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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 .

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

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

.

” Existing DOCSFusion Administrators: Those who have a current installation of DOCSFusion and are moving to Hummingbird DM 5. xv .1.. The information in this guide is presented in the following chapters and appendices.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. A check mark under your administrator category indicates chapters of particular interest to you. This guide explains how to manage your Hummingbird DM environment. and are essentially “starting from scratch. 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.. These administrators have never used DOCSFusion® or DOCS Open®.

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

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

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

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. 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.

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

NetWare Servers Results Caches HCS Server • • • • Set up DM Server to work with NetWare document servers and indexing servers (page 47). SETTING DM SERVER PROPERTIES 5 . Modify results-set settings (page 49). Manage the internal caches (page 51). 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).

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

3 Click Log File. The index log contains a record of indexing activities.xlg. — A list of the document numbers being indexed. including: — Times when the index was started and stopped. — Any errors that occurred during indexing. 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>. 30 CHAPTER 1 . — Times when the index was compressed. By default. — Times when the index paused for a backup and when it resumed indexing after the backup.

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

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

The following languages are supported: English. clear the check box.Selecting this option increases the size of index files and slows the indexing process. Do not use it unless instructed to do so by Hummingbird technical support staff. modify the options in the Index Properties dialog box. inclusive. 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. Set Session Options: This feature is not intended for normal use. German. click Default. The new defaults will apply to any indexes created after the defaults are changed. and Italian. Index Defaults The Defaults button on the SearchServer Indexes tab lets you establish the default values that appear when you create a new index. The Indexer will reindex all documents that were indexed between the From date and today. In the Maintenance box. and click OK. Reindexing must be performed on the server where the index is located. See your Hummingbird KM documentation for more information. This includes new documents SETTING DM SERVER PROPERTIES 33 Reindexing Documents 2 . To reindex an index: 1 On the SearchServer Indexes tab. 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 change the defaults. French. 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 is automatically stopped while the index is undergoing compression. User searching can continue during a compression. Select the index you want to compress and click Update and Compress Index. Then select the index by following the instructions on page 17. you will see “Initialized” in the Status field. start Server Manager and go to the SearchServer Indexes tab. see “Reindexing an Index” on page 76. and the regular compression is not scheduled to occur soon. so documents will not be indexed. Manually Compressing an Index If you see that the DYX file is growing beyond a few hundred megabytes. Document Previews Tab Hummingbird DM gives users the option of displaying short HTML previews of documents. you should manually compress the index: 1 2 On the Indexer server. This feature saves document-retrieval time and 34 CHAPTER 1 . To make the index available to users. start the index by following the instructions on page 40. For more information on reindexing.plus existing documents that were indexed during the specified time period. When the index is ready for use. See “Compressing an Index” on page 75 for more information on compressing indexes. 3 4 Click Re-Index.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

can be found in the online manuals Using Hummingbird DM Webtop and Using Hummingbird DM Extensions. Full-text indexing helps users quickly locate documents by searching the document contents for specified search terms. including a list of search operators. NOTE Information on performing full-text searches. USING THE HUMMINGBIRD DM INDEXER 55 .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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

. . Versions through 1. . . . Versions through 2. . All versions Microsoft Works for Windows . . .0 and 9. . . . . . . . . . . . . Versions through 3. . Versions through 3. Version 6. . . . . Versions 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Office Writer . Versions through 6. . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . B and C Professional Write . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 3. . . . . . Versions through 5.IBM Writing Assistant . . . . . . . . . .0 84 CHAPTER 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . . .02 Sprint . . . . . . . . .0 JustWrite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 8.0 MultiMate . . . . . . . . . . . .0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . Versions A. . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . .0 PC-File Letter . . .1 Lotus AMI/AMI Professional . . Versions 5.1 Q&A . . . . . . . . . . . . 6. . . . . . . Versions 96 through Millennium Edition 9. . . .0 Microsoft Word for Windows . . .0 Total Word . . . . . . . . . . . . . . . . . Versions through 6. . . . . Versions through 4. Versions through 3. . . . . . . . . Versions through 2. . .0 Navy DIF . Versions through 2002 Microsoft WordPad . . . . . . . . . . . . . Versions through Composer Plus WordStar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .01 Lotus Manuscript . . . . . . . . . . . . . . . . . . .0 Wang PC (IWP) . . . .6. . . . . . . . . . . . . . . . . . . . .0 PC-File+ Letter . Version 1. . . . . . . . . . . . . .6 Microsoft Windows Write . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . .0 Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Samna Word . . . . . . . . . . . . . . .6 WordMARC . . . Versions through III Plus Word Processing Formats—Windows Adobe FrameMaker (MIF) . . . . .0. . . . . . . . . . . . . . . . . . . 8. . . Version 2. . . . . . . All versions Nota Bene . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 PFS:Write . . . . . . . . . .Versions through Samna Word IV+ SmartWare II . . . . . . . . . . . .2 Volkswriter 3 & 4 . . . . . . . . . . . . . . . . . . . . . . .1 Lotus Word Pro . . . . . . .0 Microsoft Works . . . . . . . . .0 Legacy . . . . . . . . . . . Versions through 4. . . . . .0 XyWrite . . . . . . . . . . . . . . . . . . . . . .0 WordStar 2000. . . . . . .0. . . . . . . . . .0 Novell WordPerfect . . . . . . . . Versions through 1.0 JustSystems Ichitaro . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 MASS11 . Versions through 7. . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works for Windows. . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . .x dBXL . . . .5 First Choice . . . . . . . . .0 – 4. . . . . . . . . . . . . . . . . . .Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . Version 1. . . . . . . . . . . Versions 3. . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (Mac) . . . . . . . . . . . . . . . . .Versions through 3. . . . .0. . . . . . . . . . . . . . 98. . . . . . Versions 3. . . . .0 and 4. . . . . . . . . . . Versions through 10 Professional Write Plus . . . . . . . . . . . . . . . . .0 and 4. . . . . 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Novell WordPerfect . . . . . . Version 1. . . . . . . . . . . .0 DataEase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .02 through 3. . . . . . . . . . . .0 Framework . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . .Versions through 3. . . . .Versions through 2. . . .0 Q & A . . . . Version 2. Version 1. . . . . . . . . . . . Version 3. . . . .0 Database Formats Access . . . . . . . . . . . . . . Version 3.0 FoxBase . . . . . . . . . . . .0 Personal R:BASE . . . . .Versions through 2. . . . . . . .3 Enable . . . . . . . . . . . . . . . . . . . . . . . . Versions 3. . . . . . . . . .Versions through 5. . . . . . . . . . . . . . . . . . . .1 Microsoft Word for Mac . . .02 Spreadsheet Formats Enable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Q&A Write for Windows . . . . . . . 4. . . . . . . . . . . . . .1 Framework . . . . . .0 SmartWare II . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . .0 Paradox (DOS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions 1.1 R:BASE System V . . . . . . . .0 Reflex . . . . . . . .0.Versions through 4. . .0 Novell/Corel WordPerfect for Windows . . . . . . . .0 R:BASE 5000 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 First Choice . . . . . . . . .0 Word Processors—Macintosh MacWrite II . . . . . . . . . . . . .0 Microsoft Works (DOS) . . .Novell Perfect Works . . . . . . . . . . . . . . . 2001 Microsoft Works for Mac . . . .0 dBASE . .2 WordStar for Windows . . . . . . . . . . .Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Versions through 2. . . . . . . . .0 Paradox (Windows) . . . . Version 3. . . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 5.Versions through 3. . . . . . .0 StarOffice Write for Windows and UNIX . . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . .0 USING THE HUMMINGBIRD DM INDEXER 85 . . . . . Version 2. . . . . . . . . .

x Harvard Graphics for Windows . . . . . . . . . .1. . . . . . . . . . . . . . . . . . . . . . Versions 4. . . .0 Microsoft PowerPoint for Windows . . . . . . . . . . . . . . . . . .2 through 2002 Microsoft Multiplan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through Millennium 9. . . . . . . . .0 86 CHAPTER 2 . . . . . . . . . . . . . . . . . . . . .0 – 4. . . .x & 3. . . . . . . Windows versions Freelance for Windows . . . . . Versions through 10 SmartWare II . . Versions 2. . . . . . . . . . . Versions through 2. . Versions through 5. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2 SuperCalc 5 .0 PFS:Professional Plan . . Versions 2. . . . . . . . . .0 Lotus 1-2-3 for SmartSuite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9. . . . .0 Quattro Pro for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . .0 Microsoft Excel Macintosh . . . . . . . . . . . . . . . . . . Version 2. . . . . . . .2 Graphic Formats Adobe Photoshop (PSD) . . . . . . . . . . . .0 Adobe FrameMaker graphics (FMV) . . . . . . . . . . . . . . .0 Microsoft Excel Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . .0 Lotus 1-2-3 Charts (DOS & Windows) . . Version 1. .5 Novell Perfect Works .0 Microsoft Works for Windows . . . . . . . .1 and 2. . . . . . . . . . . . . . . . . . . . . .0. Versions 3. . . . . .6 Freelance for OS/2 . . . . . .x . . . . .0 Mosaic Twin. . . . Versions through 2. . . . . . . . . . . . . . .0 Quattro Pro for DOS . . . . . . . . . . . . . . . . . Version 4. . . . . . . . Version 5. .02 StarOffice Calc for Windows and UNIX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . . Version 5. . . . . . . . . Version 4. . . . . . . . Version 1. . . . . . . . Versions 97 .Lotus 1-2-3 (DOS & Windows) . . . . . Versions through 7. . . . . . . . . . . . . . . . . . . . . .0 through 2002 Microsoft PowerPoint for Mac . . . . . . . . .0. . . . .7. . . . Versions 2. . . . . Versions through 5. . . . .0 through 2001 StarOffice Impress for Windows and UNIX . . . .Vector/raster through 5. . . . . . . .6 Lotus Symphony . . . . . . 2001 Microsoft Excel Windows . . . .Millennium 9. . . . . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . .0 Lotus 1-2-3 (OS/2 including charts) . . . Versions through 5. .0 VP Planner 3D . . . . . . . . . . . Version 1. . . . . . . . . . . . . Version 4. . .0 Adobe Illustrator. . . . . . . . . . . . Versions 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (Mac) . . . . . . . . . . . . . . . . .0.0 Presentation Formats Corel/Novell Presentations . . . . . . . . . . . . . . . . Versions through 2. . . . . . . Versions 3. . Versions through 10 Harvard Graphics for DOS . . . . Versions through 5. . . . . . 98. . . . . . . . . .0 Adobe Acrobat (PDF) . . . . . . . . .

. . . . . . ICO.0 . Ami Draw AutoCAD Interchange format (DXF) . . All versions JPEG (including EXIF) . . . . . . Versions 12 . . . . . . . . . .Ami Draw (SDW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Encapsulated PostScript (EPS) . . .0 Paint Shop Pro (PSP) . . . . . . .0 Micrografx Designer (DRW) . . . . . . . . . . . . . . . . . .0 . . . . . . . . . . . . . . . . . Type I and Type II Corel Clipart format (CMX). . . . . . . . . .14 AutoShade Rendering (RND). All versions Portable Graymap (PGM) . . Versions 12 . . . . . . . . . . . . . . . . . . . . . . TIFF header only GEM Paint (IMG) Graphics Environment Mgr (GEM). . . . . . . . . Versions 6.0 Corel Draw (CDR with TIFF header) . . . . . . . . . . CALS NIST ver. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 OS/2 PM Metafile (MET) . . . . . . . . . . . All versions Bitmap (BMP. . Versions through 4. . . . . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . Kodak Flash Pix (FPX) Kodak Photo CD (PCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3. . OS/2 DIB & WARP) CALS Raster (GP4) . . . . Bitmap & vector Graphics Interchange Format (GIF) Hewlett Packard Graphics Language (HPGL) . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5. . . . . . . . . . . . . . . Version 5. . . . . . . . . . . . . . . . . . . . .0 Novell PerfectWorks (Draw). . . . . . . . . . . . . . . . ANSI. . . Win32 Only PC Paintbrush (PCX and DCX) Portable Bitmap (PBM) . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Initial Graphics Exchange Spec (IGES) . . . . . . . . . . . . . .Versions through 3. . . . . . . . . . .1 Micrografx Designer (DSF) . . . . Bitmap only MacPaint (PNTG) Micrografx Draw (DRW) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Version 2 IBM Graphics Data Format (GDF) . . . . . . . . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . .0 and 5. . . . . . . . . . .0 Lotus PIC Lotus Snapshot . . . . . .0 Binary Group 3 Fax . . . . . . . . . .Versions 5 through 6 Corel Draw (CDR) . . . . . . . . . . . . . . . . . . . . . . . . . . No specific version USING THE HUMMINGBIRD DM INDEXER 87 . . . . . CUR. . . . .Windows 95. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . All versions Macintosh PICT1 & PICT2 . . . .14 AutoCAD Native Drawing format (DWG) . . . . . . . . . . RLE. . . . . . . . . . . . . . . . . . . . . . . Versions 2. . . . . Version 1.0 IBM Picture Interchange Format (PIF) . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . .8. . . . . . . . . . . . . . . . version 6. . . . . . Version 2. . . . . . . . . . . . . . . . .1 JFIF (JPEG not in TIFF format) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Computer Graphics Metafile (CGM). . . .01 Paint Shop Pro 6 (PSP) . . . . . . . . . . . . . . . . . .9. . . . . . Version 1. . . . . . . . . . . . .

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

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. It also explains how to implement Hummingbird DM security at your site.

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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There are some differences in how Hummingbird DM accesses documents on the different operating systems. not only within the library. (See “Accessing a Document Server” on page 112 for more about document access on different operating systems. 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 . NOS-level security means that when a document is secured in Hummingbird DM. We do not recommend the use of Standalone document servers for sites implementing failover and load balancing. but these differences are not noticeable to users. including Novell NetWare. without security at the network operating system (NOS) level. but at the NOS level as well. and Windows 2000/NT Server.) No NOS-Level Security Hummingbird DM supports the following operating systems as Generic document servers. Unix systems using NFS Maestro™ for connectivity. Unix. or it can be a share or drive on a machine used for multiple purposes. if you are still supporting DOCS Open users on the same document server—documents can be secured. Create a secure Generic document server by restricting all access permissions to the DM Server service account exclusively. • • • Windows 2000/ NT NTFS or FAT file share. A document server can be a computer dedicated to the document-storage purpose. Hummingbird DM supports several different operating systems for document servers. such as D:. that does not have a share name. It’s not unusual for organizations to have multiple document servers. Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. Standalone: A FAT drive. because the drive letter may indicate a different drive to each server in the cluster.Document Server Security The network location where documents are stored is called a document server. NOTE NOS-Level Security If you cannot secure your document servers by restricting access to the DM service account—for example.

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

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

Access rights assigned to documents apply when the document is accessed from a Hummingbird DM client. To secure Generic document server shares. NetWare 5. NOS-level security means that the access rights assigned to documents by Hummingbird DM client users are always in effect. 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. 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.0 Server and Windows 2000 with NTFS running either the NT Security Service or the Document Sentry Agent (DSA). regardless of whether the document is accessed from a Hummingbird DM client or outside Hummingbird DM via an operating system mechanism such as Windows Explorer.x DOCUMENT ACCESS AND SECURITY 101 • .x and 6. such as D:.Setting Up Generic Document Servers with Security Hummingbird DM supports the following operating systems as Generic document servers. 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. Unix systems using NFS Maestro™ for connectivity. Standalone: A FAT drive. NOS-level security is available on document servers running under: • Windows NT 4. • • • Windows 2000/ NT NTFS or FAT file share. that does not have a share name.

This service allows Hummingbird DM to secure documents on Windows NT and Windows 2000 document servers. go to Library Paramenters>System Parameters>Features and select the option Secure Documents at Network Level. you associate a Hummingbird DM group—such as DOCS_USERS—with one or more Windows NT or Windows 2000 groups by adding the Windows group’s network alias to the Hummingbird DM group in the library. Through Library Maintenance. the access rights he or she assigns to the Hummingbird DM group also apply at the NOS level. To implement NOS-level security on your document servers. see “Windows NT NTFS Volumes” or “NetWare Document Servers” below. When an author secures a document using a Hummingbird DM group ID. you will need to install one of the following security services on each 2000/NT document server: • The NT Security Service (NTSS).To tell Hummingbird DM that you want security at the NOS level. 102 CHAPTER 3 . See the Hummingbird DM Suite Installation Guide for instructions on using NTSS. 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 the Hummingbird DM Suite Installation Guide for instructions on using DSA. NetWare Document Servers Setting Up a Document Server To set up a NetWare document server for Hummingbird DM: 1 On the NetWare document server. Click Properties>Services>Novell NetWare Client for Windows NT>Properties.x and 6. The sole access is through Hummingbird DM clients. specify the tree name: a b Right-click Network Neighborhood. If your library has multiple NetWare document servers. Both security services are provided on the Hummingbird DM CD.x or 6. If you have multiple NetWare 5.x servers. create an account with administrator privileges. If your server has multiple shares. DM Server uses this account to access documents on the server. they must all reside in the same NDS tree. For instructions on installing the NTSS or DSA and setting up a document server. see the Hummingbird DM Suite Installation Guide. you must have a common user name/password for all NetWare 5. where the access rights set up by the document’s author apply.x document servers. the shares can use different services. This service prevents all users from accessing documents outside Hummingbird DM. If your organization has multiple Windows NT or Windows 2000 document servers. you can run the DSA on some servers and the NTSS on others. On the DM Server.• The Document Sentry Agent (DSA). 2 DOCUMENT ACCESS AND SECURITY 103 .

The DM Servers must have the NetWare client installed and must log on to your NetWare resources. 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. users will receive the following message when attempting to access a NetWare document server: You can not be authenticated on the Netware server. 3 Configure DM Server to work with the NetWare document server(s): a In Server Manager. (The available server names are derived from the libraries selected on the Server Manager Libraries tab.c In the Preferred Tree field. To avoid this error message. choose the NetWare Servers tab and select a document server in the Server Name field.Fusion error 2147220927 The reason for this is that Hummingbird DM does not support multiple trees.. 104 CHAPTER 3 . enter the name of the NDS tree. 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..

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

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

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

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

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

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

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

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

NetWare Document Servers For both network and non-network users. DM Server uses its own NetWare accounts to access the document server. DOCUMENT ACCESS AND SECURITY 113 . DM Server uses its service account to access the document server for the user.) 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. Security is based on the access defined in the document’s profile in the library.

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 .

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

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

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

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

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

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

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

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

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

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. GENERATING PREVIEWS OF STORED DOCUMENTS 125 .

However. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above.to 400pixels wide). This will be a preview of the last published version.0 or 6.About Document Previews Hummingbird DM gives users the option of displaying short previews of documents.0.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In. Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent.0.0 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). otherwise the last version is previewed. 126 CHAPTER 5 . 6. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. If a document has multiple versions. only one preview is generated. or 95 WordPerfect 8. 7. How Previews Are Displayed Document previews are displayed in HTML format. If this portion of the document exceeds 6000 characters. (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats. This feature saves document-retrieval time and helps users quickly determine if a document is the one they want. the preview is truncated to the 6000-character limit. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300. the preview displays the first 6000 characters of the document. if one exists. Word Processing Formats The preview displays the first 6000 characters of the document. 97. 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 content of a preview depends upon the native format of the document itself.

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

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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. DM Webtop user interface. Except for the DM Webtop user interface. Validation tables. User and group settings. Indexes and profiles. 129 .

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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 .

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

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

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

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

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

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

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

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

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

• • • • • LIBRARY PARAMETER SETTINGS 141 . Inform when update available: Select this option to alert your users when they need to update their downloaded components. Enable Workspaces: Select this option to enable Workspaces for your users. 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. 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. You must also have preview generation started for the library on the Document Previews tab in Server Manager for previews to be available. your users will be able to modify settings in their My Options pages. Allow Preview: Allow users to preview documents.

Cancel: Return to the System Parameters page without saving your changes. 142 CHAPTER 6 . The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. 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.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 Remove Related Item: Select this option to allow your users to remove relationships between objects. LIBRARY PARAMETER SETTINGS 143 .• • • Can Create Related Item: Select this option to allow users to create relations between objects. These settings can be overridden at the group level using the Group Utilities tab. 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. 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 Show Related Item: Select this option for users to show existing relations between objects.

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

a utility that provides a means of archiving. and moving documents. • • • LIBRARY PARAMETER SETTINGS 145 . the individual's rights take effect and the group's rights are ignored. — Full Inheritance.• 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. 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. a utility that allows the creation of cost reports. Run Cost Recovery Module: Select this option to allow users to run Cost Recovery. 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. — Limited Inheritance. enabling modification of the profile forms and altering the database tables and columns. the user has the sum of all rights associated with that user and with the groups. File Security is determined by the NOS. Run Storage Management Utility: Select this option to allow users to run Storage Management. deleting.

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

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

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

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

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

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

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

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

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

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. 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.Editing Document Server Settings If you click an existing Document Server listing or the Edit or Copy buttons. Maximum length is 64 characters. Restore: Reload the page and restore data from the database. The following fields allow you to set certain document server features: • • Physical Location: Specify the physical location of the document server. This may be one of: — Standalone LIBRARY PARAMETER SETTINGS 155 .

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

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

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

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

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

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

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

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 . modify and remove individual users and groups.

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

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

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

• • • Fax Phone: Type the user's fax telephone number. 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. Expand the Listed Network entry by USER AND GROUP SETTINGS 167 . If left blank. Target Document Server: If you entered Author or Typist in the Target Server Column field in 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. Extension: Type the user's telephone extension.

When you have finished working with Aliases. select the defined alias in the Library Users list and click the << button. The three buttons below the tabs are: 168 CHAPTER 7 . 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.selecting an entry in the Network list and clicking Load Network. click Close to return to the People Maintenance page for 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 Users list. This page allows adding and removing the user to and from groups. To remove an alias. Click OK. You will be prompted to confirm that you want to remove this alias.

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

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

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

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

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

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

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

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). Restore: Reload the page and restore data from the database. 176 CHAPTER 7 . 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.

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

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

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

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

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

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

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

Restore: Reload the page and restore data from the database.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. This page allows adding and removing group members. The available users are shown in the two lists: 184 CHAPTER 7 . 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.

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

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

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

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

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

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

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. 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. 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. Restore: Reload the page and restore data from the database. You can make only one choice for a particular group. Cancel: Return to the Group Maintenance page without saving your changes.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. 192 CHAPTER 7 .

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

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

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.Save: Save changed data to the database and return to the previous page. Setting Up Group Aliases The Group Aliases page allows you to add network aliases for this Hummingbird DM group. Cancel: Return to the previous page without saving your changes. 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. 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 Group Maintenance page. select the defined alias in the Library Groups list and click the << button. You will be prompted to confirm that you want to remove this alias. When you have finished working with Aliases.To remove an alias. Click OK. 196 CHAPTER 7 . click Close to return to the Group Maintenance page for this group. Click the Attache link on the Group Maintenance page to display the Group Attache page: This page allows editing options which override the settings on the System Parameters Attache tab (see “Setting Attache Options” on page 149). Attache for Groups The Group Attache page shows the current Attache settings for this group.

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

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

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

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

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

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

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

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

VALIDATION TABLES 205 . document types. 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.

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

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

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

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

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

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 .ms-excel toa wk4 wk4 xls application/vnd.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. The extension is the VALIDATION TABLES 211 .mspowerpoint application/vnd. Others can accept any extension you choose.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. Some applications require certain file extensions.

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

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

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

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

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

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

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

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

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

Setting Up File Name Masks

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

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

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

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

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

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

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

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

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

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

• •

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

Modifying or Adding File Types

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

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

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

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

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

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

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

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

the Full-Text Indexer indexes the last major version of a document.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. Keyword. Attachments to Index The Attachments to Index function is designed for applications integrated through a third party. and Custom Profile Defaults. By default. To have the INDEXES AND PROFILES 233 . Since documents integrated through a third party can have attachments. you can choose to index the attachment in place of the last major version.

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

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

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. 236 CHAPTER 9 . Restore: Reload the page and restore data from the database. The maximum length is 10 characters. This field is required. Cancel: Return to the Attachments to Index page without saving your changes.

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

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

This field is required. The maximum length is 254 characters. INDEXES AND PROFILES 239 . Restore: Reload the page and restore data from the database. Description: Contains the descriptive text describing a keyword. The maximum length is 30 characters. The following fields allow you to define a keyword: • • Keyword: Contains a keyword.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. Cancel: Return to the Keywords page without saving.

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

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

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

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

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

If the Enable Fail-Over and Load Balancing option is selected. If the 246 CHAPTER 10 . The two buttons below the tabs are: Save: Save changed data to the database. Restore: Reload the page and restore data from the database. 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.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. the DM API configuration is performed using the command-line utility provided by Hummingbird.

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

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

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

250 CHAPTER 10 . The user must select this option on the My Options page to take advantage of it. the Network field on the logon page will be filled with that value. 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.— 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. • Logon • • • Default Network Name: If this field is set to a value. the Network field will not appear on the logon page. HTML-Rendering Character set: This symbol is used to support national characters in HTML-rendering. For example. Allow Auto Logon: If this option is selected. 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. users who have application integration installed can logon to DM Webtop without having to provide their user names and passwords. set the value to 0x13A40000 to view using Japanese characters (the default value is blank). after a user logs on. The character set symbol adds a meta HTML tag specifying the character set to be used for all DM Webtop display pages. 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. Allow the User to enter a network name: If this option is not selected.

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

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

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

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

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. • • 255 . Using the Client Deployment Utility to manage aspects of Hummingbird DM. Understanding application integration with Hummingbird DM. installing individual application integration components and removing deployment packages and components.

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

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

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

1 client components are installed in the correct locations.For more information on this topic. 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. Creating a package consists of gathering the necessary files and using the RUNSETUP. About Automatic Deployment Packages An automatic deployment package consists of the following items: • • • • The RUNSETUP.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. We recommend you build automatic deployment packages using source workstations that are configured the same as the target workstations in your environment. Location of the Automatic Deployment Utility The automatic deployment utility is not installed by default when you install Hummingbird DM 5.1. The automatic deployment utility is provided on the Hummingbird DM 5. refer to “How to Use the Automatic Deployment Utility” on page 260.1 CD in the \TOOLS\DM EXTENSIONS\AUTODEPLOYMENT directory.1 client components. This will ensure that the automatic deployment package will remove all legacy components and that the new Hummingbird DM 5.EXE utility to create one or more response files. 260 CHAPTER 11 .

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

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

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

1 CD. 2 Copy the COMPONENTSLIST. Insure that the following files do not have the read-only attribute: — runas_adm. 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.exe 264 CHAPTER 11 .— 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. The Runas Admin Encryption program is an interactive program that allows administrators to encrypt a domain/machine name.EXE). 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. The Runas Admin Encryption program gives limited users full-access during installation of an automatic deployment package. and admin password into the program executables using Microsoft Crypto API. domain admin ID. If the logged in user has local administrator rights (that is. 1 Navigate to the C:\AUTODEPLOYMENT directory. you should use a source workstation that is configured the same as the target workstations in your environment. 3 From the Hummingbird DM 5. then the steps in this section can be omitted and you can proceed to the next section.INI file from the \PROGRAM FILES\HUMMINGBIRD\CYBERDOCS\PLUGINS to the C:\AUTODEPLOYMENT directory. The Runas Admin Encryption program simulates the runas command. Hummingbird has included in the automatic deployment utility a Runas Admin Encryption program (RUNAS_ADM. membership in the local machine Administrators group).

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

ISS and is created in the C:\WINNT directory. a fresh copy of the file can be obtained from the Hummingbird DM 5.5 Delete the RUNAS_ADM.EXE utility (which is the InstallShield product) that runs in conjunction with RUNSETUP.exe -r”.exe “setup. This also precludes the accidental copying of this file to a server share in a later step. only the following will be discussed. The directory and filename specified with the -f1 switch can be changed to suit individual needs. Specify the log file location.EXE. Unless otherwise specified with the -f1 switch.exe -r -f1C:\AutoDeployment\setup.EXE file from the workstation so that it cannot be accessed by unauthorized users. Note: Depending on your operating system. Available Switches -r Description of Use Create a response file Typical usage of this is: runsetup. There are various flags associated with the SETUP. the response file is named SETUP.iss” The -f1 flag in this case indicates that the response file will be created in the C:\AutoDeployment directory. Specify the response file location. -s -f1 -f2 Run a silent installation. 2 Type the following command: runsetup. the location of the command prompt command may differ.1 CD. Change the directory to C:\AUTODEPLOYMENT. Create a Response File The RUNSETUP. For the purposes of this document. To create a response file: 1 On the source workstation. If you create multiple response files for a variety 266 CHAPTER 11 .EXE file is a Hummingbird utility used to build a collection of the responses provided during the specified client install.exe “setup. start a command prompt by going to the Start menu and selecting Programs>Accessories>Command Prompt. If needed. This creates a response file while installing the products on the workstation.

you must edit the Hummingbird DM Web Server path statement in the INI file. The following dialog box will appear requesting you choose the installation directory. 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. you should name the response files accordingly. This file must exist in the C:\AUTODEPLOYMENT\DEPLOYMENT directory. 3 The following dialog box will appear requesting you enter the deployment package INI filename. DEPLOYMENT PACKAGES 267 . 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.of different deployment packages. This file name should correspond with the INI file copied in the Prepare Installation Files section on page 263. Note: The C:\AUTODEPLOYEMENT\DEPLOYMENT directory can contain multiple deployment package INI files.

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

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

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.ISS) has been created in the designated directory on the source workstation. click Finish. When the InstallShield process has completed. you may see two dialog boxes at the end of the process. and click Next to continue. click “Yes” to continue. The Command Prompt window will be visible when the process is complete.Note: An additional dialog box may appear requesting you confirm the DM Web Server type. and then confirm that a response file (SETUP. Note: If you are upgrading from a previous version of Hummingbird DM. 270 CHAPTER 11 . If so. make the appropriate selection.

Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages Automatic deployment packages can be used to silently upgrade a Hummingbird DM 5. 1 Select a workstation using Hummingbird DM 5.0 workstation. Specifically. Furthermore. the PATH environment variable may not be removed from the System Variables section in Control Panel > System > Advanced > Environment Variables. DEPLOYMENT PACKAGES 271 . on former DOCS Open workstations.0.0 workstation to version 5. To create an automatic deployment package that will upgrade an existing Hummingbird DM 5.1. See “Create a Response File” on page 266 for more information. you must create a response file during an upgrade of an existing Hummingbird DM 5. 4 Test the response file. Upgrades from earlier version of Hummingbird DM products are not supported at this time. 2 Prepare the workstation as you would for any other automatic deployment package implementation.0 workstation. there have been instances where older versions of Excel integration macros were not removed from the XLSTART directory. “Creating a Deployment Package” on page 281 3 Create a response file. confirm that components are removed after the installation is complete. See “Distributing the Automatic Deployment Package” on page 273 After you complete the upgrade from Hummingbird DM version 5.0 as your starting point workstation. 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.

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

EXE -s” However. The installation will execute for users automatically. Create a batch or command file containing the command string. if your users only have read-only access on the targeted network share directory. 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. A typical command to deploy DM Extensions via SMS or Network Logon Installation is as follows: RUNSETUP. DEPLOYMENT PACKAGES 273 . 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. and then e-mail the file to users with instructions for execution.log” This command will create the installation log file on the user’s local workstation hard drive. 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 assign the script to targeted users. You must use the following command to work around this issue: \\[server]\[share]\runsetup.exe -s -f1 \\[server]\[share]\Setup.iss -f2C:\temp\Install. Once the installation is complete. 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.DM 5.EXE “SETUP.

therefore.EXE utility.ZIP You should download the PWDSINST.EXE utility into the C:\AUTODEPLOYMENT directory.ZIP file and extract the PWDSINST.Known Issues Hummingbird DM Service is not Added to Microsoft Outlook In some circumstances.exe /u 274 CHAPTER 11 . and the Mail Profile does not exist. the Hummingbird DM Service does not exist on the Mail Profile. and that account is different from the logged in user’s account.exe /i The PWDSINST. thus. execute the following command line: pwdsinst.hummingbird. the Hummingbird DM Service cannot be added to the Mail Profile. To uninstall the Hummingbird DM service. Thus. 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. The local administrator’s account is encrypted using the RUNAS_ADM. This problem can occur under the following circumstances: • The logged in user’s account has never run Microsoft Outlook. the user is not a member of the local administrators group. the Hummingbird DM Service is not added to the Microsoft Outlook Mail Profile of the account of the logged-in user.com/Patches/HummingbirdDM/ PWDSINST. • • 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. for example. the account has not been configured on the local machine.

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

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

Refer to “Adding Custom Components” on page 278. refer to “The Hummingbird DM Client Deployment Utility” on page 342. Refer to “Creating a Deployment Package” on page 281.Upload the custom components to the network. Refer to “Installing Individual Components” on page 292. refer to “Interceptor” on page 319. such as Manage DM and Inform when update is available. 1 If you will be creating custom registry files with the Client Deployment Utility or with Interceptor. Set the necessary Group permissions relating to deployment packages. 2 Once the components are installed on your machine. install application integration and other components onto your machine first. and Project. Excel. 4 Create deployment packages and assign them to a Group.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. you can proceed with customization of application integration components and create the necessary registry files. and Corel WordPerfect). DEPLOYMENT PACKAGES 277 . 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. For information on integrating applications through Interceptor and creating registry files.

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

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

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

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

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

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 . — The DM Extension for Windows Desktop. it will always show and can be included in a deployment package so that nonSupervisors can install it. — The Client Deployment Utility. 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. • Hummingbird DM Application Integration Components necessary to integrate several popular software applications and install Linking capabilities. The Client Deployment Utility will only be visible on the Options page if you are a DOCS_Supervisor. Refer to “Configuring Application Integration for Hummingbird DM” on page 301 for a list of supported applications and how integration works with Hummingbird DM. For more information.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 301 . 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.

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

Table 12.1 Application Integration Components Component Integration Microsoft Word Microsoft Word Active Integration with Front-End Profiling with Cost Recovery Microsoft Word Passive Integration Check-in and Check-out only Microsoft Excel Microsoft Excel Active Integration with Front-End Profiling with Cost Recovery Microsoft Excel Passive Integration Check-in and Check-out only Microsoft PowerPoint Microsoft PowerPoint Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Microsoft Project Microsoft Project Active Integration Microsoft Project Passive Integration Check-in and Check-out only Adobe Acrobat Adobe Acrobat Passive Integration Check-in and Check-out only CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 303 .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. refer to “Creating a Deployment Package” on page 281. refer to “Selecting Launch Methods” on page 213.Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration. For more information. Table 12. For more information on setting up launch methods. The integration options available for use with Hummingbird DM are also shown.

2 shows other applications that are predefined in the Hummingbird DM library and may be integrated with Hummingbird DM without additional setup. Component CiteRite for Windows DeltaView Full Authority for Windows Lotus 1-2-3 304 CHAPTER 12 .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 the DeltaView documentation for information on using the DeltaView product with Hummingbird DM. Must be enabled through Interceptor. Refer to Using Hummingbird DM for more information on using Full Authority. Table 12.2 Other Integrated Applications Notes Refer to Using Hummingbird DM for more information on using CiteRite.

Applications Using DDE Settings When you regenerated your library for use with Hummingbird DM Suite 5. In the event that you need to modify or update these settings in the future. The Hummingbird DM 5. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305 . Many of the new applications added to the database utilize Dynamic Data Exchange (DDE) settings to communicate with Hummingbird DM.15. for settings provided with the Hummingbird DM installation program. 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. Launch methods previously used by your organization will be disabled. log on to Hummingbird DM. as shown in the example below. select DM Admin > Validation Tables > Applications and select the desired application. launch methods for supported applications were added to the Hummingbird DM 5. refer to Table 12.1 database. To see this feature.1.3 through Table 12.

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

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

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

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

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

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

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

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

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.

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

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

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

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

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

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

complete the following fields: CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 321 . 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. This window will be empty if you have never configured a new application in Interceptor. this list appears in the active window. If you have previously integrated new applications.You can switch to a remote library by clicking the down arrow of the Library combo box. 3 With the Common Properties tab selected. The Hummingbird DM Interceptor window appears. Note: Only applications that use Full Integration are listed. 2 Click the Application Settings tab.It contains a list of launch methods that are stored in Application Maintenance. displaying all applications that are set to Full Integration. using the instructions in “Launching Interceptor” on page 320. Click Add to add a new application.

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

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. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 323 .

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

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

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

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

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

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

reg. 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 registry file should be included as a custom component to a deployment package. This is the most common setting when exporting a registry 330 CHAPTER 12 . you will need to distribute the file to individual users. Export Settings: — All Settings This option exports application settings and launch method settings for all applications and all libraries. Hummingbird DM assigns a default file name for the registry file of InterceptorSettings. 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.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. 4 The default setting on this dialog box is All Settings. otherwise. select Export. 3 The Export Settings dialog box appears. We recommend that you leave this selected and click Export. If you select All Settings. See “Importing a Registry File” on page 331.

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

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

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

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

MS Outlook The most complete integration method. See “E-mail Integration Settings” on page 359.0 Lotus Notes 4. PARENTMAIL_ID.6 and 5. ATTACH_NUM. To resolve this issue. you will need to add columns to the database and add some fields to the Profile form.5 and 6. go to Tools>Options>Mail Format and clear the Use MS Word to edit e-mail messages check box.1 product. MSG_ITEM. Important: If you are upgrading from a version of a Hummingbird document management application prior to version 5. To use the Client Deployment Utility you must be a Supervisors Group member and have local administrator rights on your computer. you will be able to use the Insert from Hummingbird DM toolbar button and Passive Integration for Microsoft Word. This integration method supports the storing of message parameters (for example: MAIL_ID. Important: If you use Outlook XP. Internet Mail mode should not be installed as it interferes with the installation of the Hummingbird DM Outlook Extension. Refer to “Configuring Integration for Microsoft Outlook” on page 336. and THREAD_NUM).0.0x You can use the Hummingbird DM Client Deployment Utility to further customize Hummingbird DM E-mail Integration for Microsoft Outlook.Mail Client Requirements The e-mail clients supported for Hummingbird DM integration are: • • • Microsoft Outlook 2000 and XP GroupWise 5. such as attachments and threads. E-mail Integration Options If you installed Hummingbird DM E-mail Integration. separate documents. Hummingbird DM E-mail Integration for Microsoft Outlook allows you to search for related documents. in which case the additional columns are already CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335 . you will not see the Insert from Hummingbird DM toolbar button. and use Microsoft Outlook. For all versions of Microsoft Outlook. the following features are available. By not using Word as your e-mail editor. • • GroupWise and Lotus Notes Mail messages and attachments are stored in Hummingbird DM as simple. The exception to this is if you are generating a new library using the Hummingbird DM 5. DELIVER_REC.

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

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

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

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

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

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.

email integration. These registry files can be placed in a deployment package and automatically installed. Note: In previous versions. MMC 1. navigate to this folder and double click iMMC. 342 CHAPTER 13 . you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. Alternately. • • • • MMC 1. MMC 1. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface.0 is supported only on Windows XP and Windows NET Server. Follow the on-screen prompts. plug-ins. MMC version 1.0 ships with Microsoft Windows XP and Windows. the registry files can be provided to users who then merge these settings into their local registries.2 folder. Note: To use the Client Deployment Utility. custom forms. and much more.NET Server. For Windows NT and Windows 2000.0 and Microsoft Systems Management Server 2.0. this utility was known as the Administration Tool.0 Option Pack for Windows NT Server. MMC 1. the account used to log on to the workstation must be a member of the local Administrators group.2 shipped with Microsoft Windows 2000. MMC 2.0 shipped with Microsoft Windows NT 4. To install MMC.1 or higher must be installed on your computer in order to use the Client Deployment Utility.EXE. MMC 2. Even if the account is a Domain Administrator.1 shipped with Microsoft SQL Server 7. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility. it must be a part of the Administrators group.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. add-ons.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1.

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

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

Specify an exact path or use an environment variable such as %Temp% to specify the download directory. The lookup button can be used to browse for the desired directory. 1 The Download folder displays the folder that Hummingbird DM uses to manage in-process copies of documents. Check the desired boxes.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. 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.

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

Click Settings to view the dialog box. Use the lookup button to browse for a different file location.Cache Settings 1 The Cache folder is the location where cache data will be stored on a user’s workstation. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 347 . the Cache on logon settings are stored in the Cache on logon dialog box. 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. 2 To cache lookups and users and groups. Caching users and groups will cache the list used in the Access Control list. as shown below. select the check boxes shown.

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. — Searchable. you can modify the Pre-Cache parameters. — 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 . — Other. The columns are defined as follows: — Primary. 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. See the next step in these instructions for more information on this setting. For each of the four settings. This parameter will be applied to remote libraries that have Search by Default selected in Library Maintenance.

Click to select or clear the lookup options.6 Individual lookup settings can be changed from the Cache Lookups dialog box. 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. scroll down until you can see the Lookups setting. From the Cache Settings window. 7 Click the Lookup button to view the Cache Lookups dialog box. MATTER. 8 The Cache lookups default dialog box settings will change depending on which Cache level was selected. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 349 . 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. USER_ORG. the check box is not selected for Cache Level None or Balanced. By default. 10 Click OK to accept these settings or click Cancel to disregard any changes that you have made.

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

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 chart shown below gives examples of how the Shadow Document settings work to control document shadowing.

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

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

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

4 The next time your users attempt to log on to the system. 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.

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

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

More specifically. 358 CHAPTER 13 . click the scheme name. 2 To change a scheme’s load order. select the check box to the left of the scheme type. it disables it from the integration schemes that Hummingbird DM looks at when determining what an application can use. 1 To disable or enable an integration scheme. Note: Disabling an integration scheme in the Client Deployment Utility only affects Hummingbird DM integration. Using this section you can enable or disable an integration scheme and change the scheme’s load order. then use the up and down arrow buttons to the left of the screen.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.

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

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

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

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

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

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

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

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

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

click the tab name and enter a new name. To rename a custom tab. refer to “Viewing a Document or Profile Using Hummingbird DM Add-ons” in the Windows Explorer DM Extension Help. 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.For more information on the add-ons. 1 Click the check box to enable or disable an add-on application. To disable a custom tab. Custom Tabs Configuration Use the Custom Tabs section to manage custom tabs that appear in the Hummingbird DM window. 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. select the check box next to the tab name. 2 Select the add-on whose load order you want to modify. 368 CHAPTER 13 .

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

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B—Performance Monitor settings C—Other DM Server admin tools. D—Security Regeneration utility 371 .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.

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

0 (some limitations) All versions All versions Version 1.0.0 SmartSuite 96.0. 97. and 4.0. 6.0 Versions through 1. and 9.0 Versions 3. 8.0 Version 3.0 Versions through 4.5 Versions through 3.1 All versions Versions through Release 2. 4.1 Versions through 3.0.1 Versions through 2.1 Versions through 8.0. and Millennium SmartSuite 97 and Millennium Version 1.0 Versions through 3.0 374 APPENDIX A .0 Versions through 4.0 Versions through 3.text only) MacWrite II MASS11 All versions All versions Versions through 9.01 Versions 5.Word Processing Formats ANSI Text (7 & 8 bit) ASCII Text (7 & 8 bit versions available) Corel WordPerfect for Windows DEC WPS Plus (DX) DEC WPS Plus (WPL) DisplayWrite 2 & 3 (TXT) DisplayWrite 4 & 5 Enable First Choice Framework HTML IBM FFT IBM Revisable Form Text IBM Writing Assistant JustSystems Ichitaro JustWrite Legacy Lotus AMI/AMI Professional Lotus Manuscript Lotus WordPro (Win16 and Win32 / Intel platforms) Lotus WordPro (Non-Windows platforms .

0 Versions through 4.0 Versions through 3.02 through 3.0 Versions through 4.0 Version 1.0 Versions through 7.0 Versions 4.0 Versions through 2.0 Versions through 5.0 Versions 4.0 through 98 Versions through 2000 All versions Versions through 2.0 Version 3.0 Versions through Samna Word IV+ Version 1. B.0 All versions Version 3.1 Versions 1.0 Versions A.0 Versions through 3.0 to 6.02 HTML RENDERING FILE FORMATS 375 .1 Version 2.0 Versions through 6.0 Version 2.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. and C Versions through 2.

2 All versions Versions through 1.0 Version 1.0 Version 1.6 Versions through Composer Plus Versions through 3.0 Versions through 2.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 7.0 Versions through III Plus 376 APPENDIX A .

0 Version 3. 98 Versions 2.0 through 4.0 Versions 3.0 HTML RENDERING FILE FORMATS 377 .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 3.02 Version 1.5 Version 2.0 Version 2.1.0 Version 1.x through 7.2 through 2000 Versions 2.0 Versions through 2.0 Versions through 4.0.0 Version 4.0 SmartSuite 97and Millennium Versions through 5.0.0 Versions through 2.0 Versions through 5.5 Versions through 3.1. and 2.0 Version 1.0 Versions through 9.0 Versions through 2.0 Versions through 5.0 Versions 1.0 Version 4. and 4.0.0 Versions through 2.0. 4.

1 Version 3. 4.0 Version 2.02 378 APPENDIX A .0 Versions through 2. 0 Versions through 4.0 Versions through 2.x Version 1.1 Version 1.5 Versions through 3.0 Versions through 2.0 Versions through 1.0 Versions through 5.0 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 Version 2.0 Versions through 4. and 4.0.3 Versions 3.0 Version 1.0 Versions through 3.0.0 Version 4.

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

0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .0.0.Portable Pixmap PSP . 5.Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS .Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG .0 MacPaint No specific version Versions 5.0 No specific version No specific version Macintosh Standard Version 1.1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4.Portable Graymap PIC .X-Windows Pixmap * XWD .Perfect Works (Draw) PGM .Sun Raster File Format Targa TIFF .X-Windows Dump Novell version 2.X-Windows Bitmap * XPM . 5.Tagged Image File Format TIFF CCITT Group 3 & 4 VISO (Multi-page Page Preview mode only) WMF WordPerfect Graphics [WPG and WPG2] * XBM .Portable Network Graphics Internet Format PNTG PPM . 2000 Windows Metafile Versions through 2.

0 Version 2.OS/2 PM Metafile * PDF .Postscript * PSD .IBM Picture Interchange Format * PS .0.Adobe Photoshop File Format * RND .0 Version 1.FrameMaker graphics * GDF .AutoCAD Native Drawing Format * FMV . 4.0 Versions 5 through 6 Windows 95.IBM Graphics Data Format * GEM .0 Versions through 8.1 Version 3.1.High-End Graphic Formats * Not available on Linux platforms * AI .0 Bitmap and Vector Version 5.0 Acrobat version 2.Graphics Environment Manager Metafile * IGES .Adobe Illustrator File Format * CDR .Corel Clip Art Format * DSF .0 HTML RENDERING FILE FORMATS 381 . Version 6.Portable Document Format * PIF .0 Level 2 Version 4.Micrografx Designer * DWG .0 Versions 12 through 14 Vector and raster formats through Version 5.0 Version 1.Initial Graphics Exchange Specification * MET .Corel Draw CMX .AutoShade Rendering File Format Versions through 7. 3.

and Millennium Versions through 2.0 and 9.0.0.0.0 Versions through 2000 Versions 4. 96. 2.0 Versions 3.0 and 7.x Windows versions Versions 1.x and 3. 98 382 APPENDIX A . 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 Versions 2.

where applicable. how these counters can be interpreted to gauge DM Server system performance.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. PERFORMANCE MONITOR SETTINGS 383 .

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

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

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

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

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

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

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

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

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

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

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

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

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

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

primary library. DM Extension for Microsoft Outlook Access to the Hummingbird DM client through the Folder View structure in the Microsoft Outlook e-mail application. linking A feature that enables Microsoft Word 97. 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. Word 2000. logon library The library to which a user is currently logged on. M Hummingbird Collaboration Extension for Microsoft Office A Hummingbird Collaboration component on the DM Web Server and included in deployment packages. Library Maintenance tool A Server Admin Tool to maintain an organization’s data in a Hummingbird DM library. 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. default library. See also: current library. the GLOSSARY 407 . logon 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. target library. library generation An operation that populates the SQL database with standard information for all Hummingbird DM libraries and can copy network users and groups into the library. library group A defined set of libraries targeted for fulltext searching. The functions performed with this tool can also be done using the web-based DM Admin. Excel 97. 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.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. See also FOLB and failover. N native Refers to the original application in which a document was created. monitor list A list of documents created within a nonintegrated application that have not been profiled. When an application is integrated with Hummingbird DM.

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

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

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

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

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

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.0 271 C Cache settings 346 Check in/Check out. 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.

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

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

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.members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 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 . 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. 74 index log files 78. 75 creating an index 22. 66. 34. 78. 61 deleting an index 25 index location 62. 81 416 index properties 26 Indexer server 58 Indexer user 60 monitoring index activities 78 overview 56 pausing an index for system backups 77 reindexing an index 33.

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

people listing 164 performance monitor settings 383 Plug-ins. 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. 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 . defining 118 Server Manager client application forms 12 creating and managing indexes 21 default library 17 fail-over and load balancing 41 index settings 17 internal caches 51 libraries 15 location of PCDOCS. See Corel Suite preview generation 125 Profile on Send 365 Project.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. users in NetWare-only environment 106 server clusters. See Corel Suite Quick Save 353 library authentication 107 NetWare document servers 103 network authentication 108 network operating system level 98 NT Security Service 102 reapplying trustees after recovery from backup 396 setting up 99 setting up client software 106 users 99 Windows NT/2000 NTFS volumes 102 Security Regeneration utility 396 security.

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. 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 .stopwords DM Indexer 79 synchronization group 202 groups 202 user 200 System Parameters Attache 149 system parameters attache options.

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

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