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Sections

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

Hummingbird DM™ Administration Guide

Version 5.1

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

.

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

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

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

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

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. 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. Setting up the document-preview generator. 1 .

.

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 .

Start and stop indexing of document libraries (page 40). Turn off/on transaction monitoring (page 14).INI file (page 11). Indexing FOLB Settings • • 4 CHAPTER 1 . (page 34). select the index to be used for full-text searching by users (page 17). Set up failover and load balancing for multiple-server clusters (page 40). Specify the location of the PCDOCS. 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 DM Indexer for full-text indexing with SearchServer (page 21). Modify network logon settings (page 13). Set up document previewing on individual libraries. Specify the location of the client-application forms (page 12). Turn on/off the document-compression option (page 15). For each library. Change the default library that users log on to (page 17). Set up the logging feature (page 8). Select the libraries to be used with DM Server(page 15). Identify the URL for Hummingbird Portal Messaging Service (page 13). Set the SQL-connection cache size for a library (page 19).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 results-set settings (page 49). SETTING DM SERVER PROPERTIES 5 .NetWare Servers Results Caches HCS Server • • • • Set up DM Server to work with NetWare document servers and indexing servers (page 47). Manage the internal caches (page 51). 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).

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

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

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

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

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

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

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

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

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

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

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

When the properties are set up. you must first start the index (see “Starting an Index” on page 73). It does not index existing documents in the library. To index existing documents. 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 Add Index dialog box. 24 CHAPTER 1 .5 Select the index and click Properties to define the properties of the index. See “Modifying the Properties of an Index” on page 26 for instructions. then click Apply or OK to create the index. Click OK to return to the SearchServer Indexes tab.

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

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

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

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

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

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

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

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

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

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

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

36 CHAPTER 1 . By default. Selecting this option generates previews without graphics. Code page: Make a selection here based on language of the library’s documents. To modify the preview-generation properties for a selected library. 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. inclusive. Startup Type is set to Manual. you have two options: Everything: Regenerate all documents in the library.generation until you change the startup type. click Properties. To regenerate previews for a selected library. From: Regenerate previews only on documents for which previews were generated between the From date and today. This includes new documents plus existing documents.

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

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

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

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

You have the option of SETTING DM SERVER PROPERTIES 41 . Select the index you want and click Start or Stop. FOLB Settings Tab If your organization employs multiple DM Servers. A cluster is a group of DM Servers on the same network serving the same set of libraries. you 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. you must be running Server Manager from the Indexer server.

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

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

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

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

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

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

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

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

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

you can refresh all internal caches while DM Server service is running.Caches Tab On the Caches tab. click the down arrow in the Caches field and select a cache. 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.

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

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

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

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

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

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

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

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

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

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

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

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

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

USING THE HUMMINGBIRD DM INDEXER 65 . 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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

. .2 Volkswriter 3 & 4 . . . . Version 1. . . . . . . . . . . . . . . Versions through 6. . . . . . . . . . . . . . . . . . . . . . . . . . .0 JustWrite . . . . . . . . . . . . . . . B and C Professional Write . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . . . . . . . . . . . . . .0 Wang PC (IWP) . . . . . . . . . . . . . . . . . . . . . . . .Versions through Samna Word IV+ SmartWare II . .0 84 CHAPTER 2 . . . . . . . . . .0 . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . Version 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2. All versions Microsoft Works for Windows . . . . . . . . . . . . . . . . . . .0 Novell WordPerfect . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . .0 PC-File Letter . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . Versions 5. . . . . . . . .0 MASS11 . . . . .6. . . . . . . .0 Microsoft Works . . . . . . . . . . . . . . . . . . .0 Microsoft Word . . .1 Q&A . . . . . . Versions through 1. . . . . . . . . . Versions through 8. . .1 Office Writer . . . . . . . . . . 8. . . . . . . . . . . . . . . . . . . . . . . . . . .0 XyWrite . Versions through Composer Plus WordStar . . . . .6 Microsoft Windows Write . . . . . . . . . . . . . . . Versions A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 and 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .02 Sprint . . . . . . . . . . . . Version 6.0 PC-File+ Letter . . . . . . . . . . . . . . . . . . . . Version 1. . . Versions through 3. . . . . . . . . . . . . . . . . . .0 WordStar 2000. . . . . .0 PFS:Write . . . . . . . . .0 Samna Word . . . . . . . . .01 Lotus Manuscript . . . . . . . . . . . . . . .6 WordMARC . . . . .0. . . . . . . . . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . Versions through III Plus Word Processing Formats—Windows Adobe FrameMaker (MIF) . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Total Word . . . Versions through 2002 Microsoft WordPad . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Word for Windows . . . . . . . . . . . . . . . . . . Versions through 7. . . . . . . . . . . . . . Versions through 6. . . . . . . . . . . . . . . . .0 Navy DIF . . . . . . . . . . . All versions Nota Bene . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5. . . . . . .0 Legacy . . . . . . . . . . . . . .1 Lotus Word Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 Lotus AMI/AMI Professional . . .0 JustSystems Ichitaro . . Versions 96 through Millennium Edition 9. . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . Versions 4.IBM Writing Assistant . . . . . . . . . . . . . . Versions through 1.0 MultiMate . .

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

. . . . . Version 2. . . . . . . . .0 Lotus 1-2-3 Charts (DOS & Windows) . . . . . . . . . Versions 3. . . Version 5. . . . . . . . . . . . . . . Versions 97 . . . .0 Adobe Acrobat (PDF) . . . . . . . . Versions through 2. . . . . . .5 Novell Perfect Works . . . . . . . . . . . . . . . . . . Versions 2. . . . . . . . . . . . .0 Mosaic Twin. . . . . . . . . Versions through 10 SmartWare II . . . . . . . . . . . . . . . . . . . . . . . . Versions 1. . . . . .02 StarOffice Calc for Windows and UNIX . . . . . .0 through 2002 Microsoft PowerPoint for Mac . . . . . . . . . . . . . . . . . . . Versions through 5. . . . . . . . . . . . Version 4. . . . . . . . . . . . . . . . . . . . .0. . . . . Version 1. . . . . . . . . . . . . .0 Lotus 1-2-3 (OS/2 including charts) . . . . . . . . . . . . .0 Adobe Illustrator. . . . . . . . . . . . . . . . . . . . . Versions through 10 Harvard Graphics for DOS . . . . . . .0 – 4. . Version 2. .0 Microsoft Excel Charts . . . . . . . . . . . . . . . . Windows versions Freelance for Windows . . . Versions through 5. . Versions 3. . . . . . . . . . . . . . . . . . . .6 Lotus Symphony . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 7. . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Quattro Pro for Windows . . Versions 2. . . . .2 through 2002 Microsoft Multiplan . . . . . . . . . . . . . . . . . . .0 Lotus 1-2-3 for SmartSuite. . Versions through 2.2 SuperCalc 5 . . . . .0 Microsoft Works (DOS) . . . . . . . . .0 Microsoft Works (Mac) . . . . . Versions through 4. . . . . .1 and 2. . . . . . . . . . . . . . . . . . . .6 Freelance for OS/2 . . . .0. . . . . . . . . . . . . . . . . . Version 5. .x . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .x Harvard Graphics for Windows . .0 Quattro Pro for DOS .Millennium 9. . . . . . . . . . . . 9. . . 98. . . . . . . . . . . . . . . . . . . . Versions through 5. . . .0 Microsoft Works for Windows . . . . . . . . . . . . . .0 Microsoft Excel Macintosh . .0. . . . . . . . . . . . . . . . .0 Adobe FrameMaker graphics (FMV) . . . . . . . . . . . . .Lotus 1-2-3 (DOS & Windows) . . . . . . .0 VP Planner 3D . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . . . . . . . . Versions through 5. .0 Presentation Formats Corel/Novell Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 through 2001 StarOffice Impress for Windows and UNIX . . . . . . . . Version 4. . . . . . . . .Vector/raster through 5. .0 Microsoft PowerPoint for Windows . . . . . . . . . . . .0 86 CHAPTER 2 . . . . . . . . . Versions through Millennium 9. . . . . . . . . . . . . . . . . . .x & 3. . . . . Version 4. . Version 1. . . . . . . . . . Versions 2. . . . . . Versions 4. . . . . . . . . . . . . . . 2001 Microsoft Excel Windows . . . . . . . . . .7. . . . . . . . . . . . . . .0 PFS:Professional Plan .1. . . .2 Graphic Formats Adobe Photoshop (PSD) . Version 1. . . . . . . . . .

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

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

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

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

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

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

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

ACL Security

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

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

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

Primary Group Permissions

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

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DM Admin>Users and Groups>Groups>Features:

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DM Admin>Users and Groups>Groups>Permissions:

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

SQL Administrator Accounts

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

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

Database Administrator Accounts
Database Type
Microsoft SQL Server Sybase Oracle

Logon Name
sa sa system

Default Password
null value null value manager

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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. DM Server uses its own NetWare accounts to access the document server.NetWare Document Servers For both network and non-network users. Security is based on the access defined in the document’s profile in the library. NetWare accounts are set up using Server Manager. DOCUMENT ACCESS AND SECURITY 113 .

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 .

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

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

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

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

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

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

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

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

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

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 .

6. Word Processing Formats The preview displays the first 6000 characters of the document. the preview displays the first 6000 characters of the document. However. or 95 WordPerfect 8. This feature saves document-retrieval time and helps users quickly determine if a document is the one they want. (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats. The content of a preview depends upon the native format of the document itself. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300. otherwise the last version is previewed. if one exists. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. If this portion of the document exceeds 6000 characters. 7. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above.0 then the preview displays the first segment of the document from the beginning through the first body paragraph that lies under the first paragraph using the style “Heading 1” (Microsoft Word) or “Header 1” (WordPerfect). the preview is truncated to the 6000-character limit. How Previews Are Displayed Document previews are displayed in HTML format. 97.0.to 400pixels wide). 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. If a document has multiple versions.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In. only one preview is generated. Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent.0 or 6. This will be a preview of the last published version.0. 126 CHAPTER 5 .About Document Previews Hummingbird DM gives users the option of displaying short previews of documents.

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

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

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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 .

This page contains the options for the system level. This page sets permissions for the library. Permissions: Displays the Permissions page. The page contains the options for a library. See “Setting System Features” on page 136. Defaults: Displays the Defaults page. 132 CHAPTER 6 . 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. See “Setting System Permissions” on page 142.

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

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

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

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

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

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

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

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

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

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). The following fields allow you to set certain system features: • • Can Create Folders: Select this option so users can create folders. Can Create/Remove Public Folders: Select this option to allow users to create and remove public folders. Restore: Reload the page and restore data from the database. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. 142 CHAPTER 6 . Cancel: Return to the System Parameters page without saving your changes.

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

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

— Full Inheritance. the individual's rights take effect and the group's rights are ignored. If a user is granted specific rights to a folder or quick search and is also a member of a group granted rights to the folder or quick search.• Run Designer Utility: Select this option to allow users to run DM Designer. Run Cost Recovery Module: Select this option to allow users to run Cost Recovery. 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. and moving documents. — Limited Inheritance. enabling modification of the profile forms and altering the database tables and columns. a utility that provides a means of archiving. deleting. 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. • • • LIBRARY PARAMETER SETTINGS 145 .

Restore: Reload the page and restore data from the database. The following fields allow you to set certain system version control features: 146 CHAPTER 6 . These settings can be overridden at the group level using the Group Versions tab (see “Configuring Group Version Control” on page 181). Cancel: Return to the System Parameters page without saving any of your changes. 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. This page allows editing options for system settings.

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

in the Group Versions page (see “Configuring Group Version Control” on page 181). Allow Make Read-Only: Select this option to allow making documents read-only. The previously published version is then set as read-only. Each individual Document Type may have its own maximum number of sub-versions (set in “Document Type Maintenance” on page 229). each individual Document Type also has a set number of maximum versions allowed (set in “Document Type Maintenance” on page 229). to a number other than the default. Do you want to set version x as published. and mark version n as read-only?” Click Yes to publish the selected version." • Maximum Versions: This is the default number of versions allowed for each document. Maximum Sub-versions: In this box enter the maximum allowable number of sub-versions. Allow Remove of Version Read-Only: Select this option to allow making read-only document versions editable. The lower number takes precedence. 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. • • • • • • • 148 CHAPTER 6 . The user will be limited to the smallest number of maximum versions set in these three places.displayed: “Version n of document # <document number. Additionally. Allow Make Version Read-Only: Select this option to allow making document versions read-only. This field is required. Allow Remove of Read-Only: Select this option to allow making read-only documents editable. May be a number in the range 1 . Allow Unpublish of Version: Select this option to remove published versions of a document. This option can also be set at the group level. This field is required. Click Cancel to cancel the publish operation. "Document Name"> is currently set as published. May be a number in the range 0 .99.26. Allow Publish Versions: Select this option to allow publishing versions of a document.

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

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

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

Y/M/D. page's layout and default viewer. 152 CHAPTER 6 . 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. D/M/Y.M. 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. The following fields allow you to set certain system features: • Date Format: Select one of the following formats : M/D/Y. or Y-M-D. These settings can be overridden at the Group level using the Group Preferences page.Y. Cancel: Return to the System Parameters page without saving your changes.

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

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

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

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

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

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. Click one of the entries to display the Remote Library Maintenance page for that remote library. • • • Editing Remote Library Settings Click an existing Remote Library link or the Edit or Copy button to display the Remote Library Maintenance page: 158 CHAPTER 6 . Description: This column contains brief descriptions of each of the listed remote libraries. Edit: Click to open the Remote Library Maintenance page to edit the existing remote library.

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

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

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

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

USER AND GROUP SETTINGS 163 .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. modify and remove individual users and groups.

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

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

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

documents for this user will be saved to the Primary Document Server location specified on the System Parameters page. enter the name of the server where you want this user's documents to be stored. Expand the Listed Network entry by USER AND GROUP SETTINGS 167 . Target Document Server: If you entered Author or Typist in the Target Server Column field in the System Parameters page. Extension: Type the user's telephone extension. If left blank. 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.• • • Fax Phone: Type the user's fax telephone number.

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

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

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

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

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

• Universal Access: If users in this group will require access to all documents in a particular library (including secured 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 . If you add or remove a Universal Access group to or from an existing library. Read. Disabled: Disable this group. 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. Write).

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

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

176 CHAPTER 7 .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. 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 Create/Remove Public Folders: Select this option to allow users to create and remove public folders. Allow Document Checkout: Indicate Yes to allow group members to check out documents. Can Remove Related Item: Select this option so that users can remove relationships between documents. DM administrators can always check in documents regardless of the setting of this field. 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. Create/Edit Template Documents: Allow users to set up or edit DM Template documents. Allow Users to Delete Content: Let users delete the contents of a document. USER AND GROUP SETTINGS 177 • • • • • . Allow Checkin of Others' Docs: Allow a user to check in a document that was checked out by a different user. Allow Users to Delete Documents: Permit users to delete documents from the system. Template documents are usually standard forms or boilerplates used by users to create finished documents. Can Show Related Item: Select this option for users to show relations. the profile and document history records are left in the library. If you select Default. 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.The following fields allow you to set certain group permissions. Allow Users to Queue for Deletion: Sets the document type to deleted. Can Create Related Item: Select this option to allow users to create relations between documents.

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

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

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

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

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

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

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

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

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

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

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

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

Click Preview to view the form. If any of your applications have no Profile Entry forms defined. this form is used. Cancel: Return to the Group Maintenance page without saving your changes. Click Edit to enter default values for the form fields.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. 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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

VALIDATION TABLES 205 .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. and custom tables. document types.

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

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

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

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

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

Some applications require certain file extensions.msproject application/msword ppt mpp doc application/quattro wb2 RM VIEW WORDPERFECT application/wordpfct wpd • Default Extension: Type the default extension for files stored with this application.DO NOT DELETE RM Report Viewer WordPerfect MIMEtype text/plain application/citerite application/comprite application/dcwin image/tiff Extension bnd cit red duc tif application/fawin application/lotus application/lotus application/vnd.ms-excel toa wk4 wk4 xls application/vnd. The extension is the VALIDATION TABLES 211 . Others can accept any extension you choose.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 .mspowerpoint application/vnd.

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

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

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

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

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

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

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

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

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

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

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

• • • •

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

Print settings

• • • •

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

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

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

Setting Up File Name Masks

The Filename Mask Maintenance page is only accessible for Directory Monitoring applications. The three buttons below the tabs are: Save: Save changed data to the database and return to the Filename Masks page. Restore: Reload the page and restore data from the database. Cancel: Return to the Filename Masks page without saving your changes. The following fields allow you to set the filename mask: • Filename Mask: Enter the filename that you want to be monitored. You can use the wildcard characters "*" and "?". For instance, if you want to monitor all of the files created in WordPerfect, type *.WP in the Filename Mask field. This field is required. The maximum length is 14 characters. Include/Exclude: If you want the Monitor to add documents with the specified file names entered in the Filename Mask field to the Monitor List, select Include. If you want the Monitor to ignore documents with the specified Filename Mask, select Exclude.
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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. The maximum length is 250 characters. enter Word XP in the Description field. For instance. add. Storage Type. The Document Type also helps determine if the document will allow multiple versions. Each Document Type has a default value for three associated fields: Full Text. and Retention Days. you have these options: Filter: Select the field to search for Document Types. Document Types The Document Types page allows you to view. This field is required. if you are entering DOC in the File Extension field. At the top of the list.• Description: Enter a description of the application. The Document Types list validates any entry entered in the Document Type Profile field. VALIDATION TABLES 227 .

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

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

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

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

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

By default. Keyword. and Custom Profile Defaults. the Full-Text Indexer indexes the last major version of a document. Attachments to Index The Attachments to Index function is designed for applications integrated through a third party.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. 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.

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

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

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

adding keywords to your searches allows users to enter more specific criteria when searching. INDEXES AND PROFILES 237 . Keywords Using Keywords is a simple way to obtain faster and more accurate search results. At the top of the list. The maximum length is 40 characters. 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 keywords will be displayed in the list. By: Type a text fragment you wish to search for. If this field is empty. you have these options: Filter: Select the field to search for keywords.• Description: Text describing this kind of attachment.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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automatic deployment packages. 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. and custom components.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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. — The Client Deployment Utility. The Client Deployment Utility will only be visible on the Options page if you are a DOCS_Supervisor. 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 .— 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. For more information. From the Web Admin Tools interface. it will always show and can be included in a deployment package so that nonSupervisors can install it. — The DM Extension for Windows Desktop. refer to “Hummingbird DM Client Deployment Utility” on page 341. Refer to “Configuring Application Integration for Hummingbird DM” on page 301 for a list of supported applications and how integration works with Hummingbird DM.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

refer to “Selecting Launch Methods” on page 213. • ODMA Integration Use this integration for ODMA compliant applications not already shown in the DM Library Applications table.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. Table 12. For more information on setting up launch methods. For more information. The integration options available for use with Hummingbird DM are also shown.Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration. refer to “Creating a Deployment Package” on page 281. Table 12.

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

1. select DM Admin > Validation Tables > Applications and select the desired application. You will need to manually enable these applications by clearing the disabled check box in DM Admin>Validation Tables>Applications. refer to Table 12.Applications Using DDE Settings When you regenerated your library for use with Hummingbird DM Suite 5. Launch methods previously used by your organization will be disabled.15. In the event that you need to modify or update these settings in the future.3 through Table 12. log on to Hummingbird DM. The Hummingbird DM 5. Many of the new applications added to the database utilize Dynamic Data Exchange (DDE) settings to communicate with Hummingbird DM. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305 . for settings provided with the Hummingbird DM installation program.1 launch methods are enabled by default. launch methods for supported applications were added to the Hummingbird DM 5. To see this feature.1 database. as shown in the example below.

You should review all the launch method settings in the library to insure that integrated applications are properly configured.Document [FilePrintSilentEx("%1") [FilePrintSilentEx("%1")][AppQuit] 306 CHAPTER 12 . For more information on setting up and editing launch methods. DDE Settings for Adobe Acrobat Table 12.Important: Launch methods used in previous versions of Hummingbird DM or DOCS Open products may still be present in your DM Library. Your library may contain multiple launch methods for the same product. Additionally.0 DDE Settings .0x and 5.3 Acrobat 4.0x and 5.Open Application Name Topic Name Command Command (not running) ACROVIEW CONTROL [FileOpen(“%1”)] [FileOpen(“%1”)] Acrobat 4.0x and 5. refer to “Selecting Launch Methods” on page 213. 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.0 Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Acrobat 4.Print Application Name Topic Name Command Command (not running) AcrobatPowerDOCSPlugin AcroExch.0 DDE Settings . being sure to disable any launch methods that are no longer valid for your organization.

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

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

7 Microsoft PowerPoint DDE Print Settings AIM POWERPOINT. 1 DDEPrint "%1".Print Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEPrint "%1". 0 CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 309 .SHOW Print Print Application Name Topic Name Command Command (not running) Note: To enable printing when using Microsoft PowerPoint XP.Open Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEOpen "%1" DDEOpen "%1" Microsoft Project DDE Settings . Table 12.Table 12. be sure to download and install Microsoft Office XP Service Pack 2.8 Microsoft Project 2000 and XP Launch Method Settings for Active and Passive Integration ODMA Compliant Integration Type Command Line Parameters Microsoft Project DDE Settings .

Drawing Print Print 310 CHAPTER 12 .Open.Print Application Name Topic Name Command Command (not running) AIM Visio.Microsoft Visio DDE Settings Table 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 .

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

Open Application Name. version 9 Application Name. Table 12. version 9 Application Name.10 WordPerfect 9 and 10 Launch Method Settings . refer to “Selecting Launch Methods” on page 213.For more information on setting up launch methods.Open Integration Type Command Line Parameters WordPerfect 9 and 10 DDE Settings .Print Application Name. version 10 Topic Name Command Command (not running) WPWin9_Macros WPWin10_Macros COMMANDS FileOpen("%1")Print()CloseNoSave(1) FileOpen("%1")Print()CloseNoSave(1) ExitWordPerfect() 312 CHAPTER 12 . version 10 Topic Name Command Command (not running) WPWin9_Macros WPWin10_Macros COMMANDS FileOpen("%1") WPActivate FileOpen("%1") WPActivate ODMA Compliant WordPerfect 9 and 10 DDE Settings .

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

Table 12.Open Application Name Topic Name Command Command (not running) PRESENTATIONS COMMAND ShellFileOpen(“%1”) PRActivate() ShellFileOpen("%1") PRActivate() Corel Presentations 9 and 10 DDE Settings .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 .

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 .Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print Table 12.Print Application Name Topic Name Command Command (not running) AIM 123Worksheet Print Print CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 315 . None Lotus 1-2-3 97 and Millennium DDE Settings .DDE Settings for Lotus Applications Table 12. Lotus 1-2-3 97 and Millennium DDE Settings . after Hummingbird DM is installed you will need to reset your toolbars so that the "PC DOCS" toolbar reference is removed.Open Integration Type Command Line Parameters Full Integration %FULLPATH Note: If you have Lotus 1-2-3 97 integrated with DOCS Open. rightclick on the toolbar.Open.13 Lotus 1-2-3 Launch Method Settings . Simply launch Lotus 1-2-3.14 Lotus 1-2-3 Launch Method Settings .Open. then clear "PC DOCS".

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

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

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

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

Prior to enabling an application in Interceptor.The Interceptor Module The Interceptor allows you to integrate new applications that do not already exist in Interceptor’s list of launch methods. 320 CHAPTER 12 . Note: If you are logged on to Hummingbird DM Extensions. in the system tray. the Logon dialog box appears. If you are not logged on to Hummingbird DM. The Hummingbird DM Interceptor dialog box appears. Proceed to step 3. 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. 3 Double-click the Interceptor icon in the system tray. the Interceptor will already be running. you must create a launch method using the Hummingbird DM Administration Tool.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

such as attachments and threads. you will not see the Insert from Hummingbird DM toolbar button. For all versions of Microsoft Outlook. To resolve this issue. Important: If you are upgrading from a version of a Hummingbird document management application prior to version 5. E-mail Integration Options If you installed Hummingbird DM E-mail Integration.0x You can use the Hummingbird DM Client Deployment Utility to further customize Hummingbird DM E-mail Integration for Microsoft Outlook. in which case the additional columns are already CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 335 . you will need to add columns to the database and add some fields to the Profile form. PARENTMAIL_ID. you will be able to use the Insert from Hummingbird DM toolbar button and Passive Integration for Microsoft Word. By not using Word as your e-mail editor. DELIVER_REC. The exception to this is if you are generating a new library using the Hummingbird DM 5.0. Internet Mail mode should not be installed as it interferes with the installation of the Hummingbird DM Outlook Extension. This integration method supports the storing of message parameters (for example: MAIL_ID. To use the Client Deployment Utility you must be a Supervisors Group member and have local administrator rights on your computer. and THREAD_NUM).5 and 6. MSG_ITEM. • • GroupWise and Lotus Notes Mail messages and attachments are stored in Hummingbird DM as simple. Important: If you use Outlook XP.Mail Client Requirements The e-mail clients supported for Hummingbird DM integration are: • • • Microsoft Outlook 2000 and XP GroupWise 5. the following features are available. Refer to “Configuring Integration for Microsoft Outlook” on page 336. go to Tools>Options>Mail Format and clear the Use MS Word to edit e-mail messages check box. MS Outlook The most complete integration method. separate documents. Hummingbird DM E-mail Integration for Microsoft Outlook allows you to search for related documents.1 product. and use Microsoft Outlook.6 and 5. ATTACH_NUM. See “E-mail Integration Settings” on page 359.0 Lotus Notes 4.

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

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

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

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

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

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

and much more.0. MMC version 1.0 shipped with Microsoft Windows NT 4. Follow the on-screen prompts. email integration. 342 CHAPTER 13 .2 shipped with Microsoft Windows 2000. To install MMC. the registry files can be provided to users who then merge these settings into their local registries. Alternately. MMC 2.1 shipped with Microsoft SQL Server 7. These registry files can be placed in a deployment package and automatically installed. custom forms.0 Option Pack for Windows NT Server. navigate to this folder and double click iMMC. plug-ins. Note: To use the Client Deployment Utility.0 ships with Microsoft Windows XP and Windows. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface.0 and Microsoft Systems Management Server 2. • • • • MMC 1.2 folder.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility.NET Server. this utility was known as the Administration Tool. MMC 1. MMC 1. MMC 1. the account used to log on to the workstation must be a member of the local 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.0 is supported only on Windows XP and Windows NET Server.EXE. Note: In previous versions. For Windows NT and Windows 2000. Even if the account is a Domain Administrator. it must be a part of the Administrators group. MMC 2.1 or higher must be installed on your computer in order to use the Client Deployment Utility. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. add-ons.

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

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. All registered plug-ins will be shown in the same order as their respective InsertAt registry entry. Highlight the plug-in and use the up and down arrows to move its position within the list. 344 CHAPTER 13 . If you have more than one plug-in installed.

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. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 345 . 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. 2 The settings for Quick Searches and Folders allow you to use the same column listing for all folders and all quick searches.

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

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

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

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

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

The chart shown below gives examples of how the Shadow Document settings work to control document shadowing. please refer to the DM Administration Tools Help system. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 351 . 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.

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

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

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

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

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

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

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

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

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

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

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

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. and Insert Options for e-mail integration. 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.Dialogs Tab The Dialogs tab allows you to configure Save Options. However. 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.E-mail Integration . The Delete e-mail after save check box indicates whether or not the Delete original document after save field of the Save to Hummingbird DM dialog box is selected by default. Attachment Options. the dialog boxes will HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 363 • • • • .

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

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

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

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

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

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

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

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

0 Versions through 3. 8. and Millennium SmartSuite 97 and Millennium Version 1. and 9.1 Versions through 8.1 All versions Versions through Release 2.1 Versions through 3.5 Versions through 3.0 (some limitations) All versions All versions Version 1. and 4.0.0 Versions through 3.0.0. 6.text only) MacWrite II MASS11 All versions All versions Versions through 9.01 Versions 5.0 SmartSuite 96.0 Versions through 4.0 374 APPENDIX A . 97.0 Versions through 1. 4.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 4.0.0 Versions 3.1 Versions through 2.0 Version 3.0.

1 Version 2.0 Versions through 5.0 Versions through 3.0 Versions through 4.0 Version 3.0 Versions 4.0 Versions through 6.0 Versions through 3.0 Versions through 4.0 Version 1.0 through 98 Versions through 2000 All versions Versions through 2.0 All versions Version 3.0 Versions through 7.0 Versions through 2.02 HTML RENDERING FILE FORMATS 375 .02 through 3. and C Versions through 2.0 Versions 4.1 Versions 1.Microsoft Rich Text Format (RTF) Microsoft Word for DOS Microsoft Word for Macintosh Microsoft Word for Windows Microsoft WordPad Microsoft Works for DOS Microsoft Works for Macintosh Microsoft Works for Windows Microsoft Write MultiMate Navy DIF Nota Bene Novell Perfect Works Novell WordPerfect for DOS Novell WordPerfect for Mac Novell WordPerfect for Windows Office Writer PC-File Letter PC-File+ Letter PFS:Write Professional Write for DOS Q&A for DOS Professional Write Plus Q&A Write for Windows Samna Word SmartWare II All versions Versions through 6.0 Versions through Samna Word IV+ Version 1.0 Version 2.0 Versions A.0 to 6. B.

6 Versions through Composer Plus Versions through 3.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 III Plus 376 APPENDIX A .0 Versions through 7.2 All versions Versions through 1.0 Versions through 2.0 Version 1.0 Version 1.

0 Versions through 5.0 Version 2.0 Versions through 2. 4.0 Versions through 2.0 Version 3.0 Version 1.0 Versions 1. 98 Versions 2.0 Versions through 5.0 Version 1. and 2.0 Versions through 9.0 through 4.02 Version 1.0.0.x through 7.5 Versions through 3.1.2 through 2000 Versions 2.0 Versions 3.0 SmartSuite 97and Millennium Versions through 5.0 Versions through 2. and 4.Spreadsheet Formats Enable First Choice Framework Lotus 1-2-3 (DOS & Windows) Lotus 1-2-3 for SmartSuite Lotus 1-2-3 Charts (DOS & Windows) Lotus 1-2-3 (OS/2) Lotus 1-2-3 Charts (OS/2) Lotus Symphony Microsoft Excel for Macintosh Microsoft Excel for Windows Microsoft Excel Charts Microsoft Multiplan Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Mosaic Twin Novell Perfect Works Quattro Pro for DOS Quattro Pro for Windows PFS:Professional Plan SuperCalc 5 SmartWare II VP Planner 3D Versions 3.0 HTML RENDERING FILE FORMATS 377 .0 Versions through 2.1.0.0 Version 4.0.0 Versions through 4.5 Version 2.0 Version 4.

1 Version 1. 4.0.1 Version 3.0 Versions through 2.5 Versions through 3.0 Versions through 2. and 4.0 Version 4.0 Version 1.0 Versions through 1.0 Version 1. 0 Versions through 4.0 Versions through 2.0 Version 2.Database Formats Access dBASE DataEase DBXL Enable First Choice FoxBase Framework Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Paradox (DOS) Paradox (Windows) Personal R:BASE R:BASE 5000 R:BASE System V Reflex Q&A SmartWare II Versions through 2.0 Versions through 5.02 378 APPENDIX A .x Version 1.0.0 Version 2.0 Versions through 3.3 Versions 3.0 Versions through 4.

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

0.1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4.X-Windows Bitmap * XPM .Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS .Perfect Works (Draw) PGM .Portable Pixmap PSP .Sun Raster File Format Targa TIFF .0.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 . 5.Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG .Portable Graymap PIC . 5.0 MacPaint No specific version Versions 5. 2000 Windows Metafile Versions through 2.0 No specific version No specific version Macintosh Standard Version 1.X-Windows Pixmap * XWD .X-Windows Dump Novell version 2.0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .

0.1 Version 3.Adobe Illustrator File Format * CDR .0 Bitmap and Vector Version 5.AutoShade Rendering File Format Versions through 7. 4. 3.Corel Clip Art Format * DSF .Adobe Photoshop File Format * RND .0 Version 2.Initial Graphics Exchange Specification * MET .0 HTML RENDERING FILE FORMATS 381 .1. Version 6.0 Versions through 8.OS/2 PM Metafile * PDF .0 Version 1.FrameMaker graphics * GDF .0 Level 2 Version 4.High-End Graphic Formats * Not available on Linux platforms * AI .Micrografx Designer * DWG .0 Version 1.Graphics Environment Manager Metafile * IGES .IBM Graphics Data Format * GEM .Corel Draw CMX .Portable Document Format * PIF .0 Versions 12 through 14 Vector and raster formats through Version 5.AutoCAD Native Drawing Format * FMV .IBM Picture Interchange Format * PS .Postscript * PSD .0 Versions 5 through 6 Windows 95.0 Acrobat version 2.

0 and 7. 96.0.0 Versions through 2000 Versions 4. 2.0.x and 3.0 and 9.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. 97.0 Versions 3.0. 98 382 APPENDIX A . and Millennium Versions through 2.x Windows versions Versions 1.0 Versions 2.

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

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

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

Windows 2000 Server/Advanced Server Instructions To add an object: 1 2 Start 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. counters for Hummingbird DM Server and Hummingbird DM Server Libraries are automatically added to the Windows NT Performance Monitor. Click the Add icon ( Counters dialog box: ) on the toolbar to display the Add 3 4 In the Performance object box. Select System Monitor from the tree. From the Performance Monitor console. select the counter and click Add. 386 APPENDIX B .Adding Counters in Performance Monitor When you install DM Server.

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

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

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. 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.About Security Regeneration When an organization must recover documents from backup (as opposed to their DM archive). To avoid checking every document. For NetWare document servers. Simply perform a profile search on any documents for which you need security regenerated. With the search results displayed in the Quick Retrieve dialog box. the utility processes only documents selected from the Search Results dialog box. The user must be a member of DOCS_SUPERVISORS in order for Security Regeneration to appear as an option. file-level trustees are often lost. the user need only be a member of the DOCS_SUPERVISORS group. or leave the field “Time to start processing” blank to start processing as soon as you 396 APPENDIX D . The Security Regeneration utility provides a method for reapplying the trustees. and run the utility. The Security Regeneration utility is run from the Windows Explorer and Microsoft Outlook DM extensions. Performing Security Regeneration To run the Security Regeneration utility: 1 2 3 Perform a profile search to obtain a list of the documents for which you want to reapply file-level security. the user must have a NetWare Administrator or equivalent account and be a member of the DOCS_SUPERVISORS group to run Security Regeneration. 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. For Windows 2000/NT document servers. Enter a time for the utility to begin processing. choose Options>Security Regeneration.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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. 101. 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. 103 purging the activity log 390 security 98. 107 document type defining 229 listing 227 DSA. 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 .

360 H HCS server support 112 HTML rendering file formats 373 I Importing Interceptor settings 331 registry files 369 index settings 17 Indexes and Profiles adding keywords 239 Attachment to Index 233 Custom Profile Defaults 240 defining Attachment to Index 236 keywords 237 maintaining Custom Profile Defaults 241 indexing index selection 17 log files 70. 61 deleting an index 25 index location 62. 74 index log files 78. 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 . 34. 66. 81 starting and stopping an index 40 indexing with DM Indexer administering an index from a different server 77 backing up and restoring an index 77 compressing an index 28.members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 81 416 index properties 26 Indexer server 58 Indexer user 60 monitoring index activities 78 overview 56 pausing an index for system backups 77 reindexing an index 33. 78. 75 creating an index 22.

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.inability to find 20 purging the activity log 390 security 96 library generation. 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. listing 160 load balancing. definition 302 PCDOCS. location 11.INI file. See fail-over and load balancing log file settings 8 logins and passwords access to SQL 96 Attache 100 document server security 107 Logon Option 354 Logon Settings 353 Lotus applications Lotus 1-2-3 DDE settings 315 Lotus Notes 360 Lotus WordPro DDE settings 315 M Microsoft applications as custom components 278 DDE settings 307–310 Excel DDE settings 307 Outlook e-mail integration 335 upgrading e-mail integration 336 PowerPoint DDE settings 308 Project DDE settings 309 Visio DDE settings 310 Word DDE settings 307 footer macros 333 N Native dialog boxes. 20 INDEX 417 .

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. defining 118 Server Manager client application forms 12 creating and managing indexes 21 default library 17 fail-over and load balancing 41 index settings 17 internal caches 51 libraries 15 location of PCDOCS. See indexing with DM Indexer security about 90 DM clients 109 document 89 Document Sentry Agent (DSA) 103 document server access 112 library 96 418 . 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. See Microsoft applications purging the Activity Log 390 Q Quattro Pro.people listing 164 performance monitor settings 383 Plug-ins. users in NetWare-only environment 106 server clusters. See Corel Suite preview generation 125 Profile on Send 365 Project. 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.

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. 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.

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

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