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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.

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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