maintenance
Tables page.
Restore: Reload the page and restore data from the database.
Cancel: Return to the Custom Tables page without saving your
changes.
Note: The Custom Table tabs will not be shown unless there is a maintenance
form created in DM Designer for the custom table.
Dynamic Views
Dynamic Views are used to create a virtual tree view of hierarchical
structures based on lookup data within a DM library.
For example, you could create a legal hierarchy of Client, Matter, and
Submatter, in which your users subscribe to the clients, matters, and
OTHER TABLES
209
submatters that they wish to see in the tree structure. You can also use
enumerations, which filter search results based on a lookup value from
a profile form field.
An example Dynamic View will be used to demonstrate the steps
necessary for this process. In these examples, a Legal library is used to
set up a Dynamic View consisting of a hierarchical structure of Client,
Matter, and Document Type. The LAWPROF Profile form referenced in
these examples is specific to legal libraries; however, you can base
Dynamic Views on any type of library using a different profile form.
The Client and Matter structure are the upper two levels, with Client
being the top-most level, and an enumeration of Document Type at
level number three. An enumeration filters search results by additional
criteria. In this instance, the criteria is filtered by Document Type.
Creating a
Dynamic View
In order for your users to see the Dynamic Views in the DM Extensions
tree, you must first set up the Dynamic View.
To create a Dynamic View:
1. In DM Webtop, click the DM Admin tab.
2. Click the Validation Tables tab.
3. Click the Dynamic Views tab.
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4. The Dynamic Views page appears with the View ID, # days for
Recent, Default language, Show view node, Edit, and Delete
columns. Click Add. The Dynamic View page appears.
5. In the View Name field, type a name for the Dynamic View
that will be visible to users.
NOTE: This is only applicable if you select the Show view node
check box.
DYNAMIC VIEWS
211
9. Select the Show view node check box if you want the top-level
node to appear in the tree node with the View Name.
9.1 Designate the icon to be used in the Top node icon field.
For example, type TOP_NODE_ICON.
See the Using Node Icons section for information
about using Dynamic Views icons.
10. Select the Show ALL Node check box if you want the entire
hierarchical lookup structure to appear in the tree view. The
users will see all lookup values in the hierarchy in which
they have privileges to view.
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10.1 Type the node name in the All node name field. For
example, type All Clients/Matters. This is the
name that will appear in the tree view.
10.2 Designate the icon to be used in the All node icon field.
For example, type ALL_NODE_ICON.
11. Select the Show Subscription Node check box if you want the
users subscribed lookup items to appear in the tree view.
11.1 Type the node name in the Subscription node name field.
For example, type My Subscriptions. This is the
name that will appear in the tree view.
11.2 Designate the icon to be used in the Subscription node
icon field. For example, type SUBSCRIP_NODE_ICON.
12. Select the Show Recent Node check box if you want to show a
list of lookup values that a user has recently used or created
a profile against.
12.1 Type the node name in the Recent node name field. For
example, type Recent Clients/Matters. This is
the name that will appear in the tree view.
12.2 In the # days for Recent field, type a number that defines
whether a lookup value is considered recent. For
example, type 30.
12.3 Designate the icon to be used in the Recent node icon
field. For example, type RECENT_NODE_ICON.
13. Click the Security button to view and/or assign specific
Dynamic Views security items. The Dynamic Views Trustees
dialog box appears.
See the Using Security section for a description of each
security setting.
13.1 To assign a group or member to the Current Trustees list,
select the name from the Groups or People section and
then click the double-right (>>) arrow.
Conversely, to remove a member, select the name from
the Current Trustees list and then click the double-left
(<<) arrow.
13.2 In the Current Trustees list, select a name to view or set
the security settings. Select or clear the check boxes to
apply the security.
13.3 When you are finished assigning security, click Save.
DYNAMIC VIEWS
213
14. Select the Supports Security check box if you want the
Dynamic View to support security in any hierarchical level.
15. Click Save.
The newly created Dynamic View appears on the Dynamic Views page,
which is accessed from DM Admin>Validation Tables>Dynamic Views.
The View ID, #days for Recent, Default Language, and Show view node values
for the Dynamic View appear, along with the Edit and Delete icons.
When you click the name of the View ID, the Dynamic View details will
appear. You can configure the languages that a Dynamic View supports
and their corresponding View Levels.
By default, only the default language that you specified is created. To
support a multilingual environment, add extra languages as needed.
Using Security
You can specify the groups and/or users that have access rights to a
Dynamic View. You can configure different rights for different users
and/or groups.
To set security on a Dynamic View:
1. Click DM Admin>Validation Tables>Dynamic Views, and then
click the View ID of the Dynamic View.
2. Click the Security button. The Dynamic Views Trustees
dialog box appears.
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3. The Groups pane lists all of the DM groups. To see the group
user names listed in the People pane, click the groups name.
For example, click DM Supervisors (DOCS_SUPERVISORS).
4. You can select items from the Groups or People panes and
assign them to the Current Trustees list.
You can also set different rights for a particular user in a group than the other
group members. For example, select DM Supervisors (DOCS_SUPERVISORS)
and click the double-right (>>) arrow. The group appears in the Current
Trustees list.
Can see the All node for the viewSelect this check box
to allow the group or user to see the All View Node.
Can set security against a level node in this dynamic view, for
inheritance purposes when creating items under the dynamic
viewSelect this check box to allow the group or user to
set security against a level. Any items that are added to
the Dynamic View will inherit the security from that
virtual folder.
DYNAMIC VIEWS
215
Using Custom
Dynamic Views
Security
Users can override the set security on any available Dynamic Views level
node, such as Client, Matter, or Submatter if having the rights to do so.
This means that any security set on a level that is pushed down to all
documents or items saved within can be altered by a user with
applicable rights. Just as with default DM security, the security is set
through the Access Control List using the Trustee list.
With this Dynamic Views security, it is possible that the Author and/or
Typist creating a document will no longer have access or edit rights
once the document is saved within the secured Client or Matter. This is
different than default DM security, where the Author and Typist have
full rights to any document they create. Dynamic Views security
overrides default DM security and group or personal profile form
defaults. See the Security Scenarios below on what would happen if a
user would not have rights to access or edit a document in a secured
Client or Matter.
Changing Security
If a user has Access rights to the document when saving, either through
explicit access or through Group access rights, he/she can clear the
Restricted check box, or click the Security button to change the security
on the profile form. To change the inherited security, clear the Inherit
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Rights From: Matter/Client check box on the Document Access dialog box;
the user can then add or remove Trustees and assign Access Rights.
When the Inherit Rights From: Matter/Client check box is cleared, security is
overwritten and thus, the document will no longer receive the pushed
security from the Client or Matter. Even if the security is changed on the
level itself, the changes will not be pushed to the document with the
changed security; that document will retain the individual security that
is set.
If the user decides not to change the security, or later decides to
reenable the inherited security, the Inherit Rights From: Matter/Client check
box should be selected. The document will then receive the pushed
security from the Client or Matter.
Security Scenarios
What happens when users do not have full access rights to a secured
Client or Matter? For example, a user imports a document to a Client
or Matter and selects the Restricted check box or clicks the Security button
on the profile form; instead of the Document Access dialog box
opening, the following message appears: Security is being inherited
from the following Dynamic View level: Matter (or Client, depending
on where the security is set).
If users try to save a document to a Client or Matter where they do not
have Edit rights (for example, they have only Read-only rights), they
will not be able to complete the process. The following message will
appear: Cannot save a new document: <Server name>: the current user
would lose the rights to edit the document, operation cancelled. The Save
user interface will appear for the user to complete the profile form.
Definition
-1
DYNAMIC VIEWS
217
218
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Value
Definition
0 (or null)
Any value
greater than 0
Each node name uses an icon. You specify the icon you want to use by
providing the name of an .ico image that is installed on the client
machine. The icon that you assign to a node or level will appear in the
DM Extensions tree.
By default, the icon images are stored in C:\Program Files\Open
Text\DM Extensions\Icons. The following icons are available:
Icon Image
Icon Name
recent_node_icon.ico
search_icon.ico
subscrip_node_icon.ico
all_node_icon.ico
client_icon.ico
doc_type_icon.ico
grouping_icon.ico
matter_icon.ico
You can use your own icon images; however, you must store the .ico
files in the location mentioned above, and the images must be at least
16 x 16 pixels in size.
Creating Dynamic
View Languages
When you define a Dynamic View and select the default language, the
system automatically creates the first language for you, which is
whatever you defined in the Default Language field.
If you require a multilingual setup, you will need to create a Dynamic
View Language for each language. This means that the Dynamic View
can be displayed in different languages for different users.
DYNAMIC VIEWS
219
NOTE: The Dynamic View Languages, View Levels, and Set base for
Template Folders links do not appear until after you save the
Dynamic View and click the View ID to reopen the page.
View ID
View Name
Language Code
Form Name
All node name
Recent node name
Subscription node
220
CHAPTER 8
Creating a View
Level
After creating a Dynamic View Language, the next step in the process is
to create a view level for the Dynamic View.
DYNAMIC VIEWS
221
222
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223
6. In the Level icon field, type the name of the icon you want to
appear in the Dynamic View tree. The icon name must
correspond to an .ico image that is installed on the client
machine. By default, these are stored in C:\Program
Files\Open Text\DM Extensions\Icons. You can also use
your own custom icon images. See Using Node Icons for
more information.
For example, type CLIENT_ICON.
7. The Display format field indicates the display format of the
level to appear in the tree. This is a format string that can
contain column references for the table defined in the view
level. You can use custom defined strings with column
values. Column values are specified by the form name
within brackets ({}). For example, Client:{CLIENT_ID}.
This field is automatically populated after you select the
candidate ID column. In our example, (CLIENT_ID) appears.
You can modify the value that appears. For example, you
could enter:
{CLIENT_NAME} - {CLIENT_ID}
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Hide the New email menu option for this levelSelect this
check box if you do not want users to see the New email
menu option.
225
After you click Save, the View Levels page appears with the CLIENT_ID and
MATTER_ID levels listed. The MATTER level is automatically created for
parent tables.
Adding a View
Level Language
Candidate ID
column
Level type
View
ID
CLIENT_ID
L (Level)
LEGAL
MATTER_ID
L (Level)
LEGAL
2. Click 2 (or the level number for the matter level that was
automatically created) in the Level no. column.
3. Above the Save, Restore, and Cancel buttons, click View Level
Languages. The View Level Languages page appears.
4. Click Add. The View Level Language page appears with the
following fields:
Level Name
Language
Sub Level Defaults
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Display Format
10. Click Save. The View Languages page appears. The newly
created level appears.
11. Click Close. The View Level page appears.
The next process is to add a level search item for the view level.
Adding a Level
Search Item to a
View Level
From the View Level page, you can create a level search item. These
search items are queries sent to the database based on the current view
level. You can configure each level to have its own search item. These are
used to execute the document searches based on the subscription and
enumeration levels.
There are several predefined search items that are installed by default.
However, you must have already set up the default language for the
Dynamic View for these search items to appear. You can also set up
custom search items.
DYNAMIC VIEWS
227
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Adding an
Enumeration
DYNAMIC VIEWS
229
To add an enumeration:
1. If not already on the View Levels page, click DM
Admin>Validation Tables>Dynamic Views, and then click the
View ID name. For example, click LEGAL.
2. Above the Save, Restore, and Cancel buttons, click View Levels.
3. On the View Levels page, click Add. The View Level page
appears. Notice that the View ID is already populated with
the view level name. For example, LEGAL.
Although the Level no. field appears blank, you do not need
to enter a number here. Once you set up your enumeration
and click Save, this field becomes populated. For example, 3
will be used as the level number.
4. Type a name in the Level Name field.
For example, type Document Type.
5. Type the icon name in the Level icon field.
For example, type DOC_TYPE_ICON.
6. Click the Column drop-down menu and select an item.
For example, select TYPE_ID (DOCUMENTTYPES).
The ID field name field is populated with TYPE_ID, the Table
field is populated with DOCUMENTTYPES, and the Display format
field is populated with (TYPE_ID). You can modify the Display
format field, if desired.
7. Click the Type drop-down menu and select Enumeration.
8. Select the check boxes of the following options that you
want to enable.
For example, select the Users can drop documents to this level
check box.
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Hide the New email menu option for this levelSelect this
check box if you do not want users to see the New email
menu option.
9. Click Save. The View Levels page appears with the new
enumeration level listed.
10. Click 3 (or the number of the enumeration level that you
created). The View Level page appears.
11. Click Level Search Items.
12. Select MY_DOCUMENTS_AND_EMAILS from the Unassigned
Searches pane, and then click the double-left (<<) arrow.
13. Click Add.
14. Click Save.
15. You must now refresh the cache in DM Server Manager. To
do so, select Start>Programs>Open Text>DM Server>DM Server
Manager.
16. Click the Caches tab.
17. Click Refresh All.
The next time users log on to DM Extensions, they should see the
enumeration and view levels appear in the tree.
DYNAMIC VIEWS
231
You must designate a folder that will serve as the base folder
for your templates. You can set one base folder (such as
Document Number) per Dynamic View.
Any subfolders within the base folder are the template bases.
The folder names are equivalent to the template name.
You will need to create the folders that you want to be part
of the actual template as subfolders of the Template Folder
(as noted above).
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For example, if a user wants to add a new template to Client 10, a list of
available templates will appear; assuming that the DM administrator
has set the base folder for this Dynamic View to be Document #100, the
user would see the following:
1. Template #1
2. Template #2
3. Template #3
4. Template #4
If the user selects Template #3 from the list above, the system would
duplicate the folder structure and then attach the new structure to that
Client (or whatever node was specified). After this operation and a
refresh of the tree, the tree would appear like the following:
Client 10
+ Folder 1 for Template 3
+ Subfolder 1.1 for Template 3
+ Subfolder 1.2 for Template 3
+ Folder 2 for Template 3
+ Subfolder 2.1 for Template 3
+ Subfolder 2.2 for Template 3
233
3. Above the Save, Restore, and Cancel buttons, click Set base for
Template Folders.
Configuring Level
Searches
Level Searches are custom search items, which uses fields from the
search forms to which they are assigned.
The Level Searches page shows existing Level Searches and allows you
to create new custom searches. You can then add these searches to a
View Level in Dynamic Views.
A group of level searches are already defined in DM Admin>Validation
Tables>Level Searches. Following are the Level Search IDs:
ALL_DOCS_AND_EMAILSThe All Documents and E-mails level search returns
CHAPTER 8
saved within the last 30 days. The number of days is configured by the
DM administrator; the default is 30 days.
RECENT_EMAILSThe My Recent E-mails level search returns all e-mails that
the user has edited or saved within the last 30 days. The number of days
is configured by the DM administrator; the default is 30 days.
MY_DOCUMENTSThe My Documents level search returns all documents
authored by the user. The search is based on the Typist field, not the
Author field.
MY_EMAILSThe My E-mails level search returns all e-mails authored by
the user. The search is based on the Typist field, not the Author field.
MY_DOCUMENTS_AND_EMAILSThe My Documents and E-mails level search
returns all documents and e-mail messages authored by the user. The
search is based on the Typist field, not the Author field.
On the Level Searches page, the Level Search ID, Search icon, and Order no.
fields and values are shown. You can edit the level searches by clicking
the Edit button, or change their order by using the Up and Down buttons.
DYNAMIC VIEWS
235
6. You can also add search variables to the Search criteria field.
For example, if you want to locate all profiled items edited
by the author in the last 30 days, type the following after
Author_ID=%USERNAME: |LASTEDITDATE=%TODAY MINUS
30 TO %TODAY
NOTE: You must insert the | symbol between field names and search
variables.
7.In the Language field, click the lookup (...) button to select
the language. For example, select ENU (English - United States).
8. In the Form Name field, click the lookup (...) button and
select the search form name. For example, select LAWQBE
(Legal Search Form).
9. In the Order no. field, type a number for the order in which
you want this custom search to appear. For example, type 3.
10. In the Search icon field, type the name of the icon you want
to appear. For example, type SEARCH_ICON.
11. Click Save.
Assigning Level
Search Languages
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2. Click the Level Search ID name (or click its corresponding Edit
button).
For example, click RECENT_EDITS.
3. The Level Search page appears with the Search Id (for
example, RECENT_EDITS), Search icon, and Order no. fields. The
Search Id field is not editable; however, you can enter a new
icon name in the Search icon field.
4. Above the Save, Restore, and Cancel buttons, click Level Search
Languages.
5. In the Level Search Languages page, click Add.
DYNAMIC VIEWS
237
6. The Level Search Language page appears with the Search Id,
Search name, Search criteria, Language, and Form Name fields.
8. Click OK.
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239
Users cannot delegate the top security right, which is described in the
top bullet item. Only the DM administrator can assign the top security
right.
When users select the Set Security menu option, the Security dialog box
appears in which they can assign users to the Current Trustees list for that
particular lookup value. The user can assign the following access rights:
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When security has not already been set for an item, when users access
the Security dialog box, the user selected for the Current Trustees list is
assigned, by default, full access rights. When a lookup value already has
security set, then the access rights shown are the security that has been
previously defined for that user.
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12. In the Lookup Name dialog box, select PEOPLE and then click
OK.
13. In the Edit Attributes dialog box, click OK.
14. Select File>Save and then close the form.
15. Exit DM Designer.
16. Refresh the cache in DM Server Manager.
DYNAMIC VIEWS
243
Chapter
9
Indexes and Profiles
In This Chapter
The Index and Profiles pages of the DM Administration Tools allow
you to define and modify Attachments to Index, Keyword, and Custom
Profile Defaults. To access this feature, log on to DM Webtop, select the
DM Admin tab, then the Index and Profile tab.
245
Attachments to Index
The Attachments to Index function is designed for applications
integrated through a third party. By default, the Full-Text Indexer
indexes the last major version of a document. Since documents
integrated through a third party can have attachments, you can choose
to index the attachment in place of the last major version. To have the
Indexer index the attachment rather than the last major version, add
the attachment extension in the Attachments to Index Maintenance
page.
For example, assume you have an integrated application that saves an
attachment with every version of a document. This attachment, having
a.TXT extension, would not be indexed by default. If your Attachments
to Index listing contained the TXT extension, the major version of the
document would be ignored and the TXT file would be the file indexed
for this document.
The Attachment to Index page allows you to view, add, edit, and delete
Attachments to Index. The Attachments to Index page displays the list
of existing attachments.
At the top of the list, you have these options:
Filter: Select the field to search for attachments.
By: Type a text fragment you wish to search for. If this box is
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Using the
Attachment to
Index
Maintenance Page
your changes.
The following fields allow you to define the attachment type:
Keywords
Using Keywords is a simple way to obtain faster and more accurate
search results. Since text fields on Document Profiles can be full-text
indexed, adding keywords to your searches allows users to enter more
specific criteria when searching. All keywords must be entered into this
validation table if they are to be used in profile searching.
At the top of the list, you have these options:
Filter: Select the field to search for keywords.
By : Type a text fragment you wish to search for. If this field is
The list shows the current keywords matching the filter criteria. If no
criteria are entered, all current keywords are listed.
KEYWORDS
247
Click an existing Keyword entry or the Add button to display the Keyword
Maintenance page. The two buttons below the tabs are:
Save: Save changed data to the database and return to the
Keywords page.
Cancel: Return to the Keywords page without saving.
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Custom Profile
Default
Maintenance
The Custom Profile Default Maintenance page allows you to add and
edit custom profile default values. The page uses existing DM Webtop
applet for displaying the form. The page displays the primary profile
form assigned to the primary group of the current user.
The two buttons below the tabs are:
Save: Save changed data to the database and return to the Custom
your changes.
The following fields allow you to set the name and description for this
custom profile default:
Profile Form: This applet displays the default profile form. Fill
in appropriate defaults for this form. If you specify an
invalid value, the lookup applet will display the list of valid
entries for that field; specify a valid entry and you can save
this set of defaults. If you select the Secure Document option,
the Edit button becomes active (click Edit to set the specific
document security options you want in the Security
Applet).
249
Chapter
10
DM Webtop Maintenance
In This Chapter
The DM Webtop Maintenance tab of the DM Administration Tools allow
you to set the DM API configuration parameters, the DM Webtop
parameters and the Custom Parameter definitions.
DM API Configuration
The DM API Configuration page allows you to choose the target DM
server and set the Fail-Over and Load Balancing option for DM on the
DM Web Server side. To select this tab, log on to DM Webtop, and then
DM API CONFIGURATION
251
select the DM Admin tab. Using the navigation arrows, scroll to the DM
Webtop Maintenance tab and select it. Select the DM API Configuration tab.
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DM Webtop Parameters
The DM Webtop Parameters page allows you to set various values for
Timeout, Guest Logon, Language, Logon, and Install Options.
The buttons below the tabs are:
Save: Save changed data to the database.
Restore: Reload the page and restore data from the database.
Enable Drag'n Drop: Set this option to allow your users to take
advantage of the drag and drop capabilities in the DM
Webtop.
Use Common Search Form: Allows you to set the type of search
form displayed when searching across multiple libraries of
different industry types: if you select this option, the search
form will not display any industry-specific fields. The
default is to display any industry-specific fields.
DM WEBTOP PARAMETERS
253
Timeout
On Document
Select
Allow User to Change: Give the user the ability to select View
or Preview from the My Options page.
This setting works with the preview settings in the Group Features and
System Parameters>Default sections, as follows:
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System
Parameters>
Defaults>Allow
Preview
DM Webtop
Maintenance>
DM Webtop
Parameters>On
Document Select
(Preview)
Result
On
Off
On
The My Options
page does not
allow the user to
change
between View
and Preview.
Guest Logon
Language
On
On
On
The My Options
page does allow
the user to
change
between View
and Preview.
Off
On
On
The My Options
page does allow
the user to
change
between View
and Preview.
Danish: 0x06
Dutch: 0x013
Finnish: 0x0b
French: 0x0c
German: 0x07
Greek: 0x08
Italian: 0x10
Japanese: 0x11
Korean: 0x12
Norwegian: 0x014
DM WEBTOP PARAMETERS
255
Portuguese: 0x0816
Spanish: 0x0a
Swedish: 0x1d
Logon
Note: To disable single sign-on the DM administrator must remove Allow Auto
Logon from the group or whole library OR add Accept User-Supplied
Identification to make it Auto Logon. Remember that there will be one logon
like the last successful logon before the new rules take effect on the next
subsequent logon.
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Webtop Tree
Tree Refresh time: This setting sets the expiration time on the
Tree cache. When the cache expires, the Tree refreshes its
data from the server.
User Format
Group Format
This setting controls the display format of the User list in the Security
dialog box. The available setting are:
ID only
This setting controls the display format of the Group list in the Security
dialog box. The available setting are:
ID only
257
Recent Edits
This setting controls the number of items and how many days worth of
active items should appear on the Quick Reference page. This setting
works in conjunction with the My Options page setting in the DM
Webtop. For example:
Number of
Documents
edited in last 90
Days
Scenario A
Scenario B
Scenario C
232
232
232
10
10
10
My Options
>Display
Options>Item List
Recent Edit
Activity Check
box
Not selected
(default setting)
Selected
Selected
Max Days
n/a
90
90
Max Items
n/a
100
Result
10 documents
shown on the
Quick
Reference tab
10 documents
shown on the
Quick
Reference tab
8 documents
shown on the
Quick
Reference tab.
Clicking All
Recently Edited
products a list of
documents 1-25
of 100.
Select the Recent Edit Activity check box and two fields will appear:
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Custom Parameters
The Custom Parameters page allows you to create, modify, and delete
custom parameters. The Custom Parameters page lists all existing
custom parameters defined in the system.
Note: This page does not provide sorting, filtering, or paging features.
The items of the Custom Parameters page have the following meaning:
Custom Parameter
Definition
Parameters page.
Restore: Reload the page and restore data from the Registry.
Cancel: Return to the Custom Parameters page.
CUSTOM PARAMETERS
259
A R T
3
Application Integration
In This Section
This section contains three chapters that will assist adminstrators with
the following:
261
Chapter
11
Configuring Application
Integration
In This Chapter
This chapter explains the steps necessary to configure and use
applications with DM. These steps assume that you already have a DM
library set up.
263
Integration Methods
There are several ways to integrate applications with DM:
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CHAPTER 11
Application
Integration
Components
DM Application Integration
Components necessary to integrate several popular software
applications and install Linking capabilities.
Adobe Acrobat
Corel Applications
Components necessary to integrate Corel WordPerfect, Quattro Pro
and Presentations.
Note: If you initially install Check-in and Check-out integration it will
automatically disable ODMA integration.
Corel Presentations
Corel WordPerfect
265
E-mail Applications
Microsoft Applications
Components necessary to integration Microsoft Excel, PowerPoint,
Project, Visio, and Word
Microsoft Excel
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The following table shows other applications that are predefined in the
DM library and may be integrated with DM without additional setup.
Other Integrated
Applications
Full Authority for Windows
Refer to Using DM for more information on using Full Authority.
Lotus 1-2-3
Must be enabled through Interceptor.
INTEGRATION METHODS
267
Table 11.1
Integration Type
ODMA Compliant
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CHAPTER 11
parameter.
EXCEL
Topic Name
SYSTEM
Command
[RUN("'DDEOpen ""%1""'")]
[RUN("'DDEOpen ""%1""'")]
EXCEL
Topic Name
SYSTEM
Command
Note: If your users will be importing Excel documents into Word, you need to
set the applications as being compatible to one another.
Table 11.2
Integration Type
ODMA Compliant
/ND
Tip: To have Word open with a blank document, remove the /ND from
Command Line Parameters. The setting /ND indicates no document.
WINWORD
Topic Name
SYSTEM
Command
[DDE.DDEOpen(%1)]
[DDE.DDEOpen(%1)]
269
WINWORD
Topic Name
SYSTEM
Command
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CHAPTER 11
Table 11.3
Integration Type
ODMA Compliant
%FULLPATH
Application Name
AIM
Topic Name
POWERPOINT.SHOW
Command
Table 11.5
Integration Type
ODMA Compliant
WINPROJ
Topic Name
SYSTEM
Command
DDEOpen "%1"
DDEOpen "%1"
WINPROJ
Topic Name
SYSTEM
Command
DDEPrint "%1", 1
DDEPrint "%1", 0
271
Table 11.6
Integration Type
ODMA Compliant
%FULLPATH
Application
Integration for
Corel Applications
Application Name
AIM
Topic Name
Visio.Drawing
Command
CHAPTER 11
Integration Type
ODMA Compliant
WPWin9_Macros
WPWin10_Macros
WPWin11_Macros
Topic Name
COMMANDS
Command
FileOpen("%1") WPActivate
FileOpen("%1") WPActivate
WPWin9_Macros
WPWin10_Macros
WPWin11_Macros
Topic Name
COMMANDS
Command
FileOpen("%1")Print()CloseNoSave(1)
Command
(not running)
FileOpen("%1")Print()CloseNoSave(1)E
xitWordPerfect()
Table 11.8
Integration Type
Full Integration
273
QPW
Topic Name
SYSTEM
Command
[open("%1")]
[open("%1")]
QPW
Topic Name
SYSTEM
Command
[print("%1")]
[print("%1")]
Table 11.9
Integration Type
ODMA Compliant
/ddeex
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CHAPTER 11
Application Name
PRESENTATIONS
Topic Name
COMMAND
Command
ShellFileOpen(%1) PRActivate()
ShellFileOpen("%1") PRActivate()
Application Name
PRESENTATIONS
Topic Name
COMMAND
Command
ShellPrintTo("%1")
ShellPrintTo("%1")FileExit()
Integration Type
Full Integration
%FULLPATH
Note: If you have Lotus 1-2-3 97 integrated with DOCS Open, after DM is
installed you will need to reset your toolbars so that the "PC DOCS" toolbar
reference is removed. Simply launch Lotus 1-2-3, right-click on the toolbar,
then clear "PC DOCS".
AIM
Topic Name
123Worksheet
Command
Full Integration
%FULLPATH
AIM
Topic Name
123Worksheet
275
Command
ODMA Compliant
WORDPRO
Topic Name
SYSTEM
Command
[QuickOpen("%1")]
[QuickOpen("%1")]
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CHAPTER 11
Application Name
AIM
Topic Name
WordPro.Document
Command
Integration Type
Full Integration
-f%FULLPATH
PCDIMG
Topic Name
Commands
Command
OPEN("%1")
OPEN("%1")
PCDIMG
Topic Name
COMMANDS
Command
PRINT("%1")
PRINTEXIT("%1")
277
Setting up BI
Query Reports
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CHAPTER 11
Active Integration
Passive
Integration
Check-in/Checkout
Interceptor
279
Launching
Interceptor
CHAPTER 11
4. Click the Window Properties tab. This tab has two Autodetect
check boxes that are selected by default. We highly
recommend leaving these boxes selected. If you clear these
boxes, you will have to enter all application settings
manually. If you leave them checked, Interceptor attempts to
automatically detect all settings.
5. Click the Application Dialogs tab to display the Dialogs
window. This window will be empty until you add
commands to be integrated with Interceptor.
6. Click Add to display the Dialog window. Fill out the fields as
described.
Dialog Type: Select the dialog type that most closely matches
the nature of the dialog box you are integrating.
281
Enabling
Applications
Within Interceptor
282
CHAPTER 11
Once you have enabled each application that you want integrated, you
can create a registry file that can be run on users workstations to
duplicate the integration information that you have created on your
workstation. See Exporting Interceptor Settings on page 285.
Disabling
Integration with
Interceptor
Editing the
Interceptor Launch
Method Settings
283
in the DM Administration Tools. You are only editing the path that
Interceptor will monitor. This allows more flexibility in the location of
your users integrated applications.
Reminder: You need launch methods configured in both Application
Maintenance and Interceptor.
If you have users who have Excel installed on their D:\ drive, you would
have multiple launch methods set up. In Interceptor, you only need to
enable one of those launch methods. Specify only the file name of the
executable in the Program Path field and select the Only File Name option
on the Open dialog box.
This allows Interceptor to monitor the application independent from
where it is launched, as long as the executable is in the user's search
path.
To edit the launch method that Interceptor will monitor:
1. From the Interceptor dialog box, select the launch method
that you want to edit and click Edit from the Launch Methods
tab. The Launch Method Settings dialog box is displayed.
2. Fill out the fields as described below:
Program Path: Specify the path to the application that you
want Interceptor to monitor. The path can be a whole or
partial path or simply the executable file name. If you have a
company whose individual workstations have different
configurations, use the executable file name. Click Browse to
ensure that your program path is correct. The Open dialog
box appears. If you do not have the full path to the
application in your system path, select the Full Path option
button before selecting the executable (*.EXE) file. If this
information is in your system path, you can accept the
default of Only File Name.
Note: Click the Full Path button to save the information you
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Interceptor Settings
The Interceptor Settings tab of the DM Interceptor dialog box contains
three general settings that affect how Interceptor behaves when errors
occur.
Open Document Notification: If this option is selected, users will be
285
Importing a
Registry File
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CHAPTER 11
Note: Disabling Native Save and Open dialog boxes and access to Interceptor
work hand in hand. You cannot disable one without disabling the other.
287
The WordPerfect
Footer Macro
Remove the comment marks (//) from those items you want to have
shown in the footer, and save the file. Proceed with step 1, below.
1. Click File>New From Folder.
2. Choose a category from the first list box, then choose a
template from the second list box.
3. Click Options>Edit WP Template.
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289
Microsoft Outlook
GroupWise
Lotus Notes
E-mail Integration
Options
290
CHAPTER 11
MS Outlook The most complete integration method, DM Email Integration for Microsoft Outlook allows you to search
for related documents, such as attachments and threads.
This integration method supports the storing of message
parameters:
Parameter Name
Description
MAIL_ID
PARENTMAIL_ID
THREAD_NUM
Parameter Name
Description
ATTACH_NUM
MSG_ITEM
DELIVER_REC
EMAIL_SENT
EMAIL_RECEIVED
PD_ORIGINATOR
PD_ADDRESSEE
PD_EMAIL_CC
PD_EMAIL_BCC
PD_EMAIL_DATE
DEF_MPROF
LAW_MPROF
PD_MPROF
PD_ORIGINATOR
PD_EMAIL_CC
EMAIL_RECEIVED
PD_ADDRESSEE
PD_EMAIL_BCC
EMAIL_SENT
291
Modifying the
Profile Forms
MAIL_ID
PARENTMAIL_ID
THREAD_NUM
ATTACH_NUM
MSG_ITEM
DELIVER_REC
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293
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CHAPTER 11
Chapter
12
The DM Client Deployment
Utility
In This Chapter
The DM Client Deployment Utility (CDU) allows you to configure
various DM Extensions options and distribute these configuration
settings to end-user machines by creating a registry file. The registry file
can be given to the users who then merge these settings into their local
system registries.
The Client Deployment Utility includes configuration of the DM User
Interface, custom forms, add-ons, plug-ins, e-mail integration, and
much more.
295
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CHAPTER 12
Tabs
Tree Nodes
The following describes each of the CDU nodes and the configuration
options within each.
Exporting the
Registry File
Importing a
Registry File
If you are providing a new registry file to your users, inform your users
of the location of the registry file to be imported.
Instruct your users to double-click the *.reg registry file(s). A dialog
box appears, confirming that the registry settings were installed on
their workstation. Click OK.
297
Configuration Settings
The following configuration settings can be made using the Client
Deployment Utility:
Plug-ins Node
Plug-ins Node
Forms Node
Add-ons Node
Tabs Node
The Plug-ins node lists all of the plug-ins that are available to the user.
A plug-in is a DM Extensions module that provides additional
functionality to DM. For example, the Attach plug-in allows users to
work with DM documents while disconnected from the network.
If you have more than one plug-in installed, you can change the load
order of the plug-in; select the plug-in and use the up and down arrows
to move its position within the list.
To configure plug-ins:
1. Expand the eDOCS DM Client Deployment Utility node.
2. Click Plug-ins.
3. The Plug-ins Configuration pane appears.
4. Select a plug-in. You can view its Location at the bottom of
the pane, or you can change the order in which the plug-ins
load.
5. To change the order, select the plug-in names and use the up
and down arrows.
Document
Management
Plug-in Node
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General Tab
Performance Tab
Logon Tab
General Tab
The General tab allows you to configure the location of the Download folder,
Quick Searches and Folder options, Recently Edited Documents options, in
addition to version and save options.
In the Download section, click the lookup (...) button to specify the
Download folder in which temporary download files will be created. This is
the folder that DM uses to manage in-process copies of documents. You
can specify the exact path or use an environment variable, such as %TEMP%.
In the Quick searches and Folders section, the following options are available:
Use the same columns for all quick searches check box.
NOTE: You can change the columns that appear in a folder or search results
list by right-clicking the column header and selecting Edit Columns. If either of
the above check boxes are selected, then any change will affect all such folder
or search views. Otherwise, any change affects only the current folder or
search view.
In the Recently Edited Documents (RED) section, the following options are
available:
Use DM Server RED check boxIf you do not want your users
to use the default Recently Edited Documents list, clear this
check box, which is selected by default. When you clear this
check box, the Show documents in RED not older than: X days
option becomes available. You can then specify the
maximum number of documents to show and the
maximum number of days since the last activity on
documents to be shown.
CONFIGURATION SETTINGS
299
NOTE: Changing the RED setting from the default will control the number of
documents displayed in the RED list, but the amount of RED data sent to the
client is governed by the default (that is, the Server Manager) value, regardless
of the setting in the Client Deployment Utility. So, to prevent unused data being
sent to the user's workstation, we recommend the Server Manager setting
match the setting in the Client Deployment Utility.
Performance Tab
The Performance tab allows you to configure cache, logon, and save
options. These settings help optimize data caching in DM. You can
configure the following:
Cache Settings
Cache Settings
CHAPTER 12
Cache users and groups check boxThis caches the list used
in the Access Control list.
Cache levelYou can set the cache level for the following:
No caching on logon
Balanced caching
Maximum caching
Custom caching
CONFIGURATION SETTINGS
301
302
CHAPTER 12
Applications
Compatible applications
Document types
Form definitions
Forms
Launch methods
Lookup definitions
Lookups
Terminology
CONFIGURATION SETTINGS
303
If you leave the Clean shadow check box blank, DM will not delete
shadowed documents during startup and will only delete shadowed
documents when the user selects Options>Delete Shadowed Documents in
the DM Extension for Windows Explorer.
The chart shown below gives examples of how the Shadow Document
settings work to control document shadowing.
Remote
Library>
Shadow this
library
System
Parameters>
Attach>
Shadow local
files
Groups>
Attach>
Shadow local
files
Is Shadowing On or Off?
Yes
No
Default
Yes
No
Yes
On for everyone
Yes
No
No
Yes
Yes
Default
On for everyone
Yes
Yes
Yes
On for everyone
Yes
Yes
No
No
No
Default
No
No
Yes
No
No
No
No
Yes
Default
On for everyone
No
Yes
Yes
On for everyone
No
Yes
No
After Cache settings have been implemented, users will see a Caching
dialog box upon logging on to DM. The exception to this will be when
No caching on logon setting is being used.
The Caching dialog box shows a progress bar and will show the details
of the caching process if the Details check box is selected.
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If the user does not wish to see the cache progress form the next time
they log on to DM, The setting can be controlled using the Show cache
progress form check box on the General tab of the Defaults form in DM
Extensions.
Cache Lookups Dialog Box
You can change individual lookup settings from the Cache Lookups
dialog box.
To change individual lookup settings:
1. In the Cache on logon dialog box, select the Lookups
parameter.
2. Notice that a lookup (...) button appears next to the Primary
check box; click the lookup button.
3. The Cache Lookups dialog box appears; it will change
depending on which Cache level was selected. The following
options are available under Cache lookups for section:
305
The Chunk factor section of the Performance tab determines the number of
rows that are sent in a group (or chunk) from the DM Server machine
to the client. This prevents rows from needing to be sent back to the
client one at a time.
Two settings are available:
Logon
The Logon section contains the following options:
CHAPTER 12
Logon Tab
The Logon tab allows you to set the following options:
Enable Log Off check boxThis setting allows the user to disconnect
from DM and use DM Extensions in logged-off mode. In this
mode, Windows Explorer and Microsoft Outlook are
disconnected from DM, but are not considered to be online or
offline. A new Log Off menu entry is added to the File menus in
Windows Explorer and Microsoft Outlook, and to the shortcut
menu of the DM Explorer icon in the system tray.
Force Attach Import for New Documents check boxWhen you enable
Enables the display of a Pre-Logon dialog each time a user logs into eDOCS
DM check boxWhen you enable this setting, users will be
CONFIGURATION SETTINGS
307
Forms Node
Click the Forms node to view the Custom Forms Configuration pane. This
section designates which custom forms DM will display.
NOTE: You must use the DM Extensions API to create or modify custom forms.
Each form is set to use the default DM internal form. Each form is
associated with a CLSID or ProgID. This is the location where you enter a
CLSID or ProgID to associate a forms context with a custom form
created in code.
A CLSID is a universally unique identifier (UUID) that identifies a type
of Component Object Model (COM) object. Each type of COM object
item has its CLSID in the registry so that it can be loaded and used by
other applications. For example, a spreadsheet can create worksheet
items, chart items, and macrosheet items. Each of these item types has
its own CLSID that uniquely identifies it to the system.
A ProgID, or programmatic identifier, is a registry entry that can be
associated with a CLSID. The format of a ProgID is
<Vendor>.<Component>.<Version>, separated by periods and with
no spaces, as in Word.Document.14. Like the CLSID, the ProgID
identifies a class, but with less precision.
The following options appear under the Forms section:
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AccessForm
ChangeDisplayNameForm
CompatibleAppsForm
GroupCheckinForm
GroupCheckoutForm
HistoryForm
LaunchMethodChooserForm
LibrariesForm
LookupForm
MailForm
ProfileForm
ProfileFormChooser
ProjectChooseForm
ProjectForm
ProjectMembershipForm
PropertiesForm
QuickRetrieveForm
RelatedItemsForm
SaveOptionsForm
SearchCriteriaForm
SearchFormChooser
SearchOptionsForm
SelectVersionsForm
SelectVersionTypeForm
TemplatesForm
VersionChooserForm
309
Event Handlers
Node
Click the Event Handlers node to view the Event Handlers Configuration pane.
Event handlers are custom components that extend the DM menu and
provide additional functionality. For example, the PDSearch event
handler provides the E-mail Threads feature in e-mail integration.
You can disable event handlers or change the order in which they load.
To disable an event handler:
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Integration
Schemes Node
General Tab
Dialogs Tab
311
General Tab
In the General Save options section, you can set the following options:
GroupWiseMessage parameters are not stored. Email messages and attachments are stored in DM as
separate documents.
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Because the simple interface is used in DM 5.x, the Enable both formats
option appears unavailable.
The following three options are used in conjunction with each other.
RTF messages
MSG messages
unknown attachments
The Header Fields tab allows you to assign e-mail header information to
a particular field on the profile form. For example, you can use the
EMAIL_TO column as a source for the To: field on the profile form, by
selecting the EMAIL_TO column from the To: drop-down list.
This header information must be added to the default profile form
using DM Designer.
You can set the following header fields:
From
313
To
CC
Bcc
Subject
Sent Date
NOTE: Some columns are available only when you use the
MPROF (e-mail) forms, such as DEF_MPROF or
LAW_MPROF. For example, the EMAIL_TO column will
not appear as a selection unless you use this particular form.
Dialogs Tab
The Dialogs tab allows you to configure save, attachment, and insert
options for e-mail integration.
In the Save options section, the following check boxes are available:
Show User Options Dialog Select this check box if you want
users to be able to set their own e-mail integration options
within Microsoft Outlook. In Outlook 2010, this dialog box
appears under File>DM Options. In Outlook 2007 and 2003,
this appears under Tools>Options.
NOTE: If there are required fields that require user input, the dialog box and
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CHAPTER 12
profile form will appear. Users can also enable this feature in the Save to
eDOCS DM dialog box.
comments.
comments.
In the Insert options section, the Send drop-down list allows you to select
a default value to appear in the Insert Type field of the Insert from
eDOCS DM dialog box. The following options are available:
315
Profile on Send
Tab
The Profile on Send tab allows you to configure whether users are
prompted to profile outgoing e-mail messages.
The following options are available:
Enable File and Send Select this check box to enable the
File and Send toolbar button on Microsoft Outlooks toolbar;
this allows the user to profile an e-mail message prior to
sending.
CHAPTER 12
eDOCS DM Desktop
ODMA Manager
Viewer Add-on
Interceptor
Interceptor Core
Acrobat Plug-in
eDOCS DM Linking
Extended Log
DM Outlook Addin
2. Select the Log check box. The default name of the log file will
appear in the File name field.
3. In the Log directory field, click the lookup (...) button to
specify the log file location. The default location is C:\;
however, you should specify a directory to output generated
logs, such as C:\DMLogs.
See the individual module descriptions below for the complete registry
key and values.
All of the following modules contain the default log file name and the
default log file location.
Acrobat Plug-in
Attach Plug-in
This log file should be enabled only when an issue involves DM going
offline anytime during a working session.
LOGGING OPTIONS NODE
317
If you enable this log file, you should also enable the Attach Plug-in
API log file. The Attach Plug-in and Attach Plug-in API log files work
in conjunction with each other.
Attach Plug-in
API
Name: UnPAPI.xml
Log directory: C:\UnPAPI.xml
This log file provides a more in-depth version of the Attach Plug-in log
file. This XML-based log file provides the actual API calls that are being
made, including the parameters that are being passed. Open Text
Development or Technical Support might use this log in conjunction
with the Attach Plug-in log file for troubleshooting issues. If you
enable the regular log file (Unplugin.log), you should also enable the
API version (UnPAPI.xml) log file.
When you enable the Attach Plug-in API module log file, an Overwrite
check box appears next to the File Name field. If you select Overwrite, the
log files existing data will be replaced with new data.
Core
Name: DECore.log
Log directory: C:\DECore.log
This log file is generated from the DM executable file (DM.exe) and
shows the loading and unloading of plug-ins, the reference count of the
core objects, and the locking and unlocking of modules. It is useful to
review this log if the DM.exe process stops responding.
DM Outlook Addin
Name: Outlook.log
Log directory: C:\Outlook.log
Document
Management
Plug-in
CHAPTER 12
Document
Management
Plug-in API
Download File
Manager
The Document Management Plug-in API is a non-standard XMLrendition of all FsPlugin API calls. Open Text Development or
Technical Support might use this log in conjunction with the
Document Management Plug-in log file for troubleshooting issues. If
you enable the regular log file (FsPlugin.log), you should also enable
the API version (FsPAPI.xml) log file.
File Name: CacheMgr.log
Log directory: C:\CacheMgr.log
This log tracks all uploads to the server and all downloads from the
server.
Extended Log
eDOCS DM Desktop
319
eDOCS DM Linking
Interceptor
Interceptor Core
This is the low-level log for the Interceptor.dll file. This log records the
low-level activities that Interceptor sees while monitoring the
document window.
ODMA Document
Management
System
ODMA Manager
This log records all calls made from the ODMA32.dll file to the
Hummingbird DOCS_DMS.dll file. The DOCS_DMS.dll file is the
entry point into DM for calls made from the ODMA32.dll file. The
information in this log can be helpful in troubleshooting issues with
ODMA-integrated applications.
File Name: ODMA32.log
Log directory: C:\ODMA32.log
Viewer Add-on
This log records operations by the DM Viewer, both from the viewer
pane of the DM Extension for Windows Explorer and the standalone
document viewer. In addition to recording the usual viewer operations,
this log also records the document being downloaded and the file being
opened by the viewer.
Windows Explorer
DM Extension
User Interface
Add-ons Node
Expand the User Interface node and then click the Add-ons node to access
the Add-ons Configuration pane. From here you can manage the add-ons
that will appear on the DM desktop.
You can rename an add-on, view the location of an add-on, hide or
make visible an add-on, or change the order in which add-ons appear.
The following Add-ons check boxes are available:
Profile
Preview
Viewer
Versions
Where Used
Contents
Related
Description
321
To rename an add-on:
1. Select the add-on, right-click, and then select Rename.
2. Type the text that you want to appear for the name of the
add-on.
3. Press ENTER.
To hide an add-on:
NOTE: You must use the DM Application Program Interface (API) Toolkit to
create or modify add-ons.
Tabs Node
To hide a tab:
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CHAPTER 12
NOTE: You must use the DM Application Program Interface (API) Toolkit to create or
modify custom tabs.
Tree Nodes
Configuration
Click Tree Nodes to access the Tree Node Configuration pane appears.
Use this window to set which feature nodes appear in the DM
Extension tree view, including Quick Searches.
The following Add-ons are available:
All Folders
Applications
Templates
Template Documents
Deleted Documents
Attach
USER INTERFACE
323
Chapter
13
Setup Information for DM
Extension for Lotus Notes
This chapter contains the following information for the DM and Lotus
Notes administrators.
Supported Versions
Supported Versions
See the current version of release notes for supported versions of Lotus
Notes.
Add forms.
CHAPTER 13
327
Using DM Webtop
to Configure Lotus
Notes Launch
Methods
Using Library
Maintenance to
Configure Lotus
Notes Launch
Methods
328
CHAPTER 13
8. Click OK.
9. Double-click LOTUS NOTES EMAIL.
10. Click Launch Methods.
11. Click Details.
12. In the Location field, enter the complete path to the
HLVIEW.EXE file.
13. Click OK.
14. Click Close.
15. Click OK.
Associating Profile
Forms with Lotus
Notes Application
IDs
You must now configure your DM groups to use the appropriate Lotus
Notes forms associated with the Lotus Notes Applications IDs. You can
do this in Library Maintenance or in DM Webtop.
To associate the profile forms in Library Maintenance:
1. Start Library Maintenance.
2. Click Groups.
3. Double-click a Group ID. For example, double-click
DOCS_SUPERVISORS.
4. On the General tab of the Group Maintenance dialog box,
click Forms. The Form Selection dialog box appears.
5. In the left pane, double-click Profile Entry. The tree expands.
6. Scroll down the list and select LOTUS NOTES DOC.
7. In the right pane, select the DEF_LNDPROF Lotus Notes
Document profile check box.
8. In the left pane, select LOTUS NOTES EMAIL.
9. In the right pane, select the DEF_LNEPROF Lotus Notes E-mail
profile check box.
10. In the left pane, select LOTUS NOTES FORM.
11. In the right pane, select DEF_LNFPROF Lotus Notes Form profile
check box.
12. Click Close.
13. Click OK.
14. Repeat these steps for each DM group.
CONFIGURING LAUNCH METHODS FOR LOTUS NOTES
329
If you do not have access to the Library Maintenance tool, you can use
DM Webtop to associate the profile forms.
To associate the profile forms in DM Webtop:
1. In DM Webtop, click the DM Admin tab.
2. Click Users and Groups.
3. Click Groups.
4. Click the name of a Group ID. For example, click
DOCS_SUPERVISORS.
5. Click Forms.
6. Click Applications.
7. In the Applications drop-down list, select LOTUS NOTES DOC.
8. Select the DEF_LNDPROF Lotus Notes Document profile check
box.
9. Click Save.
10. In the Applications drop-down list, select LOTUS NOTES EMAIL.
11. Select the DEF_LNEPROF Lotus Notes E-mail profile check box.
12. Click Save.
13. In the Applications drop-down list, select LOTUS NOTES FORM.
14. Select the DEF_LNFPROF Lotus Notes Form profile check box.
15. Click Save.
16. Repeat these steps for each DM group.
330
CHAPTER 13
Configuring the
HLE_Template.ntf
File
Administrative
Settings
DataSource
Determines which processing options are shown to the user on the Lotus
Notes E-mail tab.
CONFIGURATION OPTIONS AND SETTINGS
331
Determines which processing options are shown to the user on the Lotus
Notes Document tab.
0 = Show Advanced (default)
1 = Show Simple
2 = Hide
MaxLotusTreeNodes
Specifies the maximum number of Lotus tree nodes that Lotus Notes
will allow. IBM determines what the default value should be for each
version of Lotus Notes. This value should be set once and not be
changed.
20,000 (default)
MaxRecommendedLotusTreeNodes
Set the maximum number of usable Lotus tree nodes. This value must
be equal to, or less than, the value specified in MaxLotusTreeNodes. This
value should be set at a level where the Lotus Notes client remains
responsive. Having too many tree nodes might cause Lotus Notes to
run slowly. The default value should work in most instances.
5,000 (default)
MenuBackgroundColor
Specify the pop-up menu background color for the Advanced Interface.
Light Cyan (default)
MenuTextColor
Specify the pop-up menu text color for the Advanced Interface.
Windows Menu Text color (default)
MenuHighlightColor
332
CHAPTER 13
Specify the pop-up menu text highlight color for the Advanced
Interface.
Windows Selected Items color (default)
UseAdvancedInterface
Cache Settings
TreeExpiration
Determines the cache expiration time (in minutes) for the tree.
960 (default)
FolderContents
Determines the cache expiration time (in minutes) for the folder
contents.
60 (default)
SearchResults
Determines the cache expiration time (in minutes) for search results.
CONFIGURATION OPTIONS AND SETTINGS
333
10 (default)
Data Source
Related LNE E-mail
File Settings
LNEImportedDocumentOption
CHAPTER 13
LNEImportedDocumentAttachment_AE_Option
Determines how to handle the Source Note after the Lotus Notes
document is profiled.
0 = Keep Intact (default)
1 = Replace in Source Note Attachments with DRF
2 = Remove Attachments from Source Note
3 = Delete Document from Notes Database
LNEErrorHandlingForMainDocument
335
LNEDocumentLevelControl
Data Source
Related LND
Document File
Settings
LNDImportedDocumentOption
CHAPTER 13
0 = Keep Intact
1 = Replace Attachments with DRF (default)
2 = Remove Attachments
3 = Do Not Profile Lotus Notes Document
LNDImportedDocument_AE_Option
337
Determines how to handle the Source Note after the Lotus Notes
document is profiled.
0 = Keep Intact (default)
1 = Replace with DRF
2 = Remove Attachments
3 = Delete Document from Notes Database
LNDErrorHandlingForMainDocument
CHAPTER 13
0 = No
1 = Yes (default)
LNDShowImportForm
Data Source
Related LNE
Related Mapping
Settings
column.
LNE_PostedDateThis field is mapped to the EMAIL_SENT column.
339
Data Source
Related LND
Related Mapping
Settings
These internal fields are mapped to the Lotus Notes Document Title
and Data Source Title, respectively.
340
CHAPTER 13
7. Add the following lines of code directly after the three lines
of code you located in step 6.
'//=========== Added for handling the Drag-Drop to OpenText-DM
folders ================
If Left$(Entryname,4) = "Humm" Then
Dim dbName As String *255
Dim LNSession As New notessession
Dim status As Boolean
) Or (status =
341
continue = False
Else
Dim db As New NotesDatabase("", dbName)
CHAPTER 13
343
CHAPTER 13
Designating the
Home Page in
Lotus Notes
345
revert to a first-run state where the integration has never been used.
Doing so will remove any settings, options, images, and other data that
the DM Extension for Lotus Notes may have stored on the client
machine or in the Lotus Notes databases. This does not, however,
remove the integration from the client machine.
Removing Lotus
Notes Integration
CHAPTER 13
DM-Lotus
Integration
Maintenance for a
Specific Data
Source
347
Manually
Removing DM
Extension for Lotus
Notes Integration
CHAPTER 13
HKEY_CURRENT_USER\Software\Hummingbird\Email
Integration\1.5\Settings\AgentsInstalledFor
14. Close Registry Editor.
15. Remove the code entry for the drag-and-drop feature. To do
this, in Notes Designer, open the Mail Database template.
16. When the database opens, in the navigation tree, select
Other>Database Resources.
17. Under Database Resources, open Database Script.
18. In the [Declarations] section, remove the following lines of
code:
//=== Added for handling the Drag-Drop to
Hummingbird-DM folders ======
Declare Function GetDataSourceFileName Lib
"HLBridge.dll" () As String
20. Remove the following lines of code that appear directly after
the three lines of code you located in the previous step.
'//===== Added for handling the Drag-Drop to Open
Text-DM folders
======
If Left$(Entryname,4) = "Humm" Then
Dim dbName As String *255
'Get a handle to the users local database
dbName = GetDataSourceFileName()
If ( (Isnull(dbName)) Or (Trim$(dbName) = "") )
Then
continue = False
Else
Dim db As New NotesDatabase("", dbName)
Dim doc As NotesDocument
Set doc = New NotesDocument(db)
doc.FullPath = EntryName
Call doc.Save(True, False)
'Run the drag-drop agent
Dim agent As NotesAgent
Set agent = db.GetAgent( "DragDrop" )
Call agent.Run(doc.NoteID)
349
350
CHAPTER 13
Setting Up Logging
351
352
CHAPTER 13
A R T
4
Appendices
In This Section
This section contains the following appendices:
AConfiguration Settings
353
APPENDIX
A
Configuration Settings
In This Appendix
This appendix contains configuration settings for various features in
eDOCS DM, most of which are configured through registry key
settings.
355
If you do not specify a value, the default of five levels is used. There is a
maximum of 10 levels.
Registry Setting
356
APPENDIX A
Excluding or
Including Items
Key Name
Application
Information
CAppInfoData
APPS
Launch Methods
CLMInfo
LAUNCH_METHODS
Lookup
Definitions
LookupDefs
LOOKUPS.LISTBOX
Forms
Forms
FORMS
All Groups
Groups
GROUPS (Short
Group Name, Long
Group Name,
Universal Access)
357
Data
Key Name
Each Lookup
Lookup Name,
followed by N (for
non-searches) or S
(for searches).
Subset of PEOPLE,
per group.
LibraryUserParams
GROUPS (Options)
and DOCSPARMS
(Options)
Document Types
DocumentTypes
DOCUMENTTYPES
If the value for the DumpCacheOnRefresh key is 2, the system looks under
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\Settings\DiagnosticsCache\Include for items to include
in the cache dump.
To mark an item for inclusion:
1. To mark an item for inclusion, first create the
DiagnosticsCache and Include registry keys. See the
Registry Setting section for instructions.
2. Right-click Include and select New>DWORD Value.
358
APPENDIX A
Viewing the
Output File Layout
Generated output XML files have the same names as their registry key
names. In order to view the generated XML files, you must place the
DiagnosticCache.xslt file in the same directory as the generated XML
files. These files are stored, by default, in ..\Documents and
Settings\<User Name>\Local Settings\Temp.
All generated XML files share the following format:
The next item in the XML file is a grid composed of three columns. The
first row, which is a heading row, is highlighted in green and contains
the following column names:
Interpreting
Output Values
359
Lookup Definitions
The Name entry corresponds to the LOOKUPID in the LOOKUP table.
The Disk/Memory values correspond to LISTBOX in the LOOKUP table.
Each Lookup
The data corresponds to the table for each lookup. For example,
CLIENTN, which is the non-search lookup for Client, corresponds to
the CLIENT table. The Name value is the SYSTEM_ID. The Disk/Memory
value corresponds to the row of data that is cached, which can be
delimited by a comma (,) or colon (:).
For CLIENTN, the data is:
[CLIENT_ID];[CLIENT_NAME];[DISABLED];[TARGET_DOCSRVR]
All Groups
The data corresponds to the GROUP table. The Name value is the
SYSTEM_ID. The Disk/Memory value is the value of the following
columns, ; delimited.
The Disk value is:
[GROUP_ID];[GROUP_NAME];[UNIV_ACCESS]
Each Group
The data corresponds to the subset of the PEOPLE table that belongs to
the group. The Disk/Memory value is the value of the following delimited
columns, ; delimited.
The Disk value is:
[USER_ID];[FULL_NAME]
360
APPENDIX A
Forms
The data corresponds to the FORMS table. The Name value is the
FORM_NAME in the FORMS table. Unlike the other files, the Disk and
Memory values differ.
The Disk value is:
[SYSTEM_ID];[FORM_TITLE];[FORM_TYPE];[FORM_DEFINITION]
The Memory value is [SYSTEM_ID], and for each column, the column
attributes interpreted into memory. This is followed by the line:
[SQL name],[flags],[type],[kind],[lookup
name],[display name],[checked trigger],[unchecked
trigger],[multi-value info]
Document Types
The data corresponds to the DOCUMENTTYPES table. The Name
value is the SYSTEM_ID. Each column of a database row is given a row
in the output grid.
Troubleshooting
In the event of a failed cache dump, the first time a failure occurs, no
output file is generated; however, on subsequent failures, the XML file,
along with where and why the parse failed, will be appended to the
CacheDumpProblem.log file. The information is this file is useful to
developers in examining why code has failed.
361
any ad-hoc folder containing another folder will expand and appear in
the dynamic view tree.
To configure ad-hoc folders to expand in the tree:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Settings
3. Double-click LazyExpandIndicator.
4. Type 1 in the Value data field.
5. Click OK.
Any ad-hoc folders appearing in the dynamic view virtual structure will
now expand in the DM tree.
APPENDIX A
The File and Send button is disabled by default. To enable this feature,
you must ensure that the EnableFileAndSend setting is enabled, and
ensure that the ProfileOnSend value is disabled in the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
Email Integration\1.5\Settings
To enable the File and Send feature:
1. Click Start>Run, type regedit, and click OK.
2. In the Registry Editor, navigate to
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\E
mail Integration\1.5\Settings.
3. Right-click Settings and select New>DWORD Value.
4. Type EnableFileandSend and press ENTER.
5. Double-click EnableFileandSend.
6. Type 1 in the Value Data field and click OK.
7. Double-click ProfileOnSend.
363
NOTE: This key does not exist unless you go into the Client
Deployment Utilitys E-mail Integration node and select and
clear the Profile on Send check box.
8. Type 0 in the Value Data field.
9. Exit Registry Editor.
If you have the Profile on Send feature enabled in the Client Deployment
Utiltiy, you will need to disable this feature to enable the File and Send
feature.
Once you enable the feature, when users modifiy a Paper profile, they
must select View>Refresh to update the Recently Edited Documents list
364
APPENDIX A
to see the edited item on the list. This modification does not apply to
edits made to the profile of an electronic document.
After you configure this registry key value, the next time a user clicks a
Lookup (...) button for a validation field, such as Document Type or
Author, any disabled item will not appear in the Recently used items or
Full list tabs.
CONFIGURING THE RECENTLY USED ITEMS LIST TO HIDE DISABLED VALIDATION ITEMS
365
The next time the user opens a document, the navigational tree in the
Quick Retrieve window will automatically expand to the last location
from which the user opened a document, whether from a Dynamic
View, Quick Search, Workspace, etc.
APPENDIX A
6. Click OK.
367
APPENDIX A
NotLoadOnStartup
Setting
The NotLoadOnStartup setting controls whether the Full List tab of a lookup
is populated on startup or if the tab remains empty. This setting applies
to two types of lookups:
369
6. Click File>Exit.
StartInRecent
Setting
The StartInRecent setting causes the Lookup dialog box to appear with
the Recently Used Item tab selected.
To set the StartInRecent function:
1. Click Start>Run, type regedit, and then click OK.
2. In the Registry Editor, locate the following registry key:
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Forms\Lookup\
3. Click Edit>New>DWORD Value.
4. Enter StartInRecent.
5. Double-click StartInRecent and enter one of the following
values:
1 - Enabled for all Lookups
0 - Disabled for all Lookups
Setting Individual
Lookups
370
APPENDIX A
You can set an individual Lookup dialog box to open with the Recently
Used Item tab selected by selecting the Start in Recent Items tab check box
on the Lookup dialog box, or by editing the registry. The Start in Recent
Items tab check box sets the StartInRecent registry value.
4. Click OK.
CONVERTING LINKS TO EXTERNAL NATIVE FILES
371
(default setting).
1 - The document will be saved in the logon library and a
APPENDIX A
Once one of these registry keys is created, the This document has
become unmanaged in DM message will no longer appear.
Check in Edits
Continue Editing
The default value is Discard edits and unlock. To choose a different option,
the user must select the option and then click OK. However, when
multiple documents are shown in the dialog box, the option must be
changed individually for each document. When you click the option
button, it changes the information in the Action column only for the
highlighted document. This is not clear to users. For example, a user
might select Check in Edits but not realize that this choice only applies to
the first document in the list. When the user clicks OK, all other
documents in the list still have Discard edits and unlock option selected.
Any edits made to the other documents will be lost.
DOCUMENT RECOVERY DIALOG BOX OPTIONS
373
The information in the Action column should be Check in Edits for all
documents that appear in the list, thereby matching the default value in
the option buttons.
You can change the default option for the Document Recovery dialog
box options through changing the value for a registry setting.
To set the default option for the Document Recovery dialog box:
1. Click Start>Run, type regedit, and then click OK.
2. The Registry Editor opens; locate the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\Core\Plugins\Fusion
3. Double-click DefaultGPF.
4. In the Value data field, enter one of the following values:
0 - Discard edits and unlock
1 - Check in edits
2 - Continue editing
5. Click OK.
6. Click File>Exit.
APPENDIX A
375
The LogFile parameter can be any valid path and file name.
The LogFlush parameter determines how often log entries are
written to disk. The higher the number you enter, the better
performance will be, because there are fewer and larger log
file write operations. However, it is possible that the most
recent events will not be recorded, because they have not
been written to the file.
4. Click File>Exit.
376
APPENDIX A
ENSURING APPLICATION INTEGRATION WORKS WHEN YOU DO NOT INSTALL ALL MICROSOFT OFFICE 2007
378
APPENDIX A
6. Click OK.
379
APPENDIX A
381
General Options
APPENDIX A
3. Click OK.
Profile Attachments
The PROFILE_ATTACHMENTS setting indicates whether attachments should
be profiled when opened from an e-mail message. When this setting is
disabled, attachments are saved to a \Temp folder.
To configure the Profile Attachments setting:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
1 (Enabled)
0 (Disabled)
3. Click OK.
Show DM Tab
The SHOW_DMTAB setting indicates whether the DM tab appears in
Microsoft Word, Excel, and PowerPoint 2007 using COM integration.
This feature is enabled by default.
To configure the DM tabs visibility:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
1 (Enabled)
383
0 (Disabled)
3. Click OK.
NOTE: Any registry setting that you configure at the
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
Hummingbird DM Application Integration\Installation\
Microsoft level will affect all integrated Microsoft Office applications. For
example, if you disable the Show DM Tab, the DM tab will not appear in any
Microsoft Office 2007 application.
Microsoft Office
Menu Options
1 (Enabled)
0 (Disabled)
3. Click OK.
384
APPENDIX A
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
385
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
386
APPENDIX A
Hide About DM
The HIDE_EDOCSDM_ABOUT setting allows you to hide the About DM item
located in the Office Button drop-down menu. This is applicable only to
active integration.
To hide About DM:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
387
Hide Insert>Footer
The HIDE_EDOCSDM_InsertFooter setting allows you to hide the Insert DM
Footer button from the Insert tab. This is applicable only to active
integration.
To hide the Insert DM Footer button:
1. In the system registry editor, locate the following registry
key:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\Hummingbird
DM Application Integration\Installation\Microsoft
388
APPENDIX A
389
Microsoft Word
Footer Options
APPENDIX A
1 (Enabled)
0 (Disabled)
3. Click OK.
NOTE: All of the following registry settings do not exist until the DM
Footer Options dialog box is displayed and closed. Once the user
makes or clears the check boxes on this dialog box and clicks OK, the
settings are then written to the registry.
1 (Enabled)
0 (Disabled)
3. Click OK.
391
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
392
APPENDIX A
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
393
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
Include Application
The INCLUDE_APPLICATION setting indicates if the application ID appears
in the Microsoft Word DM footer. This applies to both active and
passive integration.
To configure the Include Application option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\App
Integration\Word\Options
1 (Enabled)
0 (Disabled)
3. Click OK.
394
APPENDIX A
Include Abstract
The INCLUDE_ABSTRACT setting indicates if the abstract (description)
appears in the Microsoft Word DM footer. This applies to both active
and passive integration.
To configure the Include Abstract option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\App
Integration\Word\Options
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
Microsoft Excel
Footer Options
395
1 (Enabled)
0 (Disabled)
3. Click OK.
NOTE: All of the following registry settings do not exist until the DM
Footer Options dialog box is displayed and closed. Once the user
makes or clears the check boxes on this dialog box and clicks OK, the
settings are then written to the registry.
1 (Enabled)
0 (Disabled)
3. Click OK.
396
APPENDIX A
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
397
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
398
APPENDIX A
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
Include Application
The INCLUDE_APPLICATION setting indicates if the application ID appears
in the Microsoft Excel DM footer. This applies to both active and
passive integration.
To configure the Include Application option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\
AppIntegration\Excel\Options
1 (Enabled)
0 (Disabled)
3. Click OK.
MICROSOFT OFFICE REGISTRY KEY SETTINGS
399
Include Abstract
The INCLUDE_ABSTRACT setting indicates if the abstract (description)
appears in the Microsoft Excel DM footer. This applies to both active
and passive integration.
To configure the Include Abstract option:
1. In the system registry editor, locate the following registry
key:
HKEY_CURRENT_USER\Software\Hummingbird\PowerDOCS\
AppIntegration\Excel\Options
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
Microsoft
PowerPoint Footer
Options
400
APPENDIX A
You cannot customize the Microsoft PowerPoint footer like you can in
Microsoft Word and Excel; this is a Microsoft limitation.
1 (Enabled)
0 (Disabled)
3. Click OK.
1 (Enabled)
0 (Disabled)
3. Click OK.
You can set the following debugging and log file options for COM
Automation:
MICROSOFT OFFICE REGISTRY KEY SETTINGS
401
1 (Enabled)
0 (Disabled)
3. Click OK.
My Documents location.
2. Press ENTER.
APPENDIX A
1 (Enabled)
0 (Disabled)
3. Click OK.
403
NOTE: This registry setting is for the three-pane Quick Retrieve form
only.
404
APPENDIX A
405
6. Click OK.
7. In the Forms\Mail node, click Edit>New>String Value.
8. Type AttachNameFormat.
9. Double-click AttachNameFormat.
10. In the Value data field, enter one of the following parameters:
[DocName] - Inserts the Document Name in the
document file name.
[DocNumber] - Inserts the Document Number in the
document file name.
[Version] - Inserts the Document Version in the
document file name.
[Library] - Inserts the documents Library in the
document file name.
APPENDIX A
AttachNameFormat String
If the first key exists and is equal to 1, the user can edit the Document
name field.
If the second key exists and has the following format, then the
attachment name is changed, regardless of the format values;
otherwise, the behavior will be the same as in previous DM versions.
Version - [Version]
Library - [Library]
My Library # - [Library]
Name - [DocName]
[Library] - [DocNumber]
There are four possible values that could be used and replaced with real
document values:
edited)
407
3. Save the changed file. The edited string will now appear in
the Explorer view.
This will only change the visible labels in the tree; it will not change any
menu or search labels.
APPENDIX A
409
APPENDIX A
Disabling DM
Server RED List
Using Client
Deployment Utility
Disabling DM
Server RED List
Using Registry
Editor
One method of disabling the DM Server RED list is through the Client
Deployment Utility.
To disable the DM Server Recently Edited Documents list using
the Client Deployment Utility:
1. Open the Client Deployment Utility. The Microsoft
Management Console opens.
2. Click the plus sign (+) to expand the DM Client Deployment
Utility tree.
3. Click the plus sign (+) to expand the Plug-ins tree. If
prompted, log on to DM.
4. Select the Document Management Plug-in>General tab.
5. Clear the Use DM Server RED option.
Another method of disabling the DM Server RED list is through
Windows Registry Editor.
To disable the DM Server Recently Edited Documents list through
the registry:
1. Select Start>Run from the Windows desktop.
2. Enter regedit in the Open field. The Registry Editor opens.
3. Locate the following key:
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\Core\Plugins\Fusion\Settings\QuickSearches
4. Double-click the Use DOCSFusion RED key and then enter 0
(zero) in the Value data field.
5. Click File>Exit.
SETTING THE DEFAULT VIEW IN RECENTLY EDITED DOCUMENTS
411
APPENDIX A
7. In the Value data field, enter the path where you want to
create the DMP files.
8. Click OK.
9. Select the registry key and select Edit>New>DWORD Value.
10. Enter DumpLimit as the new value.
11. Double-click DumpLimit.
12. In the Value data field, enter the maximum number of DMP
files that you want to create.
13. Click OK.
413
APPENDIX A
415
APPENDIX A
Filter
Other Settings
Automatic Formatting
Format Columns
2. Click OK.
3. Use the View menu to configure any other type of view, such
as the Reading Pane.
4. When you are finished, exit Microsoft Outlook.
5. A new dmviews.dat file is created in the default location,
which now contains the configuration information for the
views in Microsoft Outlook. Copy the dmviews.dat file and
paste it in any other users ...\Open Text\DM\Settings
location to use the same views configuration. This will
replace their current dmviews.dat file.
Modify one of the following registry keys with a semicolondelimited list of process names:
HKEY_LOCAL_MACHINE\SOFTWARE\Hummingbird\
PowerDOCS\AppIntegration\Interceptor
IgnoreProcess : REG_SZ
or
HKEY_CURRENT_USER\Software\Hummingbird\
PowerDOCS\AppIntegration\Interceptor
IgnoreProcess : REG_SZ
417
6. Click OK.
APPENDIX A
0 = Disabled
6. Click OK.
419
MaxArrayLength
MaxReceived
MessageSize
InactivityTimeout
Minutes
420
APPENDIX A
MaxConcurrent
Sessions
421
APPENDIX
B
Performance Monitor Settings
In This Appendix
DM has two objects in the Windows Performance Monitor:
DM Server
DM Server Libraries
This appendix explains the counters established for both objects and,
where applicable, how these counters can be interpreted to gauge DM
Server system performance.
423
Full-Text Deleted
Documents/Sec
Full-Text Indexed
Documents/Sec
Full-Text Indexing Failures/ Displays the current full-text indexing error rate.
Sec
424
Internal Counter
Internal Rate
APPENDIX B
Transactions/Sec
Internal Rate
SQL Connection Cache Shows the number of SQL connections to the library that are
specified in DM Server Manager.
Size
SQL Object % Usage
425
Windows Server/
Advanced Server
Instructions
To add an object:
1. Start Performance Monitor. Run perfmon.exe from a
command line.
DM Server
DM Server Libraries
5. In the Select counters from list box, select the counter and
click Add.
426
APPENDIX B
427
APPENDIX
C
Other Server Admin Tools
In This Appendix
This appendix provides information about the Activity Log Purge, Add
an External Library, and E-mail Attachment Update utilities.
This appendix describes three administration utilities that are not
documented elsewhere:
429
Purging the
Activity Log
430
APPENDIX C
The activity-log archive file contains columns of commadelimited activity-log table records. Each column is
separated by a percent sign (%)-delimited library name.
Because multiple libraries can be processed during a single
purge session, the archive file can contain archived records
from multiple libraries. Do not modify the activity-log
archive file, because you may need it to restore the purged
records.
Libraries: Select the libraries to be purged. To purge all
libraries, select the option All Libraries. The total number
of files that were deleted are displayed after the utility runs.
Select Types: This pane lists the activity types tracked by the
activity log. Select the activity types you want to purge. To
purge all types, select the option All Types.
3. Click Start to initiate the purge utility.
Restoring Purged
Records
If you created an activity-log archive file, the records listed in the file
can be restored to the library or libraries from which they were purged.
To restore purged records:
1. Run the Activity Log Purge tool as described previously in
Purging the Activity Log on page 430.
2. On the Activity Log Purge dialog box, click Import.
3. In the Import from File dialog box, enter the name of the
activity-log archive file and click OK to start restoring the
records.
Prerequisites
Those users use the Save E-mail Thread check box when
profiling e-mail messages.
432
APPENDIX C
433
APPENDIX
D
Security Regeneration
In This Appendix
This appendix describes the Security Regeneration utility.
435
APPENDIX D
437
APPENDIX
E
Multilingual Support for DM
Webtop Users and Indexed
Documents
In This Appendix
This appendix:
440
CHAPTER E
French
German
Italian
DM Webtop
DM Webtop
DM Webtop
Port 2
Port 1
DM Web
Server
DM Web
Server
DM Web
Server
French
German
Italian
Port 3
DM API
DM Server
(French version)
441
Installing for
Multilingual
Support
Note: If you intend to install the French version, see Special Considerations for
French Installations on page 443.
Special
Considerations for
French
Installations
443
Indexing
Searching
444
CHAPTER E
Creating a
Multilingual Index
German
Italian
Spanish
French
AND
UND
ET
OR
ODER
OU
NOT
NICHT
NON
NO
NON, SAUF
NEAR
NAHE
VICINO
CERCA DE
PARAGRAPH
ABSCHNITT
PARAGRAFO
PRRAFO
PARAGRAPHE
SENTENCE
SATZ
FRASE INTERA
ORACIN
PHRASE ENTIERE
PHRASE
PHRASE
FRASE
FRASE
EXPRESSION
WORD
WORT
PAROLA
PALABRA
MOT
THESAURUS
WRTERBUCH
DIZIONARIO
TESAURO
SYNONYMES
445
STEM
Note: %TODAY, though not officially a search operator, is supported by DM for
use in full-text searches. Each non-English version of DM has an equivalent
term for %TODAY, but the equivalent terms are not included in all language
versions.
446
CHAPTER E
APPENDIX
F
Configuring DM Extensions
Per-User Based
In This Appendix
This appendix provides information on configuring DM Extensions
per user. This gives you the ability to change eDOCS DM Extensions
and Application Integration from machine based to per-user based.
447
For all instructions listed in this document, replace the text $user$ with
the username (and possibly the domain name), of the person for whom
you are configuring DM Extensions.
For example, if you are instructed to copy the ODMA32.dll file to the
users ODMA directory, the instructions show the following directory
path:
\$user$\Application Data\Open Text\DM\ODMA\
If the users network name is Joe.Smith, the directory you want to locate
will be:
\Joe.Smith\Application Data\Open Text\DM\ODMA\
Per-User DM
Extensions
Installation
Configuration
448
CHAPTER F
Configuring DM
Icons to Appear
If you log on to the machine with a different user name, you will not see
the DM Extensions icon on the desktop; however, you can make the
Start>Programs>Open Text icons appear on a per-user basis.
Creating per-user icons:
1. Locate the Open Text directory in ..\Documents and
Settings\All Users\Start Menu\Programs\.
2. Select the Open Text directory and then select Edit>Cut.
3. Navigate to ..\Documents and Settings\$user$\Start
Menu\Programs\.
4. Select Edit>Paste.
Microsoft Word
Microsoft PowerPoint
CONFIGURING PER-USER BASED ODMA ACTIVE INTEGRATION
449
Additional Setup
Configuration for
Microsoft Excel
Additional Setup
Configuration for
Microsoft Project
451
Microsoft Excel
Microsoft Project
452
CHAPTER F
[HKEY_CURRENT_USER\Software\Policies\Micros
oft\Office\10.0\MS Project\GlobalSearch]
"RootKey"="C:\Documents and
Settings\$user$\Application
Data\Microsoft\MS Project\12\1033"
Microsoft Word
Microsoft Excel
453
CHAPTER F
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\
PwDMoniker.Document\CurVer]
@="PwDMoniker.Document.1"
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\
PwDMoniker.Document\DocObject]
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\
PwDMoniker.Document\Insertable]
6. After the change, the keys are as follows:
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document]
@="eDOCS DM Document"
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\CLSID]
@="{F60772EE-0722-4d9e-B9D4-62B3C3A5DD17}"
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\CurVer]
@="PwDMoniker.Document.1"
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\DocObject]
[HKEY_CURRENT_USER\Software\Classes\PwDMoniker.
Document\Insertable]
4. Close Registry Editor.
455
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\FULVIE
WOCX.FulViewOCXCtrl.1]
@="eDOCS DM Viewer Control"
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\FULVIE
WOCX.FulViewOCXCtrl.1\CLSID]
@="{2183C61B-2DFF-11D3-9018-00A02479C68D}"
[HKEY_LOCAL_MACHINE\SOFTWARE\Classes\FULVIE
WOCX.FulViewOCXCtrl.1\Insertable]
7. After the change, the registry keys are as follows:
[HKEY_CURRENT_USER\SOFTWARE\Classes\FULVIEW
OCX.FulViewOCXCtrl.1]
@="eDOCS DM Viewer Control"
[HKEY_CURRENT_USER\SOFTWARE\Classes\FULVIEW
OCX.FulViewOCXCtrl.1\CLSID]
@="{2183C61B-2DFF-11D3-9018-00A02479C68D}"
[HKEY_CURRENT_USER\SOFTWARE\Classes\FULVIEW
OCX.FulViewOCXCtrl.1\Insertable]
8. You must also make the following application changes:
CHAPTER F
457
[HKEY_CURRENT_USER\SOFTWARE\Hummingbird\
PowerDOCS\AppIntegration\Interceptor\
Components]
"InterceptorHooks"="C:\\Program Files\\Open
Text\\DM Extensions\\InterceptorHooks.dll"
CHAPTER F
459
APPENDIX
G
Configuring the Save User
Interface
461
You can configure the save user interface to show all elements, some
elements, or show only the profile form panel.
Configuration Options
Below is an example of the save user interface with all elements enabled:
462
APPENDIX G
Stick Pin icon allows you to hide the Navigation pane and show
The
only the right portion of the save user interface. When you click this
button, a Navigation tab appears on the upper left portion of the save
user interface. To reenable the Navigation pane, simply click the
Navigation tab.
You can also hide the All Locations and Search buttons by dragging the
dotted line pane separator to the bottom. To reenable the buttons,
simply drag the dotted line pane separator to the desired location.
COLLAPSIBLE NAVIGATION PANE
463
All Locations
Button
Search Button
The All Locations button allows you to view the standard DM tree, where
depending on the configuration, you can select as a parent location, a
workspace, public folder, an applicable Dynamic Views enumeration,
or RM file part.
The Search button allows you to search folders located in the DM
repository.
To perform a search, type the folder document name in the Search field,
and then click ENTER (or click the Execute Search icon). The search results
will appear under the Document Name section. When you select an item
in the search results, the inherited metadata will appear in the Profile
form panel.
You can use other search options by clicking the drop-down combo
menu in the Search field. This allows you to select the Content Search check
In order to search for workspaces, you must run the <All Workspaces>
search. You will not receive any search results specific to individual
workspaces.
Although saved searches appear and can be selected, if the searches do
not contain any criteria meant to return folders, the searches will not
return any results.
The <Recently Edited> and <All Workspaces> search items are
visible only under the users logon library.
Navigation Pane
Configuration
Options
You can configure the Navigation pane to enable or disable any of the
available navigation pane buttons, or add a third-party pane button.
You can use configuration options to hide the Navigation pane
completely and use the currently or previously selected container/
library as the default location.
See The Navigation Tree section for more information.
NOTE: In order to be able to save to a remote library, the
Navigation pane or Location Selection panel must be enabled.
465
When you select a valid container from the DM tree in the Navigation
pane or from the Quick Retrieve dialog box, the container is selected
and populated in the Location field. The same behavior occurs when you
drag and drop a document to a container; the container name appears
in the Location field when the save user interface appears. The Location
selection panel keeps track of the locations used on successful saves.
Parent Locations
The following parent locations are supported in the save user interface:
Logon/Remote Libraries
Workspaces
DM Folders
RM File Parts
Only one parent location can be selected by the user (or autoselected by
the system).
466
APPENDIX G
Location Selection
Panel
Configuration
Options
467
For each available Profile form, the drop-down list shows the Profile
forms ID and name. For example, LAWPROF - Legal E-mail Profile Form.
Profile Form
Selection Panel
Configuration
Options
You can use a configuration option to make this panel visible even
when only one Profile form is available, in which case the drop-down
list will appear unavailable.
See the The Profile Form Selection Field section for more information.
468
APPENDIX G
Entering Invalid
Values
If a user enters an invalid value into a non-lookup Profile form field and
then switches to a different save user interface item or clicks Save, a popup error message will appear on the form that indicates the name of the
invalid field value. For example, Document Type: Control has invalid lookup
data will appear in the title bar of the Profile Form panel.
Security Selection
Panel
Configuration
Options
469
NOTE: The Apply to All check box appears only when you profile a batch
of items to DM.
Configuration Options
You can configure the save user interface through the
SaveUIConfig.xml file, which is located on the machine where DM
Extensions is installed. This configuration file is configurable per user.
SaveUIConfig.xml
File Location
470
APPENDIX G
The
SaveUIConfig.xml
Default
Configuration File
471
The UseOKCancelOnForm entry, if set to True, will place the Save and Cancel
buttons as defined in the form definition (on the Profile form), instead
of placing them at the bottom of the Save user interface.
The ShowProfileInTaskbar entry, if set to True, will create a taskbar entry
when the Profile form is displayed.
The UseAccessDialogBoxOnForm entry, if set to True, will display the
security panel on the profile form.
See Displaying the Access Control Panel on the Profile Form for more
information about using the UseAccessDialogBoxOnForm entry.
The Location
Selection Field
472
APPENDIX G
473
APPENDIX G
The Navigation
Tree
In auto-hide mode, the Profile form will appear with a Navigation tab on
the left side. Click the Navigation tab to view the Navigation panel.
Configuring the
Save User Inteface
to Show Only the
Document Profile
Form
You can customize the save user interface to display only the Profile
Form panel.
To display only the Profile Form panel:
1. Open the SaveUIConfig.xml configuration file. See the
SaveUIConfig.xml File Location section for the default file
location.
2. Replace the contents with the following:
<?xml version="1.0" encoding="utf-8" ?>
- <SaveUIConfigSettings>
- <FormSettings>
<NavControlWidth>200</NavControlWidth>
<LocationControlEnabled>False</LocationControlEnabled>
<LocationControlVisible>False</LocationControlVisible>
<ProfileSelectComboVisible>False</ProfileSelectComboVisible>
CONFIGURATION OPTIONS
475
<ProfileFormComboEnabled>False</ProfileFormComboEnabled>
<SecurityPanelEnabled>True</SecurityPanelEnabled>
<SecurityPanelVisible>True</SecurityPanelVisible>
<LocationHistoryListSize>5</LocationHistoryListSize>
<NavControlVisible>0</NavControlVisible>
<LastActiveNavGroup>navBarGroupAllDMLocations1 All Locations</
LastActiveNavGroup>
<NavPanelClasses>Hummingbird.DM.Extensions.Controls.LocationTreeCo
ntrol,Hummingbird.DM.Extensions.Controls.LocationTreeControl.Locat
ionTreeNavInfo;Hummingbird.DM.Extensions.Controls.SearchControl,Hu
mmingbird.DM.Extensions.Controls.SearchControl.SearchNavControlInf
o;Hummingbird.DM.Extensions.Controls.RelationViewControl,Hummingbi
rd.DM.Extensions.Controls.RelationViewControl.RelationViewNavInfo<
/NavPanelClasses>
</FormSettings>
</SaveUIConfigSettings>
476
APPENDIX G
Index
A
About DM Extensions Per User
Configuration 448
Accept User-Supplied Identification 137
ACL Settings 138
Active Integration
definition 264
integrating applications 279
Active integration
COM Automation 453
ODMA 453
Activity Log Purge utility 430
Add
Custom Parameters 259
Add an External Library utility 431
adding members to groups 172
ADDLIB utility 431
aliases
Group 177
user network 160
Allow Auto Logon
DM Webtop Parameters 256
Group Features 165
System Parameters Defaults 140
Allow Check-in of Others Docs
Group Permissions 167
System Parameters Defaults 139
Allow Copy of In-Use Documents
Group Permissions 167
System Parameters Defaults 139
Allow Document Checkout
477
Versions 146
Allow Remove of Version Read-Only
Group Versions 171
Versions 146
Allow Save to Remote Library
Group Permissions 168
System Parameters Defaults 139
Allow the User to enter a network name
DM Webtop Parameters 256
Allow Unpublish of Version
Group Versions 171
Versions 146
Allow Users to Delete Content
Group Permissions 168
System Parameters Defaults 139
Allow Users to Delete Documents
Group Permissions 168
System Parameters Defaults 139
Allow Users to Delete Versions
Group Permissions 168
System Parameters Defaults 140
Allow Users to Queue for Deletion
Group Permissions 168
System Parameters Defaults 139
Always Display Version Selection List
Group Versions 171
Versions 145
Application
Launch Method Maintenance 192
Application ID
Application Maintenance 188
Applications 186
Application integration
components 265267
DDE settings 268272
types of 264
478
Application Name
DDE Settings 195
DDE Settings, Print 196
applications
defining 187
maintaining 187
setting up 186
Apply to all libraries setting 311, 312
Archive
Keep 205
Attache
Group settings 177
System Parameters 146
Attache Password 159
Attachment to Index
Attachment to Index Maintenance 247
defining 247
details 246
Auto Alias
Group Synchronization 182
User Synchronization 180
Automated E-mail Management 291
B
BI Query Reports 278
C
Cache Lookups Dialog Box 305
Cache settings 300
Can Create Folders
Group Permissions 168
Permissions 142
Can Create New Documents 168
Can Create Related Item
Group Permissions 167
Permissions 142
Can Create/Remove Public Folders
Group Permissions 167
Permissions 142
Can Remove Related Item
Group Permissions 167
Permissions 142
Can See Unsecured Objects 168
Can Show Related Item
Group Permissions 167
Permissions 142
Capture Keystrokes, Typing and Elapsed
Time 138
Check in/Check out, definition 264
Checkin/Checkout
integrating applications 279
client applications
forms location 11
Client Deployment Utility
about 295
Add-ons configuration 321
Custom tabs configuration 322
Document management configuration
Cache settings 300
Chunk Factor settings 306
General tab 298, 299
Logon Option tab 306
Logon settings 306
Performance tab 300
Quick save settings 306, 307
Shadow document settings 303
E-mail integration 311??, 311316, ??316
Apply to all libraries setting 311, 312
Dialogs tab 314
General tab 312
GroupWise 312
479
Application 187
Custom Tables 209
Document Servers 150
Document type 206
Groups 163
Keywords 247
Launch Methods 191
People Maintenance 158
Remote Libraries 153
Corel Suite
Presentations
DDE settings integration 275
disabling ODMA integration 272
Quattro Pro
DDE settings 274
disabling ODMA integration 272
WordPerfect
DDE settings 272
footer macro 288
Create/Edit Template Documents
Group Permissions 167
System Parameters Defaults 139
Current Members 172
Custom Parameter Definition
description 259
Custom Parameters
defining 259
description 259
Custom Profile Default Maintenance
overview 249
Custom Profile Defaults
overview 248
Custom Table Maintenance
overview 209
Custom Tables
help available 209
480
D
Database Name 154
Database Vendor 154
Date Format
Group Preferences 180
System Parameter Preferences 149
DCOM 43
DDE settings
applications using 268272
configuring 195
Imaging 277
Lotus 1-2-3 275
Lotus WordPro 275
Microsoft Excel 268
Microsoft PowerPoint 271
Microsoft Project
Microsoft Visio 272
Microsoft Word 269
Presentations 275
Quattro Pro 274
WordPerfect 273
Default Character set
DM Webtop Parameters 256
Default Deployment Package 137
Default Directory
Launch Method Maintenance 194
Default Extension
Application Maintenance 190
Default Items per Page
Group Preferences 180
System Parameter Preferences 149
Default Maximum Pages
Group Preferences 180
System Parameter Preferences 149
Default Network Name
security 106
security in NetWare-only environment 103
DM Extensions
installation configuration 448
per-user icons 449
DM Linking, configuration 454
DM Search Feature 457
DM Server
performance monitor settings 423
starting and stopping the server 6
DM Webtop
Custom Parameters 259
defining Custom Parameters 259
DM API configuration 251
DM Webtop Parameter
recent edits setting 258
Document Path Template 135
Document Sentry Agent 100
document server
defining 150
listing 150
document servers
access 108
NetWare 46, 101
purging the activity log 430
security 96, 104
Document type 205, 206
maximum sub-versions 205
maximum versions 205
new 206
new, from existing 206
storage type 205
Document Viewer Control 455
DSA. See Document Sentry Agent
Dynamic View Languages
INDEX
481
creating 219
Dynamic Views 209
assigning level search languages 236
configuring level searches 234
creating 210
custom security 216
Matter-Centric Security 239
security 214
Template Folders
setting 232
View Level
adding level search item 227
Dynamic Views Enumeration
adding 229
Dynamic Views Level
creating 221
Dynamic Views Level Language
adding 226
E
Edit 206
Application 187
Custom Parameters 259
Custom Tables 209
Document Servers 150
document type 206
File Types 197
Groups 163
Launch Methods 191
People Maintenance 158
Previous Versions
Group Versions 170
Versions 145
Remote Libraries 153
eDOCS DM Server Name
DM API Configuration 252
482
F
fail-over and load balancing
about 37
propagating the server list 122
propagation failures 122
setting up a server list 39, 120
system requirements 119
G
Group Format
DM Webtop Parameters 257
Group ID 163
Group Maintenance 164
Group Name 163
Group Maintenance 164
Groups
adding new groups 163
aliases 177
Attache settings 177
default forms 173
features 164
Group Applications Form 176
Group Master Form 174
Group Paper Form 175
Group Preferences 179
Group Primary Form 175
Group Profile Search Form 175
Group Quick Retrieve Form 176
listing 162
members 172
parameters 163
permissions 167
synchronization 182
utility access 168
versions 170
GroupWise e-mail integration 290, 312
Guest Name
DM Webtop Parameters 255
Guest Network Name
DM Webtop Parameters 255
Guest Password
DM Webtop Parameters 255
H
HTML-Rendering Character set
DM Webtop Parameters 256
HTTP 43
HTTP binding 43
I
Icons, per-user configuration 449
IIS 109
Imaging DDE settings 277
INDEX
483
SearchServer password 36
starting the Indexer 23, 75
stopwords 82
system requirements 63
troubleshooting problems 88
wildcards 81
Inform when update available
Group Features 166
System Parameter Defaults 141
Inteceptor
integrating applications 279
Integration
Launch Method Maintenance 194
Interceptor
adding new applications to 280
configuring new applications 280
definition 264
deny access to settings 287
disabling integration 283
editing launch method settings 283
exporting settings 285
integrating applications 279
launching 280
settings tab 285
Interceptor, Per-user Configuration of 457
K
Keyword
Keyword Maintenance 248
Keywords 247
keywords
adding 248
listing 247
L
launch methods
selecting 191
setting up 192
libraries
default 16
inability to find 19
purging the activity log 430
security 94
library generation, creating a new library from
an existing library 431
Library Group 155
Library Groups 182
Library Name 153, 154
Library Parameters
changing terminology 155
editing document server settings 150
listing document servers 150
listing remote libraries 153
setting up a remote library 153
System Attache settings 146
system default values 138
system defaults 135
system features 137
system permissions 142
system preferences 149
system utilities 142
system version settings 144
terminology, listing 155
Library Users 181
load balancing. See fail-over and load
balancing
Load Network
Group Synchronization 183
User Synchronization 181
Location
Launch Method Maintenance 192
log file
settings 8
Log File Location 136
loginact.asp 112
logins and passwords
access to SQL 94
Attache 98
document server security 104
Logon Option 306
Enable Log Off 306
Force Import of Attache Documents 306
Logon Settings 306
Logon Tab 307
Lotus applications
Lotus 1-2-3 DDE settings 275
Lotus Notes 312
Lotus WordPro DDE settings 275
M
Make New Version from Any Version
Group Versions 171
Versions 145
Manage DM Webtop 144, 169
Manage Doc Import Information 170
Manage Index and Profile Parameters 143,
169
Manage Library Parameters 143, 169
Manage Users and Groups 143, 169
Manage Validation Tables 143, 169
Maximum Sub-versions 146, 172
Maximum sub-versions 205
Maximum tabs on Quick Reference page
DM Webtop Parameters 253
Maximum Versions 146, 172, 205
Media Type 151
Member of 161
INDEX
485
Microsoft
Excel
Active integration, additional setup 450
Active integration, COM automation 453
Active integration,ODMA 449
Passive integration,ODMA 452
PowerPoint
Active integration,ODMA 449
Project
Active integration, additional setup 451
Active integration,ODMA 449
Passive integration,ODMA 452
Word
Active integration,COM automation 453
Active integration,ODMA 449
Passive integration,COM
automation 453
Passive integration,ODMA 452
Microsoft applications
DDE settings 268272
Excel DDE settings 268
Outlook
e-mail integration 290
PowerPoint DDE settings 271
Project DDE settings 271
Visio DDE settings 272
Word
DDE settings 269
footer macros 288
MIME Type
Application Maintenance 189
Minimum Age For Delete (Days) 148, 179
Minimum Local Disk Space (MB) 148, 179
Move Docs When Profile Changes 140
Move Documents When Profile Changes 165
multi-lingual support 256
486
multilingual support
DM Webtop 440
full-text searches 14
full-text searching 443
Multiple File Extensions 198
Multiple Published Versions 145
N
Name
Custom Parameter Definition 259
Custom Parameters 259
Custom Profile Default Maintenance 249
Custom Profile Defaults 248
Native dialog boxes, restricting access to 287
NetTCP 43
NetWare
document servers 46
security for users 103
Network 181
Group Synchronization 182
network accounts
security 99
Network Bindings Configuration 43
network logon preferences 13
Node Icons 219
Non-Compatible Apps 197
Non-Member of 161
Non-Members 172
NT Security Service 100
Number of Characters to TRIM document/
folder name
DM Webtop Parameters 253
Number of Groups in Security Dialog
DM Webtop Parameters 253
O
ODMA
Active integration 449
Passive integration 452
ODMA integration
definition 264
Office 158
On Document Select 254
Operating System 151
Optical 205
Owner 155
P
Passive Integration
integrating applications 279
Passive integration
COM automation 453
ODMA 452
Passive Integration, definition 264
PCDOCS.INI file, location 11, 19
performance monitor settings 423
Per-user DM Linking Configuration 454
Phone 160
Physical Location 150
Document Server 150
Plug-ins, configuring 298
Pre-Connect Search Libraries 165
Pre-connect Search Libraries 140
Presentations, See Corel Suite
Prevent Message Modification 313
preview generation 127
Primary Document Server 136
Primary Group 160
Print Application
Q
Quattro Pro, See Corel Suite
Query Language
DM Webtop Parameters 255
Quick Save 306, 307
R
Read Only 151
Recent Edits setting 258
Registry
exporting files to users 297
exporting Interceptor settings 285
importing Interceptor settings 286
importing new file 297
remote libraries 16
listing 153
setting up 153
Remove Items from Profile New Docs 168
Replacement Value 156
results set settings 47
Rights Inheritance Scheme 144
Run Cost Recovery Module 144, 170
Run Database Import Utility 143, 169
Run Designer Utility 144, 170
Run DM Admin 143, 169
Run Document Import 143, 169
Run Storage Management Utility 144, 170
INDEX
487
S
Search
multi-lingual 256
Search by Default 154
SearchServer. See indexing with DM Indexer
Secure Documents at Network Level 137
security
about 92
DM clients 106
document 91
Document Sentry Agent (DSA) 100
document server access 108
library 94
library authentication 104
NetWare document servers 101
network authentication 105
network operating system level 97
NT Security Service 100
reapplying trustees after recovery from
backup 436
setting up 98
setting up client software 103
users 98
Windows NT/2000 NTFS volumes 100
Security Regeneration utility 436
security, users in NetWare-only
environment 103
server clusters, defining 120
Server Location 154
Server Manager
client application forms 11
creating and managing indexes 20
default library 16
fail-over and load balancing 37
index settings 17
internal caches 50
488
libraries 15
location of PCDOCS.INI file 11
log settings 8
NetWare document servers 46
network logon preferences 13
results set settings 47
SearchServer password 36
starting and stopping 5
starting and stopping the DM Server 6
Server Password 154
Server User Name 154
Shadow documents settings 303
Shadow Edited Files to Local Drive 178
Shadow Files to Local Drive 147
Shadow Path Template 136
Shadow Secured Documents 147, 178
Shadow this Library 154
Short Name 158, 159
Shows on Desktop 190
SQL connection cache size, changing 19
SQL logins and passwords 94
SQL-Connection Cache Size 18
stopwords
DM Indexer 82
Storage Type
archive 205
Delete 205
Keep 205
Optical 205
Sub-version, maximum 205
Supervisor Application 191
Supported File Extensions 198
synchronization
group 182
groups 182
user 180
System Parameters
Attache 146
attache options, setting 146
default values 138
defaults 135
features 137
preferences 149
system permissions 142
utilities 142
versions 144
T
Target Document Server 160
Target Server Column 136
Term Name 156
terminology
changing 155
listing current 155
Time Format 149, 180
Timeout Logon Info
DM Webtop Parameters 254
Timeout Script
DM Webtop Parameters 254
Timeout Session
DM Webtop Parameters 254
Topic Name
DDE Settings, Open 195
DDE Settings, Print 196
transaction monitoring 13
Tree Nodes Configuration 323
Tree Refresh time
DM Webtop Parameters 257
Tree Rendering Mode
DM Webtop Parameters 257
U
Universal Access 164
Use Common Search Form
DM Webtop Parameters 253
Use Enhanced ACL Settings 138
User Format
DM Webtop Parameters 257
User Interface
tree nodes configuration 323
User Location 160
users
adding new 159
adding to groups 172
group membership 161
network aliases 160
synchronization 180
Users and Groups
adding new groups 163
adding new users 159
adding users to groups 161
default Group forms 173
form default values 175
Group aliases 177
Group Applications Form 176
Group Attache settings 177
Group Features 164
Group Master Form 174
group members 172
Group Paper Form 175
group permissions 167
Group Preferences 179
Group Primary Form 175
Group Profile Search Form 175
Group Quick Retrieve Form 176
group synchronization 182
INDEX
489
V
Valid on Profile 190
Validation Tables
Custom Ttables 209
DDE settings
configuring 195
defining applications 187
defining compatible applications 196
file type 197
file type, modifying 197
maintaining Custom Tables 209
selecting launch methods 191
setting up applications 186
setting up launch methods 192
Validation tables
document types 205
Value
Custom Parameter Definition 259
Custom Parameters 259
versions
group settings 170
system settings 144
Versions, maximum 205
490
Viewer Application
Application Maintenance 188
Viewer Control Configuration 455
Visit Author Requesting Edit 145, 171
Visit Entered By 145, 171
W
WCF
InactivityTimeoutMinutes 420
MaxArrayLength 420
MaxConcurrent Sessions 421
MaxReceived MessageSize 420
ports 44
tuning 419
URL Components 44
Webtop Parameters 253
wildcards in content searches 81
Windows Communication Foundation
(WCF) 43
Windows NT NTSF volumes, security 100
WordPerfect, See Corel Suite