Module 1 Enterprise Content Management

Module Objectives Describe an enterprise content management system Explain how the Content Server repository stores and manages content Describe the types of content and formats that can be managed by the repository Explain versions and renditions List the ways new content can be introduced into the repository Create new content in the repository Move, copy, and link content in the repository

Describe an enterprise content management system

Explain how the Content Server repository stores and manages content

Describe the types of content and formats that can be managed by the repository

Explain versions and renditions

List the ways new content can be introduced into the repository

Create new content in the repository

Move, copy, and link content in the repository

Enterprise Content Management (ECM) The Documentum ECM platform helps manage unstructured content Over 80% of enterprise content is unstructured Problems associated with unstructured content: Ineffectively classified Difficult to find Not secure Difficult to verify authenticity Unregulated ECM Basics Content Server Repository Working with the Repository Creating Content Manipulating Content Structured Unstructured Email & Attachments PDFs Checks X-rays Paper Documents Rich Media Web Pages Audio & Video Records Invoices Manuals Claims Contracts Instant Messages Forms Images XML Rows and Columns

The Documentum ECM platform helps manage unstructured content

Over 80% of enterprise content is unstructured

Problems associated with unstructured content:

Ineffectively classified

Difficult to find

Not secure

Difficult to verify authenticity

Unregulated

ECM Basics

Content Server Repository

Working with the Repository

Creating Content

Manipulating Content

The ECM Solution The Documentum ECM platform: Adds intelligence to content for fast searches Manages content lifecycles according to user-defined business rules Controls publishing of content through multiple channels and formats Controls access to documents based on security levels Enforces business rules and regulatory requirements Supports collaboration Integrates with authoring tools and enterprise applications

The Documentum ECM platform:

Adds intelligence to content for fast searches

Manages content lifecycles according to user-defined business rules

Controls publishing of content through multiple channels and formats

Controls access to documents based on security levels

Enforces business rules and regulatory requirements

Supports collaboration

Integrates with authoring tools and enterprise applications

The Big Picture Documentum ECM Platform Create / Capture Manage Deliver / Archive Security and Audit Trails Library Services Versioning Lifecycles and Workflows Renditions and Transformations Office Applications (MS Word) XML Applications CAD Applications Scanned Images Computer-Generated Documents (Reports) Enterprise Applications (ERP, CRM, etc.) Fax CD-Rom Publications Email Wireless Websites Archival / Storage

Security and Audit Trails

Library Services

Versioning

Lifecycles and Workflows

Renditions and Transformations

Benefits of ECM: Storage & Retrieval Advantages to managing documents in an ECM system versus a file system: File System Can't be certain that a document is the latest version Limited permission settings for individual documents Search for documents based on a limited set of properties Different formats maintained as separate files Workflow and routing not available Documentum ECM Platform Always access most up to date version of a document Restrict who can read, edit, or delete a document Search for documents based on descriptive information Seamlessly maintain different formats of same document Route documents for review and approval

Advantages to managing documents in an ECM system versus a file system:

Can't be certain that a document is the latest version

Limited permission settings for individual documents

Search for documents based on a limited set of properties

Different formats maintained as separate files

Workflow and routing not available

Always access most up to date version of a document

Restrict who can read, edit, or delete a document

Search for documents based on descriptive information

Seamlessly maintain different formats of same document

Route documents for review and approval

Benefits of ECM: Content Distribution Advantages to distributing documents managed by an ECM system versus files stored on a file system E-mail Reference documents via file system paths that: don't necessarily reference the latest version are invalid if the document is moved Sending a document as an attachment exacerbates version and security issues increased disk space usage File System Documentum ECM Platform Reference documents via dynamic URLs that: always retrieve correct version of a document always retrieve the document even if it changes location restrict access to the document based on permission settings

Advantages to distributing documents managed by an ECM system versus files stored on a file system

Reference documents via file system paths that:

don't necessarily reference the latest version

are invalid if the document is moved

Sending a document as an attachment exacerbates version and security issues

increased disk space usage

Reference documents via dynamic URLs that:

always retrieve correct version of a document

always retrieve the document even if it changes location

restrict access to the document based on permission settings

Example Scenario: Driver's License Application (E-Form) Digital Picture Digital Thumbprint Proof of Insurance (scan) Issued License Renewal Notice Timer (Agent) Completeness Check Workflow Background Check (search) 5 Years Later…

Documentum ECM Content Context Decisions, Outcomes Processes Projects Templates Production SOPs R&D Compliance Technical Publishing Brand Management System Documentum ECM Platform Process Portal Online Catalog Customer Newsletter Financial Disclosure

The Documentum Repository Documentum’s repository: Stores content on a file storage system Stores properties in a Relational Database Management System (RDBMS) Resides on a UNIX, Linux, or Windows server ECM Basics Content Server Repository Working with the Repository Creating Content Manipulating Content Repository File Storage System Database TERMINOLOGY NOTE : The terms repository and Docbase are often used interchangeably

Documentum’s repository:

Stores content on a file storage system

Stores properties in a Relational Database Management System (RDBMS)

Resides on a UNIX, Linux, or Windows server

ECM Basics

Content Server Repository

Working with the Repository

Creating Content

Manipulating Content

The Content Server The Content Server is a service that manages the repository The repository can only be accessed via the Content Server Supports client-server and web-based applications Repository File Storage System Database Content Server

The Content Server is a service that manages the repository

The repository can only be accessed via the Content Server

Supports client-server and web-based applications

Repository Objects Content is stored in the repository as an object An object is made up of two elements: Properties - stored in the database Content file (optional) - stored on the file system Repository File Storage System Database Content File Properties owner name creation date object name

Content is stored in the repository as an object

An object is made up of two elements:

Properties - stored in the database

Content file (optional) - stored on the file system

What are Properties? Properties are used to describe all objects in the repository Useful for searching and organizing information Property values can be assigned in a variety of ways: Automatically by the Content Server Automatically by a client application Manually by a user Programatically through customization owner name: John creation date: 05-21-2005 object name: Assembly Process format: msw8 subject: Manufacturing keywords: mfg , tool , assembly Content File Properties TERMINOLOGY NOTE : The terms metadata , properties , and attributes are used interchangeably throughout this course

Properties are used to describe all objects in the repository

Useful for searching and organizing information

Property values can be assigned in a variety of ways:

Automatically by the Content Server

Automatically by a client application

Manually by a user

Programatically through customization

What is Content? Any type of electronic data can be managed by the repository: Document Web page XML document Report Executable Engineering drawing Scanned image Audio or video file Thumbnail file Corporate Record

Any type of electronic data can be managed by the repository:

Document

Web page

XML document

Report

Executable

Engineering drawing

Scanned image

Audio or video file

Thumbnail file

Corporate Record

File Formats Content files in the repository can be of any format Content files can be created with any application When a document is accessed, the appropriate viewing or editing application is automatically launched on the client computer MPEG JPG DOC OCR DWG PPT WAV

Content files in the repository can be of any format

Content files can be created with any application

When a document is accessed, the appropriate viewing or editing application is automatically launched on the client computer

Versions When a document is modified it is stored in the repository as a new version Each version is represented by a unique set of properties and content Each version has a unique version number The initial version number is 1.0 By default, users automatically access the most recent, or CURRENT , version Always only one CURRENT version of a document Can revert to previous versions when needed 1.1 2.0 1.0 CURRENT

When a document is modified it is stored in the repository as a new version

Each version is represented by a unique set of properties and content

Each version has a unique version number

The initial version number is 1.0

By default, users automatically access the most recent, or CURRENT , version

Always only one CURRENT version of a document

Can revert to previous versions when needed

Renditions A content file can also be associated with one or more renditions A rendition is a read-only representation of the content that differs from the original in some way Different format, language, resolution, etc. A content file and its renditions are managed as a single document in the repository PDF HTML Foreign Translation Renditions Native Format DOC

A content file can also be associated with one or more renditions

A rendition is a read-only representation of the content that differs from the original in some way

Different format, language, resolution, etc.

A content file and its renditions are managed as a single document in the repository

Security Access to objects in the repository is controlled by object permissions A flexible permissions structure that allows the granting of specific access levels to specific users Permissions can be assigned automatically or manually based on business requirements VERSION WRITE DELETE READ RELATE WRITE

Access to objects in the repository is controlled by object permissions

A flexible permissions structure that allows the granting of specific access levels to specific users

Permissions can be assigned automatically or manually based on business requirements

Client Applications Users interact with the Content Server Repository through client applications Documentum clients Application integrations Custom client applications Repository Documentum Webtop Documentum Desktop MS Word Integration Content Services for SAP ECM Basics Content Server Repository Working with the Repository Creating Content Manipulating Content

Users interact with the Content Server Repository through client applications

Documentum clients

Application integrations

Custom client applications

ECM Basics

Content Server Repository

Working with the Repository

Creating Content

Manipulating Content

Documentum ECM Clients Documentum Webtop Web based interface No client software installation required Runs in a browser Documentum Desktop Dedicated application installed on client computers Integrates with Windows Explorer

Documentum Webtop

Web based interface

No client software installation required

Runs in a browser

Documentum Desktop

Dedicated application installed on client computers

Integrates with Windows Explorer

Classic vs. Streamline View Webtop offers two different interface views: Streamline A simplified view where links are used to represent actions that can be performed on an object Classic A traditional cabinet- folder view that uses a hierarchical navigation tree and menu options The examples shown in this course are based on Classic view

Webtop offers two different interface views:

Streamline A simplified view where links are used to represent actions that can be performed on an object

Classic A traditional cabinet- folder view that uses a hierarchical navigation tree and menu options

The examples shown in this course are based on Classic view

Cabinets and Folders Content in the repository is displayed using a cabinet/folder hierarchy Actual location of content on the server is transparent to users Each user is assigned a home cabinet or folder Shared cabinets and folders also exist in the repository Sales Gina Meetings Proposals Project Meetings Company Meetings Shared cabinet for Sales documents Home cabinet for user Gina

Content in the repository is displayed using a cabinet/folder hierarchy

Actual location of content on the server is transparent to users

Each user is assigned a home cabinet or folder

Shared cabinets and folders also exist in the repository

New Content Content can be introduced into the repository in several ways: Content is created by a third party application and stored in the repository with the help of a Documentum client Existing content is imported into the repository through a Documentum client Content is created and stored in the repository by an application integration Repository Documentum Webtop Application Integration Existing Content MS Word ECM Basics Content Server Repository Working with the Repository Creating Content Manipulating Content

Content can be introduced into the repository in several ways:

Content is created by a third party application and stored in the repository with the help of a Documentum client

Existing content is imported into the repository through a Documentum client

Content is created and stored in the repository by an application integration

ECM Basics

Content Server Repository

Working with the Repository

Creating Content

Manipulating Content

Importing Existing Content: Webtop To import existing content using Webtop: Select the folder where you want the imported document to initially appear Select File > Import from the menu The Import screen appears Click Add Files to browse the local file system to locate the file to be imported

To import existing content using Webtop:

Select the folder where you want the imported document to initially appear

Select File > Import from the menu

The Import screen appears

Click Add Files to browse the local file system to locate the file to be imported

Importing Existing Content: Webtop (continued) After the file has been selected, click Next Provide the Name , Type , and Format for the imported document Click Finish to transfer the document to the Repository

After the file has been selected, click Next

Provide the Name , Type , and Format for the imported document

Click Finish to transfer the document to the Repository

Importing with Drag and Drop Webtop can be configured to use a drag and drop plugin Allows files to be dragged from the operating system directly into Webtop folders Allows objects to be dragged from Webtop folders directly to the operating system To configure drag and drop in Webtop: Click Preferences from the main page Click the General tab Select the Use the drag and drop plugin checkbox Click OK to download the plugin

Webtop can be configured to use a drag and drop plugin

Allows files to be dragged from the operating system directly into Webtop folders

Allows objects to be dragged from Webtop folders directly to the operating system

To configure drag and drop in Webtop:

Click Preferences from the main page

Click the General tab

Select the Use the drag and drop plugin checkbox

Click OK to download the plugin

Importing Existing Content: Desktop To import an existing document using Desktop: Drag the document from the file system onto the target folder in Desktop The Import dialog appears Adjust Name , Type , and Format properties Click Import

To import an existing document using Desktop:

Drag the document from the file system onto the target folder in Desktop

The Import dialog appears

Adjust Name , Type , and Format properties

Click Import

Creating New Content: Webtop To create new content through Webtop: Select the folder where you want the document to initially appear Select File > New > Document from the menu The New Document creation screen appears Enter the Name , Type , Format , and Template for the document Click Finish to launch appropriate editing application

To create new content through Webtop:

Select the folder where you want the document to initially appear

Select File > New > Document from the menu

The New Document creation screen appears

Enter the Name , Type , Format , and Template for the document

Click Finish to launch appropriate editing application

Creating New Content: Webtop (continued) Save your new document and close the editing application Select your new document in the Webtop interface Select File > Check In from the menu The Check In screen appears Click OK to save the document in the repository

Save your new document and close the editing application

Select your new document in the Webtop interface

Select File > Check In from the menu

The Check In screen appears

Click OK to save the document in the repository

New Content in the Repository New and imported content appears in the folder that was selected when the document was created or imported

New and imported content appears in the folder that was selected when the document was created or imported

Selecting Documents In Webtop's Classic view, actions can only be performed on documents that are selected To select a document simply select the check box that's associated with the document Once a document is selected, you can perform an action on that document by selecting a menu option ECM Basics Content Server Repository Working with the Repository Creating Content Manipulating Content

In Webtop's Classic view, actions can only be performed on documents that are selected

To select a document simply select the check box that's associated with the document

Once a document is selected, you can perform an action on that document by selecting a menu option

ECM Basics

Content Server Repository

Working with the Repository

Creating Content

Manipulating Content

Viewing Properties To view a document's properties in Webtop: Select the document Select Tools > Properties from the menu Select one of the property categories: Info , Permissions , or History Alternatively, you can view a document's properties by clicking the Info icon associated with the document Selecting the document first is not necessary in this case

To view a document's properties in Webtop:

Select the document

Select Tools > Properties from the menu

Select one of the property categories: Info , Permissions , or History

Alternatively, you can view a document's properties by clicking the Info icon associated with the document

Selecting the document first is not necessary in this case

Document Properties The Properties Info screen displays a selected list of commonly referenced properties Click show more to display additional properties Some properties are read-only, while others can be edited

The Properties Info screen displays a selected list of commonly referenced properties

Click show more to display additional properties

Some properties are read-only, while others can be edited

Changing Content Location Content in the repository always resides in a cabinet or folder The location of a content file be changed in one of three ways: Move : relocate the content to a new cabinet or folder Link : allow the content to appear in multiple locations at once Copy : leave the content in its original location, but put a new copy in a different location

Content in the repository always resides in a cabinet or folder

The location of a content file be changed in one of three ways:

Move : relocate the content to a new cabinet or folder

Link : allow the content to appear in multiple locations at once

Copy : leave the content in its original location, but put a new copy in a different location

Moving Content: Using Menu Options To move content using Webtop: Select the document to be moved Select Edit > Add to Clipboard from the menu Navigate to the destination folder Select Move here from the Edit menu The document is removed from its original location and appears in the destination folder

To move content using Webtop:

Select the document to be moved

Select Edit > Add to Clipboard from the menu

Navigate to the destination folder

Select Move here from the Edit menu

The document is removed from its original location and appears in the destination folder

Moving Content: Drag and Drop Documents can also be moved by left-clicking and dragging from one folder to another in Webtop Does not require the drag and drop plugin

Documents can also be moved by left-clicking and dragging from one folder to another in Webtop

Does not require the drag and drop plugin

Linking Content To have the same content appear in multiple locations using Webtop: Select the document to be linked Select Edit > Add to Clipboard from the menu Navigate to one or more destination folders For each folder select Edit > Link here from the menu The selected document appears in all destination folders A change to any one link affects all of the other links They are all the same document vers 2.1 vers 2.1 vers 2.1

To have the same content appear in multiple locations using Webtop:

Select the document to be linked

Select Edit > Add to Clipboard from the menu

Navigate to one or more destination folders

For each folder select Edit > Link here from the menu

The selected document appears in all destination folders

A change to any one link affects all of the other links

They are all the same document

Copying Content To copy content to a different folder using Webtop: Select the document to be copied Select Edit > Add to Clipboard from the menu Navigate to the destination folder Select Edit > Copy here from the menu The selected document is duplicated in the destination folder as a new document Version number 1.0 Changes to the copy do not affect the original vers 2.1 vers 1.0

To copy content to a different folder using Webtop:

Select the document to be copied

Select Edit > Add to Clipboard from the menu

Navigate to the destination folder

Select Edit > Copy here from the menu

The selected document is duplicated in the destination folder as a new document

Version number 1.0

Changes to the copy do not affect the original

Right-Click Drag and Drop Move, copy, and link actions can also be performed by right-clicking and dragging a document to a folder Select the desired action from the pop-up menu that appears when you release the mouse button Does not require the drag and drop plugin

Move, copy, and link actions can also be performed by right-clicking and dragging a document to a folder

Select the desired action from the pop-up menu that appears when you release the mouse button

Does not require the drag and drop plugin

Test Your Knowledge The repository is made up of what two primary components? Property values can be assigned to an object by: a client application a user the repository all of the above True/False: A document can have only one rendition. True/False: Linking a document creates a non-editable copy of the document in a new location. ECM Basics Content Server Repository Working with the Repository Creating Content Manipulating Content

The repository is made up of what two primary components?

Property values can be assigned to an object by:

a client application

a user

the repository

all of the above

True/False: A document can have only one rendition.

True/False: Linking a document creates a non-editable copy of the document in a new location.

ECM Basics

Content Server Repository

Working with the Repository

Creating Content

Manipulating Content

Classroom Exercise: Lab 1 Before you begin, your instructor will provide you with information about your system Server and repository name Login information Location of student files During the exercise, you will: Connect to the repository Create new folders Import and create documents Change property values Instructions are available for both the Webtop and Desktop clients studentx Projectx Working Docs Projectx Logo 1.0 Projectx Plan 1.0 Projectx Schedule 1.0

Before you begin, your instructor will provide you with information about your system

Server and repository name

Login information

Location of student files

During the exercise, you will:

Connect to the repository

Create new folders

Import and create documents

Change property values

Instructions are available for both the Webtop and Desktop clients