Share Top | Integrate EMC Documentum with SharePoint

Product & Services Description Enabling Documentum through a SharePoint Portal Verinon‟s partnership with both EMC Documentum as well as Microsoft uniquely positions us to bridge two ideally suited offerings. As Documentum evolves, what is clearly apparent is EMC‟s continued commitment to creating a product with a set of robust gateways, allowing organizations the use of Documentum as a centralized repository for any content that could have been introduced directly into EMC Documentum from an existing ERP or even other similar products. Microsoft SharePoint increasingly continues to be the software industry‟s preferred portal solution. As such, SharePoint is uniquely suited to facilitate a collaborative environment where the objective is not to replicate a set of stored information but to facilitate a process where multiple people, each with varying access rights and privileges are collaborating on the same one set of information. When viewed in conjunction SharePoint and Documentum are clearly complimentary, where one can serve as the central repository for all information, while the other serves as a doorway to view this information. This need has led to the creation of the Verinon„s ShareTop framework, which enables both internal and external members of the same company but also partners, clients or suppliers secure and managed access to the information stored in an EMC Documentum environment. We accomplish this by using a Microsoft SharePoint based presentation layer that acts in many cases as an alternative to Documentum WebTop. When one approaches options around deploying two different platforms, there can be issues associated with either integration or which platform has the sole valid copy. But, it also presents flexibility where in some instances the combined SharePoint and Documentum platform allows for some instances where some artifacts are better off stored in Microsoft SharePoint MOSS rather than in the central repository of EMC Documentum. This could prove to be an issue for some organizations where it not only further fragments of the location of data, but it also creates further complexities in being able to locate the correct document. The prospective user is now at the mercy of not one, but both EMC Documentum and Microsoft SharePoint MOSS search facilities. Hence, as an added option, the ShareTop framework also brings an element of enterprise search to attack this issue by integrating the Google Search Appliance (GSA). This feature allows a user to perform a single search from the ShareTop platform and simultaneously search multiple EMC Documentum repositories or Microsoft SharePoint sites.

The ShareTop Framework Advantage  Flexibility to be a pluggable piece that is added to an existing SharePoint environment or as a standalone SharePoint offering  Maintains all EMC Documentum security and user privileges, adhering to existing access rights  Scalable, leveraging the depth of EMC Documentum, presentation layer ease and flexibility of SharePoint and the enterprise search reach of the Google Search Appliance (GSA)  Single sign-on, enabling the ability to log into Microsoft SharePoint MOSS and EMC Documentum simultaneously  Customizable look and feel, catering to unique needs that could vary by supplier, by client or by partner  Allows for a centralized enterprise search facility enabling users to navigate/search multiple repositories and sites simultaneously  Organizational flexibility, where the location of information does not determine how/what can be presented to suppliers, partners or clients  Commitment to growth, supporting multiple versions of EMC Documentum, including D6  Flexible support and maintenance arrangement to fit client‟s unique and at times global needs

ShareTop features…..1 Authentication  Login to EMC Documentum Repository automatically (single sign on): When the user authenticates on to SharePoint, behind the scenes, that same user's credentials are used to complete the transparent login to EMC Documentum Cabinets & Folders  View the cabinets: This access is limited by the user's access EMC Documentum rights to the same cabinets  View the items (Folders / files) inside the cabinet: Once inside a cabinet, the user's EMC Documentum privileges determine ability to view folders or their contents  View the items (Folders / files) in the home cabinet: Home cabinet contains User's personal documents and folders. On clicking the Home cabinet node in the browser tree, the user has access equivalent to the same view via EMC Documentum Webtop  View properties of an item (folder /file): The user can view the properties of the selected folder / file  Edit Properties of an item (folder /file): The user can edit the properties of the selected folder / file  Import a document: User can import files into the repository. The files and folders can come from varying source locations  Open a document: The user can view a file by clicking on it. Similar to EMC Documentum Webtop, this act opens the file in read- only mode and opens it without the need to check it out

ShareTop features…..2 My Files & Inbox  View My Files: On clicking the My Files node in the browser tree, it displays the files which the user has recently created, edited or checked out  View Inbox items (Tasks/Notifications/Both): On clicking the Inbox node in the browser tree, it displays the tasks and notifications sent to user Subscriptions  View the subscriptions: On clicking the Subscriptions node in the browser tree, it displays the files and folders to which the user has subscribed  Subscribe a document: To have quick access to a folder, or file, user can subscribe to the folder, or file. The item then appears in user„s Subscriptions. Instead of navigating through the repository to find the item, user can access it quickly through Subscriptions  Unsubscribe a document: The Subscribe option is replaced by the Unsubscribe option when you have subscribed to the item. The user can click Unsubscribe to remove the subscription for the selected item Renditions  Convert a virtual document to a simple document: The user can convert a virtual document to a simple document  Convert a simple document to a Virtual document: The user can convert a simple document to a virtual document  Display all versions of the selected items: This will display the all versions of the EMC Documentum object selected by the user  View Renditions: This will allow the user to view the renditions of the selected object

ShareTop features…..3 Workflows & Lifecycles  View My Workflows: On clicking the My Workflows node in the browser tree, it displays the workflows initiated, halted or resumed by this user  Initiate a workflow with a single package: The user can start a workflow via the use of a package  Pause a workflow: The user, through My Workflows list can identify and pause a workflow in progress. Note the facility is noted below on how to restart or terminate a workflow  Terminate a workflow: The user, through My Workflows list can identify and terminate a workflow  Resume a paused workflow: The user, through My Workflows list can identify and resume or terminate a paused workflow  Assign a lifecycle: The user can attach a lifecycle manually for the selected document  Remove a lifecycle: The user can detach the lifecycle for the selected document  Promote an item: The user can Promote a document which advances the document to its next lifecycle state  Demote an item: The user can Demote a document which returns the document to its previous lifecycle state  Suspend an item: The user can Suspend a document which halts the document's lifecycle progress  Resume a suspended item: The user can terminate previous Suspend action on a document and allow it to Resume a lifecycle progress

ShareTop features…..4 Search  Perform an EMC Documentum simple search: The user can perform simple search which returns documents that have at least one of user's search words. Equivalent to the EMC Documentum Webtop functionality, the search results first display documents that have all the search words followed by a listing of documents that do not have all the terms but have at least some part of the search criteria  Advanced EMC Documentum Search: Thought similar to look and feel, unlike the simple search, the advanced search also allows the user to select specific properties of search. The search results display the items that match user's search criteria in the EMC Documentum Cabinets Webpart. The user has the ability to perform more tailored searches such as date or size based searches on the documents in the EMC Documentum Repository  Enterprise Cross Platform Search: This is an optional add to ShareTop and is powered through the use of a Google Search Appliance (GSA) or a Google Mini appliance depending on the complexity of the content within the client repositories. The advantages of this options as an integrated enterprise search includes the following:

ShareTop features…..5  Cross platform search: In a multi platform repository environment such as EMC Documentum and SharePoint, the only available option to search in both sources is to do a search in each environment one at a time. Beyond the issue that the search has to be done twice, the way the indexing is done in these two products is not identical hence, varying the search request could be mandatory to locate all results. Using the GSA, the advantage lies in the ability to issue one request and succeed in doing a search on all repositories  One Search result set inclusive of all results: Beyond the ease in initiating one search request is the added advantage that the even a search off multiple EMC Documentum and/or SharePoint repositories will be nicely organized and presented to the requester as one result set  Smarter search: Much like www.google.com, the GSA has a robust “suggestion” driven algorithm that makes allowances for users that do not correctly spell the search request. For example in EMC Documentum, unless the search request is correct spelled including having the proper letters in caps, the search will not locate a correct results. For example a document stored as “Webtop” within EMC Documentum can't be located if the search string is “webtop”

ShareTop features…..6 Administration  Easy to use SharePoint-Documentum configuration: This feature is a privileged function where the SharePoint administrator(s) can configure and credential connection to EMC Documentum so as to make sure rights and privileges are delivered in ShareTop are a match to what is granted in EMC Documentum Webtop

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Share Top | Integrate EMC Documentum with SharePoint

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