Enterprise Content Management

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Enterprise Content Management

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  • Enterprise Content Management

    1. 1. Module 1 Enterprise Content Management
    2. 2. Module Objectives <ul><li>Describe an enterprise content management system </li></ul><ul><li>Explain how the Content Server repository stores and manages content </li></ul><ul><li>Describe the types of content and formats that can be managed by the repository </li></ul><ul><li>Explain versions and renditions </li></ul><ul><li>List the ways new content can be introduced into the repository </li></ul><ul><li>Create new content in the repository </li></ul><ul><li>Move, copy, and link content in the repository </li></ul>
    3. 3. Enterprise Content Management (ECM) <ul><li>The Documentum ECM platform helps manage unstructured content </li></ul><ul><ul><li>Over 80% of enterprise content is unstructured </li></ul></ul><ul><li>Problems associated with unstructured content: </li></ul><ul><ul><li>Ineffectively classified </li></ul></ul><ul><ul><li>Difficult to find </li></ul></ul><ul><ul><li>Not secure </li></ul></ul><ul><ul><li>Difficult to verify authenticity </li></ul></ul><ul><ul><li>Unregulated </li></ul></ul><ul><li>ECM Basics </li></ul><ul><li>Content Server Repository </li></ul><ul><li>Working with the Repository </li></ul><ul><li>Creating Content </li></ul><ul><li>Manipulating Content </li></ul>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
    4. 4. The ECM Solution <ul><li>The Documentum ECM platform: </li></ul><ul><ul><li>Adds intelligence to content for fast searches </li></ul></ul><ul><ul><li>Manages content lifecycles according to user-defined business rules </li></ul></ul><ul><ul><li>Controls publishing of content through multiple channels and formats </li></ul></ul><ul><ul><li>Controls access to documents based on security levels </li></ul></ul><ul><ul><li>Enforces business rules and regulatory requirements </li></ul></ul><ul><ul><li>Supports collaboration </li></ul></ul><ul><ul><li>Integrates with authoring tools and enterprise applications </li></ul></ul>
    5. 5. The Big Picture Documentum ECM Platform Create / Capture Manage Deliver / Archive <ul><li>Security and Audit Trails </li></ul><ul><li>Library Services </li></ul><ul><li>Versioning </li></ul><ul><li>Lifecycles and Workflows </li></ul><ul><li>Renditions and Transformations </li></ul>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
    6. 6. Benefits of ECM: Storage & Retrieval <ul><li>Advantages to managing documents in an ECM system versus a file system: </li></ul>File System <ul><li>Can't be certain that a document is the latest version </li></ul><ul><li>Limited permission settings for individual documents </li></ul><ul><li>Search for documents based on a limited set of properties </li></ul><ul><li>Different formats maintained as separate files </li></ul><ul><li>Workflow and routing not available </li></ul>Documentum ECM Platform <ul><li>Always access most up to date version of a document </li></ul><ul><li>Restrict who can read, edit, or delete a document </li></ul><ul><li>Search for documents based on descriptive information </li></ul><ul><li>Seamlessly maintain different formats of same document </li></ul><ul><li>Route documents for review and approval </li></ul>
    7. 7. Benefits of ECM: Content Distribution <ul><li>Advantages to distributing documents managed by an ECM system versus files stored on a file system </li></ul>E-mail <ul><li>Reference documents via file system paths that: </li></ul><ul><ul><li>don't necessarily reference the latest version </li></ul></ul><ul><ul><li>are invalid if the document is moved </li></ul></ul><ul><li>Sending a document as an attachment exacerbates version and security issues </li></ul><ul><ul><li>increased disk space usage </li></ul></ul>File System Documentum ECM Platform <ul><li>Reference documents via dynamic URLs that: </li></ul><ul><ul><li>always retrieve correct version of a document </li></ul></ul><ul><ul><li>always retrieve the document even if it changes location </li></ul></ul><ul><ul><li>restrict access to the document based on permission settings </li></ul></ul>
    8. 8. 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…
    9. 9. 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
    10. 10. The Documentum Repository <ul><li>Documentum’s repository: </li></ul><ul><ul><li>Stores content on a file storage system </li></ul></ul><ul><ul><li>Stores properties in a Relational Database Management System (RDBMS) </li></ul></ul><ul><ul><li>Resides on a UNIX, Linux, or Windows server </li></ul></ul><ul><li>ECM Basics </li></ul><ul><li>Content Server Repository </li></ul><ul><li>Working with the Repository </li></ul><ul><li>Creating Content </li></ul><ul><li>Manipulating Content </li></ul>Repository File Storage System Database TERMINOLOGY NOTE : The terms repository and Docbase are often used interchangeably
    11. 11. The Content Server <ul><li>The Content Server is a service that manages the repository </li></ul><ul><ul><li>The repository can only be accessed via the Content Server </li></ul></ul><ul><ul><li>Supports client-server and web-based applications </li></ul></ul>Repository File Storage System Database Content Server
    12. 12. Repository Objects <ul><li>Content is stored in the repository as an object </li></ul><ul><li>An object is made up of two elements: </li></ul><ul><ul><li>Properties - stored in the database </li></ul></ul><ul><ul><li>Content file (optional) - stored on the file system </li></ul></ul>Repository File Storage System Database Content File Properties owner name creation date object name
    13. 13. What are Properties? <ul><li>Properties are used to describe all objects in the repository </li></ul><ul><ul><li>Useful for searching and organizing information </li></ul></ul><ul><li>Property values can be assigned in a variety of ways: </li></ul><ul><ul><li>Automatically by the Content Server </li></ul></ul><ul><ul><li>Automatically by a client application </li></ul></ul><ul><ul><li>Manually by a user </li></ul></ul><ul><ul><li>Programatically through customization </li></ul></ul>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
    14. 14. What is Content? <ul><li>Any type of electronic data can be managed by the repository: </li></ul><ul><ul><li>Document </li></ul></ul><ul><ul><li>Web page </li></ul></ul><ul><ul><li>XML document </li></ul></ul><ul><ul><li>Report </li></ul></ul><ul><ul><li>Executable </li></ul></ul><ul><ul><li>Engineering drawing </li></ul></ul><ul><ul><li>Scanned image </li></ul></ul><ul><ul><li>Audio or video file </li></ul></ul><ul><ul><li>Thumbnail file </li></ul></ul><ul><ul><li>Corporate Record </li></ul></ul>
    15. 15. File Formats <ul><li>Content files in the repository can be of any format </li></ul><ul><li>Content files can be created with any application </li></ul><ul><li>When a document is accessed, the appropriate viewing or editing application is automatically launched on the client computer </li></ul>MPEG JPG DOC OCR DWG PPT WAV
    16. 16. Versions <ul><li>When a document is modified it is stored in the repository as a new version </li></ul><ul><ul><li>Each version is represented by a unique set of properties and content </li></ul></ul><ul><li>Each version has a unique version number </li></ul><ul><ul><li>The initial version number is 1.0 </li></ul></ul><ul><li>By default, users automatically access the most recent, or CURRENT , version </li></ul><ul><ul><li>Always only one CURRENT version of a document </li></ul></ul><ul><ul><li>Can revert to previous versions when needed </li></ul></ul>1.1 2.0 1.0 CURRENT
    17. 17. Renditions <ul><li>A content file can also be associated with one or more renditions </li></ul><ul><ul><li>A rendition is a read-only representation of the content that differs from the original in some way </li></ul></ul><ul><ul><li>Different format, language, resolution, etc. </li></ul></ul><ul><li>A content file and its renditions are managed as a single document in the repository </li></ul>PDF HTML Foreign Translation Renditions Native Format DOC
    18. 18. Security <ul><li>Access to objects in the repository is controlled by object permissions </li></ul><ul><ul><li>A flexible permissions structure that allows the granting of specific access levels to specific users </li></ul></ul><ul><ul><li>Permissions can be assigned automatically or manually based on business requirements </li></ul></ul>VERSION WRITE DELETE READ RELATE WRITE
    19. 19. Client Applications <ul><li>Users interact with the Content Server Repository through client applications </li></ul><ul><ul><li>Documentum clients </li></ul></ul><ul><ul><li>Application integrations </li></ul></ul><ul><ul><li>Custom client applications </li></ul></ul>Repository Documentum Webtop Documentum Desktop MS Word Integration Content Services for SAP <ul><li>ECM Basics </li></ul><ul><li>Content Server Repository </li></ul><ul><li>Working with the Repository </li></ul><ul><li>Creating Content </li></ul><ul><li>Manipulating Content </li></ul>
    20. 20. Documentum ECM Clients <ul><li>Documentum Webtop </li></ul><ul><ul><li>Web based interface </li></ul></ul><ul><ul><li>No client software installation required </li></ul></ul><ul><ul><li>Runs in a browser </li></ul></ul><ul><li>Documentum Desktop </li></ul><ul><ul><li>Dedicated application installed on client computers </li></ul></ul><ul><ul><li>Integrates with Windows Explorer </li></ul></ul>
    21. 21. Classic vs. Streamline View <ul><li>Webtop offers two different interface views: </li></ul><ul><ul><li>Streamline A simplified view where links are used to represent actions that can be performed on an object </li></ul></ul><ul><ul><li>Classic A traditional cabinet- folder view that uses a hierarchical navigation tree and menu options </li></ul></ul><ul><li>The examples shown in this course are based on Classic view </li></ul>
    22. 22. Cabinets and Folders <ul><li>Content in the repository is displayed using a cabinet/folder hierarchy </li></ul><ul><ul><li>Actual location of content on the server is transparent to users </li></ul></ul><ul><li>Each user is assigned a home cabinet or folder </li></ul><ul><ul><li>Shared cabinets and folders also exist in the repository </li></ul></ul>Sales Gina Meetings Proposals Project Meetings Company Meetings Shared cabinet for Sales documents Home cabinet for user Gina
    23. 23. New Content <ul><li>Content can be introduced into the repository in several ways: </li></ul><ul><ul><li>Content is created by a third party application and stored in the repository with the help of a Documentum client </li></ul></ul><ul><ul><li>Existing content is imported into the repository through a Documentum client </li></ul></ul><ul><ul><li>Content is created and stored in the repository by an application integration </li></ul></ul>Repository Documentum Webtop Application Integration Existing Content MS Word <ul><li>ECM Basics </li></ul><ul><li>Content Server Repository </li></ul><ul><li>Working with the Repository </li></ul><ul><li>Creating Content </li></ul><ul><li>Manipulating Content </li></ul>
    24. 24. Importing Existing Content: Webtop <ul><li>To import existing content using Webtop: </li></ul><ul><ul><li>Select the folder where you want the imported document to initially appear </li></ul></ul><ul><ul><li>Select File > Import from the menu </li></ul></ul><ul><ul><li>The Import screen appears </li></ul></ul><ul><ul><li>Click Add Files to browse the local file system to locate the file to be imported </li></ul></ul>
    25. 25. Importing Existing Content: Webtop (continued) <ul><ul><li>After the file has been selected, click Next </li></ul></ul><ul><ul><li>Provide the Name , Type , and Format for the imported document </li></ul></ul><ul><ul><li>Click Finish to transfer the document to the Repository </li></ul></ul>
    26. 26. Importing with Drag and Drop <ul><li>Webtop can be configured to use a drag and drop plugin </li></ul><ul><ul><li>Allows files to be dragged from the operating system directly into Webtop folders </li></ul></ul><ul><ul><li>Allows objects to be dragged from Webtop folders directly to the operating system </li></ul></ul><ul><li>To configure drag and drop in Webtop: </li></ul><ul><ul><li>Click Preferences from the main page </li></ul></ul><ul><ul><li>Click the General tab </li></ul></ul><ul><ul><li>Select the Use the drag and drop plugin checkbox </li></ul></ul><ul><ul><li>Click OK to download the plugin </li></ul></ul>
    27. 27. Importing Existing Content: Desktop <ul><li>To import an existing document using Desktop: </li></ul><ul><ul><li>Drag the document from the file system onto the target folder in Desktop </li></ul></ul><ul><ul><li>The Import dialog appears </li></ul></ul><ul><ul><li>Adjust Name , Type , and Format properties </li></ul></ul><ul><ul><li>Click Import </li></ul></ul>
    28. 28. Creating New Content: Webtop <ul><li>To create new content through Webtop: </li></ul><ul><ul><li>Select the folder where you want the document to initially appear </li></ul></ul><ul><ul><li>Select File > New > Document from the menu </li></ul></ul><ul><ul><li>The New Document creation screen appears </li></ul></ul><ul><ul><li>Enter the Name , Type , Format , and Template for the document </li></ul></ul><ul><ul><li>Click Finish to launch appropriate editing application </li></ul></ul>
    29. 29. Creating New Content: Webtop (continued) <ul><ul><li>Save your new document and close the editing application </li></ul></ul><ul><ul><li>Select your new document in the Webtop interface </li></ul></ul><ul><ul><li>Select File > Check In from the menu </li></ul></ul><ul><ul><li>The Check In screen appears </li></ul></ul><ul><ul><li>Click OK to save the document in the repository </li></ul></ul>
    30. 30. New Content in the Repository <ul><li>New and imported content appears in the folder that was selected when the document was created or imported </li></ul>
    31. 31. Selecting Documents <ul><li>In Webtop's Classic view, actions can only be performed on documents that are selected </li></ul><ul><li>To select a document simply select the check box that's associated with the document </li></ul><ul><ul><li>Once a document is selected, you can perform an action on that document by selecting a menu option </li></ul></ul><ul><li>ECM Basics </li></ul><ul><li>Content Server Repository </li></ul><ul><li>Working with the Repository </li></ul><ul><li>Creating Content </li></ul><ul><li>Manipulating Content </li></ul>
    32. 32. Viewing Properties <ul><li>To view a document's properties in Webtop: </li></ul><ul><ul><li>Select the document </li></ul></ul><ul><ul><li>Select Tools > Properties from the menu </li></ul></ul><ul><ul><li>Select one of the property categories: Info , Permissions , or History </li></ul></ul><ul><li>Alternatively, you can view a document's properties by clicking the Info icon associated with the document </li></ul><ul><ul><li>Selecting the document first is not necessary in this case </li></ul></ul>
    33. 33. Document Properties <ul><li>The Properties Info screen displays a selected list of commonly referenced properties </li></ul><ul><ul><li>Click show more to display additional properties </li></ul></ul><ul><li>Some properties are read-only, while others can be edited </li></ul>
    34. 34. Changing Content Location <ul><li>Content in the repository always resides in a cabinet or folder </li></ul><ul><li>The location of a content file be changed in one of three ways: </li></ul><ul><ul><li>Move : relocate the content to a new cabinet or folder </li></ul></ul><ul><ul><li>Link : allow the content to appear in multiple locations at once </li></ul></ul><ul><ul><li>Copy : leave the content in its original location, but put a new copy in a different location </li></ul></ul>
    35. 35. Moving Content: Using Menu Options <ul><li>To move content using Webtop: </li></ul><ul><ul><li>Select the document to be moved </li></ul></ul><ul><ul><li>Select Edit > Add to Clipboard from the menu </li></ul></ul><ul><ul><li>Navigate to the destination folder </li></ul></ul><ul><ul><li>Select Move here from the Edit menu </li></ul></ul><ul><li>The document is removed from its original location and appears in the destination folder </li></ul>
    36. 36. Moving Content: Drag and Drop <ul><li>Documents can also be moved by left-clicking and dragging from one folder to another in Webtop </li></ul><ul><ul><li>Does not require the drag and drop plugin </li></ul></ul>
    37. 37. Linking Content <ul><li>To have the same content appear in multiple locations using Webtop: </li></ul><ul><ul><li>Select the document to be linked </li></ul></ul><ul><ul><li>Select Edit > Add to Clipboard from the menu </li></ul></ul><ul><ul><li>Navigate to one or more destination folders </li></ul></ul><ul><ul><li>For each folder select Edit > Link here from the menu </li></ul></ul><ul><li>The selected document appears in all destination folders </li></ul><ul><li>A change to any one link affects all of the other links </li></ul><ul><ul><li>They are all the same document </li></ul></ul>vers 2.1 vers 2.1 vers 2.1
    38. 38. Copying Content <ul><li>To copy content to a different folder using Webtop: </li></ul><ul><ul><li>Select the document to be copied </li></ul></ul><ul><ul><li>Select Edit > Add to Clipboard from the menu </li></ul></ul><ul><ul><li>Navigate to the destination folder </li></ul></ul><ul><ul><li>Select Edit > Copy here from the menu </li></ul></ul><ul><li>The selected document is duplicated in the destination folder as a new document </li></ul><ul><ul><li>Version number 1.0 </li></ul></ul><ul><li>Changes to the copy do not affect the original </li></ul>vers 2.1 vers 1.0
    39. 39. Right-Click Drag and Drop <ul><li>Move, copy, and link actions can also be performed by right-clicking and dragging a document to a folder </li></ul><ul><ul><li>Select the desired action from the pop-up menu that appears when you release the mouse button </li></ul></ul><ul><ul><li>Does not require the drag and drop plugin </li></ul></ul>
    40. 40. Test Your Knowledge <ul><li>The repository is made up of what two primary components? </li></ul><ul><li>Property values can be assigned to an object by: </li></ul><ul><ul><li>a client application </li></ul></ul><ul><ul><li>a user </li></ul></ul><ul><ul><li>the repository </li></ul></ul><ul><ul><li>all of the above </li></ul></ul><ul><li>True/False: A document can have only one rendition. </li></ul><ul><li>True/False: Linking a document creates a non-editable copy of the document in a new location. </li></ul><ul><li>ECM Basics </li></ul><ul><li>Content Server Repository </li></ul><ul><li>Working with the Repository </li></ul><ul><li>Creating Content </li></ul><ul><li>Manipulating Content </li></ul>
    41. 41. Classroom Exercise: Lab 1 <ul><li>Before you begin, your instructor will provide you with information about your system </li></ul><ul><ul><li>Server and repository name </li></ul></ul><ul><ul><li>Login information </li></ul></ul><ul><ul><li>Location of student files </li></ul></ul><ul><li>During the exercise, you will: </li></ul><ul><ul><li>Connect to the repository </li></ul></ul><ul><ul><li>Create new folders </li></ul></ul><ul><ul><li>Import and create documents </li></ul></ul><ul><ul><li>Change property values </li></ul></ul><ul><li>Instructions are available for both the Webtop and Desktop clients </li></ul>studentx Projectx Working Docs Projectx Logo 1.0 Projectx Plan 1.0 Projectx Schedule 1.0

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