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Sections

  • Before You Begin
  • About the DM Server Manager
  • Starting Server Manager
  • Server State Tab: Stopping and Starting the DM Server Service
  • Preferences Tab
  • Log Settings
  • Location of the PCDOCS.INI File
  • Hummingbird Messaging Support
  • Transaction Monitoring
  • Full-Text Index for Library Users
  • If a Library Isn’t Listed on the Libraries Tab
  • SearchServer Indexes Tab
  • Document Previews Tab
  • Internal User Tab
  • FOLB Settings Tab
  • Defining a Cluster of DM Servers
  • NetWare Servers Tab
  • Results Tab
  • Maximum Size of Results Sets
  • Amount of Virtual Memory for Caching Results
  • Setting a Time-Out Interval
  • Setting the Cleanup Frequency
  • Limiting the List of Recently Edited Documents
  • Caches Tab
  • Selecting an HCS Server
  • About Full-Text Indexing
  • System Requirements for Indexing
  • The Internal User for Indexing Activities
  • Creating an Index and Putting It into Production
  • Identifying the Index Location
  • Select Indexes for Searching
  • Multiple Indexes for a Single Library
  • Monitoring and Managing an Index
  • Pausing the Indexer for System Backups
  • Restoring an Index from a Backup
  • To restore an index from a backup:
  • Monitoring Indexer Activities
  • Using Wildcards in Searches
  • Using Stopwords to Speed Searching
  • Configuration Options for Full-Text Indexing
  • Troubleshooting Index Problems
  • Viewing the Index Log File
  • Disabled Search- Term Highlighting
  • Problems with Shared Indexes
  • FulCreate Is Not a Writable Directory
  • Document File Formats Recognized by the Indexer
  • An Overview of Hummingbird DM Security
  • SQL Database Security
  • SQL Administrator Accounts
  • Document Server Security
  • No NOS-Level Security
  • Setting Up Security
  • Setting Up Generic Document Servers with Security
  • Setting Up Document Servers with NOS-Level Security
  • Setting Up the Client Software
  • Setting Up Client Users in a NetWare-Only Environment
  • Logging On and Accessing Document Servers
  • Authentication of Network Users Supplying an Attache Password
  • What Users See When They Log On
  • Hummingbird Authentication Service Support
  • Accessing a Document Server
  • Chapter
  • Failover and Load Balancing on Multiple DM Servers
  • About Failover and Load Balancing
  • System Requirements for Failover and Load Balancing
  • Setting Up a Server List
  • If the Propagation Fails
  • Setting Up Failover Only
  • Selecting Options for Failover and Load Balancing
  • Polling Options
  • About Document Previews
  • How Previews Are Displayed
  • Presentation and Chart Formats
  • Pixel-Type Graphics Formats
  • How Previews Are Generated
  • Library Parameter Settings
  • Setting System Parameters
  • Setting System Default Values
  • Setting System Permissions
  • Allowing Access to Hummingbird DM Utilities
  • Specifying Version Control Options
  • Setting System Preferences
  • Working with Document Servers
  • Editing Document Server Settings
  • Working with Remote Libraries
  • Editing Remote Library Settings
  • Changing System Terminology
  • Using the Term Maintenance Page
  • Managing Users
  • Listing Current Users
  • Adding or Maintaining User Listings
  • Configuring Network Aliases
  • Setting Group Access for Users
  • Managing Groups
  • Listing Current Groups
  • Adding or Maintaining Group Listings
  • Setting Group Features
  • Setting Group Permissions
  • Adding Group Access to Utilities
  • Configuring Group Version Control
  • Adding Members to Groups
  • Setting Default Forms for Groups
  • Form Default Values
  • Setting Up Group Aliases
  • Attache for Groups
  • Setting Group Preferences
  • User Synchronization
  • Group Synchronization
  • Setting Up Applications
  • Maintaining Applications
  • Selecting Launch Methods
  • Setting Up Launch Methods
  • Configuring DDE Settings
  • Using Filename Masks
  • Setting Up File Name Masks
  • Setting Compatible Applications
  • Working with File Types
  • Modifying or Adding File Types
  • Document Types
  • Attachments to Index
  • Using the Keyword Maintenance Page
  • Custom Profile Defaults
  • DM API Configuration
  • Hummingbird DM Parameters
  • Custom Parameters
  • Custom Parameter Definition
  • How to Use the Automatic Deployment Utility
  • Location of the Automatic Deployment Utility
  • About Automatic Deployment Packages
  • Prepare Installation Files
  • To create a response file:
  • -r Create a response file
  • Testing the Automatic Deployment Package
  • Distributing the Automatic Deployment Package
  • Known Issues
  • Troubleshooting
  • Creating Deployment Packages
  • Deployment Package Overview
  • •Hummingbird DM Shell Extensions and E-mail Integration
  • Installing a Deployment Package
  • Installing Individual Components
  • Uninstalling a Deployment Package
  • Uninstalling Individual Components
  • Configuring Application Integration for Hummingbird DM
  • Integration Methods
  • Applications Using DDE Settings
  • DDE Settings for Adobe Acrobat
  • DDE Settings for Microsoft Applications
  • Microsoft Visio DDE Settings
  • DDE Settings for Lotus Applications
  • DDE Settings for Other Applications
  • Setting Up Application Integration
  • The Interceptor Module
  • Configuring New Applications for Interceptor
  • Editing the Interceptor Launch Method Settings
  • Exporting Interceptor Settings
  • Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes
  • The WordPerfect Footer Macro
  • Mail Client Requirements
  • Configuring Integration for Microsoft Outlook
  • The Hummingbird DM Client Deployment Utility
  • Starting the Client Deployment Utility
  • The Plug-ins Configuration Screen
  • Document Management Configuration
  • Forms Configuration
  • Event Handlers Configuration
  • Integration Schemes Configuration
  • E-mail Integration Settings
  • E-mail Integration - General Tab
  • E-mail Integration - Header Fields
  • E-mail Integration - Dialogs Tab
  • E-mail Integration - Profile on Send Tab
  • Logging Options
  • Add-ons Configuration
  • Custom Tabs Configuration
  • Exporting the Registry File
  • Word Processing Formats
  • Spreadsheet Formats
  • Database Formats
  • Standard Graphic Formats
  • High-End Graphic Formats
  • Presentation Formats
  • Counters for Hummingbird DM Server
  • Counters for Hummingbird DM Server Libraries
  • Adding Counters in Performance Monitor
  • Windows 2000 Server/Advanced Server Instructions
  • Windows NT Server Instructions
  • Activity Log Purge
  • Add an External Library
  • About Security Regeneration
  • Performing Security Regeneration
  • back-end profiling
  • current library
  • default library
  • DM Indexer
  • DM Server Manager
  • DM Viewer
  • DOCSADM account
  • failover
  • FOLB
  • front-end profiling
  • full-text index
  • full-text search
  • load balancing
  • primary library
  • target library
  • Index

Hummingbird DM™ Administration Guide

Version 5.1

Hummingbird DM™ Administration Guide Hummingbird DM Version 5.1 Copyright © 1998-2003 Hummingbird Ltd. All rights reserved. Electronic Publication Date: March 2003 Hummingbird Ltd. 1 Sparks Avenue, Toronto, Ontario, Canada M2H 2W1 Tel: 1 416 496 2200 Toll Free Canada/USA: 1 877 FLY HUMM (1 877 359 4866) Fax: 1 416 496 2207 E-mail: support@hummingbird.com or getinfo@hummingbird.com FTP: ftp.hummingbird.com For more information, visit www.hummingbird.com RESTRICTED RIGHTS. Unpublished rights reserved under the copyright laws of the United States and any other appropriate countries. The SOFTWARE is provided with restricted rights. Use, duplications, or disclosure by the U.S. Government is subject to restriction as set forth in subparagraph (c) of The Rights in Technical Data and Computer Software clause at DFARS 252.2277013, and subparagraph (c)(1) of the Commercial Computer Software-Restricted Rights clause at 48 CFR 52.227-19, as applicable, similar clauses in the FAR and NASA FAR Supplement, any successor or similar regulation. Information in this document is subject to change without notice and does not represent a commitment on the part of Hummingbird Ltd. Not all copyrights pertain to all products. Hummingbird DM™ and Hummingbird RM™ are trademarks of Hummingbird Ltd. All other names used herein are trademarks of their respective owners. DISCLAIMER. Hummingbird Ltd. software and documentation have been tested and reviewed. Nevertheless, Hummingbird Ltd. makes no warranty or representation, either express or implied, with respect to the software and documentation included. In no event will Hummingbird Ltd. be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect in the software or documentation included with these products. In particular, Hummingbird Ltd. shall have no liability for any programs or data used with these products, including the cost of recovering such programs or data.

Contents
Before You Begin... Chapter 1 Setting DM Server Properties

About the DM Server Manager 4 Server State 4 Preferences 4 Libraries 4 SearchServer Indexes 4 Document Previews 4 Internal User 4 Indexing 4 FOLB Settings 4 NetWare Servers 5 Results 5 Caches 5 HCS Server 5 Starting Server Manager 6 Server State Tab: Stopping and Starting the DM Server Service 7 Preferences Tab 8 Log Settings 8 Location of the PCDOCS.INI File 11 Location of Forms Used by Hummingbird DM Client Applications 12 Hummingbird Messaging Support 13 Network Logon Settings 13 Transaction Monitoring 14 Compression of Retrieved Documents 15
iii

Libraries Tab 15 The Default Library 17 Full-Text Index for Library Users 17 The SQL-Connection Cache Size 19 If a Library Isn’t Listed on the Libraries Tab 20 SearchServer Indexes Tab 21 Adding an Index 22 Deleting an Index 25 Modifying the Properties of an Index 26 Index Defaults 33 Reindexing Documents 33 Manually Compressing an Index 34 Document Previews Tab 34 Internal User Tab 38 Identifying a Hummingbird DM User ID for the Indexer and Document Preview Generator 39 Indexing Tab 40 FOLB Settings Tab 41 Defining a Cluster of DM Servers 43 Selecting FOLB Settings 45 NetWare Servers Tab 47 Results Tab 49 Maximum Size of Results Sets 50 Amount of Virtual Memory for Caching Results 50 Setting a Time-Out Interval 50 Setting the Cleanup Frequency 50 Limiting the List of Recently Edited Documents 50 Caches Tab 51 Selecting an HCS Server 53
Chapter 2 Using the Hummingbird DM Indexer

About Full-Text Indexing 56 Content Searches by Users 56
iv

The Indexing Process 56 What Is Indexed? 57 The Search Process 57 System Requirements for Indexing 58 The Indexer Server 58 Hardware and Software 59 The Internal User for Indexing Activities 60 Creating an Index and Putting It into Production 61 Identifying the Index Location 62 Creating a New Index 62 Starting an Index 73 Select Indexes for Searching 73 Multiple Indexes for a Single Library 74 Monitoring and Managing an Index 75 Index States 75 Compressing an Index 75 Reindexing an Index 76 Administering an Index from a Different DM Server 77 Pausing the Indexer for System Backups 77 Backing Up an Index 77 Restoring an Index from a Backup 77 Monitoring Indexer Activities 78 Deleting an Index 78 Using Wildcards in Searches 78 Using Stopwords to Speed Searching 79 Configuration Options for Full-Text Indexing 80 DM Server Manager 80 Troubleshooting Index Problems 81 Viewing the Index Log File 81 Disabled Search-Term Highlighting 82 Users Unable to Search 82 Problems with Shared Indexes 82
v

FulCreate Is Not a Writable Directory 82 No Such File or Directory 82 Unable to Save Index 83 Document File Formats Recognized by the Indexer 83
Chapter 3 Document Access and Security

An Overview of Hummingbird DM Security 90 ACL Security 91 Primary Group Permissions 93 SQL Database Security 96 The Common Logon Account 96 SQL Administrator Accounts 96 Document Server Security 98 No NOS-Level Security 98 NOS-Level Security 98 Setting Up Security 99 Setting Up Users 99 Setting Up Generic Document Servers with Security 101 Setting Up Document Servers with NOS-Level Security 101 Setting Up the Client Software 106 Setting Up Client Users in a NetWare-Only Environment 106 Logging On and Accessing Document Servers 107 Information Required for Logons 107 Use of the Network Name in Logons 109 What Users See When They Log On 110 Hummingbird Authentication Service Support 112 Accessing a Document Server 112
Chapter 4 Failover and Load Balancing on Multiple DM Servers

About Failover and Load Balancing 116 System Requirements for Failover and Load Balancing 117 Setting Up a Server List 118 If the Propagation Fails 120
vi

Setting Up Failover Only 121 Selecting Options for Failover and Load Balancing 122 Polling Options 123
Chapter 5 Generating Previews of Stored Documents

About Document Previews 126 How Previews Are Displayed 126 Word Processing Formats 126 Presentation and Chart Formats 126 Spreadsheet Formats 127 Pixel-Type Graphics Formats 127 How Previews Are Generated 127
Chapter 6 Library Parameter Settings

Setting System Parameters 132 Setting System Features 136 Setting System Default Values 138 Setting System Permissions 142 Allowing Access to Hummingbird DM Utilities 143 Specifying Version Control Options 146 Setting Attache Options 149 Setting System Preferences 152 Working with Document Servers 153 Editing Document Server Settings 155 Working with Remote Libraries 157 Editing Remote Library Settings 158 Changing System Terminology 160 Using the Term Maintenance Page 161
Chapter 7 User and Group Settings

Managing Users 164 Listing Current Users 164 Adding or Maintaining User Listings 165 Configuring Network Aliases 167
vii

Setting Group Access for Users 168 Managing Groups 170 Listing Current Groups 170 Adding or Maintaining Group Listings 171 Setting Group Features 173 Setting Group Permissions 176 Adding Group Access to Utilities 179 Configuring Group Version Control 181 Adding Members to Groups 184 Setting Default Forms for Groups 185 Group Master Form 187 Group Paper Form 189 Group Primary Form 190 Group Profile Search Form 191 Group Quick Retrieve Form 192 Group Applications Forms 193 Form Default Values 194 Setting Up Group Aliases 195 Attache for Groups 196 Setting Group Preferences 198 User Synchronization 200 Group Synchronization 202
Chapter 8 Validation Tables

Setting Up Applications 206 Maintaining Applications 208 Selecting Launch Methods 213 Setting Up Launch Methods 215 Configuring DDE Settings 219 Using Filename Masks 220 Setting Up File Name Masks 221 Setting Compatible Applications 222
viii

Working with File Types 225 Modifying or Adding File Types 226 Document Types 227 Document Type Maintenance 229 Custom Tables 232 Custom Table Maintenance 232 Chapter 9 Indexes and Profiles Attachments to Index 233 Using the Attachment to Index Maintenance Page 236 Keywords 237 Using the Keyword Maintenance Page 239 Custom Profile Defaults 240 Custom Profile Default Maintenance 241 Chapter 10 DM Webtop User Interface DM API Configuration 246 Hummingbird DM Parameters 247 Custom Parameters 252 Custom Parameter Definition 254 Chapter 11 Deployment Packages Deployment Packages 258 Distributing Deployment Packages 259 How to Use the Automatic Deployment Utility 260 Location of the Automatic Deployment Utility 260 About Automatic Deployment Packages 260 Create an Automatic Deployment Package 261 Prepare Installation Files 263 Run As Admin Encryption (Windows 2000 and XP Only) 264 Create a Response File 266 Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages 271 Testing the Automatic Deployment Package 272 ix .

Distributing the Automatic Deployment Package 273 Known Issues 274 Hummingbird DM Service is not Added to Microsoft Outlook 274 Troubleshooting 275 “Logon failure” 275 “Access is denied” 275 “Non-Install Program Error” 275 Other Critical Errors 275 Creating Deployment Packages 277 Deployment Package Overview 277 Adding Custom Components 278 Creating a Deployment Package 281 Assigning Deployment Packages to a Group 288 Installing a Deployment Package 289 Upgrade information 289 Installing a Deployment Package 290 Installing Individual Components 292 Uninstalling a Deployment Package 295 Uninstalling Individual Components 297 Chapter 12 Configuring Application Integration for Hummingbird DM Integration Methods 302 Applications Using DDE Settings 305 DDE Settings for Adobe Acrobat 306 DDE Settings for Microsoft Applications 307 Microsoft Visio DDE Settings 310 Application Integration for Corel Applications 311 DDE Settings for Lotus Applications 315 DDE Settings for Other Applications 317 Setting Up Application Integration 318 Active Integration 318 Passive Integration 318 x .

Check-in/Check-out 318 Directory Monitoring 318 Interceptor 319 The Interceptor Module 320 Launching Interceptor 320 Configuring New Applications for Interceptor 321 Enabling Applications Within Interceptor 325 Disabling Integration with Interceptor 327 Editing the Interceptor Launch Method Settings 327 Exporting Interceptor Settings 330 Importing a Registry File 331 Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes 332 Hummingbird DM Macros for Microsoft Word and Corel WordPerfect 333 The WordPerfect Footer Macro 333 Mail Client Requirements 335 E-mail Integration Options 335 Configuring Integration for Microsoft Outlook 336 Chapter 13 Hummingbird DM Client Deployment Utility The Hummingbird DM Client Deployment Utility 342 Starting the Client Deployment Utility 343 The Plug-ins Configuration Screen 344 Document Management Configuration 345 The General Tab 345 The Performance Tab 346 The Logon Option Tab 354 Forms Configuration 356 Event Handlers Configuration 357 Integration Schemes Configuration 358 E-mail Integration Settings 359 xi .

Apply to All Libraries 359 E-mail Integration .Header Fields 362 E-mail Integration .Dialogs Tab 363 E-mail Integration .General Tab 360 E-mail Integration .Profile on Send Tab 365 Logging Options 366 Add-ons Configuration 367 Custom Tabs Configuration 368 Exporting the Registry File 369 Importing a Registry File 369 Appendix A HTML Rendering File Formats Word Processing Formats 374 Spreadsheet Formats 377 Database Formats 378 Standard Graphic Formats 379 High-End Graphic Formats 381 Presentation Formats 382 Appendix B Performance Monitor Settings Counters for Hummingbird DM Server 384 Counters for Hummingbird DM Server Libraries 385 Adding Counters in Performance Monitor 386 Windows 2000 Server/Advanced Server Instructions 386 Windows NT Server Instructions 387 Appendix C Other Server Admin Tools Activity Log Purge 390 Add an External Library 392 xii .

Appendix D Security Regeneration About Security Regeneration 396 Performing Security Regeneration 396 Chapter 14 Index xiii .

.

1. DOCS Open Administrators: Those who are currently running DOCS Open and want to implement Hummingbird DM to run concurrently with and eventually replace DOCS Open. xv .P r e f a c e Before You Begin.. This guide explains how to manage your Hummingbird DM environment. The guide provides information for three categories of Hummingbird DM administrators: New Administrators: Those who are new to Hummingbird’s document management products. and are essentially “starting from scratch.. These administrators have never used DOCSFusion® or DOCS Open®. The information in this guide is presented in the following chapters and appendices. A check mark under your administrator category indicates chapters of particular interest to you.” Existing DOCSFusion Administrators: Those who have a current installation of DOCSFusion and are moving to Hummingbird DM 5.

Using the DM Indexer and SearchServer for full-text indexing and searching of documents. Setting up failover and load balancing among a cluster of DM Servers. Setting up the document-preview generator to provide useraccessible previews of documents in the repository. How Hummingbird DM security secures documents and libraries. Using the Web Admin Tool to apply settings for library users and groups. and how to set up security.Part 1 Chapter Administering the DM Server Description 1 Setting DM Server Properties Using the DM Server Manager to set various DM Server properties. xvi . 2 Using the DM Indexer 3 Document Access and Security Failover and Load Balancing on Multiple DM Servers Generating Previews of Stored Documents 4 5 Part 2 Chapter Administering the DM Web Server Description 6 7 Library Parameter Settings User and Group Settings Using the Web Admin Tool to set up and maintain the library.

document types. Setting up index stopwords. custom profile defaults. and other library parameters. 12 Configuring Application Integration for Hummingbird DM Hummingbird DM Client Deployment Utility 13 Part 4 Appendices and Index Description Appendix A HTML Rendering File Formats The supported file types for HTML rendering on the DM Webtop. Configuring and using applications with Hummingbird DM. 9 Indexes and Profiles 10 DM Webtop User Interface Part 3 Chapter Deployment and Application Integration Description 11 Deployment Packages Creating deployment packages for installation on user workstations. and custom features. xvii .8 Validation Tables Using the Web Admin Tool to manage tables for applications. Configuring the Hummingbird DM interface seen in user browsers. Using the Client Configuration Utility to manage Hummingbird DM features.

B Performance Monitor Settings Interpreting the counters for the two DM Server objects in the Windows NT Performance Monitor to gauge DM Server system performance. Using the Security Regeneration utility. C Other DM Server Admin Tools D Security Regeneration xviii . Using the utilities Activity Log Purge and Adding an External Library.

Setting up the document-preview generator. Full-text indexing of documents in the repository Setting up security for your Hummingbird DM repository Combining multiple DM servers for failover and load balancing of client transactions. 1 .P A R T 1 DM Server Administration In This Section Chapters 1 through 5 address administration of the DM Server: • • • • • Setting DM Server properties.

.

C h a p t e r 1 Setting DM Server Properties In This Chapter This chapter explains how to use the DM Server Manager to set server properties. SETTING DM SERVER PROPERTIES 3 .

Modify network logon settings (page 13). Specify the location of the PCDOCS. For each library. Start and stop indexing of document libraries (page 40). Specify the location of the client-application forms (page 12). select the index to be used for full-text searching by users (page 17). Set up the logging feature (page 8). Set up document previewing on individual libraries. Set up failover and load balancing for multiple-server clusters (page 40). Turn on/off the document-compression option (page 15). Turn off/on transaction monitoring (page 14).About the DM Server Manager The DM Server Manager lets you set the following DM Server properties: Server State Preferences • • • • • • • • Start and stop the DM Server service (page 7). Libraries • • • • SearchServer Indexes Document Previews Internal User • • • Identify the user name and password used by the DM Indexer and the Document Preview Generator to access documents for indexing and previewing (page 38). Set the SQL-connection cache size for a library (page 19). Set up the DM Indexer for full-text indexing with SearchServer (page 21). (page 34). Identify the URL for Hummingbird Portal Messaging Service (page 13). Change the default library that users log on to (page 17). Indexing FOLB Settings • • 4 CHAPTER 1 . Select the libraries to be used with DM Server(page 15).INI file (page 11).

NetWare Servers Results Caches HCS Server • • • • Set up DM Server to work with NetWare document servers and indexing servers (page 47). Select a Hummingbird Core Services (HCS™) server from which DM Server will obtain user logon credentials for users accessing the DM Webtop via the Hummingbird Portal (page 53). SETTING DM SERVER PROPERTIES 5 . Manage the internal caches (page 51). Modify results-set settings (page 49).

click Start>ProgramsHummingbird> Hummingbird DM Server 5.1>DM Server Manager. 6 CHAPTER 1 . The DM Server Manager window appears.Starting Server Manager To start Server Manager.

You can restart the service immediately in response to the prompt or. To avoid these errors. NOTE Errors can occur on user workstations if the DM Server service is restarted too quickly. you can stop and start the service manually on the Server State tab.Server State Tab: Stopping and Starting the DM Server Service To run Server Manager. SETTING DM SERVER PROPERTIES 7 . even when failover is enabled. The Server State tab on the Server Manager window indicates whether the DM Server service is started or stopped. you must be logged in as an administrator on the DM Server machine. you are prompted to restart the service so changes can take effect. When you change certain Server Manager options. if you want to restart later. wait approximately 10 seconds between stopping the service and restarting it. The DM Server service is set up to start automatically when Windows 2000/NT Server comes up.

. Log Settings NOTE The logging feature is intended primarily for troubleshooting. SQL statements sent to the SQL server.Preferences Tab On the Preferences tab. you can set properties governing DM Server. You have the option of collecting the following information in a log file: • • 8 CHAPTER 1 Calls to DM Server. This information includes the user ID from which the call originated and the user’s current library.

click the down arrow to display the following options. Logs SQL statements. The logging feature is on. The information includes the user’s ID and current library. and SQL transactions are logged. Secured information. The information includes the user’s ID and current library. 2 In the Logging Level field. Logs SQL statements and calls to the DM Server. The logging feature is on. Calls to DM Server. internal information.• Other internal information that can help Hummingbird support personnel troubleshoot problems with a DM Server. but only calls to the DM Server are logged. Note that because this option logs so much data. To modify the logging options: 1 Click the Preferences tab. and click the one you want: No Logging Log All The logging feature is off. are not collected in the log. such as passwords and document contents. Logs network connections and protocols.The information includes the user’s ID and current library. Log Calls Log SQL Log SQL & Calls Log Network SETTING DM SERVER PROPERTIES 9 . selecting it can significantly affect DM Server’s performance.

a new log file will be created named: C:\DMLogs\2003\06\30.LOG The following template creates a new log file every hour: 10 CHAPTER 1 . at 12 A.LOG.Log User Logins Log SearchServer Indexing Logs when users log on to the DM Server.M. You can enter a different path name or you can specify a template using one or more of the following log-name variables: %Y %M %D %H year month day hour These variables can be used to specify folder names as well as file names. C:\DMLogs\%Y\%M\%D. If you use log-name variables for folder names. DM Server does not create them. .LOG For example. on June 30. The log file extension can be .. Examples The following template will create a new log file every day and change the directory every month and year.log. 3 In the Log File field. The default location is C:\Program Files\Hummingbird\DM Server\Default. specify the path name for the DM Server log file.LOG The log file created at 12 A.TXT. (midnight) for the next day will be placed in the July folder and named: C:\DMLogs\2003\07\01. Logs certain full-text indexing activities by the DM Indexer. the folders must exist prior to specifying them. or any other texttype extension.M. This information can be used for diagnostic purposes by Hummingbird Technical Support. 2003.

2004.M. Location of the PCDOCS. specify the maximum allowable size (in megabytes) of the log. (midnight).M. to have a new log file created every month. a log file will be created under the name: C:\DMLogs\2003-08-15-11.LOG Note that hours are counted on the 24-hour clock.C:\DMLogs\%Y-%M\%D-%H. the log file for March. The file is created in the DM Server \Program folder (by SETTING DM SERVER PROPERTIES 11 ..LOG Note the use of the dash as a separator character between variable names. a new log file will be created on the first of every month at 12 A. the template name could be: C:\DMLogs\%Y-%M.LOG At 11 A. Restarting the DM Server service is not necessary after changing a log setting. Click Apply to have the new logging preferences take effect. (midnight) on March 1 under the name: C:\DMLogs\2004-03. and all logs are placed in the same \DMLogs folder: C:\DMLogs\%Y-%M-%D-%H.M.log On June 30.LOG With this template name. would be created at 12 A. 2003.INI file contains information about each library in your system. but they can help make your file names more readable. month. For less frequent logging of events. 2003. Separator characters are not required. The following template also creates a new log file every hour.INI File The PCDOCS. but the year. For example. at 3 P. and day are part of the file name. a new log file will be created named: C:\DMLogs\2003\06\30-15. on August 15.M. use a larger time increment. For example.LOG 4 5 In the Log File Maximum Size field.

default, C:\Program Files\Hummingbird\DM Server\Program) when you generate a library. If you are running DOCS Open or DOCSFusion, your existing PCDOCS.INI file may be located in a different folder, which you are asked to specify when you install the DM Server software. During installation, the file will be copied from the location you specify to the DM Server \Program folder. If you decide to move the PCDOCS.INI file to another location, or you want to use a different copy of the file, you must specify the new location to Server Manager. To specify the PCDOCS.INI file location: 1 Click the Preferences tab.

2 3 4

Click the button in the field PCDOCS.INI Location, find the PCDOCS.INI file, and click to select it. Click Apply. Then click OK. Restart the DM Server service.

Depending on the contents of the PCDOCS.INI file, you may want to: • Change the default library, which is the library users connect to if they do not specify a library when they log on to the Hummingbird DM application. Change the libraries that are available to Hummingbird DM Server.

Location of Forms Used by Hummingbird DM Client Applications

The Hummingbird DM client forms are installed by default in the folder \Program Files\Hummingbird\DM Server\DOCSObjects. These forms are used to define aliases for SQL columns for use when Hummingbird DM client application users communicate with DM Server. The forms can reside in any folder that is accessible to Hummingbird DM client application users. If you move the forms from the default folder, you must specify their new location:

12

CHAPTER 1

1

Click the Preferences tab.

2

Click the lookup button in the Forms Location field, find the folder where the forms are now stored, and click to select the directory. Click Apply. Then click OK. Restart the DM Server service.

3 4

Hummingbird Messaging Support

Hummingbird Messaging is a feature of Hummingbird Portal that lets users receive wireless short message service (SMS) messages on their cell phone or a notification via e-mail whenever a specific event occurs. Users must subscribe to an event to be notified. DM Webtop users can subscribe to document- or folder-related events such as document check-in, check-out, edit, view, and access, and project updates. Other events can be triggered externally by add-on products such as Hummingbird DM WorkFlow. To add support for Hummingbird Messaging, Hummingbird Portal must be integrated with DM Webtop, and the Hummingbird Portal URL must be identified on Server Manager’s Preferences tab:

The URL should be in the following format: http://<server>:< port>/portal/hcleip where <server> and <port> are the server name and port, respectively, of the Hummingbird Portal server.

Network Logon Settings

Server Manager has two settings pertaining to network logons: • Network Alias Required. This option requires users to log on to Hummingbird DM with a network user name/password that is aliased to their user ID in the library. When this option is selected, non-network users cannot log on to DM Server using an Attache password. See “Non-Network Users” on page 100 for more information.
SETTING DM SERVER PROPERTIES 13

Default Password. This option tells DM Server to use the password supplied during logon when the user requests access to a document server where his or her logon credentials have not been authenticated. If this option is selected, it prevents DM Server from using one of the grace logon attempts in organizations where users are allowed only a few failed logon attempts before being locked out.

By default, these options are turned off. They are toggled on the Preferences tab.

If you change either option, click Apply. Then click OK. Restarting the DM Server service is not necessary after changing the network logon settings.

Transaction Monitoring

The Commit Transaction Monitoring feature applies to Windows NT/ 2000 document servers only. It ensures that documents uploaded from the Hummingbird DM clients to DM Server are not saved to the document server until the entire contents of the document have been transmitted successfully. If Commit Transaction Monitoring is turned off, documents are divided into multiple streams of data and sent to DM Server one by one. If the transmission is canceled before it completes, only a portion of the document will be stored on the document server. By default, Commit Transaction Monitoring is turned on. This option is toggled on the Preferences tab:

Restart the DM Server service after changing this option. If your organization has both Windows NT/2000 and NetWare document servers, selecting this option provides transaction monitoring only on the Windows document servers.

14

CHAPTER 1

Compression of Retrieved Documents

The document-compression feature can help reduce the network bandwidth required by DM Server to retrieve documents for users. Documents are sent in a compressed format, minimizing network traffic. However, compressing documents does increase processing on the DM Server. If your principal performance bottleneck is in bandwidth utilization, we recommend you turn on the Use Compression option. Then monitor CPU use on the DM Server to verify that the additional processing is not significantly affecting server performance. By default, the Use Compression option is turned on. This option is toggled on the Preferences tab:

Libraries Tab
On the Libraries tab, you can select all libraries to be accessed through the DM Server. On this tab, you can also: • • Select a library to serve as the default library for users. Select the index or indexes that users connected to the DM Server will use for searching.

SETTING DM SERVER PROPERTIES

15

Set the SQL-connection cache size for each library.

The tree structure displayed in the Libraries pane shows the logon libraries available to the DM Server. (If you don’t see the library you want, refer to page 20.) If a library name is selected (a check mark is in the check box beside it), the library is available for users of Hummingbird DM clients to log on to. To select a logon library for the DM Server, click the check box next to the library name. Multiple libraries can be selected. Remote libraries associated with a logon library can be displayed by clicking . When a logon library is selected, all of its remote libraries are automatically selected as well, making them available

16

CHAPTER 1

to client users. If you do not want users to access a particular remote library, clear the check box next to the remote library name. • A symbol denotes the server’s default library. The default library is the library that Hummingbird DM client users initially log on to.

The Default Library

The default library is the library to which users connect if they do not specify a library when they log on to a Hummingbird DM client. If the client allows users to select from a list of libraries when they log on, the default library is the first library in the list.
The default library is different from the current library. The current library is the library that the user is currently accessing.

NOTE

To change the default library: 1 2 3 Click the Libraries tab. Verify that the check box next to the library you want is selected. Click Properties to display the Library Properties dialog box.

4 5 6

In the Library field, click the down arrow and select the library you want. Select the option Server’s Default Library. Click OK to return to the Libraries tab. The symbol should appear next to the library you selected as the default. Click Apply and OK. Restart the DM Server service to have the new default library take effect.

7

Full-Text Index for Library Users

Once you have created an index for a library, you can give users access to the index by selecting it in Server Manager on each DM Server that handles user requests.
SETTING DM SERVER PROPERTIES 17

Indexes are created by SearchServer. If you have multiple indexes for a library, you can select up to 10 indexes for user access. The selected indexes can be employed in a round-robin fashion to provide high-performance searching or you can use one index for searching and the others as backups in case the first index is not available. See “Multiple Indexes for a Single Library” on page 74 for details on how the multiple-index feature works. To select one or more indexes for a library: 1 Click the Libraries tab. Then click Properties to display the Library Properties dialog box.

2 3

In the Library field, select the library name. The Full-Text Search Indexes box displays any indexes that are currently selected. To add an index, click Add. The Select a FullText Index dialog box appears with all of the library’s indexes displayed. Highlight the index you want to add and click OK.

18

CHAPTER 1

4

If you have multiple indexes in the Full-Text Search Indexes list, select the way these indexes will be employed: — To make all indexes available in a round-robin fashion, select the option Use All Indexes in Sequence. The first user request goes to the first index in the list, the second request to the second index, and so on. — To use a single index with the others serving as backups, select the option Use Next Index in List Only When Current Index Fails. The first index in the list is used for all search requests unless it is unavailable. Then searching is taken up by the next index in the list. To change the order of an index in the list, highlight the index and click the Up or Down key . The Remove key deletes an index from the list.

5

Click OK to return to the Libraries tab. Then click Apply and OK.

It is not necessary to restart the DM Server after making a change to the Full-Text Search Indexes. This allows the Hummingbird DM administrator to dynamically redirect user searches to a different index without interrupting the DM Server or user activities.

The SQLConnection Cache Size

The connection cache specifies the number of open SQL connections to the library. When a Hummingbird DM client user processes a transaction, DM Server uses one of its open SQL connections instead of creating a new connection, which improves system performance. (Examples of SQL transactions are: creating a Document Profile, performing a search, and saving an edited document.) If all open connections are being used, DM Server opens a new connection to process the next transaction and closes it when the transaction is finished. To achieve the optimum value for the SQL connection cache, you have to strike a balance between minimizing the resources used by idle SQL connections and maximizing the frequency with which users are able to use an open connection. To change the SQL connection cache size for a library: 1 On the Libraries tab, click Properties to display the Library Properties dialog box.
SETTING DM SERVER PROPERTIES 19

type the number of connections to keep open. The maximum supported value is 20. click Apply and OK.2 3 In the Library field. you are probably not pointing DM Server to the correct copy of the PCDOCS. If a library name does not appear in the list. select the library whose cache size you want to change. Restart the DM Server service to have the change take effect.INI file specified on the Preferences tab. or you may need to copy a [Library] section for the missing library into the PCDOCS.INI file. 4 5 On the Libraries tab. In the SQL Connection Cache Size field.INI file specified on Server Manager’s Preferences tab. Use any text editor to add the [Library] section. Click OK. If a Library Isn’t Listed on the Libraries Tab The library names displayed are retrieved from the PCDOCS. The section should contain the following settings: [Library <name>] Vendor=<SQL vendor code> Database=<SQL database name> Owner=<name of SQL server login account> Address=<connection protocol information> Location=<name of server where database is installed> Username=<username for SQL login> Password=<encrypted password> where: Vendor is a number representing one of the following SQL vendors: 3 5 6 20 CHAPTER 1 Microsoft SQL Server Oracle 9i or 8i Sybase System 12 or Adaptive Server .

you can create and manage full-text indexes. This is the name you specified on the Login Scheme dialog box during library generation. Address is a string containing the DLL that defines the network protocol to be used and the protocol address information. multiple libraries may be created on a single instance so long as each library has a different owner. Owner is the SQL Server logon account assigned as owner of the database.Database is the name given to the Hummingbird DM database when it is created using the SQL engine. Username is the SQL account DM Server uses to access the database. SearchServer Indexes Tab On the SearchServer Indexes tab. Full-text indexes allow users to perform searches for SETTING DM SERVER PROPERTIES 21 . Password is an encrypted version of the password for the SQL logon account. the owner is DOCSADM. For all vendors other than Oracle. Location is the name of the server where the database resides. With Oracle databases.

click the Refresh button. To create an index: 1 Start Server Manager and select the SearchServer Indexes tab. and the size of the DYX file.documents against the entire contents of documents and text fields on Document Profiles. The SearchServer Indexes tab also indicates the status of each index. Adding an Index An index can be created from any DM Server. provided that the server has access to the library that is to be indexed. This information is retrieved when you start Server Manager. 22 CHAPTER 1 . To refresh the information after starting Server Manager. its size.

Click Add. and the Add button is enabled. A check appears in the box next to the library name. 4 SETTING DM SERVER PROPERTIES 23 .2 Click Add Index. The index is added to the right pane with the name <library name>_Index. select the library you want to create the index for. 3 In the left pane.The Add Index dialog box appears.

24 CHAPTER 1 . It does not index existing documents in the library. Click OK to return to the SearchServer Indexes tab. 6 The new index is initialized and ready to begin indexing documents. To index existing documents. you must first start the index (see “Starting an Index” on page 73). click OK to return to the Add Index dialog box. When the properties are set up.5 Select the index and click Properties to define the properties of the index. Note that the initialization process sets up the index files and creates all the index tables. See “Modifying the Properties of an Index” on page 26 for instructions. then click Apply or OK to create the index.

Select the index you want to delete and click Delete Index. To delete the data source name: 1 For Windows 2000. It also deletes the ODBC data source associated with the index from the Indexer server. select Start>Settings>Control Panel>Administrative Tools>Data Sources (ODBC). click Start>Settings>Control Panel>ODBC Data Sources. go to the SearchServer Indexes tab. If the index is shared. SETTING DM SERVER PROPERTIES 25 . Highlight the data source name and click Remove and OK. To delete an index: 1 2 3 On the Indexer server. For Windows NT. Click Apply to permanently delete the index.Deleting an Index This process deletes all files that make up the selected index. we recommend you delete the ODBC data source associated with the index on every DM Server. but you will be unable to reuse that data source name on a server until it is deleted. 2 3 Click the System DSN tab. This is not required.

Data Source Name: By default. Index Name: The name of the current index is displayed here. enter the Path. which is C:\Hummingbird\DM Indexes. The Index Properties dialog box appears with the Location & Sharing tab selected. Select Shared if the Indexer server is the local machine and users will be accessing the index via other DM Servers or Hummingbird 26 CHAPTER 1 . To store the index in a different location. Path-Default: If you are creating an index. DM Server assigns an index a data source name in the format <library name>_<number>. select the index and click Properties. Remote-Shared: The option you select here depends on whether you are running Server Manager from the Indexer server or from a DM Server that handles requests from Hummingbird DM client users.Modifying the Properties of an Index 1 On the SearchServer Indexes tab. select Default to store the index in the default location.

restart the DM Server service.KM™.) Normally. you can then add a new index with the previously used port number.EXE to remove unused port numbers. The Remote option is automatically selected if you create a shared index on one server and are viewing the properties of that index on another server. this field displays the name of the local server. SETTING DM SERVER PROPERTIES 27 . Click Apply to have any changes you made take effect. the port is the TCP port number (for example. When you are viewing the properties of an existing index. ftnet). the field displays the name of the server where the index is located. The TCP\IP port number cannot be in use on the local system. the port is the name of the pipe (for example. At this point. Once a port number has been assigned to an index. (To determine the port numbers in use. 3048). it cannot be used again until you run \SSK\BIN\FTSVCADM. NOTE A single library cannot have more than one shared index on an Indexer server. Server Name: When you are creating an index.) After removing the ports. run NETSTAT at a command-line prompt. Then select the appropriate Network Protocol and Port so that users accessing the local server can locate the index. anything higher than 5000 is a usable port number. For Named Pipes. The port cannot be used by other indexes on the server or by other software using the network. it is used by DM Server. (Do not remove port number 16547. For TCP/IP.

DYX.2 Click the Index Properties tab. most of the advanced properties are modified to the defaults for the language. Compress Index: When a new document is created or a document is changed. SearchServer indexes the new data in a temporary file called <index name>. User searches are performed against both the index and the DYX file until the DYX file is merged into the index. Advanced: This button invokes the Advanced Index Properties dialog box. If your documents are in a language other than the choices listed here or you are not sure what to choose. Language: Select the language of your documents and profiles. 28 CHAPTER 1 . select Other. When you select a language. The Compress Index option performs the merge operation. See “Advanced Index Properties” on page 31 for a description of the options on this dialog box.

Note that if the Indexer is indexing a batch of documents or compressing the index. documents are not indexed. In the Backup Duration field. We recommend you monitor the time required for backups and adjust the Backup Duration value as necessary so the Indexer does not resume processing while the backup is still running. In the At field. SETTING DM SERVER PROPERTIES 29 . Schedule Backup: This option lets you schedule a time when the Indexer pauses for system backups or regularly scheduled maintenance. So we recommend you schedule the pause approximately 30 minutes prior to the backup. See page 34 for instructions on manually compressing an index.To schedule a regular weekly compression of the index. The Indexer will automatically be stopped while the index is undergoing compression. But users will be able to search against the index during that time. enter a day and time in the fields provided. it will complete these operations before pausing for the backup. To compress the index every day. It is important to allow sufficient time for backups to finish. If you don't want to pause the Indexer during backups. select the option Daily and enter a time. but users may continue searching against indexes. Click Apply to have any changes you made take effect. select Never in the Schedule Backup field. so no new documents will be indexed. select the number of hours— between 1 and 24—to pause the Indexer. select the time when you want the Indexer to pause. to give the Indexer time to finish. While the Indexer is paused. You can schedule the pause on a daily basis (Daily) or on a specific day of the week.

xlg. 30 CHAPTER 1 . The index log contains a record of indexing activities. — Times when the index paused for a backup and when it resumed indexing after the backup. — A list of the document numbers being indexed. — Any errors that occurred during indexing.3 Click Log File. logging of index activities is turned on and the file is located in the folder: C:\Hummingbird\DM Indexes\<library name>\<index system ID>\<index name>. By default. including: — Times when the index was started and stopped. — Times when the index was compressed.

Stop Words Header: Stopwords are words that are not indexed. If you have installed the Japanese or Korean version of Hummingbird DM. If your documents are in a language other than the choices listed here or you are not sure what to choose. a stem search on “work” will find documents containing “worked” and “working” as well as “work. select Other. which enables stem searches on words. Click Apply to have any changes you made take effect. most of the advanced properties are modified to the defaults for the language. SETTING DM SERVER PROPERTIES 31 . for example. And you can obtain the latest indexing information by clicking Refresh. When you select a language on the Index Properties dialog box. This field designates a language that will be used by the linguistic engine.To disable index logging or to locate it elsewhere.” Character Set: Select the SQL character set used by your database. select the index. the appropriate option here is Default. On this tab. For most languages. click the Log File tab. On the Index Properties dialog box. go to the SearchServer Indexes tab. In English. you can also open the log file for editing by clicking Open with Notepad. select the stopword header for your language. Advanced Index Properties The Advanced Index Properties dialog box lets you set SearchServer parameters for the index. Language: Select the language of your documents and profiles. and click Properties.

The search performance is nearly as good as with the MINIMIZE_SEARCH_TIME method. See “Using Wildcards in Searches” on page 78 for more about wildcards. A term vector is a list of significant words and noun phrases in a document. Select the method most appropriate for your system: MINIMIZE_SEARCH_TIME: This method maximizes search performance at the expense of indexing time and index size. Performance against search terms containing both leading and trailing wildcard characters is substantially reduced. SearchServer supports two wildcard characters: ? * question mark represents a single character asterisk represents any number of characters (including no character) Three wildcard optimization methods are available. MINIMIZE_INDEX_OVERHEAD: This method minimizes indexing time and index size. identifies the common terms. Generate Term Vectors: Selecting this option generates term vectors for each indexed document. which allows Hummingbird KM™ to perform results-list clustering on the index. except for search terms containing both leading and trailing wildcard characters. Hummingbird KM analyzes the term vectors for each returned document. Enable Word Proximity: Proximity searches allow users to search for words within a certain proximity of each other. NONE: No wildcard optimization is set. When a user performs a search. When this option is selected. a document abstract will be generated and displayed in Hummingbird KM WebFIND. and returns a results list with the documents grouped by theme. Turning on the ability to do proximity searches between words can affect indexing performance and increase the size of the index. 32 CHAPTER 1 .Wild Card Optimization: A wildcard is a character in a search term that represents one or more characters that are not specified.

Set Session Options: This feature is not intended for normal use. To reindex an index: 1 On the SearchServer Indexes tab. click Default. See your Hummingbird KM documentation for more information.Selecting this option increases the size of index files and slows the indexing process. select the index you want to reindex. From and a date to reindex from the specified date. The reindexing process builds the index—either by indexing the entire repository or reindexing documents that were indexed between a specified date and today. clear the check box. Index Defaults The Defaults button on the SearchServer Indexes tab lets you establish the default values that appear when you create a new index. This includes new documents SETTING DM SERVER PROPERTIES 33 Reindexing Documents 2 . To change the defaults. and click OK. German. modify the options in the Index Properties dialog box. The Indexer will reindex all documents that were indexed between the From date and today. French. In the Maintenance box. The new defaults will apply to any indexes created after the defaults are changed. Do not use it unless instructed to do so by Hummingbird technical support staff. and Italian. select one of the following reindexing options: Everything to reindex the entire document library (except those documents for which Enable Content Searching is not selected on the Document Profile). inclusive. so if you are not using Hummingbird KM or don't want to perform results-list clustering. Reindexing must be performed on the server where the index is located. The following languages are supported: English.

see “Reindexing an Index” on page 76. you should manually compress the index: 1 2 On the Indexer server. User searching can continue during a compression. you will see “Initialized” in the Status field. Manually Compressing an Index If you see that the DYX file is growing beyond a few hundred megabytes. When the index is ready for use. Then select the index by following the instructions on page 17. See “Compressing an Index” on page 75 for more information on compressing indexes. and the regular compression is not scheduled to occur soon. Document Previews Tab Hummingbird DM gives users the option of displaying short HTML previews of documents. 3 4 Click Re-Index. For more information on reindexing. so documents will not be indexed. This feature saves document-retrieval time and 34 CHAPTER 1 . start Server Manager and go to the SearchServer Indexes tab. The Indexer is automatically stopped while the index is undergoing compression. start the index by following the instructions on page 40. To make the index available to users. Select the index you want to compress and click Update and Compress Index.plus existing documents that were indexed during the specified time period.

or automatic). their current preview status (started or stopped). See the Allow Preview option on page 141 for more information.) The Document Previews tab lists all libraries known to DM Server. the DM administrator: • • Starts preview generation for the library.helps users quickly determine if a document is the one they want. you will not be able to start preview SETTING DM SERVER PROPERTIES 35 . This is done on DM Server's Document Preview tab in Server Manager. Click Stop to halt previewing for documents in that library. To start preview generation for a library. manual. click Properties to see it. To enable previewing. The startup type is controlled on the Preview Generator Properties dialog box. Allows users to see previews by turning on the Allow Preview option on DM Web Server's DM Admin tab under Library Parameters>System Parameters>Default. and their startup type (disabled. highlight the library name and click Start. Note that if the library’s Startup Type on the Preview Generator Properties dialog box is Disabled.

From: Regenerate previews only on documents for which previews were generated between the From date and today. click Properties. which means that preview generation must be started manually by the DM administrator.generation until you change the startup type. you have two options: Everything: Regenerate all documents in the library. inclusive. Startup Type is set to Manual. To regenerate previews for a selected library. 36 CHAPTER 1 . To modify the preview-generation properties for a selected library. This includes new documents plus existing documents. Selecting this option generates previews without graphics. Generate Netscape-Compatible HTML: Certain graphic formats are not shown properly in the Netscape browser. Code page: Make a selection here based on language of the library’s documents. By default.

If you do not want previews generated. click Properties and then click the Log File tab.Startup Type: Manual: Preview generation for a library must be started manually by the Hummingbird DM administrator by clicking Start on the Document Previews tab. The document previews remain on the document server. The log file is located in the folder: C:\Hummingbird\DM Indexes\<library name>\preview.and resource-consuming process. Automatic: Preview generation for a library started automatically when the DM Server service starts. This is necessary because the preview generator does not determine if a document has been updated since the previous preview was generated. including: • • • Times when the preview generator was started and stopped. so the preview generator should not be disabled unless you are advised to do so by Hummingbird Technical Support. when you select another Startup Type and preview generation begins. Any errors that occurred during preview generation. including those already on the document server. all previews are regenerated. Disabled: Preview generation for the library is disabled. Regeneration of previews is a time. stop the preview generator. however. A list of the documents for which previews are being generated by document number. The preview-generator log contains a record of preview-generator activities. To see the log-file properties for a selected library.log SETTING DM SERVER PROPERTIES 37 .

38 CHAPTER 1 .You can select another location if you prefer. On the Log File tab. Click Apply to have any changes you made take effect. And you can obtain the latest information by clicking Refresh. Internal User Tab On the Internal User tab. See Chapter 5 for more information on document previews. you can also open the log file for editing by clicking Open with Notepad. you can identify the Hummingbird DM library user ID used by the DM Indexer and the Document Preview Generator.

To do this. SETTING DM SERVER PROPERTIES 39 . (See “The Internal User for Indexing Activities” on page 60 for more information on setting up the Indexer user account. Any Hummingbird DM user ID with these rights can be designated as the internal user. however. the DM Indexer/SearchServer opens the document and reads its contents.Identifying a Hummingbird DM User ID for the Indexer and Document Preview Generator To index a document. If you do this. SearchServer must log on to DM Server with a Hummingbird DM user ID that has universal read access: the rights to read all documents in the library. 2 Enter the user name and password of the internal Hummingbird DM user account. Once this account has been established. the password must be the same in every domain. the Generator also needs a user ID with universal read access. You cannot enter a domain name because DM Server gives you the ability to use the account over multiple domains.) The Document Preview Generator creates one-page previews of all documents and keeps them up to date. it must be identified to Server Manager on the Indexer server: 1 Start Server Manager and click the Internal User tab. To access documents for the preview-generation process.

the internal user account should be dedicated for use solely by the DM Indexer and Document Preview Generator. Because they are so numerous. It must be running for documents to be indexed. For this reason. the activities of the internal user are not collected in the Activity Log. NOTE Indexing Tab The Indexing tab lets you start and stop indexes that have been initialized and are ready for indexing.3 Click Apply and Close. The Indexer need not be running for users to perform content searches. 40 CHAPTER 1 .

• The failover feature automatically switches Hummingbird DM client users from one DM Server to another in the cluster if the initial server fails for any reason. Select the index you want and click Start or Stop.To start or stop the Indexer. you must be running Server Manager from the Indexer server. FOLB Settings Tab If your organization employs multiple DM Servers. You have the option of SETTING DM SERVER PROPERTIES 41 . A cluster is a group of DM Servers on the same network serving the same set of libraries. you can connect them in a cluster to implement failover and load balancing (FOLB) of requests from Hummingbird DM client users.

• The load-balancing component distributes users’ requests among the servers in the cluster so that the load of user calls is distributed relatively evenly. 42 CHAPTER 1 . client-user requests are assigned in rotation among the servers in the cluster. and the implications of the various FOLB settings. each client polls the servers to find one that has less than 75 percent utilization and sends its request to that machine. Under the CPU utilization method. we recommend you familiarize yourself with how these features work. Under the roundrobin method. But before setting up failover and load balancing. The following paragraphs walk you through the steps required to define a server cluster and select the FOLB settings. the system requirements for FOLB. Chapter 4 describes what happens in an FOLB environment. The failover feature provides a high degree of fault tolerance to the cluster of DM Servers. You can choose from two load-balancing methods: round robin and CPU utilization. Typically.implementing the failover capability alone or integrating it with the load-balancing capability. only the last user request will need to be resubmitted in the event of a server failure.

run Server Manager and click the FOLB Settings tab. SETTING DM SERVER PROPERTIES 43 . Repeat step 2 for all servers in the cluster. select the server and click Delete. The name of the current DM Server appears in the Known Servers list. To remove a server from the cluster.Defining a Cluster of DM Servers 1 On a server in the cluster. The Clear All button removes all server names from the list. click Apply to record the new server list. 2 3 In the Enter New Server field. 4 When the Known Servers list is correct. type the name of another server and click Add. The server names are ordered alphabetically. Its name will appear in the Known Servers list.

However. — Renaming a server in the cluster. such as a dedicated DM Indexer Server. Choose this option when you are: — Removing a server from the cluster when you intend to continue using the server as a DM Server. no other servers in the cluster are updated. Choose this option when you are: — Adding a new server to the cluster. The server list of each server will bear a time stamp that reflects when you initiated the propagation. This dialog box has two options: Propagate Now—Updates the time stamp of the new server list and sends it to each server in the cluster. — Disabling FOLB but continuing using the server as a DM Server. Propagate Manually—Closes the dialog box and applies your changes only on the server you are making the changes from. You can return to this dialog box later and select Propagate Now or you can manually enter the server list on each member of the cluster. If you click Now. If you were to use Propagate Now instead of Propagate Manually in either of these situations. we do not recommend manually entering the names because of the possibility of typographical errors. If they are not. the DM Server would be removed 44 CHAPTER 1 . — Removing a server from the cluster for reconfiguring or disposal. The time stamps should all be the same. messages are displayed indicating the time stamp of the server list at each server. see “If the Propagation Fails” on page 120 for instructions. the server list is propagated to all servers in the cluster.5 Server Manager asks if you want to propagate the new server list now or later. During the propagation. you can return to the FOLB Settings tab at a later time and click Propagate Current Server List to bring up the Propagating New Server List dialog box. If you click Propagate Later.

The server list is ordered SETTING DM SERVER PROPERTIES 45 . select the option Fail Over and Load Balancing. click OK and exit Server Manager. Under the round robin method. no Hummingbird DM client would then be able to attach to the server. click Set Client Parameters. which would make the server unknown to itself . You should instead make your changes to each server in the cluster and then select Propagate Manually.from its own Known Server list. user requests are assigned in rotation among the servers in the cluster. Then select the Load Balance Method: Round Robin—This method is the default for load balancing. Propagate Now should be avoided if you intend to continue using the DM Server. The FOLB Client Parameters dialog box appears. 6 When the propagation is finished. Selecting FOLB Settings To select the FOLB features used by DM Web Servers: 1 On the FOLB Settings tab. 2 Select either Fail Over and Load Balancing or Fail Over Only: If you want both capabilities.

and so on. 46 CHAPTER 1 . To restore the server to the DM Web Server’s server list. If the primary server fails. as it would be if polling were turned on. no transactions will be sent. Poll All Servers—At the designated intervals. If a server is unable to process a transaction. Offline servers are effectively suspended from each DM Web Server’s server list until they come back up. The DM Web Server will poll the DM Server at the designated intervals to determine if it has returned to service. If you want the failover capability but do not want to implement load balancing. the server will be suspended from the server list until it comes back online. With Fail Over Only. but until that time. the server is effectively suspended from the DM Web Server’s server list until it comes back up. Polling ceases once all offline servers are online again. 3 Select one of the three FOLB Polling Parameters: Poll Failed Servers—If a user sends a transaction to an offline server. during the polling process. Do Not Poll Servers—DM Web Servers do not poll DM Servers. CPU Utilization—Under this method. preventing delays in the processing of transactions. the DM Web Server polls all servers in the cluster to confirm they are online. the DM Web Server must be restarted. it will resume all processing of user transactions. it tends to increase network traffic. While the server is down. requests automatically failover to the next server in the list. transactions are sent to the next online server in the server list. it is not returned to the server list. This polling option has the advantage of suspending an offline server from the DM Web Server’s server list before it sends a request. select the Fail Over Only option. the second request from that user goes to Server B. If. the client detects an offline DM Server. so the first request from a user goes to Server A. each Hummingbird DM client polls the DM Servers to find one with less than 75 percent CPU utilization and sends the request to that machine. When the primary server comes back up.alphabetically. When it comes back online. you must designate a primary server to receive all user transactions. it is removed from a DM Web Server’s server list. However.

The default is 10. SETTING DM SERVER PROPERTIES 47 . Click OK to return to the FOLB Settings tab. 5 You must restart the DM Web Server to have changes to these options take effect.4 If you selected an active polling parameter (Poll Failed Servers or Poll All Servers). Values are in seconds. NetWare Servers Tab Use the NetWare Servers tab to set up the DM Server to access documents on NetWare document servers. enter a value in the Polling Interval field.

This field should contain only the tree name. 48 CHAPTER 1 . Password Confirm Password For example. This field should display only the container associated with the Hummingbird DM service account and all parent containers to that container. This field should display only the user name of the Hummingbird DM service account. DM Server determines whether each server is NetWare 5. For these servers.x or 6. you must restart the DM Server service to have the change take effect. NDS Context. User name (for Hummingbird DM network access). you might specify the following: NDS Tree Name NDS Context User name Password Andromeda_tree DM.techs. specify the following: • • NDS Tree Name.x. Server Manager does not verify that server names are valid. Do not include the tree name. This is done by DM Server when a document server is accessed. Do not include container or tree names. If you change the name or password of the account that DM Server uses for NetWare access.support DMAdmin ******* • • • Click Apply to have the server-access information take effect.The DM Server reads the NetWare server names from the libraries selected on the Libraries tab and displays them in the Server Name list. not a backslash or any other character.

• • SETTING DM SERVER PROPERTIES 49 . or performs some other operation where a list of documents is compiled. retrieves a list of recently edited documents.Results Tab When a user executes a search. DM Server creates a results set. How often the DM Server checks for results sets that have timed out. The following results set settings are specified in Server Manager: • • • The maximum size of an individual results set. The number of documents displayed in users’ recently edited documents lists. The total amount of virtual memory for caching results. The time interval between the user’s last access of a results set and the point at which the DM Server can delete the set.

DM Server caches the results for the user to request on a row-by-row basis. abandoned results sets can consume resources.000 KB. You should specify an interval that allows users plenty of time to obtain the information they need. specify the size in kilobytes. Limiting the List of Recently Edited Documents The value in the Recent Edit Limit field specifies the maximum number of documents that can be displayed in the list of recently edited documents (RED) shown to users. The value in the Maximum Total Size field specifies the total amount of memory that can be used for caching. but not so long as to drain system resources. The maximum is 253. The default value is 2. In the Time-out field. In the Maximum Size field. If the user does not request any more results within the time period specified by the time-out interval. See the appendix on sizing in the Hummingbird DM Suite Installation Guide for information on calculating appropriate values for your organization. Setting it too low may cause DM Server to waste CPU time checking for timed-out results sets. The default value is 15 minutes. The default value is 15 minutes. Decreasing the value in this field may improve the performance of RED searches. Setting a Time-Out Interval When a user executes a search. thus freeing up resources.Maximum Size of Results Sets Amount of Virtual Memory for Caching Results It is important to keep a single search execution from consuming too much memory. specify the time (in minutes) between the user’s last access of a results set and the point at which DM Server can delete it. This takes into account the maximum size for each set of search results. Setting the Cleanup Frequency The value in the Cleanup Frequency field specifies how often (in minutes) DM Server checks for timed-out results sets and deletes them. 50 CHAPTER 1 . Click Apply and OK to apply the change. If the setting is too high. DM assumes that the results set is no longer needed and deletes the cached entries.000. Use caution when modifying this value. The default value is 1000 KB. Use caution when modifying this value: it can affect the number of search results users receive.

click the down arrow in the Caches field and select a cache.) Weekly SETTING DM SERVER PROPERTIES 51 . you can refresh all internal caches while DM Server service is running. To see the settings for a cache. Click the down arrow to see the available settings: • • Manual Refresh Only (Use the Refresh or Refresh All button to reset.Caches Tab On the Caches tab. The Settings field allows you to set the refresh interval for the selected cache.

DM Server stores the network IDs for each supported network and uses them to access the document servers on different networks. If you change a form in DM Designer.• • • Daily Twice-Daily Hourly You can check the statistics or settings. which are used for searching.) Rather than creating a network alias for the Hummingbird DM service account for each library. Group Information for Library: This cache contains the contents of the GROUP table and related information such as user default values in profile forms. for any of the following: • DB Schema Information: Update the cache when new columns or tables are added to a database. It also holds a pool of ODBC connections to the index. Also update the cache when you change any library maintenance parameters. Hummingbird DM Network Aliases: This cache holds network IDs for all supported networks. Changes made in DM Designer are not reflected until the cache is refreshed. be aware that the form will not be changed in DM Server until the cache is refreshed. including the DSN name and lists of the column names (schema) and physical index names (for multicomponent indexes). SearchServer Index Information: This cache holds information about a full-text index. such as Windows NT and NetWare. DOCSObject ClassIDs: This is an internal DM Server cache to support plug-in server objects. It does not require refreshing. such as property names and their SQL definitions on a form. Library Information: Update the cache when you modify group or user information. The Fusion Network Aliases cache should be refreshed whenever the NetWare Servers information is changed or when Windows NT users are changed or disabled at the NOS level. or update the caches. Object Schema Information: Update this cache when you change forms. Refresh • • • • • • 52 CHAPTER 1 . (Users specify the NetWare user information on Server Manager’s NetWare Servers tab.

Although observing the hit rate may be useful in gauging library access through DM Server. the HCS server authenticates the user's Windows 2000/NT network credentials and sends this information to DM Webtop for use when the user logs on to DM Server. users can provide a single set of logon credentials to access DM Webtop via their organization’s Hummingbird Portal. Because a single transaction may affect more than one cache. When a user logs on to Hummingbird Portal. DM Server communicates with the HCS server via its internal HCS Authentication Client. Through the HCS server. if possible.this cache when you have made a change to the database schema and want the change to be reflected in the index. which is installed with the DM Server software. clearing the counters is not required. although in general it is preferable to stop the DM Server. you should use the Refresh All button. The HCS server can be installed and configured on the same machine as DM Server or on a different server on the network. The HCS Server SETTING DM SERVER PROPERTIES 53 . The Clear Counters button resets the hit rate on the caches. • User Information for Library: This cache contains the contents of the PEOPLE table and related information such as user default values in profile forms. Refreshing the index closes all ODBC connections. Selecting an HCS Server DM Server can communicate with a Hummingbird Core Services (HCS) server to support the use of DM Webtop through Hummingbird Portal. which can be useful when you want to stop the Indexer server.

Server Port: Enter the number of the port through which the logon credentials will be sent. the HCS server on the same machine is automatically restarted as well. Changes to the HCS server configuration can be made from Server Manager or from Portal Administration Tools Security Management. If the HCS service resides on a machine other than DM Server and the HCS service is stopped and restarted.tab lets you identify the server authenticating a user’s logon credentials when the user accesses DM Webtop from Hummingbird Portal. Whenever the DM Server service is stopped and restarted. Click Apply to save this information in Server Manager. The default name is localhost. The server where the changes were made must be restarted to have the changes take effect. Port number expected by the HCS Authentication Client provided with DM Server is 8765. 54 CHAPTER 1 . the DM Server service will automatically be stopped and restarted after HCS token authentication has taken place. Server Name: Enter the name of the HCS server.

C h a p t e r 2 Using the Hummingbird DM Indexer In This Chapter This chapter explains how to set up and manage the Hummingbird DM Indexer for full-text indexing of document libraries. USING THE HUMMINGBIRD DM INDEXER 55 . can be found in the online manuals Using Hummingbird DM Webtop and Using Hummingbird DM Extensions. NOTE Information on performing full-text searches. including a list of search operators. Full-text indexing helps users quickly locate documents by searching the document contents for specified search terms.

SearchServer scans the document. such as Boolean expressions. via one of several text readers that translates the document into a format that SearchServer can interpret. the index is scanned for terms meeting the user’s search criteria. to SearchServer. a table in the library is updated to reflect that the document needs indexing. Content searches. SearchServer is the indexing/ searching engine integrated with Hummingbird DM. a hit list is returned showing the documents matching the user’s query. The indexing process also maintains several system tables associated with the index. The Indexing Process When a user saves a new document or saves edits to an existing document. which narrow the search to specific documents meeting those criteria. also known as full-text searches. User searches are performed against both the index and the DYX file. Periodically the data in the DYX file must be merged into the index itself. It is the Hummingbird DM administrator’s job to initialize the index for each library and to monitor the indexing process to ensure smooth and efficient operation.About Full-Text Indexing Content Searches by Users When users initiate a search for a document. the document and its profile must undergo a process called indexing. the DM Indexer obtains this information from the library and passes it. They can also apply more complex search criteria. they have the option of performing a content search of the document and Document Profile. This information is placed into an index. Users can search on a word or a phrase. Before a document’s contents can be searched. SearchServer accesses the document. The extracted information is stored first in a temporary file called <index name>. extracting information about words in the document. The DM Indexer can be set up to perform this for you automatically. the DM Indexer reads the document and profile. During normal indexing operations. 56 CHAPTER 2 . extracting information about words in the document. When the user performs a content search. allow users to search the entire contents of documents and profiles stored in the DM repository. Upon completion of the scan. which allows users to search against the latest index data available.DYX. During this process. through the ODBC interface.

Previous versions and sub-versions are not indexed. the Hummingbird DM administrator can set documents to be indexed based on Document Type. and Abstract) are indexed by default. such as searching by author name. users can view the documents meeting the criteria. All text columns from the PROFILE table that are visible to users (such as Document Name. USING THE HUMMINGBIRD DM INDEXER 57 . Microsoft Word) format. The Search Process When a user initiates a content search against the documents in the library. use DM Designer (see the option for this in the column’s Properties). NOTE Documents that are not indexed can be located using the other search features on Hummingbird DM client search forms. Users of Hummingbird DM clients can override this setting when they edit the Document Profile by selecting or clearing the option Enable Content Searching. To index other columns or customized columns. See Using Hummingbird DM Webtop or Using Hummingbird DM Extensions for information on the different methods of searching for documents. the attachment is indexed instead of the document itself. Documents can be displayed in Hummingbird Viewer™. (The Attachment to Index list is maintained in Library Maintenance. NOTE The last version of a document or a designated attachment (but not both) is indexed. Text fields on the profile. If a document has an attachment (or attachments) and the attachment’s label is in the Attachments to Index list. Documents on the hit list can also be launched in their native application. or the document’s native (for example. TXT) will be indexed. such as Document Name and Description.What Is Indexed? Documents are indexed when the option Enable Content Searching is selected on the Document Profile. are indexed as well. From the hit list.) In Library Maintenance. The Attachments to Index feature in Library Maintenance lets you indicate which document-attachment types (for example. HTML. The search terms are highlighted in the document display. the request is forwarded by DM Server to SearchServer. Scanning the index for documents that match the search criteria. SearchServer returns a list of documents—a hit list—to the user.

the indexer should be in the same segment as the library and document servers. all document servers and libraries—for the libraries they are indexing. average size of the documents to be indexed. the Indexer server should be on the same switch or hub as the library and document servers. Assuming sufficient processing resources. we strongly recommend that it be run on a dedicated DM Server (an Indexer server). A single library cannot have more than one shared index on an Indexer server. 58 CHAPTER 2 .System Requirements for Indexing This section describes how your supporting system must be set up to create an index and run the DM Indexer. In this configuration. all index files must be excluded from the scan. NOTE If you have a cluster of DM Servers for failover and load-balancing purposes. The number of Indexer servers needed to support indexing depends on the number and complexity of your documents. The Indexer Server Because the indexing process—particularly the initial indexing of all existing documents in a library—consumes significant resources. In segmented networks. even if your organization has multiple libraries and maintains multiple indexes for each library. the Indexer server should not be a member of the cluster. a single Indexer server may be adequate to handle all indexing. and network architecture. Physical requirements for connectivity hardware are dependent on factors such as number of users. To ensure adequate and consistent throughput. The Indexer should not be in a different domain than either the library or document servers. If anti-virus software is installed on the Indexer server. The Indexer server should be configured to connect to all network resources—that is. The cluster servers can be set up to access the index(es) on the Indexer server. the index(es) is created on the Indexer server and shared with the DM Server that is handling the general stream of user requests.

whether it is a dedicated Indexer server or a DM Server that also handles user requests. • Hardware and Software The hardware and software requirements for machines running the DM Indexer are shown in the table on the next page. here are some alternatives with their respective pros and cons. The disadvantage here is that initialization cannot be counted on to be a one-time operation. • If having a dedicated Indexer server on a permanent basis is not feasible. The server should be taken out of production until initialization of the index is complete. users are still able to search against a current index. but also temporary space needed during processing. But if the recommended configuration is not ideal for your organization. and (3) there may be brief periods (a few seconds) when the indexes are not in sync. The disk space required includes not only the index files themselves. the method of wildcard optimization can have an effect USING THE HUMMINGBIRD DM INDEXER 59 . each DM Server runs its own Indexer for its own index.A dedicated Indexer server is a must where indexing activity is high. The indexes are not shared. and (2) provided that the indexes are not being changed frequently. we recommend you temporarily dedicate a DM Server to the initialization of the index. you can set up an index for each library on each server in the cluster. For example. sometimes from scratch. network traffic is minimal because there is no accessing of a separate Indexer server. The disadvantages include: (1) hardware (processor and storage) requirements increase. (2) indexing a new or edited document causes duplicate activity on each server and increased network traffic. but it can also be affected by the indexing options you select when setting up the index. The size of an index depends primarily on the size of the repository. If you have a cluster of DM Servers and handling user searches has a high priority. and this would mean removing the server from production again. which may cause problems with load balancing. The index(es) and their associated files must be stored on the DM Server where the DM Indexer is running. Indexes occasionally must be reinitialized and reindexed. The advantages here are two-fold: (1) if a server goes down.

whichever is greater.) Memory requirements can vary widely. 30 to 40 MB of disk space for every 50 MB of documents Disk space equivalent to the amount occupied by the document library. The account should not be used for end-user activities. We also recommend that the Indexer server be equipped with an uninterruptible power supply (UPS) to prevent corruption of indexes in the event of a power failure. They are affected by the size of the repository as well as the complexity of the documents. The Internal User for Indexing Activities The DM Indexer and SearchServer access documents in the repository. Operating System Windows 2000 Advanced Server Windows 2000 Server Windows NT Server 4. especially unneeded drivers and other processes that require processor time or input/output bandwidth. We recommend you clear the Indexer server of other software.000 documents. To handle these indexing activities.000 documents. you will need to create a dedicated user account in the DM library. We recommend that this internal user be created as a Hummingbird DM library Attache account with an Attache password and no network alias. This user need not be created at the NOS level nor be a member of any NOS-level groups.on index size. ensure that the Indexer does not have to compete with other processes on the same machine. (See “Using Wildcards in Searches” on page 78 for more information. 60 CHAPTER 2 . For optimum performance.0 Memory Processor Disk Space 512 MB Dual Pentium 600 or greater Minimum: Recommended: Or 1 MB per 1. so they must have read-only access (at a minimum) to all document files. A rule of thumb is 1 MB of memory for every 1.

This internal user account can be used across multiple domains. There are two ways to do this: • • Via the Indexer Configuration Wizard. the document cannot be indexed. If the account has multiple network aliases: • • Each alias must have the same password. Regardless of whether the internal user is an Attache account or a network alias. if your organization requires all users to log on to DM Server with a network account aliased to their Hummingbird DM user ID. See “Internal User Tab” on page 38 for instructions. if a password is applied to a Microsoft Word document. NOTE Creating an Index and Putting It into Production The following instructions explain how to create an index and make it available to users for searching. Documents that use application-specific security cannot be accessed by the Indexer. an Attache account that has no network alias cannot serve as the internal user. you will need to create the internal user at the NOS level and add this account to the network DOCS_USERS and DOCS_SUPERVISORS groups. The recommended configuration is to have only one Windows NT network alias. On the Indexer server. For example. via Server Manager on the Internal User tab. its primary group in the library should be DOCS_SUPERVISORS with the universal file access of Read (at a minimum). (Note that the Network Alias Required option on Server Manager’s Preferences tab controls whether non-network users can log on to DM Server. which can be run from the Start menu. this will not prevent the Indexer from accessing documents located on other networks. On Server Manager’s Preferences tab.) In this case.However. We assume that the index is maintained USING THE HUMMINGBIRD DM INDEXER 61 . it must be identified to DM Server. Once the internal user has been created. the option Default Password must be selected.

The default location for the index is C:\Hummingbird\DM Indexes. Creating a New Index A new index can be created using Server Manager or the Indexer Configuration Wizard. For instructions using the wizard. see the chapter on creating an index in the Hummingbird DM Suite Installation Guide. the end result is the same. you must create an internal user account and provide the SearchServer user name and password to DM Server. Identifying the Index Location Before you can create an index. This section explains how to create indexes using Server Manager. Regardless of the method you choose. See “The Internal User for Indexing Activities” on page 60 for instructions. however. and you want to be able to back them up separately. If you have multiple indexes. you can locate the index on any local drive on the Indexing server. we recommend you create a separate directory for each index. you need to identify where the index files will be located. Prior to creating a new index. This location is not mandatory.by a dedicated Indexer server and will be accessed by users via a cluster of DM Servers that handle user requests. NOTE 62 CHAPTER 2 .

USING THE HUMMINGBIRD DM INDEXER 63 . start Server Manager and select the SearchServer Indexes tab.To create an index: 1 On the Indexer server.

INI specified for use by the DM Server. NOTE 64 CHAPTER 2 . 3 In the left pane. which is required for indexing. and the Add button is enabled. A check mark appears in the box next to the library name. Libraries that appear at the top tree level on the Libraries tab in Server Manager or the Select Libraries dialog in DM Server Configuration Wizard are valid for logon and have a Library section in the PCDOCS.2 Click Add Index. If your library does not appear in the Add Indexes Libraries list.The Add Index dialog box appears. select the library you want to create the index for. it is not a selected logon library for your DM Server.

USING THE HUMMINGBIRD DM INDEXER 65 .4 Click Add. 5 Select the index and click Properties to define the properties of the index. The index is added to the right pane with the name <library name> Index.

enter the Path. Data Source Name: By default. To store the index in a different location. modify the name in this field. DM Server assigns an index a data source name in the format <library name>_<number>. The port 66 CHAPTER 2 . Remote—Shared: The option you select here depends on whether you are running Server Manager from the Indexer server or from a DM Server that handles requests from client applications.a Location & Sharing tab: Index Name: If you want to change the default index name. Then select the appropriate Network Protocol and Port so that users accessing the local server can locate the index. Select Shared if the Indexer server is the local machine and users will be accessing the index via other DM Servers or Hummingbird KM. See “Identifying the Index Location” on page 62 for index-location requirements. which is C:\Hummingbird\DM Indexes. Path—Default: Select Default to store the index in the default location.

For Named Pipes.EXE to remove unused port numbers.cannot be used by other indexes on the server or by other software using the network. USING THE HUMMINGBIRD DM INDEXER 67 . The Remote option is automatically selected if you create a shared index on one server and are viewing the properties of that index on another server. you can then add a new index with the previously used port number. The TCP\IP port number cannot be in use on the local system. 3048). (Do not remove port number 16547. anything higher than 5000 is a usable port number. the port is the name of the pipe (for example. At this point.) Normally. For TCP/IP.) After removing the ports. ftnet). it is used by DM Server. the port is the TCP port number (for example. run NETSTAT at a command-line prompt. restart the DM Server service. NOTE Once a port number has been assigned to an index. it cannot be used again until you run \SSK\BIN\FTSVCADM. (To determine the port numbers in use. NOTE A single library cannot have more than one shared index on an Indexer server.

select the option Daily and enter a time. To compress the index every day. If your documents are in a language other than the choices listed here or you are not sure what to choose. Advanced: This button invokes the Advanced Index Properties dialog box.b Index Properties tab: Language: Select the language of your documents and profiles. The Indexer will 68 CHAPTER 2 . select Other. enter a day and time in the fields provided. most of the advanced properties are modified to the defaults for the language.DYX. Compress Index: When a new document is created or a document is changed. To schedule a regular weekly compression of the index. SearchServer indexes the new data in a temporary file called <index name>. User searches are performed against both the index and the DYX file until the DYX file is merged into the index. The Compress Index option performs the merge operation. A description of the advanced index properties begins on page 31. When you select a language.

While the Indexer is paused. select the time when you want the Indexer to pause. See page 75 for instructions on manually compressing an index. So we recommend you schedule the pause approximately 30 minutes prior to the backup. consider compressing the file daily rather than weekly. a weekly compression of the DYX file will be sufficient. USING THE HUMMINGBIRD DM INDEXER 69 . See page 75 for more about compressing indexes. In the Backup Duration field. so no new documents will be indexed. to give the Indexer time to finish. If you notice that indexing and searching are slowing down. but users may continue searching against indexes. It is important to allow sufficient time for backups to finish. Schedule Backup: This option lets you schedule a time when the Indexer pauses for system backups or regularly scheduled maintenance.automatically be stopped while the index is undergoing compression. In the At field. documents are not indexed. select Never in the Schedule Backup field. If you don't want to pause the Indexer during backups. You can schedule the pause on a daily basis (Daily) or on a specific day of the week. it will complete these operations before pausing for the backup. For most organizations. But users will be able to search against the index during that time. We recommend you monitor the time required for backups and adjust the Backup Duration value as necessary so the Indexer does not resume processing while the backup is still running. Note that if the Indexer is indexing a batch of documents or compressing the index. select the number of hours— between 1 and 24—to pause the Indexer.

On the Index Properties dialog box. including: • • • • • Times when the index was started and stopped. and click Properties. go to the SearchServer Indexes tab.c Log File tab: The index log contains a record of indexing activities. Times when the index was compressed. Times when the index paused for a backup and when it resumed indexing after the backup. you can also open the log file for editing by clicking Open with Notepad. To disable index logging or to locate it elsewhere. On this tab. Any errors that occurred during indexing. click the Log File tab. And you can obtain the latest indexing information by clicking Refresh. 70 CHAPTER 2 . A list of the documents being indexed by document number. select the index.

Log Enabled: By default. logging of index activities is turned on. Open with Notepad: Allows you to open the log file for editing. To locate it elsewhere. enter the path name here. Log File: By default. Click Apply to have any changes you made take effect. clear this check box. Refresh: Allows you to refresh the log file to obtain the latest indexing information. To turn off logging.xlg. USING THE HUMMINGBIRD DM INDEXER 71 . the log file is located in the folder C:\Hummingbird\DM Indexes\<library name>\<index system ID>\<index name>.

it will begin indexing documents. then click Apply or OK to create the index. Note that the initialization process sets up the index files and creates all the index tables. The new index is initialized and ready to begin indexing documents. 72 CHAPTER 2 .When the properties are set up. It does not index documents. When the index is started. click OK to return to the Add Index dialog box. Click OK to return to the SearchServer tab.

Check the index properties log file and verify the Indexer is running. Select Indexes for Searching The DM Server(s) that handle user requests are given access to an index via Server Manager's Libraries tab: USING THE HUMMINGBIRD DM INDEXER 73 . 2 3 Highlight the new index and click Start. The Indexer begins indexing documents.Starting an Index To start an Index: 1 Go to the Indexing tab.

highlight the index to be used for searching and click OK. 4 Repeat steps 1 through 3 for any additional libraries. 5 On the Libraries tab. you have two options: • Using all the indexes in a round-robin fashion to improve search performance. when the primary index fails. 2 On the Library Properties dialog box. For instructions on selecting one or more indexes for library users. click Apply. 3 On the Select a Full-Text Index dialog box. When employing multiple indexes. the first search request goes to the first index in the list. see “Full-Text Index for Library Users” on page 17. the second request to the second index. and the first server accepts another request. and so on.1 On the Libraries tab. Multiple Indexes for a Single Library If you have multiple indexes for a library. until the end of the index list is reached. In this mode. An index might become unavailable because: — The Indexer server is down. click Add. — The service called DOCSFusion SS Server on the Indexer server is stopped. In this mode. Then highlight the library name and click Properties. you can select up to 10 indexes for user access. click to put a check mark next to the library you want users to be able to search. — The index files have been deleted from the Indexer server. — Connectivity problems between the DM Server and the Indexer server prevent communications. each remote library combination in the Library list must have at least one index selected. Using a single index as the primary index and the others as backups in case the first index is not available. search requests go to the next index in the list until the primary index returns to service. • 74 CHAPTER 2 . NOTE If you have remote libraries.

the DYX file is twice as large as the size of all new or edited documents. The Compress Index option in Server Manager merges the index with the DYX file. so the DYX file can grow quickly in organizations where numerous documents are edited on a daily basis. Typically. but it is not available for indexing of new and revised documents because the DM Indexer is paused for system maintenance.DYX. To schedule a regular compression of the index. When the DM Indexer resumes operation. Stopped—The index is available for searching. The size of each index’s DYX file is displayed in Server Manager on the SearchServer Indexes tab. so documents will not be indexed. The Indexer will automatically be stopped while the index is undergoing compression. The index should be compressed before the DYX file exceeds a few hundred megabytes—preferably well before the file grows that large. the index will be available for indexing. USING THE HUMMINGBIRD DM INDEXER 75 . but it is not available for indexing of new and revised documents. The index compression can be scheduled to occur automatically on a weekly or daily basis. follow the instructions on page 28. and we encourage you to set a schedule for this important maintenance task. User searches are performed against both the index and the DYX file until the DYX file is merged into the index. so the index is not available for searching. Paused—The index is available for searching. Started—The index is available for searching and for indexing of new and revised documents.Monitoring and Managing an Index Index States An index will be in one of four possible states: Initialized—An entry for the index has been created in the library. Compressing an Index When a new document is created or a document is changed. User searching can continue during a compression. but documents have not been indexed yet. SearchServer indexes the new data in a temporary file called <index name>. Compression can also be done manually whenever it appears that the DYX file is growing so large that it is affecting indexing and searching performance.

To reindex an index: 1 2 On the SearchServer tab. set up the automatic compression to occur daily rather than weekly. Or it may be required when a new release of Hummingbird DM upgrades the SearchServer software. 76 CHAPTER 2 . the release notes accompanying Hummingbird DM will advise you to rebuild the index. Reindexing an Index The reindexing process builds the index—either by indexing the entire Hummingbird DM repository or reindexing documents that were indexed between a specified date and today.We recommend that you monitor the size of the DYX file. From and a date to reindex from the specified date. See “Restoring an Index from a Backup” on page 77 for instructions. If you find yourself doing frequent manual compressions. This includes new documents plus existing documents that were indexed during the specified time period. Rebuilding may be necessary if the index is damaged in some way. follow the instructions on page 34 to manually compress the index. particularly when creating a new index. inclusive. When the index is ready for use. You need to reindex the index when you want to: • Rebuild an index. If the file grows so large that it affects performance. (If this is the case. select the index you want to reindex.) Bring an index up to date after restoring a backup of the index. • If you are reindexing because you believe the index has been lost or damaged. The Indexer will reindex all documents that were indexed between the From date and today. you will see “Initialized” in the Status field. you should restore the index from a previous day’s backup and reindex only from the backup date. In the Maintenance box. 3 Click Re-Index. select one of the following reindexing options: Everything to reindex the entire repository (except those documents for which Enable Content Searching is not selected on the Document Profile).

Reindexing an index. Once the backup is finished. To perform the following operations. users can perform searches. While the Indexer is paused. stop the DOCSFusion SS Server service by going to Control Panel>Services and stopping the service. you must be running Server Manager on the server where indexing is performed: • • • Starting and stopping the Indexer. to give the Indexer time to finish. The Indexer can be set up to automatically pause at an appointed time when backups are scheduled. to some degree.Administering an Index from a Different DM Server An index can be set up and. So we recommend you schedule the pause approximately 30 minutes prior to the backup. Pausing the Indexer for System Backups The Indexer should be paused before a system backup is started and remain paused during the course of the backup. Note that if the Indexer is indexing a batch of documents or compressing the index. it will complete these operations before pausing for the backup. Restoring an Index from a Backup To restore an index from a backup: 1 2 Stop the DM Server service by going to the Server State tab in Server Manager and clicking Stop. but no indexing of new and edited documents is performed. USING THE 3 4 HUMMINGBIRD DM INDEXER 77 . Compressing an index. See page 29 for instructions. Restore the backup to the index directory. When the restoration is finished. Back up all files in the index folder. the Indexer can be restarted. Restart the indexer when the backup is finished. Backing Up an Index To back up an index: 1 2 3 Stop the Indexer. administered from Server Manager running on a DM Server other than the server where the index is located. restart the DOCSFusion SS Server service. If the index is on a dedicated Indexer.

Monitoring Indexer Activities When the Indexer is running. Failures can occur when a document’s format is unknown and the Indexer is unable to read it or when the Indexer cannot open a document for some reason. corrupted documents. Indexer Thread Count: For each index to be indexed. check this counter to verify the Indexer is running. This counter indicates how many threads are running. the Indexer deletes its entries from the index. the problem may be due to network problems. • • • Deleting an Index See “Deleting an Index” on page 25 for instructions. See “Reindexing an Index” on page 76 for instructions. If you notice a larger number of failures than usual.5 6 Restart the Indexer by going to Server Manager’s Indexing tab and clicking Start. Reindex the index from the date of the backup. This counter indicates how many sets of entries are being deleted per second. you may want to check four counters for the Hummingbird DM Server in the Windows NT or 2000 Performance Monitor: • Full Text Deleted Documents/Sec: When a document is deleted from the repository. In addition. Full Text Indexing Failures/Sec: Indicates how many documents per second the Indexer was unable to index. . Full Text Indexed Documents/Sec: Indicates how many documents are being indexed per second. DM Server creates an Indexer thread. or the failure of a DM Server in the cluster. After you start the Indexer in Server Manager. you can monitor its activities by checking the index properties log file in Server Manager. SearchServer supports two wildcard characters: • 78 CHAPTER 2 the question mark (?) represents a single character. Using Wildcards in Searches A wildcard is a character in a search term that represents one or more characters that are not specified.

and of are typical stopwords. If the search term contains a leading wildcard character. See page 31 for instructions on setting this option. because it reduces the number of entries in the index. To improve performance. Hummingbird DM provides a standard stopword list for each supported language. Wildcard use can have a significant negative impact on search performance. edit the file. or phrases containing stopwords. the. The stopword USING THE HUMMINGBIRD DM INDEXER 79 . it does search against the other words in the search phrase and returns a hit list of the matches against the non-stopwords. When users perform content searches against stopwords. the Indexer does not search against those words. To add words to the list.• the asterisk (*) represents any number of characters (including no character). Words such as and. Wildcard optimization is defined in Server Manager. MINIMIZE_INDEX_OVERHEAD: This method minimizes indexing time and index size. NONE: No wildcard optimization is set. Designating stopwords can speed up searches. SearchServer provides three wildcard optimization methods: MINIMIZE_SEARCH_TIME: This method maximizes search performance at the expense of indexing time and index size. ?abc*). except for search terms containing both leading and trailing wildcard characters. Using Stopwords to Speed Searching A stopword is a word ignored by the DM Indexer. Performance against search terms containing both leading and trailing wildcard characters is substantially reduced. However. particularly in the following cases: • • If the search term contains both leading and trailing wildcard characters (for example. The search performance is nearly as good as with the MINIMIZE_SEARCH_TIME method.

where <language> is your language. the changes should be made to both the "primary" and "secondary" DM Servers in the cluster. Changing the stopword list automatically invokes reindexing of the repository. • Maximum size (KB) controls the maximum size. 80 CHAPTER 2 . depending on the total physical memory available on the server. These values can be increased.STP. Before changing the stopword list. In situations where multiple DM Servers are employed. Look for the file <language>. The idea here is to prevent a single search execution from consuming too much server memory. in memory. a process that could take some time. • Note that the values shown above are the default values. the server that is designated as the "primary" is the server where changes to results set settings should be made. Maximum total size (KB) specifies the total amount of memory that can be used for caching. but they should not be reduced below the default values. with one a dedicated indexer server. This takes into account the maximum size for each set of search results. you should determine whether the modifications are worth the time and resources required to reindex the repository. Configuration Options for Full-Text Indexing DM Server Manager Two settings on Server Manager’s Results tab affect full-text search results returned to users. of results sets. We recommend you call Hummingbird Technical Support before changing a stopword list. This means that all documents are reindexed under the new stopword list. If your organization uses FOLB.lists are located in \Program Files\Hummingbird\DM Server\SSK\Fultext. The setting can affect the number of search results users receive.

If you turn on User Standard Search Routines. The number should not be reduced below the default value.) DM Extensions and Integrated Applications The Quick Search List setting in the Implementation Tool controls the maximum number of items in search-result lists for users of the DM Extensions and integrated applications. It lists the document numbers of the documents that have been indexed. For problems when setting up an index. Select the index. check the compression log—<index name>. Troubleshooting Index Problems Viewing the Index Log File The index log file contains an entry for each action performed by the Indexer against an index. click Properties. the setting called Use Standard Search Routines is turned off by default to allow for optimized searches across the Web. For problems when compressing an index. USING THE HUMMINGBIRD DM INDEXER 81 . you will turn off optimization and thus increase the number of search results for DM Webtop users. This may result in smaller search-result lists for DM Webtop users than for users of DM extensions. Each index has its own log file—<index name>. any errors that occurred. (The setting is in DM Admin>DM Webtop Maintenance>DM Webtop Parameters. open it in any text editor. however. and times when the Indexer was started and stopped. the return of search results may take longer. To view this log. and select the Log File tab.XLG—stored in the same folder as the index files. The log file can be accessed when the Indexer is running or stopped.DM Webtop In DM Admin. If users want to receive more than the default number of search results.LOG—stored in the same folder as index files. this setting can be increased. you should also check the Windows NT/2000 event log. To view the log file. run Server Manager and select the SearchServer Indexes tab. but keep in mind that the number of search results can also be constrained by the maximum results-set size specified on Server Manager’s Results tab.

the user may receive a warning that highlighting is disabled. Advise your users that this condition will disappear once the Indexer is restarted. Depending on the client application. Check the size of the DYX file (noted on the SearchServer Indexes tab in Server Manager). See page 62 for instructions. This should happen automatically. but if you have connection problems. verify that the service is started: 1 On Windows 2000 Indexer servers. the document is displayed without search-term highlighting (Viewer or HTML rendition). verify that you have the proper access rights set up for the index location. If the index has been reindexed and started. verify that the index is selected in Server Manager on the DM Server that users are accessing. click Start>Control Panel>Services. This message appears when the index location you have specified has not been set up. the DOCSFusion SS Server service must be running on the Indexer server. See page 62 for instructions. or you notice that searching and indexing are getting progressively slower. If it is larger than a few hundred megabytes. Users Unable to Search Problems with Shared Indexes This can be indicated by a message stating that a network operation has failed. See “Full-Text Index for Library Users” on page 17 for instructions. 2 Start the DOCSFusion SS Server service. consider setting up the Indexer to compress the index on a daily basis.Disabled SearchTerm Highlighting If an indexed document is modified and the index is not updated (because the Indexer is not running). manually compress the index. Because the DM Servers that handle user requests act as clients to SearchServer. 82 CHAPTER 2 . FulCreate Is Not a Writable Directory No Such File or Directory If you get this message. if necessary. On Windows NT Indexer servers. If the DM Server(s) is sharing an index located on an Indexer server. click Start>Settings>Administrative Tools>Services. If this happens frequently. verify that the network protocol and port defined on the Index Properties dialog box are correct and that the port is unique on the Indexer server.

. . . . . . . All versions DisplayWrite 4 & 5 . . . . . . . . . . it is not a text file and it is not indexed. . . . . . . . . . . . The recognized file formats listed below apply to Outside In 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 IBM FFT . . . . . . . . . . . . . . .0 Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3. . . . . . . .0 USING THE HUMMINGBIRD DM INDEXER 83 . . . . . . . . . . . . . . . . . . . . . .0 DEC WPS Plus (WPL) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 DisplayWrite 2 & 3 (TXT) . . . . . . . . Document File Formats Recognized by the Indexer The DM Indexer uses technology from the viewer application Outside In by Stellent to identify file formats. . . .5 First Choice . . . . . . . . . . . . . . . . . . . . . . . . . .5. . . Versions through Release 2. . . . . . . If Outside In fails to recognize a file format. . . . . . All versions IBM Revisable Form Text . . . . . 4. . . . . . . . . . . . .Versions through 4. Compatible with WML specification 5. . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . Versions 3. . .Versions through 3. . . . . . . . . . . . . .Versions through 4. . . . . . . . . . . . . . . . . . . . . .Unable to Save Index This message appears when you try to create a second shared index for a library. . Outside In recognizes more than 200 file formats. . . . . . . . . . . All versions WML . .0 Enable . . . . . . . . which are listed below. . . . . . . . .Versions through 3. .7 & 8 bit HTML . . . . . . . . . . . . . . . . . . . . . . . . . . . the document is indexed as a text file.0 and 4. . . . . . . Word Processing Formats—Generic Text ANSI Text. . .2 Word Processing Formats—DOS Word Processors DEC WPS Plus (DX) . . . All versions Text Mail (MIME) Unicode Text . . . . . . . . . . . . . . . . . . . . If this portion of the file contains NULL characters. . . . . . . . . . . . . . . . . . . . A single library cannot have more than one shared index on an Indexer server. . . . All versions Microsoft Rich Text Format (RTF) . . .7 & 8 bit ASCII Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . but only if it passes the following text-file test: • • The first 4-KB portion of the file is scanned for one or more NULL characters (hex 00). . . . . . . . . . . . . . . . . .

. . . . . . . . . .0 PFS:Write . . . . . Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . Versions through 4. . . . . . . 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . .0 Microsoft Works . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. .0 Legacy . . .1 Office Writer . . . .Versions through Samna Word IV+ SmartWare II . . . . . . . . . . . . . . . . .0 JustWrite . . . . . . Versions through 2. . .1 Q&A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .01 Lotus Manuscript . . . .6 WordMARC . . . . . . . . . . . . . . . . . . . . . . . . Version 6. . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Novell WordPerfect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . Versions through 5. . . . . . . . . . . .0 Samna Word . . . . . . . . . . . . . . .0 Microsoft Word . . . . Versions through 8. . . . . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . Version 2. . . . . . . . . . . . Versions through 6. . . . . . . . .0 MASS11 . . . . . . . . . . . . . . . . Versions 5. .0 Navy DIF . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through III Plus Word Processing Formats—Windows Adobe FrameMaker (MIF) . . . . . . . . . . . .0 PC-File Letter . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . B and C Professional Write . . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . .0 PC-File+ Letter . . . . Versions through 3. . . . . . . . Versions through 7. . .0 XyWrite . . . . .0 and 9. . . . .0 Total Word . . . All versions Nota Bene . . . . . . . . . . . . . . . . .IBM Writing Assistant . . . . . . . . Versions through 6. . .0. . . . . . . . . . . . . . . . . . .0 Wang PC (IWP) . . . . . . . . . . . Versions through 2002 Microsoft WordPad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . Versions 96 through Millennium Edition 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Word for Windows . . . Versions through 2. . . . . . . . . . .2 Volkswriter 3 & 4 . . . . . . . . . . . . . . Versions through Composer Plus WordStar . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions A. . . . .0 WordStar 2000.0 84 CHAPTER 2 . . .0 MultiMate . . . . . . . All versions Microsoft Works for Windows . . . . . . . . . . . . . .0 JustSystems Ichitaro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 .0. . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6. . .6 Microsoft Windows Write . . . . . . . . . . . . . . . . Versions through 3. .1 Lotus Word Pro . . . . . . . . . .1 Lotus AMI/AMI Professional . . . . . . . . . . . . . . . . . . . . . . . . Versions 4. . . . . . . . . . . . .02 Sprint . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . .5 First Choice . . . . . . .0 dBASE . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 3. . . . . . Versions through 10 Professional Write Plus . . Versions 3. . . . . . . . Version 3. . . . . . . . . Versions through 4. . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Enable . . . .Versions through 2. .0 Paradox (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . .0 SmartWare II . . . . . . . . .2 WordStar for Windows . . . . . . . .Versions through 5. . . . . . . . . . . . . . . . . . . . .Versions through 2. . . . . Version 1.Versions through 3. . . . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4. . . . . . . . .Versions through 2. . . .1 Microsoft Word for Mac . . .1 R:BASE System V .0. . . . . . . . . . . . . . . . . . . . .0 FoxBase . . . . . . . . . .0 Personal R:BASE . . . . . .Versions through 2. . . . . . . . . . . . . . . 4.0 R:BASE 5000 . . 98. .0 StarOffice Write for Windows and UNIX . . . . . . . . . . . . . . . . . . . . . . . . .5 First Choice . . .0 Novell/Corel WordPerfect for Windows . . . . . . . . . .0 Framework . . . . . . . . . . . . Version 5. . . . . . . .Versions through 3. .0 Microsoft Works for Windows. . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . Versions 3. . . . . . . . . .0 Microsoft Works (Mac) . . . . . . . . . . . . . . .02 through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3. . . . . . . . . . . . . . .0 Q & A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 4. . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Novell Perfect Works . Version 1. . . . .0 Paradox (DOS) . . Version 1. . . . . . . . . . . . . . . .0 and 4. . . . .0 Reflex . . . . . . . . . .Versions through 3. . . . . .02 Spreadsheet Formats Enable . . . . . . . . . . . . . . . . . . . . . . . . 4. . . . . . . . . . . .Versions 1.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 – 4. . . . . . . . .1 Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . .0 Q&A Write for Windows . . . . . . . . . . . .0 Novell WordPerfect . . . . . . . . . . 2001 Microsoft Works for Mac . . . . . .0 Database Formats Access . . . .0 DataEase . . . . . . .0. . .0 Word Processors—Macintosh MacWrite II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . .Versions through 2. . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .x dBXL . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . .0 USING THE HUMMINGBIRD DM INDEXER 85 . . . . . . . . . . . . . . . . .0 and 4. . . . .

. . . . . . . . . . . .2 through 2002 Microsoft Multiplan . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . .Lotus 1-2-3 (DOS & Windows) . .0 – 4. Versions 97 . 2001 Microsoft Excel Windows . . . Versions through 4. . . . . . . . . .0 Adobe Illustrator. . . . . . Version 2. . . . . . . . .0 Mosaic Twin. . . . . Versions 2. . .5 Novell Perfect Works . . . . . . . . . . . . . . . . . . .6 Lotus Symphony . . . . . . . . . Versions through 2.2 SuperCalc 5 . . . . . . . . . . . . . . . . . . . . . . . . Windows versions Freelance for Windows . . . . . . . .0 Adobe FrameMaker graphics (FMV) . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Excel Macintosh . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . Versions 2.0 Microsoft Works (Mac) . . . . . . . . . . . . . . . . . . . Versions through 5. . . . Version 4. . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . .0. . .Millennium 9. . . . . Versions through Millennium 9. . . . . . . . . . . . . . . . .2 Graphic Formats Adobe Photoshop (PSD) . . . . .0 through 2002 Microsoft PowerPoint for Mac . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . Versions 2. . . . . . . . . . . . . . . .0 Microsoft PowerPoint for Windows . . . . . . . . . Versions 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 and 2. . . . . Versions through 7. . . . . . Versions 1. . . . .x . . . . . . . . . . .0 86 CHAPTER 2 . . . . . . . . . . . . . Versions 3. . . . . Versions through 2. . . . . .6 Freelance for OS/2 . . . . . .0 PFS:Professional Plan . . . . . . . . . . . . . . . . . . . . . . 98.0. Version 2. .Vector/raster through 5. . . .0 Quattro Pro for DOS . .0 Microsoft Excel Charts . . . . .x & 3. . . . . . . .02 StarOffice Calc for Windows and UNIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5. . . . . . . . .0 Lotus 1-2-3 Charts (DOS & Windows) . . . . . . . . . . . . . . . . . .0 VP Planner 3D . . . . Versions through 10 Harvard Graphics for DOS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . . . . .x Harvard Graphics for Windows . . Version 4. . . . . . . . . . . . . . . . . . . .0 Microsoft Works for Windows . . . . . . . . . . . . . . . . . . Versions through 5. . . . . . . . . 9. . . . . . Version 5. . . . . . . . . . . . . Versions through 10 SmartWare II . . . . .0 through 2001 StarOffice Impress for Windows and UNIX . . .0 Lotus 1-2-3 (OS/2 including charts) . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . Versions 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Lotus 1-2-3 for SmartSuite. . . . . . . . . . . . . . . .1. . .0 Quattro Pro for Windows . .0 Adobe Acrobat (PDF) . . . . . Version 4. . . . . . . Version 5. . Version 1. Versions through 5. . . . . . . . . . . . .0 Presentation Formats Corel/Novell Presentations .7. . . . . . . . .

. . . Versions 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 IBM Picture Interchange Format (PIF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 and 5. . . . . . All versions Macintosh PICT1 & PICT2 . . . . . . . . . . . . .9. . . . . . . . .01 Paint Shop Pro 6 (PSP) . . . . . . Version 3. . . . . . . . . . . Win32 Only PC Paintbrush (PCX and DCX) Portable Bitmap (PBM) . . . . . . . . . . . . . . . . . . . . . Type I and Type II Corel Clipart format (CMX). . . . CALS NIST ver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . RLE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Windows 95. . . . . . . . . . . . . . . . . . . . . . .1 JFIF (JPEG not in TIFF format) . . . . . . . . . . . . . . . . . version 6. . . . . Versions 12 . . Ami Draw AutoCAD Interchange format (DXF) . . . .0 Encapsulated PostScript (EPS) . . . . . . . CUR. . . . . . . . . . . . . . . . . . . . . . . . . . .0 Computer Graphics Metafile (CGM). . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 12 . .0 Binary Group 3 Fax . . . . . Bitmap & vector Graphics Interchange Format (GIF) Hewlett Packard Graphics Language (HPGL) . . . . . . . . . . . . . . . .0 Micrografx Designer (DRW) . . . . . OS/2 DIB & WARP) CALS Raster (GP4) . . . . . . . All versions JPEG (including EXIF) . . . . . . . . . .0 Corel Draw (CDR with TIFF header) . . . . . . . . . . . . . . . . . .8. . . . Version 2. . .14 AutoShade Rendering (RND). . . . . . . . .Ami Draw (SDW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Version 2 IBM Graphics Data Format (GDF) . . . .0 Paint Shop Pro (PSP) . . . . . . . . . TIFF header only GEM Paint (IMG) Graphics Environment Mgr (GEM). . . . . . . . . . . . . . . . . . . . . . . Bitmap only MacPaint (PNTG) Micrografx Draw (DRW) . . . . . . . . . . . . . . . . Versions 2. . . . . . Version 1. . . . . No specific version USING THE HUMMINGBIRD DM INDEXER 87 . . . . . . . . . . . . . . . .Versions through 3. . . . Version 2. . All versions Bitmap (BMP. . . . . . . . . . . . . . . . . . . . . . . . Kodak Flash Pix (FPX) Kodak Photo CD (PCD) . . . . . . . . . . . .Versions 5 through 6 Corel Draw (CDR) . . . . . . . . . . . . All versions Portable Graymap (PGM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ANSI. . . . . . . . . . . . . . . . . . .0 . . .0 Lotus PIC Lotus Snapshot . . . . . . . . . . . . . . . . . . . . . .1 Micrografx Designer (DSF) . . .14 AutoCAD Native Drawing format (DWG) .0 Initial Graphics Exchange Spec (IGES) . . . . . . . . . . . . Versions 6. . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . 3. . . . . . . . . . . . . . .0 OS/2 PM Metafile (MET) . . . . ICO. . . . . . . . . . .0 Novell PerfectWorks (Draw). . . . . . . . . . . . . . . . . Version 5. . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . . . . . . . .0 . . . . . . .

. . . . . . . . . . . No specific version WordPerfect Graphics (WPG & WPG2) . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5. . . . . . No specific version Postscript (PS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version TIFF . . . .1 88 CHAPTER 2 . . . . . . . No specific version Windows Enhanced Metafile (EMF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .04g Other Formats Executable (EXE. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6 TIFF CCITT Group 3 & 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Portable Pixmap (PPM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x10 compatible Compressed Formats GZIP LZA Self Extracting Compress LZH Compress Microsoft Binder. . . . . . . . . . . . . . . . . . . . . . . . DLL) Executable for Windows NT Microsoft Outlook Message (MSG) . . . . . . . . . No specific version Windows Metafile (WMF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 98 Text only vCard . . . . . . . . . . . . . . . . . . . . . . . . .Level II Progressive JPEG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version Sun Raster (SRS) . . . . . . . . . . . . . . . . . . . . . .Portable Network Graphics (PNG) . Versions through 2. . . . . . . Versions 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . x10 compatible X-Windows Pixmap (XPM) . . PKWARE versions through 2. . . . . . . . . Versions through 6 Truevision TGA (TARGA) . . . . . . x10 compatible X-Windows Dump (XDM) . . . . . . . . . . . Version 2 Visio (preview) . . Version 4 Visio . . . . . . . . Text only Microsoft Project . . . . . . . . . . . . .0-97 MIME Text Mail ¦ UUEncode UNIX Compress UNIX TAR ZIP . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 X-Windows Bitmap (XBM) . . . . . . . . . 2000 and 2002 WBMP . . Version 2. . . . . . . . . . . . . . . . . . . . . . .

It also explains how to implement Hummingbird DM security at your site. DOCUMENT ACCESS AND SECURITY 89 .C h a p t e r 3 Document Access and Security In This Chapter This chapter describes how users access documents in the Hummingbird DM repository and how Hummingbird DM protects documents from unauthorized access.

An Overview of Hummingbird DM Security
All Hummingbird DM client-user requests for documents, folders, and searches are handled by the DM Server service. When DM Server receives a user request, it accesses the Hummingbird DM library and verifies that the user’s logon credentials (user name and password) are those of a valid library member. Then DM Server determines if the requested operation can be carried out. The DM Server accesses the library using the common SQL logon account specified during library generation. Access to documents in document servers is handled by the DM Server service account. In general, user requests fall into three categories:
Searching for documents. If the user is a library member, his search request will then be performed against documents in that library. Operations on documents such as storage and retrieval. After verifying that the user is a library member, DM Server checks the library’s security information to verify that the user has rights to perform the requested operation on the document. If such rights exist, DM Server accesses the document server and performs the requested operation.

The logon credentials can also be passed to the network operating system to verify that the user has rights to network resources.
Access to Document Profiles. After verifying that the user is a library member, DM Server checks the library’s security information to verify that the user has rights to view or edit the profile and then performs the operation.

To determine a user’s rights, the DM Server service checks these settings in the library: • The document’s or folder’s access-control list (ACL), which is part of the Document Profile specifying who can access the document and the operations they can perform. (ACL security is sometimes called “discretionary security.”) The permissions granted to the user’s primary group in the library. (Security applied to members of a group is sometimes called “rolebased security” or “exclusionary security.”)

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A user’s effective rights are a combination of his or her individual rights on the document’s ACL and the rights of his or her primary group. Most group permissions do not overlap with the ACL rights, but in the case of those that do, both the ACL and the group setting must be true in order for the operation to be allowed. For example, if an ACL gives a user rights to delete a document, but that user’s primary group is not allowed to delete documents, he or she will not be allowed to delete the document.

ACL Security

The Hummingbird DM library maintains an ACL for every secured document, folder, Quick Search, database import set, and document import set. (In the interest of brevity, we will refer to all such objects as documents.) The ACL designates the users and groups who are current trustees of the document and the rights they are granted. A user cannot access a document unless he or she is a current trustee and has the appropriate rights. It is not required that any document be secured. When an author creates or edits a Document Profile, he or she has the option of either leaving the document unsecured or restricting access to it. No ACL is created for unsecured documents; they are fully accessible to all members of the library whose primary group permissions permit access. To secure a document, the author begins by selecting Secure Document on the Document Profile and then clicking Edit.

This brings up the Security page where the author can select groups and users (trustees) who will have access to the document and can designate their access rights.

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For each user or group designated a Current Trustee, the author can allow or deny the access rights listed on the right side of the Security page. Note that the permission type “Control Access” refers to the ability to change access rights to the document or its profile. The Deny setting can be applied to rights for a group or for an individual user. This setting is useful when the author wants to prevent a single user from exercising a right granted to that user’s group (a situation sometimes called “exceptional security”). If a right is denied to a group, the Deny setting overrides any Allow setting for an individual user in the group. So it is not possible to deny a right to a group and then allow the same right to a user in the group. For a description of each access right, see the topic “Access Rights Templates and Options” in the DM Webtop Help system. Only users and groups who are specifically granted rights can access the document or its profile. There is one exception to this, however. Hummingbird DM automatically gives users whose primary group is DOCS_SUPERVISORS full access to all documents in the library. This
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is true even when DOCS_SUPERVISORS is not specifically added as a trustee of a secured document on the document’s ACL.

Primary Group Permissions

A user’s group permissions are those set for his or her primary group. Group permissions are specified in Library Maintenance by the Hummingbird DM administrator and apply to access to all documents, regardless of the ACL settings on a specific document. Group security settings are controlled on the Features and Permissions tabs in Library Maintenance>Group Maintenance.

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DM Admin>Users and Groups>Groups>Features:

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DM Admin>Users and Groups>Groups>Permissions:

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SQL Database Security
The Common Logon Account
When client users log on to DM Server, they are also initiating access to the library—the SQL database structures containing the Document Profiles, user information, and other data. During library generation, you are asked to choose the user name and password of the SQL account that DM Server will use to access the library. To prevent unauthorized access to the library from outside Hummingbird DM, this account name and password should not be made public. The SQL account can be the default user name—DOCSUSER—or any other user name and password. We do not recommend the use of the DOCSADM account for this purpose for the reason explained below. The logon user name and password are stored in the PCDOCS.INI file, with the password encrypted for security reasons.

SQL Administrator Accounts

The DOCSADM Account
DOCSADM is a SQL logon account that is the owner of all database objects and has administrative privileges to the database. The account can be created by you prior to library generation, or you can let Library Generator create it for you. You must provide the DOCSADM password to access DM Designer, the Activity Log Purge utility, and the Add an External Library utility. Oracle databases can have owner names other than DOCSADM. The same guidelines apply to these owner accounts. If you designate DOCSADM as the common logon account, any user with privileges to run DM Designer can use this tool to make changes to the database without first entering the DOCSADM password. Because this may not be advisable in your organization, we recommend you use a common logon account other than DOCSADM.

The Default Administrator Account
Every database engine has an administrator account that serves as the “superuser” logon account. The administrator account can alter database objects and shut down the database. You must provide the SA password to access Login Control in Library Maintenance. The administrator accounts and default passwords for the database engines supported by Hummingbird DM are listed below. Since these
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accounts and their passwords are commonly known, a database cannot be properly secured until the password is changed. For instructions on changing passwords, refer to your SQL vendor’s documentation.

Database Administrator Accounts
Database Type
Microsoft SQL Server Sybase Oracle

Logon Name
sa sa system

Default Password
null value null value manager

Database-Level Access Control
As we explained earlier, Hummingbird DM maintains an accesscontrol list (ACL) for every secured object in the library. The list designates the users and groups who are current trustees of the item and the rights they are granted. A user cannot access an object unless he or she is a current trustee and has the appropriate rights.

Profile-Level Security
To further secure documents from unauthorized access, you can implement profile-level security, either for specific groups or librarywide. When this option is turned on, a document does not even appear in a search-results list unless the user has rights to it. By default, profilelevel security is turned on library-wide. Turning profile-level security off allows all library users or members of specific groups to see all document titles returned by a search, regardless of access rights. Actual access to documents is not altered by this option; the security settings remain in force. The Profile Level Security option is set library-wide in Library Maintenance>System Parameters>Defaults. To set it for a specific group, go to Library Maintenance>Group Maintenance>Features. As with all Library Maintenance settings where there are both System and Group settings, the Group setting prevails unless it is set to Default, in which case the System setting prevails.
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Standalone: A FAT drive.) No NOS-Level Security Hummingbird DM supports the following operating systems as Generic document servers. without security at the network operating system (NOS) level. not only within the library. including Novell NetWare. Unix. that does not have a share name. We do not recommend the use of Standalone document servers for sites implementing failover and load balancing. • • • Windows 2000/ NT NTFS or FAT file share. Unix systems using NFS Maestro™ for connectivity. (See “Accessing a Document Server” on page 112 for more about document access on different operating systems. because the drive letter may indicate a different drive to each server in the cluster. or it can be a share or drive on a machine used for multiple purposes. but at the NOS level as well. but these differences are not noticeable to users. There are some differences in how Hummingbird DM accesses documents on the different operating systems. It’s not unusual for organizations to have multiple document servers. NOS-level security means that when a document is secured in Hummingbird DM. Hummingbird DM supports several different operating systems for document servers. if you are still supporting DOCS Open users on the same document server—documents can be secured. the rights assigned to the document apply regardless of whether the document is accessed from a Hummingbird DM client or outside Hummingbird DM via an operating system mechanism such as 98 CHAPTER 3 . Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. A document server can be a computer dedicated to the document-storage purpose. and Windows 2000/NT Server.Document Server Security The network location where documents are stored is called a document server. NOTE NOS-Level Security If you cannot secure your document servers by restricting access to the DM service account—for example. such as D:. Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively.

Library users can be created from existing network IDs during library generation or via Library Maintenance>Synchronize. See “Setting Up Document Servers with NOS-Level Security” on page 101 for more information. you need to perform the following activities: • • Add every client user to the DOCS_USERS group account in the library. Hummingbird DM reports an error when users attempt to assign document access to the group. every user is either: DOCUMENT ACCESS AND SECURITY 99 . you can protect your documents from access by non-Hummingbird DM users by revoking all rights to the folder where documents are located and reapplying rights only to the groups DOCS_USERS and DOCS_SUPERVISORS. See “Setting Up Users” on page 99 for more information. Set up NOS-level security (if applicable) on the servers or shares where documents are stored. • Only users and groups with associated network aliases in the library have rights to secure documents at the NOS level. To Hummingbird DM. — On networked drives. Group membership in the library must be consistent with group membership at the NOS level. Setting Up Users By default. See “Setting Up Document Servers with NOS-Level Security” on page 101 for more information.Windows Explorer. all Hummingbird DM users are members of the Hummingbird DM library group account DOCS_USERS. Novell NetWare 5.0 and Windows 2000 Server NTFS volumes running either the NT Security Service or the Document Sentry Agent (DSA). NOS-level security is available on document servers running under: • Windows NT Server 4.x. Setting Up Security To implement Hummingbird DM security. If groups of the same name do not have the same members.x or 6.

On the contrary. DM Server verifies that they are valid users of the library and then authenticates them against the network resource. their key to accessing documents on network document servers is an Attache password. When network users log on. For a detailed explanation of the logon process for the various clients and networks. the password must be the Attache password for their DOCS_USERS account. NOTE The description of what happens during logon is somewhat abbreviated here to give you a general overview of the differences between network and nonnetwork users. 100 CHAPTER 3 . It is permissible for network users to have an Attache password in addition to one or more network passwords. However. Any valid password can be used at logon. they are not authenticated against a network. Since they have no rights on the network. The access is handled through the Hummingbird DM Server service account. Later. For non-network users. When a network user logs on with an Attache password. see “Logging On and Accessing Document Servers” on page 107. read. when that user requests access to a document server—to view.) Non-network users are validated in the library only. for example—DM Server will ask for a network password in order to authenticate him or her against the requested document server. Network Users Network users have at least one network account aliased to their DOCS_USERS account. they can access all documents to which they have rights on the Document Profile. The Attache password is specified on the People dialog box in Library Maintenance (DM Admin>Users and Groups>People. this does not prevent nonnetwork users from accessing documents on the network. all users must provide a user name and password. write. To log on to DM Server. or set trustees. the user is validated on the library only.• or • a non-network user a network user Non-Network Users Non-network users have no network aliases associated with their DOCS_USERS account.

0 Server and Windows 2000 with NTFS running either the NT Security Service or the Document Sentry Agent (DSA). that does not have a share name. Standalone: A FAT drive. Unix systems using NFS Maestro™ for connectivity. Setting Up Document Servers with NOS-Level Security Hummingbird DM supports the following operating systems as document servers with full network operating system (NOS)-level security. • • • Windows 2000/ NT NTFS or FAT file share. regardless of whether the document is accessed from a Hummingbird DM client or outside Hummingbird DM via an operating system mechanism such as Windows Explorer.x DOCUMENT ACCESS AND SECURITY 101 • . such as D:. NOS-level security means that the access rights assigned to documents by Hummingbird DM client users are always in effect. without security at the network operating system (NOS) level. NetWare 5. give only the DM Server service account Full Control rights to each document storage location.Setting Up Generic Document Servers with Security Hummingbird DM supports the following operating systems as Generic document servers. To secure Generic document server shares. Permissions should be applied at the last static directory in the document path template. NOS-level security is available on document servers running under: • Windows NT 4. Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively. Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client.x and 6.

The universal access defined for the Hummingbird DM group applies to all documents on the server. 102 CHAPTER 3 . go to Library Paramenters>System Parameters>Features and select the option Secure Documents at Network Level. you associate a Hummingbird DM group—such as DOCS_USERS—with one or more Windows NT or Windows 2000 groups by adding the Windows group’s network alias to the Hummingbird DM group in the library. the access rights he or she assigns to the Hummingbird DM group also apply at the NOS level. See the Hummingbird DM Suite Installation Guide for instructions on using NTSS. To implement NOS-level security on your document servers. Windows NT/2000 NTFS Volumes To implement NOS-level security on Windows 2000/NT NTFS volumes. Through Library Maintenance. This service allows Hummingbird DM to secure documents on Windows NT and Windows 2000 document servers. see “Windows NT NTFS Volumes” or “NetWare Document Servers” below. When an author secures a document using a Hummingbird DM group ID.To tell Hummingbird DM that you want security at the NOS level. you will need to install one of the following security services on each 2000/NT document server: • The NT Security Service (NTSS).

see the Hummingbird DM Suite Installation Guide. you must have a common user name/password for all NetWare 5. If your server has multiple shares. On the DM Server. 2 DOCUMENT ACCESS AND SECURITY 103 . See the Hummingbird DM Suite Installation Guide for instructions on using DSA. where the access rights set up by the document’s author apply. For instructions on installing the NTSS or DSA and setting up a document server. create an account with administrator privileges. NetWare Document Servers Setting Up a Document Server To set up a NetWare document server for Hummingbird DM: 1 On the NetWare document server. Click Properties>Services>Novell NetWare Client for Windows NT>Properties. you can run the DSA on some servers and the NTSS on others. If your library has multiple NetWare document servers. Both security services are provided on the Hummingbird DM CD. If you have multiple NetWare 5.• The Document Sentry Agent (DSA).x document servers. DM Server uses this account to access documents on the server. The sole access is through Hummingbird DM clients. they must all reside in the same NDS tree. specify the tree name: a b Right-click Network Neighborhood.x or 6. the shares can use different services.x and 6. This service prevents all users from accessing documents outside Hummingbird DM.x servers. If your organization has multiple Windows NT or Windows 2000 document servers.

The DM Servers must have the NetWare client installed and must log on to your NetWare resources.Fusion error 2147220927 The reason for this is that Hummingbird DM does not support multiple trees. remove all trees except your primary logon tree under Preferred Trees in your NetWare Client setup. (The available server names are derived from the libraries selected on the Server Manager Libraries tab.) Specify the following: NDS Tree NDS Context User Name Password b NOTE The account used for NetWare access must be aliased to the Hummingbird DM service account in Library Maintenance Synchronization or People. 104 CHAPTER 3 .. NOTE If you are using a Novell client that supports multiple trees and you have more than one tree set up under Preferred Trees on the DM Server. To avoid this error message.c In the Preferred Tree field. users will receive the following message when attempting to access a NetWare document server: You can not be authenticated on the Netware server. 3 Configure DM Server to work with the NetWare document server(s): a In Server Manager. choose the NetWare Servers tab and select a document server in the Server Name field. enter the name of the NDS tree..

Granting Rights to Users For NetWare document servers. See “Granting Rights to Users. verify that effective rights have been given to the folder where documents are stored.” below. for more information. Effective rights are the rights that have been granted according to the trustee hierarchy. A user’s effective rights are determined by the following: • • The user’s rights on all parent folders of the current subfolder. 4 Verify that users have rights to the document server. The rights the user has been granted to a particular file.Then enter the password again in the Confirm Password field before clicking OK. DOCUMENT ACCESS AND SECURITY 105 .

open the Control Panel and double-click the Network icon. they must pass through DCOM (Distributed Component Object Model) security. The rights must be revoked from the same trustee that was granted the rights. To verify that this software is installed on all client workstations: 1 On each workstation. it is required for those using application integration and any of the DM extensions. There is one exception: NetWare-only environments supporting users who do not have Windows NT/Windows 2000 logons and are accessing Hummingbird DM via the DM extensions or integrated applications. In other words. DCOM is a Microsoft protocol that handles connections between clients and remote servers. For example. the user or group has full rights to all files in all subfolders of that volume. rights must be revoked from the group EVERYONE at some lower level to secure that subfolder. if rights were granted to the group EVERYONE at the root level. Setting Up Client Users in a NetWare-Only Environment If you are a NetWare-only organization.• The NetWare flags on the file. To deny rights at some lower level on the volume. Setting Up the Client Software Before users can log on to Hummingbird DM. When a user logs on. DM Server must have access to the Unicode tables located in the PUBLIC\NLS directory on the document server. This is not required for users who are accessing Hummingbird DM solely via their Web browsers. which apply to each user. regardless of his or her trusteeship. the Client for Microsoft Networks must be installed on the users’ workstations. and your client users do not have individual Windows NT/Windows 2000 logons. 106 CHAPTER 3 . the rights must be specifically revoked at that level. DCOM performs an authentication procedure to verify that the user has sufficient rights to the DM Server. if a user or group has been granted full rights in the root directory of a volume. The Hummingbird DM software includes preset DCOM configurations that handle most user logons seamlessly.

See “Use of the Network Name in Logons” on page 109 for an explanation of why the user would want to do this. the user will not be allowed to try again. 3 Logging On and Accessing Document Servers Information Required for Logons When users log on to Hummingbird DM. DM Server determines whether: • the user has a valid DOCS_USERS account in the library. Using this information.2 Select the Configuration tab and add the Client for Microsoft Networking. third-party integrators can modify the client application to notify an administrator of a potential security violation. See “What Users See When They Log On” on page 110 for more information. An event noting the logon failure will be posted in the Event Viewer. so that users will not be prompted to log on to a Windows 2000/NT domain. which is the DOCS_USERS ID in the library. a password The user can optionally enter a network name. which is the only method of authentication possible for non-network users. You can keep the Primary Network Logon set for the Novell NetWare Client. after three logon attempts. See “Libraries Tab” on page 15 for instructions. There are two types of authentication: • • library authentication. (The library must be selected on the Libraries tab in Server Manager. they are required to enter at least: • • a user name. Reboot the workstation. DOCUMENT ACCESS AND SECURITY 107 . From the user name and password. • Then DM Server authenticates the user. NOTES Users have three chances to execute a valid logon.) the user is a network user or a non-network user. If the user name or password is incorrect. Users accessing Hummingbird DM can be set up to logon automatically. network authentication. but only onto NetWare.

DM Server uses its own network credentials—rather than the user’s—to access files on network document servers: Windows NT and Windows 2000 document servers: The DM Server service account Unix document servers: The DM Server service account. a network user name and password. but the password is not an Attache password. If library authentication is unsuitable for your organization.The authentication type depends on the password supplied by the user. NOTE Null passwords are not accepted by DM Server. he or she will undergo library authentication only. the user must supply a valid DOCS_USERS ID with an Attache password. Network Authentication Network authentication occurs when the user supplies valid network credentials at logon—at a minimum. If the password supplied is not an Attache password. DM Server assumes the user name and password are network logon 108 CHAPTER 3 . NetWare document servers: The NetWare account set up in Server Manager When users log on. DM Server first attempts to authenticate them on the library. you can disable it in Server Manager and thus require all users to log on with a valid network user name and password aliased to their user name in the DM library. See “Network Logon Settings” on page 13 for instructions. DM Server then attempts to authenticate the user on the network. rather than network authentication. If the DOCS_USERS ID is valid.) Library authentication may be less secure than network authentication because users’ Attache passwords are stored unencrypted in the library. To disable library authentication. Library Authentication Under library authentication. If a network user supplies an Attache password at logon. select the option Network Alias Required on the Preferences tab in Server Manager. For library authentication. (This scenario is described in more detail in “Authentication of Network Users Supplying an Attache Password” on page 109.

• Use of the Network Name in Logons In addition to the required user name and password. Configure DM Server to use the password supplied at logon when a user requests access to an unauthenticated document server. If a user has multiple network aliases with the same password. Select one of the following to avoid additional logon messages: • Ensure that the user’s Attache password is different from any of his or her network passwords. he or she will be authenticated only on the first network where the logon credentials match. DM Server will ask them to log on again. a network user must be authenticated against the target network. Non-network users can access documents via the network credentials of the DM Server service account. Only one network authentication is performed—for the first match DM Server finds—even if the user has multiple network aliases matching the user name/password. To do this. To be sure users are authenticated on a particular network. Because library authentication always occurs first. DOCUMENT ACCESS AND SECURITY 109 . Authentication of Network Users Supplying an Attache Password To access documents on document servers. they will undergo library authentication only. Entry of a network name is not necessary unless the user has the same user name and password on two or more networks. Windows NT/ 2000. select the option Default Password in Server Manager. and require users to log on using their network password. Hummingbird DM client users have the option of supplying a network name when they log on. When they attempt to access a network document server. or NDS. See “Network Logon Settings” on page 13 for instructions. for example. their network passwords should be unique. When it finds a valid entry. Ensure that the user's Attache password matches any of his or her network passwords. There is no established order for which network alias is validated first. It compares the logon credentials against each of the user’s network aliases in the library. NetWare. network users who have an Attache password that matches their network password(s) will be authenticated as Attache users—that is.credentials. DM Server passes the logon credentials to the network for authentication.

Entry of a network name is optional. and he must also select the library. DM Server proceeds with the logon process described above.The network name can be: • • a Windows NT or Windows 2000 domain name a NetWare 5. DM Extensions.x users.x or 6. If the user checks “Log into default library only. If the user does not supply a network name. If the user supplies a network name. NOTE Users cannot specify a network name when the Hummingbird DM user ID and the NOS user name are different. DM Server passes his or her logon credentials to the requested network for authentication of the user.” only the selected library will be set for full-text searching. The entry of user logon credentials can be automated: 110 CHAPTER 3 .x context The network name is optional for Windows NT/Windows 2000 and NetWare 5. What Users See When They Log On Users logging on to the Hummingbird DM client.): The user must enter a valid user ID and password to log on. and integrated applications. including DM Webtop. are presented with a logon request (The format of the request may be different from what you see here.x and 6.

• Supply credentials one time. Instead. If he selects this option (Auto logon). The Auto Logon check box on the logon request is disabled so the user does not have the ability to store his credentials in the registry for future use.) The logon methods are configurable with two options in Library Maintenance: Allow Auto Logon. with the group level prevailing when the settings differ. If Allow Auto Logon is set to No. credentials obtained from network logon. • No logon request appears. DM Server will obtain the credentials from the registry. he will not see a logon request. (This logon method is available only to users logging on through DM Extensions. but he can opt to have those credentials stored in the registry for future logons. he is presented with the logon request and must enter his credentials. DM Server will obtain his logon credentials from his network logon. It is not available to users on Windows 98 workstations. DOCUMENT ACCESS AND SECURITY 111 . users must supply logon credentials every time they log on. no logon requests for subsequent logons. The first time a user logs on. If the user is already logged on to the network. This option can be set library-wide (in System Parameters>Features) or at the group level (Group Maintenance>Defaults). he will not see the logon request on subsequent logons.

DM Server checks the security information in the library to verify that the user has rights to perform the requested operation on the document. giving users the ability to have their credentials stored in the registry for future use. This permits users to provide a single set of logon credentials to access the DM Webtop via their organization’s Hummingbird Portal. If set to no. DM Server then accesses the document server as described in the following paragraphs. DM Server uses its own service account to access the document server. If this option is set to yes. To disable Auto Logon in DM Extensions. This depends on setting the Accept User-Supplied Identification option. open Options>Defaults>General and uncheck the Auto Logon box. the logon request appears with the Auto Logon checkbox enabled. 112 CHAPTER 3 . When Allow Auto Logon is enabled in the library and in DM Webtop Maintenance. not the user who requested the document. This option is set at the library level (in System Parameters>Features). When a user requests access to a document server. Accept User-Supplied Identification. If the user has the appropriate rights. Hummingbird Authentication Service Support Accessing a Document Server Hummingbird DM includes support for Hummingbird Core Services (HCS). DM Webtop users will be able to choose or disable this feature from My Options>Display Options>Automatic Log on. DM Extensions and application integration support obtaining credentials from the network logon. the user will not see the logon request and DM Server obtains the logon credentials from his network logon.If Allow Auto Logon is set to Yes. you must also check Allow Auto Login in DM Admin>DM Webtop Maintenance>DM Webtop Parameters>Logon. In addition. This applies to both DM Webtop and DM Extensions. Windows NT/Windows 2000 Document Servers with NT Security Service or DSA For Windows NT/Windows 2000 network users and non-network users. The Auto Logon checkbox is enabled on the DM Extensions logon screen. The document server’s NT/2000 security log and the DSA Audit Trail will show access by DM Server.

NetWare Document Servers For both network and non-network users. NetWare accounts are set up using Server Manager. DM Server uses its service account to access the document server for the user. DOCUMENT ACCESS AND SECURITY 113 . DM Server uses its own NetWare accounts to access the document server.) Generic and Standalone Document Servers For both network and non-network users. Security is based on the access defined in the document’s profile in the library. (See “NetWare Servers Tab” on page 47 for instructions.

114 CHAPTER 3 .

C h a p t e r 4 Failover and Load Balancing on Multiple DM Servers In This Chapter This chapter explains the failover and load-balancing (FOLB) features of Hummingbird DM. FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 115 .

• • Under the round-robin method. FOLB gives you the ability to scale Hummingbird DM deployment as your user load increases. user requests are assigned in rotation among the servers in the cluster. You can choose from two load-balancing methods: round robin and CPU utilization. The only interaction necessary is when you have changed the FOLB settings and want them to take effect on the clients: • • The IIS Admin Service on the DM Web Server must be stopped and restarted or the DM Web Server must be rebooted. NOTE For the purposes of this discussion on FOLB. with minimal administrative effort and minimum interaction on the Hummingbird DM client side. Typically. Workstations using application integration or DM extensions must be rebooted. 116 CHAPTER 4 . The failover feature provides a high degree of fault tolerance to the cluster of DM Servers. each Hummingbird DM client polls the DM Servers to find one with less than 75 percent CPU utilization and sends the request to that machine. the term “Hummingbird DM client” refers to the DM Webtop Server and end-users of integrated applications and DM extensions. A cluster is a group of DM Servers on the same network serving the same set of libraries. only the last user request will need to be resubmitted in the event of a server failure. The load-balancing feature distributes users’ requests among the servers in the cluster so that the load of user calls is distributed relatively evenly. you can connect them in a cluster to implement failover and load balancing (FOLB) of requests from Hummingbird DM client users. You have the option of implementing the failover capability alone or integrating it with the load-balancing capability. Under the CPU utilization method.About Failover and Load Balancing If your organization employs multiple DM Servers. Load Balancing. The failover feature automatically switches Hummingbird DM client users from one DM Server to another in the cluster if the initial server fails for any reason. Failover. Requests from DM Webtop users are handled by the DM Webtop Server and do not go directly to the DM Server cluster.

the same libraries must be selected for each server in the cluster. but it is more crucial if you are using the roundrobin method of load balancing.All FOLB administration is performed on the DM Server side through Server Manager.INI file. For example. Copy the PCDOCS. That is. but the machines should have similar processors with similar speeds. If two of the servers are connected by a relatively slow link. For example. On the Libraries tab of Server Manager. communications among all servers will be degraded. All servers must be using the same version of the PCDOCS. your system must meet the following requirements: • All DM Servers in the cluster must be comparable machines. and they should be running the same software. we do not recommend deploying a cluster across a wide-area network. The date and time setting of each server must be roughly the same.INI file that you want to use to each DM Server machine. they should be within a few minutes of each other. FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 117 • • • • . For this reason. This is a general requirement for optimization of load balancing. each in a different city. at a minimum. NOTE • All servers should be capable of communicating with each other at the same rate. only one server in the cluster can carry the DM WorkFlow Server. an organization might define a cluster of five servers. System Requirements for Failover and Load Balancing To implement failover and load balancing. when a change is made to the server list—such as the addition of a new DM Server—Hummingbird DM clients dynamically obtain the updated list and start using the new server. The hardware need not be identical. An exception to this requirement exists for systems using Hummingbird DM WorkFlow. A server cannot be a member of more than one cluster. As only one copy of the Hummingbird DM WorkFlow Server can be installed into a Hummingbird DM system.

118 CHAPTER 4 . For optimum performance. The server list is defined and propagated to the cluster via the FOLB Settings tab of Server Manager. a server in the cluster should not also be the SQL server. run the DM API Configuration Wizard on each Indexing server and verify that the option Fail-over and Load-balancing Enabled is not selected. performance will be negatively affected if one server in the cluster is used for other major processes. and each additional server in the cluster must be manually added. To verify this. This is particularly important if you are using the round-robin method of load balancing. By default. • Setting Up a Server List A server list identifies the members of a cluster used for failover and load balancing. the primary DM Server is added to the list when you install DM Server. Under the round-robin method. all servers in the cluster should be dedicated to Hummingbird DM. This procedure should preferably be done when all servers in the cluster—including servers being removed and those being added—are running with the DM Server service started.• DM Servers that are dedicated as Indexing servers should not be made members of a cluster. The creation and maintenance of a server list is performed via Server Manager on any server in the cluster. For example.

select the server and click Delete. Its name will appear in the Known Servers list. run Server Manager and click the FOLB Settings tab. 2 In the Enter New Server field. type the name of another server in the cluster and click Add. FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 119 3 . The Clear All button removes all server names from the list. Repeat step 2 for all servers in the cluster.To define a server list: 1 On a server in the cluster. To remove a server from the list. The name of the server appears in the Known Servers list.

See “FOLB Settings Tab” on page 41 for more details on propagating the server list. During propagation of the server list. From any server in the cluster. If a machine fails to receive the new server list: 1 2 Verify that the machine is running and that the DM Server service is started on all machines. Server Manager asks if you want to propagate the new server list now or later. Inconsistent propagation of server lists will cause users to experience delays in the processing of requests while the system times out on offline servers. Once the new server list is propagated. Click Now to propagate the server list to all servers in the cluster. The server names are ordered alphabetically. and click Propagate Current Server List to bring up the Propagating New Server List dialog box. the clients automatically obtain the new server list upon startup and begin using any new servers in the list.4 5 When the Known Servers list is correct. If the Propagation Fails If propagation of the server list fails. DM Server displays the status of the propagation for each server. The IIS Admin Service must be stopped and restarted on DM Web Servers to have the new server list take effect. this eliminates the need for Hummingbird DM clients to repeatedly check whether the machine is available. indicating whether the time stamp on each machine’s server list matches the time stamp on the first server’s server list. The time stamp is applied when you initiate the propagation. 120 CHAPTER 4 . run Server Manager. go to the FOLB Settings tab. When the server list is changed. If a server is about to be temporarily shut down for maintenance reasons. the new list is propagated to both the removed and the new servers. one or more servers in the cluster may not be updated with the new server list. click Apply to record the new server list. It is propagated to the removed servers so that Hummingbird DM clients connected to them can obtain the new server list.

which closes the dialog box without propagating the server list. With the Fail Over Only option. even if propagation was performed at another server. you must designate a primary server to process all end-user transactions. Server lists are ordered alphabetically. they access the first server in the cluster’s server list to obtain their server-list updates. FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 121 . Then it will resume handling of client transactions. NOTE When Hummingbird DM client users log on to DM Server. so the server at the top of the list will be accessed. If you choose this option. If the primary server fails. DM Server creates a new server list and propagates it to the other servers. With Fail Over Only. This is done via the Fail Over Only option in Server Manager (see “Selecting FOLB Settings” on page 45 for instructions). we recommend you select one of the active polling parameters—either Poll All Servers or Poll Dead Servers. run Server Manager and create a server list as you did on the first server. you can either return to the dialog box later and select Propagate Now or you can manually enter the server list on each member of the cluster. The Propagating New Server List dialog box also has a Propagate Manually button. DM Server creates a new server list and attempts to propagate it throughout the cluster. Click Propagate Now as described above. If during a propagation a machine indicates its server list is newer than the one being propagated. Setting Up Failover Only The failover capability can be implemented without using load balancing. However. the machine’s time and date settings are probably not synchronized with the server where the propagation is being done. If this happens: 1 2 3 Verify that all machines in the cluster are running and that the DM Server service is started on all of them. user requests are sent to the next online server in the server list until the primary server comes back online. On the machine with the newer list. we do not recommend manually entering the names because of the possibility of typographical errors.3 Click Propagate Now.

There are two methods for implementing load balancing: round robin and CPU utilization. User requests are assigned in rotation among the servers on a per-operation basis. CPU Utilization—Under this method. Hummingbird DM clients are unable to detect that the primary server is down prior to forwarding user requests. Round Robin—This load-balancing method distributes endusers’ requests among the servers in the server list so that the load of user calls is distributed relatively evenly. If. see page 121. See page 123 for more information on the FOLB polling options. during the polling process. Selecting an active polling parameter also ensures that processing will be returned to the primary server once it comes back up after a failure. requests will not be sent to it until the DM Server service is restarted. 122 CHAPTER 4 . Selecting Options for Failover and Load Balancing This section explains what happens when failover and load balancing are deployed together. Under the round-robin method. This method is the default for load balancing. the second request from the same user goes to Server B.Either option will prevent users from experiencing a delay when requests are sent to an offline server. Under the Do Not Poll Servers option. the Hummingbird DM client polls the servers to find one with low utilization and sends the request to that machine. the client polls the online servers in the cluster until it finds a server whose CPU utilitzation is lower than 75 percent and then sends the request to that machine. The server list is ordered alphabetically. the client detects an offline server. Under the CPU utilization method. and so on. causing users to experience first a delay and then failure of the request. If you select Do Not Poll Servers. the server will be suspended from the server list until it comes back online. end-user requests are assigned in rotation among the servers in the server list. The requests will time out. regardless of whether it is online. when the primary server comes back online. so the first request from a user goes to Server A. Subsequent requests will be sent to the next server in the list. For a description of the failover-only capability.

but will also provide a more up-to-date idea of each server's CPU usage. Poll All Servers—At the designated intervals. There are three polling options: Poll Failed Servers—If a client sends a transaction to an offline DM Server. the DM Server is effectively suspended from the client’s server list until it comes back up. The user will experience a delay and. Polling ceases once all offline servers are online again. clients poll all DM Servers in the cluster to confirm they are online. users access servers based on polling results of CPU utilization. When Hummingbird DM clients first log in. no transactions will be sent. (This interval setting also applies to polling performed under the CPUutilization method of load balancing. More frequent intervals will require more network overhead. after the transaction times out. the user will have to resubmit the request. To select the load balancing method. The likelihood of such delays in processing can be reduced by having clients poll the DM Servers to verify which members of the cluster are online and ready to accept requests. From then on.The DM administrator sets the polling interval for the CPU Utilization method. Then requests can be sent only to the servers that are up and running. the transaction will time out. Offline servers are effectively suspended from each client’s server list until they come FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 123 . go to the FOLB Settings tab in Server Manager. and a client sends a request to that server. they access the first DM Server in the server list to obtain their server-list update. but we recommend you experiment to determine the appropriate polling interval for your system. Polling Options If a server in the cluster goes down for any reason. but until that time. See “Selecting FOLB Settings” on page 45 for instructions. The client will poll the DM Server at the designated intervals to determine if it has returned to service. The DM administrator controls the interval at which polling occurs.) The default is every 10 seconds.

To restore the server to the client’s server list. the client must be rebooted. but you can minimize this effect by temporarily removing offline servers from the server list. This polling option has the advantage of suspending an offline server from the client’s server list before it sends a request. as it would be if polling were turned on. When it comes back online. it is removed from a client’s server list. 124 CHAPTER 4 . It tends to increase network traffic. Do Not Poll Servers—Clients will not poll DM Servers. For instructions on setting up the failover and load-balancing features using Server Manager.back up. see page 41. preventing delays in the processing of transactions. it is not returned to the server list. If a server is unable to process a transaction.

GENERATING PREVIEWS OF STORED DOCUMENTS 125 .C h a p t e r 5 Generating Previews of Stored Documents In This Chapter This chapter gives an overview of the document-preview feature and explains what the Hummingbird DM administrator needs to do to set it up.

97. If a document has multiple versions.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above. only one preview is generated. Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent. This feature saves document-retrieval time and helps users quickly determine if a document is the one they want. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300. the preview is truncated to the 6000-character limit. if the document uses paragraph styles from which a table of contents can be generated and is in one of the following formats: Microsoft Word 2000.0 then the preview displays the first segment of the document from the beginning through the first body paragraph that lies under the first paragraph using the style “Heading 1” (Microsoft Word) or “Header 1” (WordPerfect). The content of a preview depends upon the native format of the document itself. 6.About Document Previews Hummingbird DM gives users the option of displaying short previews of documents. or 95 WordPerfect 8.0. (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats. However. 126 CHAPTER 5 . if one exists. the preview displays the first 6000 characters of the document.to 400pixels wide). 7.0. How Previews Are Displayed Document previews are displayed in HTML format. This will be a preview of the last published version.0 or 6. Word Processing Formats The preview displays the first 6000 characters of the document. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. If this portion of the document exceeds 6000 characters. otherwise the last version is previewed.

How Previews Are Generated To enable previewing. the Hummingbird DM administrator must: • Start preview generation for the library. This is done on DM Server’s Document Preview tab in Server Manager. By default. See the Allow Preview option on page 141 for more information. A dedicated DM Server is not needed to support the previewgeneration process. The first image is displayed in a reduced format (450-pixels wide). its preview is also updated. Allow users to see previews by turning on the Allow Preview option on DM Web Server’s DM Admin tab under Library Parameters>System Parameters>Default. preview generation is set to manual. When a document is updated. GENERATING PREVIEWS OF STORED DOCUMENTS 127 . • Previews are stored on the document server as an attachment to the original document. which means that preview generation must be started manually by the DM administrator. See “Document Previews Tab” on page 34 for instructions.Spreadsheet Formats Pixel-Type Graphics Formats The preview displays the first 6000 characters of the document. The label of all previews is PR1.

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Except for the DM Webtop user interface. DM Webtop user interface. one of the DM Server Admin Tools. 129 . User and group settings.P A R T 2 Library and DM Web Server Administration In This Section Chapters 6 through 10 address administration of the DM library and of the DM Web Server: • • • • • Library parameter settings. Validation tables. Indexes and profiles. the features and settings described in Part 2 can also be managed in Library Maintenance.

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including: • • • • System Parameters Document Servers Remote Libraries Terminology LIBRARY PARAMETER SETTINGS 131 .C h a p t e r 6 Library Parameter Settings In This Chapter The Library Parameter pages of the DM Admin tool allow you to control many different areas.

See “Setting System Permissions” on page 142. Defaults: Displays the Defaults page. This page sets permissions for the library. This page contains the options for the system level. Permissions: Displays the Permissions page. 132 CHAPTER 6 . the Library Parameters > System Parameters page appears: The System Parameters page includes links to the following pages: Features: Displays the Features page. The page contains the options for a library.Setting System Parameters When you click the DM Admin tab on the DM Webtop toolbar. See “Setting System Features” on page 136. See “Setting System Default Values” on page 138.

Preferences: Displays the Preferences page. See “Allowing Access to Hummingbird DM Utilities” on page 143. See “Specifying Version Control Options” on page 146. Setting Default Permissions The following fields allow you to change certain system parameters: • Document Path Template: Allows you to define the document storage directory structure. Documents must be filed using a hierarchy based on one or more Document Profile fields. there are two buttons: Save: Save changed data to the database and reload the current page.Utilities: Displays the Utilities page. See “Setting System Preferences” on page 152.USER_ID — %DOCUMENTTYPE. This page sets the values for Shadowing and Simultaneous Edits. This page sets the default access permission to the Hummingbird DM utilities. The maximum length is 100 characters. The Versions page shows the current version handling parameters. Versions: Displays the Versions page.USER_ID where %LIBRARY_NAME is the directory named for the library. This field is required. The following are examples of path template variables: — %AUTHOR. This page sets the control parameters. use DM Designer to check a particular field's SQL path.USER_ID is a variable representing the short name of the author of the document. A variable is specified with a leading “%” and the SQL path of a field. Below the links to the other System Parameters pages. and %AUTHOR. Any profile fields can be included as path variables. Restore: Reloads current page and restores data from the database. If you are not sure about the SQL path syntax.TYPE_ID LIBRARY PARAMETER SETTINGS 133 . See “Setting Attache Options” on page 149. Attache: Displays the Attache page. The default value of this field is: %LIBRARY_NAME\%AUTHOR.

The default value for this field is: %LIBRARY_NAME\%AUTHOR. the slower your file server can become. We suggest using %AUTHOR.USER_ID where %LIBRARY_NAME is a variable representing the library of the shadowed document and %AUTHOR. Note: Keep in mind that a subdirectory can be created for each unique value found in the Profile Library. In the event that the network server was down. your Shadow Path Template could be: \OPERATIONS\%MATTER. 134 CHAPTER 6 . The more subdirectories created. This field is required. rather than in one large Author directory holding all their files. For example. Editing the local.they would possibly be the only Author .USER_ID where the Library is named OPERATIONS.APPLICATION The variable %LIBRARY_NAME is a special variable representing the library in which the document resides.” copy of a document increases editing performance and decreases network traffic. The Shadow Path Template determines where documents shadowed to the local drive should be stored.USER_ID because documents are easily located. or “shadowed.— %TYPIST. are automatically added when documents are saved. File names.USER_ID is a variable representing the short name of the document's author. consisting of the document number and version specification. The maximum length is 100 characters. if the Document Path Template is: \SHADOW\OPERATIONS\%AUTHOR. the user could look for their files among directories broken down by Matter.USER_ID — %APPLICATION. • Shadow Path Template: Hummingbird DM offers the option of editing documents locally and only updating the network copy when the file is saved.but used several Matters.MATTER_ID This stores all Operations documents by Matter on the users' hard drives. This setup would be most beneficial to users that work primarily on their own files . and a moderate number of subdirectories are created.

”) for a listing of valid entries. Primary Document Server: This is the server on which all documents will be stored by default.. Use the Table Lookup for a listing of valid entries. each different defined Type can be stored on a particular server. each Author can then be assigned a "target" document server. In Document Type Maintenance. If you select Author. The value you enter in this column will determine how documents are distributed among the document servers. You may want to redirect log files to each user's hard drive or to a separate server/volume. The maximum length is 18 characters. This field is required. Maximum length is 16 characters. This feature is useful for load balancing purposes. • • • LIBRARY PARAMETER SETTINGS 135 . In People Maintenance.. The maximum length is 128 characters. Target Server Column: Choose from the Table Lookup listing of valid entries. This field is required. Default Deployment Package: You can use the Table Lookup button (“. each document created would be stored on the specified target document server based on the value in the Profile field.• Log File Location: Hummingbird DM allows you to choose where the log files will be stored.

Setting System Features Click the Features link to display the Features page: The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. Restore: Reload the page and restore data from the database. this feature can be used in conjunction with • 136 CHAPTER 6 . Accept User-Supplied Identification: If selected. Cancel: Return to the System Parameters page without saving any of your changes. The following fields allow you to set certain system features: • Secure Documents at Network Level: Select this option to have documents secured at the NOS level. users will be prompted to enter user names and passwords for the Win Admin Utilities. In addition. Clear it to have documents secured only at the database level.

If a user enters a two-digit year date less than the number entered here. If you used them in an mixed environment during a migration. Implied Century Rule Date: The date that the implied century rule. and total elapsed time. if a user enters 1/ 1/31. Use Enhanced ACL Settings: ACL stands for Access Control List. Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto Logon" from the group or whole library OR add "Accept User-Supplied Identification" to make it Auto Logon. if the Implied Century Rule Date is set to 30. and Groups Features pages. the year is converted to the 20th century. typing time. Typing and Elapsed Time: Some applications support tracking of keystrokes. then when a user enters 1/ 1/29. • • LIBRARY PARAMETER SETTINGS 137 .99. Refer to Allow Auto Logon on the Library Parameters Defaults and Groups Features pages for more information. For instance. they would not apply to the DOCS Open users on your network. the rule that converts a two-digit year to a four-digit year based on the two-digit number. Likewise. • Capture Keystrokes. It controls whether you can set the new Hummingbird DM access rights: DOCS Open does not recognize and therefore cannot respect the new access rights. Clear it if you do not want keystrokes and time to be tracked within these applications. is set to. the date is converted to 1/1/1931. If a user enters a two-digit year date equal to or greater than the number entered here. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon.the Allow Auto Logon settings on the DM Webtop Parameters. May be a number in the range 0 . Library Parameters Defaults. the year is converted to the 21st century. the date is converted to 1/1/2029.

Restore: Reload the page and restore data from the database. Cancel: Return to the System Parameters page without saving your changes. it may not be used by another user until it is checked in.: The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. 138 CHAPTER 6 .Setting System Default Values Click the Defaults link to display the Defaults page. If a user has checked out a document. The following fields allow you to set certain system default values: • Allow Document Checkout: Select this option to allow users to check out documents for work away from the office.

Users will only be able to view profiles and documents if they have the appropriate rights. Allow Users to Delete Documents: Select this option to allow users to delete all traces of a document (the profile. Allow Auto Logon: Select this option allowing users to store their DM Webtop logon credentials to make the logon process quicker. versions. Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto • • • • • • • • LIBRARY PARAMETER SETTINGS 139 . versions. Create/Edit Template Documents: Clear this option to prevent users from overwriting DM Webtop Template documents. content. history. Profile Level Security: Select this option to prevent users from viewing or searching the profiles of secured documents. and full-text references) leaving the profile and the history records in tact. Users will then have access to the Delete Document option. If cleared. users will see all documents in a search results list regardless of the security. Allow Users to Queue for Deletion: Select this option to allow users to queue documents for deletion using the menu option Queue for Deletion on the Document menu. Members of the group DOCS_SUPERVISORS can always check in documents regardless of the setting of this field. The Queue for Deletion menu option sets the Document Type to Deleted and the retention days to 0. Allow Users to Delete Content: Select this option to allow users to delete only the content of a document (document text. attachments. Allow Check-in of Others' Docs: Select this option to allow another user to check in a document that was checked out by another user. attachments. All Library security will still be enforced. Allow Save to Remote Library: Select this option allowing users to save documents to Remote Libraries. Users will then have access to the Delete Content option. Template documents are usually standard forms or boilerplates used by users to create finished documents. and full-text references) from the system.• Allow Copy of In-Use Documents: Select this option to allow users to retrieve a copy of a document if the document is in use when they try to retrieve it.

users will see all Deployment packages and all options on the components page.USER_ID and a user changed the profile Author. this will speed the searching for individuals but if overused can slow the system as a whole. When set to Yes.Logon" from the group or whole library OR add "Accept User-Supplied Identification" to make it Auto Logon. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon. Disable Native Open/Save: Select this option to ensure that users cannot save a document outside DM Webtop. DM Viewer. In NetWare for example. For example. • Manage DM Extensions: Makes the Application Integration tools available to users. that someone leaves the organization and you want to rename the author of that person's documents. Pre-connect Search Libraries: Select this option to have DM Webtop automatically connect to Search Libraries during startup. • • • • 140 CHAPTER 6 . Disable Native Save also insures that users cannot change settings in Interceptor or turn off Interceptor integration. and Smart Checkin/Checkout only. the document would be moved to the new Author name directory. When set to No. Move Docs When Profile Changes: Select this option to have DM Webtop move documents to the new Document Path Template when users edit profiles. • Allow Users to Delete Versions: Select this option to allow users to delete one or more versions of a document. This would allow users to make changes on a more global level in the event. Note: If you allow users to access all components and you provide custom components. Allow Mass Update to Profiles: Select this option to allow users to make changes to a selected group of profiles. the users will see the deployment package assigned to them. If a specific Deployment Package has been assigned to their group. you will need to notify users who are not using a deployment package which custom components they need to install. if your Document Path Template were %LIBRARY_NAME/%AUTHOR. for example. that package will be highlighted.

your users will be able to modify settings in their My Options pages. You must also have preview generation started for the library on the Document Previews tab in Server Manager for previews to be available. • • • • • LIBRARY PARAMETER SETTINGS 141 . Allow modify user settings: If you set this option to Yes. Event Notification allows events (such as a specific document being checked out or a specific folder being updated) to trigger a customizable notification message sent via wireless technology such as a cell phone or a PDA (personal digital assistant). Allow Preview: Allow users to preview documents. Enable Workspaces: Select this option to enable Workspaces for your users. Inform when update available: Select this option to alert your users when they need to update their downloaded components. Allow notifications: Select this option to give users who access DM Webtop through the Hummingbird Portal the ability to receive wireless notification messages for certain events.• Use Front-End Profiling: Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save.

Cancel: Return to the System Parameters page without saving your changes.Setting System Permissions Click the Permissions link to display the Permissions page: The Permissions page contains permissions for system level settings (which can be overridden on the Group level using the Group Permissions tab). 142 CHAPTER 6 . Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders. The following fields allow you to set certain system features: • • Can Create Folders: Select this option so users can create folders. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. Restore: Reload the page and restore data from the database.

Can Show Related Item: Select this option for users to show existing relations between objects. LIBRARY PARAMETER SETTINGS 143 . This page allows editing options for system level settings. The following buttons are available: Save: Saves data in the database and returns to the System Parameters page.• • • Can Create Related Item: Select this option to allow users to create relations between objects. Allowing Access to Hummingbird DM Utilities Click the Utilities link to display the Utilities page: The Utilities page sets the default access to the various Hummingbird DM utilities. Can Remove Related Item: Select this option to allow your users to remove relationships between objects. These settings can be overridden at the group level using the Group Utilities tab.

performing mass imports to Hummingbird DM databases. Allow users to run Library Maintenance or the DM Admin tool from DM Webtop. You must set this option to Yes for users to be able to access the Manage Library Parameters. giving access to view all setup options. The following fields allow you to set the default permission for each utility listed: • Run Database Import Utility: Select this option to allow users to run the Database Import utility. Run Document Import: Select this option to allow users access to Document Import.) Manage Validation Tables: Select this option to allow users to edit Validation Tables (such as the Document Types. Manage Index and Profile Parameters. Manage Library Parameters: Select this option to give users access to the System Parameters in the DM Admin pages.) Manage Users and Groups: Select this option to allow users to set up or modify users and groups in the People and Group Maintenance in the DM Admin pages.Restore: Reloads the page and restores data from the database. etc. (They must also be given the Run DM Admin permission above. Cancel: Returns to the System Parameters page without saving your changes.) Manage Index and Profile Parameters: Select this option to allow users to access the Index and Profile Parameters in the DM Admin pages. Manage Users and Groups. (They must also be given the Run DM Admin permission above.) in the DM Admin pages. Manage Validation Tables.) Manage DM Webtop: Select this option to allow users to have access to the DM Webtop Maintenance page in DM Admin. and Manage DM Webtop options. (They must also be given the Run DM Admin permission above.) • • • • • • • 144 CHAPTER 6 . a utility that enables the mass import of documents into Hummingbird DM. (They must also be given the Run DM Admin permission above. Run DM Admin: Select this option to allow users to have access to the DM Admin pages. (They must also be given the Run DM Admin permission above. Applications.

a utility that provides a means of archiving. Run Storage Management Utility: Select this option to allow users to run Storage Management. Run Cost Recovery Module: Select this option to allow users to run Cost Recovery. a utility that allows the creation of cost reports. enabling modification of the profile forms and altering the database tables and columns. If a user is granted specific rights to a folder or quick search and is also a member of a group granted rights to the folder or quick search. — Full Inheritance. and moving documents. File Security is determined by the NOS. deleting. Rights Inheritance Scheme: This determines the security scheme for folders and quick searches. the individual's rights take effect and the group's rights are ignored. — Limited Inheritance.• Run Designer Utility: Select this option to allow users to run DM Designer. the user has the sum of all rights associated with that user and with the groups. If a user is granted specific rights to a folder or a quick search and is also a member of a group granted rights to the folder or quick search. • • • LIBRARY PARAMETER SETTINGS 145 .

Specifying Version Control Options Click the Versions link to display the Versions page: The Versions page shows the current version handling parameters. Cancel: Return to the System Parameters page without saving any of your changes. Restore: Reload the page and restore data from the database. The following fields allow you to set certain system version control features: 146 CHAPTER 6 . This page allows editing options for system settings. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. These settings can be overridden at the group level using the Group Versions tab (see “Configuring Group Version Control” on page 181).

Always Display Version Selection List: When a user opens a multiple-version document from within an application. the following message is LIBRARY PARAMETER SETTINGS 147 • • • • • . a Version Selection list is always displayed. The previously published version is then set as read-only. Clearing it forces users to save the edited older version as a new document. a new version. the following message is displayed: “Do you want to set the Last Recently Edited version of the selected document (or documents) as published and set the currently published versions. if the last major version of a document is 5. if any. Select this option to allow users to edit this field. The major versions may not be modified once the next major version is saved. or a subversion. Click Cancel to cancel the publish operation. Select this option to have the Version Selection list display even if only one version of the document exists. as read-only?” Click Yes to publish the Last Recently Edited Version. and the user wanted to create a new edit trail. the Author Requesting the Edits is displayed. The value is taken from the Author profile field. Select this option if you want to allow users to edit this field. Visit Author Requesting Edit: When a new document version is created. For example. Make New Version from Any Version: Selecting this option allows users to save changes to a previous version as a new major version. the user could retrieve version 2 and save it as the new major version 6. The original version 2 would remain. the user who made the edits is also displayed. If a user chooses to publish a single currently published document. This preserves the historical record of changes since only sub-versions can be made from the older versions. This is especially helpful if the original version 2 had sub-versions. Multiple Published Versions: Select this option to allow using multiple published versions. Visit Entered By: When a new document version is created.• Edit Previous Versions: Selecting this option allows users to edit older versions of documents. If you set this option and a user selects multiple versions to publish and a document or documents are already published. The value is taken from the user's logon ID.

The lower number takes precedence. each individual Document Type also has a set number of maximum versions allowed (set in “Document Type Maintenance” on page 229). Do you want to set version x as published. "Document Name"> is currently set as published. Each individual Document Type may have its own maximum number of sub-versions (set in “Document Type Maintenance” on page 229). Allow Make Read-Only: Select this option to allow making documents read-only. in the Group Versions page (see “Configuring Group Version Control” on page 181).99. Additionally.26. Click Cancel to cancel the publish operation. to a number other than the default. The previously published version is then set as read-only. The user will be limited to the smallest number of maximum versions set in these three places. This option can also be set at the group level. This field is required. May be a number in the range 1 . Allow Make Version Read-Only: Select this option to allow making document versions read-only. Allow Remove of Read-Only: Select this option to allow making read-only documents editable. This field is required.displayed: “Version n of document # <document number. • • • • • • • 148 CHAPTER 6 . The value entered for each Document Type will override this value as well as the value set at the Group level unless it is a higher number. Maximum Sub-versions: In this box enter the maximum allowable number of sub-versions. and mark version n as read-only?” Click Yes to publish the selected version. Allow Unpublish of Version: Select this option to remove published versions of a document. Allow Publish Versions: Select this option to allow publishing versions of a document. Allow Remove of Version Read-Only: Select this option to allow making read-only document versions editable." • Maximum Versions: This is the default number of versions allowed for each document. May be a number in the range 0 .

the time stamp of LIBRARY PARAMETER SETTINGS 149 . Restore: Reload the page and restore data from the database. If the shadowed file is edited. Cancel: Return to the System Parameters page without saving your changes. This page allows editing options for system level settings. The following fields allow you to set certain system features: • Shadow Files to Local Drive: Select this option to have DM Webtop save each document to the local drive as well as the document server.Setting Attache Options Click the Attache link to display the Attache page: The Attache page sets the values for the Attache parameters. these can be overridden at the group level using the Group Attache tab. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page.

When the second user tries to check in the document. Note: If you do select this option. • Allow Edit of Shadowed Documents: If set to Yes. • Shadow Secured Documents: This option is disabled if the Shadow Files to Local Drive option is cleared. users will be allowed to edit copies of documents that are unlocked on the network. DM Webtop cannot limit access to documents shadowed to the local drive. If the network copy is newer. the first user to check in the document will be successful. they have the choice of either overwriting the document (if the next option is selected). DM Webtop will retrieve the document from the local drive only when the time stamps are identical. the following scenario will occur: If two users edit copies of the same document. In this event. indicating that the person retrieving the document was the last one to edit it. Select this option to have DM Webtop shadow your secured documents to a local drive. creating a new version of the document (if "Make New Version from any Version" is set in the System Parameters > Versions tab and Group > Versions tab). users in the situation described above will be able to check in their edited copies. Documents that are older than the Minimum Age For Delete option are deleted each time you start DM Webtop.both the network and shadowed files are synchronized to the document server's clock upon closing the document. thereby overwriting the previously edited version. When opening a document. Since shadowed documents are often retrieved from the local drive. For shadowed documents. This makes it possible for two copies of the same document to be edited and then checked back in. Cleanup Options • Force Cleanup of Shadowed Documents: Select this option to have Hummingbird DM automatically purge shadowed documents from the local drive. which do not have corresponding profiles in the Unplugged Library. a box appears alerting the user to select either the network or local copy. • Allow Overwrite of Simultaneous Edits: If set. If the local time stamp is newer. network traffic is reduced. the network copy is retrieved. Webtop starts 150 CHAPTER 6 . or creating a new document.

the purge will be run automatically. May be a number in the range 0 . • Minimum Age For Delete (Days): This field is disabled if the Force Cleanup of Shadowed Documents option is cleared. Minimum Local Disk Space (MB): Enter the minimum allowed disk space on the local drive before shadowed documents are purged. May be a number in the range 0 . If it is cleared. Creating directories in the shadow directory structure is not recommended for this reason.99999. the user will be notified with a message that they should purge shadowed documents.99999.with the first variable directory in the Shadow Path Template and deletes all files and directories from that level down. • LIBRARY PARAMETER SETTINGS 151 . If the Force Cleanup of Shadowed Documents option is selected. Enter the minimum number of days you want documents to remain on the local drive without being edited before being deleted. The default value is 5 MB.

152 CHAPTER 6 .M. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. D. Y/M/D. D/M/Y. These settings can be overridden at the Group level using the Group Preferences page. page's layout and default viewer.Setting System Preferences Click the Preferences link to display the Preferences page: The Preferences page allows you to set the date and time formats. The following fields allow you to set certain system features: • Date Format: Select one of the following formats : M/D/Y.Y. Restore: Reload the page and restore data from the database. Cancel: Return to the System Parameters page without saving your changes. or Y-M-D.

10000). At the top of the list. and edit Document Servers.10000). Default Viewer: Specifies the default viewer for viewing documents on the web. • • Working with Document Servers Click the Document Servers tab to display the Document Servers page: The Document Servers page allows you to view. add. Default Items per Page: The field specifies the maximum number of items displayed on any single search results page (the range is 1 . Default Maximum Pages: The field specifies the maximum number of search results pages returned for any one search operation (the range is 1 .• • Time Format: Select either: H:M or H:M:S. you have these options: LIBRARY PARAMETER SETTINGS 153 .

Search: Begin searching for document servers which satisfy the criteria. If this box is empty.Filter: Select the field to search for document servers. Edit: Open the Document Server Maintenance page to view or modify the existing document server entry. By: Type a text fragment you wish to search for. Copy: Add a new document server. Add: Open the Document Server Maintenance page to add a new document server. all the document servers will be displayed in the list. All fields are filled from the current document server entry. • • • Physical Location: This column contains links for editing document servers. 154 CHAPTER 6 . Click an entry or the Edit icon to modify the settings in the Document Server Maintenance page. The list shows the current document servers matching the filter criteria.

Restore: Reload the page and restore data from the database.Editing Document Server Settings If you click an existing Document Server listing or the Edit or Copy buttons. the Document Server Maintenance page appears: The three buttons below the tabs are: Save: Save changed data to the database and return to the Document Servers page. Maximum length is 64 characters. Cancel: Return to the Document Servers page without saving your changes. The following fields allow you to set certain document server features: • • Physical Location: Specify the physical location of the document server. This may be one of: — Standalone LIBRARY PARAMETER SETTINGS 155 . Operating System: Allows you to select the operating system installed on the document server.

Online. or move process. For example. • Media Type: Select one of the available media types . file-level security does not. or Jukebox. By default this option is cleared. This means that your documents will be secured when accessing them through Hummingbird DM. be aware of the following limitation: Although profile-level security works. For the DSA on NT Server operating system this option is not available. May be empty or a number in the range 09999999. or moving documents if less than 10 MB are available. delete. if you enter a value of 10. Optical. but a determined user could gain access to the documents by opening them directly from the file system (outside Hummingbird DM). this option is cleared. Hummingbird DM will stop archiving.— Generic — NetWare NDS — NT Server with NTFS — DSA on NT Server If you selected Generic for the document server operating system. • • • 156 CHAPTER 6 . deleting. By default. Read Only: Select this option if you wish to use the document server in read-only mode. Free Space Threshold (MB): This field specifies the minimum amount of disk space allowed during an archive. Disable Document Server: Select this option if you wish to disable the document server.

By: Type a text fragment you wish to search for. LIBRARY PARAMETER SETTINGS 157 . If this box is empty. At the top of the list. and edit remote libraries. all the remote libraries will be displayed in the list. Search: Begin searching for remote libraries which satisfy the criteria.Working with Remote Libraries Click the Remote Libraries tab to display the Remote Libraries page: The Remote Libraries page allows you to view. add. you have these options: Filter: Select the field to search for remote libraries. Add: Open the Remote Library Maintenance page to add a new remote library.

Edit: Click to open the Remote Library Maintenance page to edit the existing remote library.The items on the Remote Libraries page have the following meaning: • Library Name: This column contains links for editing remote libraries. Click one of the entries to display the Remote Library Maintenance page for that remote library. Description: This column contains brief descriptions of each of the listed remote libraries. Copy: Click to open the Remote Library Maintenance page with the fields pre-filled from the current remote library entry. • • • Editing Remote Library Settings Click an existing Remote Library link or the Edit or Copy button to display the Remote Library Maintenance page: 158 CHAPTER 6 .

This option overrides the shadowing setting in the System Parameters Attache page. The maximum length is 80 characters. Search by Default: Select this option if you want users to search this library by default. Database Vendor: Select the database engine being used. The maximum length is 30 characters. If you clear this option. the new password will be automatically written to all libraries remote to the Primary. Server Location: This field provides the method by which Hummingbird DM connects with the Remote Library. Cancel: Return to the Remote Libraries page without saving your changes. if you change the password for DOCSUSER in the Primary library. Choose from DOCSADM. informative description for the library. Disabled: Select this option to disable this library. Server Password: Enter the password for the Server User Name. LIBRARY PARAMETER SETTINGS 159 • • • • • . Server User Name: Specify the network user name on this database server. Restore: Reload the page and restore data from the database. authorized users can select this library for searching. For example. When Server Passwords are changed here. The following fields allow you to set remote library features: • • • • Library Name: Specify a library name (the name must not contain spaces). This option is not available for the Primary Library. The maximum length is 100 characters. Description: Type a short. Shadow this Library: Select this option to indicate that documents stored on this library will be shadowed. The maximum length is 20 characters.The three buttons below the tabs are: Save: Save changed data to the database and return to the Remote Libraries page. or your user-defined common logon name. DOCSUSER. This option is not available for the Primary Library. they are automatically synchronized to all remote libraries. The maximum length is 128 characters.

Library Group: This option allows you to set groups of libraries for searching. Use the same name in this field for other Remote Libraries to include the other libraries in this group. • Changing System Terminology Click the Terminology tab to display the Terminology page: 160 CHAPTER 6 . When adding an Oracle library as a remote library. This option is not available for Oracle. you must enter the Owner name that you entered when you ran the Library Generator tool against the Oracle library. Owner: This option is used to support multiple Hummingbird DM libraries on a single Oracle instance. The maximum length is 10 characters.• • Database Name: Specify the database name. The maximum length is 18 characters. The maximum length is 80 characters. If you want to group libraries. type a name in this field.

The Terminology page allows you to rename words in the DM Webtop to terms you use in your organization. At the top of the list. You can also click the Copy icon to use it to create a new term. If this box is empty. Search: Begin searching for terms which satisfy the criteria. Add: Open the Term Maintenance page to add a new term. Click a term or the Edit icon to modify the setting in the Term Maintenance page. The list shows the current settings for each of the replaceable terms. Using the Term Maintenance Page Click an existing term link or click the Edit or Copy icon to display the Term Maintenance page: LIBRARY PARAMETER SETTINGS 161 . you have these options: Filter: Select the field to search for terms. You can select either Term Name or Replacement Value. By: Type a text fragment you wish to search for. all the terms will be displayed in the term list.

162 CHAPTER 6 . The maximum length is 29 characters.The three buttons below the tabs are: Save: Save changed data to the database and return to the Terminology page. Replacement Value: Specify a replacement value for the term. Restore: Reload the page and restore data from the database. The maximum length is 29 characters. The following fields allow you to set term values: • • Term Name: Type the term name (for new terms: existing terms are not editable). Cancel: Return to the Terminology page without saving your changes.

USER AND GROUP SETTINGS 163 . modify and remove individual users and groups.C h a p t e r 7 User and Group Settings In This Chapter The User and Group settings pages allow you to add.

• 164 CHAPTER 7 Short Name: This column contains links for editing users. If this box is empty. you have these options: Filter: Select the field to search for users. Search: Begin searching for users which satisfy the criteria.Managing Users Click the Users and Groups tab to display the People page. all users will be displayed in the list. The list shows the current users matching the filter criteria. . showing you the currently defined users: Listing Current Users At the top of the list. By: Type a text fragment you wish to search for. Add: Open the People Maintenance page to add a new user.

Adding or Maintaining User Listings Click an existing user entry to display the People Maintenance page for that person (or click the Edit button): This page allows you to set certain user values.• • • • Full Name: This column displays full names of the users. Office: This column displays offices where users are working. Copy: Opens the People Maintenance page for adding a new user. Edit: Opens the People Maintenance page for editing an existing user. There are two sub-tabs available: Network Aliases: Allows you to add aliases for this user. All fields are filled from an existing user. Refer to “Configuring Network Aliases” on page 167. USER AND GROUP SETTINGS 165 .

you could type users' last names followed by their first names. Primary Group: Each user is assigned to at least one group. User Location: Type the user's office location. Refer to “Setting Group Access for Users” on page 168. affects what features. Attache Password: The password for this user. a department reference. Allow Logon: Deselect this option to prevent the user from logging on to DM Webtop. Full Name: Type the person's full name in the field. Select a group name to have that value added to the Primary Group field for this user. or even the floor number where the user is located. and profiles the user has access to in Hummingbird DM. phone number. Cancel: Return to the People page without saving any of your changes.Group Access: The current groups this person belongs to. The following fields allow you to modify the settings for this person: • Short Name: Enter the user name the user will enter when filling out Document Profiles. This field can contain a city reference. and fax number is displayed whenever you attempt to retrieve a document that is being edited or is checked out by another user. Use the Table Lookup button to view a list of groups. Only one group. known as DOCS_USERS. Restore: Reload the page and restore data from the database. extension. full name. utilities. The value in this field is masked as you type it. along with the user's logon ID. This is usually a shortened form of the Network Alias. then click OK to close the window and return to the People Maintenance page. They can also be members of other groups for document security. to make searching by full name in a Table Lookup easier. This field. the Primary Group. The three buttons below the tabs are: Save: Save changed data to the database and return to the People page. If the Short Name is the user's first name. • • • • • • 166 CHAPTER 7 . Phone: Type the user's telephone number.

If left blank. enter the name of the server where you want this user's documents to be stored. Configuring Network Aliases Click the Network Aliases link on the People Maintenance page to display the Network Aliases page: The Network Aliases page allows you to add network aliases to Hummingbird DM Library users. Extension: Type the user's telephone extension.• • • Fax Phone: Type the user's fax telephone number. documents for this user will be saved to the Primary Document Server location specified on the System Parameters page. Expand the Listed Network entry by USER AND GROUP SETTINGS 167 . Target Document Server: If you entered Author or Typist in the Target Server Column field in the System Parameters page.

selecting an entry in the Network list and clicking Load Network. Click OK. The three buttons below the tabs are: 168 CHAPTER 7 . select the defined alias in the Library Users list and click the << button. click Close to return to the People Maintenance page for this group. Setting Group Access for Users Click the Group Access link on the People Maintenance page to display the Group Access page: The Group Access page shows the current groups this person belongs to. To remove an alias. You will be prompted to confirm that you want to remove this alias. When you have finished working with Aliases. This page allows adding and removing the user to and from groups. Highlight the Network Resource for which you want to create an alias and click the >> button to move that entry to the Library Users list.

When clicked. << : Adds groups to the Member of list. Below the buttons. When you finish changing this user's group memberships. click Save to complete the process. • >> : Removes this person from the group selected in the Member of list. USER AND GROUP SETTINGS 169 . the user is removed from the selected group or groups. Use the Select All or Clear selection buttons below this box to highlight all or none of the current entries. Cancel: Return to the People Maintenance page without saving your changes. highlight groups in the Non-Member of list and click this button. When clicked. Restore: Reload the page and restore data from the database. Use the Select All or Clear selection buttons below this box to highlight all or none of the current entries. the group is added to the Member of list. Non-Member of: Other groups to which this person can be added. Use the Ctrl key to select multiple entries. you have two list boxes: • Member of: The list box showing the current groups this user belongs to. To add this person to a • • group. Use the Ctrl key to select multiple entries.Save: Save changed data to the database and return to the People Maintenance page. To remove this person from a group. highlight the entries in the Member of list and click this button.

The list shows the current groups matching the filter criteria. Add: Open the Group Maintenance page to add a new group. • 170 CHAPTER 7 Group ID: This column contains links for editing groups.: Listing Current Groups At the top of the list. By: Type a text fragment you wish to search for. the default page is the list of current groups. If this box is empty.Managing Groups If you click the Groups tab. Search: Begin searching for groups which satisfy the criteria. . all groups will be displayed in the list. you have these options: Filter: Select the field to search for groups.

: This page allows you to set up the parameters for a group. USER AND GROUP SETTINGS 171 .• • • Group Name: This column displays full names of the groups. All fields for the new group are filled from the selected existing group. Copy: Open the Group Maintenance page to add a new group. Edit: Open the Group Maintenance page for editing an existing group. Adding or Maintaining Group Listings The Group Maintenance page appears when you click the name of an existing group. Below the tabs are links to the following pages: Features: This page allows you to set the basic settings for this group. This page is discussed in “Setting Group Features” on page 173.

Aliases: Add network aliases to this group. This field can contain spaces. This page is discussed in “Adding Members to Groups” on page 184. Utilities: This page provides group members with access to certain utilities. Maximum length is 16 characters. The three buttons below the tabs are: Save: Save changed data to the database and return to the Groups page. Deployment Package: The Deployment Package to distribute to members of this group. ADMIN. This page is discussed in “Adding Group Access to Utilities” on page 179. TEMP. The following fields allow you to set certain group features: • Group ID: The group ID describes its members and cannot contain spaces. Group Name: Enter a formal name for the group.Permissions: Use the settings on this page to set the permissions for members of this group. Preferences: Set date and time formats and the page defaults. Attache: Set the values for the various Attache features. This page is discussed in “Setting Group Preferences” on page 198. This field is required. SECURITY. Members: Add or remove members from this group. Cancel: Return to the Groups page without saving your changes. etc. This page is discussed in “Configuring Group Version Control” on page 181. • • 172 CHAPTER 7 . This page is discussed in “Setting Group Permissions” on page 176. Examples are DOCS_USERS. Versions: The settings on this page provide group members with version rights. DOCS_SUPERVISORS. This page is discussed in “Setting Up Group Aliases” on page 195. Restore: Reload the page and restore data from the database. This page is discussed in “Setting Default Forms for Groups” on page 185. This page is discussed in “Attache for Groups” on page 196. Forms: Assign DM Webtop forms and default field values for the members of the current group.

you must run the Security Regeneration utility to ensure that the setting for this group is applied to or removed from all documents. • Setting Group Features Click the Features link on the Group Maintenance page to display the Group Features page: The three buttons below the tabs are: USER AND GROUP SETTINGS 173 . select the access level for this group (None.• Universal Access: If users in this group will require access to all documents in a particular library (including secured documents). This feature also works for documents stored on a DSA server. Write). Read. If you add or remove a Universal Access group to or from an existing library. Disabled: Disable this group.

Pre-Connect Search Libraries: Have Hummingbird DM automatically connect to Search Libraries during startup.USER_ID • • and the user changed the profile Author. • Allow Auto Logon: Allows users to store their logon settings in a cookie to make the logon process quicker. The following fields allow you to set certain group features: • Profile Level Security: Prevent users from viewing or searching the profiles of secured documents. Move Documents When Profile Changes: Have Hummingbird DM move documents to the new Document Path Template when users edit Profiles. Disable Native Save also 174 CHAPTER 7 . Restore: Reload the page and restore data from the database. • Disable Native Open/Save: Select to ensure that users cannot save a document outside Hummingbird DM. if your Document Path Template is %LIBRARY_NAME\%AUTHOR. users who have application integration installed can logon to DM Webtop without having to provide their user names and passwords. users can see all documents in a search results list regardless of the security. All Library security is enforced: users will only be able to view profiles and documents if they have the appropriate rights. Cancel: Return to the Group Maintenance page without saving your changes. If you do not select this option. For example.Save: Save changed data to the database and return to the Group Maintenance page. This setting works with the same setting on the Library Parameters Defaults page and DM Webtop Parameters page: if both of these settings are selected and the Accept User-Supplied Identification option (on the System Parameters Features page) is not selected. the document would be moved to the new Author name directory. Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto Logon" from the group or whole library OR add "Accept User-Supplied Identification" to make it Auto Logon. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon.

Inform when update available: Select this option to alert your users when they need to update their downloaded components. you will need to notify users who are not using a deployment package which custom components they need to install. If a specific Deployment Package has been assigned to their group. the users will see the deployment package assigned to them. • • • Allow Notifications: Select this option to give users the ability to receive notification e-mail for certain events.insures that users cannot change settings in Interceptor or turn off Interceptor integration. Manage DM Extensions: Makes the Application Integration tools available to users. When set to Yes. users will see all Deployment packages and all options on the components page. Enable Workspaces: Select this option to make Workspaces available to your users. and Smart Checkin/Checkout only. DM Viewer. Allow Preview: Allow users to preview documents. that package will be highlighted. • • USER AND GROUP SETTINGS 175 . When set to No. You must also have preview generation started for the library on the Document Previews tab in Server Manager for previews to be available. Note: If you allow users to access all components and you provide custom components. • Use Front-End Profiling: Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save.

176 CHAPTER 7 . Restore: Reload the page and restore data from the database. Cancel: Return to the Group Maintenance page without saving your changes.Setting Group Permissions Click the Permissions link on the Group Maintenance page to display the Group Permissions page: The Group Permissions page contains permissions for group level settings (which override the System level settings in the System Parameters Permissions tab). The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page.

USER AND GROUP SETTINGS 177 • • • • • . Can Show Related Item: Select this option for users to show relations. the profile and document history records are left in the library. Create/Edit Template Documents: Allow users to set up or edit DM Template documents. Allow Users to Queue for Deletion: Sets the document type to deleted. Allow Users to Delete Content: Let users delete the contents of a document. Can Remove Related Item: Select this option so that users can remove relationships between documents. Allow Users to Delete Documents: Permit users to delete documents from the system. the System setting for that feature will apply to this group: • • • • • • • Allow modify user settings: Determines if a user is allowed to change their DM Webtop settings via the user Options page. Allow Copy of In-Use Documents: Allow users to retrieve a copy of a document if the document is in use or checked out when they try to retrieve it. Can Create Related Item: Select this option to allow users to create relations between documents. Allow Document Checkout: Indicate Yes to allow group members to check out documents.The following fields allow you to set certain group permissions. DM administrators can always check in documents regardless of the setting of this field. Allow Checkin of Others' Docs: Allow a user to check in a document that was checked out by a different user. Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders. If you select Default. Template documents are usually standard forms or boilerplates used by users to create finished documents.

the Library Selection dialog box will not appear. indicate No to avoid the users from having to select the library each time they create a document. leaving them unprofiled and stored with their DOS pathname. Allow Mass Update to Profiles: Allows users to make changes to more than one profile at a time. If this group has only one library. Can Create Folders: Select this option so that group members can create folders. • Remove Items from Profile New Docs: Allows users to remove items from the Profile New Documents list. Allow Users to Delete Versions: Select this option to allow your users to remove specific versions of a document from the system. • • • • • 178 CHAPTER 7 . Can Create New Documents: This allows users to add new documents to the system.• Allow Save to Remote Library: Allow users to save documents to Remote Libraries. Note: If your site has only one library. Can See Unsecured Objects: Select this option to allow users to see documents that do not have specific security settings.

Cancel: Returns to the Group Maintenance page without saving your changes. USER AND GROUP SETTINGS 179 . This page allows editing options which override the system level settings (set in the System Parameters Utilities tab). the system-level setting will apply to this group.Adding Group Access to Utilities Click the Utilities link on the Group Maintenance page to display the Group Utilities page: The Utilities page sets the group access to the various DM utilities. The following buttons are available: Save: Saves data in the database and returns to the Group Maintenance page. The following fields allow you to set the group permission for each utility. If you leave the setting at Default. Restore: Reloads the page and restores data from the database.

• Run Database Import Utility: Select this option to allow users to run the Database Import Utility. Manage Index and Profile Parameters. Manage Library Parameters: Select this option to give users access to the System Parameters portion of the DM Admin pages. enabling modification of the profile forms and altering the database tables and columns. You must set this option to Yes for users to be able to access the Manage Library Parameters. • • • • • • • • 180 CHAPTER 7 .) in the Library Maintenance utility.) Manage Index and Profile Parameters: Select this option to allow users to access the Index and Profile Parameters in the DM Admin pages.) Manage DM Webtop: Select this option to allow users to manage DM Webtop. (Group members must also have the Run DM Admin permission granted.) Manage Users and Groups: Select this option to allow users to set up or modify users and groups in the Users and Groups portions of the DM Admin pages. Manage Validation Tables. (Group members must also have the Run DM Admin permission granted. etc. thereby performing mass imports to DM databases.) Run Designer Utility: Select this option to allow users to run the DM Designer utility. (Group members must also have the Run DM Admin permission granted. a utility that enables the mass import of documents into DM. Run Document Import: Select this option to allow users to run Document Import. Manage Users and Groups.) Manage Validation Tables: Select this option to allow users to edit Validation Tables (such as the Document Types. Allow users to run Library Maintenance or the DM Admin tool from DM Webtop. and Manage DM Webtop options. Applications. (Group members must also have the Run DM Admin permission granted. (Group members must also have the Run DM Admin permission granted. Run DM Admin: Select this option to allow users to have access to the DM Admin pages. giving access to view all setup options.

This page allows editing options which USER AND GROUP SETTINGS 181 . and moving documents. Manage Doc Import Information: This determines if members of this group can create and edit Document Import sets. a utility that provides a means of archiving. • • Configuring Group Version Control Click the Versions link on the Group Maintenance page to display the Group Versions page: The Group Versions page shows the current version handling parameters for this group. deleting.• Run Storage Management Utility: Select this option to allow users to run Storage Management. Run Cost Recovery Module: Select this option to allow users to run Cost Recovery. a utility that provides a means of creating cost reports.

Restore: Reload the page and restore data from the database. Select this option to allow users to edit this field. Clearing it forces users to save the edited older version as a new document. Select this option to have the Version Selection list display even if only one version of the document exists.override the system settings (from the System Parameters Versions tab). Make New Version from Any Version: Selecting this option allows users to save changes to a previous version as a new major version. and the user wanted to create a new edit trail. the Author Requesting the Edits is displayed. or a subversion. a new version. The major versions may not be modified once the next major version is saved. This is especially helpful if the original version 2 had sub-versions. The value is taken from the Author profile field. • Edit Previous Versions: Selecting this option allows users to edit older versions of documents. Cancel: Return to the Group Maintenance page without saving your changes. This preserves the historical record of changes since only sub-versions can be made from the older versions. The value is taken from the user's logon ID. For example. If you leave the setting at Default. if the last major version of a document is 5. Visit Entered By: When a new document version is created. the system-level setting will apply to this group. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. the user could retrieve version 2 and save it as the new major version 6. Select this option if you want to allow users to edit this field. a Version Selection list is always displayed. • • • • 182 CHAPTER 7 . Visit Author Requesting Edit: When a new document version is created. the user who made the edits is also displayed. Always Display Version Selection List: When a user opens a multiple-version document from within an application. The original version 2 would remain. The following fields allow you to set certain group features.

The value entered for each Document Type will override this value as well as the value set at the Group level unless it is a higher number. This field is required. The user will be limited to the smallest number of maximum versions set in these three places.26. to a number other than the default. Allow Make Read-Only: Select this option to allow making readonly documents. each individual Document Type also has a maximum versions value (in “Document Type Maintenance” on page 229). Maximum Versions: This is the default number of versions allowed for each document. Additionally. May be a number in the range 1 . Allow Remove of Read-Only: Select this option to allow removing read-only documents. • USER AND GROUP SETTINGS 183 . Allow Unpublish of Version: Select this option to prohibit publishing versions of documents. in the System Versions page (see “Specifying Version Control Options” on page 146). Allow Remove of Version Read-Only: Select this option to allow removing read-only document versions. This option is also set at the system level. The lower number takes precedence. Maximum Sub-versions: In this box enter the maximum allowable number of sub-versions.99. May be a number in the range 0 . Each individual Document Type may have its own maximum number of sub-versions. This field is required.• • • • • • • Allow Publish Versions: Select this option to allow publishing versions of documents. Allow Make Version Read-Only: Select this option to allow making read-only document versions.

Cancel: Return to the Group Maintenance page without saving your changes. This page allows adding and removing group members.Adding Members to Groups Click the Members link on the Group Maintenance page to display the Group Members page: The Group Members page shows the current members of this group. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Restore: Reload the page and restore data from the database. The available users are shown in the two lists: 184 CHAPTER 7 .

Non-Members: The other users who can be added to this group. Use the Ctrl key to select multiple entries.• Current Members: The list box showing the existing group members. you will use Forms Selection to enter the names of your forms. Hummingbird DM allows you to define multiple Profile Entry and Search Forms for your users. If you choose to use only one Profile Entry and one Search Form. The tabs are links to the following pages: • • • • • “Group Master Form” on page 187 “Group Paper Form” on page 189 “Group Primary Form” on page 190 “Group Profile Search Form” on page 191 “Group Quick Retrieve Form” on page 192 USER AND GROUP SETTINGS 185 . • Use the following two controls to move users from one list to the other: • << : Adds users to the Library Groups pane. you can create a variety of forms to be used by different groups and with different applications. When you finish moving users between the Current Members and Non-Members panes. This page allows you to set up the form defaults for a group. Use the Ctrl key to select multiple entries. Setting Default Forms for Groups Click the Forms link on the Group Maintenance page to display the Group Forms page. • >> : Removes users from the Current Members pane. When clicked the user is removed from the Current Members pane. Use the Select All or Clear selection buttons below this box to highlight all or none of the current entries. highlight entries in the Non-Members pane and click this button. When clicked the user is added to the Current Members pane. Use the Select All or Clear selection buttons below this box to highlight all or none of the current entries. click Save to complete the process. Using DM Designer. To remove a user. highlight the entries in the Current Members pane and click this button. To add users.

When multiple forms are available to a user. If none are defined for that application. and Quick Retrieve forms the members of this group have access to and to define form default values. If you choose to use multiple forms. or if the user does not have access to the form being called. is used. You must also define Profile Search forms to correspond to each of your Profile Entry forms. you can define which Profile Entry. and default field values for the group's Profile Entry forms.• “Group Applications Forms” on page 193 The button below the tabs is: Cancel: Return to the Groups page without saving any changes. also specified in this section. a paper form for paper documents. 186 CHAPTER 7 . Profile Search. the user's primary group default profile form. You must define for the members of this group a primary Profile Entry form. the user is prompted with a list of form options from which to choose. Other Profile Entry forms can be set up by application.

Section.Group Master Form The Group Forms page is the default page displayed when you click the Forms link from the Group Maintenance page: The button below the tabs is: Cancel: Return to the previous page without saving your changes. File. For example. it is important that no foreign keys are left NULL when they are not used on one of the forms. using DM Designer. If all of your Profile Entry forms do not share the same fields. and Group to the GROUP_DEF Master form. USER AND GROUP SETTINGS 187 . The Legal forms use Case/File and Accounting uses Section/Group. Legal and Accounting. you must load this form in DM Designer and add to it every field you include in any Profile Entry form. each group would leave a NULL value in the database if not added to the GROUP_DEF form in DM Designer. When groups are using different profile forms with different foreign key fields. In this situation. and only the GROUP_DEF form is available. This is the “master” Profile Entry form. suppose you have two groups. To correct this situation. you would have to add Case.

you must enter a value for Section and Group. Enter the default Profile Entry field values for this group. a blank version of the GROUP_DEF form is displayed. For the Legal group. the Group default will be used. The values entered in the application Profile Entry forms will override the values entered in GROUP_DEF.Click the GROUP_DEF form to enter default values for Profile Entry form fields for the active group. you must enter a value for Case and File. for the Accounting group. If the user does not enter a value. When you click the Defaults button. you will be able to enter default field values for those forms. You will not be able to assign security defaults to the master form. All required fields in a ParentChild relationship such as Case and File must have default values entered. 188 CHAPTER 7 . but they will not be allowed to leave any of the fields blank. Security defaults can be added to the Primary and Applicationspecific profile forms and to the personal profile defaults in DM Webtop. Note: If you set up Profile Entry forms by application. The user's entries will override both the Application form default values and the GROUP_DEF values. Using the above example (assuming there is a parent-child relationship). Users will be able to edit any of these values when filling out Profile Entry forms.

Click Edit to specify default values for the form fields. Restore: Reload the page and restore data from the database. Click Preview to view the form. the Primary form for the current group will be used. Select the Profile Entry form or forms you want to use for profiling paper documents.Group Paper Form Click the Paper sub-tab from the Group Forms page to display the Group Paper Form page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. If you enter nothing. Cancel: Return to the Group Maintenance page without saving your changes. USER AND GROUP SETTINGS 189 .

If any of your applications have no Profile Entry forms defined. this form is used. 190 CHAPTER 7 . Click Preview to view the form. Cancel: Return to the Group Maintenance page without saving your changes.Group Primary Form Click the Primary sub-tab from the Group Forms page to display the Group Primary Form page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Select the primary Profile Entry form that members of this group will use when they save documents. Click Edit to enter default values for the form fields. Restore: Reload the page and restore data from the database.

Restore: Reload the page and restore data from the database. USER AND GROUP SETTINGS 191 .Group Profile Search Form Click the Profile Search sub-tab from the Group Forms page to display the Group Profile Search Form page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Select the primary Profile Search form that members of this group will use. Profile Search forms are not defined by application. Click Preview to view the form. Cancel: Return to the Group Maintenance page without saving your changes. since the application desired would not be known until the user provided that information.

Cancel: Return to the Group Maintenance page without saving your changes. Choose a Quick Retrieve form for this group. 192 CHAPTER 7 .Group Quick Retrieve Form Click the Quick Retrieve sub-tab from the Group Forms page to display the Group Quick Retrieve Form page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Restore: Reload the page and restore data from the database. You can make only one choice for a particular group. You can highlight a form and click Preview to view the form.

Group Applications Forms Click the Applications sub-tab from the Group Forms page to display the Group Applications Form page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Restore: Reload the page and restore data from the database. Note that both Profile Entry and Profile Search forms are listed: you should only mark Profile Entry forms. USER AND GROUP SETTINGS 193 . the Primary form will be used. This can be set for each application. Cancel: Return to the Group Maintenance page without saving your changes. If you choose not to select any forms for a particular application. Select the application from the pull-down list to associate Profile Entry forms and mark as many forms in the Form Name column as you want.

Users will not be able to leave any fields blank. The buttons below the tabs are: 194 CHAPTER 7 . Users will be able to override these defaults with their own personal profile defaults defined in DM Webtop. or they can change them “on the fly”. they will be prompted to select which form they want to use. however. The default values entered here will override the GROUP_DEF defaults. Form Default Values Click the link on the Group Master Form to display the Form Default Values page: Use the fields on this page to set the field defaults for users in this group. If they leave a field blank. When users create documents using an application with multiple Profile Entry forms available. the default entered here will be used.For each form selected. you can click Preview to view the form and click Defaults to enter default field values for that form.

Highlight the Network Resource for which you want to create an alias and click the >> button to move that entry to the Library Groups list. USER AND GROUP SETTINGS 195 .Save: Save changed data to the database and return to the previous page. Cancel: Return to the previous page without saving your changes. Restore: Reload the page and restore data from the database. Click the Aliases link on the Group Maintenance page to display the Group Aliases page: Expand the Listed Network entry by selecting an entry in the Network list and clicking Load Network. Setting Up Group Aliases The Group Aliases page allows you to add network aliases for this Hummingbird DM group.

Click the Attache link on the Group Maintenance page to display the Group Attache page: This page allows editing options which override the settings on the System Parameters Attache tab (see “Setting Attache Options” on page 149). 196 CHAPTER 7 .To remove an alias. select the defined alias in the Library Groups list and click the << button. When you have finished working with Aliases. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Click OK. click Close to return to the Group Maintenance page for this group. You will be prompted to confirm that you want to remove this alias. Attache for Groups The Group Attache page shows the current Attache settings for this group.

• Shadow Edited Files to Local Drive: Select this option to have Hummingbird DM save each document to the local drive as well as the document server. When opening a document. Shadow Secured Documents: This option is disabled if the Shadow Files to Local Drive option is cleared. DM Webtop retrieves the document from the local drive only when the time stamps are identical. The following fields allow you to set certain group features. Note: If you do select this option. or create a new document. a box appears alerting the user to select either the network or local copy. • • Allow Edit of Shadowed Documents: If set to Yes. the network copy is retrieved. the first user to check in the document will be able to successfully do so. indicating that the person retrieving the document was the last one to edit it. This makes it possible for two copies of the same document to be edited and then checked back in. the time stamp of both the network and shadowed files are synchronized to the document server's clock upon closing the document. the following scenario will occur: If two users edit copies of the same document. Since shadowed documents are often retrieved from the local drive. network traffic is reduced. Cancel: Return to the Group Maintenance page without saving your changes. In this event. the system-level setting will apply to this group. Hummingbird DM cannot limit access to documents shadowed to the local drive. users will be allowed to edit copies of documents that are unlocked on the network. they can either overwrite the document (if the next option is selected). create a new version of the document (if Make New Version from any Version is set in the System Parameters > Versions tab and Group > Versions tab). Select this option to have Hummingbird DM shadow your secured documents to a local drive. If you leave the setting at Default. When the second user tries to check in the document. If the network copy is newer. If the shadowed file is edited. users in the situation described in the topic Allow Edit of Shadowed USER AND GROUP SETTINGS 197 .Restore: Reload the page and restore data from the database. If the local time stamp is newer. • Allow Overwrite of Simultaneous Edits: If set.

If it is cleared. Creating directories in the shadow directory structure is not recommended for this reason. thereby overwriting the previously edited version. If the Force Cleanup of Shadowed Documents option is selected. the user will be notified with a message that they should purge shadowed documents. page's layout and default viewer. The default value is 5 MB. Minimum Age For Delete (Days): This field is disabled if the Force Cleanup of Shadowed Documents option is cleared. Webtop starts with the first variable directory in the Shadow Path Template and deletes all files and directories from that level down. Click the Preferences link 198 CHAPTER 7 . May be a number in the range 0 . Documents that are older than the Minimum Age For Delete option are deleted each time you start DM Webtop. Enter the minimum number of days you want documents to remain on the local drive without being edited before being deleted. Minimum Local Disk Space (MB): Enter the minimum allowed disk space on the local drive before shadowed documents are purged.99999.99999. For shadowed documents. Cleanup Options • Force Cleanup of Shadowed Documents: Select this option to have Hummingbird DM automatically purge shadowed documents from the local drive. which do not have corresponding profiles in the Unplugged Library. the purge will be run automatically. May be a number in the range 0 . • • Setting Group Preferences The Group Preferences page allows you to set the date and time formats.Documents will be able to check in their edited copies.

USER AND GROUP SETTINGS 199 .Y. Y/M/D. Restore: Reload the page and restore data from the database.from the Group Maintenance page to display the Group Preferences page: These settings will override the equivalent System Preference settings (see “Setting System Preferences” on page 152). The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. D/M/Y. Cancel: Return to the Group Maintenance page without saving your changes. or Y-M-D.M. The following fields allow you to set certain group features: • • Date Format: Select one of the following formats : M/D/Y. Time Format: Select either: H:M or H:M:S. D.

or “container” units defined in the network operating system. for example. If multiple network operating systems are used. • • User Synchronization The User Synchronization page allows you to add users to your Hummingbird DM library based on the organizational. a network alias for each operating system can be created for each user. Default Maximum Pages: The field specifies the maximum number of search results pages returned for any one search operation (the range is 1 . Default Viewer: Specifies the default viewer for viewing documents on the web. a user can have only one network alias per network resource. 200 CHAPTER 7 . NetWare and Microsoft Network.10000).10000).• Default Items per Page: The field specifies the maximum number of items displayed on any single search results page (the range is 1 . However.

For further information refer to People Maintenance. USER AND GROUP SETTINGS 201 . • The two lists are: • Network: The list box (multiple selection) with network resources. The two buttons on the toolbar are: • Auto Alias: Finds matching users and automatically creates aliases for each match to the highlighted network resources. This link is active only if you expand one of the network resources.Note: Always synchronize Users before synchronizing Groups. The list has three types: — Network Type: The type of network. Import User: Imports selected users to the Library and loads the User Maintenance page for entering data to provide the next step for synchronizing users. This link is active only if you expand one of the network resources.

. select a user in the Network Resources pane and in the Library Users pane and then click this button.]” option that returns to the previous level. To remove an alias. You have the ability to assign only one alias of the same network type for the selected user. This list displays one level only. or “container” units defined in the network operating system. You can open only one container for the current level. The list has the special “[. Use the following controls to move aliases from one list to the other: • >> : Adds aliases to the Library Users pane. Group Synchronization The Group Synchronization page allows you to add groups to your Hummingbird DM library based on the organizational. — Network Alias: You can assign only one user for the same network type. The system refreshes data and loads network resources for a new container. The list has two levels: — Users: Name of the user. • Library Users: The list of existing users and their aliases for the selected domain. • Load Network: Expands the selected network containers and users for the selected container in the Network pane. highlight the entry (you must select a user in the second level) in the Library Users pane and click this button to remove the selected alias from the selected user and refresh the current page. All previous levels are displayed under the list as static text. To add aliases. When you click the button the system uses the network user name as an alias for the selected user and refreshes the current page. You can assign several aliases of different network types for the selected user. 202 CHAPTER 7 .— Container: Display all containers (domains) for the network. • << : Removes aliases from Library Users pane. — Users: The list of users for container.

This link is active only if you expand one of the network resources. USER AND GROUP SETTINGS 203 . Import Group: Imports selected groups to the Library and loads the Group Maintenance page for entering data to provide the next step for synchronizing groups. The two buttons on the toolbar are: • Auto Alias: Finds matching groups and automatically creates aliases for each match to the highlighted network resources. This link is active only if you expand one of the network resources. The list has three types: — Network Type: Type of the network.Note: Always synchronize Users before synchronizing Groups. • The two lists are: • Network: The list box (multiple selection) with network resources.

— Network Aliases: The user may assign only one group for the same network type. • Library Groups: The list box with existing groups and their aliases for the selected domain.]” option that returns to the previous level. select a group in the Network pane and in the Library Groups pane and click this button. 204 CHAPTER 7 . The system refreshes data and loads network resources for a new container. To add aliases. — Groups: The list of groups. • Load Network: Loads network containers and groups for selected container in the Network pane (you must select a container).. You can open only one container for the current level. << : Removes aliases from the Library Groups pane. select a group in second level in the Library Groups pane and click this button. When clicked assigns selected network group name as an alias for the selected group and refreshes the current page. This list displays one level only. You can assign several aliases of the same or different network types for the selected group. The list has the special “[. Use the following controls to move aliases from one list to the other: • >> : Adds aliases to the Library Groups pane.— Container: Display all domains for the network. The list has two levels: — Groups: The name of a group. To remove an • alias. When clicked removes the selected alias from the selected group and refreshes the current page.

and custom tables.C h a p t e r 8 Validation Tables In This Chapter The Validation Tables pages of the DM Admin tool allow you to configure applications. VALIDATION TABLES 205 . document types.

add. Search: Begin searching for applications which satisfy the criteria. all applications will be displayed in the list. 206 CHAPTER 8 .Setting Up Applications The Applications page allows you to view. If this box is empty. By: Type a text fragment you wish to search for. you have these options: Filter: Select the field to search for applications. and edit applications. Add: Open the Application Maintenance page to add a new application. Click the Validation Tables tab of the DM Admin pages to display the Applications tab: At the top of the list.

Click an entry or the Edit icon to view the current application settings. Edit: Open the Application Maintenance page to view or modify the existing application entry. Click the entry to modify it. or to modify the settings in the Application Maintenance page. VALIDATION TABLES 207 .The list shows the current applications matching the filter criteria. • • • • Application ID: This column contains links for editing existing applications. Description: The name of the application. Copy: Add a new application. All fields are filled from the current entry.

208 CHAPTER 8 . See “Setting Compatible Applications” on page 222 for more information. Compatible Apps: Compatible applications are typically software utilities that process files produced by some other application. The link is displayed only for existing applications. Click an existing Application entry or the Add button to display the Application Maintenance page: Below the tabs are links to the following pages: Launch Methods: Provides different ways to launch the same application from DM Webtop. See “Selecting Launch Methods” on page 213 for more information.Maintaining Applications The Application Maintenance page allows you to set up the parameters for an application. The link is displayed only for existing applications.

This field is required. Cancel: Return to the Applications page without saving your changes. Integrated applications must use the supplied Application ID. The three buttons below the tabs are: Save: Save changed data to the database and return to the Applications page. but runs a macro to print the document and return automatically. The Viewer Application must VALIDATION TABLES 209 • • • • . This field is required. The link is displayed only for existing applications. The field can also refer to an application that loads the same application. Print Application: This field refers to the ID of a utility that can print a document and return without requiring operator intervention. It is a good idea to include the version number of the application in the description. including the Document Profile dialog box. Maximum length is 60 characters. Description: Type a description for the application. See “Working with File Types” on page 225 for more information. Restore: Reload the page and restore data from the database. Viewer Application: This option refers to the ID of a utility that only views documents for this application.File Types: Lists all file types that you can import into the selected application. The Print Application must be defined separately in Application Maintenance before it can be used. Maximum length is 16 characters. try to use an abbreviation or obvious representation of the application. This field can be left blank. The following fields allow you to set certain application features: • Application ID: Type an application ID to identify the application throughout DM. Use the Table Lookup button to see a list of valid entries. Use the Table Lookup button for a list of valid entries. the Notepad could have the Application ID NOTEPAD. For non-integrated applications. Users will still be able to use this application as criteria in a Profile search. Disabled: Select this option to prevent users from creating documents using this application. This allows users to print documents from the profile. Maximum length is 16 characters. For example.

Enhanced Filing Scheme allows no vowels in any of the filenames. the next three represent the document version and sub-version number. DM supplies a viewer that easily handles many different file formats. — Standard : The first seven digits are the document number. • MIME Type: MIME (Multi-Purpose Internet Mail Extension) allows you to set the MIME type mapping for the associated Application ID. Here are the default supported MIME types: Description Adobe Acrobat Application ACROBAT MIMEtype application/pdf Extension pdf 210 CHAPTER 8 . — Enhanced: The first five characters of the filename represent the document number. The difference is that some systems do not allow special characters (non-alphanumerics such as # . the Hummingbird DM Web server uses this setting to inform the browser what the expected file type is and the appropriate application to launch on the client machine. such as Word and Excel. Maximum length is 100 characters. you must set your applications to Enhanced Filing Scheme. and the extension designates the document version and subversion number. Some applications. Unix-Compatible Filing Scheme allows no vowels in any of the file names. Upon a file download request. require the Enhanced Filing Scheme for proper integration with Hummingbird DM. Note that the MIME Type must be set for the DM Webtop to properly display documents. This filing scheme names files with alphanumerics only. Maximum length is 16 characters. to prevent words from randomly being formed. This field can be left blank. if you plan to use the Hummingbird DM mail features. • Filing Scheme: There are three methods by which documents are named in DM. Also. — Unix-Compatible: This third method is similar to the Enhanced Filing Scheme. to prevent words from being randomly formed.be defined separately in Application Maintenance before it can be used.!) in their DOS filenames. and the file extension designates the application.

Application BINDER CITERITE COMPRITE DELTAVIEW DOCSIMAGE GROUPWISE FAWIN L123-97 LOTUS WORD PRO MS EXCEL MS OUTLOOK MS POWERPOINT MS PROJECT MS WORD PRESENTATIONS QPW RM Description DOCS Binder CiteRite for Windows Compare Rite DeltaView DOCS Imaging GroupWise Full Authority for Windows Lotus 123-97 Lotus Word Pro Microsoft Excel Microsoft Outlook Microsoft PowerPoint Microsoft Project Microsoft Word Presentations Quattro Pro DOCSRM Application . Some applications require certain file extensions.ms-excel toa wk4 wk4 xls application/vnd.mspowerpoint application/vnd. The extension is the VALIDATION TABLES 211 .msproject application/msword ppt mpp doc application/quattro wb2 RM VIEW WORDPERFECT application/wordpfct wpd • Default Extension: Type the default extension for files stored with this application.DO NOT DELETE RM Report Viewer WordPerfect MIMEtype text/plain application/citerite application/comprite application/dcwin image/tiff Extension bnd cit red duc tif application/fawin application/lotus application/lotus application/vnd. Others can accept any extension you choose.

The user must select the correct application from the Application table lookup. Supervisor Application: Select this option to allow the application to open documents created in any other application (using the application's own conversion filters). This feature is intended for applications that do not create their own documents.portion of a DOS file name that follows a period. Valid on Profile: Should this appear as the application on a profile. • • • Shows on Desktop: Select whether this should appear for the user in DM Webtop. the Application ID is not automatically pre-filled. when filling out the Document Profile. If an application is set to act as a Supervisor Application. without making the applications compatible through DM. Maximum length is 25 characters. This field is used only if you are using the Enhanced or Unix-Compatible Filing Scheme. but use other applications' documents. 212 CHAPTER 8 .

If this box is empty.Selecting Launch Methods Click the Launch Methods link on the Application Maintenance page to display the Launch Methods page: At the top of the list. you have these options: Filter: Select the field to search for launch methods. The list shows the entries matching the filter criteria. all launch methods will be displayed in the list. Add: Open the Launch Method Maintenance page to add a new launch method. Search: Begin searching for launch methods which satisfy the criteria. VALIDATION TABLES 213 . By: Type a text fragment you wish to search for.

Description: This column displays a descriptive text for each launch method. Copy: Opens the Launch Method Maintenance page for adding a new launch method. Edit: Opens the Launch Method Maintenance page for editing an existing launch method. • 214 CHAPTER 8 .• • • • Enabled: Open the Launch Method Settings page. All fields are filled from an existing launch method. and might even be able to use them. Delete: Removes an existing launch method. The link is displayed only for existing launch methods. Note: Users who are upgrading from DOCS Open or DOCSFusion will see their old launch methods in DM Admin. but the Enabled flag will be automatically set only for launch methods that are newly installed by Hummingbird DM.

Setting Up Launch Methods Click the Add button to display the Launch Method Maintenance page: The DDE Settings button opens the DDE Settings page (see “Configuring DDE Settings” on page 219). The following fields allow you to set certain application features: • Application: Specify an application ID. Restore: Reload the page and restore data from the database. The buttons below the tabs are: Save: Save changed data to the database and return to the Launch Methods page. VALIDATION TABLES 215 . Cancel: Return to the Launch Methods page without saving your changes. Dynamic Data Exchange (DDE) is a Windows feature that allows two programs to share data or send commands directly to each other.

The maximum length is 250 characters. The maximum length is 80 characters. The command line parameters are defined by each application vendor in the application documentation. This variable always gets replaced by the file name of the document selected in a window that appears when %PROMPT appears. Prompttext is any string that will be used as the prompt of the input field. which accepts documents for the command line. Location: Specify the path to the application (required).extension l . This makes it possible to use parts of the path name of the selected document in the command line string. Command line parameters: Any switches or text sent to the application upon execution.version or attachment label These replacement variables can be used in lieu of the %FF variable to denote the corresponding piece of the full path name. They are distinguished by a leading percent symbol (%) and are listed below.filename only (no extension) e . Its components are: d .• • • Description: Type a description of the current application (required). This variable would be replaced by the value in any column of the PROFILE table row for the selected document. — %FF[file_format_string]. Fileformatstring is built out of characters that represent parts of a full path name for a file. A number of standardized Hummingbird DM system variables are available for this field. 216 CHAPTER 8 .drive or server/volume p . The full path would correspond to: d:pl. The maximum length is 250 characters. — %VALUE[profilecolumnname].path excluding drive and filename f .e — %PROMPT[prompttext].

Use VALIDATION TABLES 217 . • • Default Directory: Set the default directory for this application. Full Integration. which accepts an output file on the command line. The maximum length is 250 characters.Major Version S . — No Integration. This variable is used now for CompareRite and DocuComp.The version type of the output file. The temporary file(s) created will be deleted when the application is closed. both a label and fileformatstring must be given. label . — %EXTLABEL[appname].label] . Version label of the attachment when vtype is A.Optional.Optional. there is no use of the DM Toolkit and Directory Monitoring is not enabled. Full Integration with Quick Save. fileformatstring . Replaced by the default extension for the application in the brackets. When this option is selected. The parameter is useful to be stored in a data file. Denotes the type and name of the output file to be generated by the application being launched. vtype .Attachment If A is used. You can have more than one %ATFILE in a command line parameter entry. Integration: Select one of the available integration methods: No Integration. fileformatstring]]. — %OUTPUT [vtype [[. but be sure that they do not overlap or that one is not imbedded in the other.Sub-Version A . The way that the path name and/ or file name of the output should be specified on the command line. or ODMA Compliant. This is constructed exactly as the argument for %FF described above.— %FULLPATH. — %ATFILE[:::]. Values are: V . The information within the brackets is written to a temporary file and the entire %ATFILE entry will then be replaced with the temporary file name preceded by an @ symbol. Directory Monitoring. Passes the full path of a file to the application.

The list can also be accessed from the Document menu if the user wants to profile the documents at a later time. Use this option for unintegrated applications only.0.0 and Quattro Pro 8. prompting the user to profile the documents. The second causes the list to automatically appear each time DM Explorer is loaded. called the Profile New Documents List. The maximum length is 254 characters. The first option allows users to remove items from the Profile New Documents list. leaving them unprofiled and stored with their DOS pathname. — Full Integration. If Shadowing is implemented. Use this option for integrated applications such as Excel. or mail packages. such as grammar checkers.this option for applications that do not create documents but run in conjunction with other applications. is displayed when the application is exited. and Quattro Pro. Lotus 1-2-3. — ODMA Compliant: This option is used with applications integrated through ODMA. when a File/Save is issued. a copy of the document is saved to the shadow drive. System Parameters and Group Maintenance have two options concerning the Profile New Documents Listing. then to the network. When you use Directory Monitoring. Hummingbird DM tracks documents matching the filename mask created in an unintegrated application session and compiles a list of these documents. 218 CHAPTER 8 . Choosing this option will cause Hummingbird DM to save the document on screen more quickly when a File/Save is issued. • • Enabled: Select this check box if you want to this application to be enabled. — Full Integration with Quick Save: This option can be used with any integrated word processing application. This list. such as WordPerfect 8. This option is available only for Directory Monitoring integration. — Uses Directory Monitoring. redlining programs. Monitor Directory: Defines the monitor directory. This occurs because the Document History is updated and shadow copies are saved only when a File/Close is issued.

Include Subdirectories: Available only for the Directory Monitoring integration. Select this check box to use subdirectories. By default, this check box is cleared. Filename Mask: This button is enabled only for the Directory Monitoring integration. Opens the Filename Masks page which provides all filename masks for directory monitoring.

Configuring DDE Settings
Click the DDE Settings button on the Launch Methods Maintenance page to display the DDE Settings page:

The DDE Settings page allows editing the DDE settings for a launch method. Dynamic Data Exchange (DDE) is a feature of Windows that allows two programs to share data or send commands directly to each other. Integrated applications have pre-installed DDE settings, and you
VALIDATION TABLES 219

only need to alter this information if you are creating a new launch method for one of these applications. The three buttons below the tabs are: Save: Save changed data to the database and return to the Launch Method Maintenance page. Restore: Reload the page and restore data from the database. Cancel: Return to the Launch Method Maintenance page. The following fields allow you to set DDE features:
Open settings

• • • •

Application Name: Specify the application name to open. The maximum length is 128 characters. Topic Name: Type a topic name. The maximum length is 128 characters. Command: Specify the command line. The maximum length is 200 characters. Command (not running): In this box enter the non-running command line for opening. The maximum length is 200 characters. Application Name: Specify an application name for printing. The maximum length is 128 characters. Topic Name: Type a topic name for printing. The maximum length is 128 characters. Command: Specify the command line for printing. The maximum length is 200 characters. Command (not running): In this box enter the non-running command line for printing. The maximum length is 200 characters.

Print settings

• • • •

Using Filename Masks
A filename mask is a filter that selectively includes or excludes certain filenames. When you set up Directory Monitoring with Hummingbird
220 CHAPTER 8

DM, enter information in the filename mask List to determine what type of files to monitor and not to monitor. If you leave the Filename Mask field blank, documents will not be displayed in a user’s Monitor List.
Note: This page does not have sorting, filtering, or paging features.

The following fields are available: • • • • • Add: Open the Filename Mask Maintenance page for adding a new filename mask. Close: Close the Filename Mask page and returns to the Launch Method Maintenance page. Edit: Open the Filename Mask Maintenance page for editing the existing filename mask. Delete: Delete an existing file mask. File Mask: This column contains the links for editing filename masks.

Setting Up File Name Masks

The Filename Mask Maintenance page is only accessible for Directory Monitoring applications. The three buttons below the tabs are: Save: Save changed data to the database and return to the Filename Masks page. Restore: Reload the page and restore data from the database. Cancel: Return to the Filename Masks page without saving your changes. The following fields allow you to set the filename mask: • Filename Mask: Enter the filename that you want to be monitored. You can use the wildcard characters "*" and "?". For instance, if you want to monitor all of the files created in WordPerfect, type *.WP in the Filename Mask field. This field is required. The maximum length is 14 characters. Include/Exclude: If you want the Monitor to add documents with the specified file names entered in the Filename Mask field to the Monitor List, select Include. If you want the Monitor to ignore documents with the specified Filename Mask, select Exclude.
VALIDATION TABLES 221

Application ID: Use the Table Lookup button ("... ") to see the listing of valid applications. The maximum length is 16 characters.

Setting Compatible Applications
The Compatible Applications page sets applications that process files produced by some other application. For example, you might run a Read-line or grammar checking application against a word processing document. To do so, you must setup the word processor and the grammar checker as compatible. To allow files to be converted from one application format to another, they must be set up as compatible. For example, if you want to import a WordPerfect document into Microsoft Word, the latter must be configured as a compatible application of WordPerfect.

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Click the Compatible Apps link on the Application Maintenance page to display the Compatible Apps page:

The three buttons below the tabs are: Save: Save changed data to the database and return to the Application Maintenance page. Restore: Reload the page and restore data from the database. Cancel: Return to the Application Maintenance page without saving any of your changes. The two lists are: • • Compatible Apps: Contains the list of compatible applications. Multiple selections are allowed. Non-Compatible Apps: Contains the list of non-compatible applications. Multiple selections are allowed (use Ctrl-click to select multiple items).
VALIDATION TABLES 223

Use the following controls to move applications from one list to the other: • • • •
>> : Remove the selected application from the Compatible Apps list. << : Add the selected application to the Compatible Apps list.

Select All: Selects all items in the Compatible Apps or NonCompatible Apps lists. Clear Selection: Clears selection for all selected items in the Compatible Apps or Non-Compatible Apps lists.

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Working with File Types
The File Types page displays all the file types that the user may want to import into the selected application. Click the File Types link on the Application Maintenance page to display the File Types page:

Note: This page does not have sorting, filtering, or paging features.

Add: Opens the File Type Maintenance for adding a new file type. Close: Closes the File Type page and returns to the Application Maintenance page. The following fields show the current file type settings: • • File Extension: This column displays the links for editing a file type. Description: This column displays a descriptive text for each file type.
VALIDATION TABLES 225

• •

Edit: Opens the File Type Maintenance page for editing an existing file type. Delete: Removes the selected existing file type.

Modifying or Adding File Types

Use the File Type Maintenance page to add or edit file types.

Save: Saves data into the database and returns to the File Types page. Cancel: Returns to the File Types page without saving your changes. The following fields allow you to set the file type value: • File Extension: Enter the three-character extension of the file type that you would like associated with the application. This field is required. The maximum length is five characters.

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and Retention Days. VALIDATION TABLES 227 . add. and edit Document Types. you have these options: Filter: Select the field to search for Document Types.• Description: Enter a description of the application. For instance. Storage Type. The Document Types list validates any entry entered in the Document Type Profile field. This field is required. if you are entering DOC in the File Extension field. enter Word XP in the Description field. Each Document Type has a default value for three associated fields: Full Text. Document Types The Document Types page allows you to view. At the top of the list. The Document Type also helps determine if the document will allow multiple versions. The maximum length is 250 characters.

• Full Text: Whether documents of this type are full-text searchable. Full Text indexing is useful for documents that require search and retrieval based on the text of the entire document. • 228 CHAPTER 8 . For letters. — Archive. The items of the Document Types page have the following meaning: • • • Type: This column displays links for editing document types. they can override this default setting. contracts. but can be removed from the system to offline storage after a period of non-use. If this box is empty. Documents of this type are important. Important but can be removed from the system after a period of non-use. The lowest of the three settings will take precedence. The maximum number of versions allowed is also determined in the System Parameters Versions page and in the Group Versions page. and stored on optical disk or other nearline storage. Add: Open the Document Type Maintenance page to add a new Document Type. Maximum Versions: Enter the maximum number of versions (up to 99) you want to allow for documents created with this Document Type. Description: This column displays explanatory text for each document type. memos. or other permanent material. all the Document Types will be displayed in the list. — Keep. — Delete. or other documents of perishable content. Enter 1 to disallow multiple versions.By: Type a text fragment you wish to search for. If you leave the Full Text option available to your users on the Document Profile. Storage Type: The option for this Document Type. Documents of this type will remain on the system indefinitely. — Optical. Search: Begin searching for Document Types which satisfy the criteria.For litigation.

Retention is disabled.• Retention: Specifies the number of days before the document can be archived or deleted. All fields are filled from an existing document type. For documents designated as Keep. Copy: Opens the Document Type Maintenance page for adding a new document type. VALIDATION TABLES 229 . • • Document Type Maintenance The Document Types list validates any entry entered in the Document Type Profile field and helps determine if the document will allow multiple versions. Edit: Opens the Document Type Maintenance page to allow editing an existing document type. calculated from the last edit date. The three buttons below the tabs are: Save: Save changed data to the database and return to the Document Types page.

and stored on optical disk or other near-line storage. Leave blank to indicate that documents of this type will not be indexed. type a minimum Retention Days value. Documents that are important but can be removed from the system after a period of inactivity. Disabled: Select this option to prevent this document type from being used. For litigation. memos.Restore: Reload the page and restore data from the database. If you leave the Full Text check box available to your users on the Document Profile. they can override this default setting. • Retention Days: If you chose Archive. For documents that are important. Description: Type a brief description of this document type. For letters. but can be removed from the system to offline storage after a period of inactivity. Default Storage Type: Select the option for this Document Type. Full Text indexing is useful for documents requiring search and retrieval based on the text of the entire document. — Delete. — Keep. or other documents of perishable content. This field is required. or other permanent material. Maximum length is 10 characters. — Archive. or Optical for your default Storage Type. The following fields allow you to set certain system features: • • • Type ID: Document Type identifier for use on the Document Profile. contracts. — Optical. Documents of this type remain on the system indefinitely. Retention Days specifies the number of days before the document can be archived or deleted and is calculated from the • • . Full Text Index: Select this option to indicate future Full Text indexing of this Document Type. Delete. Cancel: Return to the Document Types page without saving your changes. Maximum length is 30 characters.

• Versions To Keep: The number of versions to keep online for documents created with this Document Type. This option is not available for the “Keep” storage type. Maximum Versions: The maximum number of versions (up to 99) you want to allow for documents created with this Document Type.9999).last edit date. Delete. This field is required. The lower of the three settings takes precedence. For example. If you plan to use near-line (optical) storage. Enter 1 if you do not want to allow multiple versions. Choose from Archive. and Keep. Second Retention Days: Set a second level of retention days. Retention Days will be disabled (range: 1 . Target Document Server: This option is available only if you set the value in the Target Server Column in the System Parameters VALIDATION TABLES 231 • • • • • • . Maximum Sub-Versions: The maximum number of subversions (up to 26) to allow for documents created with this Document Type. 90 in the Second Retention Days field. Storage Management has the capability of archiving or deleting all versions other than the number you specify here (range: 0 9999). if you want to move a document to optical disk (nearline storage) after 30 days and to tape (offline) after 90 days. For documents designated as Keep. Second Retention Storage Type: This option is available only if you select Optical as your Default Storage Type. The lower of the three settings takes precedence. This field is required. The maximum number of sub-versions allowed is also determined in the System Parameters Versions and Group Versions pages. you may want to save your documents in a different fashion after another period of time. enter 30 in the Retention Days field. By Versions: keep the versions online based on their sequential version number. Keep Criteria: By Last Edit: keep the versions online based on the date they were last edited. The maximum number of versions allowed is also determined in the System Parameters Versions and Group Versions pages. Enter 0 if you do not want to allow multiple sub-versions.

• • Edit: Opens the special Custom Table Maintenance page for viewing and editing information about an existing entry. As such. Custom Table Maintenance This page allows you to maintain Custom Tables. Restore: Reload the page and restore data from the database. Copy: Opens the special Custom Table Maintenance page for adding a new entry. Custom Tables This help topic covers all the Custom Tables you may set up. Note: The Custom Table tabs will not be shown unless there is a maintenance form created in DM Designer for the custom table..") for a list of valid document servers. Maximum length is 64 characters. All fields are filled from an existing entry. Cancel: Return to the Custom Tables page without saving your changes. The three buttons below the tabs are: Save: Save changed data to the database and return to the Custom Tables page. Add: Open the Custom Table Maintenance page to add a entry. If this box is empty. The name automatically defaults to the current file server. At the top of the list. all entries will be displayed in the list.. the fields that appear on the Custom Tables will follow this general pattern. you have these options: Filter: Select the field to search.page to “Document Type”. By: Type a text fragment you wish to search for. Search: Begin searching for entries which satisfy the criteria. 232 CHAPTER 8 . The list shows the current entries matching the filter criteria. You can use the Table Lookup button (".

you can choose to index the attachment in place of the last major version. By default. To have the INDEXES AND PROFILES 233 . Attachments to Index The Attachments to Index function is designed for applications integrated through a third party. the Full-Text Indexer indexes the last major version of a document. Since documents integrated through a third party can have attachments.C h a p t e r 9 Indexes and Profiles In This Chapter The Index and Profiles pages of the DM Admin tool allow you to define and modify Attachments to Index. and Custom Profile Defaults. Keyword.

you have these options: Filter: Select the field to search for attachments. add the attachment extension in the Attachments to Index Maintenance page.TXT file would be the file indexed for this document. For example. assume you have an integrated application that saves an attachment with every version of a document.TXT extension. 234 CHAPTER 9 . At the top of the list. having a . the major version of the document would be ignored and the . The Attachment to Index page allows you to view. and delete Attachments to Index. edit. The Attachments to Index page displays the list of existing attachments. add. This attachment. If your Attachments to Index listing contained the .Indexer index the attachment rather than the last major version.TXT extension. would not be indexed by default.

If this box is empty. • Extension: The filename extension for currently defined attachments.By: Type a text fragment you wish to search for. Description: Text describing the entry. The column contains links for editing attachment definitions. all attachments will be displayed in the list. Delete: Click to remove this entry. Search: Begin searching for attachments which satisfy the criteria. Edit: Click to modify this entry. • • • INDEXES AND PROFILES 235 . Click an entry or the Edit icon to modify the settings. The list shows the current attachments matching the filter criteria. Add: Open the Attachments to Index Maintenance page to add a new attachment extension.

The following fields allow you to define the attachment type: • Attachment to Index: The file extension used for this kind of attachment. 236 CHAPTER 9 . Cancel: Return to the Attachments to Index page without saving your changes. The maximum length is 10 characters. Restore: Reload the page and restore data from the database. This field is required.Using the Attachment to Index Maintenance Page Click an existing entry or the Add button to display the Attachment To Index Maintenance page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Attachments to Index page.

INDEXES AND PROFILES 237 . All keywords must be entered into this validation table if they are to be used in profile searching. By: Type a text fragment you wish to search for. all keywords will be displayed in the list. Keywords Using Keywords is a simple way to obtain faster and more accurate search results. you have these options: Filter: Select the field to search for keywords. At the top of the list. Since text fields on Document Profiles can be full-text indexed. If this field is empty. adding keywords to your searches allows users to enter more specific criteria when searching.• Description: Text describing this kind of attachment. The maximum length is 40 characters.

All fields are filled from an existing keyword. If no criteria are entered. • • • • Keyword: This column displays links for editing or viewing existing keywords. Copy: Opens the Keyword Maintenance page for adding a new keyword. Description: Contains the descriptive text for the keyword. Add: Open the Keyword Maintenance page to add a new keyword. all current keywords are listed.Search: Begin searching for keywords which satisfy the criteria. Edit: Opens the Keyword Maintenance page for viewing and editing an existing keyword. 238 CHAPTER 9 . The list shows the current keywords matching the filter criteria.

This field is required. Restore: Reload the page and restore data from the database. Cancel: Return to the Keywords page without saving. The maximum length is 254 characters.Using the Keyword Maintenance Page Click an existing Keyword entry or the Add button to display the Keyword Maintenance page: The three buttons below the tabs are: Save: Save changed data to the database and return to the Keywords page. INDEXES AND PROFILES 239 . The maximum length is 30 characters. The following fields allow you to define a keyword: • • Keyword: Contains a keyword. Description: Contains the descriptive text describing a keyword.

By: Type a text fragment you wish to search for. such as Client/Matter or Document Type.Custom Profile Defaults Custom profile defaults can be set for any profile criteria. Filter: Select the field to search. such as billable clients or payroll documents. Search: Begin searching for profiles which satisfy the criteria. They can be based upon specific key values. If this box is empty. the Profile Defaults button must be added to the Document Profile using DM Designer. 240 CHAPTER 9 . Add: Open the Custom Profile Default Maintenance page to add a new custom profile default. To have access to the custom profile defaults that you create. or based upon a specific purpose. all profiles will be displayed in the list.

ACL Defaults: The Access Control List settings for this custom profile default. Description: Contains the description for this custom profile default. The page uses existing DM Webtop INDEXES AND PROFILES 241 . Click the name to edit this custom profile default. • • Custom Profile Default Maintenance The Custom Profile Default Maintenance page allows you to add and edit custom profile default values. the ACL Defaults field will be blank.The list shows the current profiles matching the filter criteria. Click an entry or the Edit icon to modify the settings. Edit: Open the Custom Profile Default Maintenance page to view or edit an existing custom profile default. The items of the Custom Profile Defaults page have the following meaning: • • • Name: The name of the custom profile default. Copy: Open the Custom Profile Default Maintenance page to add a new custom profile default. If you do not select the Secure Document option for this entry.

The maximum length is 254 characters. The maximum length is 80 characters. 242 CHAPTER 9 . The three buttons below the tabs are: Save: Save changed data to the database and return to the Custom Profile Defaults page. The page displays the primary profile form assigned to the primary group of the current user. Restore: Reload the page and restore data from the database.applet for displaying the form. Cancel: Return to the Custom Profile Defaults page without saving your changes. This field is required. The following fields allow you to set the name and description for this custom profile default: • • Name: Contains the name of this custom default profile. Description: Contains the description for this custom profile default.

specify a valid entry and you can save this set of defaults. If you specify an invalid value. INDEXES AND PROFILES 243 .• Profile Form: This applet displays the default profile form. the lookup applet will display the list of valid entries for that field. If you select the Secure Document option. Fill in appropriate defaults for this form. the Edit button becomes active (click Edit to set the specific document security options you want in the Security Applet).

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For information on Deployment Packages. DM WEBTOP USER INTERFACE 245 . refer to the following chapter.C h a p t e r 10 DM Webtop User Interface In This Chapter The DM Webtop Maintenance pages of the DM Admin tool allow you to set the DM API configuration parameters. the DM Webtop parameters and the Custom Parameter definitions.

Restore: Reload the page and restore data from the database. The two buttons below the tabs are: Save: Save changed data to the database.DM API Configuration The DM API Configuration page allows you to choose the target DM server and set the Fail-Over and Load Balancing option for Hummingbird DM on the DM Web Server side. If the Enable Fail-Over and Load Balancing option is selected. the DM API configuration is performed using the command-line utility provided by Hummingbird. The following fields allow you to set certain system features: • Hummingbird DM Server Name: The name of the DM server machine that the client application will initially log on to. If the 246 CHAPTER 10 .

Guest Logon. The two buttons below the tabs are: Save: Save changed data to the database. and Install Options. This check box is cleared by default.fail-over and load-balancing features are used. Language. • Enable Fail-Over and Load Balancing: If this option is selected. DM WEBTOP U SER INTERFACE 247 . This field is required. Logon. Hummingbird DM Parameters The DM Webtop Parameters page allows you to set various values for Timeout. the DM API configuration is performed using the command-line utility provided by Hummingbird. the cluster of servers associated with that server will be available to the client application.

This field is required. (The entire folder/ document name is displayed in the tool tip. Enable Drag'n Drop: Set this option to allow your users to take advantage of the drag and drop capabilities in the DM Webtop. This field is required. • • • • • • • • Timeout • 248 CHAPTER 10 . Use Common Search Form: Allows you to set the type of search form displayed when searching across multiple libraries of different industry types: if you select this option. Enable Pre-logon Prompt: Select this option to prompt your users before logging on to verify that they have permission to logon. The following fields allow you to set certain DM Webtop features: • Hummingbird DM Web Server: Sets the server in use and becomes part of various internal paths for determining installation details. This field is required. if the user expands the Group folder.Restore: Reload the page and restore data from the database. Number of Characters to TRIM document/folder name: In the navigation list (breadcrumbs).240. subgroups are created. Maximum tabs on Quick Reference page: Change this value to restrict the number of tabs allowed on your users' Quick Reference pages. the length of the folder or document name is constrained by this setting. May be a number in the range 0 . The default value is 8. The default is to display any industry-specific fields. Timeout Script: The maximum time (in minutes) a web script is allowed to take. Enable Application Integration Prompt on Logon: Select this option to provide your users with an enable Application Extension in DM Webtop option on the logon page. the number of users that show in each group is constrained by this setting. the search form will not display any industry-specific fields. Hummingbird DM Server Name: Path setting for some application integration and related functions. If there are more users in the group than this setting.) Size of Groups in Security Dialog: In the Security page.

May be a number in the range 0 . in some situations where you have documents or users of different languages.10000. May be a number in the range 0 . It is not a required setting because DM Server can automatically detect the language being used.• Timeout Logon Info: The number of days that cached logon information will be retained before it is purged. This field is required. Query Language: This setting allows you to specify the language to be used by DM Server when doing content searching. When this number is reached. Guest Name: The default name for a guest user. Timeout Session: The number of minutes of inactivity permitted for a session. and we recommend that it is not set by default. Guest Network Name: The network name to be used for a guest user. Guest Password: The default password for a guest user. This field is required. However.1440. the session is terminated and the user must logon again. you can specify the Query Language to be used: — Danish: 0x06 — Dutch: 0x013 — English (UK): 0x089 — English (US): 0x049 — Finnish: 0x0b — French: 0x0c — German: 0x07 — Greek: 0x08 — Italian: 0x10 — Japanese: 0x11 — Korean: 0x12 DM WEBTOP U SER INTERFACE 249 • Guest Logon • • • Language • .

— Norwegian: 0x014 — Portuguese: 0x0816 — Portuguese (Brazil): 0x0416 — Spanish: 0x0a — Swedish: 0x1d • Default Character set: Sets the default character set to use in DM Webtop pages. The user must select this option on the My Options page to take advantage of it. users who have application integration installed can logon to DM Webtop without having to provide their user names and passwords. HTML-Rendering Character set: This symbol is used to support national characters in HTML-rendering. Note: To disable single sign-on the DM Adminstrator must remove "Allow Auto Logon" from the group or whole library OR add "Accept User-Supplied Identification" to make it Auto Logon. Allow Auto Logon: If this option is selected. after a user logs on. The character set symbol adds a meta HTML tag specifying the character set to be used for all DM Webtop display pages. the Network field will not appear on the logon page. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon. Allow the User to enter a network name: If this option is not selected. 250 CHAPTER 10 . that user can access DM Webtop based on the logon information stored in a cookie for future accesses. the Network field on the logon page will be filled with that value. For example. This option also works with the Allow Auto Logon settings on the Library Parameters Defaults and Groups Features pages: if both of these settings are selected and the Accept User-Supplied Identification option (on the System Parameters Features page) is not selected. • Logon • • • Default Network Name: If this field is set to a value. set the value to 0x13A40000 to view using Japanese characters (the default value is blank).

The advantage of drawing in chunks is that the tree will be redrawn faster. Webtop Tree • • • Incremental threshold: This field is only required if the Tree Rendering Mode field is set to “Automatic”. Tree Rendering Mode: The DM Webtop tree has been modified so that its nodes can either be drawn in chunks or all at once. Tree Refresh time: This setting sets the expiration time on the Tree cache. The available setting are: • • • • ID only Full Name only ID plus Full Name Full Name plus ID DM WEBTOP U SER INTERFACE 251 . the Tree refreshes its data from the server. The tree will automatically switch to incremental mode if the number of nodes is greater than the threshold number you set. — Full: Threshold number set to 2147483647 (2^31-1) This means the tree will always be in full mode. When the cache expires. User Format This setting controls the display format of the User list in the Security dialog box. — Automatic: To use this mode you must specify a threshold number in the Incremental threshold field. Use this field to determine how many nodes to handle without switching to Incremental mode. Allow user to modify optional components install path: Select this option to allow users to specify a different path than the default.Install Options • • Optional Components install path: The location of optional components for users to install. — Incremental: The threshold number should be set to 0. This means that the tree will always be in incremental mode.

252 CHAPTER 10 . modify.Group Format This setting controls the display format of the Group list in the Security dialog box. The available setting are: • • • • ID only Full Name only ID plus Full Name Full Name plus ID Custom Parameters The Custom Parameters page allows you to create. The Custom Parameters page lists all existing custom parameters defined in the system. and delete custom parameters.

filtering. or paging features. DM WEBTOP U SER INTERFACE 253 . The items of the Custom Parameters page have the following meaning: • • • • • Add: Open the Custom Parameter Definition page to add a new parameter. Value: The current value of the custom parameter. Delete: Click to remove the current parameter.Note: This page does not provide sorting. Edit: Click to view or edit the existing parameter value. Name: Click the name of the parameter to modify its value.

Restore: Reload the page and restore data from the Registry. This field is required. The field is disabled for an existing parameter. Value: Contains the parameter value.Custom Parameter Definition Click an existing entry or the Add button to display the Custom Parameter Definition page: The three buttons below the tabs are: Save: Save changed data to the Registry and return to the Custom Parameters page. • 254 CHAPTER 10 . The maximum length is 16 characters. Cancel: Return to the Custom Parameters page. The following fields allow you to set certain system features: • Name: Specify the parameter name.

Understanding application integration with Hummingbird DM. • • 255 . installing individual application integration components and removing deployment packages and components. Using the Client Deployment Utility to manage aspects of Hummingbird DM.P A R T 3 Application Integration In This Section This section contains three chapters that will assist adminstrators with the following: • Creating and installing deployment packages.

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C h a p t e r 11 Deployment Packages In This Chapter This chapter describes how to create and distribute deployment packages. and custom components. automatic deployment packages. DEPLOYMENT PACKAGES 257 .

Support for integration with e-mail applications. so you can create specialized packages for your various Hummingbird DM user groups. and Hummingbird Collaboration.Deployment Packages A deployment package is a list of instructions configured by the Hummingbird DM administrator who installs Hummingbird DM components on user workstations. • Client components of complementary applications such as Hummingbird Imaging. A deployment package can contain: • Components that enable integration of Hummingbird DM with desktop applications. activity information for time and billing purposes will be tracked. DM Extensions for Windows Explorer and Microsoft Outlook. Registry files created with Interceptor or the Client Deployment Utility Customized macro files. Client components for Hummingbird RM. These packages can be fully customized. Hummingbird DM WorkFlow. For selected applications. refer to An Overview of Hummingbird DM Suite. it can include enabling of Front-end Profiling and Cost Recovery features. • • • • • • 258 CHAPTER 11 . Other custom components. DM Extension for AutoCAD. It is a useful feature if your organization tracks edit time and keystrokes: because Hummingbird DM does not monitor these factors until a document has been profiled. By enabling the Cost Recovery option in a deployment package. Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save. front-end profiling gives you more accurate results. For more information.

See page 290. If Manage DM Extensions is set to Yes. • • You can distribute the deployment package via a CD-ROM. all deployment packages include the Hummingbird DM API software. You can create an installation script that can be run: — During network log on — As a link to a batch file within an e-mail address. Deployment packages work by downloading software components and custom components from the Hummingbird DM Web server to a user’s machine. Refer to An Overview of Hummingbird DM Suite for more information. a batch file called DeployInstall. administrators can select the Hummingbird DM API Internet Mode component. Important: If the Manage DM Extensions option is set to No in Web Admin>System Parameters. it can be installed automatically or manually by individual users in the assigned group. users will have access to all deployment packages and all components. Refer to the note on page 281. — Via an SMS package if your network is equipped with Microsoft® System Management Server (SMS) DEPLOYMENT PACKAGES 259 .With the exception of deployment packages that only contain DM Viewer and/or Smart Checkin/Checkout. which allows users to switch between Internet and intranet use of the Hummingbird DM system. There are a variety of ways that you can distribute deployment packages to your users. end users will only be able to install the deployment package assigned to their group. In addition to the default DM API component. Distributing Deployment Packages Once a deployment package is created and assigned to a user group. These components are then installed automatically. The DM API is a required component for communications between Hummingbird DM clients and servers. For example.bat which contains the command line information as shown in “Distributing the Automatic Deployment Package” on page 273. • Users can be given the option of installing the complete deployment package or selecting individual components and installing only those components.

refer to “How to Use the Automatic Deployment Utility” on page 260. The automatic deployment utility is provided on the Hummingbird DM 5.EXE utility to create one or more response files. 260 CHAPTER 11 . This will ensure that the automatic deployment package will remove all legacy components and that the new Hummingbird DM 5.1 client components.1 client components are installed in the correct locations.1 CD in the \TOOLS\DM EXTENSIONS\AUTODEPLOYMENT directory.1. Creating a package consists of gathering the necessary files and using the RUNSETUP. We recommend you build automatic deployment packages using source workstations that are configured the same as the target workstations in your environment. Location of the Automatic Deployment Utility The automatic deployment utility is not installed by default when you install Hummingbird DM 5.EXE utility A collection of files assembled from various sources into one location An INI file corresponding to the deployment package to be installed A response file Response files are created to provide automated answers to questions asked during an installation of various Hummingbird DM 5.For more information on this topic. About Automatic Deployment Packages An automatic deployment package consists of the following items: • • • • The RUNSETUP. How to Use the Automatic Deployment Utility The Automatic Deployment function allows network administrators to deploy software to a remote desktop without requiring end user intervention.

When creating a deployment package for use with the automatic deployment utility. then multiple response files should be created. if your target workstations have Microsoft Project installed. if the target workstations have more components than the source workstation. This INI file contains information about the components that will be installed on each client workstation. the Project integration file will not be delivered by the automatic deployment package. because during automatic deployment the user is not provided DEPLOYMENT PACKAGES 261 .INI. The first setting for consideration is “Should the user be able to override the default source location?. If your site has more than one standard configuration. Microsoft Office) should be installed.” This setting has no effect on a deployment package that is distributed by the automatic deployment utility. however.If your target workstations have fewer components than your source workstation. It is also recommended that the source workstation not have any Hummingbird DM 5. DM51_OFFICE 2000 USERS.1 client components installed. all integrated applications (for example. there are two settings in DM Webtop Maintenance>Deployment Packages>[Edit Target Package] you should consider before creating your automatic deployment package. an INI file is created on the DM Web Server in the \PROGRAM FILES\HUMMINGBIRD\ CYBERDOCS\PLUGINS\DEPLOYMENT folder. Create an Automatic Deployment Package Before you can create an automatic deployment package. When you create a deployment package. Tip: If you are going to use the automatic deployment package to upgrade an existing installation. Detailed instructions on creating a deployment package are documented in “Creating a Deployment Package” on page 281. then the package will not deploy as intended for applications not configured on the source workstation. you must create a deployment package using the Hummingbird DM Web Administration Tools. For example. for example. However. see “Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages” on page 271 for more information. the delivery of the automatic deployment package will still be successful. but your source workstation does not. The INI file assumes the name of the deployment package with the library name as the prefix.

an option to change this value during a “silent installation”. if the deployment package is installed from the DM Webtop>My Options>Optional Components window. specifying the location on the workstation where the installation will be performed. As a result. you have the option to include Custom Components. when a deployment package is distributed by the automatic deployment utility: • If this check box is selected. this often includes references for a registry merge file that can be used to add additional settings to the target workstation. a variable labeled “szDir” is included in the response file. IMPORTANT: When you create a deployment package. the components included in the deployment package are installed on the workstation in the default location C:\PROGRAM FILES\HUMMINGBIRD. Using this setting. However. When you define a custom component.” This setting has no effect on a Deployment Package that is distributed by the Automatic Deployment Utility. it may be useful to call the automatic deployment utility from one location (as described later in this document). this setting determines whether users are prompted to choose a target location for the installation. if the deployment package is installed from the DM Webtop>My Options>Optional Components window. Using this setting. If this check box is not selected. • The second setting for consideration is “Should the user be able to override the default target location?. the variable “szPath” is not included in the response file. specifying the location from which the installation will be performed. because during automatic deployment the user is not provided an option to change this value during a silent installation. However. If this check box is not selected. Therefore. all installation source files must be present in the folder structure from which the automatic deployment utility is called. or in the filename for the • 262 CHAPTER 11 . a variable labeled “szPath” is included in the response file. when a deployment package is distributed by the automatic deployment utility: • If this check box is selected. but retain the installation source files in another location. this setting determines whether users are prompted to choose a source location for the installation. Under some circumstances. you should not use spaces in the File Name field on the Custom Configuration window. the variable “szDir” is not included in the response file.

This document will refer to this storage directory by this name from here on out. Instructions are as follows: 1 Navigate to the \PROGRAM FILES\HUMMINGBIRD\ CYBERDOCS\PLUGINS directory on the DM Web Server. Note: If you intend to use multiple response files. this step will also copy the deployment package INI files you have created. you will need to copy those new INI files to the C:\AUTODEPLOYMENT\DEPLOYMENT directory. Spaces within the file names will produce errors during the installation of the deployment package. for example. Prepare Installation Files After a deployment package is created. you can proceed with preparing the necessary files for the creation of your automatic deployment package. The folders names are shown below.actual registry file. you must configure multiple deployment packages as well. — DM API — DMExtAPI — FulView — Imaging (If Imaging is installed on the DM Web Server) — RMAppIntegration (If Hummingbird DM is installed on the DM Web Server) DEPLOYMENT PACKAGES 263 . the INI file will be used during the creation of the automatic deployment package when you specify the INI file as shown on page 267. just the folders. — AppIntegration — CustomComponents (Will exist if custom components are defined) — Deployment Note: If you have previously created deployment packages. C:\AUTODEPLOYMENT. Refer to “Adding Custom Components” on page 278 for more information. Copy all the folders in the directory to an Automatic Deployment Package storage directory you create on the source workstation. If you create additional deployment packages at a later date. Important: Do not copy the individual files in the PLUGINS directory.

Hummingbird has included in the automatic deployment utility a Runas Admin Encryption program (RUNAS_ADM. The Runas Admin Encryption program simulates the runas command. The Runas Admin Encryption program is an interactive program that allows administrators to encrypt a domain/machine name.1 CD. 3 From the Hummingbird DM 5.INI file from the \PROGRAM FILES\HUMMINGBIRD\CYBERDOCS\PLUGINS to the C:\AUTODEPLOYMENT directory. 1 Navigate to the C:\AUTODEPLOYMENT directory. The Runas Admin Encryption program gives limited users full-access during installation of an automatic deployment package. 2 Copy the COMPONENTSLIST.exe 264 CHAPTER 11 . and admin password into the program executables using Microsoft Crypto API.— Rocket (If DM Extension for AutoCAD is installed on the DM Web Server) — RoutingAppIntegration (If Hummingbird DM WorkFlow is installed on the DM Web Server) — SCICO (Smart Checkin/Checkout) — ShellExtensions Important: The automatic deployment package should not be built on the DM Server or the DM Web Server. you should use a source workstation that is configured the same as the target workstations in your environment. If the logged in user has local administrator rights (that is. domain admin ID. Insure that the following files do not have the read-only attribute: — runas_adm. The steps in this section are required only if the automatic deployment package is being delivered to workstations where the logged in user does not have rights to administer the local machine. membership in the local machine Administrators group). copy the contents of the Tools\DM Extensions\AutoDeployment to the C:\AUTODEPLOYMENT directory Run As Admin Encryption (Windows 2000 and XP Only) Because the installation of Hummingbird DM Extensions requires that the installer be an administrator on the local workstation. then the steps in this section can be omitted and you can proceed to the next section.EXE).

This is another reason why it is important that the source workstation be configured the same as target workstations. to be able to decrypt the information. 3 Enter the domain name or machine name. Admin password. and only 40-bit encryption will be available. Otherwise. this radio button will be disabled. and then click Set. double-click the RUNAS_ADM. right-click. Note: Ensure that the encrypted credentials have local administrator rights on all machines that will receive the package. Likewise. such as Windows 95. and select Properties. — 40-bit Base Encryption is available on any 32-bit Windows platforms. Windows 98. otherwise. Admin ID. Windows 2000. select the file.EXE file and the following runas Admin Encryption dialog box will appear: — 128-bit Strong Encryption is available on Windows 2000 and Windows XP. Windows ME.— _oci_reg. and Windows XP. DEPLOYMENT PACKAGES 265 .exe To remove the read-only attribute. the installation will fail. but to attain this level on Windows 2000 requires the installation of SP2 or later. This encryption is available on Windows XP by default. the same requirements apply to the client machines. Windows NT. and then click OK to exit the Properties window. 2 From the C:\AUTODEPLOYMENT directory. Clear the “Read Only” check box. 4 Click Close to exit the utility.

5 Delete the RUNAS_ADM. a fresh copy of the file can be obtained from the Hummingbird DM 5. -s -f1 -f2 Run a silent installation.iss” The -f1 flag in this case indicates that the response file will be created in the C:\AutoDeployment directory. If you create multiple response files for a variety 266 CHAPTER 11 .EXE file from the workstation so that it cannot be accessed by unauthorized users. start a command prompt by going to the Start menu and selecting Programs>Accessories>Command Prompt.exe “setup. 2 Type the following command: runsetup.exe -r”.ISS and is created in the C:\WINNT directory. This creates a response file while installing the products on the workstation. The directory and filename specified with the -f1 switch can be changed to suit individual needs. Unless otherwise specified with the -f1 switch.exe -r -f1C:\AutoDeployment\setup. the response file is named SETUP. Change the directory to C:\AUTODEPLOYMENT. Note: Depending on your operating system.EXE utility (which is the InstallShield product) that runs in conjunction with RUNSETUP. There are various flags associated with the SETUP.EXE. To create a response file: 1 On the source workstation. Specify the response file location. Available Switches -r Description of Use Create a response file Typical usage of this is: runsetup.1 CD. the location of the command prompt command may differ. only the following will be discussed. If needed. This also precludes the accidental copying of this file to a server share in a later step. Specify the log file location. For the purposes of this document.EXE file is a Hummingbird utility used to build a collection of the responses provided during the specified client install. Create a Response File The RUNSETUP.exe “setup.

of different deployment packages. 3 The following dialog box will appear requesting you enter the deployment package INI filename. The following dialog box will appear requesting you choose the installation directory. Important: If the INI file was created on a Hummingbird DM Web Server different from the server that will be used for the automatic deployment. Note: The C:\AUTODEPLOYEMENT\DEPLOYMENT directory can contain multiple deployment package INI files. This file must exist in the C:\AUTODEPLOYMENT\DEPLOYMENT directory. This file name should correspond with the INI file copied in the Prepare Installation Files section on page 263. you must edit the Hummingbird DM Web Server path statement in the INI file. It is important that you correctly enter the filename in this step so that the correct deployment package is installed for the end-user. you should name the response files accordingly. DEPLOYMENT PACKAGES 267 . It will default to the current directory. 4 Enter the INI filename and click Next to continue.

indicating you do not allow users to change the installation location of the deployment package. — This prompt will not appear if. 5 Confirm the installation directory and click Next. The following dialog box will appear requesting you confirm the installation location: 268 CHAPTER 11 .— If you want users to access the install from a location on the network you can leave the default value. and then edit the response file after a network location has been established. during the creation of the Deployment Package. the check box “Should the user be able to override the default source location?” is not selected.

indicating you do not allow users to change the target installation path for the deployment package. DEPLOYMENT PACKAGES 269 . 6 Confirm the installation location and click Next. This information will be provided to the workstation’s client API installation.Note: This prompt will not appear if. during the creation of the Deployment Package. the check box “Should the user be able to override the default target location?” is not selected. The following dialog box will appear requesting you enter the DM Server name.

If you see a dialog box similar to the following. Note: If you are upgrading from a previous version of Hummingbird DM.ISS) has been created in the designated directory on the source workstation. The Command Prompt window will be visible when the process is complete. Installation of DM Extensions and application integration requires that any legacy DOCS Open or DOCSFusion components be removed. 7 The InstallShield Wizard will run and a number of Setup status dialog boxes will appear. click Finish. make the appropriate selection. If so. and then confirm that a response file (SETUP. When the InstallShield process has completed. you may see two dialog boxes at the end of the process. 270 CHAPTER 11 .Note: An additional dialog box may appear requesting you confirm the DM Web Server type. click “Yes” to continue. and click Next to continue.

you must create a response file during an upgrade of an existing Hummingbird DM 5. Furthermore.1. See “Testing the Automatic Deployment Package” on page 272 5 Use this response file to distribute the upgrade package to other workstations on the network.0 workstation.Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages Automatic deployment packages can be used to silently upgrade a Hummingbird DM 5. 2 Prepare the workstation as you would for any other automatic deployment package implementation. confirm that components are removed after the installation is complete.0 as your starting point workstation. there have been instances where older versions of Excel integration macros were not removed from the XLSTART directory. “Creating a Deployment Package” on page 281 3 Create a response file. the PATH environment variable may not be removed from the System Variables section in Control Panel > System > Advanced > Environment Variables. To create an automatic deployment package that will upgrade an existing Hummingbird DM 5. on former DOCS Open workstations.0 workstation to version 5. Specifically. 4 Test the response file. 1 Select a workstation using Hummingbird DM 5. Upgrades from earlier version of Hummingbird DM products are not supported at this time. See “Distributing the Automatic Deployment Package” on page 273 After you complete the upgrade from Hummingbird DM version 5. See “Create a Response File” on page 266 for more information.0 workstation.0. DEPLOYMENT PACKAGES 271 .

5 Confirm that no user interaction is required to complete the installation. Please note that this assumes that the programs need to be installed in the same location as the workstation from which the install package is built. You can test the package as follows: 1 Copy the entire C:\AUTODEPLOYMENT directory (all files and subdirectories) to a shared network location from which users will execute the automatic deployment package. It also specifies the location for the log file that is written while the installation is in process. 3 Change the value to reflect the network location established in step 1.iss -f2C:\temp\Install. The response file is an ASCII text file that can be edited with any common text editor (for example.exe “\\[server]\[share]\setup. Apply appropriate permissions to allow normal users ‘read’ access to the share.ISS file may need modifying. edit the response file to change the location from which the installation will occur. If this is not the case. NOTEPAD. the SETUP.exe -s -f1 \\[server]\[share]\Setup. when creating the deployment package. 2 If necessary. the check box labeled “Should the user be able to override the default source location?” is selected. The line to change is as follows: szPath=C:\AUTODEPLOYMENT This variable will exist only if. Subsequently. run the following command: \\[server]\[share]\runsetup. you should test the package to ensure there are no problems.EXE).Testing the Automatic Deployment Package Before distributing the automatic deployment package to users. confirm that all desired Hummingbird 272 CHAPTER 11 .ISS file.log” This command is the actual command for a Silent Install. This command also ensures that the process reads the correct SETUP. for example: szPath= \\DMServer\AUTODEPLOYMENT 4 From a destination workstation (different than source workstation).

log” This command will create the installation log file on the user’s local workstation hard drive.exe “\\[server]\[share]\setup.iss -f2C:\temp\Install.DM 5.EXE -s” However. if your users only have read-only access on the targeted network share directory. The installation will execute for users automatically. Distributing the Automatic Deployment Package Once you have created and tested your automatic deployment package. you can deploy the package to users in one of two ways: • • Include the command string above in a login script. A typical command to deploy DM Extensions via SMS or Network Logon Installation is as follows: RUNSETUP. and assign the script to targeted users. the above command will not work because users do not have write access permissions to create the installation log file in the default installation directory. and then e-mail the file to users with instructions for execution. Once the installation is complete. Create a batch or command file containing the command string. and it should not require any user intervention.exe -s -f1 \\[server]\[share]\Setup. You must use the following command to work around this issue: \\[server]\[share]\runsetup.1 client components have been installed and are functioning correctly. it is recommended that users restart their workstations before starting Hummingbird DM to complete the installation of some DM Extensions.EXE “SETUP. DEPLOYMENT PACKAGES 273 .

the account has not been configured on the local machine. The local administrator’s account is encrypted using the RUNAS_ADM. This problem can occur under the following circumstances: • The logged in user’s account has never run Microsoft Outlook. To uninstall the Hummingbird DM service.exe /u 274 CHAPTER 11 . execute the following command line: pwdsinst. the Hummingbird DM Service cannot be added to the Mail Profile. Thus.hummingbird. and that account is different from the logged in user’s account. and the Mail Profile does not exist. the Hummingbird DM Service is not added to the Microsoft Outlook Mail Profile of the account of the logged-in user. the Hummingbird DM Service does not exist on the Mail Profile.ZIP You should download the PWDSINST. • • A workaround for this issue is available on our web site at the following location: ftp://ftptlh.ZIP file and extract the PWDSINST. for example. The logged in user’s account does not have local machine administrator rights.com/Patches/HummingbirdDM/ PWDSINST.exe /i The PWDSINST. therefore.EXE utility can also be called from the same batch or command file used to initiate automatic deployment. thus.EXE utility into the C:\AUTODEPLOYMENT directory.EXE utility. the user is not a member of the local administrators group.Known Issues Hummingbird DM Service is not Added to Microsoft Outlook In some circumstances. You will use the following command line to install the Hummingbird DM service: pwdsinst.

Troubleshooting Listed below are error messages that may occur when running RUNSETUP.EXE is incorrect. “Abort: Cannot open / seek data in _oci_reg” This error message means that the _OCI_REG.W() for cmd: 5: “Access is denied.EXE again and ensure you have entered the correct information.EXE: “Logon failure” Error message from Error::CreateProcess.. For other ERROR_NUMBER values. Obtain a fresh copy from the patch file and re-encrypt account information with RUNAS_ADM. and then copy the _OCI_REG. minimum access rights of read-only for everyone should be specified for the network share directory.W() for _oci_reg: 5: Error message from Error::CreateProcess.EXE file may be corrupted.. DEPLOYMENT PACKAGES 275 .” This error message indicates that the user name or password encrypted by RUNAS_ADM..EXE is not in the Administrators group and the RUNAS_ADM. Error message from Error::CreateProcess. contact Hummingbird Technical Support. this message indicates that the setup program does not exist in the designated location. read-only access.EXE has not been run by an administrator.W() for cmd: 1326 “Logon failure: unknown user name or bad password. The administrator should run RUNAS_ADM. You should run RUNAS_ADM.EXE..EXE and enter the appropriate information. for example. 2000.W() for _oci_reg:1326 Error message from Error::CreateProcess.... and XP if the person running RUNSETUP.” This error message indicates that the user name encrypted with RUNAS_ADM. Error message: Fatal:: Not allow to launch setup_program: ERROR_NUMBER Where ERROR_NUMBER is 1004.EXE file to the directory where the automatic deployment package files are installed.EXE does not have any access rights to the network share directory. “Access is denied” “Non-Install Program Error” Other Critical Errors “Abort: No info (domain/admin_id/password) found” This error message will occur on Windows NT.. Therefore. This is true for a network administrator as well if he or she does not have the minimal access rights.

such as the user’s local hard drive.EXE file may be corrupted. no error message will appear since this is a silent install.“Abort: Unknown error. Obtain a fresh copy from the patch file and re-encrypt account information with RUNAS_ADM. Contact Administrator. the following flag would create the log file on the local workstation hard drive: -f2C:\TEMP\INSTALL.LOG If the COMPONENTSLIST. Nothing is installed during the silent install.” This error message means that the _OCI_REG. no error occurs. and then verify that the logged in user account has rights to the log file location.INI file is not copied to the correct location. This scenario is likely to occur if the logged in user account does not have “write” permissions to the specified log file location.EXE. The only way to determine if the installation is successful is to check Add/Remove Programs in Control Panel to confirm that no components have been installed. then you will witness the same behavior. 276 CHAPTER 11 . Although the installation failed. For example. An additional flag must be used during the install to create the log file in an alternative location.

2 Once the components are installed on your machine. you can proceed with customization of application integration components and create the necessary registry files. refer to “The Hummingbird DM Client Deployment Utility” on page 342. 4 Create deployment packages and assign them to a Group.Upload the custom components to the network. 3 For information on using the Client Deployment Utility to customize e-mail integration or other options. 1 If you will be creating custom registry files with the Client Deployment Utility or with Interceptor. such as Manage DM and Inform when update is available. Refer to “Installing Individual Components” on page 292. install application integration and other components onto your machine first. Excel. and Corel WordPerfect). Refer to “Adding Custom Components” on page 278. DEPLOYMENT PACKAGES 277 . 5 Inform your users which deployment packages have been assigned to them. Set the necessary Group permissions relating to deployment packages. refer to “Interceptor” on page 319. and customize the Hummingbird DM macros (for use with Microsoft Word.Creating Deployment Packages Deployment Package Overview To create a deployment package you must be a member of the DOCS_SUPERVISORS group. For information on integrating applications through Interceptor and creating registry files. Refer to “Creating a Deployment Package” on page 281. and Project.

and they must be added before you install individual components or create a deployment package. 3 Select Add. — Excel Active Customized Hummingbird DM macro for use with Microsoft Excel Active integration. The options are as follows: — Word Active Customized Hummingbird DM macro for use with Microsoft Word Active integration.Adding Custom Components Custom components must be added one component at a time. — Word Passive Customized Hummingbird DM macro for use with Microsoft Word Passive integration. 278 CHAPTER 11 . Select the DM Admin tab. then select the Custom Components tab. 1 Log on to the Hummingbird DM Webtop. Select the component from the Custom Components list. 2 Select the DM Webtop Maintenance tab.

5 Enter a brief description of the component in the Description field. — Project Active Customized Hummingbird DM macro for use with Microsoft Folder Active integration. 'Word 2000 Passive Macro-customized. — WordPerfect Active Customized Hummingbird DM macro for use with WordPerfect Active integration.— Excel Passive Customized Hummingbird DM macro for use with Microsoft Excel Passive integration. 4 Enter the name of the component selected in the Component name field. such as templates or macros. enter the name of the version-specific file in the appropriate Version-specific File fields. 6 If there are separate component files based on application version. Refer to “Configuring Application Integration for Hummingbird DM” on page 301 and “Hummingbird DM Client Deployment Utility” on page 341. — Custom Registry files created with Interceptor or the Client Deployment Utility or other custom components that have been created. DEPLOYMENT PACKAGES 279 . — Project Passive Customized Hummingbird DM macro for use with Microsoft Project Passive integration. for example.

remains in [TARGETDIR]\CustomIntegration folder. The original copy of this file.7 Enter the specific file name for the version-specific component in the Version-specific File Name fields. The copy of any integration file that is actually “in use” is the copy that is in the application/version-specific location like XLStart or Startup. As the installation proceeds. Use the Browse button to locate the file on the computer. When custom components are included in a deployment package. for reference. The deployment package or component installation program installs the components to [TARGETDIR]\CustomIntegration but does NOT overwrite any existing files that are there. leaving a copy in [TARGETDIR]\CustomIntegration. the components are copied from the Hummingbird DM server and into the [TARGETDIR]\CustomIntegration folder on the client machine. Files for applications that the user has not chosen to integrate will not be in the [TARGETDIR]\CustomIntegration folder. 280 CHAPTER 11 . any application integration files that need to be copied to a specific application directory will be copied from [TARGETDIR]\CustomIntegration to that directory. 8 Click Save to add the custom component to the master list. Note: File names should not contain spaces. The [TARGETDIR]\CustomIntegration folder contains the full set of either default or customized integration files that the user wants to use.

Select the DM Admin tab. By default. 4 Enter the name of the deployment package. 2 Select the DM Webtop Maintenance tab. they must be in a Plugins directory. You must have the Plugins directory as a subdirectory at the alternate location. If you need to change this location. http:// servername/CyberDOCS/Plugins. Note: To create the alternate location for DM Extension installations. select Alternate Location and enter the correct path. simply navigate to your DM Web Server server's program directory (example: c:\program files\hummingbird\cyberdocs) and copy the entire Plugins directory to another location. DEPLOYMENT PACKAGES 281 . Tip: Since you can assign deployment packages to Groups. make the deployment package name descriptive. this location is the Hummingbird DM Web Server. copy the contents of the Plugins directory after you have uploaded your custom components and created your deployment packages. The Plugins directory contents should not be at the root level of the CD. where servername is the name of your DM Web Server machine. • In either case. 5 Set the default source location for the installation files. the Plugins directory must be a subdirectory at the root of the CD.Creating a Deployment Package 1 Log on to Hummingbird DM. Select Add. The contents of the Plugins directory must not be at the alternate location root level. 3 The Deployment Packages tab will be active. • If you are creating a CD that will contain the DM Extension installations.

To expand the listing. select the check box next to that category. it is not recommended that you select all components. You should take the time to expand the component listing and review the components and their options. click on the blue arrow icon. clear the check box. make necessary edits to the field. 8 If you do not want the user to override the specified target directory. Lotus Notes. To select a component or the entire contents of a component category. especially if the user does not have all the listed applications installed on the target machine.6 If you do not want the user to be able to override the default source location. If you want to specify a particular directory. In addition. select the components that make up the deployment package. Note: For e-mail integration and application integration. only one integration type is allowed per application. The components are as follows: • Hummingbird DM Shell Extensions and E-mail Integration — Components necessary to install e-mail integration files for Microsoft Outlook. clear the check box. and Novell GroupWise. 7 The default target for installed components is the user machine’s Program Files directory. 282 CHAPTER 11 . 9 Next.

Refer to “Configuring Application Integration for Hummingbird DM” on page 301 for a list of supported applications and how integration works with Hummingbird DM. For more information. which allows you to search for Hummingbird DM documents from the Windows Search menu and allows you to open Document Reference File (DRF) shortcuts that have been placed in an email message or on the Windows Desktop. it will always show and can be included in a deployment package so that nonSupervisors can install it. • Hummingbird DM Application Integration Components necessary to integrate several popular software applications and install Linking capabilities. — The DM Extension for Windows Desktop.— Component files that place the Hummingbird DM system into Windows Explorer and/or Microsoft Outlook. From the Web Admin Tools interface. Component Linking Sub-components Linking in Microsoft Excel Linking in Microsoft Word Linking in Microsoft PowerPoint Support for all other Cross-Application linking Microsoft Word Active Integration with Front-End Profiling with Cost Recovery Microsoft Word Passive Integration Check-in and Check-out only Microsoft Word Microsoft Excel Microsoft Excel Active Integration with Front-End Profiling with Cost Recovery Microsoft Excel Passive Integration Check-in and Check-out only DEPLOYMENT PACKAGES 283 . refer to “Hummingbird DM Client Deployment Utility” on page 341. — The Client Deployment Utility. The Client Deployment Utility will only be visible on the Options page if you are a DOCS_Supervisor.

but they will only be able to add documents. • Hummingbird DM Viewer Components necessary to install the Hummingbird DM Viewer. which allows users to view documents from within the Hummingbird DM product. Users will be able to check documents in and out of the library. created in the disabled application. 284 CHAPTER 11 . You can select multiple linking sub-components. If you want to disable native ODMA integration for a specific application. to the library using the Hummingbird DM document import feature.Microsoft PowerPoint Microsoft PowerPoint Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Microsoft Project Microsoft Project Active Integration Microsoft Project Passive Integration Check-in and Check-out only Adobe Acrobat WordPerfect Adobe Acrobat Passive Integration Check-in and Check-out only WordPerfect Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Quattro Pro Corel Presentations Microsoft Visio Lotus WordPro Quattro Pro Integration via Interceptor Check-in and Check-out only Corel Presentations Integration via Interceptor Check-in and Check-out only Microsoft Visio Active Integration Check-in and Check-out only Lotus WordPro Active Integration Check-in and Check-out only ODMA Integration Integration Options for Other Applications Interceptor Utility Directory Monitoring Note: For desktop applications you can only select one type of integration at a time. Refer to the guide titled Using Hummingbird DM. select Check-in and Check-out only.

DBase. Targa. etc. Lotus Snapshot. EXE. etc. Note: In order to view Adobe Acrobat files. Text. Ami Draw. — Graphics Format All the following graphic formats. etc. Works. etc. RTF. MacWrite. o o o — Others o Compression Utilities LZH. RBase. HPGL. Reflex. etc. Novell/ Corel Presentations. TIFF. etc. DLL. Ami Pro / Ami. etc. — Premier Features AutoCAD. such as. Lotus WordPro. Unix compress / tar. Corel Clipart. — Microsoft Products Microsoft Office (Access. Binder. MacPaint. Excel. HTML. GEM. Corel Filter. Manuscript. o Popular Formats CCITT G3 Fax. Photoshop. etc. GIF. Kodak Photo CD. Other Graphics Formats CGM. Mac PICT. PowerPoint. and Visio. etc. and Word). etc. Multiplan. etc. Paintbrush. — Corel Suite Products WordPerfect (Mac version not included). PDF. Mac WordPerfect. — Adobe Products Adobe Illustrator. DEPLOYMENT PACKAGES 285 o . IBM Graphics/ PIF. Microfix Drawing. etc. JPEG. Paintshop Pro. Database Products Description DataEase. Portable Graphics. Quattro Pro. X-Window bitmap/ dump/pixmap. Lotus PIC. CorelDraw. Kodak Formats Kodak Flash Pix. FrameMaker.— Basic Applications Bitmap. — Macintosh Platform Macintosh-specific modules. CALS Raster. — Lotus Products Lotus 123. ZIP. Micrografx Designer. Mac Works formats. you must have Adobe Acrobat or Acrobat Reader installed. Metafile. Freelance. X-Window and Sun Sun Raster. Outlook. GZIP. IGES. etc. Havard Graphics. Paradox.

PFS. Wang. You can log on to the Internet and work as if you were on your network (using DCOM). the DM Webtop allows the user to select a default drive\directory as the starting point for all file transfers while still retaining the ability to change drive\directory locations on a file-by-file basis. Hummingbird DM WorkFlow must be selected for installation during DM Web Server installation. First Choice. SuperCalc. Hummingbird DM Smart Checkin/Checkout Smart Checkin/ Checkout is a browser-based plug-in that provides ease-of-use functionality to the process of moving documents and document copies back and forth between Hummingbird DM and the library. IBM DCA/FFT/RFT/DisplayWrite. This requires a Hummingbird Imaging serial number and Password. Hummingbird RM Extensions Components to install Hummingbird's records management application. Smart. you can work while not connected to the network (intranet). Framework. Hummingbird DM WorkFlow Extensions Components to install Hummingbird's document routing application.o o Ichitaro Format Ichitaro Application Miscellaneous Applications Enable. PC-File. • • • Hummingbird Imaging Components necessary to install and use Hummingbird Imaging products. Hummingbird RM must be installed and configured on the Hummingbird DM Web server. This allows the user to work with Hummingbird RM in the Webtop or with the DM Extensions. MultiMate. Hummingbird DM WorkFlow. Hummingbird Imaging must be selected for installation during DM Web Server installation. Mass11. With the Smart Checkin/Checkout plug-in installed. into the DM Extensions. into the Windows Explorer DM Extension. For • 286 CHAPTER 11 . Hummingbird RM. Refer to the guide titled Using Hummingbird Imaging. WordStar. Refer to the guide titled An Overview of Hummingbird DM Suite. This requires a Hummingbird DM WorkFlow serial number and password. Other Word Processors and Spreadsheet Applications • Hummingbird DM API Internet Mode By installing this component. Q&A. Refer to the guide titled Using Hummingbird RM Extensions. DEC DX/WPS Plus.

Note: If you are unable to save a deployment package because of a Permission Denied error. easy access to advanced document management capabilities. Custom Custom components that you have uploaded to the network. By default. • DM Extension for AutoCAD DM Extension for AutoCAD fully integrates AutoCAD with Hummingbird DM. it may be that the Web Server's IIS account name is not the same as its computer name. and Hummingbird DM WorkFlow require separate licenses. See the Troubleshooting chapter in the Hummingbird DM Suite Installation Guide for a solution.more information. you must specify as such in Hummingbird DM Shell Extensions and E-mail Integration section. Note: Some components. If you want all or part of the Shell Extensions. DEPLOYMENT PACKAGES 287 . Important: Some post-installation setup is required. the components associated with these applications will not be visible in the Components list. DM Extension for AutoCAD. The deployment package will now appear in the deployment package lists in Web Admin and in the My Options section of the DM Webtop. This includes customized macros and registry files. such as Hummingbird RM. refer to the Hummingbird DM Installation Guide. DM WorkFlow Profile Add-on is installed with the DM WorkFlow Extension. Expand the component list to deselect the check box if you do not want to install the WorkFlow Profile Addon at this time. • 10 Select Save. If you did not install these applications during the installation of DM Web Server. See “Adding Custom Components” on page 278 for more information. It adopts all AutoCAD native file commands while providing fast. Refer to the guide titled Using Hummingbird Collaboration. Hummingbird Imaging. such as the Microsoft Outlook DM Extension. Hummingbird Collaboration. Note: The Hummingbird DM Extension will automatically be installed with the DM WorkFlow Extensions. Refer to Appendix B of the guide titled Using DM Extension for AutoCAD. • DM Extension Collaboration Integration This component places the DM Collaboration application into the Windows or Outlook DM Extension.

5 Click Save to assign the deployment package to the Group. select the Users and Groups tab. enable the “Inform when update available” setting in DM Admin > Users and Groups > Groups > Features. Select the package by clicking the check box next to the deployment package’s name and click OK. Assigning Deployment Packages to a Group You can assign a specific deployment package to a Hummingbird DM User Group. 4 In the Deployment Package field. 288 CHAPTER 11 . 1 In DM Admin. This allows you to further customize the deployment of Hummingbird DM features to your user base. 3 Select the Group to which you want to assign a deployment package or create a new Group. enter the name of the package. Refer to the User and Group settings chapter for instructions on setting up users and Groups.If you add or remove components to or from a deployment package at a later date. your users will need to install the deployment package again to receive these changes. 2 Select the Groups tab. To automatically inform your users that an update was made to a deployment package. You can also browse for the package by selecting the ellipsis button next to the field.

You should only add your customized files' filenames to the existing sections. place the ini file in the …Program Files\Hummingbird\Cyberdocs\Plugins directory. a message window appears. Even if you are not upgrading all your Hummingbird DM products at this time. Hummingbird DM product files from previous versions will also be removed in this step. Upgrade information If this is the first time you are installing a deployment package. This updated file will override the installation program's copy during deployment package installation. The removal of DOCS Open application integration uses an ini file containing a list of integration files per application. DEPLOYMENT PACKAGES 289 . Important: It is not recommended that you remove any portion of the DUI_AppIntFileNameList. you should make sure all Attaché documents have been returned to docked mode. informing you that previous versions of Hummingbird DM programs and application integration will be removed prior to new Hummingbird DM application integration being installed. Those files will then be removed during the DM Extensions install. After your modifications are made.ini is on the Hummingbird DM 5. If files are found.Installing a Deployment Package For information on selecting components for installation. A copy of DUI_AppIntFileNameList. the installation program will search your computer for previous versions of Hummingbird DM software. refer to “Installing Individual Components” on page 292.1 Suite CD-ROM in the …Tools\DM Extensions\DUI folder. Important: Prior to installing a deployment package.ini file. You can modify a copy of the ini file to include your customized macro or integration file names. Removal of a section or filename will cause an incomplete removal of previous integration.

informing you that previous versions of Hummingbird DM programs and application integration will be removed prior to new Hummingbird DM application integration being installed. Note: If this is your first time accessing the My Options page. then a message will be displayed. 4 Click Install. By default. leave the check box alone. If you want to always accept files from InstallShield Corporation. a message window appears. Select the deployment package to be installed. 3 Select the Optional Components tab. If the “Inform when update available” setting is active in DM Admin > Users and Groups > Groups > Features. 2 Select the My Options link in the upper right corner of the DM Webtop window. Note: If you want to always accept files from Hummingbird. Click OK. You may be asked to verify the safety of the downloaded files from Hummingbird. click the check box at the bottom of the dialog box. the installation program will search your computer for previous versions of Hummingbird DM software. 5 If this is the first time you are installing a deployment package. Accept the download. Select OK to proceed. informing the user that they should go to the My Options page to install or update their components. the deployment package listing will appear. Accept the file.Installing a Deployment Package 1 Log on to Hummingbird DM Webtop. If you want to accept files separately. the system will attempt to download InstallShield files necessary for component installation. If files are found. 290 CHAPTER 11 . click the check box at the bottom of the dialog box.

If you elected to accept each component separately. you will need to accept the security certificate for each component and click Next.If you do not accept the removal of the files. the install process will be terminated. 6 The installation of components will continue. a If you are installing Hummingbird DM WorkFlow Extension you will need to enter the name of the DM WorkFlow server. If you are installing Smart Checkin/Checkout you will be notified that you will have to log off Hummingbird DM and log on again to activate this feature. contact your DM WorkFlow administrator. Each component will be downloaded separately. Click next once you have entered this information. Important: Even if you are not upgrading all your Hummingbird DM products at this time. It is strongly recommended that you do so at this time. b 7 After all components have been downloaded. Hummingbird DM product files from previous versions will also be removed in this step. DEPLOYMENT PACKAGES 291 . Hummingbird DM will request that you reboot your computer. If you do not know the name of your DM WorkFlow server.

you can install either deployment packages or individual components from My Options > Optional Components in the DM Webtop. 1 Log on to Hummingbird DM Webtop. the system will attempt to download InstallShield files necessary for component installation. Accept the download. then a message will be displayed. If the “Inform when update available” setting is active in DM Admin > Users and Groups > Groups > Features. 292 CHAPTER 11 . 2 Select My Options in the upper right corner of the screen. If the Manage DM permission is set to Yes. Click OK. Note: If this is your first time accessing the My Options page. If you want to always accept files from InstallShield Corporation. informing the user that they should go to the My Options page to install or update their components. 3 Select Optional Components. click the check box at the bottom of the dialog box.Installing Individual Components There are times when you need to install only portions of a deployment package or a component that is not included as a part of your assigned deployment package.

select the check box next to that category. DEPLOYMENT PACKAGES 293 . If you want to accept files separately. 5 To expand the listing. You should take the time to expand the component listing and review the components and their options. click on the blue arrow icon. A Components listing will be shown on the screen. especially if you do not have all the listed applications installed on your system. You can select multiple linking components. Note: If you want to always accept files from Hummingbird. You may be asked to verify the safety of the downloaded files from Hummingbird.4 Select the Components button. 7 Click Install. The components list is shown on page 282. leave the check box alone. only one integration type is allowed per application. 6 To select a component or the entire contents of a component category. Note: For e-mail integration and application integration. In addition. click the check box at the bottom of the dialog box. it is not recommended that you select all components. Accept the file.

a If you are installing Hummingbird DM WorkFlow Extension you will need to enter the name of the DM WorkFlow server. the installation program will search your computer for previous versions of Hummingbird software. 9 The installation of components will continue. 294 CHAPTER 11 . If you are installing Smart Checkin/Checkout you will be notified that you will have to log off Hummingbird DM and log on again to activate this feature. the install process will be terminated. Each component will be downloaded separately. Important: Even if you are not upgrading all your Hummingbird products at this time. contact your DM WorkFlow administrator. Select OK to proceed. a message window appears. If files are found.8 If this is the first time you are installing a deployment package. b 10 After all components have been downloaded. If you do not know the name of your DM WorkFlow server. Hummingbird product files from previous versions will also be removed in this step. It is strongly recommended that you do so at this time. Hummingbird DM will request that you reboot your computer. Click next once you have entered this information. you will need to accept the security certificate for each component and click Next. If you do not accept the removal of the files. informing you that DOCS Open and Hummingbird DM application integration will be removed prior to Hummingbird DM application integration being installed. If you elected to accept each component separately.

Uninstalling a Deployment Package Use the Control Panel Add/Remove dialog box to remove deployment packages and components. you will be asked to confirm the uninstall procedure. 2 Click the Change/Remove button. they should go to the Windows Control Panel > Add/Remove Programs and select DM Extensions 5. refer to “Uninstalling Individual Components” on page 297. To remove individual components. DEPLOYMENT PACKAGES 295 .1. After the InstallShield setup initializes. 1 If a user wants to remove all deployment package components that were installed on his or her computer.

Click OK. select the “Don’t display this message again” check box. If you want to remove additional shared files. Select the button labeled “I understand the security risk and wish to continue. If you want to apply the same command to similar message windows. 6 When the uninstall procedure is complete.” Click Next. a dialog box will appear. Retry or Cancel the operation. 296 CHAPTER 11 . 5 If a shared file is detected. Click Yes to remove the shared file. Click Finish. You can Reboot. a message window similar to the following will be shown. the following dialog box will appear. select the “Don’t display this message again” check box. Note: This question may be repeated prior to each component being removed. Ignore. 3 If a locked file is found. 4 It may be necessary to respond to a security warning dialog box.

If you want to apply the same command to similar message windows. Ignore. The components currently installed on your computer will be selected. 4 Select the Install button on the toolbar. select the “Don’t display this message again” check box. Retry or Cancel the operation. You can Reboot.7 Reboot your system if requested to do so. 5 The Hummingbird DM Extensions setup program will launch. 2 Select My Options > Optional Components > Components. 3 Clear the check box next to the component you want to uninstall. DEPLOYMENT PACKAGES 297 . a message window similar to the following will be shown. Uninstalling Individual Components 1 Log on to Hummingbird DM. 6 If a locked file is found.

7 It may be necessary to respond to an Authenticity Verified dialog box.” Click Next. 8 If a shared file is detected. If you receive the Authenticity Verified dialog box. 298 CHAPTER 11 . select the “Don’t display this message again” check box. the following dialog box will appear. Click Yes to remove the shared file. select the check box labeled “Always trust software published by Hummingbird. If you want to remove additional shared files.

a dialog box will appear. 10 Reboot your system if requested to do so. DEPLOYMENT PACKAGES 299 .9 When the uninstall procedure is complete. Click Finish.

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CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 301 .C h a p t e r 12 Configuring Application Integration for Hummingbird DM In This Chapter This chapter explains the steps necessary to configure and use applications with Hummingbird DM. These steps assume that you already have a Hummingbird DM library set up.

select Directory Monitoring from the Integration field drop-down list in Library Maintenance > Applications. Users can obtain documents by checking them in and out of the library. • • • • 302 CHAPTER 12 . and Adobe Acrobat documents in Hummingbird DM via a menu that is added to the application. Passive Integration This is an integration method that allows you to profile Microsoft Word. You will be prompted to profile the document when saving it to a monitored directory. Check in/Check out This disables native ODMA integration for applications. Note: As the Hummingbird DM administrator. Documents created with an application using Check in/Check out integration can be added to the library using the document import feature. To set up an application to use Directory Monitoring integration. Interceptor This is an integration method that monitors when Open and Save As dialog boxes are called. Active Integration. refer to the Hummingbird DM Webtop Help system. For more information on using applications with Passive Integration. The launch method will then need to be enabled in the Interceptor Settings.Integration Methods There are several ways to integrate applications with Hummingbird DM: • Active Integration Active Integration is a document management integration method that controls the Open and Save functions so that those features are directly integrated with the document management system. Microsoft Project. You can bypass Hummingbird DM and save documents using the native application menu commands. Applications monitored through Interceptor should be set to Full Integration in the application’s launch method in the DM Library Application table. Microsoft Excel. Refer to “Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes” on page 332. or Passive Integration. you can restrict access to native application dialog boxes. Directory Monitoring This is a method that tracks documents created in applications not integrated with Interceptor.

• ODMA Integration Use this integration for ODMA compliant applications not already shown in the DM Library Applications table. The integration options available for use with Hummingbird DM are also shown. For more information.Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration. refer to “Creating a Deployment Package” on page 281. refer to “Selecting Launch Methods” on page 213.1 lists the applications predefined in the library that appear in the Components listing for deployment packages. For more information on setting up launch methods. Table 12. Table 12.1 Application Integration Components Component Integration Microsoft Word Microsoft Word Active Integration with Front-End Profiling with Cost Recovery Microsoft Word Passive Integration Check-in and Check-out only Microsoft Excel Microsoft Excel Active Integration with Front-End Profiling with Cost Recovery Microsoft Excel Passive Integration Check-in and Check-out only Microsoft PowerPoint Microsoft PowerPoint Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Microsoft Project Microsoft Project Active Integration Microsoft Project Passive Integration Check-in and Check-out only Adobe Acrobat Adobe Acrobat Passive Integration Check-in and Check-out only CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 303 .

2 shows other applications that are predefined in the Hummingbird DM library and may be integrated with Hummingbird DM without additional setup. Must be enabled through Interceptor. Component CiteRite for Windows DeltaView Full Authority for Windows Lotus 1-2-3 304 CHAPTER 12 . Table 12. Refer to the DeltaView documentation for information on using the DeltaView product with Hummingbird DM. Refer to Using Hummingbird DM for more information on using Full Authority.WordPerfect WordPerfect Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Quattro Pro Corel Presentations Microsoft Visio Lotus WordPro Check-in and Check-out Interceptor Check-in and Check-out only Interceptor Microsoft Visio Active Integration Check-in and Check-out only Lotus WordPro Active Integration Check-in and Check-out only Integration Options for ODMA Integration Interceptor Utility Other Applications Directory Monitoring Table 12.2 Other Integrated Applications Notes Refer to Using Hummingbird DM for more information on using CiteRite.

Launch methods previously used by your organization will be disabled. as shown in the example below. Many of the new applications added to the database utilize Dynamic Data Exchange (DDE) settings to communicate with Hummingbird DM.1 launch methods are enabled by default. To see this feature.15.1 database. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305 .3 through Table 12. The Hummingbird DM 5. You will need to manually enable these applications by clearing the disabled check box in DM Admin>Validation Tables>Applications.1.Applications Using DDE Settings When you regenerated your library for use with Hummingbird DM Suite 5. for settings provided with the Hummingbird DM installation program. select DM Admin > Validation Tables > Applications and select the desired application. log on to Hummingbird DM. launch methods for supported applications were added to the Hummingbird DM 5. refer to Table 12. In the event that you need to modify or update these settings in the future.

Your library may contain multiple launch methods for the same product.0 DDE Settings . refer to “Selecting Launch Methods” on page 213.0 Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Acrobat 4. being sure to disable any launch methods that are no longer valid for your organization. you may want to edit the titles of application launch methods to be more specific in order to assist end-users that will be installing deployment packages or optional components.0x and 5. Additionally.0 DDE Settings .3 Acrobat 4.Important: Launch methods used in previous versions of Hummingbird DM or DOCS Open products may still be present in your DM Library.0x and 5.0x and 5.Open Application Name Topic Name Command Command (not running) ACROVIEW CONTROL [FileOpen(“%1”)] [FileOpen(“%1”)] Acrobat 4. DDE Settings for Adobe Acrobat Table 12.Print Application Name Topic Name Command Command (not running) AcrobatPowerDOCSPlugin AcroExch.Document [FilePrintSilentEx("%1") [FilePrintSilentEx("%1")][AppQuit] 306 CHAPTER 12 . You should review all the launch method settings in the library to insure that integrated applications are properly configured. For more information on setting up and editing launch methods.

4 Microsoft Excel 2000 and XP Launch Method Settings for Active and Passive Integration ODMA Compliant Integration Type Command Line Parameters Microsoft Excel DDE Settings .DDE Settings for Microsoft Applications Table 12. ""1""'")] [RUN("'DDEPrint ""%1"". you need to set the applications as being compatible to one another. Table 12.Open Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEOpen ""%1""'")] [RUN("'DDEOpen ""%1""'")] Microsoft Excel DDE Settings . remove the /ND from CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 307 .Print Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEPrint ""%1"". ""0""'")] Note: If your users will be importing Excel documents into Word.5 Microsoft Word 2000 and XP Launch Method Settings for Active Integration and Passive Integration ODMA Compliant /ND Integration Type Command Line Parameters Note: To have Word open with a blank document.

DDEOpen(“%1”)] Microsoft Word DDE Settings . None 308 CHAPTER 12 .DDEPrint (“%1”.Print Application Name Topic Name Command Command (not running) WINWORD SYSTEM [DDE. Background Saves and Background Printing should be disabled.Open Application Name Topic Name Command Command (not running) WINWORD SYSTEM [DDE.DDEPrint (“%1”.Command Line Parameters. Table 12. you need to set the applications as being compatible to one another. The setting /ND indicates ‘no document’.Open.DDEOpen(“%1”)] [DDE. “1”)] [DDE. “0”)] Note: When integrating Microsoft Word. If your users will be importing Word documents into Excel.6 Microsoft PowerPoint 2000 and XP Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Microsoft PowerPoint DDE Settings . Microsoft Word DDE Settings .

Table 12.Open Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEOpen "%1" DDEOpen "%1" Microsoft Project DDE Settings .8 Microsoft Project 2000 and XP Launch Method Settings for Active and Passive Integration ODMA Compliant Integration Type Command Line Parameters Microsoft Project DDE Settings .Print Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEPrint "%1".SHOW Print Print Application Name Topic Name Command Command (not running) Note: To enable printing when using Microsoft PowerPoint XP. Table 12. 1 DDEPrint "%1".7 Microsoft PowerPoint DDE Print Settings AIM POWERPOINT. 0 CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 309 . be sure to download and install Microsoft Office XP Service Pack 2.

None Microsoft Visio DDE Settings .9 Microsoft Visio 2000 and XP Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Microsoft Visio DDE Settings .Microsoft Visio DDE Settings Table 12.Drawing Print Print 310 CHAPTER 12 .Print Application Name Topic Name Command Command (not running) AIM Visio.Open.

clear the Use enhanced file dialogs option: In Quattro Pro. the registry files have been provided to you on the Hummingbird DM Suite 5. this will automatically disable ODMA integration. Active integration will not work unless these Corel service packs are installed. clear the Use enhanced file dialogs selection. As the administrator. In Presentations. in the …Tools\DM Extensions folder. Integrating Quattro Pro and Presentations To integrate Quattro Pro and Presentations with Hummingbird DM. From the Options tab. From the File Options tab.11 on page 313 and Table 12.1 CD-ROM. Quattro Pro: [HKEY_CLASSES_ROOT\QPW] [HKEY_CLASSES_ROOT\QPW\ODMA32] Presentations: [HKEY_CLASSES_ROOT\PRESENTATIONS] [HKEY_CLASSES_ROOT\PRESENTATIONS\ODMA32] 2 Within each application.Application Integration for Corel Applications Prior to using Corel Suite applications with Hummingbird DM. set up Interceptor launch methods in the DM library. The settings needed to do this are shown in Table 12.12 on page 314. To assist you with this. select Tools > Settings > Environment. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 311 . you should include these files in a deployment package along with the Interceptor registry file that enables the application. clear the Use enhanced file dialogs selection. you will need to disable ODMA integration. select Tools > Settings. contact Corel to obtain the latest service packs. and enable the launch method in Interceptor. Note: If you initially install Check-in and Check-out integration for Quattro Pro and Presentations. These files would be added to the deployment package as a custom component. Disabling ODMA Integration for Corel Suite Applications 1 Disable ODMA for each application by adding the following Keys to the Windows Registry.

For more information on setting up launch methods.Open Application Name. Table 12. refer to “Selecting Launch Methods” on page 213.10 WordPerfect 9 and 10 Launch Method Settings . version 9 Application Name.Open Integration Type Command Line Parameters WordPerfect 9 and 10 DDE Settings . version 10 Topic Name Command Command (not running) WPWin9_Macros WPWin10_Macros COMMANDS FileOpen("%1") WPActivate FileOpen("%1") WPActivate ODMA Compliant WordPerfect 9 and 10 DDE Settings . version 10 Topic Name Command Command (not running) WPWin9_Macros WPWin10_Macros COMMANDS FileOpen("%1")Print()CloseNoSave(1) FileOpen("%1")Print()CloseNoSave(1) ExitWordPerfect() 312 CHAPTER 12 . version 9 Application Name.Print Application Name.

Open Application Name Topic Name Command Command (not running) QPW SYSTEM [open("%1")] [open("%1")] Full Integration Quattro Pro 9 and 10 DDE Settings .Print Application Name Topic Name Command Command (not running) QPW SYSTEM [print("%1")] [print("%1")] CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 313 .Open Integration Type Command Line Parameters Quattro Pro 9 and 10 DDE Settings .11 Quattro Pro 9 and 10 Launch Method Settings .Table 12.

Table 12.Print Application Name Topic Name Command Command (not running) PRESENTATIONS COMMAND ShellPrintTo("%1") ShellPrintTo("%1")FileExit() 314 CHAPTER 12 .Open Application Name Topic Name Command Command (not running) PRESENTATIONS COMMAND ShellFileOpen(“%1”) PRActivate() ShellFileOpen("%1") PRActivate() Corel Presentations 9 and 10 DDE Settings .12 Corel Presentations 9 and 10 Launch Method Settings Integration Type Command Line Parameters Full Integration /ddeex Corel Presentations 9 and 10 DDE Settings .

rightclick on the toolbar.DDE Settings for Lotus Applications Table 12.Open. None Lotus 1-2-3 97 and Millennium DDE Settings .13 Lotus 1-2-3 Launch Method Settings . after Hummingbird DM is installed you will need to reset your toolbars so that the "PC DOCS" toolbar reference is removed. then clear "PC DOCS".Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print Table 12. None Lotus 1-2-3 97 and Millennium DDE Settings . Lotus 1-2-3 97 and Millennium DDE Settings .Print Integration Type Command Line Parameters Full Integration %FULLPATH Lotus 1-2-3 97 and Millennium DDE Settings . Simply launch Lotus 1-2-3.Open Integration Type Command Line Parameters Full Integration %FULLPATH Note: If you have Lotus 1-2-3 97 integrated with DOCS Open.14 Lotus 1-2-3 Launch Method Settings .Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 315 .Open.

Table 12.15 Lotus WordPro 97 and Millennium Launch Method Settings Integration Type Command Line Parameters Lotus WordPro DDE Settings . None 316 CHAPTER 12 .Open Application Name Topic Name Command Command (not running) WORDPRO SYSTEM [QuickOpen("%1")] [QuickOpen("%1")] ODMA Compliant Lotus WordPro DDE Settings .Print.

Open Application Name Topic Name Command Command (not running) PCDIMG Commands OPEN("%1") OPEN("%1") DOCS Imaging DDE Settings .16 DOCS Imaging Integration Type Command Line Parameters Full Integration -f%FULLPATH DOCS Imaging DDE Settings .DDE Settings for Other Applications Table 12.Print Application Name Topic Name Command Command (not running) PCDIMG COMMANDS PRINT("%1") PRINTEXIT("%1") CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 317 .

This is an integration method that allows you to profile Microsoft Word. For more information on using applications with Passive Integration. When you use Directory Monitoring. The following options are available for Directory Monitoring. Microsoft Folder. Passive Integration Check-in/Checkout Directory Monitoring 318 CHAPTER 12 . see “Setting Up Applications” on page 206 in the Hummingbird DM Administration Guide. Documents created with an application using Check-in/Check-out integration can be added to the library using the document import feature. You can bypass Hummingbird DM and save in the native application using standard menus. there may be some unintegrated applications you want to use with Hummingbird DM.Setting Up Application Integration Application Integration is set up via the DM Server Admin Tools Library Maintenance application. refer to the Hummingbird DM Help system. You can use the Application Maintenance utility to edit these settings. or create alternate methods for launching an application. and Adobe Acrobat documents in Hummingbird DM via a menu that is added to the application. Users can obtain documents by checking them in and out of the library. Application Settings. add applications. Microsoft Excel. When you are setting up Application Integration for your site. In the Application Maintenance section you will find a listing of applications already set up to be used with Hummingbird DM. Active Integration Active Integration is a document management integration method that controls the Open and Save functions so that those features are directly integrated with the document management system. Directory monitoring is an option for unintegrated applications only. Select Directory Monitoring as the integration type. you will be prompted to profile the document when it is saved to a monitored directory. For more instructions on setting up applications in Application Maintenance. This disables native ODMA integration for applications. Directory Monitoring is set up in Library Maintenance.

Enter the path where you want the File Monitor to look for new documents. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 319 . refer to the Hummingbird DM Administration Guide. Interceptor Interceptor is the module that monitors when Open and SaveAs dialog boxes are called for specific applications integrated with Hummingbird DM. • • For more information on setting up application integration with directory monitoring.• Monitor Directory: This option is available only if you choose to use Directory Monitoring. It is represented by the system tray icon that is displayed when the user starts Hummingbird DM. If you leave this field blank. Interceptor can be installed as part of a deployment package or selected as a component from the My Options page in Hummingbird DM Webtop. Prior to integrating an application with Interceptor. a launch method must be created in Library Maintenance. refer to “Selecting Launch Methods” on page 213. Include Subdirectories: Select this check box if you want the File Monitor to also check the subdirectories of the Monitor Directory. the Monitor will list no documents. For more information on setting up launch methods. Applications that are not currently integrated can be added to Interceptor manually. The next section in this manual will give you detailed instructions on setting up applications using Interceptor. Filename Mask: Use this option to enter the file name masks you want the File Monitor to either look for or exclude.

you must create a launch method using the Hummingbird DM Administration Tool. Launching Interceptor 1 Select Start > Program > Hummingbird > DM Extensions > Interceptor.The Interceptor Module The Interceptor allows you to integrate new applications that do not already exist in Interceptor’s list of launch methods. The Hummingbird DM Interceptor dialog box appears. If you are not logged on to Hummingbird DM. 3 Double-click the Interceptor icon in the system tray. 2 Once you are logged on to Hummingbird DM. the Interceptor will already be running. Proceed to step 3. Prior to enabling an application in Interceptor. the Interceptor program icon is displayed along the bottom right corner of the desktop. Note: If you are logged on to Hummingbird DM Extensions. the Logon dialog box appears. in the system tray. 320 CHAPTER 12 .

displaying all applications that are set to Full Integration.You can switch to a remote library by clicking the down arrow of the Library combo box. The launch methods for the library you are logged on to are displayed by default. complete the following fields: CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 321 .It contains a list of launch methods that are stored in Application Maintenance. using the instructions in “Launching Interceptor” on page 320. this list appears in the active window. The application you are configuring will not appear in the list until you complete the subsequent steps and restart Interceptor. The Hummingbird DM Interceptor window appears. Configuring New Applications for Interceptor To configure a new application in Interceptor: 1 Launch Interceptor. Click Add to add a new application. This window will be empty if you have never configured a new application in Interceptor. Note: Only applications that use Full Integration are listed. If you have previously integrated new applications. 3 With the Common Properties tab selected. 2 Click the Application Settings tab.

If these Application IDs do not match.— Application ID: Specify the Application ID you chose when creating this application’s launch method in Application Maintenance. 4 Click the Window Properties tab. — Description: Specify the application name in this field. 322 CHAPTER 12 . Hummingbird DM may have trouble reconciling the application with its launch method. We highly recommend leaving these boxes selected. This tab has two Autodetect check boxes that are selected by default. If you clear these boxes. — Keyword: Specify the Application ID you chose when creating this application’s launch method. If you leave them checked. Hummingbird DM attempts to match the value(s) in the Keyword field to words in the Launch Methods. Interceptor attempts to automatically detect all settings. you will have to enter all application settings manually.

This window will be empty until you add commands to be integrated with Interceptor. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 323 .5 Click the Application Dialogs tab to display the Dialogs window.

Dialog Type: Select the dialog type that most closely matches the nature of the dialog box you are integrating. Some applications may not support Import and Export. — Save As Select this type if you want the Document Profile form displayed so the user can profile and save the open document. Dialog Caption: Type the caption title of the dialog box. Fill out the fields as described. Some applications may not support Import and Export. the original document remains open. When this type is selected. the original document is replaced by the new one. — Import Select this type if you want the Search Results dialog box presented and the selected document opened into the current document. When this type is selected.6 Click Add to display the Dialog window. — Export Select this type if you want the Document Profile form displayed so the user can profile and save the exported document. This is useful for Microsoft Outlook and for graphics programs where you want to use the “Save Copy As” command. — Open Select this type if you want the Search Results dialog box presented and the selected document opened. 324 CHAPTER 12 .

CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 325 . 2 From the Launch Methods tab of the Hummingbird DM Interceptor window. complete the following steps to enable the integration. highlight the launch method for the application that you want to integrate and click Enable. and it is strongly recommended that you leave it selected. — The Application ID and Description fields are filled in by default. 1 Launch Hummingbird DM Interceptor.Not full caption: Select this check box if you want to use the same settings for several dialog boxes with equal functionality and similar headings. Autodetect: This check box is selected by default. as described in “Launching Interceptor” on page 320. Enabling Applications Within Interceptor After creating a launch methods in Application Maintenance and in Interceptor. The dialog box you configured appears in the Dialogs window. type the common part of the headings and select Not full caption. click OK and close the Application Settings dialog box. 7 Click OK to save your settings. 9 Your new application should appear in the Application Settings list. 8 When you have finished integrating commands. In the Dialog Caption field. You can repeat step 6 to configure other commands in this application. 10 Enable the application in Interceptor.

If you do not have the full path to the application in your system path. 3 Click Open. Once you have enabled each application that you want integrated.EXE) file. A green dot is then displayed next to the application.— Click the Browse button to ensure that your program path is correct. you can create a registry file that can be run on users’ workstations to duplicate the integration information that you have created on your workstation. indicating that the application is now set to be monitored by Interceptor. 5 Click OK to enable Interceptor to monitor the application’s launch method. See “Editing the Interceptor Launch Method Settings” on page 327. If the Program Path on the users’ individual workstations is different from the Location defined in Application Maintenance. you can accept the default of Only File Name. See “Exporting Interceptor Settings” on page 330. click the down arrow of the Use settings for drop-down list and select the correct application from the list. you need to point Interceptor to the application’s executable. 326 CHAPTER 12 . 4 In the Launch Method Settings dialog box. If this information is in your system path. 6 Click Close to exit Interceptor. select the Full Path option button before you select the executable (*. The Open dialog box appears.

you only need to enable one of those launch methods. Note: A yellow dot to the left of an application description means a setting (launch method) exists in the registry but is missing or incorrect in the database. 3 Click Disable. In Interceptor. 2 Select the application that you want to disable from the Launch Methods tab of the Hummingbird DM Interceptor dialog box. Specify only the file name of the executable in the Program Path field and select the Only File Name option on the Open dialog box. This allows more flexibility in the location of your users’ integrated applications. The green dot to the left of the application description will change to a red dot. you would have multiple launch methods set up. Reminder: You need launch methods configured in both Application Maintenance and Interceptor.EXE If you have users who have Excel installed on their D:\ drive. suppose you selected Microsoft Excel to be monitored by Interceptor and the Location defined in the Application Launch Methods is: …\Program Files\Microsoft\Office\Excel. as long as the executable is in the user's search path. indicating that the application launch method will no longer be monitored by Interceptor.Disabling Integration with Interceptor If you want to disable integration for an application that you have integrated with Interceptor. 1 Launch Hummingbird DM Interceptor as described in “Launching Interceptor” on page 320. complete the following steps. When you edit the launch method settings from Interceptor. For example. To edit the launch method that Interceptor will monitor: CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 327 . This allows Interceptor to monitor the application independent from where it is launched. your edits do not apply to Application Maintenance in the DM Administration Tools. Editing the Interceptor Launch Method Settings Interceptor allows you to edit the path to an application that Interceptor will monitor. You are only editing the path that Interceptor will monitor.

The path can be a whole or partial path or simply the executable file name. select the Full Path option button before selecting the executable (*. 328 CHAPTER 12 . The Open dialog box appears. If you do not have the full path to the application in your system path. Use Settings for: Select the appropriate launch method from this drop-down box. 2 Fill out the fields as described below: Program Path: Specify the path to the application that you want Interceptor to monitor. select the launch method that you want to edit and click Edit from the Launch Methods tab.1 From the Interceptor dialog box. Click Browse to ensure that your program path is correct.EXE) file. use the executable file name. Note: Click the Full Path button to save the information you enter in the Program Path field. If this information is in your system path. If you have a company whose individual workstations have different configurations. The Launch Method Settings dialog box is displayed. you can accept the default of Only File Name.

After making these changes. and a conflict occurs. users will be prompted to release the document after the designated time if an error occurs while opening it. If you accept the default. Wait n seconds before releasing document: The default value is 30 seconds. You can override the default value. Hummingbird DM will try to open the document for 30 seconds before prompting you to release it. users will be notified when an application format or a version incompatibility causes an error while opening a document. you can export your settings to a registry file for your users. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 329 . If this option is selected.Interceptor Settings The Interceptor Settings tab of the Hummingbird DM Interceptor dialog box contains three general settings that affect how Interceptor behaves when errors occur. For more information. refer to “Exporting Interceptor Settings” on page 330. If this option is selected. Show Confirm on Releasing Document: If you selected Open Document Notification. Hummingbird DM will lock the document and release it only if you have selected Show Confirm on Releasing Document. Open Document Notification: If this option is selected. you must also select this option.

3 The Export Settings dialog box appears.Exporting Interceptor Settings The Export option in Hummingbird DM Interceptor enables you to create a registry file that you can distribute to users to duplicate the Application Integration settings you created using Interceptor. This is the most common setting when exporting a registry 330 CHAPTER 12 . select Export. otherwise. 4 The default setting on this dialog box is All Settings. Only the applications that you enabled in Interceptor before creating the registry file will be enabled and actively integrated in the user’s Interceptor. If you select All Settings. you will need to distribute the file to individual users. This registry file should be included as a custom component to a deployment package. See “Importing a Registry File” on page 331. Hummingbird DM assigns a default file name for the registry file of InterceptorSettings. Export Settings: — All Settings This option exports application settings and launch method settings for all applications and all libraries. 1 Launch Hummingbird DM Interceptor as described in “Launching Interceptor” on page 320. We recommend that you leave this selected and click Export.reg. 2 From the Launch Methods tab of the Hummingbird DM Interceptor dialog box. The Save As dialog box is displayed.

The following dialog box appears. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 331 . Instruct your users to double-click the registry file(s). by default. by default. 5 Select a location for the registry file and click Save. where your library name is inserted. — Launch Method Settings for the Selected Library This option exports only the enabled launch methods for the currently selected library and creates a registry file named LibraryName. Importing a Registry File Inform your users of the location of the registry file to be imported. — All Launch Method Settings This option exports only the launch method settings for your applications and creates a registry file named LaunchMethodSettings.reg.reg. Selecting this option creates a registry file named InterceptorSettings. — Only Application Settings This option exports the settings that relate to application properties and creates a registry file named InterceptorAppDB.reg. by default. by default. confirming that the registry settings were installed on their workstation.file.reg.

Note: Disabling Native Save and Open dialog boxes and access to Interceptor work hand in hand. do not want to allow the users and/or certain groups in your organization to save documents outside of Hummingbird DM. Hummingbird DM is set up to allow users to open and save files both within and outside the document management system. enable (set to Yes) the Disable Native Open/Save option in the DM Administration Tool>System Parameters>Defaults or DM Administration Tool>Users and Groups>Groups>Features.Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes By design. If you. Users can also disable Interceptor integration on an application-byapplication basis using the Interceptor Setting menu or by using the Interceptor shortcut menu. The Settings option in Interceptor will be unavailable. as the Hummingbird DM administrator. You cannot disable one without disabling the other. Enabling this option will result in the following: • The Disable Native Save check box located in the Windows Explorer DM Options dialog box will be unavailable for modification. • 332 CHAPTER 12 .

"AUTHOR_FULL_NAME") //TypistID := GetProfileInfo(Profile. two sets of macros are included. See the previous chapter for more information on creating deployment packages. // Please. You can customize these macros for your organization and include them as a custom component to a deployment package. "DOCTYPE_FULLTEXT") //CreationDate := GetProfileInfo(Profile. "ABSTRACT") //Description := GetProfileInfo(Profile. If you want to include additional information in the footer. "CREATION_DATE") //LastEditDate := GetProfileInfo(Profile. The WordPerfect Footer Macro The WordPerfect Footer macro is added to the WordPerfect document template automatically when you install WordPerfect application integration. additional features are added. The section shown below will be found on page two.Hummingbird DM Macros for Microsoft Word and Corel WordPerfect When you install Hummingbird DM application integration for Microsoft Word and Corel WordPerfect. and Author ID. Proceed with step 1. "LASTEDITDATE") //Abstract := GetProfileInfo(Profile. uncomment lines to insert additional information into the footer //AuthorName := GetProfileInfo(Profile. and save the file. open the macro file in WordPerfect and scroll down to the second page of the macro. "TYPE_ID") //DocTypeDsc := GetProfileInfo(Profile. the footer will show the Document Name. Both macros allow the user to add Hummingbird DM information to the footer of a document. "DESCRIPTION") Remove the comment marks (//) from those items you want to have shown in the footer. There are separate macro files for Word 2000 and Word XP. "TYPIST_ID") //DocTypeID := GetProfileInfo(Profile. Instructions for using the features offered in these macros are found in Hummingbird DM Help. below. Document number.When the macro is installed in Microsoft Word. including the ability to use Hummingbird DM documents for mail merge. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 333 . When applied to a document. The macro will be accessible to your users through the Tools>Macro menu.

6 Choose the template that contains the macro from the Template To Copy From list box. 12 Click one of the following buttons: — Copy Copies only selected items in the Source list box — Copy All Copies all items in the Source list box 13 Click Close. then choose a template from the second list box.1 Click File > New From Folder. 10 Double-click the folder in which the macro is stored. 334 CHAPTER 12 . Distribute the new document template to your WordPerfect users. The default location for the file is …\Program Files\ Hummingbird\Hummingbird DM\Hummingbird DMFooter. 9 Choose the drive where the macro is stored from the Look In list box. 7 Choose Macros On Disk from the Object Type list box. 2 Choose a category from the first list box. 4 On the Template toolbar. click View>Toolbars. click the Browse button. 8 In the Macros On Disk section. 11 Click Select. 5 If the Template toolbar is not displayed.wcm. click the Copy/Remove Object button. You can do this by including this macro as a custom component in a deployment package. 3 Click Options > Edit WP Template. then enable the Template check box.

6 and 5.1 product. DELIVER_REC. Important: If you are upgrading from a version of a Hummingbird document management application prior to version 5. PARENTMAIL_ID. go to Tools>Options>Mail Format and clear the Use MS Word to edit e-mail messages check box. This integration method supports the storing of message parameters (for example: MAIL_ID. For all versions of Microsoft Outlook.Mail Client Requirements The e-mail clients supported for Hummingbird DM integration are: • • • Microsoft Outlook 2000 and XP GroupWise 5. Important: If you use Outlook XP. such as attachments and threads. The exception to this is if you are generating a new library using the Hummingbird DM 5. Hummingbird DM E-mail Integration for Microsoft Outlook allows you to search for related documents. See “E-mail Integration Settings” on page 359.5 and 6. • • GroupWise and Lotus Notes Mail messages and attachments are stored in Hummingbird DM as simple. E-mail Integration Options If you installed Hummingbird DM E-mail Integration.0. ATTACH_NUM. Refer to “Configuring Integration for Microsoft Outlook” on page 336. separate documents. the following features are available. you will not see the Insert from Hummingbird DM toolbar button.0x You can use the Hummingbird DM Client Deployment Utility to further customize Hummingbird DM E-mail Integration for Microsoft Outlook. you will need to add columns to the database and add some fields to the Profile form. MSG_ITEM. and use Microsoft Outlook. To use the Client Deployment Utility you must be a Supervisors Group member and have local administrator rights on your computer.0 Lotus Notes 4. and THREAD_NUM). To resolve this issue. Internet Mail mode should not be installed as it interferes with the installation of the Hummingbird DM Outlook Extension. By not using Word as your e-mail editor. MS Outlook The most complete integration method. you will be able to use the Insert from Hummingbird DM toolbar button and Passive Integration for Microsoft Word. in which case the additional columns are already CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335 .

336 CHAPTER 12 . The Select Field to Edit dialog box appears. See “E-mail Integration Settings” on page 359. then you must configure specific options using the Client Deployment Utility. 3 Highlight the PROFILE table from the Tables column and click New Column.present on the Profile form. Configuring Integration for Microsoft Outlook Configuring Hummingbird DM to support the enhanced integration for Microsoft Outlook is a multi-step process. The Edit Column Description dialog box appears. 2 Select Edit > Edit Data Dictionary or click the Database button on the toolbar. First the PROFILE table must be modified. select Programs > Hummingbird > Hummingbird DM Server 5.1 > Server Admin Tools > DM Designer. Adding SQL Columns Using DM Designer 1 From the Windows Start menu.

4 Specify the following information for the columns below. Length. and Object Type fields. click OK to add that column to the column list. Then click New Column and enter the settings for the next column. Column Name and Description MAIL_ID This is the message’s unique identifier and is used to detect a message saved to the library. Type. After entering information in the Column Name. String 60 Edit Type String Length 80 Object Type Edit CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 337 . PARENTMAIL_ID This is the unique identifier of a parent mail message in an email thread.

PARENTMAIL_ID. MSG_ITEM This column indicates that a message was saved with enhanced integration. Type Integer Length - Object Type Edit String 20 Edit Integer - CheckBox Integer CheckBox 5 After all columns have been added. add the columns to the Profile form. click Close to close the Select Field to Edit dialog box. Next. select File > Open Profile Form or click the Profiles button located on the toolbar. “Form Modification” in the DM Designer Guide. to your Profile form(s) and GROUP_DEF forms. and so forth.Column Name and Description THREAD_NUM This identifies a message’s position in a saved e-mail thread. The Available Forms dialog box appears. DELIVER_REC This column stores the delivery notification ID. 338 CHAPTER 12 . Refer to Chapter 2. ATTACH_NUM This identifies the position of an attachment in an e-mail message. It is recommended that you hide these fields once they have been added to the form. 1 In DM Designer. Modifying the Profile Forms You must add all columns such as MAIL_ID.

select each of the newly added columns and drag and drop them into the Profile form design. 3 From the SQL Columns window. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 339 . The form will open in edit mode.2 Select your Profile Form or Group Profile Defaults form from the Available Forms dialog box and click OK. placing the fields where you want them on the form.

it is necessary to refresh caches on the Hummingbird DM Server Manager program.4 After all the new columns have been added and placed on the forms. When asked if you want to save your changes. 5 Close DM Designer Note: After the columns have been added and saved. 340 CHAPTER 12 . select File > Close. select Yes.

C h a p t e r 13 Hummingbird DM Client Deployment Utility In This Chapter This chapter explains how Hummingbird DM administrators can use the Client Deployment Utility to manage Hummingbird DM features. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 341 .

Note: In previous versions.0.1 or higher must be installed on your computer in order to use the Client Deployment Utility. MMC version 1.0 and Microsoft Systems Management Server 2. it must be a part of the Administrators group. this utility was known as the Administration Tool. the account used to log on to the workstation must be a member of the local Administrators group. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface.0 Option Pack for Windows NT Server.0 shipped with Microsoft Windows NT 4. Alternately.2 shipped with Microsoft Windows 2000. the registry files can be provided to users who then merge these settings into their local registries. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. For Windows NT and Windows 2000.0 is supported only on Windows XP and Windows NET Server. MMC 1. MMC 1.1 shipped with Microsoft SQL Server 7. MMC 2. Follow the on-screen prompts. 342 CHAPTER 13 . Note: To use the Client Deployment Utility. These registry files can be placed in a deployment package and automatically installed. MMC 2.The Hummingbird DM Client Deployment Utility The Hummingbird DM Client Deployment Utility is designed to allow administrators to configure Hummingbird DM features and distribute these configuration settings to the end user by creating a set of registry snapshot files that represent the Hummingbird DM settings on the administrator’s computer.EXE. plug-ins. custom forms. To install MMC. • • • • MMC 1. add-ons. email integration.2 folder.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1. and much more. navigate to this folder and double click iMMC.NET Server. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility. Even if the account is a Domain Administrator. MMC 1.0 ships with Microsoft Windows XP and Windows.

log on to Hummingbird DM. Note: To use the Client Deployment Utility. 5 Continue expanding the tree until you can view all the options available to you. For Windows NT and Windows 2000. If necessary. click Start>Programs>Hummingbird>Hummingbird DM Extensions 5. 4 Click to expand the Plug-ins tree. Even if the account is a Domain Administrator. 3 Click the plus sign to expand the Hummingbird DM Client Deployment Utility tree.Starting the Client Deployment Utility The Client Deployment Utility is accessed through the Hummingbird DM Program Group. Refer to Chapter 11. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 343 . 2 The Microsoft Management Console will launch.1>Client Deployment Utility. Detailed descriptions of each option follow. 6 Select each option by clicking it one time. 1 On your Windows desktop. it must be a part of the Administrators group. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. the account used to log on to the workstation must be a member of the local Administrators group. The utility must be installed though a component or deployment package installation.

All registered plug-ins will be shown in the same order as their respective InsertAt registry entry.The Plug-ins Configuration Screen A plug-in is an extension module that provides additional functionality to Hummingbird DM. Highlight the plug-in and use the up and down arrows to move its position within the list. you can change the load order of the plug-in. If you have more than one plug-in installed. 344 CHAPTER 13 .

Check the desired boxes. Specify an exact path or use an environment variable such as %Temp% to specify the download directory. 1 The Download folder displays the folder that Hummingbird DM uses to manage in-process copies of documents. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 345 . 2 The settings for Quick Searches and Folders allow you to use the same column listing for all folders and all quick searches. The lookup button can be used to browse for the desired directory.Document Management Configuration There are three tabs of information in Document Management Configuration: • • • General Performance Logon Option The General Tab Basic document management settings are found on the General tab.

Shadow Document.3 Use the Quick Search List spin box to change the number of documents listed in the Search Results list. the user cannot control the number of documents that will be retrieved: all documents edited in the last 90 days will be shown. and Quick Save settings. 346 CHAPTER 13 . Note: If the Quick Search returns more items than the list box is configured for. These settings help optimize data caching in Hummingbird DM. click the check box. you have the option to use the default DM Server RED or clear the default option and indicate the number and age of documents displayed in the Recently Edited Documents list. 4 To change the documents displayed in the Recently Edited Documents list (RED). When DM Server RED is used. The Performance Tab Use the Performance tab to enter Cache and Chunk Factor. the results set will be truncated. 5 To allow users to save a document as a sub-version from any version or other sub-version. You can also manually enter an integer in this space. Logon.

2 To cache lookups and users and groups.Cache Settings 1 The Cache folder is the location where cache data will be stored on a user’s workstation. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 347 . Use the lookup button to browse for a different file location. Caching users and groups will cache the list used in the Access Control list. 3 The Cache on logon setting allows you to set the following cache settings: — No caching on logon — Balanced caching — Maximum caching — Custom caching 4 Except for the No caching on logon setting. the Cache on logon settings are stored in the Cache on logon dialog box. select the check boxes shown. as shown below. Click Settings to view the dialog box.

— Searchable. For each of the four settings. This parameter will be applied to the primary library. This parameter will be applied to remote libraries that are not set to be searched by default. This parameter will be applied to remote libraries that have Search by Default selected in Library Maintenance. See the next step in these instructions for more information on this setting.Inspect the three settings by selecting them from the Cache Level list. — Parameters from DOCSPARMS — Recently Edited Document list (RED) document numbers — Recently Edited Document list (RED) document properties — Users and Groups — User’s primary group parameters — User’s system ID and primary group — Terminology 348 CHAPTER 13 . 5 The Cache Parameters that can be adjusted are as follows: — Applications — Compatible applications — Document types — Form definitions — Forms — Launch methods — Lookup definitions — Lookups. you can modify the Pre-Cache parameters. The columns are defined as follows: — Primary. — Other.

From the Cache Settings window. 7 Click the Lookup button to view the Cache Lookups dialog box. USER_ORG. The available choices are: Parameter Applications Authors Document Types Keywords Library standard specific Other Description / Database Table APPS PEOPLE DOCUMENT TYPES %KEYWORDS CLIENT. USER_DEPT All other lookups 9 The “Cache on all forms” check box indicates whether lookups will be cached on all forms or only on the GROUP_DEF. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 349 . By default. 10 Click OK to accept these settings or click Cancel to disregard any changes that you have made. scroll down until you can see the Lookups setting. Click to select or clear the lookup options. MATTER.6 Individual lookup settings can be changed from the Cache Lookups dialog box. Select the setting. the check box is not selected for Cache Level None or Balanced. 8 The Cache lookups default dialog box settings will change depending on which Cache level was selected.

Enter the minimum number of days you want documents to remain on the local drive without being edited before being deleted. the users will be notified with a message that they should purge shadowed documents. the purge will be run automatically. Please refer to the section titled “Clean Shadow Check Box” on page 350. If Force Cleanup of Shadowed Documents is set to Yes. Clean Shadow Check Box If the Clean Shadow check box is left blank. If the Clean Shadow check box is selected. These settings are as follows: • Force Cleanup of Shadowed Documents. Enter the minimum allowed disk space on the local drive before shadowed documents are purged. • • 350 CHAPTER 13 . Select this box to have Hummingbird DM automatically purge shadowed documents from the local drive. Hummingbird DM will not delete shadowed documents during startup and will only delete shadow documents when specifically given the command to do so by selecting Options>Delete Shadowed Documents in the Windows Explorer DM Extension.11 The cleanup of shadowed documents can be controlled from the Clean Shadow check box. Minimum Local Disk Space (MB). This field is disabled if Shadow Documents to Local Library is set to No. Documents that are older than the Minimum Age For Delete (specified below) are deleted each time you start Hummingbird DM. Minimum Age For Delete (Days). This field is disabled if Shadow Documents to Local Library is set to No. If it is set to No. Hummingbird DM will clean shadowed documents according to the Cleanup Options section of Groups>Group Name>Attaché tab in Library Maintenance.

Remote Library> Shadow this library Yes Yes Yes Yes Yes Yes No No No No No No System Parameters> Attaché> Shadow local files No No No Yes Yes Yes No No No Yes Yes Yes Groups> Attaché> Shadow local files Default Yes No Default Yes No Default Yes No Default Yes No Is Shadowing On or Off? Off for everyone On for everyone Off for everyone On for everyone On for everyone Off for this group On for everyone else Off for everyone On for this group Off for everyone else Off for everyone On for everyone On for everyone Off for this group On for everyone else For more information on these Library Maintenance settings.The chart shown below gives examples of how the Shadow Document settings work to control document shadowing. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 351 . please refer to the DM Administration Tools Help system.

The Caching dialog box shows a progress bar and will show the details of the caching process if the Details check box is selected. clear the check box. Refer to the Hummingbird DM user documentation for additional information. To hide details. The setting can be controlled using the “Show cache progress form” checkbox on the “General” tab of the “Defaults” form in DM Extensions. click the Hide button.After Cache settings have been implemented. 1 To hide the progress bar during the caching process. 2 To view Details. users will see a Caching dialog box upon logging on to Hummingbird DM. click the Details check box. These settings also affect the Profile Security form. 3 The Details area of the Caching dialog box tracks the history of the current caching process. The exception to this will be when No caching on logon setting is being used. the library and status of that caching process. listing the cache being processed. 4 If the user does not wish to see the cache progress form the next time they log on to Hummingbird DM. 352 CHAPTER 13 .

Once the number of successful Logons reaches the defined value (stored in registry. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 353 . Quick Save The Quick Save setting allows your users to forego uploading Hummingbird DM documents every time they save their work. the document will be saved locally and uploaded to the document server when the application or document is closed. Using the spinner box control. Logon Settings The “Online logon wait timeout” field specifies the number of seconds Hummingbird DM waits while connecting to the DM Server machine. If the specified time has elapsed and Hummingbird DM is unable to connect to the DM Server machine. 7 by default). you can change the timeout value. This setting is off by default. It prevents rows from having to be sent back to the client one at a time. you may want to increase the value to retrieve more data or decrease this value to increase responsiveness. Instead. the number of successful log on attempts stored in the registry is reset to 0 and the Online Logon timeout field is increased by one. This setting is off by default. Hummingbird DM decreases the wait timeout value by 1 and resets the number of successful log on attempts to 0. Intelligent timeout works by measuring the time it takes Hummingbird DM to log on to the DM Server machine. if Hummingbird DM is not successful in logging on to the DM Server machine in the specified wait time. Conversely.Chunk Factor Settings The Chunk Factor setting on the Performance tab in the Client Deployment Utility refers to the number of rows that are sent in a group (or chunk) from the DM Server machine to the client. The Intelligent timeout check box enables or disables "Intelligent" setting up of Online logon wait timeout values. The default setting is 7 and can range from 2-15. a successful Logon is recorded in the registry. Hummingbird DM will display the Offline Logon dialog box.If this measurement is one increment less than the timeout value set in the Online logon timeout field. If you are experiencing performance issues.

the following message is entered in the field. Unauthorized access to or misuse of this system is prohibited and constitutes an offense. Tab to the text field. You are required to have a personal authorization from the system administrator before you use this computer and you are strictly limited to the use set out in that written authorization.The Logon Option Tab The Logon Option tab allows you to broadcast a message to Hummingbird DM users upon logging on to the Hummingbird DM system. Check box to signify agreement to above terms prior to accessing the system. 1 Select the Logon check box. This option does not require you to distribute a registry file. 3 Select Console>Save. You can edit this text. delete it. or append to it. Users will be required to accept the message in order to complete logon. 354 CHAPTER 13 . 2 By default.

the dialog box will look similar to this: Users must click Accept before they can log on to Hummingbird DM. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 355 .4 The next time your users attempt to log on to the system.

A ProgID.<Version>. chart items.Forms Configuration Use the Custom Forms section to designate which custom forms Hummingbird DM should display. For example.<Component>. To change to a custom form: 1 Select the form name from the Forms list. a spreadsheet can create worksheet items. or programmatic identifier. Each of these item types has its own CLSID that uniquely identifies it to the system. Each type of COM object item has its CLSID in the registry so that it can be loaded and used by other applications. separated by periods and with 356 CHAPTER 13 . 2 Enter the CLSID or ProgID of the form in the CLSID or ProgID field. and macrosheet items. The format of a ProgID is <Vendor>. CLSID and ProgID entries are found in the Windows registry under HKEY_CLASSES_ROOT A CLSID is a universally unique identifier (UUID) that identifies a type of Component Object Model (COM) object. Note: You must use the Hummingbird DM Extensions API (API) to create or modify custom forms. Each form is set to use the default Hummingbird DM internal form. is a registry entry that can be associated with a CLSID.

Document. you will not be able to use the Email Tree and Email Search features associated with enhanced e-mail integration. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 357 . Like the CLSID. the ProgID identifies a class. 3 To disable an event handler. The Attaché event handler cannot be disabled. If you disable the PDSearch event handler. Event Handlers Configuration Event handlers are custom components that extend the Hummingbird DM menu and provide additional functionality. but with less precision.6. 1 Select the event handler whose load order you want to modify. 2 Click the up or down arrows to the right of the event handler name to change the load order.no spaces. You can change the load order of the event handlers in this section. as in Word. clear the check box next to the name.

358 CHAPTER 13 .Integration Schemes Configuration The Integration Schemes Configuration section is located within the Application Integration folder. it disables it from the integration schemes that Hummingbird DM looks at when determining what an application can use. Note: Disabling an integration scheme in the Client Deployment Utility only affects Hummingbird DM integration. More specifically. it does not affect the integration scheme for a particular application. 1 To disable or enable an integration scheme. click the scheme name. 2 To change a scheme’s load order. select the check box to the left of the scheme type. then use the up and down arrow buttons to the left of the screen. Using this section you can enable or disable an integration scheme and change the scheme’s load order.

Prior to configuring e-mail integration for Microsoft Outlook using the Client Deployment Utility. Select Yes to apply to all the libraries.E-mail Integration Settings E-mail Integration can be configured in this section of the Client Deployment Utility. if you want to apply the settings to all libraries. You will be asked to confirm this selection. There are four tabs on the E-mail Integration dialog box: • • • • General Header Fields Dialogs Profile on Send Apply to All Libraries For all E-mail Integration settings. read “Mail Client Requirements” on page 335. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 359 . select the Apply to All Libraries button. No to cancel. E-mail integration must be installed on the same machine as the Client Deployment Utility so that you can access the E-mail Integration settings.

360 CHAPTER 13 . When integration is enabled. ATTACH_NUM. DELIVER_REC. the following e-mail clients will be integrated: — Lotus Notes. GroupWise Message parameters are not stored. This entry contains the E-mail User Group Name from Hummingbird DM.E-mail Integration . See “Mail Client Requirements” on page 335. Clear the check box to disable integration. PARENTMAIL_ID and THREAD_NUM) are stored. 2 Select the Integration check box if you want e-mail integration to be available. This helps to maintain Security and is optional. select the library for which you will set e-mail client integration. 3 Select the E-mail Group from the drop-down list. The messages and attachments are stored in Hummingbird DM as simple. MSG_ITEM. — Microsoft Outlook Outlook message parameters (for example: MAIL_ID.General Tab 1 Using the drop-down list. The Email Search and Email Tree options are available in Windows Explorer DM Extension and Microsoft Outlook DM Extension. separate documents.

This check box is only accessible if Microsoft Outlook is installed. 8 Using the drop-down list.Note: The group you choose will be added to the Current Trustees list for Document Access if you select the Grant Access to Email Users Group for the Apply Security combo box of the Save Email to Hummingbird DM dialog box. 4 Select the Profile form to be used for messages being saved to Hummingbird DM. select an Application to be associated with RTF messages. 7 Using the drop-down list. select the check box labeled Enable RTF Format. select the check box labeled Enable both formats. This setting is optional. To save RTF format messages. To enable both formats. These entries must be valid in the DOCUMENT TYPES table. 6 To set the Document type and Application for RTF messages. select the check box labeled Enable MSG format. 9 Repeat steps 7 and 8 for MSG format messages and unknown attachments. MSG messages. select a Document type for RTF messages. you must select each option in turn. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 361 . Messages will be saved with the specified Document Type and Application values. and unknown attachments. 5 To save MSG format messages for use with Microsoft Outlook.

362 CHAPTER 13 .Header Fields The Header Fields tab allows you to assign e-mail header information to a field on the Profile form. if you want to use the Subject field as a source for the ABSTRACT column. select the ABSTRACT column from the drop-down list. Select a SQL Column name from the drop-down list attached to each header field name. For example.E-mail Integration .

• The Save message body check box indicates whether or not the Save main message field of the Save to Hummingbird DM dialog box is selected by default. This feature works in conjunction with the Email Search and Email Tree features.Dialogs Tab The Dialogs tab allows you to configure Save Options. The Save e-mail threads check box indicates whether or not the Save e-mail threads check box is not selected by default in the Save to Hummingbird DM dialog box. the dialog boxes will HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 363 • • • • . if there is missing information that requires user input. and Insert Options for e-mail integration. The Delete e-mail after save check box indicates whether or not the Delete original document after save field of the Save to Hummingbird DM dialog box is selected by default. Attachment Options. The Save attachments check box indicates whether or not the Save attachments field of the Save to Hummingbird DM dialog box is selected by default.E-mail Integration . However. The Skip profiling forms while saving message(s) check box will suppress the Save to Hummingbird DM and Document Profile dialog boxes when saving an e-mail message.

• The Attachment document name drop-down list can have one of the following values: — Attachment File name Indicates that the default name of all attachments will be the attachment's file name. — Custom Comments Allows you to enter comments of your choice.still be shown. • The Message version comments drop-down list can have one of the following two values: — E-mail Subject Indicates that the default comment will be the information in the message subject field. 364 CHAPTER 13 . and the document status will be changed to being checked out. — Attachment File name Indicates that the default comment for all attachments will be the attachment's file name. The choices are: — Copy A copy of the Hummingbird DM document will be inserted as the attachment. The feature can also be enabled via the Save to Hummingbird DM dialog box when saving an e-mail message. • The Send drop-down list indicates the default value shown in the Insert Type column of the Insert from Hummingbird DM window. — E-mail Subject Indicates that the default name of all attachments will be the information in the message subject field. • The Attachment version comments drop-down list can have one of the following values: — E-mail Subject Indicates that the default comment will be the information in the message subject field. — Custom Comments Allows you to enter comments of your choice. — Copy and check-out A copy of the Hummingbird DM document will be inserted into the message.

1 Select the Profile on Send tab. Distribute the file to your users. If you do not select this check box. The recipient must have access to the correct document library in order to access the document. select the Profile e-mail message before sending e-mail check box. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 365 .— Reference A reference to the document will be inserted into the mail message. Note: To disable the feature. clear the check boxes and export a new registry file. 3 To insure that all sent messages are profiled. select the Require profiling sent e-mails check box. the user will be able to selectively use the feature.Profile on Send Tab This feature allows you to profile outgoing Microsoft Outlook e-mail messages and attachments. 2 To enable the feature. E-mail Integration .

select the item whose activity you want to log. 3 Select the directory to which the file should be saved.Logging Options The Logging Options section allows you to enable a variety of logging options and set the location of the log file(s). The log file name field will be filled automatically. 2 Select the Log check box. Click the Browse button to browse for another folder. 366 CHAPTER 13 . 1 In the Module field.

• • • • • • • • Profile Viewer Related Where Used DM WorkFlow Profile Versions Contents Description HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 367 .Add-ons Configuration An add-on is a Hummingbird DM user interface extension. Using this section of the Client Deployment Utility you can enable or disable addon products or change their load order.

For more information on the add-ons. click the tab name and enter a new name. 2 Select the add-on whose load order you want to modify. Custom Tabs Configuration Use the Custom Tabs section to manage custom tabs that appear in the Hummingbird DM window. 368 CHAPTER 13 . To enable a custom tab. Note: You must use the Hummingbird DM Application Program Interface (API) Toolkit to create or modify custom tabs. To rename a custom tab. To disable a custom tab. refer to “Viewing a Document or Profile Using Hummingbird DM Add-ons” in the Windows Explorer DM Extension Help. select the check box next to the tab name. 3 Click the up or down arrow to the right of the window to change the add-on position in the Hummingbird DM window. Note: You must use the Hummingbird DM Application Program Interface (API) Toolkit to create or modify add-ons. click the check box to clear it. 1 Click the check box to enable or disable an add-on application.

2 Click Export. 3 Select a file location for the registry file and name the file. Instruct your users to double-click the registry file(s). Click OK. Click Save. Tip: You can upload this registry file as a Custom Component. Include this component in a deployment package and it will be automatically applied to the client workstation when the deployment package is installed. inform your users of the location of the registry file to be imported. Importing a Registry File If you do not want to include the registry file in a Hummingbird DM deployment package or if you are providing a new registry file to your users. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 369 . confirming that the registry settings were installed on their workstation. you can export these settings to a registry file and distribute this master registry file to desktop users. A dialog box appears.Exporting the Registry File After you have set the Hummingbird DM Client Deployment options that you wanted to modify. 1 Return to the Client Deployment Utility Welcome screen by selecting the Hummingbird DM Client Deployment Utility level in the tree.

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P A R T 4 Appendices and Index In This Section This section contains Appendices A through D and the Index • • • • A—HTML file-rendering formats. D—Security Regeneration utility 371 . B—Performance Monitor settings C—Other DM Server admin tools.

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A p p e n d i x A HTML Rendering File Formats In This Appendix This appendix lists the supported file types for HTML rendering. HTML RENDERING FILE FORMATS 373 .

0 Versions through 3.01 Versions 5.0 SmartSuite 96.0 (some limitations) All versions All versions Version 1.1 All versions Versions through Release 2.0 Version 3.Word Processing Formats ANSI Text (7 & 8 bit) ASCII Text (7 & 8 bit versions available) Corel WordPerfect for Windows DEC WPS Plus (DX) DEC WPS Plus (WPL) DisplayWrite 2 & 3 (TXT) DisplayWrite 4 & 5 Enable First Choice Framework HTML IBM FFT IBM Revisable Form Text IBM Writing Assistant JustSystems Ichitaro JustWrite Legacy Lotus AMI/AMI Professional Lotus Manuscript Lotus WordPro (Win16 and Win32 / Intel platforms) Lotus WordPro (Non-Windows platforms .0.0 Versions through 4.0. and 9. 8.0 Versions through 4.0. 97.1 Versions through 3.text only) MacWrite II MASS11 All versions All versions Versions through 9.0. 6.0 374 APPENDIX A .5 Versions through 3.0 Versions through 3. and Millennium SmartSuite 97 and Millennium Version 1.1 Versions through 2.0 Versions 3. and 4.0. 4.0 Versions through 1.1 Versions through 8.

0 Versions through 5.0 Version 3.0 Version 1.02 through 3.0 Version 2.0 Versions through 4.0 Versions through 6.0 Versions through 2.0 to 6.0 Versions through 3.0 All versions Version 3.0 Versions A.0 Versions through 3.Microsoft Rich Text Format (RTF) Microsoft Word for DOS Microsoft Word for Macintosh Microsoft Word for Windows Microsoft WordPad Microsoft Works for DOS Microsoft Works for Macintosh Microsoft Works for Windows Microsoft Write MultiMate Navy DIF Nota Bene Novell Perfect Works Novell WordPerfect for DOS Novell WordPerfect for Mac Novell WordPerfect for Windows Office Writer PC-File Letter PC-File+ Letter PFS:Write Professional Write for DOS Q&A for DOS Professional Write Plus Q&A Write for Windows Samna Word SmartWare II All versions Versions through 6.0 Versions through Samna Word IV+ Version 1. B. and C Versions through 2.0 Versions 4.1 Version 2.02 HTML RENDERING FILE FORMATS 375 .0 Versions through 4.0 Versions through 7.1 Versions 1.0 Versions 4.0 through 98 Versions through 2000 All versions Versions through 2.

0 Versions through 7.0 Versions through 2.0 Version 1.0 Version 1.0 Versions through III Plus 376 APPENDIX A .6 Versions through Composer Plus Versions through 3.2 All versions Versions through 1.Sprint Total Word Unicode Text Volkswriter 3 & 4 Wang PC (IWP) WordMARC WordStar 2000 for DOS WordStar for DOS WordStar for Windows XyWrite Version 1.

0 Versions through 5.0 Versions through 5.0 Version 1.0 Version 3.1.0 Version 4.0 Versions through 2. 4.Spreadsheet Formats Enable First Choice Framework Lotus 1-2-3 (DOS & Windows) Lotus 1-2-3 for SmartSuite Lotus 1-2-3 Charts (DOS & Windows) Lotus 1-2-3 (OS/2) Lotus 1-2-3 Charts (OS/2) Lotus Symphony Microsoft Excel for Macintosh Microsoft Excel for Windows Microsoft Excel Charts Microsoft Multiplan Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Mosaic Twin Novell Perfect Works Quattro Pro for DOS Quattro Pro for Windows PFS:Professional Plan SuperCalc 5 SmartWare II VP Planner 3D Versions 3.0.0 Version 1.5 Version 2.2 through 2000 Versions 2.0 Versions through 9.0 Versions through 2.0 Versions through 2.0 Versions through 4.0 through 4.0 HTML RENDERING FILE FORMATS 377 .0 Version 4.0 SmartSuite 97and Millennium Versions through 5. and 2.02 Version 1.0.5 Versions through 3.0 Versions 3.0 Versions 1. and 4.0 Versions through 2.1.0.x through 7.0 Version 2. 98 Versions 2.0.

0 Version 1.3 Versions 3.0. 0 Versions through 4.0 Versions through 5.0.1 Version 3.0 Versions through 2.1 Version 1.0 Versions through 4.0 Version 2.0 Version 1. and 4.02 378 APPENDIX A .0 Versions through 2. 4.0 Versions through 2.Database Formats Access dBASE DataEase DBXL Enable First Choice FoxBase Framework Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Paradox (DOS) Paradox (Windows) Personal R:BASE R:BASE 5000 R:BASE System V Reflex Q&A SmartWare II Versions through 2.0 Versions through 3.x Version 1.0 Versions through 1.5 Versions through 3.0 Version 4.0 Version 2.

Micrografx Draw DXF (Binary and ASCII) AutoCAD Drawing Interchange Format EMF EPS Encapsulated PostScript * FPX . CALS.Standard Graphic Formats * Not available on Linux platforms Binary Group 3 Fax BMP (including RLE.1 Versions through 4.Computer Graphics Metafile DCX (multi-page PCX) DRW .Kodak Photo CD PCX Bitmap All versions Windows Corel Draw versions 2.0 No specific version All versions All versions No specific version Version 1.Kodak Flash Pix GIF .0 PC Paintbrush HTML RENDERING FILE FORMATS 379 .Portable Bitmap * PCD .0 through 9. Version 3.Graphics Interchange Format GP4 . CUR & OS/ 2 DIB) CDR (if TIFF image is embedded in it) CGM .Joint Photographic Experts Group format PBM .Micrografx Designer DRW .0 Microsoft Fax Version 3. ICO.0 ANSI.Hewlett Packard Graphics Language IMG .0 Versions through 14 Windows Enhanced Metafile If TIFF image is embedded in it No specific format Compuserve Type I and Type II Version 2.Group 4 CALS Format HPGL .GEM Paint JFIF (JPEG not in TIFF format) JPEG . NIST.

0 No specific version No specific version Macintosh Standard Version 1.Portable Pixmap PSP .Tagged Image File Format TIFF CCITT Group 3 & 4 VISO (Multi-page Page Preview mode only) WMF WordPerfect Graphics [WPG and WPG2] * XBM .Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS .X-Windows Bitmap * XPM . 5.Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG . 5.0.X-Windows Pixmap * XWD . 2000 Windows Metafile Versions through 2.1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4.0.Perfect Works (Draw) PGM .0 MacPaint No specific version Versions 5.Portable Graymap PIC .Sun Raster File Format Targa TIFF .Portable Network Graphics Internet Format PNTG PPM .0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .X-Windows Dump Novell version 2.

3.0 Versions 12 through 14 Vector and raster formats through Version 5.Adobe Illustrator File Format * CDR .AutoShade Rendering File Format Versions through 7.0 HTML RENDERING FILE FORMATS 381 .0 Version 1.OS/2 PM Metafile * PDF .0 Bitmap and Vector Version 5. 4.Corel Clip Art Format * DSF .0 Versions through 8.High-End Graphic Formats * Not available on Linux platforms * AI .Postscript * PSD .0.0 Version 2.1.Corel Draw CMX .0 Versions 5 through 6 Windows 95.Adobe Photoshop File Format * RND .IBM Graphics Data Format * GEM .AutoCAD Native Drawing Format * FMV .1 Version 3.FrameMaker graphics * GDF .Initial Graphics Exchange Specification * MET .IBM Picture Interchange Format * PS .0 Acrobat version 2.Portable Document Format * PIF .Micrografx Designer * DWG . Version 6.Graphics Environment Manager Metafile * IGES .0 Version 1.0 Level 2 Version 4.

0 and 7.0.0 Versions through 2000 Versions 4. 2.Presentation Formats * Not available on Linux platforms Corel Presentations Novell Presentations Harvard Graphics for DOS * Harvard Graphics Freelance for Windows Freelance for OS/2 Microsoft PowerPoint for Windows Microsoft PowerPoint for Macintosh Versions 8.0 Versions 3. and Millennium Versions through 2. 98 382 APPENDIX A .x and 3. 96.0 Versions 2.0.0.x Windows versions Versions 1.0 and 9. 97.

PERFORMANCE MONITOR SETTINGS 383 .A p p e n d i x B Performance Monitor Settings In This Appendix Hummingbird DM has two objects in the Windows NT Performance Monitor: • • Hummingbird DM Server Hummingbird DM Server Libraries This appendix explains the counters established for both objects and. where applicable. how these counters can be interpreted to gauge DM Server system performance.

Displays the number of active indexer threads. It is the sum of all results sets sent from the DM Server to clients. or performs some other operation where a list of documents is compiled. Shows the number of bytes being streamed to clients by the DM Server when downloading documents. it does not apply to full-text searches.Counters for Hummingbird DM Server The counters for this object apply to the entire server. DM Server creates a results set (sometimes called a rowset). Displays the current rate that documents are being full-text indexed. retrieves a list of recently edited documents. The counter reflects file I/O operations only. Active Interfaces Content received bytes/ Sec Content sent bytes/Sec Indicates how many clients are interfacing with the DM Server. Rowset Cache Size 384 APPENDIX B . The counter reflects file I/O operations only. Displays the current rate of documents being deleted from the full-text index. Shows the number of bytes being streamed to the server by clients that are uploading documents. Reserved for future use. When a client user executes a search. it does not apply to full-text searches. Reserved for future use. This counter is an indicator of how many searches are currently taking place. Full-Text Deleted Documents/Sec Full-Text Indexed Documents/Sec Full-Text Indexing Failures/Sec Indexer Thread Count Internal Counter Internal Rate Results set sent by bytes/ Sec Displays the current full-text indexing error rate.

Shows the number of SQL connections to the library that are specified in DM Server Manager. The Rowset Cache Size counter in the Performance Monitor indicates how much of this cache is being consumed. Transactions/Sec Worker Thread Count Reflects the current rate of transactions handled by DM Server. you need to increase the SQL connections for your library. SQL Objects used PERFORMANCE MONITOR SETTINGS 385 . On the Results tab in Server Manager. Counters for Hummingbird DM Server Libraries Each library selected in DM Server Manager has counters in the Performance Monitor. Internal Counter Internal Rate SQL Connection Cache Size SQL Object % Usage Reserved for future use. If the Performance Monitor shows your system is running at levels near 100%. This counter indicates how many connections in the cache are being used. The cache holds the results of all searches performed by DM Server. Each Hummingbird DM library has a SQL connection cache setting that specifies the number of open SQL connections to the database. Indicates the number of SQL objects currently in use. Used by Hummingbird development staff only. divided by the number of connections specified by the SQL Connection Cache Size option in DM Server Manager. See “The SQL-Connection Cache Size” on page 19 for instructions on changing the cache size. We recommend you increase the connections in increments of five until the SQL response time improves to an acceptable level. Reserved for future use.SQL Object % Usage Reflects the overall usage percent of the SQL Connection Cache. Represents the number of SQL connections currently being used. you can specify the maximum amount of virtual memory that can be used for caching of results sets (Maximum Total Size). It is an indicator of how busy the server is.

The Monitor will appear on the right.Adding Counters in Performance Monitor When you install DM Server. you can add any of the counters listed in this appendix to monitor your DM Server system performance. Select System Monitor from the tree. 386 APPENDIX B . Windows 2000 Server/Advanced Server Instructions To add an object: 1 2 Start Performance Monitor. From the Performance Monitor console. counters for Hummingbird DM Server and Hummingbird DM Server Libraries are automatically added to the Windows NT Performance Monitor. select the counter and click Add. Click the Add icon ( Counters dialog box: ) on the toolbar to display the Add 3 4 In the Performance object box. select one of the following Hummingbird objects: — Hummingbird DM Server — Hummingbird DM Server Libraries 5 In the Select counters from list box.

select the counter and click Add. Click the View Chart icon ( Counter icon ( ) on the toolbar. Start Performance Monitor.6 Continue selecting counters in this manner until all desired counters are added to Performance Monitor. Continue selecting counters in this manner until all desired counters are added to Performance Monitor. select one of the following Hummingbird objects: — Hummingbird DM Server — Hummingbird DM Server Libraries 4 5 In the Counter box. PERFORMANCE MONITOR SETTINGS 387 . Then click the Add Windows NT Server Instructions 1 2 ) to display the Add to Chart dialog box: 3 In the Object box.

A p p e n d i x

C
Other Server Admin Tools
In This Appendix
This appendix describes two server tools that are not documented elsewhere: • • Activity Log Purge (page 390) Add an External Library (page 392)

OTHER SERVER ADMIN TOOLS

389

Activity Log Purge
The Activity Log Purge utility allows the Hummingbird DM administrator to purge unnecessary records from the ACTIVITY-LOG table of a library. You have the option of archiving the purged records in a text file. From this file, you can restore purged records to the library from which they were deleted.

NOTE

The purpose of this utility is to delete records from a database. This type of activity imposes the inherent risk of data being lost. It is the responsibility of the Hummingbird DM administrator to ensure that this utility is used as intended. Though the utility attempts to prevent improper use through timely prompts, it cannot guarantee proper use.

Purging the Activity Log
To run the Activity Log Purge utility: 1 From the Start menu, run Programs>Hummingbird >Hummingbird DM Server>Server Admin Tools>Activity Log Purge. On the Activity Log Purge dialog box, select the following options:

2

Keep last [0] Days of Activity: The utility saves records created in the date range of today’s date minus the number of days you
390 APPENDIX C

specify here. To save this information for future executions of the utility, select Save Range. All Types: Select this option to select all activity types in the Select Types list. All Libraries: Select this option to select all libraries in the Libraries list. Save Range: Select this option to save the number specified in the Keep last [0] Days of Activity field for future executions of the utility. Archive to File: To archive the deleted activity-log records in a text file, specify a path and file name here. Click the table lookup button (...) to see your folder structure. The activity-log archive file contains columns of comma-delimited activity-log table records. Each column is separated by a percent sign (%)-delimited library name. Because multiple libraries can be processed during a single purge session, the archive file can contain archived records from multiple libraries. Do not modify the activity-log archive file, because you may need it to restore the purged records. Libraries: Select the libraries to be purged. To purge all libraries, select the option All Libraries. The total number of files that were deleted are displayed after the utility runs. Select Types: This pane lists the activity types tracked by the activity log. Select the activity types you want to purge. To purge all types, select the option All Types. 3 Click Start to initiate the purge utility.

To stop the purge utility before it finishes, click Cancel.

Restoring Purged Records
If you created an activity-log archive file, the records listed in the file can be restored to the library or libraries from which they were purged. To restore purged records: 1 Run the Activity Log Purge tool as described previously in “Purging the Activity Log” on page 390.
OTHER SERVER ADMIN TOOLS 391

2 3

On the Activity Log Purge dialog box, click Import. In the Import from File dialog box, enter the name of the activitylog archive file and click OK to start restoring the records.

To stop the import before it finishes, click Cancel.

Add an External Library
The Add An External Library tool lets you create a new library from an existing library. To create a new library using the Add An External Library tool: 1 From the Start menu, select Programs>Hummingbird>Hummingbird DM Server>Server Admin Tools/Add an External Library. Enter a name for the new library. A library name can be up to 20 characters in length but cannot contain spaces. Select your SQL vendor. If you want to copy the information in the DOCUMENTTYPES table, PEOPLE table, any industry-specific tables, and any tables added using DM Designer, select Duplicate All Validation Table Data. Click OK.

2

3

Depending on the database vendor you select, you are prompted to enter the appropriate connection and database information. See

392

APPENDIX C

the Hummingbird DM Suite Installation Guide for library generation instructions. When you have completed the SQL vendor-specific information, the Add Library utility creates the new library and copies the appropriate data. When library generation is finished, click OK.

OTHER SERVER ADMIN TOOLS

393

A p p e n d i x

D
Security Regeneration
In This Appendix
This appendix describes the Security Regeneration utility.

SECURITY REGENERATION

395

For Windows 2000/NT document servers. the utility processes only documents selected from the Search Results dialog box. and run the utility. Performing Security Regeneration To run the Security Regeneration utility: 1 2 3 Perform a profile search to obtain a list of the documents for which you want to reapply file-level security. the user must have a NetWare Administrator or equivalent account and be a member of the DOCS_SUPERVISORS group to run Security Regeneration. or leave the field “Time to start processing” blank to start processing as soon as you 396 APPENDIX D . To avoid checking every document. choose Options>Security Regeneration. The Security Regeneration utility provides a method for reapplying the trustees. the user need only be a member of the DOCS_SUPERVISORS group. It does this by selecting each profile from the library and reapplying security at the NOS level for each version of that profile’s document. With the search results displayed in the Quick Retrieve dialog box. The user must be a member of DOCS_SUPERVISORS in order for Security Regeneration to appear as an option. The utility can also be used when a user leaves your organization and you want to give a new user rights to his or her documents. The Security Regeneration utility is run from the Windows Explorer and Microsoft Outlook DM extensions. Simply perform a profile search on any documents for which you need security regenerated. For NetWare document servers. Enter a time for the utility to begin processing. The Security Regeneration utility checks the network-operatingsystem (NOS)-level security of documents to verify that security at the NOS level is the same as the access rights assigned on the document profile. file-level trustees are often lost.About Security Regeneration When an organization must recover documents from backup (as opposed to their DM archive).

click OK. NOTE SECURITY REGENERATION 397 . Because the utility generates heavy document-server activity. do so as an administrator or supervisor who will have access to all files and directories being processed. Click OK. click OK. that command will be detected when the utility starts processing the next batch of documents. 4 When the utility is finished. we recommend that you run it when demands on the document server are low. If you are prompted to log in to other libraries or document servers. it may continue to run for a short while. If you press Cancel. The utility processes profiles in batches of 250. This means that after you cancel the utility.

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B back-end profiling Creating a profile after creating a document. Add An External Library utility A Hummingbird DM tool that creates a new library from an existing library. box A Hummingbird RM term designating an entity that contains file parts. GLOSSARY 399 .”) active integration An Application Integration method that controls the Open and Save functions so that those features are directly integrated with the document management system. Activity Log Purge utility A Hummingbird DM tool to purge unnecessary records from the ACTIVITYLOG table of a library. and Add to Attaché on certain pages of DM Webtop. attachment A document can have any number of attachments. (ACL security is sometimes called “discretionary security. Print. A Microsoft product and file type for building applications for Internet Information Server. such as Open. Mail. A component of the Document Profile that specifies who can access the document (trustees) and the operations they can perform. Attaché A feature that lets users work with documents while disconnected from their network. notes on a project or automatic redline results. Also called post-profiling. API application programming interface.Glossary ASP A ACL access-control list. Application Integration A Hummingbird DM feature that provides additional functions. which are essentially response documents or edited documents—for example. author The user who creates a document and its profile. Active Server Pages. See also file part.

This is a Windows feature that allows two programs. compatible application A third-party software application that processes files produced by another application. common SQL logon account A SQL username/password created during library generation that is used by DM Server to access the library to carry out user transactions.C Check-in/Check-out A feature that keeps track of documents users have copied from the system or locked on the system. Users can obtain documents by checking them in and out of the library. spreadsheets. 400 content search See full-text search. such as Hummingbird DM and an integrated application. Cost Recovery tool A Server Admin Tool to extract information from the library for the purposes of client billing. it is added to their current library. Check-in/Check-out integration An application-integration method that disables native ODMA integration for applications. components Documents (word processing files. Client Deployment Utility A Hummingbird DM tool for configuring various document management functions and distributing registry settings to users. Documents created with an application using Check in/Check out integration can be added to the library using the document import feature. customization Modifying the look and function of DM Webtop. DCOM Distributed Component Object Model. etc. D Database Import tool A Server Admin Tool to enter data from an electronic file into a Hummingbird DM library’s tables. When a Hummingbird DM client user logs on.) or sub-folders that are assigned to a folder. current library The library that the user is currently accessing. See also DOCSADM account. A Microsoft protocol that handles connections between clients and remote servers. images. . DCOM performs an authentication procedure to verify that the user has rights to DM Server. to share data or send commands directly to each other. DDE Dynamic Data Exchange. noting when the documents will be returned. through either DM Admin or by writing custom code. When users create a document.

DM Server service A Windows 2000/NT service under which DM Server runs. DM Designer A Server Admin Tool to modify standard Hummingbird DM entry and display forms and to create or modify tables in the Hummingbird DM library. DM API A Hummingbird DM software component that handles connections between Hummingbird DM clients and servers. installed with DM Web Server. DM Extensions API A Hummingbird DM software component that handles connections between Hummingbird DM clients and servers. DM Indexer The Hummingbird DM full-text indexing and search module. DM Server A Hummingbird DM component that handles user transactions against the repository. GLOSSARY 401 . it can be installed automatically or manually by individual users in the assigned group. DM Server Manager A program installed with DM Server that lets the Hummingbird DM administrator set the properties for DM Server. DM Server service account The Windows 2000/NT administrator account under which the DM Server software runs. and. which includes SearchServer. It also handles communication between the Hummingbird DM client and integrated applications. through SearchServer. DM Extension for AutoCAD A Hummingbird DM companion solution that integrates AutoCAD with Hummingbird DM. deployment package A list of custom instructions configured by the Hummingbird DM administrator to install Hummingbird DM software and settings on user workstations. DM Admin The Web-based administration tool for Hummingbird DM. directory monitoring An Application Integration method under which Hummingbird DM tracks documents created in an unintegrated application session and prompts users to profile documents upon exiting the application. manages the list of libraries and full-text indexes that users can use. DM HTTP Service A file-transfer channel that transfers DCOM calls between clients and servers. Once a deployment package is created and assigned to a user group.default library The library users connect to if they do not specify a library when they log on to Hummingbird DM. maintains full-text indexes and carries out user search requests.

DM WorkFlow Server Components Hummingbird DM WorkFlow software installed on a server with access to DM Server. . Document Profile The record of a document stored in the Hummingbird DM repository. The profile may also indicate which users have rights to the document. DOCS Open Hummingbird’s two-tier document management system released prior to development of Hummingbird DM. DOCSADM account A SQL logon account that is the owner of all database objects and has administrative privileges to the database. The DOCSADM password is necessary to access Login Control in Library Maintenance and DM Designer. It notes the document’s author. DM WorkFlow Client Component Hummingbird DM WorkFlow software on the DM Web Server. customization of the DM Webtop. and creation of deployment packages for users. DOCS_SUPERVISORS group The Hummingbird DM library group account whose members have administrative privileges. and archival status.DM Viewer The document viewer for the DM Webtop. Document Import tool A Server Admin Tool that performs mass import of documents into Hummingbird DM. the dates it was created and last edited. 402 DOCSFusion Hummingbird’s multi-tier document management system released prior to development of Hummingbird DM. DOCS_USERS group The Hummingbird DM library group account in which all Hummingbird DM users are members. and what those rights are. See also common SQL logon account. location. DM Web Server A web-based component that runs the DM Webtop and is used for administration of the library. Allows users to view any document type found in a library. document path template A library parameter where the Hummingbird DM administrator defines the directory structure for storage of documents. including the DM WorkFlow Extension for inclusion in deployment packages. versions. DM Webtop The Web browser interface for Hummingbird DM. even if the associated application (for example: Microsoft Word or WordPerfect) is not installed on the user’s workstation.

file part A Hummingbird RM term designating a subdivision of a file that contains one or more documents GLOSSARY 403 E e-Clip plug-in A feature that allows users to access predefined items such as specified folder content. DSA Document Sentry Agent. . Words are enclosed in double quotation marks to designate explicit syntax for the search.document preview A short HTML file containing the initial text or data of a stored document. document server An area designated for storage of documents in a Hummingbird DM repository. F failover A Hummingbird DM feature that switches Hummingbird DM client users from one DM Server to another server if the initial server fails for any reason. and custom searches. A Windows 2000/ NT service that prevents access to documents outside of Hummingbird DM. document shadowing A feature that saves a copy of a document on the user's workstation to prevent down time in the event the server is unavailable. The sole access is through Hummingbird DM clients. This applies to e-mail notifications as well. explicit syntax A literal interpretation of words entered into a full-text search. Easy Search A DM Webtop feature that allows you to quickly search for a phrase or set of words in a document's content or Document Name. workspaces. public folders. event notification A feature that allows users accessing DM Webtop through the Hummingbird Portal to define an event that will result in a wireless message being sent to the user. document type A Hummingbird DM library parameter that defines storage instructions and other characteristics of a document. document retention date The date when a physical document is to be removed from the document server. See also FOLB and load balancing. where the access rights set up by the document’s author apply. e-mail integration The ability to integrate popular e-mail applications with Hummingbird DM to allow e-mail messages and attachments to be saved to a library.

HTML rendering The ability to display documents of various file formats in HTML format. Also called preprofiling. See also failover and load balancing. folder A container that holds documents and/or subfolders in an ordered fashion.file plan A Hummingbird RM term designating a controlled set of terms that allows users to index and retrieve files. Also called content search. full-text search Allows the user to search the actual contents of documents and Document Profiles for words or phrases in order to locate specific documents. Also known as search-results. 404 H HCS Hummingbird Core Services. A Hummingbird component on the HCS server(s) that is required for Hummingbird Collaboration. Hummingbird Collaboration DM Server Integration A Hummingbird Collaboration component on the Hummingbird DM server. Hummingbird Collaboration™ A Hummingbird product that lets users share documents in the Hummingbird DM repository with users who are not members of the Hummingbird DM library. FOLB failover and load balancing. and records. Folder membership A feature that provides a list of projects to which a document has been assigned. documents. front-end profiling Creating a profile before creating the document. Hummingbird Collaboration PageServer A Hummingbird Collaboration component residing on the same machine or a separate machine from the other Hummingbird Collaboration/DM/HCS servers. . The index is created by SearchServer and can be searched by users to find documents and Document Profiles containing specified words or phrases. HTML forms An HTML version of certain pages of the DM Webtop user interface. Each folder and subfolder has an associated Document Profile. hit list The list of documents displayed after the user performs a search. full-text index A database of words and phrases in a library’s documents. A feature that allows a cluster of Hummingbird DM servers that share processing of user transactions.

Hummingbird RM client component A Hummingbird RM component on the DM Web Server that contains the RM Extension for inclusion in deployment packages. GLOSSARY 405 . Hummingbird DM WorkFlow™ A Hummingbird DM Companion Solution that supports electronic routing of documents across an organization. Hummingbird Core Services (HCS) server In the Hummingbird DM context.Hummingbird Collaboration Server A Hummingbird Collaboration component installed on the same server as Hummingbird Core Services. Import A feature that allows users to bring individual documents into Hummingbird DM. Hummingbird KM™ An integrated suite of Hummingbird software that lets users conduct single. control. allowing easy access to the feature. Hummingbird Web Publishing™ A Hummingbird DM Companion Solution that converts standard business content into Web sites without altering the source documents. Hummingbird Imaging™ A Hummingbird DM Companion Solution that allows users to access. and share faxed and paper images as they do electronically generated documents. unified searches across multiple information sources. an HCA server authenticates a user’s logon credentials when the user accesses DM Webtop from Hummingbird Portal Hummingbird DM Extensions Interfaces to the Hummingbird DM client through Microsoft Explorer and Outlook. Indexer See DM Indexer. Hummingbird Portal™ Hummingbird’s intranet enterprise information system. I Iconized on Desktop A feature that places an icon for both Quick Searches and Folders in the Folders and Quick Searches application window. Hummingbird Messaging A feature of Hummingbird Portal that lets users receive wireless short message service (SMS) messages on their cell phone or a notification through e-mail whenever a specific event occurs. including indexes of Hummingbird DM libraries. Hummingbird RM™ Hummingbird’s records management system that manages and categorizes an organization’s electronic and physical records.

See full-text index. a validated list of words that can be used to uniquely identify a document. This allows users to create. internet mode A communications channel through the DM HTTP Service that allows users to access DM Webtop when out of the office or outside the firewall. library. File>Open. File>Retrieve. 406 edit. integrated application An application in which Hummingbird DM intercepts the File>New. J Java forms A Java version of certain pages of the DM Webtop user interface. File>Save. intranet mode A communications channel through DCOM that enables intra-office communications between users and DM Webtop. internal user The Hummingbird DM library user ID used by the DM Indexer and the Document Preview Generator to access the library and document servers. and information pertaining to management of documents and the Hummingbird DM system itself. and save documents to a Hummingbird DM library from within an application. archival data. index. users and groups who have access to documents. new or recently edited documents that need full-text indexing. L launch method The commands and associated parameters by which integrated applications are started through Hummingbird DM library Hummingbird DM tables and columns in a SQL database holding detailed information about each document. The library also contains a record (Document Profile) for each document and . Hummingbird DM library Tables and columns in a SQL database that define how documents are categorized and organized. Also. K keyword Word or phrase used to identify a document that may or may not be included in the text of the document. and File>Save As operations and replaces them with either a Document Profile dialog box or Quick Retrieve window. Interceptor A Hummingbird DM module used for Application Integration that intercepts calls to Open and Save As dialog boxes and displays Hummingbird DM dialog boxes for these functions.Indexer server A dedicated Hummingbird DM server where the indexing process is run and indexes are stored.

logon library. N native Refers to the original application in which a document was created. the GLOSSARY 407 . When an application is integrated with Hummingbird DM. See also: current library. primary library. Library Maintenance tool A Server Admin Tool to maintain an organization’s data in a Hummingbird DM library. and Excel 2000 users to create compound documents—documents that contain links to other documents—by using content from documents that reside in Hummingbird DM libraries. linking A feature that enables Microsoft Word 97.a record for each Hummingbird DM user. monitor list A list of documents created within a nonintegrated application that have not been profiled. library group A defined set of libraries targeted for fulltext searching. load balancing A Hummingbird DM feature that distributes Hummingbird DM client users’ requests among the Hummingbird DM servers in an FOLB cluster so that the load of user calls is distributed relatively evenly. Also used as the location to store workspace information and to define whether users may save documents to a remote library. Library Generator tool A Server Admin Tool to create or update a library by adding or updating the Hummingbird DM tables and columns in the SQL database. See also FOLB and failover. logon library The library to which a user is currently logged on. default library. The functions performed with this tool can also be done using the web-based DM Admin. Excel 97. DM Extension for Microsoft Outlook Access to the Hummingbird DM client through the Folder View structure in the Microsoft Outlook e-mail application. Word 2000. monitor A Hummingbird DM WorkFlow term indicating a user or group that has been granted permission to view a route by the route originator. M Hummingbird Collaboration Extension for Microsoft Office A Hummingbird Collaboration component on the DM Web Server and included in deployment packages. target library. library generation An operation that populates the SQL database with standard information for all Hummingbird DM libraries and can copy network users and groups into the library.

postprofiling See back-end profiling. passive integration An Application Integration method that gives users the option to profile documents in Hummingbird DM or to save documents to their native application. In passive integration. NOS Network operating system. originator A Hummingbird DM WorkFlow term indicating the user who creates a route. maps. PCDOCS.” to the user’s ID in a Hummingbird DM library. performer A Hummingbird DM WorkFlow term indicating a user who receives a task as part of a route created and sent by the originator. and sends it to one or more performers. NTSS NT Security Service. blueprints. defines a set of tasks. all of the menu commands are native.native commands (such as File>Save) are intercepted and the Hummingbird DM commands are used. This file contains information about each library in the Hummingbird DM repository. Examples are charts. ODMA Integration An application-integration method for ODMA-compliant applications. primary library The library affected when a Server Admin Tool is run. phrase and proximity Two types of complex full-text searches that allow the user to search for phrases and words within a certain proximity of one another. P paper document A document that is not stored in electronic format but is profiled by Hummingbird DM. preprofiling See front-end profiling.INI file A file created when the first library in a repository is generated. network alias A network user name/password that is mapped. except the options on the Hummingbird DM menu. A Windows 2000/NT service that allows Hummingbird DM to secure documents on Windows 2000/NT document servers. O ODMA Open Document Management API. and highly secure documents. 408 . or “aliased.

Quick Search A feature that allows users to save search criteria for frequently performed searches. public folder A folder that is visible to each user accessing the library.primary group Hummingbird DM users can be members of multiple groups in the Hummingbird DM library. templates list. profile entry form A standard entry form for creating and maintaining a Document Profile. R Related Items A DM Webtop feature that lets users create logical associations between documents. document number. Q QBE query by example. Hummingbird DM locates documents matching the search criteria. a user can search by document name. enabling them to more effectively organize information. ranking them by the number of times a specific word or phrase was found in a document. utilities (tools). Quick Retrieve Feature that contains in one window all the ways to search for documents. Profile on Send A feature that allows users to profile outgoing Outlook e-mail messages immediately upon being sent. Profile search A document search where users find documents by matching any field on the Document Profile. profile form. published document A document that has been released to the public and is expected to be treated as a readonly document. or checked-out documents list. GLOSSARY 409 . A search where the user provides known information about a document. Quick Search list. Profile search form A dialog box used to generate document searches. which identifies and represents a document managed by Hummingbird DM. Recently Edited Documents list. relevance ranking A search operation that provides a hit list of documents. The group selected as a user’s primary group defines the features. This feature is controlled by the Client Deployment Utility. If the document cannot be located by these methods. and profiles a user can access. the user can then perform a profile search without leaving the Quick Retrieve window. From a Quick Retrieve window.

A full-text index of the stored documents. rendition A document created by linking documents contained in a folder and its subfolders. Also. rights The access granted to a trustee of a document or folder. Hummingbird DM repository An umbrella term that refers to the data components of a Hummingbird DM system: • • • A SQL database containing the Hummingbird DM library. 410 . search results A list of all documents meeting search criteria defined by the user in a specific search. A file store containing one or more document servers. RM Administration Tool The Hummingbird RM administrative component installed in any location with access to the Hummingbird DM or Hummingbird RM server and the Hummingbird DM database. SearchServer™ The Hummingbird indexing and search engine that creates a full-text index of a library’s documents that can be used for fulltext searching. Server Admin Tools A set of Windows-based administrative tools installed with DM Server. search results form A standard form displaying the documents meeting the criteria of a user’s search. search library The library or libraries available to users for searches. S search form A standard entry form for defining a full-text search.remote library A library that users can access when they are logged in to another library. Security Regeneration utility A Hummingbird DM tool that reapplies security settings to documents recovered from a backup. rights template A predefined set of rights used to grant access control to a document. RM Server A Hummingbird RM component on the Hummingbird DM server. route A Hummingbird DM WorkFlow term that designates the path of a workflow process. repository. Also referred to as a hit list. QBE (query by example) search form.

transaction monitoring A feature applicable to Windows document servers that ensures that documents uploaded from the Hummingbird DM client to DM Server are not saved to the document server until the entire contents of the document are successfully transmitted. Smart Check-in/Check-out A browser-based plug-in that lets DM Webtop select a default location as the starting point for all file transfers while still retaining the ability to change locations on a file-by-file basis. status The current condition of a document (for example. T table lookup (drop-down) list A predefined list of eligible entries for fields on the Document Profile and Document Profile search forms. and restore documents from a document server. stopwords Common words that are not full-text indexed. task A Hummingbird DM WorkFlow term that indicates a specific action defined by the originator that is required of the performer. Storage Management tool A Server Admin Tool to archive. users cannot create or edit templates. Generally. set up by the Hummingbird DM administrator." and "but". Stages may be sequential or parallel. subfolder A folder contained within another folder. sub-version A version of a document that is hierarchically associated with an existing version.Server Manager See DM Server Manager. Available or Checked-out). trustee A user or group that has been granted access to a secured document. A table lookup drop-down list on a field is indicated by an ellipsis button icon. stage A Hummingbird DM WorkFlow term indicating a specific part of a route. For example. shadowed document A document saved to a user’s workstation as well as to the network. such as "and." "the. move. target library The library governing a user’s rights and privileges in the library being accessed. an edit of an existing version of a document is saved as a subversion." "from. GLOSSARY 411 . template A standard document or form created by a supervisor or administrator. delete. they can only retrieve copies.

Web Publishing Scheduler A component of Hummingbird Web Publishing that lets users automate the publishing of projects. W Web Publishing Administration Tool The client component of Hummingbird Web Publishing that allows users to create projects and manually translate Web publications on the workstation. V validation tables SQL tables in the Hummingbird DM library containing data accessed through a lookup button on a form. Versions allow the user to keep track of all edits made to a document. where library users need to be synched with the Hummingbird DM WorkFlow library. Web Publishing Engine A server component of Hummingbird Web Publishing. workspace A container holding references to Hummingbird DM items such as documents. folders. Hummingbird DM Extension for Windows Explorer Access to the Hummingbird DM client through the tree structure in Windows Explorer.U user synchronization A Hummingbird DM feature that allows the Hummingbird DM administrator to add users to a Hummingbird DM library based on the organizational. viewer See DM Viewer. Also applies to Hummingbird DM WorkFlow. and Quick Searches. The server components include the Web Publishing Scheduler and Web Publishing Engine. version An edition of a document attached to the same profile. Web Publishing Server Components Hummingbird Web Publishing software on a server machine that can communicate with the Hummingbird DM server. as well as URLs. or "container" units defined in the network operating system. 412 .

definition 302 client applications forms location 12 Client Deployment Utility about 342 Add-ons configuration 367 Custom tabs configuration 368 Document management configuration Cache settings 346 Chunk Factor settings 353 General tab 345 Logon Option tab 354 Logon settings 353 Performance tab 346 Quick save settings 353 Shadow document settings 350 E-mail integration 359–365 Apply to all libraries setting 359 Dialogs tab 363 General tab 360 GroupWise 360 Header Fields tab 362 INDEX 413 .Index A Active Integration. definition 302 Activity Log Purge utility 390 Add an External Library utility 392 adding members to groups 184 ADDLIB utility 392 Adobe Acrobat DDE settings 306 aliases Group 195 user network 167 Application integration components 303–304 DDE settings 305–310 types of 302 applications defining 208 maintaining 208 setting up 206 Apply to all libraries setting 359 Attache Group settings 196 System Parameters 149 Attachment to Index defining 236 details 233 Automatic Deployment Utility 260–276 about 260 create response file 266 creating 261 distributing 273 how to use 260 known issues 274 preparing installation files 263 Run As Admin encryption 264 testing 272 troubleshooting 275 upgrading from Hummingbird DM 5.0 271 C Cache settings 346 Check in/Check out.

definition 302 .Lotus Notes 360 Microsoft Outlook 360 Profile on Send tab 365 Event handlers configuration 357 Exporting registry files 369 Forms configuration 356 Integration schemes configuration 358 Logging Options 366 clustering servers for fail-over and load balancing 41 Compatible Apps defining 222 Corel Suite custom components 279 disabling ODMA integration 311 Presentations DDE settings integration 314 disabling ODMA integration 311 Quattro Pro DDE settings 313 disabling ODMA integration 311 WordPerfect DDE settings 311 footer macro 333 Custom Parameter Definition description 254 Custom Parameters defining 254 description 252 Custom Profile Default Maintenance overview 241 Custom Profile Defaults overview 240 Custom Table Maintenance overview 232 Custom Tables 414 help available 232 D DDE settings Adobe Acrobat 306 applications using 305–310 configuring 219 DOCS Imaging 317 Lotus 1-2-3 315 Lotus WordPro 315 Microsoft Excel 307 Microsoft PowerPoint 308 Microsoft Project Microsoft Visio 310 Microsoft Word 307 Presentations 314 Quattro Pro 313 WordPerfect 312 Deployment package assigning to a group 288 Automatic Deployment Utility 260 available components 282–287 creating 281 custom components 278 definition 258 distributing 259 installation overview 289 installing from alternate location 281 from CD 281 optional components installing 292 uninstalling 297 overview 277 uninstalling 295 Directory Monitoring.

107 document type defining 229 listing 227 DSA. 101. 103 purging the activity log 390 security 98.Disabling Interceptor integration 327 DM API configuration 246 DM clients security 109 security in NetWare-only environment 106 DM Server performance monitor settings 383 starting and stopping the server 7 DM Webtop Custom Parameters 252 defining Custom Parameters 254 DM API configuration 246 HCS server support 112 DOCS Imaging DDE settings 317 Document Sentry Agent 103 document server defining 155 listing 153 document servers access 112 NetWare 47. See Document Sentry Agent registry files 369 F fail-over and load balancing about 41 propagating the server list 120 propagation failures 120 setting up a server list 43. location 12 G Groups adding new groups 171 aliases 195 Attache settings 196 default forms 185 features 173 Group Applications Form 193 Group Master Form 187 Group Paper Form 189 Group Preferences 198 Group Primary Form 190 Group Profile Search Form 191 Group Quick Retrieve Form 192 listing 170 parameters 171 groups INDEX 415 E E-mail integration Client Deployment Utility settings 359 supported clients 335 upgrading 336 Exporting Interceptor settings 330 . 118 system requirements 117 with Indexer server 58 file type defining 226 listing 225 Filename Mask setting up 221 using 220 form default values 194 forms for client applications.

360 H HCS server support 112 HTML rendering file formats 373 I Importing Interceptor settings 331 registry files 369 index settings 17 Indexes and Profiles adding keywords 239 Attachment to Index 233 Custom Profile Defaults 240 defining Attachment to Index 236 keywords 237 maintaining Custom Profile Defaults 241 indexing index selection 17 log files 70. 61 deleting an index 25 index location 62. 81 416 index properties 26 Indexer server 58 Indexer user 60 monitoring index activities 78 overview 56 pausing an index for system backups 77 reindexing an index 33. 78.members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 75 creating an index 22. 66. 81 starting and stopping an index 40 indexing with DM Indexer administering an index from a different server 77 backing up and restoring an index 77 compressing an index 28. 34. 76 SearchServer password 39 starting the Indexer 73 stopwords 79 system requirements 58 troubleshooting problems 81 wildcards 78 Interceptor adding new applications to 321 configuring new applications 321 definition 302 deny access to settings 332 disabling integration 327 editing launch method settings 327 exporting settings 330 integrating applications 319 launching 320 settings tab 329 K keywords adding 239 listing 237 L launch methods selecting 213 setting up 215 libraries default 17 . 74 index log files 78.

location 11.INI file.inability to find 20 purging the activity log 390 security 96 library generation. creating a new library from an existing library 392 Library Parameters changing terminology 162 editing document server settings 155 listing document servers 153 listing remote libraries 157 setting up a remote library 158 System Attache settings 149 system default values 138 system defaults 133 system features 136 system permissions 142 system preferences 152 system utilities 143 system version settings 146 terminology. definition 302 PCDOCS. 20 INDEX 417 . listing 160 load balancing. See fail-over and load balancing log file settings 8 logins and passwords access to SQL 96 Attache 100 document server security 107 Logon Option 354 Logon Settings 353 Lotus applications Lotus 1-2-3 DDE settings 315 Lotus Notes 360 Lotus WordPro DDE settings 315 M Microsoft applications as custom components 278 DDE settings 307–310 Excel DDE settings 307 Outlook e-mail integration 335 upgrading e-mail integration 336 PowerPoint DDE settings 308 Project DDE settings 309 Visio DDE settings 310 Word DDE settings 307 footer macros 333 N Native dialog boxes. restricting access to 332 NetWare document servers 47 security for users 106 network accounts security 100 network logon preferences 13 NT Security Service 102 O ODMA integration 318 definition 303 Optional components installing 292 uninstalling 297 P Passive Integration.

INI file 11 log settings 8 NetWare document servers 47 network logon preferences 13 results set settings 49 SearchServer password 39 SQL connection cache size 19 starting and stopping 6 starting and stopping the DM Indexer 40 starting and stopping the DM Server 7 Shadow documents settings 350 SQL connection cache size. configuring 344 Presentations.people listing 164 performance monitor settings 383 Plug-ins. users in NetWare-only environment 106 server clusters. See Corel Suite Quick Save 353 library authentication 107 NetWare document servers 103 network authentication 108 network operating system level 98 NT Security Service 102 reapplying trustees after recovery from backup 396 setting up 99 setting up client software 106 users 99 Windows NT/2000 NTFS volumes 102 Security Regeneration utility 396 security. changing 19 SQL logins and passwords 96 R Registry exporting files to users 369 exporting Interceptor settings 330 importing Interceptor settings 331 importing new file 369 remote libraries 16 listing 157 setting up 158 results set settings 49 Run As Admin encryption 264 S SearchServer. See indexing with DM Indexer security about 90 DM clients 109 document 89 Document Sentry Agent (DSA) 103 document server access 112 library 96 418 . See Microsoft applications purging the Activity Log 390 Q Quattro Pro. defining 118 Server Manager client application forms 12 creating and managing indexes 21 default library 17 fail-over and load balancing 41 index settings 17 internal caches 51 libraries 15 location of PCDOCS. See Corel Suite preview generation 125 Profile on Send 365 Project.

security setup 99 utilities Activity Log Purge 390 ADDLIB 392 group access 179 Security Regeneration 396 system parameters 143 U users adding new 165 adding to groups 184 group membership 168 network aliases 167 synchronization 200 Users and Groups adding new groups 171 adding new users 165 adding users to groups 168 default Group forms 185 V Validation Tables Custom Ttables 232 DDE settings configuring 219 defining applications 208 defining compatible applications 222 INDEX 419 . setting 149 default values 138 defaults 133 features 136 preferences 152 system permissions 142 utilities 143 versions 146 T terminology changing 162 listing current 160 transaction monitoring 14 form default values 194 Group aliases 195 Group Applications Form 193 Group Attache settings 196 Group Features 173 Group Master Form 187 group members 184 Group Paper Form 189 group permissions 176 Group Preferences 198 Group Primary Form 190 Group Profile Search Form 191 Group Quick Retrieve Form 192 group synchronization 202 group utility access 179 group version settings 181 listing current groups 170 listing current users 164 people 164 user network aliases 167 user synchronization 200 users.stopwords DM Indexer 79 synchronization group 202 groups 202 user 200 System Parameters Attache 149 system parameters attache options.

setting up 221 maintaining Custom Tables 232 selecting launch methods 213 setting up applications 206 setting up launch methods 215 versions group settings 181 system settings 146 W Webtop Parameters 247 wildcards in content searches 78 Windows NT NTSF volumes. 229 file type 225 file type. security 102 WordPerfect. See Corel Suite 420 .document type 227. modifying 226 Filename Mask 220 Filename Mask.

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