5. # 5
Definitions
• What are Documents?
• What are Docbases?
• What are Cabinets and Folders?
• What is a Workflow?
• What are the User Types?
• <Others…>
6. # 6
Definitions
What are Documents?
• A written or printed paper, a recording, a file,
or a photograph that bears the original, official,
or legal form of something and can be used to
furnish information
• A document can have attributes that describe
it such as: subject, authors, drug name, case
number, etc. (Attributes are information used
to search for the documents)
• Documents can be related with other
documents
• Documents can be different formats: text,
graphics, spreadsheets, video, voice, etc.
7. # 7
Definitions
What are Docbases?
• Documents and its attributes are stored in a central electronic
repository
• Documentum (a Document Management System vendor) calls its
repository Docbase
• The Docbase resides on a UNIX or an NT server
• The Docbase stores a document’s contents and any information
associated with it
8. # 8
Definitions
What are Cabinets and Folders?
• Documents can be organized in a
logical, cabinet/folder structure
• Actual document location and file
names are transparent to the user
• Cabinets have the highest level of
document organization (it contains
folders and documents)
• Folders contain folders and documents
(unlike the network file structure, a
single document can be referenced in
multiple folders)
9. # 9
Definitions
What is a Workflow?
Authoring Doc. Control
Review
Work-In-Progress
Releasing
Documents
Approval
Approval
Approval
Approval
Automatic Routing & Notification
Documentum
Docbase
View Documents
Searching & Viewing
10. # 10
Definitions
What are the User Types?
What are the User Types:
1. Author - view, create, modify & delete rights to documents
(any changes to a document needs to be routed)
2. Document Control - view, create, modify & delete rights to
documents and data (any changes to a document needs to be
routed)
3. Approvers - view & approve rights to documents
4. System Administrator- super-user rights to the Docbase
5. Consumers - end user of the documents
Document
Control
Author
Approver
Approver
Document
Control
Approver
System
Administrator
Consumers
11. # 11
Design Questions
(Sample questions)
• Authoring
• Document Change Notice (DCN) or ECN
• Routing and Approval
• Viewing Documents
• Security
• System Maintenance
12. # 12
Authorin
g
1. Is collaboration with co-authors required? Internal and
external?
2. If yes, will there be an assigned author?
3. If yes, can collaboration be handled outside
Documentum through e-mailing, meetings, and/or
online white boards (e.g. MS NetMeeting)?
4. Can Reviewers review documents outside
Documentum, through e-mailing, meetings, and/or
online white boards (e.g. MS NetMeeting)?
5. Do Reviewers have to sign the electronic copy prior to
the approval process?
6. Can an Author check out a prior version?
7. If yes, do you have multiple versions?
8. Do you have the concept of Target Effective Date?
Authoring
Collaboration with
co-author(s)
Discussions and
walkthroughs with
reviewers
Registering of
document(s) to
Documentum
Create or
modify
document(s)
13. # 13
Authorin
g
Authoring
Collaboration with
co-author(s)
Discussions and
walkthroughs with
reviewers
Registering of
document(s) to
Documentum
Create or
modify
document(s)
11. Can an Author check out a document that has been
approved but not yet implemented?
12. When creating a new document, can the Author copy
from an existing version? Can he/she copy from a
template? How are templates defined?
13. Can the Author cancel a checked out document without
saving his/her work?
14. Are there “non-controlled” documents that are in the
system but do not require a formal approval process?
15. When an Author checks out a document, is there a
need to send out notification?
16. Are notifications sent through email?
17. How is the unique document number created?
18. What are the document formats?
- MS Word, Excel
- BMPs, PICs, TIFFs, JPEG
19. Are there OLE link files?
14. # 14
Authorin
g
Authoring
Collaboration with
co-author(s)
Discussions and
walkthroughs with
reviewers
Registering of
document(s) to
Documentum
Create or
modify
document(s)
21. Is there a need for document templates?
22. Is there a concept of temporary documents?
23. If yes, does the Author specify an expiration date?
(What happens to the document when it is about to
expire? What happens when it does expire?)
24. Can the Author change the expiration date when the
document is already ‘active’?
25. If a temporary document is created, how does it affect
checked out documents?
26. Is there a need to relate documents?
28. What are the document attributes associated to a
document?
29. Are there any multiple value attributes?
30. Will the system assign version numbers/letters?
15. # 15
Authorin
g
Authoring
Collaboration with
co-author(s)
Discussions and
walkthroughs with
reviewers
Registering of
document(s) to
Documentum
Create or
modify
document(s)
31. If yes, what determines the version numbers/ letters?
32. Can Authors obsolete a document?
33. If yes, is there a need to replace the obsoleted
document with a new document?
34. Can an Author reactivate an obsoleted document?
35. Do documents need watermarkings and header
information?
36. Is there a need to keep revision markings on
modified documents for approval purposes?
37. If yes, do you keep the revision markings after the
document has been approved? or implemented?
38. What document applications need to be linked with
Documentum?
16. # 16
DCNs
1. Can unique DCN numbers be generated by the system?
2. Are there different DCN types with unique features?
- New or modified documents
- Obsolete
- Temporary
3. What are the DCN attributes?
5. What are the DCN and document attributes that assign a workflow and
a notification list
6. Can an Author add approvers to an existing list? Can he/she change
the approval route?
7. Is there a need to provide specific instructions for each approver?
8. Is there a need for proxies?
9. Is there a concept of Batch DCN that have the same effective date but
different approval routes?
Author
• Creates an electronic DCN
• Associates registered
document(s) to the DCN
17. # 17
DCNs
11. Can the Author cancel an in-process DCN?
12. What are the different status of a DCN?
13. Is there a need to monitor DCN status?
14. Is there a need for Doc. Control review?
15. If yes, should Doc. Control modify the DCN and the
associated documents?
16. Will there be physical items such as drawings or
software associated with the DCN?
Send
Doc. Control
Review
<Reject
Resend>Originator
• Creates an electronic DCO
• Associates registered
document(s) to the DCO
18. # 18
Approval
Process
1. Will the approval flow be parallel? or serial?
2. Will the routes include sub-routes? forwarding?
3. Should the approvers have the ability to approve or reject?
4. Should the approvers be prevented from modifying the
documents while the DCNs are on route?
5. Can a DCN be sent to a group or individual?
6. If the DCN is sent to a group should the notification be
approved by all members or by the first one to approve the
document?
7. Is there a need to add, delete or change approvers while the
DCN is on route?
8. If yes, is it GMP compliant?
9. If an approver fails to approve a DCN within a period of time, is
there a need to escalate?
10. Is there a need for approvers to enter annotations to a
document?
11. Should modified documents be viewed with revision and
banner markings?
Approval
Approval
Approval
Doc. Control
19. # 19
Approval Process - If
Rejected
1. Do all approvers need to review the DCN before returning the DCN to the Author or Doc. Control?
2. When an DCN is rejected, who are notified?
3. Is there a need to enter comments when the approver rejects a DCN?
4. Is there a need to maintain an audit trail of a DCN?
5. Can the DCN reuse the same DCN number?
6. If there is a concept of a Batch DCN, is there a need to reject all the DCNs in the same batch if at
least one of the DCNs is rejected?
Author
Approval
Rejected
Resend
Doc. Control Rejected
20. # 20
Approval Process - If
Approved
1. Is there a need for a Doc. Control step?
2. If there are comments and annotations, should
they be removed?
3. If there is a concept of a Batch DCN, should the
system hold all DCNs prior to releasing the
documents?
4. Should the system write a ‘Released’ watermark
on the document when it is released?
5. If there is a concept of implementation date,
should the system change watermarkings of
the new and old versions? Can a user modify
the implementation date?
6. Is there a need to update other systems (e.g.,
ERP)?
Released
Doc. Control
Notifies appropriate
users that the document(s)
have been released
Updates
other
systems
Approval
Approval
Approval
21. # 21
Viewing
Documents
1. Should the user be able to search for a document (and DCN) using any
combination of document attributes?
2. Should full-text searching be allowed?
3. Is there a need for a quick search feature?
4. Should the users be able to save searches?
5. Should Doc. Control be able to create complex searches?
6. Should users be able to view version history?
7. Should users be able to view status of a document that is being reviewed?
8. Should documents contain ‘Official’, ‘History’, Obsolete’ watermarking?
9. Should users be able to view related documents? Where Used?
10. Can users add comments to a document while it is ‘Official’?
11. Should users be able to access the documents through the intranet and
internet?
12. Is there a need to have a common login name and password with other
systems?
Documentum
Vault
View Documents
22. # 22
Securit
y
1. What will determine who has access to the document and the level of access that
they will have?
User Role
System
Administrator
Author(s)
Approvers
Satellite
Coordinators
World
D o c u m e n t S t a t u s
Draft In RF For Approval Approved Effective Superceded
Suspended/
Obsolete
None
Delete
None
Delete
None
None
Read
Read
None
Delete
None
None
Read
Read
Relate
Read
None
None
Version
Read
Read
Read
None
None
Version
Version
Read
Read
Read
Version
Read
None
None
None
None
None
Read
None
None
None
None
NoneResponsible
Department
23. # 23
System Maintenance
Satellite Coordinators
4.1.1.1 Will Document Control be responsible for defining and
maintaining document templates for their functional
areas?
4.1.1.2 Will Document Control be responsible for defining and
maintaining attribute picklists for their functional areas?
4.1.1.3 Will Document Control be responsible for defining and
maintaining workflow routes and alternative approvers
for their functional areas?
4.1.2 Will Document Control be responsible for facilitating
workflows whenever necessary?
4.1.3 Should Document Control have the ability to generate
reports?
4.1.4 Should Document Control have the ability to cancel
checkout on behalf of other users?
Document Control
24. # 24
System Maintenance
The System Administrator
4.2.1 Will the System Administrator be responsible for defining
and maintaining Users, Groups, and Security?
4.2.2 Will the System Administrator be responsible for
maintaining the DMS Oracle database and Documentum
objects?
4.2.3 Will the System Administrator be responsible for migrating
the DMS application from a development to testing
environment, and then to a production environment?
4.2.4 Should the System Administrator be able to perform
complex searches when necessary?
I want to welcome all of you to a presentation on Documentum: who we are, what we do, and why we feel you have a compelling reason to automate the business-critical documents in your organization. Documentum provides Enterprise Document Management Solutions that enable companies to effectively apply knowledge.
