Enterprise content management

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

Email

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


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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E-mail

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


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


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


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

1-19Enterprise Content Management

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

Technology

Enterprise content management