Fusion P8 for FileNet Overview

Fusion P8 for FileNet Overview July 2009

Fusion – Expanding FileNet Capability Fusion’s Goal –  Expand the strengths and extendibility of FileNet for project content and business process management  Add the usability of the Sword Fusion user interface for project content and process integration  Provide a set of “Fusion for FileNet” tools and components that complement and enhance current and future investment in delivering FileNet core technology within EPC and Client content management requirements

Fusion Design Mandates Deliver only Fusion functionality that builds on FileNet native API’s and product features –  FileNet CE is the content management system, Fusion is the UI view and presentation  FileNet PE is the BPM engine, Fusion is the UI view and presentation  No custom components or abstracted interfaces for Fusion-built content or BPM functionality  Role-based security configured completely within FileNet Security Model  Employ only web technologies for broadest integration and flexibility Enhance FileNet “fit-for-purpose” encapsulating core strengths of FileNet CE and PE within broad MODULAR Fusion “Best Practice Solutions”

What does Fusion Deliver? Fusion is an application developed and specifically tailored for engineering work processes  New feature rich user interface on FileNet foundation  Brava! Document Review and Redline  Bulk Import and Export  CAD Connector for AutoCAD and MicroStation  Bulk Printing and Plotting Application  Document Renditions Application  Much, much more capability

What is Fusion P8 for FileNet? Fusion P8 is a Sword product  http://www.sword-ctspace.com/section/view/336/fusion-for-ibm-filenet-p8- Replacement for FileNet Workplace Same business rules (revisions, security, check in/out, promotion) and FileNet architecture as Workplace Streamlined and easier-to-use interface; many time-saving methods

Similarities to FileNet Workplace Managed documents Same folder structure Same taxonomy Check In/Out model Controlled versioning Automatic numbering Searching

Differences from FileNet Workplace Tree structure Fewer mouse clicks to create or work with documents Brava viewer for previewing documents without downloading Easy to access search No limit on number of fields queried in order to narrow power searches Bulk commands (mass check out, mass check in, mass promote, change a property of several documents at once) Edit without having to find where you saved something

Types of Documents Placeholders Just like Workplace placeholders – just a way to reserve a spot in the system for an upcoming document. Standard Documents One set of files, one document number. Can be converted to the other document types as needed. Logical Documents A main document that has links to other documents in Fusion. Static or Dynamic – that is, it can link to a specific version of another document or it can link to the most recent version, depending on necessity. An example is a transmittal – a document that is already in Fusion, but needs to be linked for common purpose (such as a squad check). Complex Documents A Complex document consists of a number of files in one container. It has the same function as a .zip file: it is a collection of documents stored in the same place under the same number. Unlike a .zip file, though, you don’t have to download the entire file to your computer to find the one piece you were looking for. An example would be a Word format cover sheet and several Excel files filled with calculations.

Business Rules, Revisions, Metadata A document must be checked out to work on (not to view; this can be done by anyone with the rights at any time) and checked back in once the change is complete. The Edit functionality simplifies saving and check in greatly. Revisions still managed by projects, not automatically. Versioning (major, minor) is independent of revision – it is still done automatically on check in and out. Promotion rules also remain the same.

Logging In Leave the default server and language as they show up. The Google Toolbar pop-up blocker must be disabled – otherwise, the screen disappears when you click Login.

Landscape Active Workspace Command Bar Tab Bar Miscellaneous Bar Info Panels Document Pane Navigation Pane Extended Search Document Function Pane Inactive Workspaces

Workspaces Various places to view and work with data. Two main workspaces for documents: Work in Progress and Released. My Selection allows for a specific subset of data to be stored for a single session My Searches keeps saved searches. Export Templates is a place to determine what data is carried along with an export task.

Work in Progress Displays most recent versions of active project documents. This will be your typical view.

Release Workspace The Release workspace displays only the latest revision of the last major version documents (E.g. 1.0, 2.0). This workspace is useful when you are only concerned with the most recent and promoted versions.

Workspaces-My Selection/Others Through the Add/Copy option, can move a specific subset of documents to the My Selection Workspace. This is a temporary work area and will disappear once your session is over. Export Templates only come into play if you need to use the export function to move things to another document management system. My Searches is where you can access your saved searches.

Navigation Tree structure Click the [+] to expand, [-] to contract Click the folder to see contents (if any exist within that folder) •Object Store  Project Folder – Document Class – Discipline » Type

Navigation (cont’d) Object Stores: how projects are grouped in the system. An object store keeps the same type of properties and security for all documents within. When it is called for, it is much easier and effective to change an entire object store than a single project within an object store.

Document Pane The document pane shows either the results of a search or the results of navigating to a certain place Sorted by ECM Document Number, but you can choose any other field; clicking again changes from ascending to descending. Multiple documents can be selected using shift or control and clicking for almost any command.

Info Panels Any selected document will pop the more info and quick info panes up on the right. Any of the links in More Info go beneath the list of documents in the Extended Document Pane. Multiple choices can be made – and each one stacks; for instance, you can read the rendition file of an older version from Version History.

Tab Bar Search Results: The folder you’re currently in or the list of documents for searching. Details: The properties of a document. Preview: View a document without needing to open an application on your computer. Does not appear if document is a placeholder. Contents: Only shows when document is logical or complex – allows you to view the component pieces of a document. Information: Can see the information page, which has help and information about the system, from anywhere in Fusion.

Command Bar Shows whenever a list of documents appears in the Document Pane. Refresh – Allows you to see any new changes that may have not shown automatically or done by another user. Move/Copy – Allows you to move a document to My Selection. Does not allow to move and/or copy documents from one place to another in the Work in Progress or Released workspaces. Change – Allows you to do things to documents and their metadata View – Appears on any document with content. Will show the document or the main file within a document (in the case of a logical or complex document). Print/Export – Allows you to export or print a list of selected documents or export the documents to your hard drive. Publish – Not used yet. Page options – can use the navigation arrows to move between pages.

Search Function Will search any selected folder and any beneath it for documents Metadata/property search. Does not search the text of documents. Can use wildcards (like *, ?, |, <, >) Is a “starts with” search. A wildcard must be used at the beginning to look within fields if the field does not start with search term. Always visible in main workspaces Links to power search, for any property in the system

Information Page The Information Page is immediately available every time you log into Fusion. If you happen to need it again, you can select it at any time using the Information tab and then go back to what you were doing:

Creating a Document Navigate to where you want the document to go (skip this step if the folder does not exist yet). Click the Create Document button (circled).

Creating a Document (cont’d) These are filled in automatically, The options are Standard, unless the folder doesn’t exist yet. Logical, or Complex Click the … to change any levels that Document. are incorrect. Refer to earlier slides for which to choose. Fill out the document properties. A red asterisk means that the field is required. Find the document on your computer or project share using the Browse button. Click “Create” For a placeholder, choose the button when done. marked “None”.

Creating a Complex Document When Type is Complex Document, the attachment choice disappears. Click the Contents tab (circled) to add files.

Creating a Complex Document (cont’d) Click “Add File”. Choose the files from your computer that make up this document. You can use shift or control to multi-select. Then click Open (circled). Click “Create” when the dialog disappears and the files appear in the Fusion window.

Creating a Complex Document (cont’d) By default, the first document alphabetically is the primary document. If this should not be the case, use the Mark as Primary button. The primary document is typically a cover sheet or a main file before any appendices. Click “Create” when you are satisfied with the contents and properties of the document.

Working with Standard Documents First, check out the document by To change a document directly from selecting it and clicking ChangeCheck Fusion, choose ChangeEdit. This will Out. open the native application of the document (Word for .doc, Excel for .xls, and the like) for editing. Make your changes, save, and close the application.

Working with Standard Documents (cont’d) Check the document back in when you are done by choosing ChangeCheck In. Fill in any metadata fields that have changed since the last version. If you used the Edit function, leave the Attached file field (circled) as-is. It will immediately pull the updated document into Fusion. If you are updating a document from a hard drive or project share, click Browse and locate it. When done with these steps, click “Check In”.

Working with Complex Documents Check out the document, just like a Standard Change the files that make up Document. the Complex Documents using these three options (Mark as Primary, Add File, Delete File). Any edits must be made outside Fusion, saved on your hard Choose ChangeEdit drive and added using the Add Contents. Do not File option. Click Apply at the choose Edit. bottom of the screen.

Working with Complex Documents (cont’d) Check the document back in by choosing the ChangeCheck In option. Make any changes you need to the properties and click Check In to complete the update.

Amend/Propagate The Amend function allows you to change the metadata properties of a document (or several) without checking it out. You can select multiple documents using the shift (for several in a row) or control (to pick and choose). Then choose ChangeAmend.

Amend/Propagate (cont’d) Propagate Values Make whatever changes you need to the properties of one document and either click Amend or click to the next item (bottom right). To propagate a property to all of the documents you have selected, choose “Propagate Values” and use the checkboxes to choose which values to send across to all selected documents. Click “Amend All” when you are done. Item Navigation

Power Search Searches where navigated to by default. Fill out as many fields as you need to narrow the search. Remember your wildcards. Click Search to return results.

Saving Searches Once you’ve executed a search (regular or power), go to the Searches menu and choose “Save Search”. Fill out a Name, and choose a folder in which to save the search with the … Select the Object Store and choose ActionsCreate Folder if you do not have a folder yet. Click OK to choose the folder, then click Save at the bottom.

Saving Searches (cont’d) Choose the My Searches workspace to find your search again (it will be saved indefinitely). Navigate just like through other folders and click your search to reactivate it.

BRAVA! Viewer and Redline Tool MAGNIFYING GLASS ROTATE

BRAVA! Viewer – CAD Reference Support Users can view “complete” drawings with their associated references

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Fusion P8 for FileNet Overview

by Marc-Henri Cerar on Jul 02, 2009

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Fusion P8 for FileNet Overview — Presentation Transcript