Module 1

1. Module 1 Content Management

2. Module Objectives • Describe an enterprise content management system • Describe three types of Documentum end-users (“3C”) • Define a Docbase • State the operations that can be performed on a document in a Docbase Content Management

3. ECM • 3C • Content Repository • Life of a Document Enterprise Content Management Documentum is an ECM system that • Stores and manages content of various types globally by • Securing content using permissions • Providing version control • Providing search tools to find content • Automated control of content through • A business lifecycle -- from initial creation to final archiving • All phases of a business process • Dynamically assembles and delivers personalized content • Integrates with • Authoring tools such as Dreamweaver • Other enterprise systems such as Lotus Notes or SAP Content Management

4. ECM • 3C • Content Repository • Life of a Document • Consumer • Requires access to accurate business-critical information • Does not edit, may review Documentum User Capabilities • Coordinator • Defines, manages lifecycles • Creates workflows, workflow templates • Creates, manages Virtual Documents • Contributor • End user of application software • Creates and contributes content • Leverages existing templates and rules Docbase Content Management

5. ECM • 3C • Content Repository • Life of a Document What is Content ? • Conveys information to a user • Is stored electronically as a file of a particular type • Document • Web page • XML document • Report • Executable • Engineering drawing • Scanned image • Audio or video file • Thumbnail file • Record Content Management

6. OS RDBMS Docbase + File System Storage File Storage System What is a Docbase? • Documentum’s content repository • Stores content on a file system provided via the Operating System (OS) • Stores properties in a Relational Database Management System (RDBMS) • Resides on a UNIX or a Windows server Content Management

7. Document Object Properties Content owner name creation date object name Object Docbase Objects • Everything stored in a Docbase is stored as an object • Documents, cabinets, folders, users are all examples of objects within a Docbase • An object is a set of properties that sometimes points to content Content Management

8. Sales Paul Meetings Project Meetings Company Meetings Proposals Cabinets and Folders • Content in a Docbase is displayed using a Cabinet/Folder hierarchy • Actual location of content on the server is transparent to users • Each user is assigned a default cabinet or folder • Multiple users can share the same default cabinet or folder Content Management

9. ECM • 3C • Content Repository • Life of a Document Life of a Document Paul is a typical user of Documentum with the capability of a Coordinator. He has created a document in the Docbase using his favorite application. Content Management

10. Docbase Paul Checking Out Content Paul wants to change the content of his document. So he will check the document out. • Check out locks the document to ensure that only one person can edit it at a time • The content is copied to the client system. The changes to the document take place there. Content Management

11. Docbase Paul Checking In Content When Paul is done editing the content, he checks the document back in. • Check in releases the lock on the document and the content is moved back to the server into the Docbase Content Management

12. Importing Content • Paul can also import into the Docbase a document that he has created using his favorite application on his local machine • In Desktop, • Copy and paste the document into the Docbase folder where you want it to reside • In the Import dialog, specify name, type and format for the document and click Import Content Management

13. 1.0 DRAFT 1.1 REVIEW 2.0 APPROVED, CURRENT Creating Versions • Upon check in, a new version may be created • Each version is represented by a unique set of properties and content • Each version has a unique implicit numeric label • A version can also be assigned one or more symbolic labels • The Documentum server by default assigns the symbolic label CURRENT to the last checked in version Content Management

14. 1.0 1.1 1.1.1.0 2.0 3.0 CURRENT Branch Versions • If you check out a non-current version of a document, a branch version can be created • The CURRENT version label by default will be assigned to the last checked in version Content Management

15. My Documents Acme Acme Sales Paul Paul Meetings Meetings Project Meetings Project Meetings Company Meetings Company Meetings Proposals Proposals Working Offline • When Paul is on an airplane, he can still work on content locally while being disconnected from the Docbase • When Paul re-connects to Docbase, local content is synchronized with what is in the Docbase Docbase offline enabled for Paul Cabinet made available offline and mapped to a local folder Content Management

16. Setting Permissions... • Paul assigns basic permissions to his document • Permissions dictate who can do what to a document. The basic permissions are • NONE • BROWSE • READ • RELATE • VERSION • WRITE • DELETE • Basic permissions are hierarchical Content Management

17. Change Permission Change Location S2 S3 Change Owner Change State Run Procedure Setting Permissions (continued) • Paul assigns extended permissions to his document • The extended permissions are • Change Location • Change Owner • Change Permission • Run Procedure • Change State • Extended permissions allow a user to perform a specific action on an object Content Management

18. Version 1.0, draft PDF Rendition HTML Rendition Version 1.1 Version 2.0, CURRENT Renditions • Paul creates a PDF rendition of his document’s most current version • A rendition is a read-only representation of the content that differs from the original only in format • Each version of content can have multiple renditions in different formats • PDF renditions may be annotated without editing the original content Content Management

19. Creating Renditions in Desktop • To import a rendition in Desktop • Create and copy rendition to clipboard • In the Document Info Pane showing Renditions, right-click anywhere and select Paste as Rendition • Use Content Rendition Services to create PDF renditions automatically or upon user request Content Management

20. Creating Renditions in Webtop To import a rendition in Webtop’s Classic view • Check the document that you are creating a rendition • Select DOCUMENT > CREATE RENDITION > IMPORT • Specify the path to the externally generated rendition Content Management

21. Format Preferences • Format in which you want to view or edit Docbase objects • Preferences apply to • All users • Users in a specified group • Current user • Settings in FormatPreferences.ini file • Edited using Format Preferences Editor • Local system must be updated for changes to take effect Content Management

22. Workflow Paul starts a workflow process to route the latest version of his document to his review team • A workflow passes documents, information and tasks from one person to another person to achieve a particular goal Inbox Paul Review Team Content Management

23. Adding Annotations • Each member of Paul’s review team opens a task in his/her Inbox to review the document • Feedback is provided using Adobe Acrobat PDF annotations or comments • Comments are like electronic sticky notes attached to content • Comments can be added without having to edit content Annotation/Comment Content Management

24. Virtual Document Book Ch 1 Ch 2 Ch 3 Virtual Documents • A Virtual Document is a container that contains pointers to other documents • A Virtual Document can contain pointers to components in one or more Docbases • An assembly is a snapshot of a Virtual Document • A Virtual Document can have more than one assembly • Binding Rules determine what versions of components are associated with the Virtual Document and its assemblies Content Management

25. Virtual Document root Book Ch 1 children Ch 2 Ch 3 Virtual Document Topic 1 Topic 2 Parents and Children • The root document is the basis of your Virtual Document • Children are components of the root. In a given Virtual Document, • Each child object has only one parent • Each parent can have many children • A parent can be a component of another Virtual Document • A particular object can be a component of several Virtual Documents Content Management

26. Virtual Document Manager • Create virtual documents • Modify structure of a virtual document • Add/Remove children • Modify binding rules • Create assemblies VDM in Desktop Desktop only VDM in Webtop Content Management

27. 1 2 2 3 1 Creating Virtual Documents Content Management

28. Adding Components 4 1 2 3 Content Management

29. Binding 1 2 3 4 5 6 1 2 6 3 5 4 Content Management

30. ECM • 3C • Content Repository • Life of a Document 1.2 1.0 1.2 1.2 1.2 Moving, Copying, and Linking • Move • Moves content from one location to another • Copy • Duplicates the current version and assigns version 1.0 to the new copy • Changes to the copy do not affect the original • Link • Allows content to appear in multiple locations • An update to one affects all locations Copy Content Management

31. Test Your Knowledge • In the version tree shown, identify: three major versions four minor versions current version • A user with the basic permission of ______ can annotate content. • A ______ ________ is a document composed of pointers to other documents. • A __________ type user defines and manages lifecycles. 1.0 1.1 1.2 2.0 branch 1.1.1.0 1.1.1.1 3.0 Content Management