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 Unpublished rights reserved under the copyright laws of the United States and any other appropriate countries.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
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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
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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
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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
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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
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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
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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 .

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

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

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

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

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

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

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. 1 . Setting up the document-preview generator.

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SETTING DM SERVER PROPERTIES 3 .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.

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

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

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

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

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

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

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

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

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:

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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.

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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.

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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

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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

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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.

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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.

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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.

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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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

SETTING DM SERVER PROPERTIES 43 . 2 3 In the Enter New Server field. click Apply to record the new server list. type the name of another server and click Add. select the server and click Delete.Defining a Cluster of DM Servers 1 On a server in the cluster. The Clear All button removes all server names from the list. Its name will appear in the Known Servers list. 4 When the Known Servers list is correct. run Server Manager and click the FOLB Settings tab. The server names are ordered alphabetically. Repeat step 2 for all servers in the cluster. The name of the current DM Server appears in the Known Servers list. To remove a server from 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 server list is propagated to all servers in the cluster. the DM Server would be removed 44 CHAPTER 1 . — Disabling FOLB but continuing using the server as a DM 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. see “If the Propagation Fails” on page 120 for instructions. — Removing a server from the cluster for reconfiguring or disposal. Choose this option when you are: — Adding a new server to the cluster. — Renaming a server in the cluster.5 Server Manager asks if you want to propagate the new server list now or later. no other servers in the cluster are updated. 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. However. During the propagation. we do not recommend manually entering the names because of the possibility of typographical errors. If you click Propagate Later. Propagate Manually—Closes the dialog box and applies your changes only on the server you are making the changes from. If they are not. Choose this option when you are: — Removing a server from the cluster when you intend to continue 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. If you were to use Propagate Now instead of Propagate Manually in either of these situations. such as a dedicated DM Indexer Server. messages are displayed indicating the time stamp of the server list at each server. The time stamps should all be the same. If you click Now.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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. Select Indexes for Searching The DM Server(s) that handle user requests are given access to an index via Server Manager's Libraries tab: USING THE HUMMINGBIRD DM INDEXER 73 . The Indexer begins indexing documents.

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

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

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

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

the Indexer deletes its entries from the index. .5 6 Restart the Indexer by going to Server Manager’s Indexing tab and clicking Start. 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. the problem may be due to network problems. 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. Reindex the index from the date of the backup. This counter indicates how many sets of entries are being deleted per second. 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. • • • Deleting an Index See “Deleting an Index” on page 25 for instructions. corrupted documents. In addition. If you notice a larger number of failures than usual. you can monitor its activities by checking the index properties log file in Server Manager. Full Text Indexing Failures/Sec: Indicates how many documents per second the Indexer was unable to index. Full Text Indexed Documents/Sec: Indicates how many documents are being indexed per second. This counter indicates how many threads are running. or the failure of a DM Server in the cluster. Indexer Thread Count: For each index to be indexed. DM Server creates an Indexer thread. check this counter to verify the Indexer is running. SearchServer supports two wildcard characters: • 78 CHAPTER 2 the question mark (?) represents a single character. After you start the Indexer in Server Manager. Monitoring Indexer Activities When the Indexer is running.

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

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

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

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

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

Versions through 3. . . . . . . . . . . . . . . . . .0 JustSystems Ichitaro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 84 CHAPTER 2 . . . . . . . . . . . . . . . . .1 Lotus Word Pro . . . . . . . . . . Version 3. . . .0 . . . . . . . . . . .0 XyWrite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 6. Versions 4. . .0 WordStar 2000. . . . . . .1 Q&A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 PC-File+ Letter .0 Legacy . . . . . . . . .0 Novell WordPerfect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6. . . . . . . . Versions through 3. . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . . .1 Lotus AMI/AMI Professional . . . . . . . . .0 Samna Word . . . . . . . . . . . . . . B and C Professional Write . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . 8. . . . . . . . . . . . . . . . . . Versions through Composer Plus WordStar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . Version 1. . . . . . . . . . . . . Versions through 2002 Microsoft WordPad .0 Navy DIF . . . . . . . . . . . . . . . . . Versions through 3.0 Total Word . . . . . . . . . . . .0 Microsoft Works . . . Versions through 6. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 5. . . . . . . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 8. . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . . All versions Nota Bene . . . . . . . . . . . . . . . . .0 Microsoft Word . . .0 PC-File Letter . . . . . . . .01 Lotus Manuscript . . . . . . . . . . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . . Versions through 2. . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 96 through Millennium Edition 9. . . . . . . . . .02 Sprint . . Versions through III Plus Word Processing Formats—Windows Adobe FrameMaker (MIF) . . . . . . . . . . . . . . . . . . . . . . . 6. . . . . . . Versions through 4. . . . . . . . . . . .0 PFS:Write . . Versions A. . . . . . . . . . . .0 JustWrite . . . . . . . Versions through 4. . . . . . .0 Wang PC (IWP) . . . . . . . Versions through 5. . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . .0 Microsoft Word for Windows . . . . . All versions Microsoft Works for Windows . . . . . . . . . . . . . . . .IBM Writing Assistant . . . . . . . . .2 Volkswriter 3 & 4 . . . . .0 and 9. . . . . .0. . . . . . . . . . .Versions through Samna Word IV+ SmartWare II . . . . . . . . . . . . . . . . Versions through 6. . . .0 MultiMate . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 1. . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 7. . . . . . . . . . . . . . . . . . . . . . . .6 WordMARC . . . . . . . .1 Office Writer . . . . . . . . . . . . . . . . . .6 Microsoft Windows Write . .0 MASS11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 2. . . . . Version 2. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 3. . . . . . .

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

. . . . . . . . . . . . . . . . . . . . .0 Adobe FrameMaker graphics (FMV) . . . . . . . . . . . . . . . .0 Adobe Acrobat (PDF) . . . . Versions through 5. Versions through 2. . . . .0. . . . . . . . Versions through Millennium 9. . . .0 PFS:Professional Plan . Versions through 5. . . . . . . Versions through 2. . . . .0 Presentation Formats Corel/Novell Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions through 5.2 through 2002 Microsoft Multiplan . . . . . . . . . . . . . . . Versions through 2. . . . . . . . . . . .1. . . . . . Versions 3. . . . . .6 Lotus Symphony . .0 VP Planner 3D . . . . . . . . . Versions 2. . . . . . . . . . . . Version 5. .0 Lotus 1-2-3 (OS/2 including charts) . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Quattro Pro for Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 3. . . . . .02 StarOffice Calc for Windows and UNIX . .7. . . . .x & 3. .0 Lotus 1-2-3 Charts (DOS & Windows) . . . . . . . . . . . . . . . . . . . . . .Vector/raster through 5. .Millennium 9. . . .0 – 4. . . . . . . . . . . Versions through 10 Harvard Graphics for DOS . Versions through 10 SmartWare II . . . . . . .0 through 2002 Microsoft PowerPoint for Mac . . Version 1. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 through 2001 StarOffice Impress for Windows and UNIX . . . . . . . . . . . . . Versions through 7. . .0 Microsoft Excel Charts . . . Versions 4. . . . . . .x Harvard Graphics for Windows . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft Works (DOS) . . . . . . . . . . . . . . . . . . . .0 Quattro Pro for DOS . . . . Versions 97 . . . . . . . . . . . . . . .0 Microsoft Excel Macintosh . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 4. . . . .0 Lotus 1-2-3 for SmartSuite. . . . . . . . . . . . . . .Lotus 1-2-3 (DOS & Windows) .2 Graphic Formats Adobe Photoshop (PSD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 Microsoft PowerPoint for Windows . .0 Adobe Illustrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Versions 1.0 86 CHAPTER 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . Version 1. . . . . . . . . . . . . . . . . . . .0 Microsoft Works (Mac) . . . . Versions through 5. . . . . . . . . . . . Version 5. . . . . . . . . . . . . . . . . . . . . . .0. . . . . . . . . . . . Versions through 4. . . . . . . . . Windows versions Freelance for Windows . . . . . . . . . . .5 Novell Perfect Works . . 98. . . . . . . . . . . . . .0. . . . . . . . . . . . . . Version 4. . . . . . . .x . . . Versions 2. .1 and 2. . . . . . . . . . . . . . . . . Versions 2. . . . . . . . . . Versions through 2. 2001 Microsoft Excel Windows . . . . . . . . . . 9. . . . . . . . . . . . . . . . . . .2 SuperCalc 5 . .0 Microsoft Works for Windows . . . . Version 2. . . . Version 4.0 Mosaic Twin. . . . . . . . . . . . . . .6 Freelance for OS/2 . . . . . . . . . . . . . . . . . Version 2. . . . .

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

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

It also explains how to implement Hummingbird DM security at your site.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. DOCUMENT ACCESS AND SECURITY 89 .

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

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

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

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

the access rights he or she assigns to the Hummingbird DM group also apply at the NOS level.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. you will need to install one of the following security services on each 2000/NT document server: • The NT Security Service (NTSS). 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 the Hummingbird DM Suite Installation Guide for instructions on using NTSS. see “Windows NT NTFS Volumes” or “NetWare Document Servers” below. 102 CHAPTER 3 . This service allows Hummingbird DM to secure documents on Windows NT and Windows 2000 document servers. Windows NT/2000 NTFS Volumes To implement NOS-level security on Windows 2000/NT NTFS volumes. 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. Through Library Maintenance. To implement NOS-level security on your document servers.

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

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

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

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

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

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

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

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

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

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

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

114 CHAPTER 3 .

FAILOVER AND LOAD BALANCING ON MULTIPLE DM SERVERS 115 .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.

A cluster is a group of DM Servers on the same network serving the same set of libraries. 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 provides a high degree of fault tolerance to the cluster of DM Servers. you can connect them in a cluster to implement failover and load balancing (FOLB) of requests from Hummingbird DM client users. You have the option of implementing the failover capability alone or integrating it with the load-balancing capability. 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. 116 CHAPTER 4 . with minimal administrative effort and minimum interaction on the Hummingbird DM client side. The load-balancing feature distributes users’ requests among the servers in the cluster so that the load of user calls is distributed relatively evenly. Workstations using application integration or DM extensions must be rebooted. Typically. Load Balancing. 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. • • Under the round-robin method. Under the CPU utilization method. You can choose from two load-balancing methods: round robin and CPU utilization. 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.About Failover and Load Balancing If your organization employs multiple DM Servers. only the last user request will need to be resubmitted in the event of a server failure. 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. Failover. user requests are assigned in rotation among the servers in the cluster.

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

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

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

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

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

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

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

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

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

0. If the document has no table of contents or is not in one of the Microsoft Word or WordPerfect formats listed above. If a document has multiple versions. The content of a preview depends upon the native format of the document itself. or 95 WordPerfect 8. if one exists.0 or 6.) Previews are not generated for Adobe Acrobat documents (PDFs) or for formats not supported by Outside In. Word Processing Formats The preview displays the first 6000 characters of the document. 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.to 400pixels wide). 126 CHAPTER 5 . otherwise the last version is previewed. 6.0 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. If this portion of the document exceeds 6000 characters. Presentation and Chart Formats The first slide or chart is displayed in a reduced format (300.About Document Previews Hummingbird DM gives users the option of displaying short previews of documents. This feature saves document-retrieval time and helps users quickly determine if a document is the one they want.0. How Previews Are Displayed Document previews are displayed in HTML format. only one preview is generated. Examples of this type of format are PowerPoint and the chart format of Microsoft Excel. 97. 7. (See “Document File Formats Recognized by the Indexer” on page 83 for a list of these formats. Previews are generated for documents whose formats are supported by the viewer application Outside In by Stellent. This will be a preview of the last published version. However. the preview displays the first 6000 characters of the document.

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

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

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

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

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

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

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

Cancel: Return to the System Parameters page without saving any of your changes. In addition. Accept User-Supplied Identification: If selected.Setting System Features Click the Features link to display the Features page: The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. Restore: Reload the page and restore data from the database. 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. this feature can be used in conjunction with • 136 CHAPTER 6 . 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.

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

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. Restore: Reload the page and restore data from the database.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. If a user has checked out a document. 138 CHAPTER 6 .: The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page.

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

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

Enable Workspaces: Select this option to enable Workspaces for your users. Allow notifications: Select this option to give users who access DM Webtop through the Hummingbird Portal the ability to receive wireless notification messages for certain events. You must also have preview generation started for the library on the Document Previews tab in Server Manager for previews to be available. Inform when update available: Select this option to alert your users when they need to update their downloaded components. Allow modify user settings: If you set this option to Yes.• Use Front-End Profiling: Front-end profiling allows users to fill out profiles prior to creating their documents rather than at the first save. your users will be able to modify settings in their My Options pages. Allow Preview: Allow users to preview documents. • • • • • 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).

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

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

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

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

Specifying Version Control Options Click the Versions link to display the Versions page: The Versions page shows the current version handling parameters. The three buttons below the tabs are: Save: Save changed data to the database and return to the System Parameters page. The following fields allow you to set certain system version control features: 146 CHAPTER 6 . Restore: Reload the page and restore data from the database. This page allows editing options for system settings. 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.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Search: Begin searching for users which satisfy the criteria. If this box is empty. showing you the currently defined users: Listing Current Users At the top of the list. By: Type a text fragment you wish to search for. all users will be displayed in the list.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. . Add: Open the People Maintenance page to add a new user. The list shows the current users matching the filter criteria. you have these options: Filter: Select the field to search for users.

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

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

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

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

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

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

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

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

Disabled: Disable this group. select the access level for this group (None. This feature also works for documents stored on a DSA server. Read. you must run the Security Regeneration utility to ensure that the setting for this group is applied to or removed from all documents. If you add or remove a Universal Access group to or from an existing library. Write).• 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 .

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

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

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. Restore: Reload the page and restore data from the database.Setting Group Permissions Click the Permissions link on the Group Maintenance page to display the Group Permissions page: The Group Permissions page contains permissions for group level settings (which override the System level settings in the System Parameters Permissions tab). 176 CHAPTER 7 .

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

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

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

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

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. a utility that provides a means of creating cost reports. • • 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. a utility that provides a means of archiving. and moving documents. This page allows editing options which USER AND GROUP SETTINGS 181 . deleting. Manage Doc Import Information: This determines if members of this group can create and edit Document Import sets.

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

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

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

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

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

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

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

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

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

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

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

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

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

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. USER AND GROUP SETTINGS 195 . Setting Up Group Aliases The Group Aliases page allows you to add network aliases for this Hummingbird DM group. Highlight the Network Resource for which you want to create an alias and click the >> button to move that entry to the Library Groups list. Restore: Reload the page and restore data from the database.Save: Save changed data to the database and return to the previous page.

When you have finished working with Aliases. 196 CHAPTER 7 . 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. You will be prompted to confirm that you want to remove this alias. 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. Click OK. select the defined alias in the Library Groups list and click the << button. Attache for Groups The Group Attache page shows the current Attache settings for this group.

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

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

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

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

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

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

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.Note: Always synchronize Users before synchronizing Groups. The two buttons on the toolbar are: • Auto Alias: Finds matching groups and automatically creates aliases for each match to the highlighted network resources. This link is active only if you expand one of the network resources. USER AND GROUP SETTINGS 203 . 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.

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

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

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

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

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

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

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

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. Some applications require certain file extensions.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 . The extension is the VALIDATION TABLES 211 .msproject application/msword ppt mpp doc application/quattro wb2 RM VIEW WORDPERFECT application/wordpfct wpd • Default Extension: Type the default extension for files stored with this application. Others can accept any extension you choose.mspowerpoint application/vnd.

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

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

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

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. Restore: Reload the page and restore data from the database. VALIDATION TABLES 215 .Setting Up Launch Methods Click the Add button to display the Launch Method Maintenance page: The DDE Settings button opens the DDE Settings page (see “Configuring DDE Settings” on page 219). The buttons below the tabs are: Save: Save changed data to the database and return to the Launch Methods page. Cancel: Return to the Launch Methods page without saving your changes.

Prompttext is any string that will be used as the prompt of the input field. — %FF[file_format_string]. 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. This variable always gets replaced by the file name of the document selected in a window that appears when %PROMPT appears. 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. — %VALUE[profilecolumnname]. The full path would correspond to: d:pl. 216 CHAPTER 8 . Location: Specify the path to the application (required).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.drive or server/volume p .path excluding drive and filename f . This makes it possible to use parts of the path name of the selected document in the command line string.filename only (no extension) e . which accepts documents for the command line. The maximum length is 80 characters. Its components are: d . The maximum length is 250 characters.extension l .• • • Description: Type a description of the current application (required). A number of standardized Hummingbird DM system variables are available for this field.e — %PROMPT[prompttext].

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

— ODMA Compliant: This option is used with applications integrated through ODMA.this option for applications that do not create documents but run in conjunction with other applications. — Full Integration with Quick Save: This option can be used with any integrated word processing application. When you use Directory Monitoring. If Shadowing is implemented. 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. Lotus 1-2-3.0. such as grammar checkers. such as WordPerfect 8. — Full Integration. The second causes the list to automatically appear each time DM Explorer is loaded. Monitor Directory: Defines the monitor directory. Use this option for integrated applications such as Excel. The first option allows users to remove items from the Profile New Documents list. The maximum length is 254 characters.0 and Quattro Pro 8. • • Enabled: Select this check box if you want to this application to be enabled. System Parameters and Group Maintenance have two options concerning the Profile New Documents Listing. redlining programs. leaving them unprofiled and stored with their DOS pathname. — Uses Directory Monitoring. then to the network. This occurs because the Document History is updated and shadow copies are saved only when a File/Close is issued. called the Profile New Documents List. Use this option for unintegrated applications only. or mail packages. This list. prompting the user to profile the documents. a copy of the document is saved to the shadow drive. 218 CHAPTER 8 . Choosing this option will cause Hummingbird DM to save the document on screen more quickly when a File/Save is issued. and Quattro Pro. This option is available only for Directory Monitoring integration. when a File/Save is issued. is displayed when the application is exited.

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

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

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

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

• • • •

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

Print settings

• • • •

Using Filename Masks
A filename mask is a filter that selectively includes or excludes certain filenames. When you set up Directory Monitoring with Hummingbird
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DM, enter information in the filename mask List to determine what type of files to monitor and not to monitor. If you leave the Filename Mask field blank, documents will not be displayed in a user’s Monitor List.
Note: This page does not have sorting, filtering, or paging features.

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

Setting Up File Name Masks

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

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

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

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

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

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

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

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

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

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

• •

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

Modifying or Adding File Types

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Fill in appropriate defaults for this form. specify a valid entry and you can save this set of defaults. If you specify an invalid value. If you select the Secure Document option. the lookup applet will display the list of valid entries for that field.• Profile Form: This applet displays the default profile form. 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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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. refer to the following chapter. the DM Webtop parameters and the Custom Parameter definitions. DM WEBTOP USER INTERFACE 245 . For information on Deployment Packages.

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

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

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

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

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

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

and delete custom parameters. The Custom Parameters page lists all existing custom parameters defined in the system. modify. The available setting are: • • • • ID only Full Name only ID plus Full Name Full Name plus ID Custom Parameters The Custom Parameters page allows you to create. 252 CHAPTER 10 .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. The items of the Custom Parameters page have the following meaning: • • • • • Add: Open the Custom Parameter Definition page to add a new parameter. Delete: Click to remove the current parameter. or paging features.Note: This page does not provide sorting. Name: Click the name of the parameter to modify its value. DM WEBTOP U SER INTERFACE 253 . filtering. Value: The current value of the custom parameter.

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

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. • • 255 . installing individual application integration components and removing deployment packages and components.

256 .

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

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

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

The automatic deployment utility is provided on the Hummingbird DM 5.For more information on this topic.1 client components.1.1 client components are installed in the correct locations.EXE utility A collection of files assembled from various sources into one location An INI file corresponding to the deployment package to be installed A response file Response files are created to provide automated answers to questions asked during an installation of various Hummingbird DM 5.1 CD in the \TOOLS\DM EXTENSIONS\AUTODEPLOYMENT directory.EXE utility to create one or more response files. refer to “How to Use the Automatic Deployment Utility” on page 260. 260 CHAPTER 11 . This will ensure that the automatic deployment package will remove all legacy components and that the new Hummingbird DM 5. Location of the Automatic Deployment Utility The automatic deployment utility is not installed by default when you install Hummingbird DM 5. 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. About Automatic Deployment Packages An automatic deployment package consists of the following items: • • • • The RUNSETUP. Creating a package consists of gathering the necessary files and using the RUNSETUP. We recommend you build automatic deployment packages using source workstations that are configured the same as the target workstations in your environment.

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

this setting determines whether users are prompted to choose a source location for the installation. you have the option to include Custom Components. However.” 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). IMPORTANT: When you create a deployment package.an option to change this value during a “silent installation”. the variable “szDir” is not included in the response file. Therefore. if the deployment package is installed from the DM Webtop>My Options>Optional Components window. a variable labeled “szDir” is included in the response file. As a result. this setting determines whether users are prompted to choose a target location for the installation. Using this setting. However. or in the filename for the • 262 CHAPTER 11 . When you define a custom component. specifying the location on the workstation where the installation will be performed. you should not use spaces in the File Name field on the Custom Configuration window. the variable “szPath” is not included in the response file. the components included in the deployment package are installed on the workstation in the default location C:\PROGRAM FILES\HUMMINGBIRD. Using this setting. If this check box is not selected. 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. if the deployment package is installed from the DM Webtop>My Options>Optional Components window. a variable labeled “szPath” is included in the response file. • The second setting for consideration is “Should the user be able to override the default target location?. Under some circumstances. all installation source files must be present in the folder structure from which the automatic deployment utility is called. because during automatic deployment the user is not provided an option to change this value during a silent installation. specifying the location from which the installation will be performed. but retain the installation source files in another location. If this check box is not selected. when a deployment package is distributed by the automatic deployment utility: • If this check box is selected.

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

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

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

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

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

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

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

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

To create an automatic deployment package that will upgrade an existing Hummingbird DM 5. 2 Prepare the workstation as you would for any other automatic deployment package implementation. confirm that components are removed after the installation is complete. DEPLOYMENT PACKAGES 271 .0 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.1.0 as your starting point workstation. 4 Test the response file. See “Create a Response File” on page 266 for more information. on former DOCS Open workstations.Upgrading Existing Hummingbird DM Installations Using Automatic Deployment Packages Automatic deployment packages can be used to silently upgrade a Hummingbird DM 5. “Creating a Deployment Package” on page 281 3 Create a response file.0 workstation. See “Distributing the Automatic Deployment Package” on page 273 After you complete the upgrade from Hummingbird DM version 5. Specifically. 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. 1 Select a workstation using Hummingbird DM 5. Upgrades from earlier version of Hummingbird DM products are not supported at this time. you must create a response file during an upgrade of an existing Hummingbird DM 5.0. Furthermore.0 workstation to version 5.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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. you can restrict access to native application dialog boxes. You can bypass Hummingbird DM and save documents using the native application menu commands. Check in/Check out This disables native ODMA integration for applications. and Adobe Acrobat documents in Hummingbird DM via a menu that is added to the application. Microsoft Project. Microsoft Excel. Users can obtain documents by checking them in and out of the library. Applications monitored through Interceptor should be set to Full Integration in the application’s launch method in the DM Library Application table. You will be prompted to profile the document when saving it to a monitored directory. For more information on using applications with Passive Integration. refer to the Hummingbird DM Webtop Help system. Passive Integration This is an integration method that allows you to profile Microsoft Word. Documents created with an application using Check in/Check out integration can be added to the library using the document import feature. Refer to “Restricting Users from Accessing Interceptor Settings and Native Dialog Boxes” on page 332. Note: As the Hummingbird DM administrator. To set up an application to use Directory Monitoring integration. The launch method will then need to be enabled in the Interceptor Settings. 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. • • • • 302 CHAPTER 12 . or Passive Integration. Active Integration. select Directory Monitoring from the Integration field drop-down list in Library Maintenance > Applications.

Table 12. • ODMA Integration Use this integration for ODMA compliant applications not already shown in the DM Library Applications table.Applications that are integrated using Passive Integration should not be further integrated using Interceptor or Active Integration.1 lists the applications predefined in the library that appear in the Components listing for deployment packages. refer to “Creating a Deployment Package” on page 281. For more information on setting up launch methods. Table 12. The integration options available for use with Hummingbird DM are also shown. refer to “Selecting Launch Methods” on page 213.1 Application Integration Components Component Integration Microsoft Word Microsoft Word Active Integration with Front-End Profiling with Cost Recovery Microsoft Word Passive Integration Check-in and Check-out only Microsoft Excel Microsoft Excel Active Integration with Front-End Profiling with Cost Recovery Microsoft Excel Passive Integration Check-in and Check-out only Microsoft PowerPoint Microsoft PowerPoint Active Integration with Front-End Profiling with Cost Recovery Check-in and Check-out only Microsoft Project Microsoft Project Active Integration Microsoft Project Passive Integration Check-in and Check-out only Adobe Acrobat Adobe Acrobat Passive Integration Check-in and Check-out only CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 303 . For more information.

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

Applications Using DDE Settings When you regenerated your library for use with Hummingbird DM Suite 5.15. log on to Hummingbird DM. You will need to manually enable these applications by clearing the disabled check box in DM Admin>Validation Tables>Applications.1 launch methods are enabled by default.1 database. launch methods for supported applications were added to the Hummingbird DM 5. In the event that you need to modify or update these settings in the future. for settings provided with the Hummingbird DM installation program. select DM Admin > Validation Tables > Applications and select the desired application. Launch methods previously used by your organization will be disabled. Many of the new applications added to the database utilize Dynamic Data Exchange (DDE) settings to communicate with Hummingbird DM.3 through Table 12.1. The Hummingbird DM 5. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 305 . refer to Table 12. To see this feature. as shown in the example below.

Open Application Name Topic Name Command Command (not running) ACROVIEW CONTROL [FileOpen(“%1”)] [FileOpen(“%1”)] Acrobat 4.0x and 5. For more information on setting up and editing launch methods.Document [FilePrintSilentEx("%1") [FilePrintSilentEx("%1")][AppQuit] 306 CHAPTER 12 .0x and 5. You should review all the launch method settings in the library to insure that integrated applications are properly configured. being sure to disable any launch methods that are no longer valid for your organization. Your library may contain multiple launch methods for the same product.0x and 5.0 DDE Settings . DDE Settings for Adobe Acrobat Table 12.Print Application Name Topic Name Command Command (not running) AcrobatPowerDOCSPlugin AcroExch.Important: Launch methods used in previous versions of Hummingbird DM or DOCS Open products may still be present in your DM Library. Additionally.0 Launch Method Settings ODMA Compliant %FULLPATH Integration Type Command Line Parameters Acrobat 4.3 Acrobat 4. 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 DDE Settings . refer to “Selecting Launch Methods” on page 213.

Open Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEOpen ""%1""'")] [RUN("'DDEOpen ""%1""'")] Microsoft Excel DDE Settings . remove the /ND from CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 307 . you need to set the applications as being compatible to one another. Table 12.5 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.Print Application Name Topic Name Command Command (not running) EXCEL SYSTEM [RUN("'DDEPrint ""%1"".DDE Settings for Microsoft Applications Table 12. ""0""'")] Note: If your users will be importing Excel documents into Word. ""1""'")] [RUN("'DDEPrint ""%1"".4 Microsoft Excel 2000 and XP Launch Method Settings for Active and Passive Integration ODMA Compliant Integration Type Command Line Parameters Microsoft Excel DDE Settings .

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

SHOW Print Print Application Name Topic Name Command Command (not running) Note: To enable printing when using Microsoft PowerPoint XP.Print Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEPrint "%1".7 Microsoft PowerPoint DDE Print Settings AIM POWERPOINT.Open Application Name Topic Name Command Command (not running) WINPROJ SYSTEM DDEOpen "%1" DDEOpen "%1" Microsoft Project DDE Settings . Table 12.8 Microsoft Project 2000 and XP Launch Method Settings for Active and Passive Integration ODMA Compliant Integration Type Command Line Parameters Microsoft Project DDE Settings . 0 CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 309 .Table 12. be sure to download and install Microsoft Office XP Service Pack 2. 1 DDEPrint "%1".

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

the registry files have been provided to you on the Hummingbird DM Suite 5.12 on page 314. Note: If you initially install Check-in and Check-out integration for Quattro Pro and Presentations. From the Options tab. To assist you with this. The settings needed to do this are shown in Table 12. From the File Options tab. Active integration will not work unless these Corel service packs are installed. clear the Use enhanced file dialogs option: In Quattro Pro. clear the Use enhanced file dialogs selection. and enable the launch method in Interceptor. select Tools > Settings > Environment. In Presentations.Application Integration for Corel Applications Prior to using Corel Suite applications with Hummingbird DM. 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. in the …Tools\DM Extensions folder. this will automatically disable ODMA integration. As the administrator. These files would be added to the deployment package as a custom component. set up Interceptor launch methods in the DM library. you should include these files in a deployment package along with the Interceptor registry file that enables the application. Integrating Quattro Pro and Presentations To integrate Quattro Pro and Presentations with Hummingbird DM. select Tools > Settings. contact Corel to obtain the latest service packs. clear the Use enhanced file dialogs selection. CONFIGURING APPLICATION INTEGRATION FOR HUMMINGBIRD DM 311 .11 on page 313 and Table 12.1 CD-ROM. you will need to disable ODMA integration. Disabling ODMA Integration for Corel Suite Applications 1 Disable ODMA for each application by adding the following Keys to the Windows Registry.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

3 Highlight the PROFILE table from the Tables column and click New Column. First the PROFILE table must be modified.present on the Profile form. 336 CHAPTER 12 . The Select Field to Edit dialog box appears. The Edit Column Description dialog box appears. select Programs > Hummingbird > Hummingbird DM Server 5. 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. then you must configure specific options using the Client Deployment Utility.1 > Server Admin Tools > DM Designer. See “E-mail Integration Settings” on page 359. 2 Select Edit > Edit Data Dictionary or click the Database button on the toolbar.

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

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

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

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

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 .

MMC 1. MMC 2.0 ships with Microsoft Windows XP and Windows.2 folder. The Client Deployment Utility includes configuration of the Hummingbird DM User Interface. MMC 2. Alternately.2 shipped with Microsoft Windows 2000. navigate to this folder and double click iMMC. this utility was known as the Administration Tool.0 is supported only on Windows XP and Windows NET Server. Follow the on-screen prompts. the account used to log on to the workstation must be a member of the local Administrators group. email integration. Note: To use the Client Deployment Utility. custom forms.1 shipped with Microsoft SQL Server 7.0 and Microsoft Systems Management Server 2. The Client Deployment Utility works from within the Microsoft Management Console (MMC) utility. plug-ins. add-ons. MMC 1. MMC version 1. you must be a member of the DOCS_Supervisors group in Library Maintenance>Groups. and much more.0 shipped with Microsoft Windows NT 4. 342 CHAPTER 13 . For Windows NT and Windows 2000. To install MMC. the registry files can be provided to users who then merge these settings into their local registries.EXE.NET Server. These registry files can be placed in a deployment package and automatically installed.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. Even if the account is a Domain Administrator. • • • • MMC 1. Note: In previous versions. MMC 1.1 or higher must be installed on your computer in order to use the Client Deployment Utility.0 Option Pack for Windows NT Server.2 is also provided on the Hummingbird DM Suite CD in the …Tools\DM\MMC\1.0. it must be a part of the Administrators group.

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

If you have more than one plug-in installed. 344 CHAPTER 13 . 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.The Plug-ins Configuration Screen A plug-in is an extension module that provides additional functionality to Hummingbird DM. you can change the load order of the plug-in.

Check the desired boxes. 2 The settings for Quick Searches and Folders allow you to use the same column listing for all folders and all quick searches. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 345 .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. Specify an exact path or use an environment variable such as %Temp% to specify the download directory. 1 The Download folder displays the folder that Hummingbird DM uses to manage in-process copies of documents. The lookup button can be used to browse for the desired directory.

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

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

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. you can modify the Pre-Cache parameters. — Other. For each of the four settings. This parameter will be applied to the primary library. — Parameters from DOCSPARMS — Recently Edited Document list (RED) document numbers — Recently Edited Document list (RED) document properties — Users and Groups — User’s primary group parameters — User’s system ID and primary group — Terminology 348 CHAPTER 13 . 5 The Cache Parameters that can be adjusted are as follows: — Applications — Compatible applications — Document types — Form definitions — Forms — Launch methods — Lookup definitions — Lookups. This parameter will be applied to remote libraries that have Search by Default selected in Library Maintenance. The columns are defined as follows: — Primary. — Searchable. See the next step in these instructions for more information on this setting.

Click to select or clear the lookup options. From the Cache Settings window. 10 Click OK to accept these settings or click Cancel to disregard any changes that you have made. the check box is not selected for Cache Level None or Balanced. USER_DEPT All other lookups 9 The “Cache on all forms” check box indicates whether lookups will be cached on all forms or only on the GROUP_DEF. HUMMINGBIRD DM CLIENT DEPLOYMENT UTILITY 349 . Select the setting. 8 The Cache lookups default dialog box settings will change depending on which Cache level was selected. 7 Click the Lookup button to view 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. By default. USER_ORG. scroll down until you can see the Lookups setting. MATTER.6 Individual lookup settings can be changed from the Cache Lookups dialog box.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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D—Security Regeneration utility 371 .P A R T 4 Appendices and Index In This Section This section contains Appendices A through D and the Index • • • • A—HTML file-rendering formats. 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. 8.0 Versions through 4.1 Versions through 2. and 4.0 Versions 3.0 Versions through 3.0. and Millennium SmartSuite 97 and Millennium Version 1.0.01 Versions 5.5 Versions through 3.1 Versions through 3.0 Versions through 4.0 Versions through 3.0.0 374 APPENDIX A . 6.1 All versions Versions through Release 2. and 9. 97. 4.0 Versions through 1.0.1 Versions through 8.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 SmartSuite 96.text only) MacWrite II MASS11 All versions All versions Versions through 9.0 (some limitations) All versions All versions Version 1.0 Version 3.

1 Version 2.0 Versions A.0 Versions through 6. and C Versions through 2.0 Versions through 4.0 Version 1.0 Versions 4.1 Versions 1.0 Versions through 2.Microsoft Rich Text Format (RTF) Microsoft Word for DOS Microsoft Word for Macintosh Microsoft Word for Windows Microsoft WordPad Microsoft Works for DOS Microsoft Works for Macintosh Microsoft Works for Windows Microsoft Write MultiMate Navy DIF Nota Bene Novell Perfect Works Novell WordPerfect for DOS Novell WordPerfect for Mac Novell WordPerfect for Windows Office Writer PC-File Letter PC-File+ Letter PFS:Write Professional Write for DOS Q&A for DOS Professional Write Plus Q&A Write for Windows Samna Word SmartWare II All versions Versions through 6.0 Version 3.0 Versions through Samna Word IV+ Version 1.0 Versions through 4.02 through 3.0 Versions through 7.0 to 6.0 Version 2.0 Versions through 3.0 through 98 Versions through 2000 All versions Versions through 2.0 Versions through 5. B.02 HTML RENDERING FILE FORMATS 375 .0 All versions Version 3.0 Versions 4.0 Versions through 3.

6 Versions through Composer Plus Versions through 3.0 Version 1.Sprint Total Word Unicode Text Volkswriter 3 & 4 Wang PC (IWP) WordMARC WordStar 2000 for DOS WordStar for DOS WordStar for Windows XyWrite Version 1.0 Versions through III Plus 376 APPENDIX A .0 Version 1.2 All versions Versions through 1.0 Versions through 2.0 Versions through 7.

0 Versions 1.5 Versions through 3.0 Versions through 9.0 Version 3.0 Version 1.Spreadsheet Formats Enable First Choice Framework Lotus 1-2-3 (DOS & Windows) Lotus 1-2-3 for SmartSuite Lotus 1-2-3 Charts (DOS & Windows) Lotus 1-2-3 (OS/2) Lotus 1-2-3 Charts (OS/2) Lotus Symphony Microsoft Excel for Macintosh Microsoft Excel for Windows Microsoft Excel Charts Microsoft Multiplan Microsoft Windows Works Microsoft Works (DOS) Microsoft Works (Macintosh) Mosaic Twin Novell Perfect Works Quattro Pro for DOS Quattro Pro for Windows PFS:Professional Plan SuperCalc 5 SmartWare II VP Planner 3D Versions 3.0 Versions through 2.0 Versions through 4.0 Version 2.0 through 4. and 2. 98 Versions 2.0 Versions through 2.0 SmartSuite 97and Millennium Versions through 5.0 Version 4.2 through 2000 Versions 2.0 Versions through 2.0 Versions through 2.0 Version 4.x through 7.1.0 Versions 3.5 Version 2.1.02 Version 1.0.0.0 HTML RENDERING FILE FORMATS 377 . 4.0.0.0 Version 1.0 Versions through 5. and 4.0 Versions through 5.

x Version 1. and 4.5 Versions through 3.02 378 APPENDIX A .0 Versions through 5.0 Version 2.0 Versions through 2.0 Versions through 1.0 Versions through 2.0.1 Version 1.1 Version 3.0 Versions through 4.0 Version 1.0 Version 1.0.0 Versions through 2. 0 Versions through 4.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. 4.0 Version 2.0 Versions through 3.3 Versions 3.0 Version 4.

CUR & OS/ 2 DIB) CDR (if TIFF image is embedded in it) CGM .Standard Graphic Formats * Not available on Linux platforms Binary Group 3 Fax BMP (including RLE. Version 3.0 No specific version All versions All versions No specific version Version 1.0 ANSI.Kodak Flash Pix GIF .Kodak Photo CD PCX Bitmap All versions Windows Corel Draw versions 2.Graphics Interchange Format GP4 .Micrografx Designer DRW .Micrografx Draw DXF (Binary and ASCII) AutoCAD Drawing Interchange Format EMF EPS Encapsulated PostScript * FPX . NIST.Joint Photographic Experts Group format PBM .1 Versions through 4.0 PC Paintbrush HTML RENDERING FILE FORMATS 379 .GEM Paint JFIF (JPEG not in TIFF format) JPEG .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. ICO.0 Microsoft Fax Version 3.Group 4 CALS Format HPGL .Computer Graphics Metafile DCX (multi-page PCX) DRW . CALS.0 through 9.Hewlett Packard Graphics Language IMG .Portable Bitmap * PCD .

X-Windows Bitmap * XPM .Sun Raster File Format Targa TIFF .X-Windows Pixmap * XWD .Portable Pixmap PSP . 5.0 x10 compatible x10 compatible x10 compatible 380 APPENDIX A .Tagged Image File Format TIFF CCITT Group 3 & 4 VISO (Multi-page Page Preview mode only) WMF WordPerfect Graphics [WPG and WPG2] * XBM .Lotus 1-2-3 Picture File Format PICT1 & PICT2 (Raster) PNG .Portable Network Graphics Internet Format PNTG PPM .0 No specific version No specific version Macintosh Standard Version 1. 2000 Windows Metafile Versions through 2.X-Windows Dump Novell version 2.Perfect Works (Draw) PGM .1 Ami Draw All versions No specific version Truevision Versions through 6 Fax Systems Visio 4.0.Portable Graymap PIC .0.0 MacPaint No specific version Versions 5. 5.Paintshop Pro (Win16 and Win32 / Intel only) SDW Snapshot (Lotus) SRS .

Initial Graphics Exchange Specification * MET .Postscript * PSD .Portable Document Format * PIF .High-End Graphic Formats * Not available on Linux platforms * AI .Corel Draw CMX .0 Version 1.0 Acrobat version 2.Corel Clip Art Format * DSF . 4.IBM Graphics Data Format * GEM .0 Versions through 8.0 Versions 5 through 6 Windows 95.Adobe Illustrator File Format * CDR .0 Versions 12 through 14 Vector and raster formats through Version 5.0.0 Bitmap and Vector Version 5. Version 6.0 Level 2 Version 4.FrameMaker graphics * GDF .0 Version 2. 3.OS/2 PM Metafile * PDF .0 HTML RENDERING FILE FORMATS 381 .1.Micrografx Designer * DWG .Adobe Photoshop File Format * RND .AutoShade Rendering File Format Versions through 7.IBM Picture Interchange Format * PS .Graphics Environment Manager Metafile * IGES .1 Version 3.0 Version 1.AutoCAD Native Drawing Format * FMV .

and Millennium Versions through 2.x and 3.0 and 7. 97.x Windows versions Versions 1.0 Versions 2. 96. 98 382 APPENDIX A .0 Versions 3.0 and 9.0.0.Presentation Formats * Not available on Linux platforms Corel Presentations Novell Presentations Harvard Graphics for DOS * Harvard Graphics Freelance for Windows Freelance for OS/2 Microsoft PowerPoint for Windows Microsoft PowerPoint for Macintosh Versions 8.0 Versions through 2000 Versions 4.0. 2.

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

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

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

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

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

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

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

.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

66.members 184 permissions 176 synchronization 202 utility access 179 versions 181 GroupWise e-mail integration 335. 78. 81 starting and stopping an index 40 indexing with DM Indexer administering an index from a different server 77 backing up and restoring an index 77 compressing an index 28. 74 index log files 78. 34. 75 creating an index 22. 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. 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. 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 . 61 deleting an index 25 index location 62.

INI file. 20 INDEX 417 . location 11.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. 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. listing 160 load balancing. creating a new library from an existing library 392 Library Parameters changing terminology 162 editing document server settings 155 listing document servers 153 listing remote libraries 157 setting up a remote library 158 System Attache settings 149 system default values 138 system defaults 133 system features 136 system permissions 142 system preferences 152 system utilities 143 system version settings 146 terminology. definition 302 PCDOCS.

See Microsoft applications purging the Activity Log 390 Q Quattro Pro. configuring 344 Presentations. users in NetWare-only environment 106 server clusters.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. 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.people listing 164 performance monitor settings 383 Plug-ins. See indexing with DM Indexer security about 90 DM clients 109 document 89 Document Sentry Agent (DSA) 103 document server access 112 library 96 418 . defining 118 Server Manager client application forms 12 creating and managing indexes 21 default library 17 fail-over and load balancing 41 index settings 17 internal caches 51 libraries 15 location of PCDOCS. See Corel Suite 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 Corel Suite preview generation 125 Profile on Send 365 Project.

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

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

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