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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 .

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 .Header Fields 362 E-mail Integration .Dialogs Tab 363 E-mail Integration .Apply to All Libraries 359 E-mail Integration .General Tab 360 E-mail Integration .

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

.

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

How Hummingbird DM security secures documents and libraries. Setting up the document-preview generator to provide useraccessible previews of documents in the repository. 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. Setting up failover and load balancing among a cluster of DM Servers.Part 1 Chapter Administering the DM Server Description 1 Setting DM Server Properties Using the DM Server Manager to set various DM Server properties. Using the Web Admin Tool to apply settings for library users and groups. and how to set up security. Using the DM Indexer and SearchServer for full-text indexing and searching of documents.

Setting up index stopwords. custom profile defaults. and custom features. 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 the Hummingbird DM interface seen in user browsers. xvii .8 Validation Tables Using the Web Admin Tool to manage tables for applications. and other library parameters. Configuring and using applications with Hummingbird DM. Using the Client Configuration Utility to manage Hummingbird DM features. 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. document types.

Using the Security Regeneration utility.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 utilities Activity Log Purge and Adding an External Library. C Other DM Server Admin Tools D Security Regeneration xviii .

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. Setting up the document-preview generator.

.

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 .

Set up failover and load balancing for multiple-server clusters (page 40). Set up the logging feature (page 8). 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). Modify network logon settings (page 13).INI file (page 11). Specify the location of the client-application forms (page 12). For each library. Change the default library that users log on to (page 17). 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). select the index to be used for full-text searching by users (page 17). Specify the location of the PCDOCS. Set up document previewing on individual libraries. Start and stop indexing of document libraries (page 40). Set the SQL-connection cache size for a library (page 19). Turn on/off the document-compression option (page 15). Indexing FOLB Settings • • 4 CHAPTER 1 . Select the libraries to be used with DM Server(page 15).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). Turn off/on transaction monitoring (page 14).

Modify results-set settings (page 49). 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 .NetWare Servers Results Caches HCS Server • • • • Set up DM Server to work with NetWare document servers and indexing servers (page 47). Manage the internal caches (page 51).

Starting Server Manager To start Server Manager. click Start>ProgramsHummingbird> Hummingbird DM Server 5. 6 CHAPTER 1 .1>DM Server Manager. The DM Server Manager window appears.

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

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

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

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

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

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. Click OK. Restart the DM Server service to have the change take effect. you are probably not pointing DM Server to the correct copy of the PCDOCS. Use any text editor to add the [Library] section.INI file specified on the Preferences tab. In the SQL Connection Cache Size field.INI file. 4 5 On the Libraries tab. 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 . If a Library Isn’t Listed on the Libraries Tab The library names displayed are retrieved from the PCDOCS. or you may need to copy a [Library] section for the missing library into the PCDOCS. click Apply and OK. The maximum supported value is 20. If a library name does not appear in the list.INI file specified on Server Manager’s Preferences tab. select the library whose cache size you want to change.2 3 In the Library field.

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

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

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

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. Click OK to return to the SearchServer Indexes tab.5 Select the index and click Properties to define the properties of the index. then click Apply or OK to create the index. 24 CHAPTER 1 . 6 The new index is initialized and ready to begin indexing documents. It does not index existing documents in the library. 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. When the properties are set up.

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

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 . enter the Path. DM Server assigns an index a data source name in the format <library name>_<number>. To store the index in a different location. 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. The Index Properties dialog box appears with the Location & Sharing tab selected. Index Name: The name of the current index is displayed here. select Default to store the index in the default location.Modifying the Properties of an Index 1 On the SearchServer Indexes tab. Path-Default: If you are creating an index. Data Source Name: By default. select the index and click Properties. which is C:\Hummingbird\DM Indexes.

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

DYX. select Other. SearchServer indexes the new data in a temporary file called <index name>.2 Click the Index Properties tab. Compress Index: When a new document is created or a document is changed. 28 CHAPTER 1 . When you select a language. most of the advanced properties are modified to the defaults for the language. 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. Language: Select the language of your documents and profiles. See “Advanced Index Properties” on page 31 for a description of the options on this dialog box. 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.

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

— A list of the document numbers being indexed. 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>. 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.3 Click Log File. — Any errors that occurred during indexing. 30 CHAPTER 1 . — Times when the index was compressed. including: — Times when the index was started and stopped.xlg. By default.

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

which allows Hummingbird KM™ to perform results-list clustering on the index. except for search terms containing both leading and trailing wildcard characters. 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. A term vector is a list of significant words and noun phrases in a document. a document abstract will be generated and displayed in Hummingbird KM WebFIND. identifies the common terms. The search performance is nearly as good as with the MINIMIZE_SEARCH_TIME method. Hummingbird KM analyzes the term vectors for each returned document. When a user performs a search. MINIMIZE_INDEX_OVERHEAD: This method minimizes indexing time and index size. See “Using Wildcards in Searches” on page 78 for more about wildcards. Performance against search terms containing both leading and trailing wildcard characters is substantially reduced. Turning on the ability to do proximity searches between words can affect indexing performance and increase the size of the index. When this option is selected. and returns a results list with the documents grouped by theme. 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. 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. Generate Term Vectors: Selecting this option generates term vectors for each indexed document. NONE: No wildcard optimization is set. Enable Word Proximity: Proximity searches allow users to search for words within a certain proximity of each other.

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

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

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

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

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

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

however. Any Hummingbird DM user ID with these rights can be designated as the internal user. 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. If you do this. the DM Indexer/SearchServer opens the document and reads its contents. 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. To access documents for the preview-generation process. the password must be the same in every domain. it must be identified to Server Manager on the Indexer server: 1 Start Server Manager and click the Internal User tab. Once this account has been established.Identifying a Hummingbird DM User ID for the Indexer and Document Preview Generator To index a document. To do this. (See “The Internal User for Indexing Activities” on page 60 for more information on setting up the Indexer user account. 2 Enter the user name and password of the internal Hummingbird DM user account. SETTING DM SERVER PROPERTIES 39 .) The Document Preview Generator creates one-page previews of all documents and keeps them up to date.

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

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

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

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

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

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

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

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. enter a value in the Polling Interval field. 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. The default is 10.4 If you selected an active polling parameter (Poll Failed Servers or Poll All Servers).

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

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. The total amount of virtual memory for caching results.Results Tab When a user executes a search. How often the DM Server checks for results sets that have timed out. • • SETTING DM SERVER PROPERTIES 49 . 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. retrieves a list of recently edited documents. DM Server creates a results set. or performs some other operation where a list of documents is compiled.

If the user does not request any more results within the time period specified by the time-out interval. but not so long as to drain system resources. DM Server caches the results for the user to request on a row-by-row basis. Setting a Time-Out Interval When a user executes a search. The default value is 2. You should specify an interval that allows users plenty of time to obtain the information they need. In the Maximum Size field. Click Apply and OK to apply the change. Use caution when modifying this value.000 KB.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. The maximum is 253. specify the size in kilobytes. The default value is 15 minutes. If the setting is too high. In the Time-out field. This takes into account the maximum size for each set of search results. DM assumes that the results set is no longer needed and deletes the cached entries.000. 50 CHAPTER 1 . thus freeing up resources. Decreasing the value in this field may improve the performance of RED searches. The value in the Maximum Total Size field specifies the total amount of memory that can be used for caching. 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. 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. See the appendix on sizing in the Hummingbird DM Suite Installation Guide for information on calculating appropriate values for your organization. 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. Use caution when modifying this value: it can affect the number of search results users receive. abandoned results sets can consume resources. 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 1000 KB.

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

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

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

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

Full-text indexing helps users quickly locate documents by searching the document contents for specified search terms. can be found in the online manuals Using Hummingbird DM Webtop and Using Hummingbird DM Extensions. including a list of search operators.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 . NOTE Information on performing full-text searches.

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

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

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

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

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

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

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

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.2 Click Add Index. 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. 3 In the left pane. which is required for indexing. A check mark appears in the box next to the library name. If your library does not appear in the Add Indexes Libraries list. select the library you want to create the index for. and the Add button is enabled. NOTE 64 CHAPTER 2 . it is not a selected logon library for your DM Server.The Add Index dialog box appears.

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

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

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

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

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

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

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

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

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 . The Indexer begins indexing documents. 2 3 Highlight the new index and click Start. Check the index properties log file and verify the Indexer is running.Starting an Index To start an Index: 1 Go to the Indexing tab.

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

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

To reindex an index: 1 2 On the SearchServer tab. follow the instructions on page 34 to manually compress the index. This includes new documents plus existing documents that were indexed during the specified time period. From and a date to reindex from the specified date. inclusive. You need to reindex the index when you want to: • Rebuild an index. 76 CHAPTER 2 . Rebuilding may be necessary if the index is damaged in some way.) Bring an index up to date after restoring a backup of the index. you should restore the index from a previous day’s backup and reindex only from the backup date. The Indexer will reindex all documents that were indexed between the From date and today. In the Maintenance box. If the file grows so large that it affects performance.We recommend that you monitor the size of the DYX file. See “Restoring an Index from a Backup” on page 77 for instructions. Or it may be required when a new release of Hummingbird DM upgrades the SearchServer software. select the index you want to reindex. the release notes accompanying Hummingbird DM will advise you to rebuild the index. If you find yourself doing frequent manual compressions. set up the automatic compression to occur daily rather than weekly. • If you are reindexing because you believe the index has been lost or damaged. (If this is the case. 3 Click Re-Index. you will see “Initialized” in the Status field. 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. particularly when creating a new 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). When the index is ready for use.

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

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

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

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

any errors that occurred. If users want to receive more than the default number of search results. It lists the document numbers of the documents that have been indexed. To view this log. and times when the Indexer was started and stopped. The number should not be reduced below the default value. the setting called Use Standard Search Routines is turned off by default to allow for optimized searches across the Web. open it in any text editor. and select the Log File tab.LOG—stored in the same folder as index files. (The setting is in DM Admin>DM Webtop Maintenance>DM Webtop Parameters. For problems when compressing an index. To view the log file.DM Webtop In DM Admin. Each index has its own log file—<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. 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. this setting can be increased. you should also check the Windows NT/2000 event log. For problems when setting up an index. If you turn on User Standard Search Routines. the return of search results may take longer. 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. USING THE HUMMINGBIRD DM INDEXER 81 . The log file can be accessed when the Indexer is running or stopped. check the compression log—<index name>. run Server Manager and select the SearchServer Indexes tab.XLG—stored in the same folder as the index files. however. Select the index. click Properties.) 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.

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

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

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0.6 Microsoft Windows Write . . . . . Versions through 3. . . . . . . . . . .1 Lotus AMI/AMI Professional . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through Samna Word IV+ SmartWare II . . . Version 2. . . . . . . . . . . . . . . . . All versions Microsoft Works for Windows . .1 Lotus Word Pro . . . . . . . . . . . . . . . . . . . Versions through 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2002 Microsoft WordPad . . . . . . . . . .1 Office Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Wang PC (IWP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 JustSystems Ichitaro .0 MultiMate . . . . . . . . Versions through 2. . . . . . . . . . . . . . . .6 WordMARC . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. .0 Microsoft Word . . . . . . . . . . . Versions 5. . . . . . . . . . Versions 4. . . . . . . . . . . . . . . . . . . . . . . . . .0 PC-File+ Letter . . .02 Sprint . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 WordStar 2000. . . . . . . . . . . . . . . . . . . . . . . . . . .0 PC-File Letter . . . . . . Versions through 1.0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . .0 and 9. . . . . . .1 Q&A . Versions A. . . Version 1. . . . . B and C Professional Write . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . Version 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 96 through Millennium Edition 9. .01 Lotus Manuscript . . . . . . . . . . . . . . Versions through Composer Plus WordStar . . . . . . . . . . . . . . . . . . . .0 Microsoft Word for Windows . . . . . . . . . . . Versions through 2. . Versions through 4. . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . Versions through III Plus Word Processing Formats—Windows Adobe FrameMaker (MIF) .0 84 CHAPTER 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works . . . . . . . . . . . . . .0 Samna Word . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 XyWrite . . . All versions Nota Bene . . . . . . . . . . .0 JustWrite . . . . . . Versions through 3. . . . . . . . . . . . Versions through 8. . . . . .0 Total Word . . . . . Versions through 4. . . . . 6. . . . . . . . . . . . . Versions through 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6. . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . .0 . . . . . . . . . . . . . . . . . . . . . . Version 2. . . . .0 Legacy .2 Volkswriter 3 & 4 . .0 MASS11 . 8. . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Navy DIF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Novell WordPerfect . . . . . . . . .0 PFS:Write . . . . . . .6. . . Versions through 5. .IBM Writing Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . Versions through 4. . .Versions through 5. . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (Mac) . . . . . . . . . . . . . . . Version 1. . . Version 2.0 Microsoft Works for Windows. . . . . . . . . . . . Versions through 10 Professional Write Plus . . . . . . . . . . . . . .0 Database Formats Access . . . . . . . .0 DataEase .0 FoxBase . .0 USING THE HUMMINGBIRD DM INDEXER 85 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4. . . . . . . . . . . . . . .2 WordStar for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 5.0 Paradox (DOS) .5 First Choice . . . . . .Versions through 2. . . . . .Novell Perfect Works . . . . . . . . . . . . . .1 Microsoft Word for Mac . . . . . . . . . Version 1. . . . Versions through 1. . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . .Versions through 4. . . . . . . . . . . . .0 Paradox (Windows) . . . . . . . . . . . . . . . .5 First Choice . . . . . . . . . . . . . .0 Word Processors—Macintosh MacWrite II . . . . . . . . . . . . . . . . . . . . . . . . . .0 R:BASE 5000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4. . . . . . . . . . . . . . . . . 2001 Microsoft Works for Mac . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . .0 Novell/Corel WordPerfect for Windows . . . . . . . . . . .0 SmartWare II . . . . . . . . . . . . Version 4.Versions through 3. . . .Versions through 3. . . . . . . . Version 1. . . . . . . . . . . . . . 98. . .0. .Versions through 2. Versions 3. . . . . Version 3. . .Versions through 2. . . . . . . . . .02 through 3. . . . . . . . . . . . . . . . . . . . . . .1 Framework . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 StarOffice Write for Windows and UNIX . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . . .Versions through 3. . . . . . . . . . . . . . . .Versions through 2. . . . . . . .0 and 4. . . . . . . . . Version 1. . .1 R:BASE System V . . . . . . . . . . . . Versions 3. . . . . . . . . . . . .02 Spreadsheet Formats Enable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions 1. . . . . . . . . . . . . . Versions 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . .0 Novell WordPerfect . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Reflex . . . . . . . . . . . . . . . . . . . . .0 Q & A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3. . . . . . . . . . . .Versions through 2. . . . . . . . . . . .0 dBASE . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . . . . . . . .3 Enable . . . . . . . . . . . . . . Version 2. .0 Personal R:BASE . . . . .0 – 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Q&A Write for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3. . . . . . . . . . . .0 and 4. . . . . . . . . . . . . . . . . . .0 Framework . .x dBXL . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . .x . . . . . . . . . . . . . Versions through 5. . . . . . . . . . . . . . .0 Lotus 1-2-3 for SmartSuite. . . . . . . . . . . . . . . . . . . Version 4. . . . . Versions through 10 Harvard Graphics for DOS . . . . . Versions through 5. . . . . . . Versions 97 . . . . . . . . . . . . . Versions through 4. . . . . . . . . .0 Quattro Pro for Windows . . .0 through 2001 StarOffice Impress for Windows and UNIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Presentation Formats Corel/Novell Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 10 SmartWare II . . . . . . . 2001 Microsoft Excel Windows . . . . . . . . .Millennium 9. . . . . . . . .0 Mosaic Twin.0 Microsoft Works (Mac) . . . . Version 2. . . . . . . . Versions 4. . . . . Versions 2. . . Versions through 2. . . . . . . . .2 Graphic Formats Adobe Photoshop (PSD) . . . . . . . . . . . . . . . . . . . . . Versions 3. . 98. . . . . .0 Microsoft Excel Charts . . . .0 Microsoft Excel Macintosh . . . . . . . . . . . . . . . . . .1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Freelance for OS/2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . Version 1. . . . .0 PFS:Professional Plan . . . . . . .x & 3. . . . . . Versions 3. . . .5 Novell Perfect Works . Versions 1. . . . . . . . . . . . . . . . . . .0 Adobe Illustrator. . . . .0 Lotus 1-2-3 (OS/2 including charts) . . . . . . . . . . . .0 Microsoft PowerPoint for Windows . . . . . . . . . . . .0 Quattro Pro for DOS . .0 – 4. . . . . . . . . . Versions through 2. . . . . . . . . . Versions through 7. . . . . . . . . . . . . . . . . . . . . . . . . Version 5. . . . . . . . . . . . . .1 and 2. . . . . . . . . . . . .7. . . . . . . . . Version 4. . . . . . . . . . . . . . Versions through 2. Versions 2. . . . . . . . . Versions through Millennium 9. . .0 Lotus 1-2-3 Charts (DOS & Windows) . . . . . .Lotus 1-2-3 (DOS & Windows) . . . . . . . . . Version 5. . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . .0 through 2002 Microsoft PowerPoint for Mac . . . . . . . . . .02 StarOffice Calc for Windows and UNIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . . . . . . . Version 1. . Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . .Vector/raster through 5. .0 Adobe Acrobat (PDF) . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . .0 Microsoft Works for Windows . . . . . . . . . . . . . . . . . . Versions through 5.0 86 CHAPTER 2 . . . . . . . . Version 1. . . . . . . . . . . . . . . .0 VP Planner 3D . . Versions through 5. . . . . . . . . . .2 through 2002 Microsoft Multiplan . . . . Versions 2. . . .0 Adobe FrameMaker graphics (FMV) . . . . . .2 SuperCalc 5 .x Harvard Graphics for Windows . . . Windows versions Freelance for Windows . . . . . . . . . . . . . . 9.6 Lotus Symphony .

. . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ICO.1 Micrografx Designer (DSF) . . . . . . . . . . CALS NIST ver. . . . . . . . . . . . . . . . . . . . .01 Paint Shop Pro 6 (PSP) . . . . . . . Versions 2. . . . . . . . . . . . . . . . . . . . . .0 Lotus PIC Lotus Snapshot . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Initial Graphics Exchange Spec (IGES) . . . . .0 Corel Draw (CDR with TIFF header) .14 AutoCAD Native Drawing format (DWG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . .0 . . . . . . . . . . . . . . . .0 Encapsulated PostScript (EPS) . Version 5. . . . . . . . . .0 and 5. . . . . . . 3.0 Binary Group 3 Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5.1 JFIF (JPEG not in TIFF format) . . . . . . . . . All versions Macintosh PICT1 & PICT2 . . . Versions 12 . . . . . . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . . . . . Versions 12 . . . . . . . . . . . . . . .0 Paint Shop Pro (PSP) . . Bitmap & vector Graphics Interchange Format (GIF) Hewlett Packard Graphics Language (HPGL) . . . . . . . . . . . . . . . . All versions Bitmap (BMP. . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . Version 2. . .0 Novell PerfectWorks (Draw). . . . .Versions 5 through 6 Corel Draw (CDR) .9. . . . . . . . . . . . . . . RLE. . . . . . . .14 AutoShade Rendering (RND). . . . . . . . . . . . . . . Versions through 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Computer Graphics Metafile (CGM). . . . . . . . . . . . . . . . . . .0 OS/2 PM Metafile (MET) .8. . . . . . . . . . . . OS/2 DIB & WARP) CALS Raster (GP4) . . . . . . . . . . . . . . . . Bitmap only MacPaint (PNTG) Micrografx Draw (DRW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . CUR. . . . . . . . . . . . . . . . . . . . . . . . . No specific version USING THE HUMMINGBIRD DM INDEXER 87 . . . . . . . . . . . . . . . . . . . . . . .Ami Draw (SDW) . . . version 6. . . . . . . . . . . . . . ANSI. . . . . . . . Kodak Flash Pix (FPX) Kodak Photo CD (PCD) . Ami Draw AutoCAD Interchange format (DXF) . . . . . . . . . All versions Portable Graymap (PGM) . . . . . . . . Versions 6. . . . . . . . . . . . . . . . . . .Windows 95. . . . . . . . . . . . . TIFF header only GEM Paint (IMG) Graphics Environment Mgr (GEM). . . . . . . . . .Versions through 3. . Win32 Only PC Paintbrush (PCX and DCX) Portable Bitmap (PBM) . . . . . . . . . . .0 . . . . . . .0 Micrografx Designer (DRW) . . . . . . . . . . . . . . . . . . . . All versions JPEG (including EXIF) . . . . .0 IBM Picture Interchange Format (PIF) . . . . . . . . .Version 2 IBM Graphics Data Format (GDF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Type I and Type II Corel Clipart format (CMX). . . . . . . . . . . . . . . . . .

.04g Other Formats Executable (EXE. . . . . . . . . . . . . . . . . . . . . . . . . . . . x10 compatible X-Windows Dump (XDM) . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Portable Pixmap (PPM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. 2000 and 2002 WBMP . . . . . . . . . . . . . . . . .0-97 MIME Text Mail ¦ UUEncode UNIX Compress UNIX TAR ZIP . . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . x10 compatible X-Windows Pixmap (XPM) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4 Visio . . . Text only Microsoft Project . . . . x10 compatible Compressed Formats GZIP LZA Self Extracting Compress LZH Compress Microsoft Binder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version TIFF . . . . . . . . . . Versions 5. . . . . Versions 7. . . . . . . . . .0 X-Windows Bitmap (XBM) . . . . . . . . . . . . . . . . . . . . . . . DLL) Executable for Windows NT Microsoft Outlook Message (MSG) . No specific version Windows Metafile (WMF) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Level II Progressive JPEG . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version Windows Enhanced Metafile (EMF) . . . . . . . . . .Portable Network Graphics (PNG) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . Versions through 6 TIFF CCITT Group 3 & 4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 88 CHAPTER 2 . . . . . . . . . . . . . . . . Version 98 Text only vCard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 6 Truevision TGA (TARGA) . . . . . . . . . . . . . . . . . . . . . . . . No specific version Postscript (PS). . . No specific version WordPerfect Graphics (WPG & WPG2) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2 Visio (preview) . . . . . . . No specific version Sun Raster (SRS) . . . . . . . . . . PKWARE versions through 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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and Windows 2000/NT Server. Standalone: A FAT drive. or it can be a share or drive on a machine used for multiple purposes. Unix.Document Server Security The network location where documents are stored is called a document server. not only within the library. but these differences are not noticeable to users. 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 . We do not recommend the use of Standalone document servers for sites implementing failover and load balancing. NOS-level security means that when a document is secured in Hummingbird DM. • • • Windows 2000/ NT NTFS or FAT file share. that does not have a share name. because the drive letter may indicate a different drive to each server in the cluster. There are some differences in how Hummingbird DM accesses documents on the different operating systems. such as D:. Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively. but at the NOS level as well. if you are still supporting DOCS Open users on the same document server—documents can be secured. A document server can be a computer dedicated to the document-storage purpose.) No NOS-Level Security Hummingbird DM supports the following operating systems as Generic document servers. It’s not unusual for organizations to have multiple document servers. Unix systems using NFS Maestro™ for connectivity. Hummingbird DM supports several different operating systems for document servers. (See “Accessing a Document Server” on page 112 for more about document access on different operating systems. without security at the network operating system (NOS) level. NOTE NOS-Level Security If you cannot secure your document servers by restricting access to the DM service account—for example. including Novell NetWare.

See “Setting Up Document Servers with NOS-Level Security” on page 101 for more information. Group membership in the library must be consistent with group membership at the NOS level. To Hummingbird DM.Windows Explorer. Novell NetWare 5. Library users can be created from existing network IDs during library generation or via Library Maintenance>Synchronize. Hummingbird DM reports an error when users attempt to assign document access to the group. — On networked drives. NOS-level security is available on document servers running under: • Windows NT Server 4. See “Setting Up Users” on page 99 for more information. every user is either: DOCUMENT ACCESS AND SECURITY 99 . Setting Up Users By default.0 and Windows 2000 Server NTFS volumes running either the NT Security Service or the Document Sentry Agent (DSA). • Only users and groups with associated network aliases in the library have rights to secure documents at the NOS level.x or 6. See “Setting Up Document Servers with NOS-Level Security” on page 101 for more information. 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. If groups of the same name do not have the same members. Setting Up Security To implement Hummingbird DM security. Set up NOS-level security (if applicable) on the servers or shares where documents are stored. all Hummingbird DM users are members of the Hummingbird DM library group account DOCS_USERS.x. you need to perform the following activities: • • Add every client user to the DOCS_USERS group account in the library.

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

Unix systems using NFS Maestro™ for connectivity.Setting Up Generic Document Servers with Security Hummingbird DM supports the following operating systems as Generic document servers. Standalone: A FAT drive. NOS-level security is available on document servers running under: • Windows NT 4. 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. that does not have a share name.0 Server and Windows 2000 with NTFS running either the NT Security Service or the Document Sentry Agent (DSA). 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. 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. give only the DM Server service account Full Control rights to each document storage location. Permissions should be applied at the last static directory in the document path template.x and 6.x DOCUMENT ACCESS AND SECURITY 101 • . To secure Generic document server shares. • • • Windows 2000/ NT NTFS or FAT file share. 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. such as D:. NetWare 5.

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

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

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.) 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. The DM Servers must have the NetWare client installed and must log on to your NetWare resources.c In the Preferred Tree field. To avoid this error message. users will receive the following message when attempting to access a NetWare document server: You can not be authenticated on the Netware server.. 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. enter the name of the NDS tree.. 104 CHAPTER 3 . 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. (The available server names are derived from the libraries selected on the Server Manager Libraries tab.

Then enter the password again in the Confirm Password field before clicking OK. 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. verify that effective rights have been given to the folder where documents are stored. Granting Rights to Users For NetWare document servers. for more information.” below. DOCUMENT ACCESS AND SECURITY 105 . 4 Verify that users have rights to the document server. See “Granting Rights to Users. The rights the user has been granted to a particular file.

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

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

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

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

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

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

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

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

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 .

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

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

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

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

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

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

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

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

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

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.

the preview is truncated to the 6000-character limit. The content of a preview depends upon the native format of the document itself. 126 CHAPTER 5 . This feature saves document-retrieval time and helps users quickly determine if a document is the one they want. However. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above. How Previews Are Displayed Document previews are displayed in HTML format.0. Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In. If this portion of the document exceeds 6000 characters. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. Word Processing Formats The preview displays the first 6000 characters of the document. 97. If a document has multiple versions. or 95 WordPerfect 8. otherwise the last version is previewed.to 400pixels wide). This will be a preview of the last published version.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 preview displays the first 6000 characters of the document. 7. only one preview is generated.0 or 6. 6. if one exists.About Document Previews Hummingbird DM gives users the option of displaying short previews of documents.0. (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats. 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.

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

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DM Webtop user interface. 129 . Except for the DM Webtop user interface. User and group settings. Validation tables. Indexes and profiles. the features and settings described in Part 2 can also be managed in Library Maintenance. one of the DM Server Admin Tools.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.

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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. including: • • • • System Parameters Document Servers Remote Libraries Terminology LIBRARY PARAMETER SETTINGS 131 .

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

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

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

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

this feature can be used in conjunction with • 136 CHAPTER 6 . Clear it to have documents secured only at the database level. In addition. 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.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. users will be prompted to enter user names and passwords for the Win Admin Utilities. Restore: Reload the page and restore data from the database. Accept User-Supplied Identification: If selected.

the year is converted to the 20th century.99. the date is converted to 1/1/1931. 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. and Groups Features pages. they would not apply to the DOCS Open users on your network. if a user enters 1/ 1/31.the Allow Auto Logon settings on the DM Webtop Parameters. • Capture Keystrokes. is set to. and total elapsed time. the date is converted to 1/1/2029. If a user enters a two-digit year date equal to or greater than the number entered here. For instance. If you used them in an mixed environment during a migration. May be a number in the range 0 . Use Enhanced ACL Settings: ACL stands for Access Control List. the rule that converts a two-digit year to a four-digit year based on the two-digit number. if the Implied Century Rule Date is set to 30. Typing and Elapsed Time: Some applications support tracking of keystrokes. Likewise. Library Parameters Defaults. Implied Century Rule Date: The date that the implied century rule. • • LIBRARY PARAMETER SETTINGS 137 . Refer to Allow Auto Logon on the Library Parameters Defaults and Groups Features pages for more information. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon. typing time. If a user enters a two-digit year date less than the number entered here. 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. then when a user enters 1/ 1/29. the year is converted to the 21st century.

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.Setting System Default Values Click the Defaults link to display the Defaults page. 138 CHAPTER 6 .: The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. Cancel: Return to the System Parameters page without saving your changes. If a user has checked out a document. it may not be used by another user until it is checked in. Restore: Reload the page and restore data from the database.

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

USER_ID and a user changed the profile Author. Disable Native Save also insures that users cannot change settings in Interceptor or turn off Interceptor integration. When set to Yes. DM Viewer. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon. and Smart Checkin/Checkout only. 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. the document would be moved to the new Author name directory. you will need to notify users who are not using a deployment package which custom components they need to install. For example. for example. Allow Mass Update to Profiles: Select this option to allow users to make changes to a selected group of profiles. this will speed the searching for individuals but if overused can slow the system as a whole. • Allow Users to Delete Versions: Select this option to allow users to delete one or more versions of a document. Pre-connect Search Libraries: Select this option to have DM Webtop automatically connect to Search Libraries during startup. • Manage DM Extensions: Makes the Application Integration tools available to users. that package will be highlighted. Disable Native Open/Save: Select this option to ensure that users cannot save a document outside DM Webtop. This would allow users to make changes on a more global level in the event. the users will see the deployment package assigned to them.Logon" from the group or whole library OR add "Accept User-Supplied Identification" to make it Auto Logon. • • • • 140 CHAPTER 6 . If a specific Deployment Package has been assigned to their group. In NetWare for example. if your Document Path Template were %LIBRARY_NAME/%AUTHOR. Note: If you allow users to access all components and you provide custom components. users will see all Deployment packages and all options on the components page. that someone leaves the organization and you want to rename the author of that person's documents.

your users will be able to modify settings in their My Options pages. Inform when update available: Select this option to alert your users when they need to update their downloaded components. Allow Preview: Allow users to preview documents. Enable Workspaces: Select this option to enable Workspaces for your users. 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. • • • • • LIBRARY PARAMETER SETTINGS 141 . You must also have preview generation started for the library on the Document Previews tab in Server Manager for previews to be available. 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).• Use Front-End Profiling: Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save. Allow modify user settings: If you set this option to Yes.

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). 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. Restore: Reload the page and restore data from the database. Cancel: Return to the System Parameters page without saving your changes. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. 142 CHAPTER 6 .

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

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

Run Cost Recovery Module: Select this option to allow users to run Cost Recovery. a utility that allows the creation of cost reports. Run Storage Management Utility: Select this option to allow users to run Storage Management. and moving documents.• Run Designer Utility: Select this option to allow users to run DM Designer. Rights Inheritance Scheme: This determines the security scheme for folders and quick searches. 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 . deleting. the individual's rights take effect and the group's rights are ignored. 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. File Security is determined by the NOS. enabling modification of the profile forms and altering the database tables and columns. a utility that provides a means of archiving. — Full Inheritance. — Limited Inheritance.

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. The following fields allow you to set certain system version control features: 146 CHAPTER 6 . Restore: Reload the page and restore data from the database. 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).

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

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

Restore: Reload the page and restore data from the database. This page allows editing options for system level settings. these can be overridden at the group level using the Group Attache tab. Cancel: Return to the System Parameters page without saving your changes.Setting Attache Options Click the Attache link to display the Attache page: The Attache page sets the values for the Attache parameters. If the shadowed file is edited. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. the time stamp of LIBRARY PARAMETER SETTINGS 149 . 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.

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

Creating directories in the shadow directory structure is not recommended for this reason. the purge will be run automatically. the user will be notified with a message that they should purge shadowed documents.99999. The default value is 5 MB. If it is cleared.with the first variable directory in the Shadow Path Template and deletes all files and directories from that level down. • Minimum Age For Delete (Days): This field is disabled if the Force Cleanup of Shadowed Documents option is cleared. 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. May be a number in the range 0 . • LIBRARY PARAMETER SETTINGS 151 . May be a number in the range 0 .99999. Minimum Local Disk Space (MB): Enter the minimum allowed disk space on the local drive before shadowed documents are purged.

152 CHAPTER 6 . D/M/Y. D.M. page's layout and default viewer. Cancel: Return to the System Parameters page without saving your changes.Y. These settings can be overridden at the Group level using the Group Preferences page. The following fields allow you to set certain system features: • Date Format: Select one of the following formats : M/D/Y. Y/M/D. Restore: Reload the page and restore data from the database. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page.Setting System Preferences Click the Preferences link to display the Preferences page: The Preferences page allows you to set the date and time formats. 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. Default Maximum Pages: The field specifies the maximum number of search results pages returned for any one search operation (the range is 1 . add. you have these options: LIBRARY PARAMETER SETTINGS 153 . Default Items per Page: The field specifies the maximum number of items displayed on any single search results page (the range is 1 . • • Working with Document Servers Click the Document Servers tab to display the Document Servers page: The Document Servers page allows you to view.• • Time Format: Select either: H:M or H:M:S.

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

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

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

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

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. Click one of the entries to display the Remote Library Maintenance page for that remote library. • • • 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 . 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.

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

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

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

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

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. USER AND GROUP SETTINGS 163 .

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

Refer to “Configuring Network Aliases” on page 167. There are two sub-tabs available: Network Aliases: Allows you to add aliases for this user.• • • • Full Name: This column displays full names of the users. All fields are filled from an existing user. Copy: Opens the People Maintenance page for adding a new user. Edit: Opens the People Maintenance page for editing an existing 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. USER AND GROUP SETTINGS 165 . Office: This column displays offices where users are working.

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

Extension: Type the user's telephone extension.• • • Fax Phone: Type the user's fax telephone number. Expand the Listed Network entry by USER AND GROUP SETTINGS 167 . If left blank. enter the name of the server where you want this user's documents to be stored. documents for this user will be saved to the Primary Document Server location specified on the System Parameters page. 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. 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. The three buttons below the tabs are: 168 CHAPTER 7 . When you have finished working with Aliases. 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. To remove an alias. select the defined alias in the Library Users list and click the << button. Click OK. This page allows adding and removing the user to and from groups. You will be prompted to confirm that you want to remove this alias. 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.

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

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

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

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

Write). • 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. This feature also works for documents stored on a DSA server.• Universal Access: If users in this group will require access to all documents in a particular library (including secured documents). Disabled: Disable this group. Read. If you add or remove a Universal Access group to or from an existing library. you must run the Security Regeneration utility to ensure that the setting for this group is applied to or removed from all documents.

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

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

Cancel: Return to the Group Maintenance page without saving your changes. Restore: Reload the page and restore data from the database.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. 176 CHAPTER 7 .

The following fields allow you to set certain group permissions. Allow Users to Queue for Deletion: Sets the document type to deleted. Allow Document Checkout: Indicate Yes to allow group members to check out documents. USER AND GROUP SETTINGS 177 • • • • • . Allow Users to Delete Documents: Permit users to delete documents from the system. Can Create Related Item: Select this option to allow users to create relations between documents. 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. Can Show Related Item: Select this option for users to show relations. Template documents are usually standard forms or boilerplates used by users to create finished documents. If you select Default. Allow Checkin of Others' Docs: Allow a user to check in a document that was checked out by a different user. Can Remove Related Item: Select this option so that users can remove relationships between documents. Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders. 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 Users to Delete Content: Let users delete the contents of a document. 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. DM administrators can always check in documents regardless of the setting of this field.

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

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

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

deleting. a utility that provides a means of archiving. Manage Doc Import Information: This determines if members of this group can create and edit Document Import sets. This page allows editing options which USER AND GROUP SETTINGS 181 . • • 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.• Run Storage Management Utility: Select this option to allow users to run Storage Management. and moving documents. Run Cost Recovery Module: Select this option to allow users to run Cost Recovery. a utility that provides a means of creating cost reports.

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

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

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 available users are shown in the two lists: 184 CHAPTER 7 . This page allows adding and removing group members. 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. Cancel: Return to the Group Maintenance page without saving your changes.

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

If you choose to use multiple forms. Other Profile Entry forms can be set up by application. You must also define Profile Search forms to correspond to each of your Profile Entry forms. you can define which Profile Entry.• “Group Applications Forms” on page 193 The button below the tabs is: Cancel: Return to the Groups page without saving any changes. the user's primary group default profile form. or if the user does not have access to the form being called. Profile Search. and default field values for the group's Profile Entry forms. the user is prompted with a list of form options from which to choose. You must define for the members of this group a primary Profile Entry form. a paper form for paper documents. 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. When multiple forms are available to a user. is used. 186 CHAPTER 7 . also specified in this section.

In this situation. File. it is important that no foreign keys are left NULL when they are not used on one of the forms. The Legal forms use Case/File and Accounting uses Section/Group. For example. you must load this form in DM Designer and add to it every field you include in any Profile Entry form. Legal and Accounting.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. using DM Designer. each group would leave a NULL value in the database if not added to the GROUP_DEF form in DM Designer. suppose you have two groups. USER AND GROUP SETTINGS 187 . you would have to add Case. To correct this situation. When groups are using different profile forms with different foreign key fields. This is the “master” Profile Entry form. and only the GROUP_DEF form is available. and Group to the GROUP_DEF Master form. Section. If all of your Profile Entry forms do not share the same fields.

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

Restore: Reload the page and restore data from the database. the Primary form for the current group will be used. If you enter nothing. Select the Profile Entry form or forms you want to use for profiling paper documents. Click Preview to view the form. Cancel: Return to the Group Maintenance page without saving your changes. USER AND GROUP SETTINGS 189 . Click Edit to specify default values for the form fields.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.

Restore: Reload the page and restore data from the database. Cancel: Return to the Group Maintenance page without saving your changes. Click Preview to view the form. this form is used. If any of your applications have no Profile Entry forms defined. 190 CHAPTER 7 . Select the primary Profile Entry form that members of this group will use when they save documents.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. Click Edit to enter default values for the form fields.

Restore: Reload the page and restore data from the database. Profile Search forms are not defined by application.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. USER AND GROUP SETTINGS 191 . since the application desired would not be known until the user provided that information. Click Preview to view the form. Cancel: Return to the Group Maintenance page without saving your changes. Select the primary Profile Search form that members of this group will use.

You can highlight a form and click Preview to view the form. You can make only one choice for a particular group.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. Choose a Quick Retrieve form for this group. Cancel: Return to the Group Maintenance page without saving your changes. 192 CHAPTER 7 . Restore: Reload the page and restore data from the database.

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. the Primary form will be used. If you choose not to select any forms for a particular application. USER AND GROUP SETTINGS 193 . Cancel: Return to the Group Maintenance page without saving your changes.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. This can be set for each application. Note that both Profile Entry and Profile Search forms are listed: you should only mark Profile Entry forms.

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

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. Setting Up Group Aliases The Group Aliases page allows you to add network aliases for this Hummingbird DM group.Save: Save changed data to the database and return to the previous page. Restore: Reload the page and restore data from the database. Cancel: Return to the previous page without saving your changes. USER AND GROUP SETTINGS 195 . 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.

select the defined alias in the Library Groups list and click the << button. Click OK. 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). Attache for Groups The Group Attache page shows the current Attache settings for this group. When you have finished working with Aliases. 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. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page.To remove an alias. 196 CHAPTER 7 .

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

Documents will be able to check in their edited copies. Minimum Local Disk Space (MB): Enter the minimum allowed disk space on the local drive before shadowed documents are purged. Cleanup Options • Force Cleanup of Shadowed Documents: Select this option to have Hummingbird DM automatically purge shadowed documents from the local drive. • • Setting Group Preferences The Group Preferences page allows you to set the date and time formats. If it is cleared. the user will be notified with a message that they should purge shadowed documents. May be a number in the range 0 . Enter the minimum number of days you want documents to remain on the local drive without being edited before being deleted. Click the Preferences link 198 CHAPTER 7 . the purge will be run automatically. For shadowed documents. Webtop starts with the first variable directory in the Shadow Path Template and deletes all files and directories from that level down. May be a number in the range 0 .99999. thereby overwriting the previously edited version. The default value is 5 MB.99999. Documents that are older than the Minimum Age For Delete option are deleted each time you start DM Webtop. page's layout and default viewer. Creating directories in the shadow directory structure is not recommended for this reason. which do not have corresponding profiles in the Unplugged Library. If the Force Cleanup of Shadowed Documents option is selected. Minimum Age For Delete (Days): This field is disabled if the Force Cleanup of Shadowed Documents option is cleared.

Time Format: Select either: H:M or H:M:S.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). Y/M/D. The following fields allow you to set certain group features: • • Date Format: Select one of the following formats : M/D/Y. USER AND GROUP SETTINGS 199 .M. D/M/Y. D. The three buttons below the tabs are: Save: Save changed data to the database and return to the Group Maintenance page. Cancel: Return to the Group Maintenance page without saving your changes.Y. or Y-M-D. Restore: Reload the page and restore data from the database.

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

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

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

USER AND GROUP SETTINGS 203 .Note: Always synchronize Users before synchronizing Groups. The list has three types: — Network Type: Type of the network. • The two lists are: • Network: The list box (multiple selection) with network resources. 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. This link is active only if you expand one of the network resources. 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.

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

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

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

Compatible Apps: Compatible applications are typically software utilities that process files produced by some other application. 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 “Setting Compatible Applications” on page 222 for more information. 208 CHAPTER 8 . See “Selecting Launch Methods” on page 213 for more information. The link is displayed only for existing applications.Maintaining Applications The Application Maintenance page allows you to set up the parameters for an application. The link is displayed only for existing applications.

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

Maximum length is 16 characters. Maximum length is 100 characters.be defined separately in Application Maintenance before it can be used. This field can be left blank. Here are the default supported MIME types: Description Adobe Acrobat Application ACROBAT MIMEtype application/pdf Extension pdf 210 CHAPTER 8 . the next three represent the document version and sub-version number. Some applications. require the Enhanced Filing Scheme for proper integration with Hummingbird DM. to prevent words from randomly being formed. and the extension designates the document version and subversion number. This filing scheme names files with alphanumerics only. if you plan to use the Hummingbird DM mail features. such as Word and Excel. Upon a file download request. 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. you must set your applications to Enhanced Filing Scheme. • Filing Scheme: There are three methods by which documents are named in DM. Also. — Standard : The first seven digits are the document number.!) in their DOS filenames. Unix-Compatible Filing Scheme allows no vowels in any of the file names. Note that the MIME Type must be set for the DM Webtop to properly display documents. • MIME Type: MIME (Multi-Purpose Internet Mail Extension) allows you to set the MIME type mapping for the associated Application ID. to prevent words from being randomly formed. and the file extension designates the application. — Unix-Compatible: This third method is similar to the Enhanced Filing Scheme. DM supplies a viewer that easily handles many different file formats. Enhanced Filing Scheme allows no vowels in any of the filenames. — 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 # .

Some applications require certain file extensions.mspowerpoint application/vnd.ms-excel toa wk4 wk4 xls application/vnd. Others can accept any extension you choose. 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.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 .

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

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

Edit: Opens the Launch Method Maintenance page for editing an existing launch method. and might even be able to use them.• • • • Enabled: Open the Launch Method Settings page. All fields are filled from an existing launch method. Delete: Removes an existing launch method. Description: This column displays a descriptive text for each launch method. but the Enabled flag will be automatically set only for launch methods that are newly installed by Hummingbird DM. • 214 CHAPTER 8 . Copy: Opens the Launch Method Maintenance page for adding a new 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.

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

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

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

when a File/Save is issued. redlining programs. Use this option for integrated applications such as Excel.0. 218 CHAPTER 8 . — ODMA Compliant: This option is used with applications integrated through ODMA. a copy of the document is saved to the shadow drive. If Shadowing is implemented. When you use Directory Monitoring. This occurs because the Document History is updated and shadow copies are saved only when a File/Close is issued. System Parameters and Group Maintenance have two options concerning the Profile New Documents Listing. Hummingbird DM tracks documents matching the filename mask created in an unintegrated application session and compiles a list of these documents. — Full Integration. The list can also be accessed from the Document menu if the user wants to profile the documents at a later time. — Full Integration with Quick Save: This option can be used with any integrated word processing application. called the Profile New Documents List. Monitor Directory: Defines the monitor directory. such as grammar checkers. The maximum length is 254 characters. Lotus 1-2-3.this option for applications that do not create documents but run in conjunction with other applications. The first option allows users to remove items from the Profile New Documents list. such as WordPerfect 8. and Quattro Pro. leaving them unprofiled and stored with their DOS pathname. Use this option for unintegrated applications only. or mail packages. The second causes the list to automatically appear each time DM Explorer is loaded. • • Enabled: Select this check box if you want to this application to be enabled.0 and Quattro Pro 8. is displayed when the application is exited. This option is available only for Directory Monitoring integration. prompting the user to profile the documents. Choosing this option will cause Hummingbird DM to save the document on screen more quickly when a File/Save is issued. — Uses Directory Monitoring. then to the network. This list.

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

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

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

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

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

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

and Custom Profile Defaults. By default. Keyword. To have the INDEXES AND PROFILES 233 .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. Since documents integrated through a third party can have attachments. you can choose to index the attachment in place of the last major version. 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.

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

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

Cancel: Return to the Attachments to Index page without saving your changes.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. The following fields allow you to define the attachment type: • Attachment to Index: The file extension used for this kind of attachment. The maximum length is 10 characters. Restore: Reload the page and restore data from the database. This field is required. 236 CHAPTER 9 .

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

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

The following fields allow you to define a keyword: • • Keyword: Contains a keyword. This field is required.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 . Description: Contains the descriptive text describing a keyword. Cancel: Return to the Keywords page without saving. The maximum length is 30 characters. Restore: Reload the page and restore data from the database. The maximum length is 254 characters.

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

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

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

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

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the DM Webtop parameters and the Custom Parameter definitions. 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. For information on Deployment Packages. DM WEBTOP USER INTERFACE 245 .

If the Enable Fail-Over and Load Balancing option is selected. 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. 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 246 CHAPTER 10 . Restore: Reload the page and restore data from the database. the DM API configuration is performed using the command-line utility provided by Hummingbird.

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

If there are more users in the group than this setting. This field is required. This field is required. This field is required. the search form will not display any industry-specific fields. the length of the folder or document name is constrained by this setting. (The entire folder/ document name is displayed in the tool tip. Hummingbird DM Server Name: Path setting for some application integration and related functions. if the user expands the Group folder. Timeout Script: The maximum time (in minutes) a web script is allowed to take. The default value is 8. May be a number in the range 0 . Number of Characters to TRIM document/folder name: In the navigation list (breadcrumbs). Maximum tabs on Quick Reference page: Change this value to restrict the number of tabs allowed on your users' Quick Reference pages. the number of users that show in each group is constrained by this setting. • • • • • • • • Timeout • 248 CHAPTER 10 .240. subgroups are created. Enable Pre-logon Prompt: Select this option to prompt your users before logging on to verify that they have permission to logon. The default is to display any industry-specific fields.Restore: Reload the page and restore data from the database.) Size of Groups in Security Dialog: In the Security page. Enable Drag'n Drop: Set this option to allow your users to take advantage of the drag and drop capabilities in the DM Webtop. 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 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. 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.

This field is required.1440. It is not a required setting because DM Server can automatically detect the language being used. Query Language: This setting allows you to specify the language to be used by DM Server when doing content searching. However.• Timeout Logon Info: The number of days that cached logon information will be retained before it is purged. This field is required. May be a number in the range 0 . Timeout Session: The number of minutes of inactivity permitted for a session. the session is terminated and the user must logon again. May be a number in the range 0 . Guest Password: The default password for a guest user.10000. When this number is reached. and we recommend that it is not set by default. in some situations where you have documents or users of different languages. Guest Name: The default name for a guest user. 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 • . Guest Network Name: The network name to be used for a guest user.

the Network field will not appear on the logon page. that user can access DM Webtop based on the logon information stored in a cookie for future accesses. Remember that there will be one logon like the last successful logon before the new rules take effect on the next subsequent logon. 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. the Network field on the logon page will be filled with that value. The character set symbol adds a meta HTML tag specifying the character set to be used for all DM Webtop display pages. set the value to 0x13A40000 to view using Japanese characters (the default value is blank). For example. after a user logs on. The user must select this option on the My Options page to take advantage of it. Allow Auto Logon: If this option is selected. Allow the User to enter a network name: If this option is not selected.— 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. 250 CHAPTER 10 . 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. • Logon • • • Default Network Name: If this field is set to a value. 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.

— Incremental: The threshold number should be set to 0. The available setting are: • • • • ID only Full Name only ID plus Full Name Full Name plus ID DM WEBTOP U SER INTERFACE 251 . Allow user to modify optional components install path: Select this option to allow users to specify a different path than the default. When the cache expires. The advantage of drawing in chunks is that the tree will be redrawn faster. This means that the tree will always be in incremental mode.Install Options • • Optional Components install path: The location of optional components for users to install. — 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. Tree Refresh time: This setting sets the expiration time on the Tree cache. User Format This setting controls the display format of the User list in the Security dialog box. Tree Rendering Mode: The DM Webtop tree has been modified so that its nodes can either be drawn in chunks or all at once. the Tree refreshes its data from the server. Webtop Tree • • • Incremental threshold: This field is only required if the Tree Rendering Mode field is set to “Automatic”. 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.

The Custom Parameters page lists all existing custom parameters defined in the system. 252 CHAPTER 10 . 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.Group Format This setting controls the display format of the Group list in the Security dialog box. and delete custom parameters. modify.

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

Cancel: Return to the Custom Parameters page. • 254 CHAPTER 10 . This field is required. Value: Contains the parameter value. The field is disabled for an existing parameter.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. Restore: Reload the page and restore data from the Registry. The following fields allow you to set certain system features: • Name: Specify the parameter name. The maximum length is 16 characters.

Understanding application integration with Hummingbird DM. • • 255 . 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. installing individual application integration components and removing deployment packages and components.

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

Client components for Hummingbird RM. • • • • • • 258 CHAPTER 11 . front-end profiling gives you more accurate results. activity information for time and billing purposes will be tracked. refer to An Overview of Hummingbird DM Suite. • Client components of complementary applications such as Hummingbird Imaging. Other custom components. and Hummingbird Collaboration. so you can create specialized packages for your various Hummingbird DM user groups.Deployment Packages A deployment package is a list of instructions configured by the Hummingbird DM administrator who installs Hummingbird DM components on user workstations. For more information. it can include enabling of Front-end Profiling and Cost Recovery features. Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save. Hummingbird DM WorkFlow. These packages can be fully customized. DM Extension for AutoCAD. By enabling the Cost Recovery option in a deployment package. Support for integration with e-mail applications. 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. A deployment package can contain: • Components that enable integration of Hummingbird DM with desktop applications. Registry files created with Interceptor or the Client Deployment Utility Customized macro files. DM Extensions for Windows Explorer and Microsoft Outlook. For selected applications.

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

The automatic deployment utility is provided on the Hummingbird DM 5. refer to “How to Use the Automatic Deployment Utility” on page 260. 260 CHAPTER 11 .1 client components are installed in the correct locations. About Automatic Deployment Packages An automatic deployment package consists of the following items: • • • • The RUNSETUP. We recommend you build automatic deployment packages using source workstations that are configured the same as the target workstations in your environment.EXE utility to create one or more response files. 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 5.1 client components. 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.For more information on this topic. This will ensure that the automatic deployment package will remove all legacy components and that the new Hummingbird DM 5.1 CD in the \TOOLS\DM EXTENSIONS\AUTODEPLOYMENT directory. Creating a package consists of gathering the necessary files and using the RUNSETUP.1.

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

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

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

2 Copy the COMPONENTSLIST. The Runas Admin Encryption program is an interactive program that allows administrators to encrypt a domain/machine name. The Runas Admin Encryption program simulates the runas command.INI file from the \PROGRAM FILES\HUMMINGBIRD\CYBERDOCS\PLUGINS to the C:\AUTODEPLOYMENT directory. 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. domain admin ID. then the steps in this section can be omitted and you can proceed to the next section. and admin password into the program executables using Microsoft Crypto API.exe 264 CHAPTER 11 . 3 From the Hummingbird DM 5.EXE). Hummingbird has included in the automatic deployment utility a Runas Admin Encryption program (RUNAS_ADM. you should use a source workstation that is configured the same as the target workstations in your environment. The Runas Admin Encryption program gives limited users full-access during installation of an automatic deployment package. If the logged in user has local administrator rights (that is. 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.1 CD. membership in the local machine Administrators group).— 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. 1 Navigate to the C:\AUTODEPLOYMENT directory.

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

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

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

5 Confirm the installation directory and click Next. and then edit the response file after a network location has been established. 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 installation location of the deployment package. during the creation of the Deployment Package. 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. — This prompt will not appear if.

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

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

on former DOCS Open workstations. 1 Select a workstation using Hummingbird DM 5. confirm that components are removed after the installation is complete. 2 Prepare the workstation as you would for any other automatic deployment package implementation.0 workstation. Furthermore.0. See “Create a Response File” on page 266 for more information.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 as your starting point workstation.0 workstation. To create an automatic deployment package that will upgrade an existing Hummingbird DM 5. you must create a response file during an upgrade of an existing Hummingbird DM 5. “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. See “Distributing the Automatic Deployment Package” on page 273 After you complete the upgrade from Hummingbird DM version 5. Upgrades from earlier version of Hummingbird DM products are not supported at this time. DEPLOYMENT PACKAGES 271 . Specifically. there have been instances where older versions of Excel integration macros were not removed from the XLSTART directory. 4 Test the response file.Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages Automatic deployment packages can be used to silently upgrade a Hummingbird DM 5.0 workstation to version 5.

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

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

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

W() for _oci_reg:1326 Error message from Error::CreateProcess.EXE has not been run by an administrator. for example.EXE is incorrect. “Abort: Cannot open / seek data in _oci_reg” This error message means that the _OCI_REG. this message indicates that the setup program does not exist in the designated location.EXE file to the directory where the automatic deployment package files are installed..EXE again and ensure you have entered the correct information.W() for cmd: 5: “Access is denied. contact Hummingbird Technical Support.. Obtain a fresh copy from the patch file and re-encrypt account information with RUNAS_ADM..” This error message indicates that the user name or password encrypted by RUNAS_ADM..EXE file may be corrupted.EXE is not in the Administrators group and the RUNAS_ADM.W() for _oci_reg: 5: Error message from Error::CreateProcess..EXE: “Logon failure” Error message from Error::CreateProcess. and XP if the person running RUNSETUP..” This error message indicates that the user name encrypted with RUNAS_ADM.W() for cmd: 1326 “Logon failure: unknown user name or bad password. This is true for a network administrator as well if he or she does not have the minimal access rights.Troubleshooting Listed below are error messages that may occur when running RUNSETUP. and then copy the _OCI_REG. “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. For other ERROR_NUMBER values. Error message from Error::CreateProcess.EXE and enter the appropriate information. You should run RUNAS_ADM. 2000. Error message: Fatal:: Not allow to launch setup_program: ERROR_NUMBER Where ERROR_NUMBER is 1004.. The administrator should run RUNAS_ADM. minimum access rights of read-only for everyone should be specified for the network share directory. DEPLOYMENT PACKAGES 275 .EXE.EXE does not have any access rights to the network share directory.. read-only access. Therefore.

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

For information on integrating applications through Interceptor and creating registry files. 4 Create deployment packages and assign them to a Group. refer to “Interceptor” on page 319. install application integration and other components onto your machine first.Upload the custom components to the network. 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. DEPLOYMENT PACKAGES 277 . and Corel WordPerfect). Refer to “Adding Custom Components” on page 278. refer to “The Hummingbird DM Client Deployment Utility” on page 342. and Project. 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 “Creating a Deployment Package” on page 281. 3 For information on using the Client Deployment Utility to customize e-mail integration or other options. 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. 5 Inform your users which deployment packages have been assigned to them. Refer to “Installing Individual Components” on page 292. Set the necessary Group permissions relating to deployment packages. Excel.

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

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

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

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

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

— The DM Extension for Windows Desktop. The Client Deployment Utility will only be visible on the Options page if you are a DOCS_Supervisor. it will always show and can be included in a deployment package so that nonSupervisors can install it. — The Client Deployment Utility. 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 . • Hummingbird DM Application Integration Components necessary to integrate several popular software applications and install Linking capabilities. For more information. From the Web Admin Tools interface. 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. refer to “Hummingbird DM Client Deployment Utility” on page 341.— Component files that place the Hummingbird DM system into Windows Explorer and/or Microsoft Outlook. Refer to “Configuring Application Integration for Hummingbird DM” on page 301 for a list of supported applications and how integration works with Hummingbird DM.

284 CHAPTER 11 . created in the disabled application. Refer to the guide titled Using Hummingbird DM. If you want to disable native ODMA integration for a specific application. which allows users to view documents from within the Hummingbird DM product. select 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 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. to the library using the Hummingbird DM document import feature. You can select multiple linking sub-components. but they will only be able to add documents. • Hummingbird DM Viewer Components necessary to install the Hummingbird DM Viewer. Users will be able to check documents in and out of the library.

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

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

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

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

place the ini file in the …Program Files\Hummingbird\Cyberdocs\Plugins directory. Removal of a section or filename will cause an incomplete removal of previous integration. Those files will then be removed during the DM Extensions install. This updated file will override the installation program's copy during deployment package installation. refer to “Installing Individual Components” on page 292. 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. If files are found. DEPLOYMENT PACKAGES 289 . The removal of DOCS Open application integration uses an ini file containing a list of integration files per application. 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.1 Suite CD-ROM in the …Tools\DM Extensions\DUI folder. Even if you are not upgrading all your Hummingbird DM products at this time. Important: It is not recommended that you remove any portion of the DUI_AppIntFileNameList.Installing a Deployment Package For information on selecting components for installation.ini is on the Hummingbird DM 5. You can modify a copy of the ini file to include your customized macro or integration file names. You should only add your customized files' filenames to the existing sections.ini file. After your modifications are made. A copy of DUI_AppIntFileNameList. the installation program will search your computer for previous versions of Hummingbird DM software. a message window appears. Important: Prior to installing a deployment package.

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

you will need to accept the security certificate for each component and click Next. DEPLOYMENT PACKAGES 291 . 6 The installation of components will continue.If you do not accept the removal of the files. Hummingbird DM product files from previous versions will also be removed in this step. Hummingbird DM will request that you reboot your computer. Each component will be downloaded separately. Click next once you have entered this information. the install process will be terminated. 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. a If you are installing Hummingbird DM WorkFlow Extension you will need to enter the name of the DM WorkFlow server. If you do not know the name of your DM WorkFlow server. b 7 After all components have been downloaded. If you elected to accept each component separately. contact your DM WorkFlow administrator. 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.

3 Select Optional Components. click the check box at the bottom of the dialog box. If the Manage DM permission is set to Yes. If you want to always accept files from InstallShield Corporation. 2 Select My Options in the upper right corner of the screen. 292 CHAPTER 11 . Accept the download. the system will attempt to download InstallShield files necessary for component installation. 1 Log on to Hummingbird DM Webtop. you can install either deployment packages or individual components from My Options > Optional Components in the DM Webtop. If the “Inform when update available” setting is active in DM Admin > Users and Groups > Groups > Features.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. Note: If this is your first time accessing the My Options page. then a message will be displayed. Click OK. informing the user that they should go to the My Options page to install or update their components.

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

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

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

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

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

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

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

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These steps assume that you already have a Hummingbird DM library set up.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. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 301 .

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

Table 12. refer to “Creating a Deployment Package” on page 281. For more information. refer to “Selecting Launch Methods” on page 213.1 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 .1 lists the applications predefined in the library that appear in the Components listing for deployment packages. • ODMA Integration Use this integration for ODMA compliant applications not already shown in the DM Library Applications table. For more information on setting up launch methods. Table 12.Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration. The integration options available for use with Hummingbird DM are also shown.

Component CiteRite for Windows DeltaView Full Authority for Windows Lotus 1-2-3 304 CHAPTER 12 .2 shows other applications that are predefined in the Hummingbird DM library and may be integrated with Hummingbird DM without additional setup. Table 12. Must be enabled through Interceptor.2 Other Integrated Applications Notes Refer to Using Hummingbird DM for more information on using CiteRite. Refer to the DeltaView documentation for information on using the DeltaView product with Hummingbird DM.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. Refer to Using Hummingbird DM for more information on using Full Authority.

1. select DM Admin > Validation Tables > Applications and select the desired application. as shown in the example below. The Hummingbird DM 5. To see this feature.3 through Table 12. Many of the new applications added to the database utilize Dynamic Data Exchange (DDE) settings to communicate with Hummingbird DM. log on to Hummingbird DM. refer to Table 12.15. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305 . for settings provided with the Hummingbird DM installation program. launch methods for supported applications were added to 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 launch methods are enabled by default.1 database. Launch methods previously used by your organization will be disabled. In the event that you need to modify or update these settings in the future.Applications Using DDE Settings When you regenerated your library for use with Hummingbird DM Suite 5.

being sure to disable any launch methods that are no longer valid for your organization.0 DDE Settings .Important: Launch methods used in previous versions of Hummingbird DM or DOCS Open products may still be present in your DM Library.0 Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Acrobat 4. Your library may contain multiple launch methods for the same product. You should review all the launch method settings in the library to insure that integrated applications are properly configured.0x and 5. Additionally.Open Application Name Topic Name Command Command (not running) ACROVIEW CONTROL [FileOpen(“%1”)] [FileOpen(“%1”)] Acrobat 4.0x and 5.0 DDE Settings .Print Application Name Topic Name Command Command (not running) AcrobatPowerDOCSPlugin AcroExch.0x and 5. 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.Document [FilePrintSilentEx("%1") [FilePrintSilentEx("%1")][AppQuit] 306 CHAPTER 12 . DDE Settings for Adobe Acrobat Table 12.3 Acrobat 4. For more information on setting up and editing launch methods. refer to “Selecting Launch Methods” on page 213.

Print Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEPrint ""%1"".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.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 . remove the /ND from CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 307 . Table 12. ""0""'")] Note: If your users will be importing Excel documents into Word.DDE Settings for Microsoft Applications Table 12. ""1""'")] [RUN("'DDEPrint ""%1"".Open Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEOpen ""%1""'")] [RUN("'DDEOpen ""%1""'")] Microsoft Excel DDE Settings . you need to set the applications as being compatible to one another.

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

be sure to download and install Microsoft Office XP Service Pack 2.SHOW Print Print Application Name Topic Name Command Command (not running) Note: To enable printing when using Microsoft PowerPoint XP.Table 12.7 Microsoft PowerPoint DDE Print Settings AIM POWERPOINT. Table 12.8 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". 0 CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 309 .Open Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEOpen "%1" DDEOpen "%1" Microsoft Project DDE Settings . 1 DDEPrint "%1".

Open. None Microsoft Visio DDE Settings .Microsoft Visio DDE Settings Table 12.9 Microsoft Visio 2000 and XP Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Microsoft Visio DDE Settings .Drawing Print Print 310 CHAPTER 12 .Print Application Name Topic Name Command Command (not running) AIM Visio.

From the Options tab. 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. the registry files have been provided to you on the Hummingbird DM Suite 5. in the …Tools\DM Extensions folder. Note: If you initially install Check-in and Check-out integration for Quattro Pro and Presentations.1 CD-ROM. Disabling ODMA Integration for Corel Suite Applications 1 Disable ODMA for each application by adding the following Keys to the Windows Registry. clear the Use enhanced file dialogs option: In Quattro Pro.11 on page 313 and Table 12. clear the Use enhanced file dialogs selection. The settings needed to do this are shown in Table 12. In Presentations. These files would be added to the deployment package as a custom component. you should include these files in a deployment package along with the Interceptor registry file that enables the application. From the File Options tab. Integrating Quattro Pro and Presentations To integrate Quattro Pro and Presentations with Hummingbird DM.Application Integration for Corel Applications Prior to using Corel Suite applications with Hummingbird DM. this will automatically disable ODMA integration. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 311 . contact Corel to obtain the latest service packs. select Tools > Settings. and enable the launch method in Interceptor. clear the Use enhanced file dialogs selection. set up Interceptor launch methods in the DM library. To assist you with this. select Tools > Settings > Environment. As the administrator. Active integration will not work unless these Corel service packs are installed.12 on page 314. you will need to disable ODMA integration.

For more information on setting up launch methods. version 9 Application Name. 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 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 .Open Integration Type Command Line Parameters WordPerfect 9 and 10 DDE Settings . refer to “Selecting Launch Methods” on page 213.Print Application Name.Open Application Name. Table 12. version 9 Application Name.10 WordPerfect 9 and 10 Launch Method Settings .

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

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

15 Lotus WordPro 97 and Millennium Launch Method Settings Integration Type Command Line Parameters Lotus WordPro DDE Settings .Print.Table 12. 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 .

Open Application Name Topic Name Command Command (not running) PCDIMG Commands OPEN("%1") OPEN("%1") DOCS Imaging DDE Settings .Print Application Name Topic Name Command Command (not running) PCDIMG COMMANDS PRINT("%1") PRINTEXIT("%1") CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 317 .DDE Settings for Other Applications Table 12.16 DOCS Imaging Integration Type Command Line Parameters Full Integration -f%FULLPATH DOCS Imaging DDE Settings .

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

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

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

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

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

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

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

1 Launch Hummingbird DM Interceptor. You can repeat step 6 to configure other commands in this application. 10 Enable the application in Interceptor. 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. type the common part of the headings and select Not full caption. 2 From the Launch Methods tab of the Hummingbird DM Interceptor window. 7 Click OK to save your settings.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. — The Application ID and Description fields are filled in by default. 8 When you have finished integrating commands. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 325 . and it is strongly recommended that you leave it selected. 9 Your new application should appear in the Application Settings list. highlight the launch method for the application that you want to integrate and click Enable. complete the following steps to enable the integration. In the Dialog Caption field. The dialog box you configured appears in the Dialogs window. click OK and close the Application Settings dialog box.

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

This allows more flexibility in the location of your users’ integrated applications. You are only editing the path that Interceptor will monitor. indicating that the application launch method will no longer be monitored by Interceptor. When you edit the launch method settings from Interceptor. Reminder: You need launch methods configured in both Application Maintenance and Interceptor. The green dot to the left of the application description will change to a red dot. In Interceptor. To edit the launch method that Interceptor will monitor: CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 327 . 1 Launch Hummingbird DM Interceptor as described in “Launching Interceptor” on page 320.EXE If you have users who have Excel installed on their D:\ drive. Editing the Interceptor Launch Method Settings Interceptor allows you to edit the path to an application that Interceptor will monitor.Disabling Integration with Interceptor If you want to disable integration for an application that you have integrated with Interceptor. For example. 2 Select the application that you want to disable from the Launch Methods tab of the Hummingbird DM Interceptor dialog box. your edits do not apply to Application Maintenance in the DM Administration Tools. 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. 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. complete the following steps. as long as the executable is in the user's search path. 3 Click Disable. 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 Interceptor to monitor the application independent from where it is launched. you only need to enable one of those launch methods. you would have multiple launch methods set up.

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

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

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

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

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.Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes By design. Note: Disabling Native Save and Open dialog boxes and access to Interceptor work hand in hand. If you. do not want to allow the users and/or certain groups in your organization to save documents outside of Hummingbird DM. The Settings option in Interceptor will be unavailable. Users can also disable Interceptor integration on an application-byapplication basis using the Interceptor Setting menu or by using the Interceptor shortcut menu. • 332 CHAPTER 12 . 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. Hummingbird DM is set up to allow users to open and save files both within and outside the document management system. as the Hummingbird DM administrator. You cannot disable one without disabling the other.

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

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

Mail Client Requirements The e-mail clients supported for Hummingbird DM integration are: • • • Microsoft Outlook 2000 and XP GroupWise 5. E-mail Integration Options If you installed Hummingbird DM E-mail Integration. DELIVER_REC.5 and 6. separate documents. go to Tools>Options>Mail Format and clear the Use MS Word to edit e-mail messages check box. Important: If you use Outlook XP. in which case the additional columns are already CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335 . For all versions of Microsoft Outlook. Refer to “Configuring Integration for Microsoft Outlook” on page 336. Important: If you are upgrading from a version of a Hummingbird document management application prior to version 5. This integration method supports the storing of message parameters (for example: MAIL_ID. The exception to this is if you are generating a new library using the Hummingbird DM 5.0. MS Outlook The most complete integration method. MSG_ITEM. such as attachments and threads. PARENTMAIL_ID. To resolve this issue. the following features are available.0x You can use the Hummingbird DM Client Deployment Utility to further customize Hummingbird DM E-mail Integration for Microsoft Outlook. By not using Word as your e-mail editor.0 Lotus Notes 4. • • GroupWise and Lotus Notes Mail messages and attachments are stored in Hummingbird DM as simple.1 product. and THREAD_NUM). and use Microsoft Outlook. you will be able to use the Insert from Hummingbird DM toolbar button and Passive Integration for Microsoft Word.6 and 5. Internet Mail mode should not be installed as it interferes with the installation of the Hummingbird DM Outlook Extension. you will need to add columns to the database and add some fields to the Profile form. See “E-mail Integration Settings” on page 359. ATTACH_NUM. you will not see the Insert from Hummingbird DM toolbar button. To use the Client Deployment Utility you must be a Supervisors Group member and have local administrator rights on your computer. Hummingbird DM E-mail Integration for Microsoft Outlook allows you to search for related documents.

See “E-mail Integration Settings” on page 359. select Programs > Hummingbird > Hummingbird DM Server 5. The Select Field to Edit dialog box appears. Adding SQL Columns Using DM Designer 1 From the Windows Start menu. 3 Highlight the PROFILE table from the Tables column and click New Column. 336 CHAPTER 12 . The Edit Column Description dialog box appears. First the PROFILE table must be modified. then you must configure specific options using the Client Deployment Utility.1 > Server Admin Tools > DM Designer. Configuring Integration for Microsoft Outlook Configuring Hummingbird DM to support the enhanced integration for Microsoft Outlook is a multi-step process. 2 Select Edit > Edit Data Dictionary or click the Database button on the toolbar.present on the Profile form.

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

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

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

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

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 341 .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.

plug-ins. navigate to this folder and double click iMMC. To install MMC.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1. MMC 1. this utility was known as the Administration Tool. For Windows NT and Windows 2000. add-ons. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface. and much more. MMC version 1. the account used to log on to the workstation must be a member of the local Administrators group. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups.EXE. the registry files can be provided to users who then merge these settings into their local registries. custom forms. • • • • MMC 1. Follow the on-screen prompts. it must be a part of the Administrators group. Note: To use the Client Deployment Utility. MMC 1.0 is supported only on Windows XP and Windows NET Server.1 shipped with Microsoft SQL Server 7.0 ships with Microsoft Windows XP and Windows. email integration. Note: In previous versions.0 Option Pack for Windows NT Server.2 shipped with Microsoft Windows 2000.NET Server.0 and Microsoft Systems Management Server 2.1 or higher must be installed on your computer in order to use the Client Deployment Utility. Even if the account is a Domain Administrator.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. MMC 2. These registry files can be placed in a deployment package and automatically installed.0 shipped with Microsoft Windows NT 4.0. MMC 1. MMC 2.2 folder. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility. Alternately. 342 CHAPTER 13 .

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

If you have more than one plug-in installed. All registered plug-ins will be shown in the same order as their respective InsertAt registry entry. you can change the load order of the plug-in. 344 CHAPTER 13 .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.

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.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. The lookup button can be used to browse for the desired directory. 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.

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

Use the lookup button to browse for a different file location. 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. Caching users and groups will cache the list used in the Access Control list. Click Settings to view the dialog box. the Cache on logon settings are stored in the Cache on logon dialog box. as shown below. 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. select the check boxes shown. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 347 .

See the next step in these instructions for more information on this setting. you can modify the Pre-Cache parameters. The columns are defined as follows: — Primary. For each of the four settings. This parameter will be applied to remote libraries that have Search by Default selected in Library Maintenance. — Searchable. This parameter will be applied to remote libraries that are not set to be searched by default.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. This parameter will be applied to the primary library. — Other.

From the Cache Settings window. 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.6 Individual lookup settings can be changed from the Cache Lookups dialog box. The available choices are: Parameter Applications Authors Document Types Keywords Library standard specific Other Description / Database Table APPS PEOPLE DOCUMENT TYPES %KEYWORDS CLIENT. Select the setting. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 349 . 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. 7 Click the Lookup button to view the Cache Lookups dialog box. MATTER. USER_ORG. Click to select or clear the lookup options. 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.

Select this box to have Hummingbird DM automatically purge shadowed documents from the local drive. If Force Cleanup of Shadowed Documents is set to Yes. 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. Enter the minimum allowed disk space on the local drive before shadowed documents are purged. Minimum Age For Delete (Days). Minimum Local Disk Space (MB). Documents that are older than the Minimum Age For Delete (specified below) are deleted each time you start Hummingbird DM. This field is disabled if Shadow Documents to Local Library is set to No. If the Clean Shadow check box is selected. the users will be notified with a message that they should purge shadowed documents. Enter the minimum number of days you want documents to remain on the local drive without being edited before being deleted. • • 350 CHAPTER 13 . 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.11 The cleanup of shadowed documents can be controlled from the Clean Shadow check box. This field is disabled if Shadow Documents to Local Library is set to No. Clean Shadow Check Box If the Clean Shadow check box is left blank. the purge will be run automatically. Please refer to the section titled “Clean Shadow Check Box” on page 350. These settings are as follows: • Force Cleanup of Shadowed Documents.

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

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

This option does not require you to distribute a registry file. 1 Select the Logon check box.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. or append to it. 2 By default. Check box to signify agreement to above terms prior to accessing the system. Users will be required to accept the message in order to complete logon. 3 Select Console>Save. Tab to the text field. You can edit this text. 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. delete it. 354 CHAPTER 13 . the following message is entered in the field. Unauthorized access to or misuse of this system is prohibited and constitutes an offense.

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

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

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

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

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 359 .E-mail Integration Settings E-mail Integration can be configured in this section of the Client Deployment Utility. 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. if you want to apply the settings to all libraries. read “Mail Client Requirements” on page 335. Prior to configuring e-mail integration for Microsoft Outlook using the Client Deployment Utility. You will be asked to confirm this selection. Select Yes to apply to all the libraries. 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. select the Apply to All Libraries button. No to cancel.

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

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

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

the dialog boxes will HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 363 • • • • . 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. However.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. • 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. 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. if there is missing information that requires user input. 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.Dialogs Tab The Dialogs tab allows you to configure Save Options. Attachment Options. This feature works in conjunction with the Email Search and Email Tree features. and Insert Options for e-mail integration.

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

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

1 In the Module field. select the item whose activity you want to log. Click the Browse button to browse for another folder. 2 Select the Log check box. 3 Select the directory to which the file should be saved. 366 CHAPTER 13 .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.

Using this section of the Client Deployment Utility you can enable or disable addon products or change their load order. • • • • • • • • 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.

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

HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 369 . Click Save. 1 Return to the Client Deployment Utility Welcome screen by selecting the Hummingbird DM Client Deployment Utility level in the tree.Exporting the Registry File After you have set the Hummingbird DM Client Deployment options that you wanted to modify. 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. Include this component in a deployment package and it will be automatically applied to the client workstation when the deployment package is installed. Instruct your users to double-click the registry file(s). Tip: You can upload this registry file as a Custom Component. 2 Click Export. you can export these settings to a registry file and distribute this master registry file to desktop users. 3 Select a file location for the registry file and name the file. A dialog box appears. Click OK. inform your users of the location of the registry file to be imported. confirming that the registry settings were installed on their workstation.

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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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HTML RENDERING FILE FORMATS 373 .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.

8.0. and 9.0 (some limitations) All versions All versions Version 1.1 Versions through 3.text only) MacWrite II MASS11 All versions All versions Versions through 9. and Millennium SmartSuite 97 and Millennium Version 1.0 374 APPENDIX A .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 .1 Versions through 2.0.0 Versions 3.01 Versions 5.1 Versions through 8.0 Version 3.0 Versions through 4.0.1 All versions Versions through Release 2.5 Versions through 3.0 Versions through 3.0.0 Versions through 3.0 SmartSuite 96. 6. 97. and 4.0 Versions through 4.0 Versions through 1. 4.0.

0 Versions through 3.0 Versions through 3.0 All versions Version 3.0 Versions through 2.0 through 98 Versions through 2000 All versions Versions through 2.0 Versions through 4.0 Versions through 5.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 4.0 Version 2.0 Version 3.02 HTML RENDERING FILE FORMATS 375 .0 Versions through 4.1 Version 2.1 Versions 1.02 through 3.0 Versions through Samna Word IV+ Version 1.0 Versions through 6.0 Versions A.0 to 6.0 Versions 4.0 Versions through 7. and C Versions through 2. B.0 Version 1.

6 Versions through Composer Plus Versions through 3.0 Versions through 7.0 Version 1.0 Versions through III Plus 376 APPENDIX A .0 Version 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 2.2 All versions Versions through 1.

0 Versions through 4.0 Version 4.0 Versions through 2. and 2.0.5 Versions through 3.0 Versions through 5.x through 7.0 Version 2.2 through 2000 Versions 2.0 Version 1.0.0 Versions through 2.0 Versions 3. 4.0 through 4.0 Version 3. and 4.1.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 Versions through 2.0 HTML RENDERING FILE FORMATS 377 . 98 Versions 2.0 Versions through 5.0 Versions through 9.0 Versions 1.0 Version 1.0.0 Version 4.0 SmartSuite 97and Millennium Versions through 5.02 Version 1.1.0.0 Versions through 2.5 Version 2.

and 4.0 Version 4.0 Version 1.5 Versions through 3.1 Version 1.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 4.0 Versions through 3.1 Version 3.0.x Version 1.0 Versions through 1.0 Version 1.0 Version 2.0.0 Versions through 2.0 Versions through 5. 0 Versions through 4.0 Versions through 2.3 Versions 3.02 378 APPENDIX A .0 Version 2.0 Versions through 2. 4.

NIST.Graphics Interchange Format GP4 .Hewlett Packard Graphics Language IMG . ICO.Kodak Photo CD PCX Bitmap All versions Windows Corel Draw versions 2.0 through 9.Computer Graphics Metafile DCX (multi-page PCX) DRW .Kodak Flash Pix GIF .Group 4 CALS Format HPGL .Standard Graphic Formats * Not available on Linux platforms Binary Group 3 Fax BMP (including RLE. CUR & OS/ 2 DIB) CDR (if TIFF image is embedded in it) CGM .1 Versions through 4.0 Versions through 14 Windows Enhanced Metafile If TIFF image is embedded in it No specific format Compuserve Type I and Type II Version 2.Micrografx Designer DRW .GEM Paint JFIF (JPEG not in TIFF format) JPEG .Micrografx Draw DXF (Binary and ASCII) AutoCAD Drawing Interchange Format EMF EPS Encapsulated PostScript * FPX . CALS.0 Microsoft Fax Version 3.0 No specific version All versions All versions No specific version Version 1.Portable Bitmap * PCD .Joint Photographic Experts Group format PBM .0 ANSI. Version 3.0 PC Paintbrush HTML RENDERING FILE FORMATS 379 .

X-Windows Bitmap * XPM .1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4. 5. 2000 Windows Metafile Versions through 2.0 MacPaint No specific version Versions 5.Perfect Works (Draw) PGM .Portable Pixmap PSP .X-Windows Dump Novell version 2.Portable Graymap PIC .Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG .0 No specific version No specific version Macintosh Standard Version 1.Tagged Image File Format TIFF CCITT Group 3 & 4 VISO (Multi-page Page Preview mode only) WMF WordPerfect Graphics [WPG and WPG2] * XBM .0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .Portable Network Graphics Internet Format PNTG PPM .0.Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS .Sun Raster File Format Targa TIFF .0.X-Windows Pixmap * XWD . 5.

0 HTML RENDERING FILE FORMATS 381 .0 Version 2.1. Version 6.0 Versions 5 through 6 Windows 95.AutoShade Rendering File Format Versions through 7.Corel Clip Art Format * DSF .0 Version 1.0. 4.0 Versions through 8.FrameMaker graphics * GDF .0 Level 2 Version 4.Micrografx Designer * DWG .High-End Graphic Formats * Not available on Linux platforms * AI .OS/2 PM Metafile * PDF .0 Acrobat version 2.Adobe Photoshop File Format * RND .0 Version 1.AutoCAD Native Drawing Format * FMV .Corel Draw CMX .Adobe Illustrator File Format * CDR .0 Versions 12 through 14 Vector and raster formats through Version 5. 3.0 Bitmap and Vector Version 5.Postscript * PSD .IBM Graphics Data Format * GEM .Portable Document Format * PIF .Graphics Environment Manager Metafile * IGES .Initial Graphics Exchange Specification * MET .IBM Picture Interchange Format * PS .1 Version 3.

0. 96. 98 382 APPENDIX A .0.0.0 Versions through 2000 Versions 4.x Windows versions Versions 1. 2. and Millennium Versions through 2.0 and 9.0 Versions 2.0 Versions 3.x and 3. 97.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 and 7.

where applicable. how these counters can be interpreted to gauge DM Server system performance. 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.

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

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

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

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

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

The Security Regeneration utility provides a method for reapplying the trustees. the utility processes only documents selected from the Search Results dialog box. With the search results displayed in the Quick Retrieve dialog box. For NetWare document servers. 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. To avoid checking every document. the user need only be a member of the DOCS_SUPERVISORS group.About Security Regeneration When an organization must recover documents from backup (as opposed to their DM archive). The user must be a member of DOCS_SUPERVISORS in order for Security Regeneration to appear as an option. or leave the field “Time to start processing” blank to start processing as soon as you 396 APPENDIX D . Simply perform a profile search on any documents for which you need security regenerated. 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. 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. file-level trustees are often lost. choose Options>Security Regeneration. 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. Enter a time for the utility to begin processing. the user must have a NetWare Administrator or equivalent account and be a member of the DOCS_SUPERVISORS group to run Security Regeneration. For Windows 2000/NT document servers. The Security Regeneration utility is run from the Windows Explorer and Microsoft Outlook DM extensions. and run the utility.

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

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

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

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

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

This applies to e-mail notifications as well. 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. 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. See also FOLB and load balancing. . 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. where the access rights set up by the document’s author apply. workspaces. The sole access is through Hummingbird DM clients. 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. explicit syntax A literal interpretation of words entered into a full-text search. document type A Hummingbird DM library parameter that defines storage instructions and other characteristics of a document. and custom searches. document retention date The date when a physical document is to be removed from the document server. Words are enclosed in double quotation marks to designate explicit syntax for the search. DSA Document Sentry Agent.document preview A short HTML file containing the initial text or data of a stored document. A Windows 2000/ NT service that prevents access to documents outside of Hummingbird DM. public folders. 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. document server An area designated for storage of documents in a Hummingbird DM repository. 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.

full-text index A database of words and phrases in a library’s documents. See also failover and load balancing. 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. Folder membership A feature that provides a list of projects to which a document has been assigned. hit list The list of documents displayed after the user performs a search. Hummingbird Collaboration DM Server Integration A Hummingbird Collaboration component on the Hummingbird DM server. HTML forms An HTML version of certain pages of the DM Webtop user interface. HTML rendering The ability to display documents of various file formats in HTML format. . A feature that allows a cluster of Hummingbird DM servers that share processing of user transactions. A Hummingbird component on the HCS server(s) that is required for Hummingbird Collaboration. Also called preprofiling. and records. Also called content search.file plan A Hummingbird RM term designating a controlled set of terms that allows users to index and retrieve files. front-end profiling Creating a profile before creating the document. folder A container that holds documents and/or subfolders in an ordered fashion. FOLB failover and load balancing. Also known as search-results. Hummingbird Collaboration PageServer A Hummingbird Collaboration component residing on the same machine or a separate machine from the other Hummingbird Collaboration/DM/HCS servers. 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. The index is created by SearchServer and can be searched by users to find documents and Document Profiles containing specified words or phrases. documents. 404 H HCS Hummingbird Core Services. Each folder and subfolder has an associated Document Profile.

including indexes of Hummingbird DM libraries. GLOSSARY 405 . Hummingbird RM client component A Hummingbird RM component on the DM Web Server that contains the RM Extension for inclusion in deployment packages. allowing easy access to the feature. Hummingbird Portal™ Hummingbird’s intranet enterprise information system. 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. Hummingbird KM™ An integrated suite of Hummingbird software that lets users conduct single. and share faxed and paper images as they do electronically generated documents. Hummingbird Core Services (HCS) server In the Hummingbird DM context. Indexer See DM Indexer. unified searches across multiple information sources. control. Hummingbird Web Publishing™ A Hummingbird DM Companion Solution that converts standard business content into Web sites without altering the source documents. 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. Hummingbird Imaging™ A Hummingbird DM Companion Solution that allows users to access. Hummingbird DM WorkFlow™ A Hummingbird DM Companion Solution that supports electronic routing of documents across an organization. Import A feature that allows users to bring individual documents into Hummingbird DM. 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 Collaboration Server A Hummingbird Collaboration component installed on the same server as Hummingbird Core Services. Hummingbird RM™ Hummingbird’s records management system that manages and categorizes an organization’s electronic and physical records.

a validated list of words that can be used to uniquely identify a document. This allows users to create. users and groups who have access to documents. File>Save. and save documents to a Hummingbird DM library from within an application. 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. library. 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. Hummingbird DM library Tables and columns in a SQL database that define how documents are categorized and organized. Also. 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. intranet mode A communications channel through DCOM that enables intra-office communications between users and DM Webtop. archival data. 406 edit. 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. K keyword Word or phrase used to identify a document that may or may not be included in the text of the document. 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. and information pertaining to management of documents and the Hummingbird DM system itself. new or recently edited documents that need full-text indexing.Indexer server A dedicated Hummingbird DM server where the indexing process is run and indexes are stored. File>Retrieve. and File>Save As operations and replaces them with either a Document Profile dialog box or Quick Retrieve window. index. The library also contains a record (Document Profile) for each document and . File>Open. See full-text index.

default library. target library. When an application is integrated with Hummingbird DM. Word 2000. See also: current library. monitor A Hummingbird DM WorkFlow term indicating a user or group that has been granted permission to view a route by the route originator. 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. 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.a record for each Hummingbird DM user. Also used as the location to store workspace information and to define whether users may save documents to a remote library. DM Extension for Microsoft Outlook Access to the Hummingbird DM client through the Folder View structure in the Microsoft Outlook e-mail application. M Hummingbird Collaboration Extension for Microsoft Office A Hummingbird Collaboration component on the DM Web Server and included in deployment packages. logon library The library to which a user is currently logged on. the GLOSSARY 407 . See also FOLB and failover. 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. 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. 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. N native Refers to the original application in which a document was created. Excel 97. Library Maintenance tool A Server Admin Tool to maintain an organization’s data in a Hummingbird DM library. logon library. primary library. The functions performed with this tool can also be done using the web-based DM Admin.

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

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

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

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

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

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 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.

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. definition 302 .

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 . 101. 107 document type defining 229 listing 227 DSA. 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. 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. 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.

74 index log files 78. 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. 61 deleting an index 25 index location 62.members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 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. 34. 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. 66. 75 creating an index 22. 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 . 78.

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. listing 160 load balancing.inability to find 20 purging the activity log 390 security 96 library generation. 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. 20 INDEX 417 . 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. location 11.INI file. definition 302 PCDOCS.

users in NetWare-only environment 106 server clusters.people listing 164 performance monitor settings 383 Plug-ins. See Corel Suite preview generation 125 Profile on Send 365 Project.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. 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. 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 indexing with DM Indexer security about 90 DM clients 109 document 89 Document Sentry Agent (DSA) 103 document server access 112 library 96 418 . 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 Microsoft applications purging the Activity Log 390 Q Quattro Pro.

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.

modifying 226 Filename Mask 220 Filename Mask. 229 file type 225 file type. See Corel Suite 420 . security 102 WordPerfect.document type 227. 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.

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