Enterprise content management

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  • As content continues to grow exponentially, organizations struggle with managing enterprise-wide unstructured information for collaboration between business processes, business functions, and the extended enterprise.

    Some of the benefits of ECM suite are
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  • Technical Fundamentals of Documentum 1-
  • Technical Fundamentals of Documentum 1-
  • Technical Fundamentals of Documentum 1- Components of ECM Enterprise Content Management (ECM) is generally considered to be an amalgamation of a number of distinct but interrelated applications: Enterprise Document Management (EDM) Web Content Management (WCM) Digital Asset Management (DAM) Enterprise Records Management (ERM) Collaboration Content Management (CCM) All of these functions have one purpose: to leverage enterprise knowledge assets for competitive advantage.
  • Technical Fundamentals of Documentum 1- Fast Searches : All content is associated with descriptive searchable properties. Content can automatically be categorized according to pre-defined schemas. Content Lifecycle : The creation, review, revision, and approval of content can be configured to conform to existing business processes. Publishing Content : Content can be dynamically published to web sites, dynamic links, emails, and other distribution mediums. The same content can be repurposed in multiple formats. Security Levels : The Documentum system provides a robust security model that controls who can read, modify, or delete content. Regulated Content : Records management and compliance features enable content to conform to regulatory requirements. Collaboration : Brings partners, suppliers, customers, and agencies together in a controlled way and leverages collaboration content such as discussion threads and voting results. Integration : The Documentum platform integrates with authoring tools such as Microsoft Office applications and Dreamweaver, and enterprise systems such as Lotus Notes and SAP.
  • Technical Fundamentals of Documentum 1- Key Ingredients of the Documentum ECM system : Common repository All content types in a single, distributed repository Library Services Check in / Check out – restricting changes to one person at a time Common infrastructure for all content applications Richest set of content services exposed to content applications across the value chain Extensibility and rich developer tools and interfaces Platform-based architecture Enabling content applications Layered architecture Enterprise-grade Scalable, secure, reliable, globalized Standards-based for easy integration with the enterprise IT infrastructure Content Process Automation Capabilities Full control of content-centric processes
  • Technical Fundamentals of Documentum 1- Additional ECM Benefits Automatically enforces single source version of documents Automatically enforces business rules/policies
  • Technical Fundamentals of Documentum 1- Advantages of ECM URL Links Sending a dynamic link instead of attaching an entire document in an e-mail provides the following advantages: Reduces load on network bandwidth Since all documents are managed centrally in the ECM system, it's never necessary to send updated documents Sending links to users who do not have permission to access the target document does not automatically grant access to the document. Access to the document is always controlled by the ECM security settings.
  • Technical Fundamentals of Documentum 1- Business Process A typical business process requires multiple content types, as in the above example describing the issuance of a driver’s license: Data captured from end users (via a completed “E-form,” such as a driver’s license renewal application) Digital photo of the driver Digital thumbprints to ensure authenticity Scanned proof of insurance These items then are stored and managed in the common repository, where the documents are checked for completeness and a new license is issued by an application connected to the repository. The license cannot be issued until all content is assembled. Another application may be a background check that is conducted to ensure there are no open warrants or other areas of concern with the applicant at the time of application or anytime after - for example, by a police officer, potential employer, or a mortgage company. Yet another example of an application leveraging the content in the common repository is a timing agent that automatically sets off a renewal notice five years later, thus setting into motion the same efficient process made possible by all the content.
  • Technical Fundamentals of Documentum 1- Comprehensive Content Management The Documentum ECM system manages the creation, editing, review, approval, publishing, and archiving of content for a variety of purposes including print media, websites, CDs, faxes, portals, handheld devices, etc.
  • Technical Fundamentals of Documentum 1- What are Properties? Properties are information that describes a content file. Property information is not part of the content file but is associated with the content file and stored separately.
  • Technical Fundamentals of Documentum 1-
  • Technical Fundamentals of Documentum 1- Objects Content files are not the only objects maintained in a repository. The repository also manages objects related to: Users Security Configurations Workflow etc...
  • Technical Fundamentals of Documentum 1- Benefits of Properties Faster and more accurate searches for objects in the repository Improved organization and management of documents in the repository Enables automation on documents based on property settings
  • Technical Fundamentals of Documentum 1-
  • Technical Fundamentals of Documentum 1- DOC = Microsoft Word file AVI = Video file PPT = Microsoft PowerPoint file MP3 = Compressed audio file JPG = Compressed image file DWG = AutoCad Drawing file OCR = Optical character recognition (scanned text) file
  • Technical Fundamentals of Documentum 1- Versioning Please refer to the Working with Content module of this course for more information about versioning, version labels, and branch versioning.
  • Technical Fundamentals of Documentum 1- Unlimited Renditions A document can have unlimited renditions in multiple formats. Native Format The native format of a document is also sometimes referred to as the "primary format" or "primary rendition". Renditions Please refer to the Working with Content module of this course for more information about renditions.
  • Technical Fundamentals of Documentum 1- Security Please refer to the Object Security module of this course for more information about object permissions in the repository.
  • Technical Fundamentals of Documentum 1-
  • Technical Fundamentals of Documentum 1- Course examples The client application examples used in this course are based on Webtop. Webtop Streamline view An alternate interface for Webtop, called Streamline view, is also available. Streamline view features simplified links representing available actions. Administrators can enable this view, if desired. However, Streamline view only provides limited functionality and does not support full Webtop capabilities. To enable streamline view for all user sessions, modify the Webtop app.xml file, located on the application server, by adding the following: <streamlineviewvisible>true</streamlineviewvisible> To enable streamline view for one user session, launch Webtop using the following URL: http://localhost:8080/webtop/component/main?entryPage= streamline For more information please refer to the Web Development Kit Development Guide and the Web Development Kit Reference Guide .
  • Technical Fundamentals of Documentum 1- Supported browsers for Webtop Internet Explorer 6 for Windows XP SP2 (6.00. 2900.2180) Internet Explorer 6 for Windows Server 2003 (6.00.3790.0000) Internet Explorer 7 for Windows XP and Windows Server 2003 (7.00.5730.1100) Internet Explorer 7 for Windows Vista (7.00.6000.16386) Firefox 2.0.0.12 Safari 2.0.4 Safari 3.0.4 Supported application servers for Webtop Apache Tomcat 5.5.25 Apache Tomcat 6.0.16 BEA WebLogic Server 9.2 MP2 BEA WebLogic Server 10 MP1 IBM WebSphere Application Server V6.1 Fix Pack 13 (6.1.0.13) Oracle AS 10g R3 (10.1.3.3.0) Red Hat JBoss AS 4.2.2 Sun Java System Application Server 8.2 Sun Java System Application Server 9.1 UR1 Some limitations apply to certain app servers. See the Webtop Release Notes for more information.
  • Technical Fundamentals of Documentum 1- What is a cabinet? A cabinet is the highest level of organization for a repository. It can contain folders and content. What is a folder? A folder is the next level of organization below a cabinet. It can contain folders and content. Unlike a physical folder with a paper document, content can be seen from more than one cabinet/folder, and a single folder can be seen from more than one cabinet/folder. Easy to Manage The repository's cabinet/folder structure makes working with documents in the repository as easy as working with documents on a standard file system. However, the Documentum repository provides all of the additional benefits of a robust ECM system.
  • Technical Fundamentals of Documentum 1- Context Sensitive Actions Only those actions that the user is allowed to perform on a selected document are displayed in the menus.
  • Technical Fundamentals of Documentum 1- Custom hotkeys Administrators and developers can define custom hotkeys for Webtop and other WDK-based applications. Please refer to the Web Development Kit Development Guide and the Web Development Kit Reference Guide for additional information about defining custom hotkeys.
  • Technical Fundamentals of Documentum 1- Versions of Office supported by D6 App Connectors Microsoft Office XP SP3 Microsoft Office 2003 SP2 Microsoft Office 2007 Webtop Components Documentum authoring integrations leverage standard Webtop components. Therefore Webtop must be installed and available on a Web application server for the integrations to function. Documentum Desktop Integrations Documentum authoring integrations replace the desktop integrations available to users of Documentum Desktop.
  • Technical Fundamentals of Documentum 1- Please refer to the EMC Documentum My Documentum Offline User Guide for additional information about the offline client.
  • Technical Fundamentals of Documentum 1- A file system to store content and a database server to store properties. D) all of the above False. A document can have multiple renditions in multiple formats, languages, resolutions, etc.
  • Technical Fundamentals of Documentum 1-
  • Enterprise content management

    1. 1. MODULE 1 Enterprise Content Management
    2. 2. MODULE OBJECTIVES Describe an enterprise content management system Enterprise Content Management Explain how the Content Server repository stores and manages content List the types of content and formats that can be managed by the repository Explain versions and renditions Describe how users navigate the Webtop interface 1-2
    3. 3. E  ECM Basicsn • Content Server Repository ENTERPRISE CONTENT • Working with the Repositorye MANAGEMENT (ECM)rp  The Documentum ECM platform helps Images X-raysri Manualss manage unstructured content Contracts Instant Messages Enterprise Content Managemente  Over 80% of enterprise content & Email FormsC is unstructured Attachments Unstructuredo  Problems associated withn Structured unstructured content: Rows and Checks Columnse  Ineffectively classifiedn  Difficult to find PDFs  Not secureM Rich Media Documentsa  Difficult to verify Paper Claimsn authenticity Web Pages Audio & Videoa  Unregulated XML Invoices Records 1-3ge
    4. 4. Docu THEDocumentum ECM platform: The ECM SOLUTIONm Adds intelligence to content for fast searchesen Manages content lifecycles according to user-defined business rules Enterprise Content Managementu Controls publishing of content throughm multiple channels and formatsE Controls access to documents based onC security levelsM Enforces regulatory requirements× Supports collaboration Integrates with authoring tools and enterprise applications 1-4
    5. 5. THE BIG PICTURECreate / CaptureManage Deliver / Archive  Security and Audit Trails Office Applications (MS Word) Email CD-Rom Fax  Library Services  Versioning Enterprise Content Management  Lifecycles and Workflows Publications Websites Wireless XML Applications  Renditions and Transformations Enterprise Applications CAD Applications (ERP, CRM, etc.) Scanned Images Documentum ECM Platform Archival / Storage Computer-Generated Documents (Reports) 1-5
    6. 6. Ben BENEFITS OF ECM: STORAGE &e RETRIEVAL i  Advantages to managing documents in an ECMso system versus aFile System file system: Enterprise Content Management Documentum ECM PlatformE  Cant be certain that a  Always access most up toC document is the latest version date version of a documentM  Limited permission settings  Restrict who can read, edit,× for individual documents or delete a document  Search for documents based  Search for documents based on a limited set of properties on descriptive information  Different formats maintained  Seamlessly maintain different as separate files formats of same document  Workflow and routing not  Route documents for review available and approval 1-6
    7. 7. Ben BENEFITS OF ECM: CONTENTe DISTRIBUTION i  Advantages to distributing documents managedso by an ECM system versus files stored on a file system ECM Platform Enterprise Content Management File System E-mail DocumentumE  Reference documents via file  Reference documents viaC system paths that: dynamic URLs that:M  dont necessarily reference  always retrieve correct× the latest version version of a document  are invalid if the document  always retrieve the is moved document even if it  Sending a document as an changes location attachment exacerbates  restrict access to the version and security issues document based on  increased disk space usage permission settings 1-7
    8. 8. EXAMPLE SCENARIO: DRIVERSLICENSE Background Check (search) 5Years Later… Enterprise Content Management Application (E-Form) Timer (Agent) Completeness Digital Picture Check Workflow Renewal Notice Digital Thumbprint Issued License Proof of Insurance (scan) 1-8
    9. 9. COMPREHENSIVE CONTENT MANAGEMENT Customer Newsletter Process Portal Production SOPs Enterprise Content Management Documentum ECM Platform Projects Templates Content Processes Brand ManagementR&D Compliance System Context Decisions, Outcomes Technical Publishing Financial Disclosure 1-9 Online Catalog
    10. 10. D ECM Basicso  Content Server Repositoryc • Working with the Repositoryu THE DOCUMENTUM REPOSITORYme  Documentum’s repository:n  Stores content on a file storage system Enterprise Content Managementu  Stores properties in a Relational Databasem Management System (RDBMS)Re  Oracle, SQL Server, DB2, Sybasep  Supports multiple operating systems Repositoryo  UNIX, Linux, Windowssi TERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeablyory 1-10 File Storage System Database×D
    11. 11. Con THE CONTENT SERVERen  The Content Server is a service thatS manages the repository Content Server Enterprise Content Managemente  The repository can only ber accessed via the Contentv Servere  Supports client-server andr web-based applications× Repository BUSINESS BENEFIT: The Content Server enforces configurable security policies and business rules, providing secure and controlled access to content 1-11 File Storage System Database
    12. 12. obe REPOSITORY OBJECTSc  Content is stored in the repository×P as an object Enterprise Content Management Repositoryropert  An object is made up of two elements:  Propertiese - Stored in the database File Storage System Databases  Content file (optional)× - Stored on the file systemC owner nameo creation date object namen 1-12 Content File Propertiese
    13. 13. Prop WHAT ARE PROPERTIES? TERMINOLOGY NOTE: The terms metadata,e properties, and attributes are usedrt interchangeably throughout this course  Properties are used to describe all objects in the repositorye  Useful for searching and Enterprise Content Managements organizing information×m  Property values can be assigned inContent File of a varietye ways:  Automatically by the Content Servera  Automatically by a client application Propertiesd  Manually by a user owner name: Johna  Programmatically through customization creation date: 05-21-2005 BUSINESS BENEFIT: Properties allow content object name: Assembly Processa to be organized and retrieved efficiently format: msw8× and effectively subject: Manufacturinga keywords: mfg, tool, assembly 1-13 tri
    14. 14. Con WHAT IS CONTENT?en  Any type of electronic data can be managed× by the repository: Enterprise Content Management  Document  Web page  XML document  Report  Executable  Engineering drawing  Scanned image  Audio or video file  Thumbnail file 1-14  Corporate record
    15. 15. Form FILE FORMATSa  Content files in the repository can be of anys AVI× format DOC PPT Enterprise Content Management  Content files can be created with any application  When a document is accessed, JPG the appropriate viewing or OCR editing application is automatically launched on the client computer DWG MP3 1-15
    16. 16. Versi VERSIONSon  When a document is modified it is stored ins the repository as a new version× 1.0  Each version has a unique version Enterprise Content ManagementCU numberR  By default, users automaticallyR access the most recent, or CURRENT, 1.1E versionN  Always only one CURRENTT version of a document×  Can revert to previous versions 2.0 CURRENT when needed BUSINESS BENEFIT: The availability of previous versions of a document provides a record of changes, including who made the changes 1-16
    17. 17. Rend RENDITIONSt  A content file can also be associated with one oro more renditionsn  A rendition is a read-only representation of the Enterprise Content Managements Native Format Renditions content× that differs from the original in some way  Different format, language, resolution, etc. PDF HTML Foreign DOC Translation BUSINESS BENEFIT: To view a document, users do not need to have access to the same expensive or complicated native 1-17 application that was used to create the original content
    18. 18. Secu SECURITYri  Access to objects in the repository is controlled byy× object permissions Enterprise Content Management  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 Users/Groups Permissions World BROWSE Owner DELETE Stanley WRITE Sales READ Marketing VERSION 1-18
    19. 19. Ci CLIENT APPLICATIONS ECM Basics Content Server Repositorye  Working with the Repositoryn  Users interact with the repository through clientA applicationsp  Documentum clientsp  Application integrations Documentum Webtop i  Custom client applicationsca i Documentum TaskSpaceons Repository Content Server× MS Word Integration BUSINESS BENEFIT: Users are able to access the repository using client applications that are best suited for their job and comfort level Content Services for SAP Enterprise Content Management 1-19
    20. 20. WebT DOCUMENTUM WEBTOPop  Documentum WebTop is a web-based interface that×D provides access to the EMC Documentum repository and content management services Enterprise Content Managementes  No client software installation requiredk  Runs in a standard web browserop× 1-20
    21. 21. Nav WEBTOP FEATURESg  Nearly all of Webtops features can be accesseda i through the: Enterprise Content Management  Navigation treeo  Menusn r  Items in the hierarchical navigation tree aree referred to as "nodes" Globale Search  Clicking a node displays its contents in the large Menus× workn area on the right side of the screen Navigationo Treed Work Areae 1-21s×
    22. 22. Cab CABINETS AND FOLDERSne  Content in the repository is displayed using as cabinet/folder hierarchy Enterprise Content Management×  Actual location of content on the server isF transparent to userso Each usercabinet Shared is assigned a home cabinet or folder  Salesd  SharedSales for cabinets and folders also exist in thee repository documents Ginars Home cabinet for Meetings× user Gina Project Meetings Company Meetings 1-22 Proposals
    23. 23. Doub WEBTOP ACTIONS  Actions on individual objects can also bee performed by- right-clicking the object and Enterprise Content Managementc selecting the desired action i from a pop-up menuc  The same actions arek available in the Webtop menusng  Double-clicking a document× opens it for viewingri Double-clicking a folderg displays its contents 1-23h -
    24. 24. WEBTOP MESSAGES Most user actions in Webtop are confirmed by a success or failure message Enterprise Content Management  Appears in lower right of Webtop interface  Clicking a message displays the Message Viewer that lists all messages for the current session 1-24
    25. 25. Keyb KEYBOARD SHORTCUTSo  Certain Webtop actions can be performed usinga New Document Shift-N keyboard shortcuts Select all objects on Ctrl-Ar Check out O a page Enterprise Content Managementd Edit E Select next item right arrow down arrowS Check in I Select previous left arrowh View V item up arrowo Search Shift-S Go to next field or Tabrt button Import Shift-Ic Help Shift-H Export Shift-Eu Log out Shift-O Delete Deletes  For a full list of hotkey shortcuts, please refer to the× Webtop 1-25 User Guide
    26. 26. App DOCUMENTUM APPLICATION  Users can take advantage of Documentumi CONNECTORS for MS Office application connectorsca products i  Available for Word, PowerPoint, Excel,o and Outlook Enterprise Content Managementn  Must be installed at each clientC  Provides Documentum contento management functionality fromn within Office applicationsn  Browseec  Search  Propertieso  Check-in/outr  Subscriptionss  Start Workflow× 1-26Do
    27. 27. MyDo OFFLINE CLIENTc  My Documentum Offline is a Webtop client applicationu that allows you work with documents while notm connected Enterprise Content Managemente to the servern  Provides local offline storage of selected repository files  Integrates with Windows Explorer, Microsoft Office, andu Microsoft Outlookm  When reconnected to the server, My DocumentumO Offline automaticallyf manages synchronizationfl of local copies of content with the repository 1-27ne
    28. 28. ECM Basics Content Server Repository Working with the RepositoryTEST YOUR KNOWLEDGE1. The repository is made up of what two primary components? Enterprise Content Management2. Property values can be assigned to an object by: A) a client application B) a user C) the Content Server D) all of the above3. True/False: A document can have only one rendition. 1-28
    29. 29. Estimated time: 10 minEXERCISE Before you begin, your instructor will provide you with information about your system Enterprise Content Management  Server and repository name  Login information  Location of student files During the exercise, you will:  Connect to the repository  Launch Webtop  Explore the Webtop interface 1-29

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