Jahia Wise Installation and Administration Guide

Jahia Solutions Group SA

9 route des Jeunes, CH-1227 Les acacias Geneva, Switzerland

http://www.jahia.com

DOCUMENTATION

Jahia Wise Installation and

Administration Guide

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© 2002 – 2013 Jahia Solutions Group SA

Jahia Wise Installation and Administration Guide

Summary

1 Introduction .......................................................................................................................................... 4

1.1 What Is Jahia Wise? ......................................................................................................................... 4

1.2 Who Is this Guide Intended For? ...................................................................................................... 5

1.3 How Can I Get the Most out of This Guide? ..................................................................................... 5

2 Wise Installation .................................................................................................................................... 7

2.1 Supported Environments ................................................................................................................. 7

2.2 Installing Add-ons ............................................................................................................................ 7

2.2.1 Office document converter........................................................................................................ 7

2.2.2 Document viewer ...................................................................................................................... 7

2.2.3 Video thumbnails service........................................................................................................... 7

2.2.4 Image conversion ...................................................................................................................... 8

2.3 Installing Jahia Wise (Windows / Linux / Mac OS) ............................................................................ 9

2.3.1 Express Installation .................................................................................................................. 11

2.3.2 Custom Installation ................................................................................................................. 12

2.4 Uninstalling Wise ........................................................................................................................... 23

3 Wise Administration ............................................................................................................................ 24

3.1 Login Screen .................................................................................................................................. 24

3.2 Managing Users ............................................................................................................................. 25

3.2.1 Creating a User ........................................................................................................................ 26

3.2.2 Importing Users ....................................................................................................................... 27

3.2.3 Editing a User’s Basic Properties .............................................................................................. 28

3.2.4 Browsing Users in the Directory .............................................................................................. 29

3.2.5 Editing a User’s Detailed Information ...................................................................................... 30

3.2.6 Removing Users ....................................................................................................................... 31

3.3 Defining and Managing Categories................................................................................................. 31

3.3.1 Creating a Top-Level Category ................................................................................................. 32

3.3.2 Creating a Sub-Category .......................................................................................................... 33

3.3.3 Deleting a Category ................................................................................................................. 35

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3.4 Managing Instances and Collaborative Spaces ............................................................................... 35

3.4.1 Creating an Instance ................................................................................................................ 36

3.4.2 Creating Collaborative Spaces ................................................................................................. 38

3.4.3 Appointing Wise Managers...................................................................................................... 41

3.4.4 Deleting an Instance ................................................................................................................ 42

3.4.5 Using Groups ........................................................................................................................... 43

3.5 Configuring the Email Gateway ...................................................................................................... 49

3.5.1 With a Gmail Account .............................................................................................................. 50

3.5.2 With an IMAP/POP Account .................................................................................................... 51

4 Advanced Administration Features ...................................................................................................... 53

4.1 Exporting Instances (Advanced) ..................................................................................................... 53

4.2 Importing Instances (Advanced)..................................................................................................... 54

4.3 Customizing Roles (Advanced) ....................................................................................................... 58

4.4 Optimizing System Performance (Advanced) ................................................................................. 60

4.4.1 Storing binary files ................................................................................................................... 61

4.4.2 Increasing bundleCacheSize..................................................................................................... 62

4.4.3 OpenOffice troubleshooting .................................................................................................... 62

4.4.4 Memory issues ........................................................................................................................ 63

4.4.5 Concomitantly open files (Linux only) ...................................................................................... 63

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1 Introduction

1.1 What Is Jahia Wise?

You are about to start using Wise, a new type of collaborative platform. Your idea of project-oriented

teamwork will never be the same again.

At Jahia, we have been looking at the collaborative practices of the most demanding and innovative

companies:

Social Business: enterprises are attracted to tools that let co-workers share contents, in the shape

of corporate social networks inspired by the main market players (Facebook, Twitter), but they only

use 10% of these solutions because activity feeds are too rich and little adapted for professional

use.

Document Management (DMS): a functionality that is very popular with enterprises, whether from

editors offering highly elaborate solutions adapted to large organizations (powerful yet complex),

or general public solutions such as Google Drive (simple, but sharing to Websites is difficult). In this

case too, only a small fraction of the functionalities is really useful.

Websourcing: co-workers increasingly save and share interesting contents found on the Web. Some

of them use personal note-taking tools (Evernote, for instance) and thereby create a new content

silo, which is isolated from other collaborative tools and difficult to use within a team. On the other

hand, everyone uses Copy & Paste and Email.

Based on these observations, and accordingly to their commitment to build completely open source, 100%

useful solutions ever since the first version of their xCM Web portal, Jahia designed Wise. For the first time,

Wise realizes the Convergence of the best features of Web 2.0 as required by enterprises.

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With Wise, the tool is no longer a constraint or an end in itself: it has become the means to unleash the

productivity of your teams by allowing them to mutualize their knowledge as efficiently as possible and to

publish the result on your Website in just one click.

1.2 Who Is this Guide Intended For?

This guide is intended for the people in charge of the installation and/or administration of a Jahia Wise

server, primarily the technical administrators in your organization. It was designed to be used by beginners

as well as by the most seasoned experts.

This guide does not cover the daily use of Wise by your co-workers. You will find this information in

the “Jahia Wise User Guide”.

1.3 How Can I Get the Most out of This Guide?

This guide was designed to make your life simpler when performing Wise administration tasks, by

systematically adopting the administrator-user’s point of view.

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Some sections of this guide are illustrated with icons:

- the questions that you may ask yourself are marked with a “question mark” icon ;

- practical advice allowing you to make the best possible use of a functionality is marked with a “light

bulb” icon ;

- relevant information is marked with an “information” icon ;

- warnings about functionalities to be used with caution are marked with a “triangle” icon .

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2 Wise Installation In order to use Jahia Wise, a pre-existing Jahia xCM installation is not required. Jahia provides a standalone

installer containing all necessary components to use Wise within your organization.

2.1 Supported Environments

Jahia Wise has been tested and is supported on a wide variety of operating environments, in order to

correspond to the diversity among our customers’ information systems.

To view all supported stacks and versions, which are the same as those supported for Jahia xCM, please

refer to the Jahia Website :

http://www.jahia.com/cms/home/download/prerequis.default.html?displayTab=supported-stacks-for-

enterprise

2.2 Installing Add-ons

If you want to take advantage of the document and image preview features in Wise for the most frequent

formats (Microsoft Office, PDF, images…), you need to install the following add-ons beforehand.

2.2.1 Office document converter To use the converter service you need OpenOffice/LibreOffice v3 or higher installed (the latest stable 3.x

version is recommended).

Wise may work with older OpenOffice versions (e.g. 3.3 and even 3.2) but we recommend OpenOffice 3.4

or higher.

- Apache OpenOffice (http://www.openoffice.org/download/)

- LibreOffice (http://www.libreoffice.org/download/) published by The Document Foundation.

2.2.2 Document viewer To view documents in Wise, you need SWFTools (pdf2swf) v0.9.1 or higher.

http://www.swftools.org/download.html

2.2.3 Video thumbnails service Install ffmpeg 0.9.2 or higher to display video thumbnails.

http://www.jahia.com/cms/home/download/prerequis.default.html?displayTab=supported-stacks-for-enterprise

http://www.jahia.com/cms/home/download/prerequis.default.html?displayTab=supported-stacks-for-enterprise

http://www.openoffice.org/download/

http://www.libreoffice.org/download/

http://www.swftools.org/download.html

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http://ffmpeg.org/download.html

2.2.4 Image conversion ImageMagick 6.6.x or 6.7.x (6.8.x may be supported but it has not been tested yet).

http://www.imagemagick.org/

http://ffmpeg.org/download.html

http://www.imagemagick.org/

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2.3 Installing Jahia Wise (Windows / Linux / Mac OS)

Launch the Jahia Wise installation tool.

Select the desired language for the installation process. The language selection at this stage does not affect

the display language for Wise, which you will be able to change afterwards.

Click on “Next” to start the installation.

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Read the JSEL (Jahia Sustainable Enterprise License) license agreement, then select the “I accept the terms

of this license agreement” option and click on “Next” to continue the installation.

Specify the directory where you want to install Jahia Wise and click on “Next”. If necessary, confirm that

you want to create the directory.

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2.3.1 Express Installation The installer lets you choose between an express installation (default settings) and a custom installation.

The express install contains an Apache Tomcat Web server and an embedded JavaDB/Derby DBMS.

The express install is primarily designed for evaluation and test purposes or for small-scale environments.

In the case of a production server or for handling very high volumes, a custom install with a dedicated

database is highly recommended.

In addition, if you want to use a different server or database system, you will need to select the custom

install.

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Select “Express install”.

The installation procedure goes directly to the add-ons configuration step (see further down).

2.3.2 Custom Installation If you want to use a different Web server than the pre-packaged Apache Tomcat version or a different

database system than the embedded JavaDB/Derby DBMS with the default credentials, you need to select

the custom installation option.

Select “Custom install” and click on “Next”.

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If you do not want to install Apache Tomcat, uncheck the corresponding box.

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Select the type of DBMS that you want to use. By default, Jahia Wise comes with an embedded Sun

JavaDB/ Apache Derby database. Select “standalone DBMS” to select a different DBMS driver provider.

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The database types that are compatible with Wise are: Microsoft SQL Server, mySQL 5.x, Oracle 10g/11g,

PostgreSQL 8.x/9.x, Sun JavaDB / Apache Derby.

Select the desired type from the list and click on “Next”.

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On the next screen, verify the information entered for the database driver, the database URL and the

database username and password that will be used by Jahia Wise. You can choose to store the binary data

in the database (unchecked by default) and to create the required database tables (checked by default).

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Configure the password for the “root” system administrator account of Jahia Wise. It is recommended to

choose a complicated, rather long password that combines letters, numbers and special characters.

Click on “Next” to continue.

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Verify that the installation paths for the plugins are correct. If they are not, click on the “Browse” button to

specify a different path. Click on “Next”.

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Verify that the displayed settings are correct and click on “Next” to continue the installation.

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Specify a name for the shortcuts in the Windows Start Menu and click on “Next”.

You can choose whether you want to start the Jahia Wise server immediately after the installation. If you

prefer to start it at a later time, you will be able to use the “Start Jahia” shortcut in the shortcuts menu that

you have just created. Click on “Next” to perform the installation.

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At the end of the installation process, a message informs you that it has completed successfully. You have

the possibility to generate an automated script that will avoid having to go through the entire procedure

for later installations with the same settings. Click on “Done” to close the installation tool.

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2.4 Uninstalling Wise

If you need to uninstall Wise, select the “Uninstall Jahia” shortcut in the folder that you have created in the

Windows Start Menu.

Check the “Force the deletion of…” box to ensure that all files will be removed and click on “Uninstall”.

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3 Wise Administration

3.1 Login Screen

Log in to Wise using the “root” account and the password that you have defined during installation.

You will be taken to your Wise profile page. By default, the user interface is displayed in English. To display

the administration menus in a different language, select your preferred language in your profile and click

OK to save the change.

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The user interface, including all menus, is now displayed in the language of your choice.

3.2 Managing Users

Before configuring any Wise instances and spaces, it is preferable to set up a base of authorized users.

You can create users manually or import files containing existing user profiles.

To configure users, select the “Manage users” option in the Administration menu.

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3.2.1 Creating a User To manually create a user, click on the “Create new user” button.

Enter the basic information for the profile (username, first name, last name, email address, organization,

preferred language, password, email notifications) and click OK to save the profile.

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3.2.2 Importing Users If you already have a list of users in CSV format, you can import all the users in this list directly into Wise.

Click on the “Bulk create users” button.

Select the CSV file on your computer, specify the field separator if necessary and click OK.

The list of users will be displayed in Jahia Wise.

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3.2.3 Editing a User’s Basic Properties In the user management interface, you can edit the basic properties of a user account. However, you

cannot edit the user’s detailed Wise profile (picture, skills, function etc.). Only the user can do this, from

their Profile/Dashboard page (to learn more about this, please refer to the Jahia Wise User Guide).

Select the user whose properties you want to modify and click on the “Edit/View selected user properties”

button.

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The editable fields are the same as the ones displayed when creating the user account, except for the

username, which cannot be modified. When your changes are finished, click OK.

3.2.4 Browsing Users in the Directory The Users directory displays the profiles of all registered users on the server. To access it, click on “Users

directory” in the navigation bar at the top of the page.

You can display users whose names start with a specific letter or make a search.

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Click on a user to display their detailed profile.

3.2.5 Editing a User’s Detailed Information As an administrator, you can edit the basic properties of a user account via the administration interface.

However, only the user themselves can update the detailed information on their Wise profile (picture,

skills, function etc.).

To learn more about this, please refer to the Jahia Wise User Guide.

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3.2.6 Removing Users Select the user(s) to be deleted, click on the “Remove selected user” button and confirm the deletion.

3.3 Defining and Managing Categories

Define a tree structure with categories that are adapted to your organization, your industry or your

profession.

Categories make it possible to sort your organization’s documents into a thematic tree structure. It gives a

more orderly and hierarchical description of documents, more restrictive than tags since the list of

available categories is entirely managed by the administrator, whereas tags can be added freely by users

when sharing documents.

For each Wise collaborative space, the Owner will be able to choose a root category for their space from

the global category tree: the members of the space will be able to use this category and all sub-categories

for their documents and notes. They will not be able to access the other categories in the tree structure.

Select the “Manage categories” option in the Administration menu.

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3.3.1 Creating a Top-Level Category It is important to design the category tree in collaboration with the head managers of each department in

your organization, so that the documents can be shared with the best possible description.

Click on the “New category” button to create a top-level category. You can create several top-level

categories but a collaborative space can only use one top-level category.

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Enter a title for your category and click on the “Create category” button.

3.3.2 Creating a Sub-Category Click on the “+” icon to add sub-categories to your top-level category.

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Enter a title for the sub-category in the pop-up box and click on the “Create category” button.

You can repeat this process for lower-level categories (sub-sub categories etc.).

There is no limit to the number of category levels. Good practice tends to demonstrate that in most

cases, a depth of 2 or 3 levels is the most efficient compromise between precision and ease of use.

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3.3.3 Deleting a Category To delete a category, whatever its level, click on the “-” icon and confirm the deletion. All the sub-

categories of this category will also be deleted.

3.4 Managing Instances and Collaborative Spaces

Wise instances make it possible to manage several collaborative spaces together and define default global

permissions for all these spaces, through authorized user groups.

In smaller organizations, a single instance is usually enough.

For larger organizations, it may be necessary to organize the various spaces into several Wise instances

with specific rights.

Select the “Instances management” option in the Administration menu.

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3.4.1 Creating an Instance Click on the “Create” button to create a new instance.

Enter a meaningful title for your instance and define a shortened name (“Web project key”) that will

appear in the URL of the collaborative spaces. Optionally, you can give more details about the instance in

the “Description” field.

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For example, the title can be “Marketing” and the associated Web project key

“mktg”.

If your server is associated with a domain name, e.g. www.acme-space.com, enter this name in the “Web

project host name” field to establish the correspondence.

Each instance has an actions menu with 4 icons:

view collaborative spaces;

edit general settings;

define Wise Managers;

manage user groups.

http://www.acme-space.com/

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3.4.2 Creating Collaborative Spaces To create a new space, go to the page of the selected instance by clicking on its name or on the blue arrow

in the actions menu.

Click on the “Create a new Space” button.

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Enter the name for the new space and a detailed description and click on “Create new Space”.

The description will give users more details about this space, in case they would like to become a member.

After a few moments, the new space is created. By default, the system administrator (root) is an Owner in

all spaces. Select a designated Owner for this space by entering their name and then confirm.

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Change the permissions by clicking on their current role (by default: Editor) in order to assign them the

Owner role in this space and then click OK. The new space can now be managed by the Owner that you

have just defined.

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3.4.3 Appointing Wise Managers If you want to, you can appoint one or more Wise Managers for each instance. Wise Managers have the

necessary permissions to create/edit/delete collaborative spaces in their own instance.

To add a manager, enter their name in the “Wise Managers” field on the page of the instance.

To remove a manager, click on the “-” icon.

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3.4.4 Deleting an Instance If you need to permanently delete one or more instances, go to the “Instance management” page, select

the instances to be deleted and click on the “Delete site” button.

Deleting an instance is permanent and cannot be undone. All the collaborative spaces related to this

instance will be permanently destroyed and cannot be restored afterwards.

If you are sure of your choice, confirm.

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3.4.5 Using Groups For each Wise instance, you can define which user groups are allowed to display the instance and the list of

related collaborative spaces. By default, users cannot view any instance if they are not members of a

collaborative space.

Click on the group icon in the actions menu to access the group management interface for this instance.

3.4.5.1 Creating a Group

To create a group, click on the “Create new group” button.

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Enter a name for your group and click OK.

3.4.5.2 Adding Members to a Group

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By default, newly created groups are empty.

Click on the “Add members” button.

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In the list, select the users you want to add to the group. You can navigate in the list using the arrow

buttons or search for a specific user via the Search field. Hold down the CTRL key to select several users

and then click on “Add”.

3.4.5.3 Removing Members from a Group

Select the users you want to remove from the group, click on “Remove members” and then confirm.

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If you want to remove from the group all users except the ones you have selected, you can also invert your

selection.

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3.4.5.4 Instances and Groups

Each Wise instance has its own user groups. If you create a “Marketing” group in an instance, it will not be

available in other instances.

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Users who are not part of an authorized group for an instance will not see the instance or the related

collaborative spaces.

3.4.5.5 Removing a Group

Select a group in the list, click on “Remove selected group” and confirm on the next screen. Only the group

is removed. The user accounts are note deleted.

3.5 Configuring the Email Gateway

The email gateway makes it possible to enable one of the most awaited features in Wise: the possibility to

send Notes or Documents directly into a collaborative space via email.

Once the gateway has been configured, the Owner of each collaborative space can decide to activate or

not the reception of documents and notes via email for their space as well as the alias to be used for that

purpose.

The email account used as the gateway can be either a Gmail account or an IMAP/POP3 account.

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Select the “Email gateway configuration” option in the Administration menu.

3.5.1 With a Gmail Account The easiest way to configure the gateway is to use a Gmail account. If you do not have an account for the

gateway, you can simply create a Gmail account here: http://mail.google.com.

If the email gateway is a Gmail or Google Mail account, select the “Google Mail” option, enter the

username and password for the account and Submit.

http://mail.google.com/

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3.5.2 With an IMAP/POP Account If your email gateway is an IMAP or POP account, select the “Custom IMAP/POP3 configuration” option

and fill in the fields with the information for this account.

Select the protocol (IMAP, POP or their secured versions IMAPS or POPS) and enter the name of the email

server. Only change the port number if it differs from the default port (110 for POP, 143 for IMAP, 995 for

POPS and 993 for IMAPS).

Define a polling interval. By default this interval is set to 60 seconds.

Choose whether you want to delete the messages from the server once they have been processed by Wise.

Enter the username and password for the account and Submit.

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4 Advanced Administration Features

4.1 Exporting Instances (Advanced)

You can export an existing Wise configuration (instances, collaborative spaces, shared documents, users

and their associated roles) for backup purposes or in order to import them.

You can export one or more instances.

Log in to the Jahia Wise administration interface from the following address:

http://localhost:8080/administration/

Click on “Web project management”. Select the instances you want to export and choose either of these

two options:

Export: all users and roles are exported, along with collaborative spaces.

However, only the documents/files that are not locked for edition (whether

manually or by a validation workflow) will be present in the exported file.

Export (Staging content): all users and roles are exported, along with

collaborative spaces. All documents/files, whether locked or unlocked,

including those involved in a validation workflow, will be present in the

exported file.


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You can also export instances via the “Instance management” page that can be accessed from the

Administration menu. It offers similar functionalities.

Wise generates a .zip archive that is automatically sent to your browser for download.

This file can then be imported on any other Wise server.

4.2 Importing Instances (Advanced)

You may need to import an existing Wise data export (users, instances, collaborative spaces, documents…).

Log in to the Jahia Wise administration interface from the following address:


Click on “Web project management”.


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You can also access this menu via the sidebar.

Click on the “Select a file” button to select a Wise export file on your computer or enter the network path

to the file if it is located on your corporate network.

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Click on “Import file” in order to analyze the contents of the file.

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After a few moments, the Wise sites or instances found in the export file are displayed, as well as shared

content users and roles. Verify that all boxes are checked and click on “Import”.

The import process can be very long, up to several dozens of minutes.

Your imported projects now appear in the list of Web projects.

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4.3 Customizing Roles (Advanced)

Wise comes with 4 default roles: Collaborator, Editor, Editor and Validator and Owner. For more details

about these roles and the associated permissions, please refer to the “Jahia Wise User Guide”. However,

you may need to fine tune the permissions associated with some roles.

Access to this functionality is reserved for experienced Jahia administrators. An incorrect

configuration may cause severe malfunctioning of the system and could result in the impossibility for some

users to access their data.

From the “Manage users” page, click on “Manage roles” in the sidebar.

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Select the role that you want to modify.

Click on the “Permissions” tab. The tree of all the permissions for this role will be displayed. If you want to

modify a permission, check or uncheck the corresponding box. When your changes are finished, click on

“Save”. These changes will be applied to all Wise instances for all users with this role.

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4.4 Optimizing System Performance (Advanced)

Newer hotfix releases of Jahia Wise frequently include performance improvements, so we recommend

upgrading your environment to these hotfix releases.

To get the best performance from Jahia Wise for the specific needs and usage patterns of your

organization, you may need to tweak the installation parameters. In this section, you will find a range of

fine-tuning parameters recommended by our engineers.

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4.4.1 Storing binary files

During step 9 of the Custom installation process, an option allows you to either check or uncheck the box

“Store binary data in the database”.

According to the Apache Jackrabbit wiki (http://wiki.apache.org/jackrabbit/DataStore#File_Data_Store),

“FileDataStore is usually faster than the DbDataStore, and the preferred choice unless you have strict

operational reasons to put everything into a database.”

We recommend you leave the “Store binary data in the database” checkbox unchecked.

You cannot switch between the store implementation at a later time, unless one makes an export-

import of the repository data. When using a FileDataStore in cluster, a shared file system needs to be used,

where all cluster-nodes point to.

The path to the FileDataStore should not be located under WEB-INF as this can very much increase server

startup and JSP compilation times. While the installer lets configure that path only for cluster installation,

you can manually modify it for standalone servers.

http://wiki.apache.org/jackrabbit/DataStore#File_Data_Store

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To do that:

1.) Stop the server

2.) Move …/WEB-INF/var/repository/datastore to a different location not under WEB-INF

3.) Edit …/WEB-INF/etc/repository/jackrabbit/repository.xml and change the path value within the

DataStore element on the bottom of the file to point the new location

4.) Start the server

4.4.2 Increasing bundleCacheSize Another recommendation is to increase the value of the bundleCacheSize setting in etc\repository.xml

and all workspace.xml files.

The default value is just 8MB. For large production systems, it should be increased to at least 256MB.

Increase the bundleCacheSize param of CRX TarPersistenceManager by doing the following:

For each PersistenceManager element in WEB-INF/etc/repository/jackrabbit/repository.xml and in all

workspace.xml files (under WEB-INF/var/repository) , uncomment/add the following parameter:

e.g.

<PersistenceManager ...>

<param name="bundleCacheSize" value="256" />

</PersistenceManager>

For the PersistenceManager element under the Versioning element, the bundleCacheSize can usually be 2-

4 times smaller than the one under the Workspace element.

4.4.3 OpenOffice troubleshooting Sometimes there can be problems connecting to OpenOffice.

You can view this in the logs, where it says that the OfficeManager is currently stopped. In that case :

Shutdown the Jahia Wise server

If applies, kill the old Office process(es), which may still be running.

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4.4.4 Memory issues On OutOfMemoryErrors it is also recommended to restart the Jahia Wise server as soon as possible, as it

could lead to data corruption.

4.4.5 Concomitantly open files (Linux only) On Linux it is important to raise the number of concurrently open files as otherwise one can quickly run

into "Too many open files" exceptions raised by the operating system.

We recommend to set especially the next two parameters to unlimited.

nofiles(descriptors) unlimited

coredump(blocks) unlimited

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Jahia Solutions Group SA

9 route des Jeunes, CH-1227 Les acacias Geneva, Switzerland

http://www.jahia.com

http://www.jahia.com/