01 Content Management

Module 1

Content Management

1-2Content Management

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.


Enterprise Content Management

• Enterprise Content Management is a software that helps us to create, manage and store content.

• Content can be managed by means of:

- Securing content by means of ACLs.

- Providing search tools to find content

- Automated flow of control using workflows and lifecycle.

- Providing version control system.


Leaders in Content Management

1. Documentum Inc.

2. FileNet Solutions

3. Interwoven Inc.

4. Vignette

5. IBM


About Documentum

• EMC Documentum enterprise content management (ECM) platform is a complete family of products that deliver capabilities to create, manage, deliver, and archive all your content.

• There are around 80 products in Documentum, and they provide their business solutions through their content, process, repository and integration services.

• To name a few are: Content Server, Webtop, Web Development Kit (WDK), WebPublisher, Documentum Administrator, DCO, etc.


Documentum User Capabilities

Coordinator• Defines, manages lifecycles• Creates workflows, workflow templates• Creates, manages Virtual Documents

Docbase

Consumer• Requires access to accurate business-critical information• Does not edit, may review

Contributor• End user of application software• Creates and contributes content• Leverages existing templates and rules

ECM• 3C• Content Repository• Life of a Document


What is a Docbase?

Docbase

File System Storage

RDBMS OS

File StorageSystem

+

• 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


Docbase Objects

Properties Content

owner name

creation date

object name

object

Document Object

• 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


Sales

Paul

Meetings

Proposals

Project Meetings

Company Meetings

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


Docbase

Checking Out Content

Paul

• 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.


Docbase

Checking In Content

Paul

• 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


1.0

1.1

2.0 APPROVED, CURRENT

DRAFT

REVIEW

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


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

1.0

1.1

2.0

1.1.1.0

3.0 CURRENT


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


Setting Permissions (continued)

Change Location

Run ProcedureChange Owner

Change Permission

Change State

S2 S3

• 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


Renditions

Version 1.0, draft

Version 2.0, CURRENT

Version 1.1

PDFRendition

HTMLRendition

• 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


Creating Renditions

• To import a rendition in Webtop’s Classic view

1. Check the document that you are creating a rendition

2. Select DOCUMENT > CREATE RENDITION > IMPORT

3. Specify the path to the externally generated rendition


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

Review TeamPaul Inbox


Adding Annotations

• Each member of Paul’s review team

Receives a task in their Inbox.

Reviews the document and provides feedback using PDF annotations that• Are electronic sticky notes

attached to content using Adobe Acrobat

• Allow you to comment on content without having to edit it

Annotation


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

Virtual Document

Book

Ch 1

Ch 2

Ch 3


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

Virtual Document

Book

Ch 1

Ch 2

Ch 3 Virtual Document

Topic 1

Topic 2

children

root


Virtual Document Manager

• Create virtual documents

• Modify structure of a virtual document

• Add/Remove children

• Modify binding rules

• Create assemblies

VDM in Webtop

VDM in Desktop

Desktop only


Creating Virtual Documents

1

2

1

2

3


Adding Components

3

2

14


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

1.2

1.0

1.21.2

1.2

Copy

ECM3CContent RepositoryLife of a Document