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MODULE 1




 Enterprise Content Management
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
E                                                                        ECM Basics
n                                                                       • Content Server Repository
     ENTERPRISE CONTENT                                                 • Working with the Repository

e    MANAGEMENT (ECM)
r
p       The Documentum ECM platform helps
                                                                 Images               X-rays
ri                                                                      Manuals
s        manage unstructured content Contracts                              Instant Messages




                                                                                                  Enterprise Content Management
e           Over 80% of enterprise content &
                                         Email               Forms
C            is unstructured             Attachments                               Unstructured
o       Problems associated with
n                                Structured
         unstructured content:    Rows and
                                                                                             Checks

                                          Columns
e           Ineffectively classified
n           Difficult to find
                                                                                          PDFs
            Not secure
M                                            Rich Media
                                                                               Documents
a
            Difficult to verify                              Paper
                                           Claims
n            authenticity                                                        Web Pages
                                                    Audio & Video
a           Unregulated                     XML             Invoices      Records             1-3
g
e
D
o
c
u   THEDocumentum ECM platform:
    The ECM SOLUTION
m       Adds intelligence to content for fast searches
e
n       Manages content lifecycles according to
        user-defined business rules




                                                                      Enterprise Content Management
u       Controls publishing of content through
m       multiple channels and formats
E       Controls access to documents based on
C       security levels
M       Enforces regulatory requirements
×
        Supports collaboration
        Integrates with authoring tools and enterprise applications


                                                                  1-4
THE BIG PICTURE
Create / 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
B
e
n    BENEFITS OF ECM: STORAGE &
e    RETRIEVAL
 i
        Advantages to managing documents in an ECM
s
o        system
         versus aFile System
                  file system:




                                                                         Enterprise Content Management
                                        Documentum ECM Platform
E     Can't be certain that a           Always access most up to
C      document is the latest version     date version of a document
M     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
B
e
n    BENEFITS OF ECM: CONTENT
e    DISTRIBUTION
 i
        Advantages to distributing documents managed
s
o        by an ECM
         system versus files stored on a file system ECM Platform




                                                                           Enterprise Content Management
                File System       E-mail      Documentum
E     Reference documents via file        Reference documents via
C      system paths that:                   dynamic URLs that:
M        don't 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
EXAMPLE SCENARIO: DRIVER'S
LICENSE
                                                                     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
COMPREHENSIVE CONTENT
   MANAGEMENT
                                                      Customer Newsletter

          Process Portal
                                                                                                  Production SOPs




                                                                                                                       Enterprise Content Management
                                                    Documentum ECM Platform

                                                                               Projects
                                        Templates


                                         Content                               Processes                    Brand Management
R&D Compliance                                                                                                   System
                                                    Context       Decisions,
                                                                  Outcomes




                                                                                           Technical Publishing
                 Financial Disclosure
                                                                                                                     1-9
                                                         Online Catalog
D                                                                ECM Basics
o                                                                 Content Server Repository

c                                                                • Working with the Repository

u    THE DOCUMENTUM REPOSITORY
m
e       Documentum’s repository:
n
            Stores content on a file storage system




                                                                                           Enterprise Content Management
u           Stores properties in a Relational Database
m
             Management
             System (RDBMS)
R
e
                Oracle, SQL Server, DB2, Sybase
p           Supports multiple operating systems                Repository
o               UNIX, Linux, Windows
si   TERMINOLOGY NOTE: The terms repository and
     Docbase are often used interchangeably
o
r
y                                                                                       1-10
                                                   File Storage System     Database
×
D
C
o
n
    THE CONTENT SERVER
e
n      The Content Server is a service that
S       manages the repository                                     Content Server




                                                                                            Enterprise Content Management
e        The repository can only be
r         accessed via the Content
v         Server
e        Supports client-server and
r         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
o
b

e    REPOSITORY OBJECTS
c
        Content is stored in the repository
×
P        as an object




                                                                                     Enterprise Content Management
                                                            Repository
r
o
p
e
rt
        An object is made up of two elements:
            Properties
e            - Stored in the database          File Storage System   Database
s           Content file (optional)
×            - Stored on the file system
C                                                                        owner name
o                                                                        creation date
                                                                         object name
n                                                                                 1-12
                                                 Content File             Properties
e
P
r
o
p    WHAT ARE PROPERTIES?
                      TERMINOLOGY NOTE: The terms metadata,
e                                   properties, and attributes are used
rt                                  interchangeably throughout this course
      Properties are used to describe
         all objects in the repository
e
            Useful for searching and




                                                                                     Enterprise Content Management
s
             organizing information
×
m       Property values can be assigned inContent File of
                                            a variety
e        ways:
          Automatically by the Content Server
a        Automatically by a client application                     Properties
d        Manually by a user
                                                 owner name: John
a        Programmatically through customization creation date: 05-21-2005
      BUSINESS BENEFIT: Properties allow content
                                                     object name: Assembly Process
a     to be organized and retrieved efficiently
                                                     format: msw8
×     and effectively                                subject: Manufacturing
a                                                    keywords: mfg, tool, assembly 1-13
 t
ri
C
o
n
    WHAT IS CONTENT?
e
n      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
F
o
r
m   FILE FORMATS
a
     Content files in the repository can be of any
s                                                 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
V
e
r
si   VERSIONS
o
n     When a document is modified it is stored in
s      the repository as a new version
×                                                         1.0
      Each version has a unique version




                                                                        Enterprise Content Management
C
U      number
R     By default, users automatically
R      access the most recent, or CURRENT,                1.1
E      version
N           Always only one CURRENT
T            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
R
e
n
d   RENDITIONS
t
       A content file can also be associated with one or
o       more renditions
n
         A rendition is a read-only representation of the




                                                                             Enterprise Content Management
s             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
S
e
c
u    SECURITY
ri
        Access to objects in the repository is controlled by
y
×        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
C
i    CLIENT APPLICATIONS                                                ECM Basics
                                                                        Content Server Repository
e                                                                        Working with the Repository

n       Users interact with the
         repository through client
A        applications
p          Documentum clients
p          Application integrations                               Documentum Webtop
 i         Custom client applications
c
a
 i                                                                          Documentum TaskSpace
o
n
s        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
W
e
b
T   DOCUMENTUM WEBTOP
o
p      Documentum WebTop is a web-based interface that
×
D       provides access to the EMC Documentum
        repository and content management services




                                                            Enterprise Content Management
e
s        No client software installation required
k        Runs in a standard web browser

o
p
×




                                                          1-20
N
a
v
     WEBTOP FEATURES
g
     Nearly all of Webtop's features can be accessed
a
 i     through the:




                                                                     Enterprise Content Management
         Navigation tree
o
         Menus
n
 r   Items in the hierarchical navigation tree are
e      referred to as "nodes"
    Global
e   Search
         Clicking a node displays its contents in the large    Menus
×           work
n           area on the right side of the screen
   Navigation
o    Tree
d                                                              Work Area
e                                                                  1-21
s
×
C
a
b
    CABINETS AND FOLDERS
n
e      Content in the repository is displayed using a
s       cabinet/folder hierarchy




                                                                          Enterprise Content Management
×          Actual location of content on the server is
F           transparent to users
o       Each usercabinet
            Shared is assigned a home cabinet or folder
    
                                       Sales
d
           SharedSales
                for cabinets and folders also exist in the
e           repository
               documents
                                       Gina
r
s            Home cabinet for                  Meetings
×              user Gina                             Project Meetings

                                                     Company Meetings
                                                                        1-22
                                               Proposals
D
o
u
b    WEBTOP ACTIONS
        Actions on individual objects can also be
e
         performed by
-        right-clicking the object and




                                                       Enterprise Content Management
c        selecting the desired action
 i       from a pop-up menu
c           The same actions are
k            available in the Webtop
             menus
n
g
        Double-clicking a document
×        opens it for viewing
ri
         Double-clicking a folder
g        displays its contents                       1-23
h
 -
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
K
e
y
b    KEYBOARD SHORTCUTS
o       Certain Webtop actions can be performed using
a         New Document Shift-N
         keyboard shortcuts             Select all objects on Ctrl-A
r         Check out       O                  a page




                                                                                   Enterprise Content Management
d         Edit            E                  Select next item      right arrow
                                                                   down arrow
S         Check in        I
                                             Select previous       left arrow
h         View            V                  item                  up arrow
o         Search          Shift-S            Go to next field or   Tab
rt                                           button
          Import          Shift-I
c                                            Help                  Shift-H
          Export          Shift-E
u                                            Log out               Shift-O
          Delete          Delete

s       For a full list of hotkey shortcuts, please refer to the
×        Webtop
                                                                                 1-25
         User Guide
A
p
p    DOCUMENTUM APPLICATION
      Users can take advantage of Documentum
i    CONNECTORS for MS Office
       application connectors
c
a        products
 i         Available for Word, PowerPoint, Excel,
o           and Outlook




                                                       Enterprise Content Management
n          Must be installed at each client
C       Provides Documentum content
o        management functionality from
n        within Office applications
n
           Browse
e
c          Search
           Properties
o          Check-in/out
r          Subscriptions
s
           Start Workflow
×                                                    1-26
D
o
M
y
D
o    OFFLINE CLIENT
c       My Documentum Offline is a Webtop client application
u
         that allows you work with documents while not
m
         connected




                                                                             Enterprise Content Management
e        to the server
n           Provides local offline storage of selected repository files
            Integrates with Windows Explorer, Microsoft Office, and
u            Microsoft Outlook
m       When reconnected to the
         server, My Documentum
O        Offline automatically
f        manages synchronization
fl       of local copies of content
         with the repository                                               1-27
n
e
ECM Basics
                                             Content Server Repository
                                             Working with the Repository

TEST YOUR KNOWLEDGE
1.   The repository is made up of what two
     primary components?




                                                                      Enterprise Content Management
2.   Property values can be assigned to an object by:
      A) a client application
      B) a user
      C) the Content Server
      D) all of the above

3.   True/False: A document can have only one
     rendition.


                                                                   1-28
Estimated time: 10 min



EXERCISE
   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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Enterprise content management

  • 1. MODULE 1 Enterprise Content Management
  • 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. E  ECM Basics n • Content Server Repository ENTERPRISE CONTENT • Working with the Repository e MANAGEMENT (ECM) r p  The Documentum ECM platform helps Images X-rays ri Manuals s manage unstructured content Contracts Instant Messages Enterprise Content Management e  Over 80% of enterprise content & Email Forms C is unstructured Attachments Unstructured o  Problems associated with n Structured unstructured content: Rows and Checks Columns e  Ineffectively classified n  Difficult to find PDFs  Not secure M Rich Media Documents a  Difficult to verify Paper Claims n authenticity Web Pages Audio & Video a  Unregulated XML Invoices Records 1-3 g e
  • 4. D o c u THEDocumentum ECM platform: The ECM SOLUTION m Adds intelligence to content for fast searches e n Manages content lifecycles according to user-defined business rules Enterprise Content Management u Controls publishing of content through m multiple channels and formats E Controls access to documents based on C security levels M Enforces regulatory requirements × Supports collaboration Integrates with authoring tools and enterprise applications 1-4
  • 5. THE BIG PICTURE Create / 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. B e n BENEFITS OF ECM: STORAGE & e RETRIEVAL i  Advantages to managing documents in an ECM s o system versus aFile System file system: Enterprise Content Management Documentum ECM Platform E  Can't be certain that a  Always access most up to C document is the latest version date version of a document M  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. B e n BENEFITS OF ECM: CONTENT e DISTRIBUTION i  Advantages to distributing documents managed s o by an ECM system versus files stored on a file system ECM Platform Enterprise Content Management File System E-mail Documentum E  Reference documents via file  Reference documents via C system paths that: dynamic URLs that: M  don't 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. EXAMPLE SCENARIO: DRIVER'S LICENSE 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. COMPREHENSIVE CONTENT MANAGEMENT Customer Newsletter Process Portal Production SOPs Enterprise Content Management Documentum ECM Platform Projects Templates Content Processes Brand Management R&D Compliance System Context Decisions, Outcomes Technical Publishing Financial Disclosure 1-9 Online Catalog
  • 10. D ECM Basics o  Content Server Repository c • Working with the Repository u THE DOCUMENTUM REPOSITORY m e  Documentum’s repository: n  Stores content on a file storage system Enterprise Content Management u  Stores properties in a Relational Database m Management System (RDBMS) R e  Oracle, SQL Server, DB2, Sybase p  Supports multiple operating systems Repository o  UNIX, Linux, Windows si TERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeably o r y 1-10 File Storage System Database × D
  • 11. C o n THE CONTENT SERVER e n  The Content Server is a service that S manages the repository Content Server Enterprise Content Management e  The repository can only be r accessed via the Content v Server e  Supports client-server and r 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. o b e REPOSITORY OBJECTS c  Content is stored in the repository × P as an object Enterprise Content Management Repository r o p e rt  An object is made up of two elements:  Properties e - Stored in the database File Storage System Database s  Content file (optional) × - Stored on the file system C owner name o creation date object name n 1-12 Content File Properties e
  • 13. P r o p WHAT ARE PROPERTIES? TERMINOLOGY NOTE: The terms metadata, e properties, and attributes are used rt interchangeably throughout this course  Properties are used to describe all objects in the repository e  Useful for searching and Enterprise Content Management s organizing information × m  Property values can be assigned inContent File of a variety e ways:  Automatically by the Content Server a  Automatically by a client application Properties d  Manually by a user owner name: John a  Programmatically through customization creation date: 05-21-2005 BUSINESS BENEFIT: Properties allow content object name: Assembly Process a to be organized and retrieved efficiently format: msw8 × and effectively subject: Manufacturing a keywords: mfg, tool, assembly 1-13 t ri
  • 14. C o n WHAT IS CONTENT? e n  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. F o r m FILE FORMATS a  Content files in the repository can be of any s 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. V e r si VERSIONS o n  When a document is modified it is stored in s the repository as a new version × 1.0  Each version has a unique version Enterprise Content Management C U number R  By default, users automatically R access the most recent, or CURRENT, 1.1 E version N  Always only one CURRENT T 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. R e n d RENDITIONS t  A content file can also be associated with one or o more renditions n  A rendition is a read-only representation of the Enterprise Content Management s 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. S e c u SECURITY ri  Access to objects in the repository is controlled by y × 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. C i CLIENT APPLICATIONS ECM Basics Content Server Repository e  Working with the Repository n  Users interact with the repository through client A applications p  Documentum clients p  Application integrations Documentum Webtop i  Custom client applications c a i Documentum TaskSpace o n s 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. W e b T DOCUMENTUM WEBTOP o p  Documentum WebTop is a web-based interface that × D provides access to the EMC Documentum repository and content management services Enterprise Content Management e s  No client software installation required k  Runs in a standard web browser o p × 1-20
  • 21. N a v WEBTOP FEATURES g  Nearly all of Webtop's features can be accessed a i through the: Enterprise Content Management  Navigation tree o  Menus n r  Items in the hierarchical navigation tree are e referred to as "nodes" Global e Search  Clicking a node displays its contents in the large Menus × work n area on the right side of the screen Navigation o Tree d Work Area e 1-21 s ×
  • 22. C a b CABINETS AND FOLDERS n e  Content in the repository is displayed using a s cabinet/folder hierarchy Enterprise Content Management ×  Actual location of content on the server is F transparent to users o Each usercabinet Shared is assigned a home cabinet or folder  Sales d  SharedSales for cabinets and folders also exist in the e repository documents Gina r s Home cabinet for Meetings × user Gina Project Meetings Company Meetings 1-22 Proposals
  • 23. D o u b WEBTOP ACTIONS  Actions on individual objects can also be e performed by - right-clicking the object and Enterprise Content Management c selecting the desired action i from a pop-up menu c  The same actions are k available in the Webtop menus n g  Double-clicking a document × opens it for viewing ri Double-clicking a folder g displays its contents 1-23 h -
  • 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. K e y b KEYBOARD SHORTCUTS o  Certain Webtop actions can be performed using a New Document Shift-N keyboard shortcuts Select all objects on Ctrl-A r Check out O a page Enterprise Content Management d Edit E Select next item right arrow down arrow S Check in I Select previous left arrow h View V item up arrow o Search Shift-S Go to next field or Tab rt button Import Shift-I c Help Shift-H Export Shift-E u Log out Shift-O Delete Delete s  For a full list of hotkey shortcuts, please refer to the × Webtop 1-25 User Guide
  • 26. A p p DOCUMENTUM APPLICATION  Users can take advantage of Documentum i CONNECTORS for MS Office application connectors c a products i  Available for Word, PowerPoint, Excel, o and Outlook Enterprise Content Management n  Must be installed at each client C  Provides Documentum content o management functionality from n within Office applications n  Browse e c  Search  Properties o  Check-in/out r  Subscriptions s  Start Workflow × 1-26 D o
  • 27. M y D o OFFLINE CLIENT c  My Documentum Offline is a Webtop client application u that allows you work with documents while not m connected Enterprise Content Management e to the server n  Provides local offline storage of selected repository files  Integrates with Windows Explorer, Microsoft Office, and u Microsoft Outlook m  When reconnected to the server, My Documentum O Offline automatically f manages synchronization fl of local copies of content with the repository 1-27 n e
  • 28. ECM Basics Content Server Repository Working with the Repository TEST YOUR KNOWLEDGE 1. The repository is made up of what two primary components? Enterprise Content Management 2. Property values can be assigned to an object by: A) a client application B) a user C) the Content Server D) all of the above 3. True/False: A document can have only one rendition. 1-28
  • 29. Estimated time: 10 min EXERCISE  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

Editor's Notes

  1. Technical Fundamentals of Documentum 1-
  2. Technical Fundamentals of Documentum 1-
  3. 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.
  4. 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.
  5. 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
  6. Technical Fundamentals of Documentum 1- Additional ECM Benefits Automatically enforces single source version of documents Automatically enforces business rules/policies
  7. 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.
  8. 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.
  9. 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.
  10. 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.
  11. Technical Fundamentals of Documentum 1-
  12. 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...
  13. 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
  14. Technical Fundamentals of Documentum 1-
  15. 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
  16. 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.
  17. 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.
  18. 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.
  19. Technical Fundamentals of Documentum 1-
  20. 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 .
  21. 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.
  22. 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.
  23. 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.
  24. 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.
  25. 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.
  26. Technical Fundamentals of Documentum 1- Please refer to the EMC Documentum My Documentum Offline User Guide for additional information about the offline client.
  27. 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.
  28. Technical Fundamentals of Documentum 1-