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WeWebU OpenWorkdesk / OpenECM-Framework

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The Open Source Solution for Intuitive Working …

The Open Source Solution for Intuitive Working
with ECM Systems

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  • 1. WeWebU OpenWorkdesk / OpenECM-Framework The Open Source Solution for Intuitive Working with ECM Systems Product Description OpenWorkdesk Version 3.0.0 Status: Final Version: 1.0 WeWebU Software AG - Hauptstr. 14 - 91074 Herzogenaurach - Germany P: +49 (9132) 83660-0 - F: +49 (9132) 83660-18 - contact@wewebu.de www.wewebu-software.com
  • 2. WeWebU OpenWorkdesk Page 2 of 42 OWD_PD_B_EN_112010 2010/11/09 1 Introduction .................................................................................................................................... 4 1.1 WHAT MAKES OPENWORKDESK SPECIAL ....................................................................................... 4 1.2 ONE EDITION FOR EVERY USE CASE ............................................................................................. 6 2 Working with WeWebU OpenWorkdesk....................................................................................... 8 2.1 ACCESSIBILITY FOR DISABLED PERSONS......................................................................................... 8 2.2 ERGONOMICS AND USER-FRIENDLINESS ........................................................................................ 8 2.2.1 Functions for Working Ergonomically .............................................................................................. 9 2.2.2 Help Functions............................................................................................................................... 16 2.2.3 Batch Processing........................................................................................................................... 17 2.2.4 Integration of Different Viewers...................................................................................................... 18 2.2.5 Role Dependency and Personal Settings ...................................................................................... 18 2.3 ONE SINGLE INTERFACE FOR CONTENT AND PROCESSES.............................................................. 20 2.3.1 Business vs. Technology Or: Virtual and Physical eFile Structures and Inboxes ......................... 20 2.3.2 Search and Retrieval ..................................................................................................................... 22 2.3.3 eFile Management......................................................................................................................... 23 2.3.4 Business Process Management .................................................................................................... 24 2.4 ADD-ONS ................................................................................................................................... 27 2.4.1 WeWebU Zero-Install Office Integration ........................................................................................ 27 2.4.2 WeWebU OpenWorkdesk Advanced Document Viewing .............................................................. 28 3 Architecture and Customization................................................................................................. 29 3.1 WEWEBU OPENECM-FRAMEWORK ............................................................................................ 29 3.1.1 ECM Adapter ................................................................................................................................. 30 3.2 EXTENSIBILITY AND INTEGRATION POSSIBILITIES OF WEWEBU OPENWORKDESK........................... 31 3.2.1 The Plugin Concept ....................................................................................................................... 31 3.2.2 The Managers................................................................................................................................ 31 3.2.3 The OpenECM Developer Kit ........................................................................................................ 34 3.2.4 Layout and Design......................................................................................................................... 34 3.2.5 Integration options ......................................................................................................................... 34 3.3 EASY CONFIGURATION WITH THE WEWEBU CONFIGURATOR......................................................... 35 4 Compliance and Security ............................................................................................................ 37 4.1 VERSION MANAGEMENT .............................................................................................................. 37 4.2 HISTORIZATION........................................................................................................................... 38 5 OpenWorkdesk Open Source Offering ...................................................................................... 39 5.1 OPEN SOURCE SOFTWARE IS GOOD SOFTWARE ............................................................................ 39 5.1.1 A whole community to support users, administrators, consultants, and developers ...................... 39 5.1.2 Evaluation without risk................................................................................................................... 39 5.1.3 Long-term security and cost cutting............................................................................................... 39 5.2 HOW TO OBTAIN THE OPEN-SOURCE COMMUNITY EDITION ............................................................ 39 6 Glossary........................................................................................................................................ 40
  • 3. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 3 of 42 7 About WeWebU Software AG...................................................................................................... 42
  • 4. WeWebU OpenWorkdesk 1 Introduction 1.1 What makes OpenWorkdesk special WeWebU OpenWorkdesk is a suite of applications for Enterprise Content Management (ECM) with an intuitive Web 2.0 front-end. Even users who do not have any ECM system experience can use state- of-the-art ECM functionalities with minimal training. Its user-friendly navigation with “Windows-like” shortcuts and right mouse button menus, and not at least its innovative Web 2.0 technologies assist users perfectly in dealing with their daily tasks. Fig. 1 OpenWorkdesk’s user interface: clearly structured and easily customizable WeWebU OpenWorkdesk can be accessed via any modern internet browser, which means that there is no need to install any large desktop applications on any respective client PC. At anytime and inside a single browser window, it is easy to switch between document retrieval, eFile management and business process management. docs@work is one such powerful feature of eFile management, which helps to model simplified document-based processes without the need for any expensive Business Process Management (BPM) components. WeWebU OpenWorkdesk is able to work seamlessly across the boundaries of several different ECM systems with a consistent look & feel. Dynamic, virtual, business-oriented views for documents and work items allow the user to work more flexibly and help to replace conventional rigid, physical folders and inboxes. A fine-granular rights-and-role concept provides each user with precisely the information and functions that they would be required to work with. Users would not be bothered or burdened with technical details, such as the whereabouts of the documents’ storage locationMultiple documents from several different repositories can be accessed by the user simultaneously. Thus enabling the user to work more efficiently and focus more intently on accomplishing the task-in-hand, which inevitably leads to a substantial increase in overall productivity. . With the help of a Business Process Page 4 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 5. WeWebU OpenWorkdesk Management component, documents and files are routed to different users or groups for processing along pre-defined paths. Fig. 2 By combining role management and differently configured plugins, every user group gets its own tailor-made application and fast access to specific information. WeWebU OpenWorkdesk can also be provided as a software-as-a-service application, so that several tenants can work simultaneously on identical deployments. It can be accessed via any modern internet browser and therefore it is not necessary to roll-out multiple installations of the application on various client PCs or laptops. OpenWorkdesk applications are future-proof due to the fact that they are based on the WeWebU OpenECM-Framework. The framework separates the user interface and application layer from the underlying ECM system, allowing you to continue using your applications without having to make any laborious modifications to the system, not even after an upgrade or a change in the ECM platform. This independence from the underlying system helps to protect your investment in your application development. Many features that are requested frequently by users are instantly available out-of-the- box. Also many of these common productivity-enhancing features would be normally too expensive to be included in a single custom-built application. With OpenWorkdesk your project team members will have immediate access to rich palette of features. , which can be swiftly configured, without the need for coding, in order to build a customized solution that will meet your content-centric andprocess- automation needs. All this can be achieved with the help of the OpenWorkdesk Configurator - a graphic configuration tool, which helps to configure the OpenWorkdesk in an efficient and optimal way. Through a variety of ways, OpenWorkdesk’s standard functionality can be configured quickly and easily to suit each individual's needs, giving you a faster time to value and saving you costs. This is especially so, when implementing ECM systems throughout an enterprise, where WeWebU OpenECM-Framework helps to substantially reduce the total cost of ownership of such a solution. 2010/11/09 OWD_PD_B_EN_112010 Page 5 of 42
  • 6. WeWebU OpenWorkdesk Page 6 of 42 OWD_PD_B_EN_112010 2010/11/09 1.2 One Edition for Every Use Case WeWebU OpenWorkdesk is the Open Source standard for building composite content applications and vertical document solutions enabling a rapid integration with existing backend systems. WeWebU offers three different editions of OpenWorkdesk for different use cases. Depending on how complex the desired solution would need to be, how much support would be required, and which requirements would exist concerning date security.One can choose from one of the following three editions: 1.The Community Edition provides user-friendly applications for eFile management and retrieval and supports all CMIS-enabled ECM systems. It can be downloaded for free and is licensed under the GNU Public License. The early availability of Community Edition releases allows using the latest features very fast. Customers can use the Community Edition to develop their own solutions and system integrators can build their own vertical applications on top of WeWebU OpenWorkdesk. More information on open source software and how to obtain the OpenWorkdesk Community edition is given later in Chapter 5 of this document. 2.Whoever needs professional assistance, service and support or is searching for an ECM solution with minimal pre-investment can subscribe for the WeWebU OpenWorkdesk Pro Edition. It is licensed according to a subscription model based on the number of processors used in the application server. The yearly subscription price is accounted as operating expenses rather than capital expenses. Customers subscribing to the Pro Edition get full professional support from either WeWebU directly or our highly-qualified reselling partners. Both WeWebU’s and our partners’ professional services organisation efficiently help to design and implement a complete solution that exactly fulfils the customer’s needs. WeWebU OpenWorkdesk Pro Edition comes with support for one single CMIS repository, powerful role management, drag & drop and e-mail integration. Also additionally available are WeWebU Zero-Install Office Integration and Advanced Document viewing, which are both available as billable add-ons. 3.WeWebU OpenWorkdesk Enterprise Edition fulfills the highest demands on functionality, versatility, security, and performance. It provides additional native adapters for IBM ECM and BPM systems as well as JCR. Furthermore, it includes enterprise features such as multi-tenancy, federation and audit trail management, WeWebU Zero-Install Office Integration, Advanced Document Viewing and a broad range of support from WeWebU. If you want to get the most out of your ECM systems and have a large number of users, this would be inevitably the edition of your choice.
  • 7. WeWebU OpenWorkdesk Fig. 3 Supplied features and services available with the different OpenWorkdesk Editions 2010/11/09 OWD_PD_B_EN_112010 Page 7 of 42
  • 8. WeWebU OpenWorkdesk 2 Working with WeWebU OpenWorkdesk 2.1 Accessibility for disabled persons “In 1998 the US Congress amended the Rehabilitation Act to require Federal agencies to make their electronic and information technology accessible to people with disabilities. Section 508 was enacted to eliminate barriers in information technology, to make available new opportunities for people with disabilities, and to encourage development of technologies that will help achieve these goals. The law applies to all Federal agencies when they develop, procure, maintain, or use electronic and information technology. Under Section 508, agencies must give disabled employees and members of the public access to information that is comparable to the access available to others.” www.wikipedia.org (25/10/2010) OpenWorkdesk is compliant with Section 508 of the Rehabilitation Act of 1973 (Section 508) and ensures that all HTML-rendered pages can be displayed without styles in order to provide a sequential reading format for various audible reading aids. Fig. 4 OpenWorkdesk displayed without styles illustrating how a screenreader “sees” it 2.2 Ergonomics and User-Friendliness The success of an ECM project depends fundamentally on user acceptance. Users want to accomplish their tasks quickly and intuitively. Since the focus should be on their business demands, the technology that should aid them should only be a “means to an end”. This is exactly what WeWebU OpenWorkdesk achieves: not only does it incorporate the latest Web 2.0 technologies and Page 8 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 9. WeWebU OpenWorkdesk AJAX functionalitiey but it is easy to use, supports different languages and offers several functions to ease the users’ workload and improve efficiency. 2.2.1 Functions for Working Ergonomically Although OpenWorkdesk is a purely browser-based application, it offers the convenience of a fat-client to the user with right-click mouse drop-down menus and drag and drop features. Web 2.0 Technology The latest Web 2.0 technologies and AJAX functionalities are integrated into the WeWebU OpenWorkdesk. For example, in the document and work item lists it is possible to change the order of the columns by clicking on the column header with the left mouse button, dragging and dropping it to its new position. The column width can be easily modified by simply moving the separator to the required position while keeping the left mouse button pressed. Double-clicking the separator will automatically adjust the column to its optimum width and position. Fig. 5 Web 2.0: Changing the column order using drag & drop Metadata displayed in a list can easily be changed, completed or overwritten by double-clicking on the respective field, which of course saves time and effort of otherwise opening the Edit properties dialog. Fig. 6 In-line editing When the mouse cursor is poised for a short time over a list item, a thumbnail image of the list item’s document is displayed. In all choice lists (dropdown selection boxes), the user can quickly jump to the required property by inserting its initial letters, similar to the look-up feature in an address book or directory in a cell phone. 2010/11/09 OWD_PD_B_EN_112010 Page 9 of 42
  • 10. WeWebU OpenWorkdesk In doing so, the number of choices in the list is reduced, making it quicker and easier to find the required list item. Fig. 7 Auto-completion of entries in choice lists Document import via drag & drop and copy & paste In order to import documents into OpenWorkdesk, the user can simply upload these by using either drag & drop or copy & paste from Windows Explorer or the Windows Desktop To improve the efficiency of document processing, the document class (e.g. insurance claim or application paper) as well as certain metadata can be preset within the system. As soon as a document has been imported, it is immediately available inside the ECM system. When importing several documents at once, the metadata entered for the first document can be inherited by all the following documents In this way, it is possible to import a multitude of documents into the ECM system very fast. Fig. 8 Adding new documents by using drag & drop: The user selects the needed objects in Windows Explorer, drags them to the “Add new documents” icon in OpenWorkdesk and drops them there. Page 10 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 11. WeWebU OpenWorkdesk Keyboard Shortcuts Shortcuts are a feature in OpenWorkdesk that allow the user to quickly execute the most important functions with a simple keypress combination. If the user marks a selection of documents and then presses the shortcut key [CTRL + C], the marked documents will be automatically copied to the clipboard. [CTRL + A] selects all elements from a list so that they can for example be copied all at once. The keyboard down and right arrow keys show all the available shortcuts. Administrators and even users can define their own shortcuts for functions that are needed regularly. Working with the right mouse button The user can work with the right mouse button in OpenWorkdesk, similar to a Windows application. If he clicks one or several objects (e.g. documents or workitems) in a result list, they will be marked and a context menu will automatically open, showing all the relevant functions that are available to him according to his role and his access rights Fig. 9 A context menu appears when clicking marked documents with the right mouse button Multi Functional Clipboard The clipboard allows fast copying and moving documents and folders from one location to another. Therefore it is easy for example to attach several documents to a single work item. The clipboard is connected to the session and available to all views in OpenWorkdesk. It is also possible to copy several objects to the clipboard one-after-the-other and then to perform an action on all of them at the same time (e.g. send paste, send mail, edit properties, …). Both the behavior of the clipboard (append vs. displace) and the available document functions can be configured in the settings. 2010/11/09 OWD_PD_B_EN_112010 Page 11 of 42
  • 12. WeWebU OpenWorkdesk Page 12 of 42 OWD_PD_B_EN_112010 2010/11/09 Fig. 10 The Paste option is automatically activated as soon as there is at least one item on the clipboard. The icons behind the list of documents show all functions that are applicable to them.
  • 13. WeWebU OpenWorkdesk Pull Work Item Function Fig. 11 “Edit next” work item The “Edit next available work item” button located in the menu bar above the inboxes automatically assigns the work item in the current user’s inbox to be edited next, which means that the user no longer needs to sort the list of work items according to priority or date. In this way, work items can be processed more quickly and promptly, without any work items going unnoticed. The administrator sets the sorting criteria that is used to define which work item would be selected next to be edited (e.g. Date of Creation, First In First Out, priority, …). Different List Styles The user has the option to choose between different list styles. Most popular is the AJAX list featuring a wealth of Web 2.0 functionality (see page 9), however there is also the possibility to view list items in either a simple document/work item list, a list of thumbnails or a mixture of both. 2010/11/09 OWD_PD_B_EN_112010 Page 13 of 42
  • 14. WeWebU OpenWorkdesk Fig. 12 Different list types: HTML list, thumbnail list, mixed list and AJAX list with mouse-over thumbnail respectively In every list, apart from the thumbnail list, the list items can be sorted by any field in ascending or descending order, by simply clicking on the field’s respective column header. It is also possible to perform consecutive sorting depending on several different criteria: Having sorted a list based on the contents of one column, the next sort re-orders the results of the previous sort without discarding its order completely. For example, if a user sorts a list by the account number initially and then by the document title, the results will be shown in alphabetical order first and then sorted by account number. The sort order for presenting data is preserved for future result lists. However, once the user has logged out, the sort order will be no longer available. Single Sign On WeWebU OpenWorkdesk supports using an automatic login (Single Sign On), with which users need only to login once on to a network and administrators should be able to manage their users consistently on both the desktop and back-end systems. Favorites The user can bookmark any eFile or document. Under the “Favorites” tab, users will be able to find all their personal favorites listed in a result list with function icons and a context menu. Which means that Page 14 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 15. WeWebU OpenWorkdesk they can perform tasks more quickly to regularly-accessed eFiles and documents, since they can be directly accessed from this view. Fig. 13 Favorites: Sortable lists with both document function icons and context menu Fig. 14 Favorites: Management of stored searches Localization Support WeWebU OpenWorkdesk supports different languages from the very beginning. Fig. 15 Selection of language at logon On the login page, users can choose which language they want to use while working with OpenWorkdesk by clicking the different flag symbols at the top of the page. The browser’s default language is preset. 2010/11/09 OWD_PD_B_EN_112010 Page 15 of 42
  • 16. WeWebU OpenWorkdesk Fig. 16 OpenWorkdesk both in English(background) and German(foreground) Alternatively the user can be provided with a link to launch OpenWorkdesk with a pre-selected language. Both German and English are supported by OpenWorkdesk out of the box. Further languages can be integrated easily even by customers or partners. Date formats are also configurable depending on the language, allowing dates to be displayed uniformly, which of course contributes greatly to improving readability and avoiding errors. 2.2.2 Help Functions Context-Sensitive Help OpenWorkdesk offers a comprehensive online-help. If the user clicks the help tab, the corresponding help page will open automatically. The help page comes with its own scrollbar and so therefore the OpenWorkdesk header should always be visible when scrolling down the help page, which means that the user can quickly go back to the page or dialog that he had been working with prior to opening the help page. . Page 16 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 17. WeWebU OpenWorkdesk Fig. 17 Context-sensitive online-help in OpenWorkdesk Tool-Tips on Function Icons Document and work item lists usually provide icons to quickly execute functions (e. g. Edit Properties). Even though the function behind an icon should be self-explanatory, each icon comes with its own tool-tip describing briefly what its purpose is. The tool-tip automatically appears when the mouse pointer hovers over the specific icon in question. Fig. 18 Help on function icons through tool-tips Marking Touched Objects The Touch Indicator function allows users to quickly see which objects (documents, folders or work items) have already been viewed or worked on by them during the current session. The administrator can define which events are indicated. Fig. 19 The Touch Indicator function shows which objects have been already viewed or edited by the user. 2.2.3 Batch Processing Many OpenWorkdesk functions can be executed on several objects simultaneously. Thus enabling the user to import a complete batch of documents into an eFile, for example, and then giving the user the option either to index each document individually or to set the complete batch of documents with the eral objects simultaneously. Thus enabling the user to import a complete batch of documents into an eFile, for example, and then giving the user the option either to index each document individually or to set the complete batch of documents with the 2010/11/09 OWD_PD_B_EN_112010 Page 17 of 42
  • 18. WeWebU OpenWorkdesk same index value, which of course would save a considerable amount of time. The workflow application also allows the user to mark several work items in an inbox and then process them afterwards individually one-after-the-other without allowing the user in the meantime to return to the inbox until all of the work items have been processed. Fig. 20 Example for batch processing: The “Edit properties” dialog displays initially the first document in the batch. With the two arrows in the top lefthand corner of the page, the user can navigate forwards and and backwards. By clicking the “Save and Next” button, the current metadata is saved and the next document in the batch is then opened. 2.2.4 Integration of Different Viewers By default, WeWebU OpenWorkdesk conveniently displays documents from eFiles and search result lists with the help of a variety of different viewers. Each viewer window shows the name of the opened document in its header, which makes it easier to find the document again even when many viewer windows happen to be opened at the same time. The frame positions of the viewer and of OpenWorkdesk can be preset, so they consistently appear at the same position on the screen, even if the viewer had been closed previously.. For customers who require a more powerful- and unified-viewing experience, , WeWebU offers OpenWorkdesk Advanced Document Viewing as an add-on package (see chapter 2.4.2). 2.2.5 Role Dependency and Personal Settings Role-Dependent Layout, Functions and Document Access In WeWebU OpenWorkdesk everything that is available to the user depends on his role: the layout of the user interface, which applications and functions are available to him and of course which data and documents can be accessed by him. If a user assumes several roles within the same corporation, he only needs to log in once and will be able to switch between his roles flexibly by using the role selector feature. At any time, he will see only Page 18 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 19. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 19 of 42 the functions and master plugins that are available to him to accomplish the tasks in the specific role that he has selected to work as. In addition to all role-based authorizations, OpenWorkdesk of course honours all security mechanisms of each underlying ECM system that it supports, thus offering the highest-level of data security. It is even possible to use layouts depending on the user’s role. This means that the user interface for the OpenWorkdesk can look different for users with different roles (e. g. for staff from a subsidiary or from different departments). All of this is implemented with just one single deployment. Personal User Settings Mr. Doe wants to start with the Search application? Ms. Smith would like to change the several columns with some metadata given in the document lists of eFile Management? No problem with WeWebU OpenWorkdesk. The Settings application allows every user to customize single views according to their particular requirements (Fig. 21). These settings are saved and reloaded at the next log-in, ensuring a unique layout and behavior for each individual user that remains consistent from one session to the next.
  • 20. WeWebU OpenWorkdesk Fig. 21 Personal Basic Settings: If a user always wants to start with the “Search” application, he should simply select it as his start page. 2.3 One single interface for Content and Processes Retrieval, eFile Management and Business Process Management are all possible with WeWebU OpenWorkdesk, which merges all of these applications together seamlessly. At any time during a session, users can switch from one application to an other, work with the second application and then return back to the first without losing any data. This helps to create a unified work environment for both content and processes. For example, a clerk opens a new work item in his inbox and wants to attach a document to it. He switches to the Search application and looks for the respective document with the help of individual search masks. Directly from out of the result list, he copies the document to the clipboard, returns to the BPM application – where his work item is still open – and encloses the document from the clipboard. Done. If several ECM systems are used, it does not matter in which repository the respective data and documents are stored. Due to the unified look & feel, users will not realize that they are working across boundaries of different ECM systems. Herewith, users can use all ECM and BPM functionalities of the IBM ECM platform effortlessly without the need for training. 2.3.1 Business vs. Technology Or: Virtual and Physical eFile Structures and Inboxes eFile structures and inboxes in WeWebU OpenWorkdesk can be created in several ways: 1. By using the physical folders and inboxes of the underlying ECM system, the eFile structures and inboxes from inside the ECM system are displayed in the OpenWorkdesk just as they are. Page 20 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 21. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 21 of 42 2. By defining virtual views. It is possible to do this by defining a specific set of metadata criteria, which enables documents and work items, whose metadata matches the criteria, to be displayed in the corresponding view.. 3. By mixing both and using semi-virtual eFiles and inboxes. There are no visible differences between virtual, semi-virtual and physical views to the user. However, virtual views offer many advantages, e. g.: • No redundancy and automatic assignment: Documents and work items automatically appear in the correct view because of their metadata. They do not have to be manually moved and/or added to folders or inboxes. In this way, one and the same object can be displayed several times in several different virtual views, even though it is stored only once in the ECM system. For example, employees working in a claims office of an insurance company can see a new claim document in the respective customer’s folder, whereas the Claims Manager can see the same document in the “In Progress” folder and hence is able to get an overview of all claims that are currently being processed. By modifying the eFile attributes or changing the document attributes will automatically link documents to the correct eFile, thus guaranteeing consistency between document attributes and eFiles. • Fast and central administration: It is possible to change eFile structures simultaneously and manage them centrally. The administrator can easily create new eFile structures by combining the respective search criteria, so that every department can work with a structure for data storage that supports its needs best. • Flexible forwarding of work items: Work items could be forwarded on to any other user. However, this flexibility is not currently available with IBM FileNet group inboxes in the same way. • Any ECM systems: Virtual eFile structures can be created for any ECM system regardless of system support for folder objects. This independence provides an almost unlimited scalability. It is also possible to create views that combine a number of documents that existin different ECM repositories. Virtual views offer a very flexible way of working. The technical need to store objects in a certain location in the ECM system is no longer a priority, while users can see documents and work items according to their daily business requirements.
  • 22. WeWebU OpenWorkdesk 2.3.2 Search and Retrieval Fig. 22 Search mask in OpenWorkdesk with date-picker control “Finding” is the task – this is why WeWebU OpenWorkdesk provides a convenient search facility for different search masks for regularly-needed search criteria (Fig. 22). The administrator can decide which search fields should appear to the user and can configure this accordingly in the system. Users can input complex search patterns with the help of wildcards that can be used as placeholders for any character (e. g. *, %,…). For setting date criteria, OpenWorkdesk offers a convenient date control with a calendar display. Full text searches are also supported, provided that the underlying ECM system also includes this capability. All this leads to finding documents, eFiles and work items more quickly. Optionally, it is also possible to combine the search capabilities to search for data in external data sources such as a customer database. After clicking Search or pressing the return key, OpenWorkdesk displays the result list. When the user clicks on an eFile displayed in the list, it is automatically opened and displayed in the eFile application. All documents are configured to be opened in their respective viewer or editor. Several different document functions are also readily available. By pressing the return key again or by clicking the respective tab, users can switch between the result list and the search mask. During a session, the criteria from the previous search is remembered by the system and is reshown as starting values for the next search, in case the user wants to base the next search on this criteria. A very convenient feature for recurring tasks is Stored Searches: after a search has been executed with specific search criteria, it can be saved under a name and executed again and again with the same criteria. A management tab under favorites lists all stored searches. Page 22 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 23. WeWebU OpenWorkdesk 2.3.3 eFile Management Fig. 23 eFile Management: All eFiles, no matter whether they are virtual or physical, are shown in a tree structure, similar to Windows Explorer, making it easier to navigate. The most important metadata of the eFile are displayed in the top left corner of the screen for convenient orientation. Managing eFiles and documents electronically in an ECM system is very simple with WeWebU OpenWorkdesk, even for untrained users (see chapter 2.2). Paper-based files can be transformed one-to-one into an electronic image. If an ECM system is already in use, the existing eFile structures can be adopted by OpenWorkdesk. However, it is also possible to create new eFile structures, since not only does OpenWorkdesk support physical structures, but also virtual eFiles (see chapter 2.3.1). This of course means unlimited flexibility and orientation towards business requirements. Users can navigate intuitively through eFiles with the help of a tree structure similar to Windows Explorer – no matter whether they are virtual or physical (Fig. 23). Users have direct and immediate access to recently-opened eFiles and documents can be opened from inside an eFile either for inspection in a viewer or for editing in an appropriate program, such as a text editor. OpenWorkdesk provides numerous functions for managing eFiles and processing documents: • Add new document (via upload from the local network or via drag & drop / copy & paste from Windows Explorer or Windows Desktop) • Copy / cut and paste / move • Edit properties (also available for several documents simultaneously with parallel viewing, Fig. 24) • Complete version management (cp. chapter 4.1) • Show history / search history (cp. chapter 4.2) • Create new eFile (for physical and semi-virtual eFile structures) • Different markings for objects, whichthe user had recently worked with (Fig. 25) • Send documents as e-mail attachments • Send link(s) to one or more documents 2010/11/09 OWD_PD_B_EN_112010 Page 23 of 42
  • 24. WeWebU OpenWorkdesk Fig. 24 Edit properties: The currently selected document is displayed in parallel inside a viewer. Fig. 25 Recently-opened documents are shown e.g. in italics or bold print Further customer-specific functions for processing documents and eFiles can be easily created with the help of WeWebU OpenECM-Framework (cp. chapter 3.2.1). 2.3.4 Business Process Management Many recurrent tasks in an enterprise are always processed following the same procedures. The system can be easily and cleary mapped to these procedures with the help of WeWebU OpenWorkdesk’s Business Process Management (BPM) application. BPM highlights work items in different colors depending on their status (e.g. urgency, due today or deadline approaching) and filters these items into different inboxes helping the user to optimally organize his work load. Simple Process Management with mit docs@work docs@work - a feature of the powerful eFile management - provides the ability to model simple, document-based processes without the need for any BPM components by simply using the metadata of the documents. For example, in accordance to their status, documents are color-coded and appear in several different virtual business views, which replace the traditional and monolithic physical folder structures. Thus, the ability to assign incoming documents automatically to specific members of a Page 24 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 25. WeWebU OpenWorkdesk team, or to ensure that the four-eyes principle for outgoing documents has been adhered to, can be easily realized. docs@work provides simple but effective document processing and is therefore the ideal tool for speeding up daily tasks with minimum effort and maximum efficiency. Fig. 26 Objects in a result list are color-coded depending on specific criteria, e.g. such as priority or when a deadline has been exceeded. Extended Business Process Management with the IBM FileNet Business Process Manager Fig. 27 Processing of work items in the BPM application OpenWorkdesk’s BPM application facilitates to accomplish even complex tasts of business process management. It integrates all work items of the IBM FileNet Process Engine into OpenWorkdesk. Users are provided with several inboxes and views – physical or virtual ones (cp. chapter 2.3.1). These are only containing those work items that the user or his team are supposed to process. It is possible to select several work items at once. Afterwards, all selected work items can be conveniently processed one after the other without the need for returning to the inbox. Marking one or several work items locks the items to prevent changes occurring to them from other users. When the user logs out, they are automatically unlocked again. In order to save time and effort of switching between eFile Management and BPM, work items can contain several documents and eFiles as attachments. Colored-coding help the user to quickly recognize which work items are most important or urgent. 2010/11/09 OWD_PD_B_EN_112010 Page 25 of 42
  • 26. WeWebU OpenWorkdesk OpenWorkdesk’s BPM application provides the following functions: • Process step • Manual and automatical forwarding • Resubmission function • Adding notes • Filter function • Historizing / audit trail (cp. chapter 4.2) • Manual and automatic forwarding of work items according to business rules (process control) In addition to these basic functions, OpenWorkdesk’s plugin capability allows further integration of other project-specific business functions (cp. chapter 3.2.1). In order to make the user’s work easier, the BPM application can provide single ergonomical eForms for each single step of the process. These contain instructions, attachments, input fields and/or choice lists and can be created with simple HTML or JSP forms, but also can be created by using advanced form technologies such as IBM FileNet eForms. Additionally, the document can be displayed next to the corresponding form. So as to guarantee that all work items have been processed even if somebody happens to be absent, the BPM application provides a proxy configuration (Fig. 28). In case of planned absence, such as on vacation or at a seminar, the user can define a proxy in the Settings, where he can name his proxy and set the term for the substitution. If the user is unexpectedly absent, the administrator can also assign a proxy on the user’s behalf Fig. 28 Setting a proxy enables another trusted user to act on behalf of an absent user as a substitute by gaining access to all of his work items The proxy is then presented with a new view, known as the proxy view. Here, all work items from the absent user’s personal inbox, including those work items that existed prior to the proxy being assigned, can be searched for and processed by the proxy during the period defined in the proxy settings. Page 26 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 27. WeWebU OpenWorkdesk Fig. 29 Proxy view showing work items of user who has allowed proxy access. Typically, processes are automatically started when for example a new document of a certain class is imported into the ECM system, particularly when the metadata of the document is modified or if a deadline has arrived. However sometimes it is necessary that a clerk starts a process manually and for this to happen, he would need to use the function “Start a Workflow”, which is available in the context menu (Fig. 30) or directly as an icon next to a document. Fig. 30 Starting a workflow from a result list 2.4 Add-Ons 2.4.1 WeWebU Zero-Install Office Integration With WeWebU Zero-Install Office Integration, WeWebU OpenWorkdesk users get to experience a user-friendly integration of Microsoft Office applications, which for the very first time requires no client installation. Hence all related problems and resulting efforts and costs, required to achieve this, are completely avoided. Nevertheless, every user can access the ECM system intuitively from within Microsoft Office without the need for training. When the user clicks on an Office document in the Web-browser, it is opened with the appropriate Office application. Then the user can edit the document directly without the need to explicitly search for it and re-open it. After editing, the document is re-imported directly back into the IBM FileNet P8 2010/11/09 OWD_PD_B_EN_112010 Page 27 of 42
  • 28. WeWebU OpenWorkdesk Page 28 of 42 OWD_PD_B_EN_112010 2010/11/09 system without any detour through the file system. In the background, the document is of course checked-out and locked to prevent other users from changing it. On saving, the document is automatically checked-in with a new document version number depending on the settings. WeWebU Zero-Install Office Integration uses the standard menus from MS Office, which users are already familiar with. Several complex DMS functions are summarized as a set of intuitive menu items. In this way, the users do not have to concern themselves with version status or any other ECM term and therefore can continue to concentrate on their actual work while using MS Office products as normal without any distraction. 2.4.2 WeWebU OpenWorkdesk Advanced Document Viewing WeWebU OpenWorkdesk Advanced Document Viewing is a comprehensive, Java-based viewing suite, which is tightly integrated into the WeWebU OpenWorkdesk and unifies viewing for all document formats from every repository that OpenWorkdesk supports. The Advanced Document Viewer is the powerful core piece of OpenWorkdesk Advanced Document Viewing. It enables documents of different types (e.g. TIFF, PDF, PDF/A, HTML, XML, MS Office, Open Office, etc.) to be displayed consistently, which means that all documents are displayed in exactly the same way. OpenWorkdesk Advanced Document Viewer is also able to open and display very large documents quickly, thanks to its intelligent memory management and rendering architecture, which help to improve its performance. It is tightly integrated in WeWebU OpenWorkdesk and therefore makes document processing easier and more flexible, while combining it perfectly with optimized business workflows. The Advanced Document Viewer also provides the ability to annotate (using text and/ or graphic objects) for the benefit of illustration, highlighting or even hiding parts of a document, in order to help to contribute in making collaboration more efficient. In spite of this, the original document remains unaltered, thus making it is easy to meet the legal compliance requirements. For working with text-based documents, OpenWorkdesk Advanced Document Viewer provides standardized text retrieval, easy-to-use copy functions and, of course, the possibility to copy image details to the clipboard. OpenWorkdesk Advanced Document Processing is the server-side component of Advanced Document Viewing. Among other things, Advanced Document Processing generates thumbnails of documents and pages for a clearer and easier overview. It prepares MS Office and Open Office documents in order to gain the best viewing results and opens the appropriate application for converting special document formats into whichever format is desired, so that they can be displayed immediately in the OpenWorkdesk Advanced Document Viewer without delay. Furthermore, it is also possible to print large batches of documents asynchronously.
  • 29. WeWebU OpenWorkdesk 3 Architecture and Customization WeWebU OpenWorkdesk is a modular, J2EE-based ECM standard product. It already covers a mulitude of standard scenarios from simple retrieval clients to convenient eFile management and complete business process management (IBM FileNet BPM) applications out of the box. Using its various configuration possibilities in combination with a fine-granular right and role concept, the majority of customer-specific requirements can be achieved without additional coding. Fig. 31 System architecture of WeWebU OpenWorkdesk 3.1 WeWebU OpenECM-Framework WeWebU OpenWorkdesk’s architectural core is a comprehensive, high-level framework for developing ECM applications, known as the WeWebU OpenECM-Framework (Fig. 31). This framework offers two significant advantages: • Protection of investment due to independence from the ECM System: Applications developed with the OpenECM-Framework are independent from the underlying ECM infrastructure.This means that the investment into the development or customization of bespoke applications is protected when the underlying ECM system has to be modernized or even exchanged. Additionally, independence offers another advantage: whenever various ECM systems are used in the same enterprise, which is often the case with larger enterprises for historical reasons (e.g. after a merger), OpenECM applications can be used across the 2010/11/09 OWD_PD_B_EN_112010 Page 29 of 42
  • 30. WeWebU OpenWorkdesk Page 30 of 42 OWD_PD_B_EN_112010 2010/11/09 boundaries of these ECM systems. For example, this opens up the possibility to perform cross-searching on various IBM ECM platforms. In this way, a comprehensive enterprise content platform can be realized without having to migrate the existing repositories. When the time has come for consolidating those heterogenous system environments and an ECM system is to be replaced or migrated to a modern ECM architecture, there is no need to redevelop the existing OpenECM applications. Since OpenWorkdesk is able to access several repositories simultaneously, it is possible to continue using OpenWorkdesk during an actual migration. Large migrations can sometimes take weeks or months to transfer millions of documents from one repository to another, but this can be achieved smoothly and seamlessly with the aid of OpenWorkdesk. OpenWorkdesk users would be able to open, read and modify documents during the migration and would be able to search, open and save documents in the same way as if they were continuing to work in a single repository, while the user is completely unaware that in the background documents are being gradually transferred over to the new repository. • Fast Application Development: Due to its flexible Java libraries, even the most inexperienced Java developers can develop complex ECM applications with minimal programming effort. 3.1.1 ECM Adapter In order to connect WeWebU OpenWorkdesk to an ECM system, an appropriate adapter is required. This adapter is the only central interface to the underlying ECM base system. With the following adapters, you can use WeWebU OpenWorkdesk with a single ECM systemor with a combination of several different ECM systems: Open Standards • CMIS • JCR 170 IBM ECM Systems • IBM FileNet Image Services • IBM FileNet Content Manager • IBM FileNet Business Process Manager • IBM Content Manager (CM8) • IBM Content Manager on Demand Authentication OpenWorkdesk can use whichever authentication mechanism that is offered by its underlying ECM adapter. For example, the ECM adapter for IBM FileNet Image Services applies the same user management as the actual IBM FileNet Image Services ECM system by default. However, normally OpenWorkdesk on its own without any backend repository system would not require any user management. The authentication can be customized by adjusting the ECM adapter to the customer’s environment, while the ECM adapter interface remains completely unchanged. OpenWorkdesk supports also single sign on (SSO).
  • 31. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 31 of 42 3.2 Extensibility and Integration Possibilities of WeWebU OpenWorkdesk WeWebU OpenWorkdesk is a standard software product and will be maintained and enhanced by WeWebU for the long-term. However, when designing it, we also focused on allowing customers and partners to expand it easily and implement complex individual project requirements. By using OpenECM-Framework’s open interfaces, it is possible for customers and partners to implement functional extensions and to be able to integrate the framework with other systems, such as ERP or CRM, with very little effort. 3.2.1 The Plugin Concept Every customer has individual demands for his ECM application and in order to be able to meet so many diverse requirements, OpenWorkdesk’s design is based on a plugin conceptAll functions and function groups in WeWebU OpenWorkdesk are isolated in modules, known as plugins, and can be added to or removed from the system simply by means of configuration. If necessary, functions can be used independently or can be overridden to allow the customer to either enhance or exchange the function. With this capability, WeWebU partners and customers can comprehensively extend OpenWorkdesk in such a way that they can develop their own complete solutions based on the OpenECM-Framework. WeWebU OpenWorkdesk provides plugin interfaces for: • Master Plugins: The master plugins are the primary components of the OpenWorkdesk. By defaultRetrieval, eFile Management and Business Process Management are master plugins that are supplied with the OpenWorkdesk. With the master plugin interface it is possible to develop further plugins or integrate complex third party systems (e. g. workflow engines, portals). Master plugins also have access to the ECM adapter as well as the entire system and are able to intercommunicate with other plugins. The standard plugins for retrieval and eFile Management do not require their own data model. Instead, they have exclusive use of the functionality of the underlying ECM repositories for storing their data. • Document Functions: This interface is used to create and enhance functions for displaying and editing documents and their metadata. Document plugins apply only to selected documents and are therefore located either as icons next to the document, in a context menu and/or in specific dialogs when needed. • eFile Functions: This interface is used to extend the eFile management functionality, e. g. extending functions for adding new documents or for editing eFiles and folders. The plugin has full-access to the opened eFile and its folder. Usually, plugin functions are displayed as icons on the menu bar. • Work Item Functions: This interface is used to create and enhance functions that would be executed on work items in OpenWorkdesk’s BPM application, e.g. functions that are used for editing specific attributes or validation functions. Therefore the plugin accesses the selected (locked) work items and the selected inbox. Each function is able to open a dialog to set its own parameters and flow control. 3.2.2 The Managers There are also other possibilities aside from the plugin concept for customizing OpenWorkdesk to achieve more specific requirements. The components described in the following chapters can be customized or substituted without compromising or impacting the releasability of the software. Field Manager The main problem with document management is usually the lack of consistency of displaying and editing both metadata and search criteria and so it is necessary that all document properties are only
  • 32. WeWebU OpenWorkdesk Page 32 of 42 OWD_PD_B_EN_112010 2010/11/09 entered or modified after a successful validation. So therefore it would be particularly desirable if both the validation and the formatting of the metadata are performed only once, so that from that moment on they would become available automatically for every dialog and context, so that there would be no need to re-enter them repetitively. For this very reason OpenWorkdesk uses a central component for validating and formatting metadata and search criteria, known as the Field Manager. It allows to define the formatting and validation for the settings of every class or data type, allowing these to be available automatically in all related dialog windows and search masks. Invalid input would of course lead to an error message that would be shown directly next to the attribute. Since the component is interchangeable, customized Field Managers can be created for specific customers and their ECM systems. Furthermore, the customized field manages allow both validation of data against backend systems (e.g. ERP or heritage LOB systems) as well as feeding back data into these systems. Of course, also drop-down-lists can be populated with values resulting from queries against backend systems.
  • 33. WeWebU OpenWorkdesk Role Manager The Role Manager is a central component of OpenWorkdesk. It provides every user and every user group with a tailor-made work environment. For example, staff working in the sales office of an insurance company should be concerned about new sales proposals, but not about processing claims. Likewise staff working in the claims office should be concerned about processing claims, but not with new sales proposals. In detail, the Role Manager can set access rights for all of the following items: • Index fields per object class • Object classes • eFile definitions • Designs • Additional functions, like e. g. site settings • Search masks • Virtual inboxes • Plugin instances Using OpenWorkdesk’s interface, administrators can set the authorizations for each user group. Fig. 32 Roll Manager: The administration of plugins for each roll If a user assumes several roles in the corporation (e. g. specialist line manager), he can quickly switch roles by using the role selector without the need to log out and log back in again. Hence, only one account per user is needed. MIME Type Manager The MIME type manager resolves the relation between the MIME type of a document and its corresponding viewer or function. If the user clicks a document, it is opened with the corresponding viewer or alternatively the corresponding function is executed (e. g. open an eFile at eFile management). Even the settings, which the viewer should open with, can be defined by the MIME 2010/11/09 OWD_PD_B_EN_112010 Page 33 of 42
  • 34. WeWebU OpenWorkdesk Page 34 of 42 OWD_PD_B_EN_112010 2010/11/09 type. According to the MIME type, the viewer can for example be opened at different positions and/or with different viewer settings (e. g. zoom). 3.2.3 The OpenECM Developer Kit OpenWorkdesk is designed in such a way that customers and partners can customize and extend it extensively. In order to support developers, WeWebU offers a developer manual and substantial developer documentation including sample code for possible extensions: Component Format Description ECM dummy adapter example Source Small example implementation of an ECM adapter for a eFile system. Offers a good overview of the architecture. Master plugin example Source Simple example of a master plugin. Document function plugin example Source Simple example of a document function plugin. Makes it possible to not only to display functions dynamically, but also to display an icon and tool tips for documents. Work item plugin example Source Simple example of a work item function in the case of management. JavaDoc Documentation of the complete API and the plugin interfaces HTML Files Complete documentation of all Java classes including plugins of the OpenWorkdesk. 3.2.4 Layout and Design The customer is able to dictate exactly how WeWebU Openworkdesk should look like. The entire display and layout of OpenWorkdesk can be easily modified to the specific user requirements by CSS and replacing JSP-files and images (icons for master plugins and functions). Apart from font, color and decoration, the element size and spacing can also be defined in detail. The layout of OpenWorkdesk can be changed to meet almost any customer needs. Furthermore, the JSP pages make it possible to integrate individual and dynamic information content. Since the user interface is implemented as Model-View-Controller pattern, the designer of the user interface does not need to know about business logic or Java implementation. Therefore it should be easy to stay within the corporate identity guidelines of an enterprise or even single departments/subsidiaries. It is also possible to display the appropriate design according to the user’s role. OpenWorkdesk can also be integrated seamlessly into any existing enterprise portal. 3.2.5 Integration options Integrating WeWebU OpenWorkdesk with other applications is an important step towards our vision of unified Enterprise Information Management. The best and simplist way to be able to do this is by integrating URLs (hyperlinks). WeWebU OpenWorkdesk can be configured to encrypt these URLs and sets a maximum usability period for them. URL encryption helps to reduce the URL string length and gives them a more uniform look. They can for example be used in conjunction with Lotus Notes 7. Furthermore, in combination with a limited validity period, it helps to greatly improve the security of the system. Remote Control Function OpenWorkdesk’s remote control function enables users to execute specific functionality via an URL (hyperlink), such as displaying documents, executing a search with certain parameters, editing
  • 35. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 35 of 42 metadata or copying a document to the clipboard, just to name a few.. Thus, OpenWorkdesk be can easily and conveniently integrated into third party systems, such as CRM or ERP. E-Mail Link The function “E-Mail Link” creates an e-mail, in which it embeds a unique OpenWorkdesk hyperlink to a document, allowing the recipient of the e-mail to automatically open the document by simply clicking the hyperlink. Deep Links Additionally, OpenWorkdesk also supports deep links, for example into IBM FileNet Workplace, which means that there is no need for the user to login persistently into the system to access or retrieve eForms ,entry templates or workflow information. 3.3 Easy configuration with the WeWebU Configurator Most customer requirements can be implemented in WeWebU OpenWorkdesk simply by configuration without the need for coding. To achieve this, administrators are assisted by WeWebU Configurator (Fig. 33). This graphical user interface based on the Eclipse platform is used not only to help administrators with an initial set-up, but also when installing upgrades, by enabling the administrator to create new plugins or modify existing ones. With the aid of filtering, required plugins are quickly found and new plugin instances can be created rapidly with a simple copy & paste. The Configurator also comes with an integrated help system to assist users with configuration. Thanks to its clear layout and structure, the Configurator is intuitive to use. All configuration is carefully validated by the Configurator on input, greatly reducing any margin for error and ensuring a more stable and robust system. Generally, the WeWebU Configurator can assist administrators with all configurations with minimal time and effort.
  • 36. WeWebU OpenWorkdesk Fig. 33 Quick, clear and concise: configuring WeWebU OpenWorkdesk using the WeWebU Configurator Page 36 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 37. WeWebU OpenWorkdesk 4 Compliance and Security Even though compliancy requirements differ considerably from branch to branch and from corporation to corporation, there is always one common denominator: higher transparency and control over contents and processes within the enterprise. Documents and work items managed and edited in OpenWorkdesk can be controlled by authorized personnel at anytime by means of the OpenWorkdesk’s complete and comprehensive version management and historization capability, thus yielding the highest level of transparency. Despite all possibilities for customization and enhanceability, OpenWorkdesk runs without restrictions with future releases of the ECM system. All data and documents are also immediately available after updates and upgrades without the need to migrate them beforehand. Therefore, WeWebU OpenWorkdesk is designed to administer legal rules and regulatory directives optimally, with regard to storing and managing documents, as well as documenting critical business processes. 4.1 Version Management Fig. 34 Displaying all versions of the same document The following complex version management functions are available in OpenWorkdesk, provided that they are supported by the underlying ECM system (e.g. IBM FileNet Content Manager, IBM Content Manager, Alfresco ECM): • Check Out • Cancel Check Out • Check In • Save • Show Versions • Demote / Promote Version 2010/11/09 OWD_PD_B_EN_112010 Page 37 of 42
  • 38. WeWebU OpenWorkdesk 4.2 Historization Fig. 35 Showing the audit trail in Edit properties dialog WeWebU OpenWorkdesk provides a broad range of possibilities for historizationand the extent primarily depends on the underlying history manager and the administrator‘s configuration. The configuration choices can range from recording the bare minimum of the system usage to logging every individual mouse click, e.g. when modifying attributes. If necessary any authorized user can reconstruct every single step of processing by viewing an object’s history (or audit trail). Page 38 of 42 OWD_PD_B_EN_112010 2010/11/09
  • 39. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 39 of 42 5 OpenWorkdesk Open Source Offering 5.1 Open source software is good software Open-source software is used more widespread than closed source. WeWebU actively promotes and encourage users and developers to join the OpenWorkdesk community, which in turn helps us to openly discuss topics and enables us to gain feedback.In the long run this helps us to improve our software with better features that are more relevant to our customers' needs. 5.1.1 A whole community to support users, administrators, consultants, and developers An important complement of the WeWebU open source offering is the community forum that anybody is free to join. It is an easy to use feedback channel. Furthermore, users of both the comminuty and the commercial editions would receive a broader range of support, since not only would they be able to benefit from the advice from our experts in the WeWebU team, but also could tap into the knowledgebase of the entire community by browsing and posting in any one of the forum threads. 5.1.2 Evaluation without risk The real benefit comes when you are in the evaluation phase of OpenWorkdesk. There is no risk associated with trying the software. Only a little pre-investment in terms of labor and time would be needed. The OpenWorkdesk Community Edition is free and can be downloaded from the community website. Combine it with e.g. Alfresco ECM or any other CMIS-compliant ECM repository and immediately you will be able to start your evaluation or even set up your first project. We even provide a tool that loads data definitions as well as data and documents into an Alfresco ECM repository inorder to provide a real world example to start with. Furhtermore, by making the source code available online, we give you the chance to audit the software and verify our claims regarding security, adherence to standards, good programming practice and so forth. There is no buying a “pig in a poke”. Only when you are sure that OpenWorkdesk fits your needs and you would like to be able to run more advanced and sophisticated projects with higher demands on security and functionality, then you may like to consider either subscribing for the OpenWorkdesk Pro Edition or licensing the OpenWorkdesk Enterprise Edition. More information on the different editions is given in chapter 1.2. 5.1.3 Long-term security and cost cutting Not only is the open source model beneficiary for you and many others while you are evaluating or using OpenWorkdesk. Think long-term. Even in the unlikely case that WeWebU disappears from the market or stops any further development on OpenWorkdesk, you have the source code in your hands and can continue to maintain your installation of the OpenWorkdesk and even the possibility to go on to start new projects with it. That's long-term security! Finally it is proven that by using open source software, you can reduce the total cost of ownership for your solution, which in turn will generate an overall saving helping to reduce costs. 5.2 How to obtain the open-source Community Edition The OpenWorkdesk Community Edition accompanied with user documentation and its source code can be downloaded directly from SourceForge. Use this link to navigate directly to the download page: http://sourceforge.net/projects/owd/
  • 40. WeWebU OpenWorkdesk Page 40 of 42 OWD_PD_B_EN_112010 2010/11/09 For help, tips and further information, we strongly encourage you to visit openworkdesk.org, which is provided to host our CommunityEdition forum and to enable people to openly discuss each other’s questions: http://www.openworkdesk.org For further information about WeWebU products, please go to our main website: http://www.wewebu-software.com 6 Glossary Term Description AJAX Asynchronous Javascript and XML Concept to exchange data between a server and a browser without the need to reload a web page completely with every request. BPM Business Process Management Systematic support and optimization of business processes within an organization CMIS Content Management Interoperability Services A specification and standard for improving the interoperability between Enterprise Content Management systems, overseen by the standards body OASIS (of which WeWebU participates as an active member). COLD Computer Output on Laser Disk Method for saving data on digital optical storage media CSS Cascading Style Sheets Used to describe the presentation of a web page written in HTML DMS Document Management System System for digital capturing, management, retrieval and archiving of documents ECI Enterprise Content Integration Integration of unstructured information (e. g. documents) which are managed in different repositories within the organization because of different reasons ECM Enterprise Content Management Management of unstructured information (e. g. documents) within an organization as well as their integration into the business processes of the organization HTML Hypertext Markup Language Standardized markup language for creating web pages
  • 41. WeWebU OpenWorkdesk 2010/11/09 OWD_PD_B_EN_112010 Page 41 of 42 Term Description ISRA Image Services Resource Adapter Interface to IBM FileNet in order to access the IBM FileNet Image Services repository via Java-based applications J2EE Java 2 Enterprise Edition Extension of the Java 2 Standard Edition for development and operation of enterprise- specific applications JSP Java Server Pages Java technology that allows to dynamically generate HTML web pages MVC Model View Controller A robust design pattern adopted by web applications to deliver content securely and dynamically. OCR Optical Character Recognition Software which translates images of typewritten text (usually captured by a scanner) into machine-editable text XML eXtensible Markup Language Simplified subset of the Standard Generalized Markup Language (SGML) for presenting structured data
  • 42. WeWebU OpenWorkdesk Page 42 of 42 OWD_PD_B_EN_112010 2010/11/09 7 About WeWebU Software AG WeWebU Software AG is the specialist in Enterprise Information Management. With our standard products, enterprises will be able to access their complete information infrastructure via a unified, process-oriented working environment: thus reducing costs; increasing employees’ productivity; making decisions faster and better; and shaping a more agile, innovative and dynamic enterprise. WeWebU Software AG operates internationally. It cooperates with leading EIM manufacturers and consulting firms and is an IBM Advanced Business Partner, as well as an Alfresco Systems Integrator & Solutions Partner. The ever-growing customer-base of WeWebU Software AG consists of corporate companies such as Bayerischer Rundfunk, SAPERION AG, Siemens AG and DATEV, and financial institutions such as Hamburger Sparkasse, Sparkasse Bremen, UniCredit Leasing, Visana Group, SUVA and NÜRNBERGER Versicherungsgruppe, as well as several US federal and state agencies, such as the California Department of Public Health. The texts and figures in this document have been composed with reasonable care and attention. However errors cannot be completely excluded. WeWebU Software AG disclaims any liability for incorrect or incomplete information. Only individual offers are binding. Software and documentation are proprietary. All rights reserved. All other trademarks or registered trademarks are the property of their respective owner. All company names and individuals, who happen to appear in screenshots as examples throughout this document, are completely imaginary. Possible similarities with actually existing companies or individuals are accidental and unintentional.

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