Post on 06-May-2015
Enterprise Content Management
MODULE 1
MODULE OBJECTIVES
Describe an enterprise content management system
Explain how the Content Server repository storesand manages content
List the types of content and formats that can bemanaged by the repository
Explain versions and renditions Describe how users navigate the Webtop
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ENTERPRISE CONTENT MANAGEMENT (ECM)
The Documentum ECM platform helpsmanage unstructured content Over 80% of enterprise content
is unstructured Problems associated with
unstructured content: Ineffectively classified Difficult to find Not secure Difficult to verify
authenticity Unregulated 1-3
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Structured
UnstructuredEmail & Attachments
PDFs
Checks
X-rays
PaperDocumentsRich Media
Web PagesAudio & Video
RecordsInvoices
Manuals
Claims
Contracts
Instant Messages
Forms
Images
XML
Rows and Columns
ECM Basics• Content Server Repository• Working with the Repository
ECM Basics• Content Server Repository• Working with the Repository
THE ECM SOLUTION The Documentum ECM platform:Adds intelligence to content for fast searches
Manages content lifecycles according touser-defined business rules
Controls publishing of content throughmultiple channels and formats
Controls access to documents based onsecurity levels
Enforces regulatory requirements
Supports collaboration
Integrates with authoring tools and enterprise applications
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THE BIG PICTURE
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Documentum ECM Platform
Create / Capture Manage Deliver / Archive
Security and Audit Trails Library Services Versioning Lifecycles and Workflows Renditions and Transformations
Office Applications (MS Word)
XML Applications
CAD Applications
Scanned Images
Computer-Generated Documents (Reports)
Enterprise Applications
(ERP, CRM, etc.)
FaxCD-Rom
Publications
WirelessWebsites
Archival / Storage
BENEFITS OF ECM: STORAGE & RETRIEVAL
Advantages to managing documents in an ECM systemversus a file system:
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File System
Can't be certain that a document is the latest version
Limited permission settings for individual documents
Search for documents based on a limited set of properties
Different formats maintained as separate files
Workflow and routing not available
Can't be certain that a document is the latest version
Limited permission settings for individual documents
Search for documents based on a limited set of properties
Different formats maintained as separate files
Workflow and routing not available
Documentum ECM Platform
Always access most up to date version of a document
Restrict who can read, edit, or delete a document
Search for documents based on descriptive information
Seamlessly maintain different formats of same document
Route documents for review and approval
Always access most up to date version of a document
Restrict who can read, edit, or delete a document
Search for documents based on descriptive information
Seamlessly maintain different formats of same document
Route documents for review and approval
BENEFITS OF ECM: CONTENT DISTRIBUTION
Advantages to distributing documents managed by an ECMsystem versus files stored on a file system
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Reference documents via file system paths that: don't necessarily
reference the latest version
are invalid if the document is moved
Sending a document as an attachment exacerbates version and security issues increased disk space
usage
Reference documents via file system paths that: don't necessarily
reference the latest version
are invalid if the document is moved
Sending a document as an attachment exacerbates version and security issues increased disk space
usage
File System Documentum ECM Platform
Reference documents via dynamic URLs that: always retrieve correct
version of a document always retrieve the
document even if it changes location
restrict access to the document based on permission settings
Reference documents via dynamic URLs that: always retrieve correct
version of a document always retrieve the
document even if it changes location
restrict access to the document based on permission settings
EXAMPLE SCENARIO: DRIVER'S LICENSE
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Application (E-Form)
Digital Picture
Digital Thumbprint
Proof ofInsurance (scan)
Issued License
RenewalNotice
Timer (Agent)
CompletenessCheck Workflow
Background Check (search)
5 Years Later…
COMPREHENSIVE CONTENT MANAGEMENT
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Content
Context Decisions, Outcomes
Processes
ProjectsTemplates
Production SOPs
R&D Compliance
Process Portal
Online Catalog
Technical Publishing
Brand ManagementSystem
Customer Newsletter
Financial Disclosure
Documentum ECM Platform
THE DOCUMENTUM REPOSITORY
Documentum’s repository: Stores content on a file storage system
Stores properties in a Relational Database ManagementSystem (RDBMS) Oracle, SQL Server, DB2, Sybase
Supports multiple operating systems UNIX, Linux, Windows
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tECM Basics Content Server Repository• Working with the Repository
ECM Basics Content Server Repository• Working with the Repository
Repository
File Storage System Database
TERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeablyTERMINOLOGY NOTE: The terms repository and Docbase are often used interchangeably
THE CONTENT SERVER
The Content Server is a service thatmanages the repository The repository can only be
accessed via the ContentServer
Supports client-server andweb-based applications
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BUSINESS BENEFIT: The Content Server enforces configurable security policies and business rules, providing secure and controlled access to content
BUSINESS BENEFIT: The Content Server enforces configurable security policies and business rules, providing secure and controlled access to content
Content Server
Repository
File Storage System Database
REPOSITORY OBJECTS
Content is stored in the repositoryas an object
An object is made up of two elements: Properties
- Stored in the database Content file (optional)
- Stored on the file system
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Repository
File Storage System Database
Content File Properties
owner namecreation dateobject name
owner namecreation dateobject name
WHAT ARE PROPERTIES? Properties are used to describe
all objects in the repository Useful for searching and
organizing information Property values can be assigned in a variety
of ways: Automatically by the Content Server Automatically by a client application Manually by a user Programmatically through customization
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TERMINOLOGY NOTE: The terms metadata, properties, and attributes are used interchangeably throughout this course
TERMINOLOGY NOTE: The terms metadata, properties, and attributes are used interchangeably throughout this course
Content FileContent File
PropertiesProperties
BUSINESS BENEFIT: Properties allow content to be organized and retrieved efficiently and effectively
BUSINESS BENEFIT: Properties allow content to be organized and retrieved efficiently and effectively
owner name: Johncreation date: 05-21-2005object name: Assembly Processformat: msw8subject: Manufacturingkeywords: mfg, tool, assembly
owner name: Johncreation date: 05-21-2005object name: Assembly Processformat: msw8subject: Manufacturingkeywords: mfg, tool, assembly
WHAT IS CONTENT?
Any type of electronic data can be managedby the repository: Document Web page XML document Report Executable Engineering drawing Scanned image Audio or video file Thumbnail file Corporate record 1-14
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FILE FORMATS
Content files in the repository can be of any format
Content files can be created withany application
When a document is accessed,the appropriate viewing orediting application isautomatically launchedon the client computer
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AVIAVI
MP3MP3
DOCDOC
JPGJPG
DWGDWG
PPTPPT
OCROCR
VERSIONS When a document is modified it is stored in
the repository as a new version Each version has a unique version
number By default, users automatically
access the most recent, or CURRENT,version Always only one CURRENT
version of a document Can revert to previous versions
when needed
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1.1
2.0
1.0
CURRENT
BUSINESS BENEFIT: The availability of previous versions of a document provides a record of changes, including who made the changes
BUSINESS BENEFIT: The availability of previous versions of a document provides a record of changes, including who made the changes
RENDITIONS A content file can also be associated with one
or more renditions A rendition is a read-only representation of the
contentthat differs from the original in some way
Different format, language, resolution, etc.
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tPDFPDF HTMLHTML ForeignForeignTranslationTranslation
RenditionsNative Format
DOCDOC
BUSINESS BENEFIT: To view a document, users do not need to have access to the same expensive or complicated native application that was used to create the original content
BUSINESS BENEFIT: To view a document, users do not need to have access to the same expensive or complicated native application that was used to create the original content
SECURITY
Access to objects in the repository is controlled byobject permissions A flexible permissions structure that allows the
granting of specific access levels to specific users
Permissions can be assigned automatically or manuallybased on business requirements
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tWorldOwnerStanleySalesMarketing
BROWSEDELETEWRITEREADVERSION
Users/Groups Permissions
CLIENT APPLICATIONS Users interact with the
repository through client applications Documentum clients Application integrations Custom client applications
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Repository
Documentum Webtop
Documentum TaskSpace
MS Word Integration
Content Services for SAP
ECM Basics
Content Server Repository Working with the Repository
ECM Basics
Content Server Repository Working with the Repository
BUSINESS BENEFIT: Users are able to access the repository using client applications that are best suited for their job and comfort level
BUSINESS BENEFIT: Users are able to access the repository using client applications that are best suited for their job and comfort level
Content Server
DOCUMENTUM WEBTOP
Documentum WebTop is a web-based interface that provides access to the EMC Documentum repository and content management services No client software installation required Runs in a standard web browser
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WEBTOP FEATURES
Nearly all of Webtop's features can be accessed through the: Navigation tree Menus
Items in the hierarchical navigation tree are referred to as "nodes" Clicking a node displays its contents in the large
workarea on the right side of the screen
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NavigationTree
NavigationTree
MenusMenus
Work AreaWork Area
Global SearchGlobal Search
CABINETS AND FOLDERS
Content in the repository is displayed using a cabinet/folder hierarchy Actual location of content on the server is
transparent to users Each user is assigned a home cabinet or
folder Shared cabinets and folders also exist in the
repository
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Sales
Gina
Meetings
Proposals
Project Meetings
Company Meetings
Shared cabinet for Sales
documents
Shared cabinet for Sales
documents
Home cabinet for user Gina
Home cabinet for user Gina
WEBTOP ACTIONS Actions on individual objects can also be
performed byright-clicking the object andselecting the desired actionfrom a pop-up menu The same actions are
available in the Webtopmenus
Double-clicking a documentopens it for viewing
Double-clicking a folderdisplays its contents 1-23
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WEBTOP MESSAGES
Most user actions in Webtop are confirmed by a successor failure message Appears in lower right of Webtop interface Clicking a message displays the Message
Viewer thatlists all messages for the current session
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KEYBOARD SHORTCUTS Certain Webtop actions can be performed using
keyboard shortcuts
For a full list of hotkey shortcuts, please refer to the WebtopUser Guide 1-25
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Select all objects on a page
Select next item
Select previous item
Go to next field or button
Help
Log out
Ctrl-A
right arrowdown arrow
left arrowup arrow
Tab
Shift-H
Shift-O
New Document
Check out
Edit
Check in
View
Search
Import
Export
Delete
Shift-N
O
E
I
V
Shift-S
Shift-I
Shift-E
Delete
DOCUMENTUM APPLICATION CONNECTORS Users can take advantage of Documentum
application connectors for MS Officeproducts Available for Word, PowerPoint, Excel,
and Outlook Must be installed at each client
Provides Documentum contentmanagement functionality fromwithin Office applications Browse Search Properties Check-in/out Subscriptions Start Workflow 1-26
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OFFLINE CLIENT
My Documentum Offline is a Webtop client applicationthat allows you work with documents while not connectedto the server Provides local offline storage of selected repository files Integrates with Windows Explorer, Microsoft Office, and
Microsoft Outlook When reconnected to the
server, My DocumentumOffline automaticallymanages synchronizationof local copies of contentwith the repository
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TEST YOUR KNOWLEDGE
1. The repository is made up of what twoprimary components?
2. Property values can be assigned to an object by:
A) a client applicationB) a userC) the Content ServerD) all of the above
3. True/False: A document can have only one rendition.
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tECM Basics
Content Server Repository
Working with the Repository
ECM Basics
Content Server Repository
Working with the Repository
EXERCISE
Before you begin, your instructor will provide youwith information about your system 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
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Estimated time: 10 min