01 Enterprise Content Management

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Enterprise Content Management

MODULE 1


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MODULE OBJECTIVES

Describe an enterprise content managementsystem

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 interface

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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 verifyauthenticity

Unregulated 1-3

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Structured

UnstructuredEmail &Attachments

PDFs

Checks

X-rays

Paper

DocumentsRich Media

Web Pages

Audio & Video

RecordsInvoices

Manuals

Claims

Contracts

Instant Messages

Forms

Images

XML

Rows andColumns

ECM Basics

Content Server Repository

Working with the Repository


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THE ECM SOLUTION The Documentum ECM platform:

Adds intelligence to content for fast searchesManages content lifecycles according to

user-defined business rules

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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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

CADApplications

Scanned Images

Computer-GeneratedDocuments (Reports)

EnterpriseApplications

(ERP, CRM, etc.)

FaxCD-Rom

Publications

Email

WirelessWebsites

Archival / Storage


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BENEFITSOF ECM: STORAGE & RETRIEVAL

Advantages to managing documents in an ECMsystemversus a file system:

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File System

Can't be certain that adocument is the latest version

Limited permission settingsfor individual documents

Search for documents basedon a limited set of properties

Different formats maintainedas separate files

Workflow and routing notavailable

Documentum ECM Platform

Always access most up todate version of a document

Restrict who can read, edit,or delete a document

Search for documents basedon descriptive information

Seamlessly maintain differentformats of same document

Route documents for reviewand approval


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BENEFITSOF ECM: CONTENT DISTRIBUTION

Advantages to distributing documents managed byan ECMsystem versus files stored on a file system

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E-mail

Reference documents via filesystem paths that:

don't necessarily referencethe latest version

are invalid if the documentis moved

Sending a document as anattachment exacerbatesversion and security issues

increased disk space usage

File System Documentum ECM Platform

Reference documents viadynamic URLs that:

always retrieve correctversion of a document

always retrieve thedocument even if itchanges location

restrict access to thedocument based onpermission settings


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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


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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

Documentum ECM Platform


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THE DOCUMENTUM REPOSITORY

Documentums 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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ECM Basics

Content Server Repository

Working with the Repository

Repository

File Storage System Database

TERMINOLOGY NOTE: The terms repositoryand Docbase are often used interchangeably


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THE CONTENT SERVER

The Content Server is a service thatmanages the repository

The repository can only beaccessed via the Content

Server Supports client-server and

web-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

Content Server

Repository



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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 name

creation date

object name


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WHATARE PROPERTIES?

Properties are used to describeall objects in the repository Useful for searching and

organizing information

Property values can be assigned in a variety ofways: 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

Content File

Properties

BUSINESS BENEFIT: Properties allow content

to be organized and retrieved efficiently

and effectively

owner name: John

creation date: 05-21-2005object name: Assembly Process

format: msw8

subject: Manufacturing

keywords: mfg, tool, assembly


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WHATIS 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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AVI

MP3

DOC

JPG

DWG

PPT

OCR


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VERSIONS

When a document is modified it is stored inthe repository as a new version

Each version has a unique versionnumber

By default, users automaticallyaccess the most recent, or CURRENT,version Always only one CURRENT

version of a document

Can revert to previous versionswhen needed

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2.0

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CURRENT

BUSINESS BENEFIT: The availability of previous

versions of a document provides a record of

changes, including who made the changes


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RENDITIONS

A content file can also be associated with one ormore renditions A rendition is a read-only representation of the content

that differs from the original in some way

Different format, language, resolution, etc.

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Translation

RenditionsNative Format

DOC

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 byobject permissions

A flexible permissions structure that allows thegranting of specific access levels to specific users

Permissions can be assigned automatically or manuallybased on business requirements

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OwnerStanleySalesMarketing

BROWSEDELETEWRITEREADVERSION

Users/Groups Permissions


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CLIENT APPLICATIONS

Users interact with the repositorythrough client applications

Documentum clients

Application integrations

Custom client applications

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Repository

Documentum Webtop

Documentum TaskSpace

MS Word Integration

Content Services for SAP

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

Content Server


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DOCUMENTUM WEBTOP

Documentum WebTop is a web-based interface thatprovides access to the EMC Documentumrepository 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 accessedthrough the:

Navigation tree

Menus

Items in the hierarchical navigation tree are referredto as "nodes"

Clicking a node displays its contents in the large workarea on the right side of the screen

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Navigation

Tree

Menus

Work Area

Global

Search


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CABINETSAND FOLDERS

Content in the repository is displayed using acabinet/folder hierarchy

Actual location of content on the server is transparent tousers

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

Home cabinetfor user Gina


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WEBTOP ACTIONS

Actions on individual objects can also be performedbyright-clicking the object andselecting the desired action

from 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 asuccessor 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 usingkeyboard shortcuts

For a full list of hotkey shortcuts, please refer to theWebtopUser Guide 1-25

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Select all objectson a page

Select next item

Select previousitem

Go to next fieldor button

Help

Log out

Ctrl-A

right arrowdown arrow

left arrowup arrow

Tab

Shift-H

Shift-O

New Document

Check out

Edit

Check inView

Search

Import

Export

Delete

Shift-N

O

E

IV

Shift-S

Shift-I

Shift-E

Delete


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DOCUMENTUM APPLICATION CONNECTORS Users can take advantage of Documentumapplication connectors for MS Office

products 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

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OFFLINE CLIENT

My Documentum Offline is a Webtop client applicationthat allows you work with documents while notconnectedto the server

Provides local offline storage of selected repository files Integrates with Windows Explorer, Microsoft Office, and

Microsoft Outlook

When reconnected to theserver, My Documentum

Offline automaticallymanages synchronizationof local copies of contentwith the repository 1-27

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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 application

B) a user

C) the Content Server

D) all of the above

3. True/False: A document can have only onerendition.

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ECM BasicsContent Server RepositoryWorking with the Repository


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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