MODULE 1

Enterprise Content Management

MODULE OBJECTIVES
Describe an enterprise content management system 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

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Enterprise Content Management

 ECM Basics Content Server Repository Working with the Repository

ENTERPRISE CONTENT MANAGEMENT (ECM)

The Documentum ECM platform helps manage unstructured content Contracts

Images Manuals

X-rays

Instant Messages Forms

Enterprise Content Management

Over 80% of enterprise content Email & Attachments is unstructured

Unstructured

Problems associated with Structured unstructured content: Rows and

Checks

Ineffectively classified Difficult to find Not secure Difficult to verify authenticity Unregulated

Columns

PDFs Rich Media Claims Paper Web Pages Audio & Video XML Invoices Records Documents

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TThe ECM SOLUTION platform: HE Documentum ECM

Adds intelligence to content for fast searches Manages content lifecycles according to user-defined business rules
Enterprise Content Management

Controls publishing of content through multiple channels and formats Controls access to documents based on security levels Enforces regulatory requirements Supports collaboration Integrates with authoring tools and enterprise applications

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Create / Capture

THE BIG PICTURE

Office Applications (MS Word)

Manage

Deliver / Archive

Security and Audit Trails

Library Services
Versioning Lifecycles and Workflows Renditions and Transformations

Email

CD-Rom

Fax

Enterprise Content Management

Publications Websites

Wireless

XML Applications

CAD Applications

Enterprise Applications (ERP, CRM, etc.)

Scanned Images

Documentum ECM Platform

Archival / Storage

Computer-Generated Documents (Reports)

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BENEFITS OF ECM: STORAGE & RETRIEVAL

Advantages to managing documents in an ECM system versus aFile System file system: Documentum ECM Platform

Enterprise Content Management

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 1-6 and approval

BENEFITS OF ECM: CONTENT DISTRIBUTION

Advantages to distributing documents managed by an ECM system versus files storedE-mail a file system ECM Platform on File System Documentum
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

Enterprise Content Management

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

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EXAMPLE SCENARIO: DRIVER'S LICENSE

Background Check (search)
5 Years Later Application (E-Form) Timer (Agent) Completeness Check Workflow Renewal Notice Digital Thumbprint Issued License Proof of Insurance (scan) 1-8

Enterprise Content Management

Digital Picture

COMPREHENSIVE CONTENT MANAGEMENT

Customer Newsletter Process Portal
Documentum ECM Platform

Production SOPs

Enterprise Content Management

Templates Content R&D Compliance Context Decisions, Outcomes

Projects

Processes

Brand Management System

Financial Disclosure Online Catalog

Technical Publishing

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ECM Basics
Content Server Repository Working with the Repository

THE DOCUMENTUM REPOSITORY

Documentums repository:

Stores content on a file storage system

Stores properties in a Relational Database Management System (RDBMS)

Enterprise Content Management

Oracle, SQL Server, DB2, Sybase UNIX, Linux, Windows

Repository

Supports multiple operating systems

TERMINOLOGY NOTE: The terms repository

and Docbase are often used interchangeably

File Storage System

Database

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THE CONTENT SERVER

The Content Server is a service that manages the repository

The repository can only be accessed via the Content Server Supports client-server and web-based applications

Content Server
Enterprise Content Management

Repository

BUSINESS BENEFIT: The Content Server enforces

configurable security policies and business rules, providing secure and controlled access to content
File Storage System Database
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REPOSITORY OBJECTS

Content is stored in the repository as an object

Enterprise Content Management

Repository

An object is made up of two elements:

Properties - Stored in the database Content file (optional) - Stored on the file system

File Storage System

Database

owner name creation date object name

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Content File

Properties

WHAT ARE PROPERTIES?

all objects in the repository

TERMINOLOGY NOTE: The terms metadata,

properties, and attributes are used interchangeably throughout this course Properties are used to describe

Useful for searching and organizing information

Enterprise Content Management

Content File Property values can be assigned in a variety of ways:

Automatically by the Content Server Automatically by a client application Properties Manually by a user owner name: John Programmatically through customization creation date: 05-21-2005 BUSINESS BENEFIT: Properties allow content object name: Assembly Process to be organized and retrieved efficiently format: msw8 and effectively subject: Manufacturing

1-13 keywords: mfg, tool, assembly

WHAT IS CONTENT?

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 Corporate record

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FILE FORMATS
Content files in the repository can be of any format AVI Content files can be created with DOC any application When a document is accessed, the appropriate viewing or JPG editing application is automatically launched on the client computer

PPT OCR
Enterprise Content Management

DWG

MP3
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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

1.0

Enterprise Content Management

1.1

Always only one CURRENT version of a document Can revert to previous versions when needed BUSINESS BENEFIT: The availability of previous versions of a document provides a record of changes, including who made the changes

2.0 CURRENT

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RENDITIONS

A content file can also be associated with one or more renditions

A rendition is a read-only representation of the content Native Format Renditions that differs from the original in some way Different format, language, resolution, etc.

Enterprise Content Management

DOC

PDF

HTML

Foreign Translation

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

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SECURITY

Access to objects in the repository is controlled by 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 Owner Stanley Sales Marketing

BROWSE DELETE WRITE READ VERSION

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CLIENT APPLICATIONS

ECM Basics Content Server Repository

Working with the Repository

Users interact with the repository through client applications Documentum clients Application integrations Custom client applications

Documentum Webtop

Documentum TaskSpace

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
Enterprise Content Management

Content Services for SAP

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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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Enterprise Content Management

WEBTOP FEATURES

Nearly all of Webtop's features can be accessed through the:

Enterprise Content Management

Navigation tree Menus

SearchClicking a node displays its contents in the large work area on the right side of the screen Navigation Tree

Items in the hierarchical navigation tree are referred Globalas "nodes" to

Menus

Work Area
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CABINETS AND FOLDERS

Content in the repository is displayed using a cabinet/folder hierarchy

Enterprise Content Management

Actual location of content on the server is transparent to users

Each usercabinet Shared is assigned a home cabinet or folder

SharedSales for cabinets and folders also exist in the repository documents
Gina

Sales

Home cabinet for user Gina

Meetings Project Meetings

Company Meetings
Proposals 1-22

WEBTOP ACTIONS

Actions on individual objects can also be performed by right-clicking the object and selecting the desired action from a pop-up menu

Enterprise Content Management

The same actions are available in the Webtop menus

Double-clicking a document

opens it for viewing

Double-clicking a folder

displays its contents

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WEBTOP MESSAGES

Most user actions in Webtop are confirmed by a success or failure message

Appears in lower right of Webtop interface Clicking a message displays the Message Viewer that lists all messages for the current session

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Enterprise Content Management

KEYBOARD SHORTCUTS

Certain Webtop actions can be performed using New Document Shift-N Select all objects keyboard shortcuts
Check out Edit Check in View Search Import Export Delete O E I V Shift-S Shift-I Shift-E Delete

on a page

Ctrl-A
Enterprise Content Management

Select next item Select previous item

right arrow down arrow left arrow up arrow

Go to next field or button

Help Log out

Tab
Shift-H Shift-O

For a full list of hotkey shortcuts, please refer to the Webtop User Guide

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Users can take advantage of Documentum DOCUMENTUM APPLICATION CONNECTORS application connectors for MS Office products Available for Word, PowerPoint, Excel, and Outlook Must be installed at each client Provides Documentum content management functionality from within Office applications Browse Search Properties Check-in/out Subscriptions Start Workflow

Enterprise Content Management

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OFFLINE CLIENT

My Documentum Offline is a Webtop client application

that allows you work with documents while not connected to the server
Provides local offline storage of selected repository files Integrates with Windows Explorer, Microsoft Office, and Microsoft Outlook

Enterprise Content Management

When reconnected to the server, My Documentum Offline automatically manages synchronization of local copies of content with the repository

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ECM Basics Content Server Repository Working with the Repository

TEST YOUR KNOWLEDGE

1. The repository is made up of what two primary components? 2. Property values can be assigned to an object by:
A) B) C) D) a client application a user the Content Server all of the above

Enterprise Content Management

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

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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

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