Welcome to GWAVACon

1. Expanding GroupWise Document Management Session Speaker Name: Danita Zanrè Company: Caledonia Email: danita@caledonia.net Welcome to GWAVACon

2. About your Presenter… • Danita Zanrè • Long time GroupWise User and Administrator(since WPO 2.0) • Author of GroupWise books and articles • GroupWise enthusiast extraordinaire! • Learning to be a geek on Linux

3. What is a GroupWise Library The Library is an object in GroupWise that belongs to a Post Office Libraries are not limited to access by users from a particular Post Office

4. What objects are contained within Libraries • Properties • Sharing Rights • Documents • Indexes • Word Lists • Activity Logs

5. How are Libraries Defined • GroupWise Libraries are created much like any other GW object • Libraries have the following setup requirements: • Location of Documents • Properties which are associated with documents • Granting rights to Libraries

6. Do I need a Document Storage Location? • Winds of Change! • Clustering • Disaster Recovery

7. Importance of the initial setup • Using Document Storage Locations? • Directory Naming for Document Locations • Keep it short - no long directory names • Volume Positioning • Keep it away from the root of a volume • Space Requirements • Things will only get bigger • Two areas to watch • The document files themselves • The files that control the libraries

8. Where to Place the Libraries • Two choices: Post Office or Library Storage Area • Post Office • Good things • Moves with the Post Office • Everything contained under the PO directories • Bad things • Can only move with the Post Office • Once a library is defined under the Post Office, it cannot be moved

9. Where to Place the Libraries • Two choices: Post Office or Library Storage Area • Library Storage Area • Good things • Better control of space • Bad things • Moving can be awkward

10. Single versus Multiple Libraries • A single library is generally preferred because • People can only put documents in one place • A consistent set of defaults can be applied

11. Single versus Multiple Libraries • However, if you need • Radically different document properties • Complete security by separation • …then Multiple libraries are the way to go • But keep ONE library for each group

12. Libraries and Indexing • Keep the documents close to the agents • Storage Areas on the same server as the POA • People access files one at a time • The Indexer grabs them in bulk • Ignore anything on dedicated indexers • Hardware has more than caught up

13. Libraries and Indexing • Indexing Frequency • GW6.5 can be specified in minutes • Previous versions only in hours • Avoid continuous indexing

14. Getting the Word Out • How to inform others about document changes • Email • Just send the number - internally anyway. • Attaching a reference does include a copy of the file

15. Getting the Word Out • How to inform others about document changes • Shared Folders • Notify doesn’t help much • Used as a document review area • ‘Reply to’ the document reference • Set Folder View to By Discussion Thread • Search Folders • Requires the indexer to have run • Usually requires custom fields

16. Document Types and Lookup Fields • Why is the Document Type Important? • Applies to all libraries • Controls what happens to a document at the end of its life • Can be used to separate documents into logical groups • It can be easily added to by the Librarian

17. Document Types and Lookup Fields • Lookup and Custom Fields • Requires careful planning • These cannot be edited or deleted after creation • Lookups are only parent/child single level

18. Document Rights • Document Rights • View • Edit • Delete • Share • Modify Security • Version Specific Rights

19. Library Rights • Library Rights • Librarian • Other options act as a filter on document rights • Set Official Version • Reset In-Use flag Always remove the DELETE right

20. Which Applications Suit the Libraries and Which Don't • Good Application Types • Single-User Files (one user at a time) • Files that can be Full-Text Indexed • mainly textual files • ODMA Applications • Most standard suite products

21. Which Applications Suit the Libraries and Which Don't • Bad Application Types • Graphic Files (including CAD) • PDF Files • Cannot be indexed by GroupWise • Can be indexed by NSearch

22. Alternative Ways to Access the Documents Easily • The Purist’s Method • Minimal Document References in Folders • Set up Custom Fields for Searches • Use Search Folders • The Pragmatist’s Method • Training on the Find command • The Documents Folder

23. The Purist’s Method • Document References within the Client • Should be minimised • Search Folders should be used • Mandatory custom fields or sensible defaults • Strict use of document types • Why do it this way? • Less load on the server • More reliable searches (in theory)

24. The Pragmatist’s Method • Live with the system overhead • People like having everything in one place • Too many fields are awkward • Any individual doesn’t use that many files • Why do it this way • Because life is complicated enough • Space restrictions include document references

25. How to Strike the Balance • Persuasion and Training • The Find dialogue is cleverer than you think • The Documents folder can be tuned • Sell the advantages of the system • No more multiple copies • Old files can be found easily • Aim to reduce the overhead • Worst case - get a better server

26. Day-to-Day Maintenance • Just the standard GroupWise checks • Daily Structure Check • Weekly Contents Check

27. Defusing the Occasional Crisis • Lost Documents • Save Errors • Corrupt Rights • File System Errors • Checkout Errors

28. Defusing the Occasional Crisis • Identifying documents • How to get the document number into the file • Importing documents • GWPort32 is your friend

29. Errors on Saving Files • Always put the checkout directory on a network drive • Salvage is a good thing • The default of %TEMP% gets too busy • Temporary copies can be rescued • Check out the original document • Copy over the temporary file • Check the document back in • Watch for space restrictions

30. Other Types of Errors • Corrupt Rights • Either a GWCheck/Verify Security • Fix manually from within the client • File System Errors • Machine crashes • Checkout Errors • File Naming conventions

31. Other Types of Errors • Check-Out Errors • Duplex Mismatches • Insufficient Rights

32. Document Identification • Macros within the Application • Word • Simple Approach • Insert > Autotext >Header and Footer > Filename gets GW Subject • Insert > Autotext >Header and Footer > Path and Filename gets ODMA/GRPWISE/otherstuff/Doc#/Ver# • word really doesn’t like empty subjects • Macro Approach

33. Document Identification 2 • Macros within the Application • Word Perfect • Trickier, but can be done • The ?ODMAName and ?ODMAPath Variables • Use the checked out file name

34. Importing Documents • For normal imports • Use the facilities built into the client • File/Import Documents • When you need to specify the document number • Use the GWPort32 utility • Dates and times can be tricky • Restoring documents • Restore document from backup

35. GWCheck Options and Errors • Three library specific options within GWCheck • Archive / Delete Documents • Delete Activity Logs • Analyze/Fix Library

36. Archive/Delete Documents • Documents created within a Library can be • Archived • Retained indefinitely • Deleted

37. Archive/Delete Documents • What happens is controlled by their document type • This option has to be run for anything to happen • Archived documents are stored under the Post Office directory structure - PO/LIBXXXX/ARCHIVE

38. Delete Activity Logs • Document logging records all activities performed on the documents in a library. When document usage is heavy, activity logs can consume large amounts of disk space. Downside to purging the activity logs is if you are required to keep access records • Activity logs are in the dmdlxxyy.db files.

39. Analyze/Fix Library • This is the main option for Library maintenance • For all options except Verify Library, all documents in each of the selected library databases are checked • Usual advice is to check the top 4 options

40. VerifyLibrary • Checks the information for a Library object and verifies its integrity. If there are errors, they are either fixed or logged. • This fixes problems with the DMSH.DB. It will also create a new DMSH.DB if the database does not exist in the NGWGUARD.DB and does not exist on disk. See TID 10027874 among others for an example

41. Fix Document/Version/Element • Performs an integrity check to make sure of the following: • Each document has one or more versions linked • Each version has one or more elements linked • All versions are linked to a document • All elements are linked to a version

42. Verify Document Files • Determines if the blob exists for a document and if the document is accessible. If not, an error is logged for that document. • You can recover a file by restoring it from backup.

43. Verify Document Files • Possible scenarios for errors that would be logged: • If the file system on the network becomes corrupt, this option tells you which documents cannot be opened or which blob files are missing. • If someone marked a file as Read Only or Hidden, this option would log an error and list the file as inaccessible.

44. Validate All Document Security • Validates document security for the Author, Creator, and Security (document sharing) fields • Users are identified with a Global Unique Identifier (GUID) number, which identifies each user. Users’ names can be changed, for circumstances such as marriage, but the GUID remains unchanged. However, GUIDs can be corrupted, thus changing a user’s unique ID. Security is controlled by GUIDs assigned to documents in the Author and Creator fields. TID2938038 refers to using this option.

45. Synchronize User Name • The Author and Creator fields display users' full names • If a user's name is changed, this option verifies that the name on document and version records is the same as the user's current display name. If not, the Author and Creator fields in documents and versions are updated to the newer name.

46. Remove Deleted Storage Areas • After deleting a document storage area in ConsoleOne, the document storage area directory, and all documents in it, remain on the system and available to users. • To delete the document storage area and move all documents to another location, select Remove Deleted Storage Areas. You will notice that Move Documents First is also selected. To delete the document storage area and all documents, select Remove Deleted Storage Areas and deselect Move Documents First.

47. Reset Word Lists • Documents stored in a library are indexed and inserted into a generated word list. This allows users to search for a document by keywords as well as any word contained within a document. The document library word list may become outdated, and if this occurs, the word list must be regenerated. This option allows the program to regenerate the document library word list the next time an index operation is performed.

48. Database Overview • Library Databases • dmsh.db, common information: lookup tables, custom fields, document types and location of library databases • dmsd00yy.db, database containing information specific to this library • dmddxxyy.db, property sheet information • dmdlxxyy.db, activity log information

49. Repairing a Specific Database • Any of the Library databases (dmsh.db, dmsd00yy.db, dmddxxyy.db, dmdlxxyy.db) can be checked for structural damage manually. • Perform a GWCHECK, and in the “User/Resource” field, type in the name of the database that you need to check

50. GWCheck Document Errors • Normal Housekeeping Errors • 39 (5.5) or 93 (6.x) Unused blob files (deleted) • Housekeeping of old DMS files that are no longer required • 52 - GWCheck should move the orphaned file beneath the Post Office directory’s , under <PODir>\WPCSOUT\OFS\<StorageAreaDir>. This can give the message “Return from WpioDirCreate = 0x8209”. This can be caused by having the DMS area directory off a volume root. • 50 Orphaned blob files (deleted).